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Minutes 08-17-01 MINUTES OF SPECIAL CITY COMMISSION CAPITAL IMPROVEMENT PLAN REVIEW MEETING, HELD IN THE LIBRARY PROGRAM ROOM, BOYNTON BEACH, ON FRIDAY, AUGUST 17, 2001 AT 12:00 NOON Present Gerald Broening, Mayor Ronald Weiland, Vice Mayor Mike Ferguson, Commissioner Charlie Fisher, Commissioner Mack McCray, Commissioner Kurt Bressner, City Manager Jim Cherof, City Attorney Bonnie Glinski, Deputy City Clerk Call to Order Mayor Broening called the meeting to order at 12:15 p.m. Updated Capital Improvement Plan City Manager Bressner referred to the updated version of the Capital Improvement Plan (ClP); dated August 15, 2001, included in the agenda packet. New categories have been added. Assistant City Manager Dale Sugerman presented a report from the City's Engineering Department that will be published every other month. The report will track and update all of the approved CIP projects. The report will be distributed at the conclusion of today's meeting. Mr. Bressner gave an update of the projects on Exhibit A. He reported that the projects scheduled for the up-coming fiscal year will move forward without the need to borrow money. There are new projects that will have to be funded with new revenues. The fire assessment fee has been inclUded in the CIP for planning purposes. The projected costs for the projects for the up-coming fiscal year are $27.4 million. Projects scheduled for 2001/2002 and 2002/2003 would be addressed today and Commissioners may want to consider moving a project from one year to another. The five-year projections provide: · A diversity of projects. · A balancing of projects based upon known revenue streams. · Projects that have already undergone preparatory work. The CIP team, comprised of Dale Sugerman, Wilfred Hawkins, Jeff Livergood, Diane Reese and City Manager Bressner, identified the major projects. Mr. Bressner explained how staff went through its decision process on what projects should move forward and given priority. There are several parcels of land that need to be looked at to determine their best use. For example, the Gid Scout Park may be looked again if the Commission so wished, even though it was not included on the list. Meeting Minutes Special City Commission Meeting Boynton Beach, Florida August 17, 2001 Revenue Streams The revenue streams are listed on Exhibit B. They include public service tax, carry over from the Visions 20/20 fund and $2.8 million, which is the refund from the utility bond issue. Most of the funds that would be borrowed in 2003/04 would go towards the Library. There would be varying revenue streams from the Fire Assessment Program since that is approved on an annual basis. There are revenues from the Parks and Recreation Trust, which are based upon development within the City. Commissioner Fisher inquired what the balance was in this account. Currently there is over $600,000. When asked whether these funds have been earmarked, Mr. Bressner replied they were not. Mr. Sugerman stated that the money in the Stormwater Utility account is not revenue for the current year. Mr. Bressner noted that half of these funds ($3.4 million) are collected annually. The $250,000 shown as a CRA transfer is an estimated figure. The Golf Course Reserves are accumulated fees that would be available for the construction of the golf course modifications. The local option gas tax comes from the County and the State. Ms. Reese reported that a portion of this tax goes into the General Fund to pay for the streets and transportation budget. The City usually receives approximately $1.2 million and there has been no indication that this would go down. Currently, the account has $672,000 available for next year. The cell tower lease funds will be used for the Hester Center press box, which was approved by the Commission. There are $130,000 in CBDG funds available that are earmarked for construction projects for income-eligible persons. The remainder of the smaller revenue streams was briefly reviewed. Commissioner Fisher questioned if this would not be a good time to borrow funds since interest rates were at an all time Iow. Mr. Bressner said that this is something that could be looked at and suggested discussing this at the end of the meeting. He would like the Commission to decide first on their priorities before addressing borrowing funds. Commissioner McCray inquired when the Commission would be reviewing the Town Center Plan. Quintus Greene, Development Director, stated that the Town Center Plan is part of the Ocean District Plan, which should be finished sometime during the first quarter of 2002. Commissioner McCray raised the issue of credibility of the Commission for being able to bring these projects on line ag projected. Vice Mayor Weiland questioned when Intracostal Park would begin. Industrial Avenue was supposed to be completed over a month ago' and the City still has not gone out for bids. Mr. 2 Meeting Minutes Special City Commission Meeting Boynton Beach, Florida August 17, 2001 Bressner said it was important that there be dialogue between staff and Commission to keep the Commission apprised of the time lines of the projects. Mr. Sugerman responded that the City cannot go out for bid on Intracoastal Park until all the permits have been issued. Bill DeBeck, Project Manager, replied that the only permit they are waiting for is from the South Florida Water Management District. The