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Minutes 07-17-03MINUTES OF THE CONTINUED REGULAR MEETING OF THE COMMUNITY REDEVELOPMENT AGENCY HELD IN COMMISSION CHAMBERS, CITY HALL, BOYNTON BEACH, FLORIDA ON THURSDAY, JULY 17, 2003 AT 6:30 P.M. Present Larry Finkelstein, Chairman Alexander DeMarco Don Fenton Jeanne Heavilin, Vice Chair Michelle Hoyland Doug Hutchinson, CRA Director Lindsey Payne, Board Attorney Susan Vielhauer, Controller Absent Henderson Tillman I. Call to Order Chairman Finkelstein called the meeting to order at 6:30 p.m. Mr. Aguila distributed a copy of his resignation, effectively immediately, a copy of which is on file in the City Clerk's Office. Mr. Aguila remained in the audience for the purpose of addressing the Board. II. Roll Call The Recording Secretary called the roll and declared a quorum was present. The meeting reconvened where it left off on Tuesday, July 8, 2003. Item VIII. Old Business B. Consideration of Short-Term Disability Plan Company (tabled) Motion Ms. Hoyland moved to remove the item from the table. Motion seconded by Vice Chair Heavilin and unanimously carried. Ms. Vielhauer reminded the Board that the City of Boynton Beach pays for long- term disability, not short-term disability, as they had previously been informed. She pointed out that it has been difficult securing disability insurance for the CRA because of its small staff. The Principal Edge provided a quote for both long- term and short-term insurance that would cost less than just a long-term disability plan. Ms. Vielhauer reported that short-term disability would kick in 15 days after an employee has been absent and would cover that employee for three months. Meeting Minutes Continued Community Redevelopment Agency Regular Meeting Boynton Beach, FL. July 17, 2003 After the three months, the long-term disability would take over and would cover the employee until age 65. She also noted that once a person goes out on disability, the CRA does not pay the premium. The insurance carrier then becomes responsible for that employee and this would apply to both short and long-term policies. Chairman Finkelstein inquired if an employee goes on disability does that employee remain an employee of the CRA. Ms. Vielhauer responded that an employee would remain an employee up to 120 days. Attorney Payne explained that an employee would first have to use all their leave and then could go on 60 days leave without pay, but the leave would be approved. Mr. Fenton asked how this would affect the FMLA and Ms. Vielhauer stated that the CRA staff is not covered under the FMLA Act because a firm must have 50 or more employees. Ms. Vielhauer noted that the Principal Edge indicated that they would coordinate the benefit payments with any other income that the disabled employee might receive from other sources. Ms. Vielhauer noted that a person on disability receives 60% of their gross salary once the disability claim is approved. Ms. Hoyland inquired about maternity leave and was informed that maternity leave is treated like a sickness. Marshall Kass, 522 Ocean Avenue, Boynton Beach, explained that the policy itself explains what disability is. The Principal Edge's definition of disability would apply if an employee were "too sick or hurt to work on a fulltime basis," which would be determined by certain parameters. The policy also states, "an employee will qualify as totally disabled if due to a sickness or injury; they are not working; and cannot perform the material and substantial duties of their own occupation." If an employee is out for two weeks and cannot perform their duties, on the 15th day they could apply for disability and long-term disability would take over after three months. Mr. Kass explained the difference between an individual policy and a group policy. The Principal Edge would provide a group policy, which provides an alternative source of income if a person is injured and this is borne by the insurance company. Chairman Finkelstein stated that the Board must determine if they want to offer this benefit to CRA employees and whether it would be only short-term, long- term or both. The cost for both types of insurance for the three CRA employees would be $1,584.24 annually. Ms. Vielhauer pointed out that if the Board chose to purchase individual policies for CRA employees, it would be much more expensive than the group rates. Ms. Vielhauer also pointed out that employees are only allowed to accrue two years worth of vacation time and 12 days per year of sick time. Therefore, it would take a few years before an employee could 2 Meeting Minutes Continued Community Redevelopment Agency Regular Meeting Boynton Beach, FL July 17, 2003 accumulate enough time to be paid if they were out sick for more than 15 days, if the CRA did not provide short-term