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Minutes 01-11-11 MINUTES OF THE COMMUNITY REDEVELOPMENT AGENCY BOARD MEETING HELD ON JANUARY 11, 2011, AT 6:30 P.M. IN CITY COMMISSION CHAMBERS, BOYNTON BEACH, FLORIDA PRESENT: Jose Rodriguez, Chair Vivian Brooks, Interim Executive Director Marlene Ross, Vice Chair Jim Cherof, Board Attorney Woodrow Hay Steven Holzman William Orlove I. Call to Order - Chairman Jose Rodriguez Chair Rodriguez called the meeting to order at 6:31 p.m. II. Pledge to the Flag and Invocation The invocation was given by Vice Chair Ross, followed by the Pledge to the Flag led by Mr. Orlove. III. Roll Call The Recording Secretary called the roll. A quorum was present. IV. Legal: . AStatus of Splashdown Mediation Attorney Cherof advised he and Vivian Brooks, Interim Executive Director, attended mediation regarding the case. They left with the expectation that there would be follow- up and at least a document for public discussion by the Board. Shortly after, the plaintiff’s attorney contacted them and advised they had no desire to settle the lawsuit. Accordingly, the lawsuit will resume. The CRA would seek to have all or part of the case dismissed. V. Agenda Approval: A.Additions, Deletions, Corrections to the Agenda Mr. Holzman added Discussion of Agenda for the upcoming Community Redevelopment Agency/City Commission Workshop to New Business, Item D. 1 Meeting Minutes Community Redevelopment Agency Board Boynton Beach, FL January 11, 2011 Mr. Hay pulled Consent Agenda Item 8A, Minutes of September 27, 2010. Mr. Orlove pulled Consent Agenda Item 8C, Minutes of December 14, 2010. Chair Rodriguez pulled Informational Item A, CRA Policing Activity Report. B. Adoption of Agenda Motion Mr. Holzman moved to adopt the agenda as amended. Mr. Hay seconded the motion that unanimously passed. VI. Informational Items by Board Members & CRA Attorney: Vice Chair Ross commented last year, five classes were graduated through the TED Center and she was able to attend three of the five graduations during the year. She thanked the TED Center staff and Annette Gray, the instructor for all the classes. Ms. Gray was very dedicated and she praised Ms. Gray for her work. Mr. Orlove also attended the graduation ceremonies and expressed it was gratifying to be there. Many of the graduates indicated they wanted to bring their business to the Community Redevelopment district. He also attended the Movies on the Avenue and was pleased with its set-up and to see a local business handling the concessions. He gave kudos to Ms. Biscuiti and the staff. Mr. Hay commented he had a previous engagement but also heard good comments about the Movies on the Avenue. Chair Rodriguez had planned to attend the Movie event but was unable to do so. He heard it was great and looked forward to the next movie night. As to the small business TED Center graduates, he suggested staff follow up on the graduates and see how many of them actually start a business and how many start a business in the CRA district. He expressed those figures were the true testament to the program. Ms. Brooks advised she had already gathered that information and she gave it to Mr. Orlove yesterday. Subsequently, the information would be distributed to the Board. The information included the class that just ended and reflected the individuals who have a business, start a business, if they received funding and where they were in the process. Mr. Orlove clarified the information was for the entire five sessions. Twenty respondents said they grew their business through the program. One participant received seed money to start the business and he was encouraged to hear the positive things that were said. Since it is a successful program for the CRA, the more the program was 2 Meeting Minutes Community Redevelopment Agency Board Boynton Beach, FL January 11, 2011 monitored and the word spread, the more successful it would be. Most of the participants had home-based businesses, but they were people who live and work in the District. They spend their money in the CRA and pay taxes. Staff was also seeking a grant from PNC Bank to continue the program in partnership with the TED Center and she would like to continue having two classes a year. Mr. Orlove commented 84% of the individuals selected for the program resided in Boynton Beach and 28 new businesses were locating in Boynton Beach: two in the CRA District. Staff has the addresses of those businesses and staff emailed them information. Staff makes a presentation about all of the Community Redevelopment Agency programs at the classes but they will keep emailing them the information as a reminder to come and see them for having actual physical space. VII. Announcements & Awards: A. Movies on the Ave. Kathy Biscuiti, Special Events Director, announced Bulldog Rock and Roll Band would be performing at the amphitheater. The movie “Inception”, a