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Minutes 07-08-03MEETING MINUTES OF THE COMMUNITY REDEVELOPMENT AGENCY HELD IN COMMISSION CHAMBERS, CITY HALL, BOYNTON BEACH, FLORIDA, ON TUESDAY, JULY 8, 2003 AT 6:30 P.M. Present Larry Finkelstein, Chairman Jeanne Heavilin, Vice Chair Jose Aguila Alexander DeMarco (arrived at 6:45 p.m.) Michelle Hoyland Absent Don Fenton Henderson Tillman Doug Hutchinson, CRA Director Mike Rumpf, Planning & Zoning Director Eric Johnson, Planner Lindsey Payne, Board Attorney Susan Vielhauer, Controller Annette Gray, Administrative Assistant I. Call to Order Chairman Finkelstein called the meeting to order at 6:30 p.m. II. Roll Call The Recording Secretary called the roll and declared that a quorum was present. III. Agenda Approval A. Additions, Deletions, Corrections to the Agenda Chairman Finkelstein requested that Items F, G, H, I, and J under New Business be moved up to VII. (Director's Report) as Items B, C, D, E, and F. B. Adoption of Agenda Motion Mr. Aguila moved to approve the agenda, as modified. Chair Heavilin and unanimously carried. IV. Motion seconded by Vice Consent Agenda A. Approval of Minutes - June 2, 2003 HR Workshop, June 10, 2003 Meeting, and June 26, 2003 Workshop Meeting Meeting Minutes Community R~edevelopment Agency Boynton Beach, Florida July 8, 2003 B. Financial Report C. Budget Transfer Request D. Consideration of RFP for Financial Advisory Services Chairman Finkelstein requested that Items B, C and D be pulled and moved to Item X. ("Other Items") as Items A, B, and C. Motion Mr. Aguila moved that Items B, C and D be pulled and to approve the balance of the Consent Agenda. Motion seconded by Ms. Hoyland and unanimously carried. V. Public Audience Terrance Rothman was homeless in the City and said that the City has a total disregard for the homeless. Chairman Finkelstein did not think that this Board was the forum for this subject, but permitted Mr. Rothman to speak for three minutes. Mr. Rothman stated that he has been arrested because of his homelessness and he would like the City Commission to do something about the homeless situation in the City. Attorney Payne administered the oath to all persons who would be testifying. VI. Public Hearing New Business A. Conditional Use Project: Agent: Owner: Location: Description: Boynton Beach Marina Townhomes (COUS 03-003) Lawrence Justiz, The Related Group Boynton Beach, LTD. TRG-Boynton Beach Ltd. 743 NE First Avenue Request for conditional use/site plan approval for construction of 11 three- story townhouse units on 7.349 acres in the Mixed-Use High (MU-H) Zoning District Chairman Finkelstein announced that he would not be recusing himself from this item tonight because the issues have been addressed and it has been determined that this is not a conflict for him. Mr. Aguila supported Chairman Finkelstein's decision. 2 Meeting Minutes Community R~edevelopment Agency Boynton Beach, Florida July 8, 2003 Eric Johnson, Planner presented the item for staff. The project had been approved for a major site plan modification and at that time 12 townhouse units were included. At that time, townhouse units or residential, single-family attached units, were not allowed in the MUH Zoning District and staff recommended denial. However, the City Commission has since approved the allowance of townhouse units in the MUH Zoning District, contingent upon them being reviewed as conditional uses. Therefore, the applicant is back tonight for approval of the townhouse units. The number of townhouse units has been decreased from 12 to 11. This is the only difference in the plan approved by the City Commission and tonight's plan. Also, there is now landscaping within the paseo area of the two buildings. The applicant has affirmatively answered each standard for considering a conditional use. Mr. Johnson requested that Condition #2, dealing with the storage and handling of the refuse, be deleted since the Engineering Division has confirmed that this is not an issue. This would leave 12 conditions of approval for the project and the applicant has agreed with all of them. Staff is recommending approval of the request for conditional use. The applicant will have one year to obtain a building permit for the townhouse units. Bonnie Miskel, on behalf of the applicant, concurred with all staff recommendations. Many of the comments made previously about the townhomes at the last meeting have been incorporated into the project. Roger Frye, architect for the project, explained the salient changes to the townhouses. One unit was deleted, which is the center unit. There are two buildings; one building contains five units and the other contains six. The shapes of the roof have been changed to add more variety and they revised the way the units popped out. There are now two facades, which Mr. Frye pointed out on the artist's rendering of the townhouses. The eaves of the roof have been changed and the back elevation has been completely