disability. Mr. Kass noted that offering these types of benefits attracts a better quality of employee. This is a good benefit that protects the CRA and at the same time provides coverage for employees should they become sick over a longer period of time. Mr. Kass pointed out that if the CRA did not purchase both types of policies from the Principal Edge, the cost of the long-term policy would go up approximately 20%. Chairman Finkelstein inquired if the premiums for the policies were fixed and Mr. Kass responded that the premiums are based on employees' wages. As the wages and ages of employees go up, so do the premiums. The policies are guaranteed renewable, but could be dropped at anytime if the CRA wished to do SO. Mr. Fenton inquired how much the premium would increase when a fourth employee came on board. If an employee received an annual salary of $20,000, the premium would probably increase around $175 per month. Mr. Fenton felt that the disability policies should be approved and this benefit would be an added bonus for staff. Vice Chair Heavilin inquired that as staff grows, would the CRA have the ability to become eligible for a better plan and Mr. Kass stated that this would be possible. She asked if they would be able to switch plans and he responded that this, too, would be possible and probably would be at a lower rate. Vice Chair Heavilin asked if employees could be required to use their accrued time before they went on disability. Mr. Kass stated that employees would have to use 15 days, if they wanted to get paid. Motion Mr. Fenton moved to accept the Principal Edge proposal for long-term and short- term disability insurance for the entire staff. Motion seconded by Ms. Hoyland that unanimously carried. Chairman Finkelstein pointed out that the Policy Manual needed to be changed to include short-term and long-term disability insurance as a benefit. Motion Mr. Fenton moved that the Policy Manual be changed to include as one of the benefits long and short-term disability for all employees. Motion seconded by Vice Chair Heavilin and unanimously carried. 3 Meeting Minutes Continued Community Redevelopment Agency Regular Meeting Boynton Beach, FL July 17, 2003 Ms. Hoyland requested that Item IX. E under New Business "Consideration or Approval of CRA Executive Director Contact and Annual Review" be moved up on the agenda. Motion Ms. Hoyland moved that Item IX.E. under New Business be moved up on the agenda to be heard as Item IX.A." Motion seconded by Vice Chair Heavilin and unanimously carried. Ms. Vielhauer distributed the updated version of Mr. Hutchinson's Employment Contract, which was prepared by Mr. Hutchinson's attorney. Mr. Hutchinson reviewed the changes in the contract that are printed in red as follows: Article 2, under Section 2.2.3., the word "conflicting" was added so that it would read "not engage in any conflicting outside employment except with prior written permission of the CRA Board." Chairman Finkelstein inquired if "conflicting" was defined and Mr. Hutchinson stated that it was not. Chairman Finkelstein said that the word needs to be defined, and Mr. Hutchinson pointed out that the contract has no definitions. Attorney Payne pointed out that since she did not prepare this contract, there was no definition for "conflicting." Chairman Finkelstein said that the Board needs to determine if they want the CRA Director to be employed outside of the CRA. Ms. Hoyland recommended that if Mr. Hutchinson did any secondary work that he disclose it to the Board. Mr. Hutchinson did not think that it was prudent for the Board to tell him that he cannot pursue any other income or employment when he is not performing his primary job as CRA Director. Mr. Hutchinson did not have a problem in disclosing to the Board if he did have any outside employment. Discussion ensued as to how outside employment should be stated in the contract. Chairman Finkelstein suggested stating, "not engaging in any outside employment without first notifying the CRA Board. Should such employment be determined conflicting, written permission of the Board would be required." Mr. Hutchinson agreed to this language being added to the contract. 2. Article 3, paragraph 3.1, Mr. Hutchinson noted that there was an inconsistency in the 45 day notice and he corrected this. In Article 4, paragraph 4.1, Compensation and Benefits, Mr. Hutchinson pointed out that this paragraph used to be paragraph 3.3 and he felt it would be more suitable under this category, but none of the language was changed. 4 Meeting Minutes Continued Community Redevelopment Agency Regular Meeting Boynton Beach, FL July 17, 2003 4. The salary amount in paragraph 4.2 has been left blank. It was determined that this would be addressed after the entire contract was reviewed. 