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Minutes 01-10-01MINUTES OF THE COMMUNITY REDEVELOPMENT AGENCY REGULAR MEETING HELD IN THE COMMISSION CHAMBERS, CITY HALL, BOYNTON BEACH, FLORIDA, ON WEDNESDAY, JANUARY 10, 2001 AT 6:30 P.M. PRESENT Larry Finkelstein, Chairman Jeanne Heavilin, Vice Chair Jos6 A§uila Don Fenton MiChelle Hoyland Henderson Tillman ABSENT Al DeMarco ALSO PRESENT Quintus Greene, Director of Development Lindsey Payne, Board Attorney I. Call To Order Chairman Finkelstein called the first meeting of the independent CRA to order at 6:30 p.m. I1. Agenda Approval Motion Mr. Aguila moved for approval. Motion seconded by Mr. Tillman and carried unanimously. II1. Approval of Minutes Chairman Finkelstein noted that since there are only two members on the current Board that were in attendance at the December 5, 2000 meeting it will not be necessary to approve the minutes and that they should stand as submitted. IV. Budget Update Members were referred to the balance sheet included in the agenda backup. Chairman Finkelstein inquired if there was a budget for the CRA and Mr. Greene stated a budget would be formalized in the future. Currently, the CRA only has one expenditure, which is for legal services. Meeting Minutes Community Redevelopment Agency Boynton Beach, FL January 10,2001 V. Commission Action Update (future) Mr. Greene stated he included this item, although there are no Commission actions at this time. In the future, whenever any reports are made on Commission actions regarding any recommendations made by this Board, they would be reported under this item. VI. Unfinished Business None VII. New Business A. Community Redevelopment Agency/City of Boynton Beach Contract Mr. Greene was requested to give an overview of the contract, which was included in the agenda packet. Mr. Greene pointed out that the CRA is established under State law, which means it is a quasi-independent Board. This permits the CRA to go out and hire a Director and its own staff to conduct their activities. The contract being presented tonight states that the City will provide the CRA with these services. At this particular point, because the CRA funds are limited, this contract establishes a staff-services relationship, recognizing that the CRA is a quasi-independent body. Mr. Tillman inquired if the term of the contract would automatically renew every year? Mr. Greene stated there is no termination date in the contract and therefore it renews itself every year. Mr. Tillman inquired how t~qe CRA would be able to terminate the contract in the future if it so wished? Chairman Finkelstein noted that the Agreement states in Paragraph 6.01 that it "shall be effective January 10, 2001 and shall terminate upon mutual agreement of parties". Attorney Payne noted that the Board is authorized to terminate the agreement and that there is no formal notice or procedure to follow in the event termination is desired by either party. Mr. Fenton inquired what City staff the CRA would be utilizing? Mr: Greene replied that the Agreement provides the CRA with the ability to utilize a great many of the City departments, including the Development Department, Engineering and Finance. The agreement does not limit the CRA from utilizing any City department and Mr. Greene, as the Board's principal liaison, has the ability to utilize any City staff as needed. 2 Meeting Minutes Community Redevelopment Agency Boynton Beach, FL January 10,2001 Mr. Greene pointed out that the CRA is being billed at the rate of $40.00 per hour up to a maximum of $25,000 per year for these services. The majority of this money is at Mr. Greene's rate and would encompass approximately one-third of his time. Chairman Finkelstein asked about going over the $25,000 limit and Mr. Greene stated that services would still continue. At this time, it is uncertain how much money will be needed and the CRA will be billed on a monthly basis. Ms. Hoyland inquired if the services had to be requested by the CRA and Mr. Greene stated that some services would be automatically provided, such as Mr. Greene being present tonight, the agenda preparation and research done in preparation for tonight's meeting. With regard to Item 7.(C) Mr. Finkelstein requested that the Board members also receive copies of the invoices with their agenda packets. In Section 8.01 Chairman Finkelstein inquired if the "CRA's prior written approval" referred to this Board and Attorney Payne stated that was correct. Chairman Finkelstein asked if an indemnification clause for the Board should be included in the agreement? Attorney Payne did not think this would be necessary because the City would not do anything to create a liability for the Board. Mr. Aguila stated that this Board should not be held liable for following through with a recommendation made by the City based upon their expertise if such recommendation proves to be a problem. Mr. Tillman felt that this issue was covered under State Statute and requested that someone review the State Statute to