revised by introducing some arches and additional moldings. There will also be additional access to the public sidewalk. They have revised the steps and narrowed the front landscaping to provide a 9' boardwalk instead of the original 7' boardwalk. Ms. Miskel reported that there was a tremendous turnout for the showing of the condo units and they were sold within 72 hours. This has proven to be a very popular project. There have already been inquiries about purchasing the townhouse units as well. The townhouses will provide a variety of housing for the project. With the break in the design, access to the Marina has been opened up further. Chairman Finkelstein opened the public hearing. Ginny Foot, representing BODA, would like assurances that there will always be public access to the waterfront. Ms. Foot requested that there be some type of stipulation that the waterfront would always have public access. 3 Meeting Minutes Community Redevelopment Agency Boynton Beach, Florida July 8, 2003 Bob Foot, 760 East Ocean Avenue concurred with BODA's request that the public have access to the waterfront. Mr. Foot inquired if there would be gates put in place that would prevent access to the waterfront. Since no one else wished to speak, Chairman Finkelstein closed the public audience. With regard to Ms. Foot's comments, Ms. Miskel responded that the primary pedestrian walkways by the waterfront will be common areas open to the public and this would be recorded in the public records with the condo documents. This will provide for access in perpetuity. Vice Chair Heavilin asked about the lighting on the public promenade and questioned if they would operate in conjunction with the restaurant hours. Ms. Miskel responded that there would be adequate lighting at all times that the public would have access to the area to insure the safety for everyone. Since the photometric plan only showed light poles in the rear of the buildings, Ms. Hoyland would like to make it a condition of approval that that there will also be light poles for the north side of the buildings. Ms. Hoyland noted that the height of the buildings is not indicated on the elevation drawings and she would like to have seen the drawings completely dimensioned. Also, she had a concern about the trash pickup and inquired if a rollout container was being utilized. Ms. Miskel responded that the photometrics were required for the parking areas, but they would be glad to provide some kind of ornate carriage lighting on the back, and bollard lighting is planned for the lower level. Mr. Frye responded that they worked extensively with staff on this and the large buildings and the townhouse buildings will have enclosed dumpsters so that no trash would be visible. Maintenance will bring the dumpster out on the trash pickup day and after pickup, will roll it back in. Ms. Hoyland asked about the use of the docks and would they be available to the public for rental? Ms. Miskel responded that two docks have been allocated to the public. The other docks will be available on a first-come, first-served basis. Ms. Hoyland would like to have an access easement placed on the plat to ensure access to the waterfront. Ms. Miskel said they could do it this way or by a declaration of restrictions. Ms. Hoyland asked whether the applicant was still pursuing the 70 in-lieu-of parking spaces. Mr. Hutchinson responded that the parking in the entire area has been in negotiations with three parties because there is a court mitigation agreement and this is being worked through right now with regard to the public 4 Meeting Minutes Community Redevelopment Agency Boynton Beach, Florida July 8, 2003 spaces, access to those spaces and management of the traffic. This should be coming before the Board next month. The townhouses have their own parking. Ms. Hoyland noted that 854 parking spaces are required, but only 784 are proposed. She asked where the 70 spaces would be located. Ms. Miskel pointed out that they were present tonight for the townhomes. The balance of the plan has already been approved and this phase meets code. Ms. Hoyland pointed out that this project functions as one site and the applicant tonight is seeking a conditional use approval and she would like to see these 70 spaces. Ms. Miskel was not sure of the status of the fee-in-lieu of and pointed out that there is adequate parking for the townhomes. Ms. Hoyland inquired if the mixed-use parking calculation was used and was informed that it was not. Further, Ms. Miskel was not sure if the City was prepared to provide the information to add a note about the 70 spaces as Ms. Hoyland requested. Mr. Johnson pointed out that when the applicant first came to the City for the townhouse project as a conditional use, staff requested that they provide an overall master plan for information only. The information contained on the overall site was not scrutinized as closely as the townhouses were. Ms. Hoyland asked staff if they felt comfortable