5. In paragraph 4.3 the word "retirement" has been added. In Article 5, Duration of Contract, paragraph 5.1, the contract will be for a one-year term. Language has been added to provide continuity until the next contract is entered into. Mr. Fenton pointed out that in Article 4, paragraph 4.6, the amount of the life insurance needs to be changed to $100,000. Mr. Hutchinson stated that originally the insurance proceeds would be split 50-50 between his estate and the CRA. The insurance provisions in the Policy Manual now provide that all monies would go to the employee's estate and this language needs to be changed. Mr. Hutchinson said that paragraph 4.6 should be deleted since life insurance is now part of the benefit package. Attorney Payne stated that this was correct and that life insurance should be referenced in paragraph 4.3. Chairman Finkelstein inquired about the language in paragraph 5.1. Attorney Payne said that the language provides for an automatic renewal of the Director's contract so that there would be no gaps in coverage. Paragraph 5.2 has been moved to Article 7, "Termination of Contract" that states "Douglas C. Hutchinson serves at the pleasure of the CRA and may be terminated by the CRA Board, without cause, upon forty-five (45) days written notice..." Chairman Finkelstein pointed out that the number of days has not yet been determined. Mr. Hutchinson pointed out that if he was not afforded 45 days notice, there will be a penalty cost and 45 days was the amount of time afforded the City's executive-level positions, such as Mr. Greene and the City Manager. Members decided to leave the forty-five (45) day written notice in the contract. Paragraph 7.1.3 provides that Douglas C. Hutchinson may terminate the Employment contract, without cause, upon forty-five (45) days written notice. Mr. Hutchinson said that the 45 days provided sufficient time for the CRA to find his replacement. Mr. Fenton did not think that 45 days was necessary. Ms. Hoyland suggested adding wording that stated, "unless the parties agree to a shorter period of time." Attorney Payne will add this language to the contract. Ms. Hoyland pointed out that in Paragraph 7.1.2 it provides that "the CRA Board of Directors may, if it is deemed in the best interest of the CRA, relieve Douglas C. Hutchinson from his duties immediately." Mr. Hutchinson pointed out that "with or without cause" is not addressed in the contract. Mr. Hutchinson felt that 5 Meeting Minutes Continued Community Redevelopment Agency Regular Meeting Boynton Beach, FL July 17, 2003 cause was not necessary because this could lead to litigation and that it would be to the Board's benefit not to have to prove cause. After a lengthy discussion, it was determined to shorten the time in paragraph 7.1.3 to 14 days with a longer term if agreed to between the parties. With regard to paragraph 7.1.4, Chairman Finkelstein felt that if Mr. Hutchinson was unable to perform all or substantially all of his duties for 90 out of 100 days, Mr. Hutchinson could be relieved of his duties, was far too long a period of time. Mr. Hutchinson had concerns that he could be fired and would have no income because under those circumstances he would not have attained the benefits available under long-term disability. Mr. Hoyland felt that this paragraph should be adjusted to coordinate with the short-term and long-term disability insurance. Mr. Hutchinson noted that he would only be eligible for the long-term disability if he remained an employee, but if he were dismissed after 90 days, he would not qualify. Chairman Finkelstein also had concerns that there would be no CRA Director at the helm for a period of 90 days. It was pointed out that if Mr. Hutchinson were to go on disability, the insurance company and not the CRA would pay him. Attorney Payne said that she would change this language so that the proper time periods were included so that Mr. Hutchinson and all other employees would be eligible for long-term disability. Attorney Payne said it was important that the number of days be clarified. It was determined that the language in paragraph 7.1.4 would be added to the Policy Manual and would be deleted from the employment contract to cover all employees. Chairman Finkelstein referred to Paragraph 7.2, "Rights and Obligations Upon Termination by Mutual Agreement," and pointed out that in paragraph 7.2.1 Mr. Hutchinson would be entitled to 150 days severance pay upon mutual termination. Mr. Hutchinson pointed out that this was standard language in the City contracts. Mr. Fenton felt that this was very high. Mr. Hutchinson noted that he was never reimbursed for relocation costs of $12,000 and that he also took a $5,000 discount during his probation period. Further, the survey indicates that he is at the bottom level of other CRA Directors in the area. When he was