pg-13 movie, will be aired on February 4, 2011. Food and drink will be available from local vendors on-site. The public was invited to attend and bring blankets and chairs, but no pets. VIII. Consent Agenda: A. Approval of Minutes – CRA Budget Meeting 9/27/10 This item was pulled by Mr. Hay. B. Approval of Minutes – CRA Special Meeting 11/3/10 C. Approval of Minutes – CRA Board Meeting 12/14/10 This item was pulled by Mr. Orlove. D. Approval of Approval of Period Ended December 31, 2010 Financial Report E. Monthly Procurement Purchase Orders IX.Pulled Consent Agenda Items : A. Approval of Minutes – CRA Budget Meeting 9/27/10 3 Meeting Minutes Community Redevelopment Agency Board Boynton Beach, FL January 11, 2011 Mr. Hay pulled this item and commented the header on the minutes was Tuesday, September 27, 2010. September 27, 2010 was actually a Monday. There was discussion whether the meeting was held on Monday, September 27, 2010 or at the Budget Hearing on September 28, 2010. Staff was asked to research the matter and make the appropriate change. Additionally, the first paragraph indicated Chair Rodriguez noted there was $75, 000 in contingency that could be moved back into the agenda. Chair Rodriguez assumed it would go back into the budget. Motion Mr. Hay moved to approve the minutes as amended. Mr. Orlove seconded the motion that unanimously passed. C. Approval of Minutes – CRA Board Meeting 12/14/10 Mr. Orlove commented on page 2 of the minutes, the last paragraph, Michael Weiner spoke on behalf of the residents. He commented he spoke on behalf of the developer of the Preserve. Motion Mr. Orlove moved to approve as amended. Vice Chair Ross seconded the motion that unanimously passed. X. Information Only: A. CRA Policing Activity Reports Chair Rodriguez requested clarification of the information contained in the report. He requested more information be provided and from an executive summary standpoint, what the information indicates about crime in the Community Redevelopment Agency District. There appeared to be too much detail that was not necessary and Chair Rodriguez wanted to know what the trend was. Mr. Orlove agreed with the comments. There was agreement the Interim Executive Director would speak with the Police Chief to obtain greater information on the trends. B. Public Comment Log C. Boat Parade Winners XI. Public Comments : (Note: comments are limited to three minutes in duration) None received. 4 Meeting Minutes Community Redevelopment Agency Board Boynton Beach, FL January 11, 2011 XII. Old Business: A. Results of CMAR Request for Proposals – Tabled 12/14/10 Motion Vice Chair Ross moved to remove the item from the table. Mr. Orlove seconded the motion that unanimously passed. Mike Simon, Development Director, explained the item was to discuss the results of the CM at Risk Request for Proposal for the three projects: the Ocean Avenue Amphitheater, the Boynton Harbor Marina Entryway, and the Ruth Jones Cottage relocation. He reviewed the history of the concept, which the Board had previously approved. Sixteen firms attended the mandatory meeting and two responses were received by the deadline. One respondent was Morganti and the other was JMW Construction. A representative from the Community Redevelopment Agency consultant, Kaufman Lynn was present. John Wille , President of the firm was present with Larry Cellon, also of JMW Construction. Mr. Wille thanked the Board for the opportunity for the firm to be considered. He provided his background as contained in the PowerPoint presentation and explained his firm has been serving the South Florida community. His career started in Boynton Beach in 1980 as an entry-level contractor. He never left the community and was excited to be a part of the redevelopment of the community. The firm is pre-approved with all the local agencies through the County and South Florida. They were the original contactors for the Ocean Avenue Amphitheater and wanted to be considered for the project. The firm worked on the Hester Park Phase II project and constructed the City of Atlantis Municipal Complex, comprised of an Administration, Council, and Police and Dispatch components. They are currently working on a federally-funded project for Lauderhill for a community center with an eight-lane competition swimming pool, also a high-profile project. The firm has the experience to do a quality job and can commit the resources of the company to Boynton Beach. Mr. Cellon reviewed the PowerPoint presentation. Full-time onsite supervision, which is necessary for a quality job, would be provided. They would work closely with the public and other businesses to not interfere with ongoing businesses. JMW Construction self-performs the concrete and carpentry work and did so when they built the amphitheater. The entrance tower is a poured and cast concrete project and must be done right. They use a team approach with quality subcontractors and have a strong relationship with them. The projects are high-concept projects. 