determine this. Mr. Aguila would like the members to discuss how they would participate with the City and City staff on particular issues. Mr. Aguila would like it clarified if any member could go to any department or staff with questions and he would like some type of policy in place. Chairman Finkelstein felt that everything should go through Mr. Greene unless it was a legal issue. Mr. Aguila agreed with this direction. Ms. Hoyland asked for clarification on Section 12 regarding attorney fees. Attorney Payne stated this section dealt with any disagreement between the City and the CRA and if there were a dispute it would have to be determined who would represent the CRA. It might be necessary to hire outside counsel and Attorney Payne stated this is a standard clause regarding attorney fees. Mr. Fenton inquired if a motion would be necessary to approve the direction of all inquiries to go through Mr. Greene and Chairman Finkelstein requested that this be addressed after the contract is approved. 3 Meeting Minutes Community Redevelopment Agency Boynton Beach, FL January10,2001 Vice Chair Heavilin inquired if there would be a charge any time a member spoke to Mr. Greene and Mr. Greene pointed out that there is a cap, but the agreement would continue regardless if the Board goes over the cap. Motion Mr. Aguila moved to approve the contract, which was seconded by Ms. Hoyland and unanimously carried. B. Presentation on Wayfinding Systems Chairman Finkelstein stated that he requested this item be placed on the agenda and noted that sometime back the City weighed whether to place signage at Boynton Beach Boulevard and 1-95, which never went through. Chairman Finkelstein requested that John Wildner, Parks Director take the podium. Mr. Wildner stated that what first started out as a modest entry feature became an extravagant feature and he presented two artist's renderings of proposed signage that had been prepared by Kieran Kilday's office. The issue of an entry feature was also discussed with the CRA last year, but because the sign would be paid with CRA funds, the cost was prohibitive. Chairman Finkelstein said that he invited Mr. Richard Golber from Guidance Pathway Systems, Inc. to give the Board a broader review of way finding systems and signage which was approved under the Visions 20/20 Program. Mr. Wildner presented both Kilday renderings, the first one of which was an Old Florida theme and cost $450,000. The second entry feature was patterned after some old style entry features that had been prevalent in old Florida towns, similar to the remnants of an old sign located near the railroad tracks next to the American Legion Post. This second sign cost $500,000. Mr. Wildner presented a breakdown of the costs of both-signs. Mr. Aguila felt that these prices were extremely high even at today's prices. Vice Chair Heavilin inquired if it was intended to place entry features at Gateway and Woolbright as well and Mr. Wildner stated these sites were not considered. It was felt that some type of master plan should be devised for signage that would encompass various areas within the City. Mr. Richard Golber of Guidance Pathway Systems, Inc. was invited to give his presentation on "wayfinding systems", a complete copy of which is attached to the original minutes of the meeting. Mr. Golber gave a background review of the work that his firm has performed in various cities throughout the United States, including the signage for the City of Delray Beach. 4 Meeting Minutes Community Redevelopment Agency Boynton Beach, FL January 10, 2001 Mr. Golber next reviewed the importance of wayfinding systems used in conjunction with urban planning and how it reflects upon the community. Mr. Golber noted that the City held a goal setting session and he reviewed the goals that had been set, the most important of which was to come up with a community identity, which he incorporated into his presentation. He pointed out that a good way to encourage people to come back to your City was through signage. He next reviewed the life of their signage, which has a 10 to 15 year life, and requires very ittle maintenance. One of their tasks is to create a family of signs to compliment the types of programs being offered in the City. Mr. Golber pointed out that signage is the most important thing for a City and that is what people look for. He next reviewed the strategic locations for placing signage within the city and its relationship to parking. It is important when developing an image for a City that the signs incorporate the city's logo and that a sign reflect the character and identity of a community. Therefore, consistency and clarity of signage is very important and information placed on the signs should be user friendly. Mr. Golber noted that a sign system within a city is usually done in phases. He stated that the cost of the sign presented earlier by another company would cover almost the entire cost of signage for the whole city. Also, when formulizing a sign program for the city, it