hired, he was informed that he would have a contract that was parallel to what the City had with its managers. Chairman Finkelstein stated that Mr. Hutchinson was informed before he moved here what he would be getting. Mr. Hutchinson disagreed and said that he was informed that he would not receive relocation costs because he was entering into an independent contract, which was not the case with City contract employees. Mr. Hutchinson said that if the Chairman were not comfortable with the language Meeting Minutes Continued Community Redevelopment Agency Regular Meeting Boynton Beach, FL July 17, 2003 in Paragraph 7.2.1 that it be removed. In that case, he would either be fired or he would resign and that there would be no mutual termination agreement. Chairman Finkelstein inquired what the Development Director would get upon mutual termination and Mr. Hutchinson stated that he would get 150 days and this same amount was used for the City Manager. Chairman Finkelstein did not think that the CRA Director position could be compared to the City Manager position. Chairman Finkelstein said he never offered 150 days of severance for mutual termination. Mr. Fenton recommended that 90 days be provided for mutual termination. Mr. DeMarco was agreeable with the 150 days. Vice Chair Heavilin recommended 120 days. Ms. Hoyland did not think the paragraph was necessary since there was already provision in the agreement that addresses Mr. Hutchinson either resigning or the Board could request that he remain for a certain period of time. Mr. Hutchinson pointed out that if he resigned, he would only be paid for the days that he worked. Motion Mr. Fenton moved that paragraph 7.2.1 be changed from 150 days to 90 days. Motion seconded by Ms. Hoyland. The motion carried 3-2 (Mr. DeMarco and Ms. Hoyland dissenting). Mr. Hutchinson stated that Paragraphs 7.2.5, 7.2.6 and 7.2.7 were moved to this Article for consistency. Attorney Payne inquired what "automatic vesting" meant in paragraph 7.2.7. Mr. Hutchinson explained that if he were to be fired prior to five years, he would like to receive the funds that he put in and the matching CRA funds, which could be up to 5% of his annual salary. Mr. Hutchinson said that this would only apply if he were fired without cause. Chairman Finkelstein said that the Board needs to decide if they want to include this in the contract and after discussion, it was determined to leave this provision in. Next discussed was Paragraph 7.3, "Rights and Obligations upon Unilateral Termination by the CRA." Mr. Hutchinson pointed out that in paragraph 7.3.1. if he were fired upon unilateral termination, the provisions in the first paragraph of 7.3.1. would apply. A second paragraph has been added to 7.3.1. to address Mr. Hutchinson's immediate dismissal. Chairman Finkelstein felt that 150/180 days were too much. Also, Chairman Finkelstein was not certain if 45 days notice was necessary if someone were fired. Ms. Hoyland thought that this could also set a precedent for future CRA Directors. Mr. Hutchinson pointed out that the Board previously approved the 45- day notice of termination and he used this same figure to be consistent. 7 Meeting Minutes Continued Community Redevelopment Agency Regular Meeting Boynton Beac~h, FL July 17, 2003 Chairman Finkelstein pointed out that the first 45-day notice was for termination without cause and should not apply if a person were being unilaterally terminated. Mr. Fenton suggested that the termination pay be reduced to 90 days in both instances. A lengthy discussion ensued among the members on the importance of having a experienced and dedicated CRA Director and that it was incumbent upon this Board to retain this Director. Providing a good benefit package was one way to accomplish this. Mr. Aguila, who had remained in the audience, also joined in the conversation and said that he was under the impression that the CRA Director that the Board hired would receive a benefit package and salary comparable to the City's senior staff, not the City Manager. Mr. Aguila felt that the CRA Director should receive a comparable package to that of the Planning Director. Mr. Hutchinson pointed out that these time periods came from the Development Director's contract. It was decided that in paragraph 7.3.1 after the words "if given forty-five (45) days" the words "or less, excluding immediate dismissal" would be inserted. Motion Mr. DeMarco moved to accept both paragraphs contained in paragraph 7.3.1. Motion seconded by Mr. Fenton Vice Chair Heavilin noted that the Board gave Mr. Hutchinson 90 days upon mutual termination, so why would the Board give him 150 days upon unilateral termination or firing. She felt that this lacked consistency. Mr. Fenton removed his second of the motion and asked Mr. DeMarco to amend his motion to 90 