5 Meeting Minutes Community Redevelopment Agency Board Boynton Beach, FL January 11, 2011 A review of the costs was provided for the projects as contained in the presentation materials. They were excited about the job and proud of their past record. If selected, they guaranteed a first-rate product. The job was bid as a lump sum so the fees and associated administrative costs were incorporated in the figures they provided. Chair Rodriguez commented the supervisor and manager fees were noted as zero for all three projects but had a $10,000 fee for the entryway feature. Mr. Wille explained there are supervision and overhead costs, which are included in the project. They included separate supervision for each project because of the sensitivity of the work areas. There appeared to be a discrepancy with the supervisor fees. There were costs listed under the general conditions line item under Division 1 as opposed to the supervisory and management line item. Mr. Holzman inquired about the cost structure. He perceived the smallest project, the Jones Cottage, was the most expensive project and he inquired about the methodology. Mr. Wille explained part of what offset the expense was the moving of the building. When looking at a square-foot price of a small building, it was a lot of money to move it, even just up the street. Then they had to prepare the foundation after relocation and build out of the new space. Mr. Hay asked about their experience with Minority and Women-Owned Business practices. Mr. Wille responded the firm was a small business and has Small Business Certification. They meet the minority business requirements and the firm must meet those requirements all the time. They have a system of soliciting contractors before projects are bid to determine interest from the local community. There are also websites with lists of subcontractors that are pre-certified. Mr. Orlove requested clarification between the disparity of the bid and the CRA estimate. The CRA estimate was slightly under $953,388. The bid came in at $1.2 million with a difference of about $300,000. Mr. Wille could not respond without reviewing their estimate and line items. He explained the difference could be due to many things. It was also noted the firm worked with Kaufman Lynn and thought they were reputable. Ms. Brooks explained the figures were verified by REG for Ruth Jones Cottage and amphitheater project and BHB for the Boynton Harbor Marina entryway feature. They reviewed both proposals to ensure it encompassed everything. There were letters about the proposals included in the meeting materials. Chair Rodriguez inquired about the onsite supervision. Mr. Wille explained they have a full-time supervisor for each project and in addition to that, Mr. Cellon was the project 6 Meeting Minutes Community Redevelopment Agency Board Boynton Beach, FL January 11, 2011 manager over all the projects. Each supervisor would only be assigned to that one job. The firm has experience with the CM at Risk program; however, other projects previously constructed, such as the Hester Center, were hard bid and they came in on budget. Mr. Wille has a no change order attitude with municipal projects and was cognizant the City has a budget. Lauderhill came in a little over budget and through design modifications was on budget. He understood there was no funding for change orders. They have a team attitude and will construct the project for the cost they provided. Mr. Wille commented he has moved structures in the past. They did a project on Jupiter Island and relocated a beach house from the ocean to the Intracoastal. The firm did not have experience with historic homes. Chair Rodriguez commented the CRA estimate was provided by Kaufman Lynn and they did not respond to the RFP. No other comments were received. An unidentified man made Morganti’s presentation and advised he started his business in Boynton Beach over 25 years ago. The work is heartwarming to him and the company. The employees are all local residents. James Auld , Vice President of Development nationwide operating out of West Palm Beach worked with REG Architects and Rick Gonzales before. He indicated that traditionally you do not furnish a price up front. With the Construction Manager at Risk methodology, they work with the project team to get the project within budget. They priced the documents given to the company and has not discussed the specific form of contract for the agreement, but they guaranteed a maximum price. The firm planned to put full-time staff on each project with the projects running concurrently with each other. They have a guaranteed maximum price base, extensive safety experience with the public on occupied sites, and would only use local contractors. Mr. Auld reviewed the firm’s