that the plans contain parking calculations for the overall project. Mr. Johnson responded that even if the overall count is deficient, the townhouse units meet code. Also, Mr. Johnson noted that the fee-in-lieu of was approved with the master plan. Motion Ms. Hoyland moved to approve the subject proposed conditional use with attached conditions of approval outlined in Exhibit C, including the following two conditions: (1) that a public access easement be provided for along the north side of the townhomes and (2) that lighting be indicated on the site lighting, photometric plan and elevation drawings along the north side of the building. Vice Chair Heavilin seconded the motion Ms. Hoyland requested to amend her motion to include the deletion of Comment #2 and to change the lighting language to state "that decorative wall-mounted lighting be provided for on the north side of the townhome buildings and indicated on the elevation drawings and the site lighting and photo metric plan." Vote Vice Chair Heavilin seconded the amended motion that unanimously carried. B. New Site Plan Project: Agent: Owner: Phillips Industrial Park (NWSP 03-003) John Phillips John Phillips 5 Meeting Minutes Community Redevelopment Agency Boynton Beach, Florida July 8, 2003 Location: Description: Lots 4 and 5, West Industrial Avenue Request for site plan approval for a 14,480 square foot office/warehouse building, 6 material storage bins, and related site improvements on a 1.43 acre lot in the M-1 Industrial Zoning District Mr. Johnson presented the item on behalf of staff. He pointed out that there is a utility easement along the rear of the property line and there is a water main outside the easement, thus requiring the applicant to delete a storage bin that could have been placed outside that utility easement. The project meets all code requirements, but the Palm Beach County Traffic Division has not yet approved the traffic statement and more drainage review will be required at the time of permitting. There is one entrance along Industrial Avenue and each bay will have no more than 20% set aside for office space, except for the applicant's bay. Thirty-eight parking spaces are required, which the applicant is providing. The site will be landscaped with 18.6% pervious area with an array of vadous shrubs and trees. The building is one-story and the applicant has worked closely with staff on the design of the building. Staff is of the opinion that the elevations go above and beyond what was required. The building fa(;ades will have decorative diamonds and score lines with Bahama-style shutters. There are 19 conditions of approval and the applicant has agreed with all 19 conditions. Mr. Phillips noted that the location was only for lot 5 and not 4 and 5 as stated on the agenda. Mr. Johnson agreed that it was only lot 5. John Phillips, 6900 Carissa Circle, West Palm Beach, agreed with all staff comments. Chairman Finkelstein opened the public hearing. Since no one wished to speak, the public hearing was closed. Chairman Finkelstein welcomed Commissioner Cad McKoy to the meeting. Ms. Hoyland inquired if there would be lighting on the building and the applicant stated that there would be lighting in the form of wall packs and pole lighting. Mr. Phillips said that he would be submitting photometric plans at the time of permitting. Ms. Hoyland requested that Mr. Johnson elaborate on the easement. Mr. Johnson stated that the easement was located along the east side of the property near the railroad track. Because of the easement, the applicant had to cut back on the number of storage bins. The Engineering Division stated that no above-grade structure is permitted upon an easement, but pavement is allowed. Meeting Minutes Community R~edevelopment Agency Boynton Beach, Florida July 8, 2003 Motion Vice Chair Heavilin moved to approve the request for site plan, subject to staff conditions. Motion seconded by Mr. Aguila and unanimously carried. Mr. Aguila commended the applicant for going above and beyond what he could have done for the project and felt that this would be a great improvement to the neighborhood. Project: Agent: Owner: Location: Description: A Paving Lady (NWSP 03-008) Thomas Potter Janice M. Riley-Potter 100 W. Industrial Avenue Request for site plan approval for construction of a 12,480 square foot industrial building with related site improvements on a 1.44 acre lot in the M-1 Industrial Zoning District Mike Rumpf, Planning and Zoning Director, presented the item for staff. The property is currently vacant and zoned M-1 (Industrial). The applicant is proposing to build one 2,800 square foot office building, one 1,250 square foot warehouse building, and one future building at 1,440 square feet. All buildings are one story. Improvements include driveways, parking, circulation areas and landscaping. A 32' wide driveway is proposed along West Industrial Avenue and there will be 15 parking spaces, which is four above