days. Mr. Hutchinson felt that this was way too Iow, considering the responsibilities that his job entails and his professional background. Motion Mr. DeMarco moved to keep Paragraph 7.3.1. as written. Motion seconded by Mr. Fenton. The motion failed 2-3 (Chairman Finkelstein, Vice Chair Heavilin and Ms. Hoyland dissenting.) Ms. Hoyland asked Mr. Hutchinson if he would be agreeable to 120/150 days, and Mr. Hutchinson agreed with this. In summary, Ms. Hoyland pointed out that Mr. Hutchinson would receive 90 days pay upon termination by mutual 8 Meeting Minutes Continued Community Redevelopment Agency Regular Meeting Boynton Beach, FL July 17, 2003 agreement; 120 days upon 45 days or less notice upon unilateral termination; and 150 days upon immediate termination. Motion Mr. Fenton moved that in Paragraph 7.3.1 in the first paragraph the number of days be changed from 150 to 120 days and in the second paragraph the number of days be changed from 180 to 150 days. Motion seconded by Mr. DeMarco. Motion carried 4-1 (Chairman Finkelstein dissenting.) Mr. Hutchinson pointed out that the Notice paragraph has been changed for notices to go to the CRA Office. Ms. Hoyland questioned why Exhibit A (CRA Executive Director Job Description) was attached to the contract. Mr. Hutchinson pointed out that this contains the essential functions of the CRA Director. Mr. Aguila requested to address the Board to explain why he resigned. He always felt that serving the community was something that he wanted to do, but the public seems to have a perception of "personal gain" by people who take time to serve on a Board. As a result, he has abstained from becoming involved in projects that would have benefited his firm and his family and he did not want to tarnish the reputation of the Board. Today his firm submitted, as a team, an entry in the Ancient Creatures Museum project, which Mr. Aguila feels is a very worthy project and that his firm would be a great asset to the project. In order to avoid any perception of personal gain, he decided to resign from the Board so that his firm could pursue this project. Mr. Aguila said that he was proud to serve on the Board and felt that the Board had accomplished a great deal since its inception. Ms. Hoyland pointed out that the statutes are not wdtten to require members to step down and to exclude people from earning a living, but she understood why Mr. Aguila submitted his resignation. All members wished Mr. Aguila well and acknowledged that he will be missed. Chairman Finkelstein also noted that Mr. Aguila's contributions were immense and he, too, felt that the public had a misconception of what a conflict actually was. RECESS WAS DECLARED AT 9:10 P.M. THE MEETING RECONVENED AT 9:20 P.M. Members continued with the review of Mr. Hutchinson's contract. The CRA Board must establish a review policy and process, and the following is being recommended. 9 Meeting Minutes Continued Community Redevelopment Agency Regular Meeting Boynton Beach, FL July 17, 2003 1. A designee will be selected. 2. All CRA Board members will have a one-on-one meeting with the Director. 3. After each member meets with the Director, he or she will complete the form contained on page 3058 of the agenda entitled "Executive Director Evaluation." Each member will turn in their form to the designee after their meeting with the Director. 4. The designee and the Director will go over the evaluations and the balance of the contract and discuss salary. Motion Mr. Fenton moved to accept the process. Motion seconded by Mr. DeMarco and unanimously carried. Mr. Hutchinson said that he would be attaching his goals to the evaluation sheets that could be reviewed during the one-on-one interviews. Vice Chair Heavilin recommended Chairman Finkelstein as the designee and there was a consensus among the members that Chairman Finkelstein assume this role. A. Approval of Job Descriptions for each Classification Executive Director: Chairman Finkelstein stated that the classification description on page 3070 in the agenda packet should be used as the Executive Director's classification description. · Vice Chair Heavilin noted that on page 3035 the word "abilities" was misspelled. · Assistant Director: Chairman Finkelstein noted that on page 3037 in the third line, the word "Chapters" should be changed to "Chapter." In the second bullet on page 3037, Chairman Finkelstein inquired if the CRA wanted the Assistant Director to be involved "with the organization of outside agencies." It was agreed to change the words "organization of" to "coordinating with." · In the fourth bullet on page 3037, Chairman Finkelstein did not think that the Assistant Director should generate ordinances and legal documents. Mr. Hutchinson thought that this could apply to "drafts." Vice Chair Heavilin did not think that the