background as contained in the meeting materials. They get repeat business from their clients and they can bond any size project. They are used to doing multiple projects at once. He reviewed some of their projects and their staff as follows: Gerry Kelly, Senior Vice President U.S. Operations  Steve McCarthy, Estimator  Matthew Marks, Pre-construction  Chuck Kerns, Sr. Project Manager  Joe Capraro, Sr. Superintendent  Kamal Cooper, Project Manager  7 Meeting Minutes Community Redevelopment Agency Board Boynton Beach, FL January 11, 2011 John Smith, Gary Gabert, and Barry McGee, all Superintendents  The firm brings skilled individuals to the table and they are the full-time site team. Pre- construction services do not change. They want to fully communicate with contractors and have to ensure contractors are aware of all the conditions. The unknowns are considerable and the closer to completion, the more the unknown issues are reduced. He reviewed the GMP Flowchart, as contained in the presentation materials. The Cost Control/Scheduling Systems processes were reviewed. None of the firm’s projects were completed over budget. They were completed on schedule because they are part of the process to establish it. The final cost is always less than the original estimate. Morganti is a firm of professional managers who manage the subcontracted trades to get the best value. They have open book accounting. Mr. Auld reported they have never had an incident on a site and they bring better value than competitors due to low insurance rates. The amphitheater site will have temporary fencing and restrooms in operation for the public. Mr. Auld reviewed the PowerPoint containing the site approach for the three projects. The amphitheater and the entryway feature were anticipated to take eight weeks and the Ruth Jones Cottage would take 10 weeks. The traffic patterns for the Ruth Jones Cottage relocation will not be simple. The Cottage is located on 1st Street and will have to be moved down Ocean Avenue and across the railroad tracks. Full-time staffing will be required and it was included in the plans. Morganti would like to be able to provide feedback to the architects to reduce costs. They do not know what the budget is, but want the City to be confident they can meet any budget the CRA proposed. They are committed to using 100% local contractors, have a minority plan for participation, and have creative bid packaging and segmentation of work to use minority subcontractors. They encourage joint ventures and advertise in local papers so prospective workers will know how to obtain work. Completed projects result in business relationships. There is a year-long warranty period, but they have gone back many times over five years if work needed to be done. The firm already value engineered the three projects. The Board may want to adopt to those changes in order to reduce the cost of the project. Mr. Holzman inquired why Morganti felt the firm was close in price but not 100% with the drawings. Mr. Auld noted at the beginning of the bid process, they did not have the drawings for the tower features on the Marina Entryway or the underground sub- surfacing. Mr. Marks clarified the current documents indicated they were 95% construction documents and if there was a building department review or permitting pending, there could be comments or reviews that would affect the project. Ms. Brooks agreed with Mr. Marks but added two of the projects already had drawings submitted which were the Marina Entryway and amphitheater project. They have the 8 Meeting Minutes Community Redevelopment Agency Board Boynton Beach, FL January 11, 2011 permit for the Marina Entryway, and expect the permit on the amphitheater next week. They will submit a permit application for the Jones Cottage on the 11th. It was unknown if there would be any comments received from the Building Department. Mr. Simon agreed and noted if stamped approved drawings are not received, there could be a change in a cost. Ms. Brooks commented Morganti indicated they could arrive at the Community Redevelopment Agency’s estimate. However, they were looking at plans as submitted, with one project permitted, the second close to being permitted and the minimal comments received with no substantive changes. Ms. Brooks noted staff was to obtain the most competitive number. Consequently, the respondents would submit an estimate they felt was appropriate and if the firm had to reduce the scope, they could. Mr. Auld explained it was hard to comment because they did not have the estimate, but they would most likely look at the structure on the tower and it was contingent on how much they had to reduce the cost. If the tower was solid concrete with sloped sides, it may have to be fabricated off site or they may look at a different structure with the same feature on it. That was the idea of the CM at Risk program. The