is important that it be done in accordance with the city codes. Mr. Golber summarized his presentation by stating that the goals of signage are to create a family of signs for the present and for the future; make the signs durable and user friendly; create an inventory and maintenance system; lastly their philosophy is park and walk, which can be accomplished utilizing kiosks and mapping information. A signing system that works well can reduce the overall circulation by 10 to 15% and improves overall safety for pedestrians and drivers. Mr. Golber next presented and reviewed samples of families of signs that could be utilized throughout the city and which have been placed in other cities throughout the country. They always build a prototype of the sign and will not build a sign system unless they are authorized to build a prototype in order to ensure that the sign is built right and that modifications to the sign can be made. Next reviewed were various types of street signs that could incorporate the city's theme. All their signs conform to the rules and regulations of the Municipal Uniform Traffic Code regarding readability, legibility, and durability, which can then be customized to the individual city. Sign systems come in many types of structures and it is important that the sign system chosen can be easily maintained and replaced. It is important that the Municipal Uniform Traffic Code colors be utilized in the signage system. The Federal Highway Administration is recommending that all street signs contain six- inch lettering to make it easier for people over 55 to read the signs. Meeting Minutes Community Redevelopment Agency Boynton Beach, FL January10,2001 In summary signage is important to the entire community. It provides a comprehensive solution to establish continuity, reduce clutter, promote character identity and give the city a turnkey system that can be easily maintained. Mr. Golber noted that there is grant money available in the State of Florida for signage for parks and recreation. Each member was presented with a copy of the presentation and a brochure of his company. Ms. Hoyland inquired what material was used to make the signs. Mr. Golber said they predominately use welded aluminum as well as a special type plastic that was developed by the Bayer Corporation, which is one of the largest plastic companies in the world. The plastic used is very, very strong and durable. A film is placed over the sign to deflect graffiti and improve the UV longevity of certain inks. They have been working with Sherwin Williams in developing a 20- year paint and they are a prototype company using the paint. The foundations are Usually steel and they no longer use wood for their signage. Mr. Golber concluded his presentation. C. Federal Highway Corridor Plan Update Mr. Greene reported that he met last week with Michelle Mellgren and she is currently in the first phase of the project. He should have a report available for the February meeting. D. Outdoor Dining Text Amendment Update Mr. Greene reported that the Planning staff and the City Attorney are working on a draft ordinance for sidewalk cafes. Staff has looked at ordinances from other cities and hopefully a draft will be available for the February meeting. There are many issues that need to be considered including liability. Ms. Hoyland inquired if the outdoor dining would only apply to the CRA area? Mr. Greene was not certain on this. Chairman Finkelstein felt that outdoor dining was very important to the downtown area. Mr. Aguila inquired if the Board should limit their discussion and recommendations to the CRA area or should they be citywide. Mr. Aguila pointed out that they were appointed to deal with CRA areas and if the Commission liked a particular recommendation of the Board, they could adopt it citywide. Mr. Tillman agreed with Mr. Aguila that this Board's discussions should be limited to the CRA area and felt the sign presentation raised some policy questions. Mr. Tillman felt that the Board needs to establish some rules and guidelines on what they should and should not address. Mr. Tillman further stated that the Board needs to focus on the directions given to them. 6 Meeting Minutes Community Redevelopment Agency Boynton Beach, FL January10,2001 Mr. Tillman would like the Board to discuss and agree on how presentations before the Board are put on the agenda and how the necessary backup can be furnished to the members in advance. He would like the Board members to know ahead of time when a presentation is going to be made, otherwise anyone could come in before the Board and request to make a presentation. Also, Mr. Tillman said that the priorities of the CRA need to be established and questioned if the prior presentation fell in line with the Board's priorities. He was uncertain if signage was a priority for the Board. Mr. Finkelstein stated that he invited Mr. Golber to make the presentation and felt that signage is part of the Board's area. Also, with regard to the dining text