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Minutes 03-31-03 t4TNUTES OF THE AGENDA PREVZEW CONFERENCE HELD IN CONFERENCE ROOt4 C, WEST WING, CITY HALL, BOYNTON BEACH, FLORZDA ON t4ONDAY, MARCH 31~ 2003 AT 4:00 P.M. Present Gerald Broening, Mayor Mike Ferguson, Vice Mayor Hack McCray, Commissioner Carl HcKoy, Commissioner Absent Ron Weiland, Commissioner Kurt Bressner, City Manager Rose Marie Lamanna, Paralegal Janet Prainito, City Clerk City Manager Bressner began the agenda review at 4:00 p.m. He added an item under Announcements concerning a status report on the supplies for "D" Company. We have 56 boxes of items to be shipped out. III.C.1. Proclamations Since there are so many proclamations listed, Mayor Broening would like to read a summary of each one rather than the entire proclamation. Virginia Farace, Library Director, noted that members of the Library Board and Friends of the Library would be present to make a presentation to the Commission regarding National Library Week. Mayor Broening said that he would make an exception for that particular proclamation. 1V.A. Appointments to be made Vice Mayor Ferguson suggested making the regular appointments prior to the alternate and student appointments. Commissioner McKoy had a concern regarding making board appointments based on the information contained on the application forms. He was concerned regarding whether the applications contained complete and accurate information. He felt that the forms should be revised and should be more specific as to what is being asked. rvlayor Broening explained that he attempts to talk to the board applicants, the Board chair, other Board members, or the City staff representative. While he appreciated Commissioner McKoy's concerns, he did not want to delay the process of appointments. Commissioner McCray suggested that Commissioner McKoy could table his appointments so he would have more time to get to know the applicants. He also pointed out that there is a statement on the form that reads "! hereby certify that the statements and answers provided herein are true and accurate. ! understand that, if appointed, any false statements may be cause for removal from a board." Meeting Minutes Agenda Preview Conference Bovnton Beach, Florida March 31, 2003 City Manager Bressner explained that the CRA Board has certain expectations regarding membership and includes some specifics on occupational and educational backgrounds. Most of the other advisory boards do not have specific requirements. He suggested that when the forms are revised, the Commission may want to look at the responsibilities of all the boards and determine whether any special educational or professional requirements might be desirable. During a review of the boards' responsibilities, the Commission may discover that some boards may not be as relevant as they were five years ago or they might discover that there may be a need to establish a different advisory board. After discussion, there was consensus that the form could be revised for the next board cycle. City Manager Bressner will have a draft prepared and the Commission could approve it by resolution. V.B.2. Authorize the Library Director to negotiate a contract with the #1 ranked architect/engineering consultant, Schenkel and Schultz Architects, Inc. of West Palm Beach, FL, to provide architectural/engineering services for the Library Expansion / Remodel Commissioner McCray questioned who the three citizens were who made up the selection committee. Ms. Farace said that they were the President of the Friends of the Library, the Library Board Chair, and a local architect. Commissioner McCray requested that their names be provided to him. Vice Mayor Ferguson asked what the cost would be. Ms. Farace answered that they would not know until they negotiate; however, she believed the design would be under $300,000. The contract will come back to the Commission for approval after negotiations. V.B.3. Award the "PURCHASE OF ONE NEW AND UNUSED 16 FOOT ALUMTNUM BODTED STEP VAN," Bid #036-2516-03/C3D, to SHEEHAN GMC of Lighthouse Point, Florida, in the amount of $39,998.94 V.B.4. Award the "PURCHASE OF ONE NEW AND UNUSED CONTAINER HAULER TO ZNCLUDE OPTZONAL E(~UIPMENT," Bid #038-25:L6-03/C3D, to Palm Peterbilt - GMC Trucks, Inc. of Ft. Lauderdale, Florida, in the amount of $56,900 Commissioner McKoy noted that these bids were awarded to companies outside of the County and wondered whether we are making every effort to do business with companies within Palm Beach County. Diane Reese, Finance Director, explained that a list of vendors is maintained on our database and the bid documents are sent out to those that are registered with the City. After the bids are received, we award the bid to the lowest bidder. City Manager Bressner requested that, in the future, Ms. Reese include in the backup a data sheet listing the vendors who we sent bid documents to and those who did not respond. Meeting Minutes Agenda Preview Conference