code. There will be a 7' front buffer inside the drainage easement that will include two Royal Poinciana Trees and three Yellow Elder Trees with various shrubs. The northeast and south buffers are 5' wide and will include Cabbage Palm, Live Oak and Golden Trumpet Trees and there will be foundation plantings around the front and side of the building. The building is a basic industrial boxed-shape building and the exterior is stucco, painted white with a yellow accent and black stripes along the top. There will be a 14%' square foot wall sign placed on the yellow awning over the entryway and a 36 square foot in area freestanding monument sign. Since the sign will be placed within a dedicated drainage easement, all proper consents are necessary. Staff recommends approval, subject to the 20 conditions of approval. Tom Potter, 1820 Tom a Toe Road, Boynton Beach, pointed out that the 5' landscaping included the 6" curb that was required to protect the plantings. Mr. Rumpf stated that a condition should be added that the curb itself is outside the minimum 5' landscaping. Mr. Potter noted that the minimum landscaping required was 30" and they have provided 4 W of green area and the curb accounts for the remaining 6." Mr. Rumpf agreed with Mr. Potter's interpretation. 7 Meeting Minutes Community R.edevelopment Agency Boynton Beach, Florida July 8, 2003 Chairman Finkelstein asked the applicant if they agreed with all staff comments and Mr. Potter stated that they did. Chairman Finkelstein opened the public hearing. Since no one wished to speak, the public hearing was closed. Mr. Aguila felt that there has been "zero" effort made to bring forward a project that has any aesthetic value and he could not support it. He had no issues with the layout and the appropriateness of the use, but he felt that the buildings were totally bland. He pointed out that it would not require that much more effort to put something nicer into the building. Ms. Hoyland was also disappointed with the elevations of the building and felt that the applicant could have done more. She would like to have more architectural treatments added to all the elevations. Ms. Hoyland pointed out that the striped handicapped access way encroaches into the 32' drive aisle without any separation. Mr. Rumpf felt that this should be addressed by either Engineering or Building and pointed out that those Divisions are very diligent when applying ADA regulations. If there is no comment, Mr. Rumpf felt that this was allowed. Ms. Hoyland noted that the proposed material storage areas are to be a future warehouse building and she inquired about the elevations for this proposed building. Mr. Rumpf said that they were not submitted with this application. Mr. Potter stated that the intended future building would be the storage containment unit, which would be 8' in height, with CBS walls and stucco exterior. Mr. Aguila asked what this would look like in the future and the applicant said that it would be a continuation of the adjacent two-story building. Ms. Hoyland felt that the project needed work, especially the way the project was laid out and the elevations of the building. The elevations were very plain and she asked if the Board would be reviewing the elevations for the future warehouse building. The applicant stated that this would come to the Board for approval, but they have no plans to construct the warehouse in the near future. With regard to the comment regarding the elevations being bland, Mr. Potter pointed out that the building is currently facing vacant land and at some point he felt that this would be developed. If this were the case, the elevations would not be visible. Chairman Finkelstein explained to the applicant that this Board is trying to enhance development in the City and to encourage upgrading of the properties. The Board feels that the project is very plain and they would like to see more enhancements similar to the Philips' project. Mr. DeMarco suggested that the applicant hire an architect to assist with enhancing the project. 8 Meeting Minutes Community R~development Agency Boynton Beach, Florida July 8, 2003 Mr. Aguila was prepared to move for denial or to table the item to provide the applicant an opportunity to improve the elevations. Chairman Finkelstein pointed out that the Board cannot table the item; the applicant would have to request this. Ms. Riley-Potter inquired if the Board wanted to see different colors. She pointed out that these are their logo colors. Ms. Hoyland said that she was not opposed to the black and yellow, but did not think that it was appropriate on a white building. Mr. Aguila would like to see the configuration of the building improved and also suggested that the applicant employ an architect. Ms. Riley-Potter requested that their request be tabled. Mr. Rumpf said that staff would be available to assist the applicant. Mr. Potter requested that the item be tabled until the Board's next meeting because they need to