amendment, Mr. Finkelstein said he had asked for an update on this even though the Board is not being asked to create one. However, he felt that it is important to the redevelopment area to have ordinances in place to address these issues. Mr. Finkelstein felt that the Board should hold a workshop in order to address the priorities of the Board and then use the priorities as a guideline. Ms. Hoyland also pointed out that if the Board at some time did decide to locate a company for signage, it would have to go out for bid. Also, Ms. Hoyland felt that signage is part of the City's Capital Improvement Plan and should be discussed at a workshop and then presented to the City Commission. Mr. Fenton felt that signage should be a Iow priority of the Board and that the Board first needs to create some economic activity downtown before it could address signage. VIII. Announcements Mr. Greene pointed out that this Board has been given the same responsibilities for the CRA area which the Planning and Development Board has for the remainder of the City. Staff is responsible for preparing two agendas per month for the Planning and Development Board and now with the CRA in place, staff would be required to prepare agendas for three meetings per month. Therefore, staff is going to recommend that there should only be two meetings per month and that the Planning and Development Board meet once and that the CRA meet once. A schedule is being prepared to reflect this change. Mr. Aguila requested that this Board's meeting be held during a different week of the month. GIS Presentation Mr. Greene announced that the GIS staff would be giving a presentation to the City Commission, CRA, Chamber of Commerce and the Planning and Development Board in the Library Program Room on Tuesday, February 12th at 6:30 p.m. Mr. Greene explained that GIS stands for Geographic Information Systems which allows a database to be overlaid with various layers of additional information to be accessed by various departments. 7 Meeting Minutes Community Redevelopment Agency Boynton Beach, FL January10,2001 VIII. Public Audience Mr. Mike Fitzpatrick, 101 SW 4th Avenue, Boynton Beach stated that he had been a member of the Recreation and Parks Advisory Board for six years and Chairman of the Greenways Project Team. Mr. Fitzpatrick said that he would like to speak to the Board at a future date about greenways in the downtown area. Mr. Fitzpatrick felt that this would be a good time to get bike and walking paths in place and to move away from traffic. Mr. Fitzpatrick requested that this be placed on a future agenda. IX. Other Vice Chair Heavilin suggested that a workshop date be set as soon as possible. Ms. Hoyland suggested that members come up with a list of goals and objectives that could be discussed at the workshop. Mr.'Tillman felt that since the CRA has a Director that Mr. Greene could come up with some ideas for priorities for the CRA to address. From these priorities, the Board could then develop its own goals. Mr. Greene said he would prepare an outline for the Board for its workshop. Mr. Greene pointed out that, as members are aware, the CRA does not have the resources that it needs. Mr. Greene stated that at the next meeting he would be bringing some recommendations on how the CRA should proceed to secure the needed resources. After discussion, a date for the workshop could not be set due to conflicting schedules of the members. Mr. Greene was requested to have staff contact all the members to arrange for a mutually convenient date for a workshop to be held in the Library Program Room. Mr. Greene said he would determine if the Library could be available. Ms. Hoyland inquired if a Recording Secretary would be necessary and Mr. Greene stated that every time the Board meets it is a public meeting and a Recording Secretary would have to be present, for which the Board would be responsible for paying. Attorney Payne did not feel that it would be necessary for her to attend a workshop unless the members requested it, but a Recording Secretary would be needed. Members felt it would not be necessary for Attorney Payne to attend the workshop since no decisions would be made. Motion Mr. Fenton moved that the Board formalize the procedure to direct all Board members to go through Mr. Greene or Attorney Payne when seeking assistance from other employees of the City or whenever a Board member has a question. Motion seconded by Mr. Tillman and unanimously carried. 8 Meeting Minutes Community Redevelopment Agency Boynton Beach, FL January 10, 2001 Mr. Aguila said he was very excited to be part of this new Board. Mr. Aguila would like to see the agendas more detailed and that more background be provided in the agenda packets. He felt it was important that the members be prepared for every meeting, X. Adjournment There being no further business, Mr. Tillman moved to adjourn, which was seconded by Mr. Aguila. The meeting properly adjourned at 8:05 p.m. Respectfully submitted, Barbara M. Madden Recording Secretary (2 tapes)