application will be submitted next week. The status of these projects will be included in the bi,monthly Engineering Report. With regard to the Industrial Avenue Project, Mr. Sugerman responded that public meetings were held with the residents of that area who requested changes in the design and staff agreed to make many of these changes. This resulted in the delay. Mr. Bressner noted that the new timeframe had not been made available to the Commission, which adds to the credibility problem. Mr. Bressner suggested that the Engineering Report be added to the Commission Agenda to be reported upon publicly at the Commission meetings. Commissioner Ferguson inquired if the Town Center would be included in the Engineering Report. Mr. Sugerman noted that the Town Center is not an approved project. Mr. Greene responded that Town Center is part of the CRA. They are in the process of updating the CRA Plan, which had not been updated since 1983. The CRA Plan will be updated in five sectors. The first phase was the Federal Highway Corridor Plan, which has been approved. The second sector is the MLK Plan. The Ocean District, which includes the Town Center, is the third phase. The Boynton Beach Corridor and Industrial Avenue will be the fourth and fifth phases respectively. A model of the Town Square will be available for viewing within a month. Review of CIP Projects Vice Mayor Weiland requested that the review start on Page 4 of the August 15, 2001 Executive Summary Report. Mr. Bressner suggested that the attached exhibits be referred to simultaneously. Municipal Building Improvements- A citywide space .needs analysis will be undertaken to help set priorities for modifications to City buildings. - $40,000. Vice Mayor Weiland suggested that the Museum, the Civic Center and City Hall could be used for meeting space instead of spending money to purchase property for meeting space. Mr. Bressner stated that the space needs analysis would address this. At times, the shortage of space is due to scheduling and sometimes there is a legitimate shortage. 3 Meeting Minutes Special City Commission Meeting Boynton Beach, Florida August 17, 2001 Commissioner Fisher inquired if the analysis would include a place that could be rented by the private sector to host meetings. This is not included in the scope of the analysis. Community meeting rooms in public buildings could be factored in. There are meeting rooms available through the private sector. Assistant City Manager Wilfred Hawkins pointed out that there are no facilities in the City for professional training, which requires appropriate classroom technology and space. Vice Mayor Weiland did not think it was the City's responsibility to provide meeting space for the public. Commissioner Fisher would like to have professional meeting space available for a source of revenue and convenience. Also, he thought it would attract future business into the City. Mayor Broening does not want to see the City compete with private businesses for meeting space. 2. West Wing Remodeling - Not addressed. Re-keying of City buildings. There is no master set of locks and the security of the City facilities needs attention. Commissioner Ferguson stated that $152,000 for this purpose seemed very high. Mr. Jeff Livergood, Public Works Director responded there are various Iocksets and hundreds of keys for all the City building locks. Employees have come and gone and it is not known who has keys. It is anticipated that there will be a system-wide re-keying of City facilities. This is necessary from a risk management perspective. Library Reconstruction- Planning and design work will begin next year. Construction should take over two years beginning in 2003. Vice Mayor Weiland noted that the funds from refinancing the bonds have been earmarked for the Library and the project was moved up on the list. He would like to wait until the September 4~ Commission meeting regarding the fire assessment before approving funds for the Library. Mr. Bressner responded that the $2.8 million would be available if the fire assessment is not approved. 5. Civic Center Improvements - Not discussed 6. Senior Center - Not discussed Wilson Center- The 2001/02 plan calls for acquisition of several parcels needed to square off the Wilson Campus. There are plans to go forward with the Palmetto Greens Park expansion. Staff believes the current structure needs to be replaced with a new 15,000 square foot community and recreation center to coincide '4 Meeting Minutes Special City Commission Meeting Boynton Beach, Florida August 17, 2001 with the MLK Project. Construction of a new building could proceed in 2002-03. Vice Mayor Weiland acknowledged that the building is in dire need of repair. However, he questioned with so many other needs within the City why this was included on the list at this time. The Wilson Center activities could be moved to the Hester Center. Mr. Bressner said that when he attended a meeting at the Wilson Center, he was appalled at the conditions of the building. The toilets are not functional, the doors don't work, and the chairs were shabby. This presented a very poor image of the City. Mr. Hawkins responded that several years ago when there was discussion of a partnership between the City and School District, the issue of Wilson Center was discussed. The Wilson Center could have been a part of the Poinciana School Campus, but this never came to fruition. Wilson Center