professional is on the same side of the table as the owner and they would work together to get the project to where it needed to be. Mr. Auld confirmed although the estimate was a failsafe number that would not be exceeded, it could come in under budget. All savings from the project are rolled back into the project or back to the owner. Morganti only uses the CM at Risk program in Florida and they have $60 million underway in pure CM at Risk projects. The firm had experience with historic homes and moving them. The Old Twin Lakes High School was gutted down to the walls. Before that project, he did historic work in downtown Delray Beach and Lake Worth. He renovated the Old Station House on Lantana Road. Morganti has unmatched experience in historic preservation. The firm was hired by the Smithsonian and had that experience to draw on. Morganti also had experience with occupied sites. Mr. Hay commented about the Jones Cottage. The proposed route was the most direct , but there were power lines, lights, and railroad tracks. The moving process would have to be coordinated with all of those entities. Steve McCarthy, Senior Estimator, explained the cost was about $60,000. The Board could also set the percentage. Mr. Hay expressed he would be interested in seeing the firm work with the Board because the current price was out of the ballpark. Mr. Orlove also discussed the disparity in the estimate. He noted Mr. Auld had stated they could get within the budget and management will make up the difference. He inquired how. Mr. Auld explained they would meet with staff and ascertain what the most important part of the project was. If they did not get the project within budget, it would not go forward. The bids from both firms were high. Mr. Orlove’s concern was 9 Meeting Minutes Community Redevelopment Agency Board Boynton Beach, FL January 11, 2011 the Board may be considering a project that was estimated appropriately but the respondents indicated was $300,000 more. Each project would have its own superintendent and there would be one overall project manager. The firm uses 100% local contractors and has an extensive database in which to draw local contractors. The prices provided were from local subcontractors and they would value engineer the process. Morganti’s books would be open to reveal any profit margin. Chair Rodriguez commented the project was very important because it would kick start the downtown. Discussion centered on the Kaufman Lynn estimate. Ms. Brooks clarified the evaluation of the proposals for the entryway feature were done by VHB. REG evaluated the amphitheater and the Ruth Jones Cottage. Kaufman Lynn was to only help staff develop a cost-efficient way to do the project and assist them in developing a credible budget. It was unknown why Kaufman Lynn opted not to submit a proposal. It was also noted the evaluators did not review the estimate. Mr. Auld explained the management fee was based on the staff and was $150,000 and the projects must occur concurrently so staff had to be physically present. Mr. Auld also clarified his definition of “local” meant Boynton Beach or around Boynton Beach. Ms. Brooks commented three years ago, staff issued an RFQ for various specialty services. One of them was for the CM at Risk methodology and Kaufman Lynn was selected. When reviewing the design and how to complete projects efficiently, staff engaged Kaufman Lynn via a work order to advise how they could do it more efficiently to reduce cost, to provide estimates and to meet with their subcontractors to determine prices because staff was preparing the budgeting. They are not competing. Chair Rodriguez left the dais at 8:03 p.m. Holzman inquired if the CRA paid for the initial estimate and then for an updated estimate. Ms. Brooks responded staff received a price to review the projects. The only addition when they gave the prices was for landscaping for the Ruth Jones Cottage, landscaping at the Marina Entrywat, and lighting and electric for the amphitheater. Ms. Brooks commented they paid once. REG was paid about $15,000. Richard Brown, Kaufman Lynn, was instrumental in generating the pricing along with the senior estimator. The proposals came in over the estimate. Mr. Brown clarified Kaufman Lynn did not review the proposals. They were only asked to come up with cost efficient ways to do the project and help develop a credible budget. Continuing contracts allow for expeditious responses when staff and projects need to move quickly. Ross inquired if the evaluators reviewed Kaufman Lynn’s proposal. Mr. Simon responded the evaluations and participation from architectural firms in relation to Kaufman Lynn pricing, was to work with the architects and engineers through the process. 