Assistant Director should be charged with agenda preparation and the Secretary should do this. Mr. Hutchinson 10 Meeting Minutes Continued Co~mmunity Redevelopment Agency Regular Meeting Boynton Beach, FL July 17, 2003 pointed out that preparing the agenda is quite involved and that this should be the responsibility of the Assistant Director. It was decided that the wording would be changed to "creates, drafts and/or generates." Chairman Finkelstein requested that the Article entitled "Additional Position Functions" be removed from all the classification descriptions because this is covered elsewhere in the descriptions. Mr. Hutchinson will remove this from all the descriptions. · Under "Preferred Qualifications," Chairman Finkelstein requested that "two years" of experience be changed to "five years." · On the signature page the spelling of "Chairman" needs to be corrected. Vice Chair Heavilin thought that there was a lot of ovedap in the job descriptions among the Assistant Director, Administrative Assistant and the Secretary. Mr. Hutchinson acknowledged this and said that the ovedap would assist in the operation of the office if a person was out. The Controller classification description was next discussed. · Chairman Finkelstein inquired what insurance the Board has that is mentioned in the next to the last bullet on page 3040. Ms. Vielhauer stated that it was professional liability insurance that covers the CRA and the Board. · Chairman Finkelstein requested that the word "the" be added before "CRA Executive Director" in the first sentence in the Section entitled "Essential Functions." · Chairman Finkelstein requested that the word "budgets'' be deleted. · In the next to the last bullet the word "and" should be added between the words "interviews" and "travel." · In the last sentence on page 3044 in the Section entitled "Preferred Qualifications" the word "prefer" appears twice and one should be deleted. Vice Chair Heavilin inquired to whom the Administrative Assistant and the Secretary report and was informed it was the Executive Director. · In the next to the last bullet in the Section entitled "Essential Functions," the word "administrative" should be deleted. · Under the signature line, an "apostrophe" should be added to the "CRA Executive Director's Signature." 11 Meeting Minutes Continued Community Redevelopment Agency Regular Meeting Boynton Beach, FL July 17, 2003 Ms. Hoyland inquired why it was not included that persons filling these positions possess a valid Florida Driver's License. Ms. Vielhauer was not certain if this was a legal requirement. Ms. Vielhauer suggested that it could be added under "minimum qualifications." Chairman Finkelstein requested that staff look into this. Motion. Ms. Hoyland moved to approve the Item IX. B, "Approval of Job Descriptions" for all the classifications as corrected. Motion seconded by Vice Chair Heavilin and unanimously carried. C. Consideration for Approval of Pay Plan Ms. Vielhauer stated that the pay plan in the agenda was furnished by staff from the information she garnered from the Independent Agency Data. Vice Chair Heavilin inquired if the pay plan would be adjusted annually and Mr. Hutchinson said that this is something that could be determined every year if the Board wished. Mr. Hutchinson said that these figures were arrived at after looking at several agencies. Motion Vice Chair Heavilin moved to approve the pay plan as presented. Motion seconded by Ms. Hoyland and unanimously carried. D. Assignment of Employees to Job Classifications Mr. Hutchinson pointed out that this is a formality since the Board has already approved the job classifications. Also, Ms. Gray will be promoted from Secretary to Administrative Assistant. Motion Ms. Hoyland moved to approve. Motion seconded by Vice Chair Heavilin and unanimously carried. E. Employee Compensation Chairman Finkelstein noted that the following salary increases are being recommended: Controller - $40,000 to $48,750 Vice Chair Heavilin expressed concerns about the size of the increases and Mr. Hutchinson pointed out that the pay raises were actually mid-point in the pay plans. Also, Ms. Vielhauer stated that in the future pay increases would only be a 3% cost of living and these are one-time adjustments. Further, Ms. Vielhauer 12 Meeting Minutes Continued Community Redevelopment Agency Regular Meeting Boynton Bea(~h, FL July 17, 2003 noted that the pay adjustments would not take effect until the anniversary date of the employee. With regard to the 3% COLA this was included in the 5-year budget and it does not necessarily mean that employees would receive it, it is merely a projection. Motion Mr. Fenton moved to approve the annual salary for Ms. Vielhauer to $48,750. Motion seconded by Ms. Hoyland and unanimously carried. Ms. Gray has been moved