get the building on line as soon as possible. Motion Ms. Hoyland moved to table this item at the applicant's request until the Board's August meeting. Motion seconded by Mr. Aguila and unanimously carded. VII. Director's Report A. Updates Mr. Hutchinson pointed out that the items in red in his report are new. Chairman Finkelstein inquired about the following: "Direct Incentive Program and Loan for the Arches"--Mr. Hutchinson explained that The Arches had asked for front loading of $2 million and that will be done in the form of a loan with security as reviewed and directed by the Board. "Contract for Real Estate Services"--Mr. Hutchinson responded that they have been asked to hold up contacting the three properties that the CRA has an interest in acquiring. Instead of spending funds with TUG, Mr. Hutchinson would like to take a "wait and see position" with other projects going on in the area. Mr. Aguila inquired about the "High School Adaptive Re-Use Task Force." It states that "The consultant will begin re-write based on approved outline. Draft projected for July and August." Mr. Hutchinson stated that this was not applicable to this item and should be disregarded. He thought that this applied to the next item, "Land Development Regulations." 9 Meeting Minutes Community Redevelopment Agency Boynton Beach, Florida July 8, 2003 Chairman Finkelstein asked for an update on the "Way-Finding Signage Program" and questioned if another workshop was necessary. Mr. Hutchinson responded that this needs to be coordinated with the City and staff needs to determine who would be buying what signs. Mr. Aguila inquired when this would be workshopped and it has been tentatively set for August 8th. The workshop for the budget will take place on Thursday, July 24th. Consideration of Fa(;ade Grant for Fred and Joe (moved up on agenda) Mr. Hutchinson reported that Ms. Gray would be reporting on this item since she will be administering these programs. Mr. Hutchinson pointed out that the color renderings in the packet were not exactly true colors since the applicant did not supply color renderings and staff supplied the colors as best it could. This requirement will be added to the development-briefing book. Ms. Gray noted that there were two grant requests since the applicant owns two parcels of property; 309 NE 3rd Street and 311-319 Boynton Beach Boulevard. The applicant is asking for the maximum amount of $15,000 per property, for a total of $30,000. Site plans were included in the agenda packet. Mr. Aguila inquired if the improvements would have to go to the Planning and Development Board for approval and was informed they did not. They would, however, have to apply for building permits. The applicant is requesting a redesign of the roof for aesthetic purposes to incorporate the Visions 20/20 concepts downtown. Mr. Aguila noted that the project was void of landscaping. Ms. Gray stated that there is landscaping, but the applicant chose not to include it in the request for grant funds. Ms. Gray suggested that the applicant respond to this. Fred Violette, 4153 Colle Drive, Lake Worth, said that they participated in a City program a few years ago to plant Washington Palms and they sodded their property and planted shrubbery that covers most of the front entrance. On the east side of the building there is a 10' x 10' piece of property that they will be landscaping. They did not include the landscaping with their application since they were not seeking funding for landscaping. The landscaping begins at NE 3r~ Street and extends approximately 40' westward. Since the property on the west side has a zero lot line, there is no room to install landscaping. The front entrance will be redone to include columns and double glass doors With lights on the sides. The tire store will also be redone similarly and the east wall will be glassed so that the tire showroom will be visible from the road. A 6' stockade fence will close in the work area behind the buildings. 10 Meeting Minutes Community Redevelopment Agency Boynton Beach, Florida July 8, 2003 Chairman Finkelstein asked staff if they considered this two properties and Ms. Gray responded there are two separate deeds with two separate descriptions. Chairman Finkelstein had concerns that they were functioning as one site. Mr. Hutchinson pointed out that the buildings were separate. Ms. Hoyland asked if one building and one lot could be sold separately and Mr. Violette stated that this could be done. Mr. Hutchinson explained that the redoing of the property has greatly expanded since the applicant first came to the CRA for assistance. If the applicant does not receive the matching grants, they will have to cut back on some of the improvements. Chairman Finkelstein asked what the cost of the facade improvements would be and was informed it was $114,000. Mr. Violette wants to have his property in sync with all the new developments and improvements coming to the downtown. Ms. Hoyland