was designed for multi- purpose uses, whereas Hester Center was designed for recreation. Commissioner McCray stated that the City neglected the Wilson Center for many years and all the money went to the Hester Center. The citizens who live in the northwest section of the City feel neglected and would like their own civic center. The Wilson Center should be torn down and replaced. Vice Mayor Weiland said that some of these funds should be focused on the central or south sections of the City. There are no meeting or recreation facilities for people residing in these sections. Vice Mayor Weiland asked how much it would cost to repair and refurbish the Wilson Center without tearing it down. Mr. Bressner estimated that this would cost somewhere in excess of $500,000. Preliminary artist renderings of the Wilson Center Campus and the Palmetto Greens Park expansion were displayed and reviewed by John Wildner, Parks Director. The Wilson Center rendering was based upon land acquisition. A cost analysis of repairing the building has not been undertaken. Staff would be applying for a grant to expand the Palmetto Greens Park. Improvements could also include inco_rporating a water playground with the existing pool. It is anticipated that the Wilson Center could become the City's aquatic center. The new High School has inquired about using the pool to train the swimming team. Commissioner Fisher questioned the wisdom of building a 15,000 square foot facility only seven blocks away from the Hester Center. He was agreeable to expansion and the addition of an aquatic center, but felt it would be better to add to the Hester Center. Mayor Broening said that the City should move forward with its plan to purchase the land in order to link the existing site with Palmetto Greens Park. Mr. Bressner suggested placing an asterisk next to the $1.4 million to indicate that it 5 Meeting Minutes Special City Commission Meeting Boynton Beach, Florida August 17, 2001 would be contingent upon the needs analysis whether to refurbish or replace the Wilson Center. Mr. Livergood pointed out that an architect would be hired to assist with the needs assessment and the amount for the assessment could be increased to determine how much space would be needed in certain locations and, in particular, the Wilson Center. ADA accessibility at the Wilson Center has to be addressed also. Commissioner McCray pointed out that today the Commission is being requested to approve the $150,000 for land acquisition. What is done with the building would come back to the Commission next year. Mr. Bressner suggested increasing the amount of the City Wide Space Needs Assessment from $40,000 to $70,000. Vice Mayor Weiland also requested that the analysis include an ADA assessment of all City buildings. The $150,000 for land acquisition would remain. There was consensus on this. 8. Demolition of the Old High School - not discussed. Public Works Facility Relocation - this a multi-year project to relocate the 4-acre facility out of the current residential area, It has been suggested that land be purchased in an industrial area and is proposed for next year. Construction of the facility would take place over the following two years. Re-use of the existing Public Works property could be a significant boost to redevelopment. Vice Mayor Weiland inquired whether the redevelopment would be commercial or residential and was informed that it would likely be residential. A revenue stream of $1.2 million has been projected. Commissioner Fisher asked whether the fire station could be moved to this location. Chief Bingham was not certain if the location would be far enough into the northeast quadrant to meet response times. 10. Police Facilities - not addressed. 11. Fire Facilities - not addressed. Parks and Recreation 1. Press Box at Hester - not addressed. 2. Boat Club Park Improvements - previously discussed. 6 Meeting Minutes Special City Commission Meeting Boynton Beach, Florida August 17, 2001 Intracoastal Park - Phase I - The construction of improvements will be underway next fiscal year according to the schedule previously provided. Phase II is shown in fiscal 2003-04, but there are no funds identified. Phase III has been eliminated. This was the purchase of the 3.5 acres of property to the north of the park. (Addressed after item 5, below.) 4. Clubhouse 20/20 Funds - not addressed. Southeast Neighborhood Park (Zill Property). Plans call for site development of approximately one-half of the parcel to be purchased with development impact fees. The second phase of the project is planned for the following year, subject to property availability. Vice Mayor Weiland requested an update on this project. Mr. Wildner responded that Mr. Zill is now considering not selling any of his property, either to the developer or the City. This is due mostly to the developer not moving as fast as Mr. Zill would have preferred. The developer is not certain if he is going to move forward with the project. If Mr. Zill does not sell his property to the developer, the developer would have to pay the park fee of $250,000, which is a great deal more than pbrchasing the Zill property. Commissioner Fisher requested to address Item 3. He would like to see the funds allocated for Phase II. Mr. Bressner stated the funds appear under fiscal year 2003-04 on Exhibit F and $1.17 million will be used for the clubhouse and the amenities. Commissioner Fisher requested that when