Bovnton Beach, Florida March ~l:l., 200? V.B.5. Award Bid #032-24:L3-03/C3D, DESZGN/BU:[LD SERVZCES FOR SURF ROAD AREA WATER MATN REPLACEMENT PRO3ECT, to Douglas N. Higgins, Tnc., and execute a contract in the amount of $5:~9,622.50 plus approve an owner's contingency of 10% in the amount of $51~962.25 for a total project budget appropriation of $571,584.75 (Proposed Resolution) Vice Mayor Ferguson asked whether this connected with our utilities. Dale Sugerman, Assistant City Manager, explained that it does. It connects on the borderline with Briny Breezes and Ocean Ridge and is part of our service area. Tt is a very old two-inch line and we are replacing it to provide a better quality of water and to provide better pressure and flow for firefighting. V.C.4. Proposed Resolution Re: Authorizing the Boynton Beach Recreation and Parks Board to accept, review, and forward to City Commission for approval by resolution, applications for the naming of City parks, facilities, buildings, and open spaces Vice Mayor Ferguson wondered, for instance, why the Senior Advisory Board would not be the one to consider naming the Senior Center. City Manager Bressner reported that the Recreation & Parks Board has direct jurisdiction over all of the recreation facilities, which includes the Senior Center. V.C.6. Proposed Resolution No. R03- Re: Approving the Neighborhood Assistance Program and Eligibility Requirements as administered by the City's Neighborhood Services Division of the City Manager's office Commissioner McCray requested that item C.6 be tabled until April 15th SO that he could have the history from the last three years. Tt was the consensus of the Commission that the item would be removed from this agenda and placed on the April 15th agenda. V.C.11. Proposed Resolution Fee Schedule Re: Modification to the existing Building Division Vice Mayor Ferguson was opposed to raising the minimum permit fees. City Manager Bressner advised that staff would be prepared to discuss this item at the Commission meeting. V~ZLA Gateway Plaza (COUS 02-005) ('TABLED BY CITY COIYH.r$$[ON TO APRIL :~, 2003) Quintus Greene, Development Director, explained that the developer has not received approval from Quantum. The City had concerns regarding multiple tablings and legal notification. 3 Meeting Minutes Agenda Preview Conference Bovnton Be;ch, Floridp March 31, 2003 ~X.A. Update on Heart of Boynton Project [X.B. Authorization for staff to apply for a HUD Section 108 Loan for the purpose of initiating Phase ! property acquisition in the Heart of Boynton Community Redevelopment Area (Proposed Resolution) City Manager Bressner distributed a report on the Heart of Boynton. Commissioner McCray said that he would request at the meeting that items IX.A and B be tabled until there was a full Commission on April :[5th, Other City Manager Bressner reported that he had received a request from Commissioner Weiland to place an item on the April :[5th agenda to discuss the height allowances/restrictions along the Federal Highway Corridor. This will be added under Future Agenda :Items. Vice Mayor Ferguson asked how many retention ponds there would be in the City in addition to the one in Mangrove Park. Assistant City Manager Sugerman will research this and provide an answer to the Commission. Vice Mayor Ferguson wanted to know when the meeting would be held regarding capital funds and when the meeting with the CRA would be scheduled. City Manager Bressner said that they are having scheduling problems and are working on setting dates for these meetings. Commissioner NcCray inquired whether the missing generators were still under investigation and was informed that they were. He asked when we could file insurance papers. His understanding was that we could file papers and be paid for the generators. We did not need to replace them. Dale Sugerman, Assistant City Manager, explained that it would be our goal to replace the generators. Our original goal was to have 15 generators available. Even before the two generators were stolen, we only had :[3. Commissioner McCray said that every six months the Commission is supposed to do a performance appraisal of the City Manager. He wanted to do this at the pre-agenda meeting on April 14t~. Mayor Broening explained that in the past, they required a self-appraisal and then after a couple of days, they did the evaluation. City Manager Bressner will let the Commission know whether he will be ready by April :[4t~. Commissioner McCray wanted to know whether there was an Afro-American on the internal affairs committee regarding the basketball individual incident. 4 Meeting Minutes Agenda Preview Conference Bovnton Beach~ Florida March $1, 200~ Chief Gage responded that there was not. Commissioner McCray then requested a list of the individuals who were on the committee. There being no further business to be discussed, the Agenda Preview meeting properly adjourned at 4:37 p.m. ATTEST: Deputy City Clerk Commissioner (one tape)