noted that the warranty deed refers to the two parcels and asked if the applicant had one or two mortgages. Mr. Violette said that they have one mortgage. Both Mr. Aguila and Ms. Hoyland were very supportive of the project, but both would like to see more landscaping. Members discussed the amount of the grant and whether it should be $15,000 or $30,000, as requested by the applicant. Ms. Hoyland felt that they would be setting a precedent if they allowed $15,000 per legal description. Mr. Violette responded that if they were not given the full $30,000 they would not go forward with the project at all because of the costs of the entire project. Mr. Hutchinson pointed out that the Ocean Plaza project received over $30,000 in CRA funds and other grants. Mr. Hutchinson felt that because two separate buildings were involved, the Board should consider the applicant's request. Also, it was noted that a grant recipient could come back every three years and apply for another grant. Mr. Hutchinson also pointed out that the funds are available and more meaningful projects are coming forward. Mr. Aguila suggested that this particular request be viewed as two separate parcels and then staff could come up with some guidelines in the future to deal with these cases. Mr. Violette explained that Mobil Oil Company has instituted a new program called Mobil One Lube Express, which is a separate entity from what they currently are. The purpose is allow some of the independents to use the new logo and their dealership is the only one chosen in Palm Beach County to participate in the new program. They will be putting up new illuminated lettering on the south side of the building, along with a racing logo. Vice Chair Heavilin asked if the applicant could place some planters up against the buildings and Mr. Violette explained that this was not possible. He did feel that they could place some planters between the service bays and he would be amenable to this. 11 Meeting Minutes Community R~edevelopment Agency Boynton Beach, Florida July 8, 2003 Mr. DeMarco pointed out that Mr. Violette has been in business in Boynton Beach for over 20 years and has always provided good service to everyone in the community. He commended the applicant for a fine job and recommended that the Board approve the grant. Chairman Finkelstein noted that the program guidelines do state that "property owners may receive grants for multiple property locations" and he felt that this should be defined better. Legal informed Chairman Finkelstein that if they awarded the requested amount, they would be setting a precedent and that the program needs to be improved. Motion Mr. Aguila moved to approve the full request, as submitted. Motion seconded by Vice Chair Heavilin and unanimously carried. Staff was requested to meet with Legal to clarify the definition of property and what would constitute a single piece of property versus multiple properties. Co Consideration of Payment to High Ridge Properties for Fa(;ade Grant Reimbursement Mr. Hutchinson reported that the project has been signed off and there are copies of the cancelled checks and waivers in the agenda packet. The work has been completed and the project looks very good. Motion Vice Chair Heavilin moved to proceed with the $15,000 reimbursement to High Ridge Properties under the Facade Grant Program. Motion seconded by Mr. Aguila and unanimously carried. RECESS WAS DECLARED AT 8:30 P.M. THE MEETING RECONVENED AT 8:40 P.M. D. Recommendation from Competitive Selection Committee for Outside Audit Proposal Motion Mr. Aguila moved for approval. Motion seconded by Vice Chair Heavilin and unanimously carried. Consideration of Sole Source Contact for CRA Design Guidelines to be incorporated in the new Land Development Regulations (LDR) of the City of Boynton Beach and Boynton Beach Boulevard District Redevelopment Plan 12 Meeting Minutes Community Redevelopment Agency Boynton Beach, Florida July 8, 2003 Mr. Hutchinson reported that the Board requested that staff move forward with design guideline overlays since they have to be included in the City's LDR re- write. He pointed out that the City has engaged RMPK Group, Inc. for this purpose and that in order for this to be done expeditiously, it would be worthwhile for the CRA to engage the services of RMPK. Therefore, staff has requested that RMPK develop a scope of work that has been received. Chairman Finkelstein and Mr. Hutchinson have reviewed it and Legal has prepared a sole source contract that is tied in with the City's contract with RMPK. In reviewing the contract, Chairman Finkelstein asked what "preservation advocates" referred to on page 3185. Mr. Hutchinson responded that this would refer to any groups that have input on historic buildings and structures. Chairman Finkelstein asked if this referred to anyone specific and Mr. Hutchinson felt it was probably the Historical Society. Chairman Finkelstein said that he had noted that some minor corrections to