10 Meeting Minutes Community Redevelopment Agency Board Boynton Beach, FL January 11, 2011 Chair Rodriguez returned at 8:06 p.m. Ms. Brooks commented when reviewing the RFP there are items to consider besides pricing. Kaufman Lynn worked under a different scope. All they did was develop ways to come up with a budget. Ms. Brooks explained the process. Mr. Holzman inquired, after reviewing the presentation, if Kaufman Lynn reviewed the RFP to determine why there was such a wide discrepancy. Mr. Philips responded the amphitheater canopy system was one item. He researched it with five different companies and it was a huge item. As to the Cottage, Browning Moving Company quoted a very high price. The coordination was huge. He commented that for this type of a job, bottom bidders might not be appropriate. There is a range from qualified companies and their portfolios to obtain a reasonable cost. They spoke with REG about the Marina and how to build the tower. They thought it was a small tilt wall building and that was another item. Mr. Holzman inquired if the Kaufman Lynn budget encompassed local contractors. Mr. Brown responded that was not part of the task. Al Philips clarified the amphitheater design fees were $15,000, the Ruth Jones Cottage was $15,000 and another $12,000 for landscaping, traffic studies and planning and zoning assistance. There was a lengthy review of the budget. Mr. Orlove inquired if they could legally reject the RFP and bids, and consider the Kaufman Lynn estimate as a proper proposal. Attorney Cherof responded it was and that option was set out in the recommendation of the memo. Mr. Orlove agreed with the comments but indicated he could not, in good conscience, consider the two bids when they have an estimate from another reputable firm that did not bid. He commented the difference between the estimate and the bids of $300,000 could be put to use on other projects. Kaufman Lynn hard bid the projects with their subcontractors. CM at Risk was a transparent process and the Board would know the costs. Staff verified Kaufman Lynn hard bid the project twice. Mr. Hay commented the Board keeps inquiring where staff could get the money from, and the respondents are put through red tape. He was not in favor of using funds from the Heart of Boynton, nor was Vice Chair Ross. Mr. Holzman left the dais at 8:28 p.m. Mr. Hay felt the Board could not overlook the difference in price and they should look at the options available to them so the project could move ahead. 11 Meeting Minutes Community Redevelopment Agency Board Boynton Beach, FL January 11, 2011 The Morganti firm spent about $20,000 or 80 hours of the entire staff’s time to put together the bid. JMW spent about the same amount of time but at slightly less cost; however, it was noted that expending funds to put together a bid was the price of doing business. Mr. Holzman returned at 8:29 p.m. Motion Mr. Orlove moved to reject both responses, withdraw the RFP, and consider a work order with Kaufman Lynn based on a presentation they would make at the next meeting. Mr. Hay seconded the motion. Mr. Holzman acknowledged there were many factors to consider. He pointed out one contractor commented they would work with the Board to make alterations to the project so it would fit the budget. The $300,000 difference could go away. Additionally, Kaufman Lynn was not instructed to use local vendors. He questioned the effect of not keeping the contractors local. He cautioned the Board to consider all the issues. Chair Rodriguez passed the gavel and made a substitute motion. Motion Chair Rodriguez moved to give access to two bidders who presented tonight to the estimate by Kaufman Lynn and let the three firms come back with proposals. The motion was not a valid substitute motion. Vice Chair Ross passed the gavel. Motion Mr. Orlove amended his motion so they would not reject the responses and withdraw the RFP and Kaufman Lynn would return to the Board at the next meeting with their proposal, be subject to the same questioning as was ongoing with the other firms, and consider Kaufman Lynn without rejecting the RFP. This amendment was not a proper motion. Discussion followed on the motions and the goal of the Board. It appeared what the Board was interested in was contained under option four or five of the agenda item. 12 Meeting Minutes Community Redevelopment Agency Board Boynton Beach, FL January 11, 2011 Motion Mr. Orlove moved to reject the responses and withdraw the RFP, that Kaufman Lynn come to the next meeting and make a presentation to the Board based on the budget estimate they provided for all three projects. Mr. Hay seconded the motion. Attorney Cherof suggested the Board table the matter, keep the proposals alive, and obtain the information from Kaufman Lynn. At the same time, the proposers would have access to that information and they may want to provide comments on it based on their insight. Mr. Orlove withdrew his motion. Motion Mr. Orlove moved to have Kaufman Lynn come to the next meeting to present similarly and like the