the needs analysis is done, it include whether the clubhouse would be necessarY. Palmetto Park Expansion is the extension of the linear recreational corridor along the south side of the C-16 Canal near the Wilson Center. A State grant will cover 50% of the costs. Commissioner Fe.rguson inquired whether the Park could be extended west of 1- 95 to create an entrance to the new High School. This would eliminate crossing 1- 95. Mr. Wildner said many views are being considered. Meadows/Nautica Park .is programmed for 2002-03. It is possible that the project could be moved up. It appears that a passive park would be preferred. Community meetings will be held for this purpose. Commissioner Fisher would like this project moved up and to proceed with building a passive park. Residents have informed him that they would be willing to partner with the City for the extras. Mr. Wildner reported that the master plan for the project called for a passive park, since the Congress Avenue Meadows 7 Meeting Minutes Special City Commission Meeting Boynton Beach, Florida August 17, 2001 Park is an active park. People on the Meadows Park side would like the park to remain passive. People on the Nautica side would like to have-some active element to the park. Mr. Bressner stated that $600,000 has been designated for this park. This sum would provide for a park similar to the Boynton Lakes Park that would include swings, a small parking lot, open space and landscaping. The residents would like the park to remain a local park as opposed to a destination park. Commissioner Fisher asked how much money would be necessary to make this a 9-acre passive park and was informed that the entire $600,000 would be needed. Commissioner Fisher requested that some funds for the park be moved up to fiscal year 2001-02. Mr. Bressner suggested that the Recreation and Parks Board conduct public meetings to determine what the needs are. He suggested moving $300,000 into 2001/02 and $300,000 into the following fiscal year. Mr. Livergood said that $50,000 would be needed for design work in 2001-02. This would show the residents that the City is ready to proceed. In 2003, an additional $250,000 could be designated and the final $300,000 in 2004. 8. Mangrove Park Boardwalk Extension - not addressed. Other Parks - Mr. Bressner said that the City needs to update the Parks' Master Plan with contemporary information RECESS WAS DECLARED AT 2:35 P.M. THE MEETING RECONVENED AT 2:45 P.M. Stormwater Utility 1. Downtown Stormwater Phases 2 and 3 include the necessary piping for the business area and surrounding residential neighborhood - Not addressed. Industrial Avenue/Boynton Estates storm drainage is projected to be completed by eady 2002. 3. Costa Bella Drainage is estimated to be completed by early 2002. Neighborhood Drainage Projects have been added to the CIP to handle minor drainage issues affecting several properties. $60,000 has been allocated to be adjusted based upon the needs. Swale Development is a five-year project, if the City Commission wants to include canal dredging with the stormwater maintenance 8 Meeting Minutes Special City, Commission Meeting Boynton Beach, Florida August 17, 2001 program, the swale program would be reduced and extended. This will need careful analysis. Mayor Broening pointed out that $13 million is going into the swale reconstruction work and asked if this would rehabilitate the whole system. Mr. Sugerman stated this sum covers everything needed east of 1-95, as well as placing swale where it does not exist now. Hard piping may also be installed where needed. Mayor Broening questioned if this was the best way to go and felt this was an ancient technology. The City is moving to an urban environment east of 1-95 and alternatives should be looked at, even if it resulted in higher costs. Mr. Sugerman responded that in order for the City to be allowed to access more water, it has to show that it is putting water back through a recharge system, which can be done through a swale project. Mayor Broening agreed with Mr. Sugerman, but would like the same results using modern technology. Mr. Sugerman informed Mayor Broening that his staff would be prepared to meet with him by the end of the year to discuss these issues. Mr. Bressner said that before the City embarks on the Swale Development Project, a decision has to be made. Commissioner Ferguson requested that this be added to a future Commission agenda. Commissioner Fisher asked the other Commissioners' opinion regarding dredging. Mayor Broening wanted to know what the City's responsibilities were regarding canals and did not think that the City had any recreational responsibility of the upkeep of the canals. Commissioner Ferguson felt that if a canal overflows onto private property, it is the City's responsibility to dredge and put them back to their original configuration. Mr. Bressner recapped the discussion of the swale program as follows: (1) leave the swale program as it is; (2) utilize some type of recharge/redistribution program; and (3) should the canals be reconfigured. The revenue stream would be the stormwater management fee. Mayor Broening suggested that only the most serious of problems be repaired until this issue is resolved. Mr. Sugerman pointed out that under the swale program, aquatic weed control was not looked at and that the canals are handling the stormwater. Mr. Wildner advised that the City's contractor performing the