the contract were needed. Motion Mr. Aguila moved for approval, subject to Chairman Finkelstein's final review. Motion seconded by Vice Chair Heavilin and unanimously carried. Consideration of CRA Advertising in the Chamber of Commerce Magazine "Guide to Greater Boynton Beach" The newest edition of the Chamber of Commerce Visitor's Guide was distributed. Mr. Hutchinson pointed out that the Chamber won an award for their Guide and the Guide is used a great deal in the CRA office. It is a wonderful reference source and is well done graphically. The theme of the next guide will be about the growth and development in the CRA. Staff is requesting $3,500 so that the CRA could include ads in the Guide to explain what the CRA does. Mr. Hutchinson felt that this would be beneficial to the CRA. Diana Johnson, on behalf of the Chamber of Commerce, explained that the Guide is a membership directory and at the same time promotes the City. The 2004 Directory that will be available on December 1st will feature the renaissance of Boynton Beach and will cover a great deal of what is happening in the City east of 1-95. The CRA advertising dollars will compliment what is already intended for the Guide about the CRA. Ms. Johnson pointed out that the City of Boynton Beach included their Guide to City Services that became a pullout. This is something that the CRA could also consider for marketing purposes. Ms. Johnson pointed out that they were the No. 1 Chamber and if the CRA chose to place an ad, it would set a good example. Even though Ms. Johnson indicated that they would be featuring a great deal about the CRA, Mr. Hutchinson would like to enhance this information by having information on other pages. 13 Meeting Minutes Community R~edevelopment Agency Boynton Beach, Florida July 8, 2003 Chairman Finkelstein asked exactly what the $3,500 would cover and if there was money in the budget to cover this. Mr. Hutchinson said that the money is included in the "printing programs" line item that currently has approximately $15,000. Since the back page is not available, Mr. Hutchinson would like to have a two-page spread. Chairman Finkelstein asked how this would actually benefit the CRA and that people were already attracted to the CRA through its website or by just coming to the City. Mr. Hutchinson responded that the Chamber Guide is the first document that people seek out when they first come to the City. Mr. Hutchinson would also use the Guide as an informational guide when people make inquiries. He also felt that for the price, the CRA would be receiving a lot of exposure and distribution for an entire year. Several members did not feel that this type of advertising was necessary for the CRA since the Chamber already mentions the CRA in the Guide. Mr. Hutchinson noted that his office receives over 100 calls a week from people wanting to know what is going on in the City and his office does not have a document, other than the development packet, to send out. This could act as the CRA's brochure. Ms. Hoyland inquired if the CRA was working on its own brochure and asked if the CRA brochure could be inserted into the Guide. He pointed out that if the CRA prepared its own brochure, it would cost much more than $3,500. Chairman Finkelstein felt it would be beneficial to have something in the Guide, but he did not think it was necessary to have a two-page ad. After discussion, it was decided to work on the CRA logo and brochure and not place an ad in the Guide this year. Motion Mr. Aguila moved to deny the request for consideration of advertising in the Chamber of Commerce Magazine "Guide to Greater Boynton Beach." Motion seconded by Vice Chair Heavilin and unanimously carried. VIII. Old Business A. Consideration of 457 Deferred Compensation Plan (Tabled) Motion Mr. Aguila moved to remove the item from the table. Motion seconded by Ms. Hoyland and unanimously carried. Ms. Vielhauer reported that there were three companies that offered the CRA a 457 Plan; Mutual of America, Lord Abbott and ICMA. Ms. Vielhauer is recommending Lord Abbott since after speaking with ICMA she learned that they 14 Meeting Minutes Community R~edevelopment Agency Boynton Beach, Florida July 8, 2003 would not do the vesting schedule. In this case, it would be her responsibility to track the vesting, which means the CRA would be tracking itself. Ms. Vielhauer reported that Lord Abbott required a one-time $1,500 fee and then there is a $750 annual administration fee. Lord Abbott will also monitor the vesting. Motion Mr. Aguila moved for approval. Motion seconded by Ms. Hoyland and unanimously carried. B. Consideration of Short-term Disability Plan Company (Tabled) Motion Ms. Hoyland moved to remove Item VIII. B. from the table. Motion seconded by Mr. Aguila and unanimously carried. Ms. Vielhauer reported that they are having problems securing short-term disability because of their size. She provided information from three different companies. New England