other bidders did for the three projects and to table the matter pending Kaufman Lynn’s presentation regarding the three projects discussed tonight. Mr. Hay seconded the motion. Chair Rodriguez felt the Board created a competitive disadvantage. Chair Rodriguez opened the floor to public comment. Victor Norfus , 261 N. Palm Drive, agreed taking funds from the Heart of Boynton would be wrong and should not be considered. Two firms responded to the RFP and if it was legal to consider a firm that was already part of the system, the presenters should be allowed to review it and revise their statement. The Board was bringing in a firm that did not want to make a presentation and it was unfair to the other presenters. If the firms could lower their estimates closer to the one provided by the continuing contractor, it would be a fairer playing field. Gerry Kelly suggested the motion be modified to be more specific. If the Board modified the process and allowed a continuing service consultant into the process, the Board should require they guarantee the estimate as a maximum price for the documents the two firms gave a price on. Chair Rodriguez closed the public comment. Mr. Hay agreed with the two public comments made. Attorney Cherof clarified that the presenters would be unable to change their figures, nor were the Board members setting themselves up for liability. The bid documents state the Board reserves the right to reject the proposals and they are deferring to consider items on which the presenters have access. 13 Meeting Minutes Community Redevelopment Agency Board Boynton Beach, FL January 11, 2011 After further discussion, there was agreement to hear the presentation before the City Commission meeting on February 1st at 6:00 p.m. Motion Mr. Orlove amended his motion that Kaufman Lynn will present to the Board at a special meeting before the City Commission meeting on February 1, 2011 at 6 p.m. Mr. Hay seconded the motion. Staff would ensure the Morganti and JMW will have access to the Kaufman Lynn estimate and ensure they have the same information. They cannot make revisions, only comments. Ms. Brooks requested clarification as to the form of contract and if there was any benefit to asking all the respondents to review it and indicate if they had any issues with it. Attorney Cherof explained the RFP language indicates the terms and conditions of the contract are negotiable but shall not deviate substantially from the qualifications and proposals identified by the contract. If they were trying to arrive at a specific contract and not violate the provisions of the RFP, if they awarded someone the contract, it would be negotiated at that time. Vote The motion passed 4-1 (Mr. Holzman dissenting.) B. Consideration of Approving Consulting Agreement between the Community Redevelopment Agency and Mildly Delirious Design for Feasibility Analysis for the Creation of a Market/Event in Downtown. Chair Rodriguez commented they had the original proposal at the last meeting and the Board curtailed it. The number in the proposal was about half of what it was the last time. Mr. Orlove was unsure if they want to take that route yet. There was discussion about a market, and they did not know if it had to be a green market. He also did not know if they needed to pay money to an outside person on a project. They may not pursue it. Chair Rodriguez suggested they address the G.A.L.A., New Business Item B, first. Mr. Holzman commented $20,000 for a consulting fee was a lot of money. Chair Rodriquez commented the concept was discussed at a City Commission meeting. He had suggested developing a citizens committee to help develop events. Chair Rodriguez inquired if they should turn it back over to the City or if there was a number the Board was more comfortable with, they could consider it. There was discussion to address the G.A.L.A. 14 Meeting Minutes Community Redevelopment Agency Board Boynton Beach, FL January 11, 2011 XIII. New Business, Item B., “G.A.L.A. type” Event Discussion (heard out of order) Ms. Biscuiti explained she met with Ginny Shea and Heather English who both worked on the event in the past. There were limited materials left but she tried to provide information on what it took to do the event when they handled it. They discussed there are many art/craft shows in many cities and it is difficult to compete with them. The event stopped in 2002. The volunteers and sponsors dropped off. Mr. Orlove commented it did not have much of an identity if it was similar to other art-type events and the City would suffer from competing with other events similar in nature. He suggested thinking about having a citizen advisory group to do brainstorming. He attended the Firefighter’s Chili Cook-off and fishing tournament event and a comment was made to tie this into something else. The City may not have to reinvent the wheel. The City has events and if