up to Administrative Assistant and her salary would increase from $35,000 to $43,000. Motion Vice Chair Heavilin moved that Ms. Gray's annual salary be increased from $35,000 per year to $43,000 as Administrative Assistant. Motion seconded by Mr. Fenton and unanimously carried. Staff is recommending that a Secretary be hired with a pay range between $18,000 to $25,250, depending upon skills and experience. Motion Mr. Fenton moved for approval. Motion seconded by Ms. Hoyland and unanimously carried. The next item for consideration is that these proposals become effective on the anniversary hire date of the employee. Motion Vice Chair Heavilin moved for approval. Motion seconded by Ms. Hoyland and unanimously carried. Attorney Payne pointed out that the Board did not approve Mr. Hutchinson's contract and this needs to be approved. Motion Mr. Fenton moved to approve Mr. Hutchinson's contract as negotiated tonight with the exception of the Pay scale. Motion seconded by Ms. Hoyland and unanimously carried. Attorney Payne said that the final contract would come back to the Board for final approval. 13 Meeting Minutes Continued Community Redevelopment Agency Regular Meeting Boynton Beach, FL July 17, 2003 Mr. Hutchinson said that there were three items remaining that had been removed from the Consent Agenda at the July 8, 2003 meeting for discussion. (Mr. DeMarco left the meeting at 10:00 p.m.) IV. Consent Agenda B. Financial Report Included in the agenda packet on page 2040 C. Budget Transfer Request Chairman Finkelstein reported that staff was requesting budget transfers for several line items that were under budgeted. In the memo requesting the transfers it states, "The average for Business Meetings each month has been $400 due to the new development within the CRA Area. Staff is recommending an increase of $1,500.00 to cover meetings through September 2003." Chairman Finkelstein noted that the credit card bills are primarily for lunches and are way over $400. He questioned if this is an appropriate amount for lunches and noted that the figure is over what the Policy Manual allows to be charged monthly on a credit card. The Manual states that staff cannot charge more than $500 on the credit card during any one month pedod nor more than $250 at any one time. Ms. Vielhauer reported that staff only exceeded this amount in April and June. Attorney Payne pointed out that under Mr. Hutchinson's contract, he is to receive reimbursables and that the credit card is only to be used for purchasing supplies for the CRA and not for entertainment. If the Board wants to do something different, the item could be readdressed. Mr. Hutchinson requested that the Manual be clarified. Vice Chair Heavilin pointed out that there is a line item that provides $1,500 per month for business meetings. Attorney Payne read the pertinent language in the Purchasing Credit Card Manual: "The CRA Purchasing Credit Card Program is designed to improve efficiency in processing Iow dollar value purchases from any vendor that accepts Visa, MasterCard or American Express." Attorney Payne and staff will cladfy the language in the Manual. It was decided to hold the budget transfer until the Purchasing Credit Card Manual is clarified. 14 Meeting Minutes Continued Community Redevelopment Agency Regular Meeting Boynton BeaCh, FL July 17, 2003 D. Consideration of RFP for Financial Advisory Services Chairman Finkelstein noted that an auditing firm was recently hired and part of their job was to assist the CRA with the budget and the CRA funds. He questioned if it was necessary at this point to hire financial advisory services. Ms. Vielhauer stated that the auditor was hired to do an audit on last year's books. Mr. Hutchinson added that auditors do not assist with preparing the budget or how to deal with financing and debt. Chairman Finkelstein inquired since the budget has not been determined, how could these people know what to do with the funds. Ms. Vielhauer stated that when the Investment Policy Manual was approved, the Board approved doing an RFP for a financial advisor to look at the CRA budgets and projects. Chairman Finkelstein thought that it had been agreed to do an RFQ to obtain a list of qualified people that could provide this service. Attorney Payne pointed out that the RFP could still be used and changed to an RFQ. Members discussed whether to go out for an RFQ or an RFP and it was determined that they should move forward with the RFQ process. Motion Vice Chair Heavilin moved to approve an RFQ for Financial Advisory Services. Motion seconded by Ms. Hoyland and carried 3-1 (Mr. Fenton dissenting). X. Other Items None Xl. Adjournment There being no further business, the meeting properly adjourned at 10:30 p.m. Respectfully submitted, Barbara M. Madden Recording Secretary (July 21,2003) 15