Financial can provide a long-term policy on an individual basis. The only company that would give her a quote for a long-term group policy is the Principal Edge. They also quoted a short-term policy as well. For clarification purposes, she pointed out that the City only provides long- term disability. If the Board wanted to offer life insurance as well, they only would write a "whole life" policy, as opposed to a "term life." She could not find an insurance company that would offer term life for this size group at the requested amounts. Therefore, staff needs direction. Chairman Finkelstein pointed out that the Board agreed to pay for short-term disability and the employee would pay for long-term disability insurance, where in fact the City does the opposite and does the Board want to align itself with the City and pay for long-term and the employee would pay for short-term. Ms. Vielhauer pointed out that the CRA manual does not provide that the CRA will purchase life insurance for its employees and this needs to be determined. She noted that the City does provide $10,000 to every employee. Chairman Finkelstein thought that the CRA would only pay for term life insurance for contract employees in amount of $10,000 and the contractor would pay for any additional supplemental life insurance coverage. Ms. Vielhauer also pointed out that if the CRA went with New England Financial that would provide individual policies, when the employee leaves the employ of 15 Meeting Minutes Community R~edevelopment Agency Boynton Beach, Florida July 8, 2003 the CRA, they could take the policy with them. However, this benefit is not available with Principal Edge. Members had questions about the various policies remaining in effect if an employee went out on long-term disability. Mr. Hutchinson felt it would be worthwhile to have an insurance specialist speak to the Board and staff since members have so many questions. Ms. Vielhauer said that she has been working with Oyer Insurance and the representative she has been working with would be glad to come in and speak to the Board. Oyer Insurance has covered the CRA for its general liability and worker's compensation insurance. Chairman Finkelstein suggested that members prepare a list of questions that they would like to ask the insurance representative and Ms. Vielhauer offered to send the questions on to the representative so that he could address them. Chairman Finkelstein said that the Board also needs to decide if they are going to pay for life insurance for all employees. Chairman Finkelstein noted that the Employee Manual would have to be amended to include that the CRA would pay for life insurance and he suggested adding life insurance as a benefit. Ms. Vielhauer pointed out that the yeady premiums for the individual life insurance policies were fixed for 10 years. Motion Vice Chair Heavilin moved that the CRA provide life insurance for the CRA staff in the face value of $100,000 and to pay the entire premium. Motion seconded by Ms. Hoyland and unanimously carried. Motion Mr. Aguila moved to table the remaining items. Motion seconded by Ms. Hoyland and unanimously carried. Vice Chair Heavilin suggested that this meeting be continued to the third Thursday, July 17, 2003, and when that meeting concludes the Board would go into a workshop on the insurance. Chairman Finkelstein recommended adding the insurance issue to the agenda on July 17"~. Motion Vice Chair Heavilin moved that the remaining agenda be tabled to July 17, 2003 and that the insurance representative be requested to be present. Motion seconded by Mr. Aguila and unanimously carried. Mr. Aguila would like to the Board to consider going out for an RFQ for a Board Attorney. It was agreed that this would be included on the agenda for the August meeting. 16 Meeting Minutes Community Redevelopment Agency Boynton Beach, Florida July 8, 2003 IX. New Business A. Approval of Job Descriptions for Each Classification B. Consideration for Approval of Pay Plan C. Assignment of Employees to Job Classifications D. Employee Compensation Eo Consideration for Approval of CRA Executive Director Contract and Annual Review F. Consideration of Fa(;ade Grant for Fred and Joe (previously addressed) Consideration of Payment to High Properties for Fa(;ade Grant Reimbursement (previously addressed) H. Recommendation from Competitive Selection Committee for Outside Audit Proposal (previously addressed) Consideration of Sole Source Contract for CRA Design Guidelines to be incorporated in the new Land Development Regulations (LDR) of the City of Boynton Beach and Boynton Beach Boulevard District Redevelopment Plan (previously addressed) Consideration of CRA Advertising in the Chamber of Commerce Magazine "Guide to Greater Boynton Beach" (previously addressed) X. Other Items Xl. Adjournment There being no further business, the meeting properly adjourned at 9:50 p.m. Respectfully submitted, Barbara M. Madden Recording Secretary (July 10, 2003) 17