weed control has been authorized to increase the treatment of the aquatic weeds by using more powerful chemicals. Because this will result in increased costs, on a short-term basis these extra costs would be paid from the current budget. He intends to come back if additional money is needed. Mr. Bressner suggested if the current contractor cannot keep the situation under control, that the contract be cancelled and re-bid. '9 Meeting Minutes Special City Commission Meeting Boynton Beach, Florida August 17, 2001 Wastewater U~iity The City is spending $1 million this year and $1.8 million next year for the Recycle Water Project to promote the use of recycled water. This would benefit Boynton Beach and Delray Beach. The remainder of the expenses is for repair and refurbishment of lift stations. Water Utility The majority of the work will be to replace the outdated 2" water mains in residential areas. This will improve fire protection coverage. The major project will be the upgrading of the western well fields. Installation of deep wells into the Floddan Aquifer has not been included in the ClP plan. This would be subject to a water resource study being done. Mr. Sugerman pointed out that the $981,000 earmarked for Aquifer Storage Recovery (ASP,) storage wells should be doubled to include two ASR wells. Staff will be meeting with the Water District in October. After the permit is approved, design and permitting work could take 18 to 24 months. Mr. Bressner suggested that a workshop with the Commissioners be scheduled to discuss these issues and Mr. Sugerman suggested this be done by the end of the year. Mr. Bressner referred back to water expenses and noted that there is a problem with the City's median sprinkler systems. These old systems are solar based and need to ~ updated. Mr. VVildner estimated that it would cost at least $60,000 to replace.the solar power controllers on US I and Congress Avenue where it would be possible to utilize electricity. Mayor Broening inquired whether batteries could be utilized, it was noted that maintenance ora battery system would require a lot more monitoring, Discussion ensued regarding whether consideration would be given in the future to raising water rates. There is no water rate increase included in the five-year plan. Mr. Sugerman reminded the Commission that staff was asked to perform a cost-of-service study, which is scheduled for sometime in the future. Parking Parking is a new component to the ClP. The CRA is discussing parking west of Federal Highway. Staff will be meeting with the marina developers next week and the parking issue will be readdressed. 10 Meeting Minutes Special City Commission Meeting Boynton Beach, Florida August 17, 2001 Commissioner Fisher inquired whether there was money available for land acquisition for parking. Mr. Bressner said $5 million would be available in the future. $600,000 is earmarked for surface parking in 2002-03. Commissioners McCray and Ferguson requested that they be furnished with copies of the parking study. Bikeways and Greenways Staff is preoposing to spend $60,000 for a study and $15,000 for miscellaneous architectural work. It is suggested that $250,000 be set aside for the next three years for land acquisition; however, revenue needs to be identified. For the first year, the money will come from the City's capital fund reserves. Mr. Livergood noted that there are many grants available for these types of programs. Golf Course - not addressed Traffic Signals · $26,500 will be used-as the City's share for the 1-95/Gateway pedestrian overpass. · $60,000 will be the City's share for a traffic signal at Knuth and Boynton Beach. Sidewalks There was no program scheduled this year. An inventory needs to be done and $52,000 has been designated for the first year. Vice Mayor Weiland requested that the City determine if some sidewalks may be necessary for the main arteries at Golfview Harbor leading to the new school being built in that area. Commissioner McCray also stated that sidewalks are needed for the streets leading to the Galaxy School. The sidewalk inventory will be performed on a citywide basis. Streets There was no street maintenance program this year. Vice Mayor Weiland requested that the problems on SE 3rd Street be addressed this year. Wa_~ndinq Sipnaqe $70,000 has been scheduled for 2001-02. amount would be necessary annually. He signage program to the Commission. Mr. Bressner questioned if this suggested that staff present the 11 Meeting Minutes Special City Commission Meeting Boynton Beach, Florida August 17, 2001 Overview The only changes to the CIP Plan presented today are as follows: The space needs analysis has been increased from $40,000 to $70,000. $50,000 will be used for design work for the Nautica/Meadows Park in 2001-02. In 2003, an additional $250,000 will be allocated and the final $300,000 in 2004. An additional $981,000 will be allocated for a second ASR well. Mayor Broening thanked staff for a wonderful job in providing a well-presented program. Mr. Bressner requested that the Commission approve the Plan with the three changes. Motion Commissioner Fisher moved to approve with the changes. Motion seconded by Commissioner Ferguson and unanimously carried. Ad|ournment There being no further business, the meeting properly adjourned at 3:40 p.m. B~nnie Glinsl~ v Deputy Clerk Barbara M. Madden Recording Secretary (3 tapes) (August 20, 2001 ) Commissioner Commissioner 12