the City tied something into those events, they could grow it. He thought a committee or advisory group could brainstorm for that. Chair Rodriguez commented a brainstorming event occurred with the Mayor’s Walk and they are adding pieces to the event, such as a street chalk event. He suggested maybe now is not the time to use a consultant. It may be beneficial to form a committee. Ms. Biscuiti explained they had a signature event, “Pirates of the Intracoastal” and had to stop because of finances. The City had access to all of the actors. The Boynton Beach High School shop teacher made the event a project for his students for an entire year to build all the sets. The students erected them and it was a community event. It was a two-day event, and they had to cut the budget. Ms. Biscuiti commented the event was amazing, and it was an event that could be resurrected. After discussion, it was suggested the City should have an Events Advisory Board. It should be an important feature to have that kind of activity and they have several events occurring throughout the City that could be expanded. There appeared to be consensus to have the City Commission consider an Advisory Board. Ms. Brooks cautioned the City Commission would appoint individuals from throughout the City, but if the events were funded by the Community Redevelopment Agency, the events would have to be held within the CRA district. Mr. Orlove suggested an ad hoc committee be formed which would include some members of other advisory boards to work with staff to develop suggestions to the CRA Board as it would be more timely than having to pass an ordinance establishing the Board. Chair Rodriguez announced he would put it on the City Commission agenda. An advisory board would be a long-term solution. 15 Meeting Minutes Community Redevelopment Agency Board Boynton Beach, FL January 11, 2011 Motion Mr. Orlove moved to direct CRA staff to, once all the events taking place have happened, and perhaps during the summer months, convene a Board or a brainstorming session, not a Board made up of members of the community to look at a signature or special event taking place within the CRA district. Mr. Hay seconded the motion. The motion passed 3-2 (Chair Rodriguez and Mr. Holzman dissenting.) Discussion returned to consideration of approving the consulting agreement with Mildly Delirious Design for Feasibility Analysis for the Creation of a Market/Event in Downtown. Motion Mr. Holzman moved to table the item. The motion failed for lack of a second Peter Robinson , Mildly Delirious, commented his concern was there is an evolution of events. He worked for the West Palm Beach Events Department for 10 years. He explained currently, the Board could talk about doing events and add-ons. Events need to be branded. They need a great logo, but he did not think they would have anything signature. Events are branded which included having a logo identify. As to how much he would charge for the service, Mr. Robinson explained because he would look for location it would be $20,000. He would look for a location and work with staff to give suggestions for a name and identity. He understands the process of creating a green event. He would then go through the budget process and present an operating budget. Mr. Hay inquired if Mr. Robinson was aware of other cities starting green markets and if he could share his knowledge base. Deerfield Beach and Palm Beach Gardens just opened a Sunday market. Delray Beach and Boca Raton have markets. Many cities want green markets. In 1995, the large and mid-scale vendors who participated in the West Palm Beach Green Market are now just exporting. Mr. Robinson pointed out they could incubate businesses and explained Pontano Farms, a medium-sized farm was participating as a third generation vendor in Oceanside Market and they are the ones doing the farmers market. Factually, they have the availability of more farms from the west participating while providing an opportunity to incubate business. The markets create jobs and are a cash environment. It is easier to get vendors now than in the past. Mr. Robinson rents space at the City of Lake Worth Farmers Markets. Discussion followed if there was a saturation level for markets. Mr. Robinson explained a green market was whatever the organizers wanted it to be. If it was well branded and had unique products, it will be successful. Additionally, if the community demand for the market exists, people will travel for markets. 16 Meeting Minutes Community Redevelopment Agency Board Boynton Beach, FL January 11, 2011 XIII.New Business: A. Consideration of Options for VIP Area at Public Events Ms. Biscuiti explained at the last event, in an effort to keep the costs within the budget, she received feedback the food in the VIP was not up to par. She suggested the Board might want to consider other options. Chair Rodriguez commented he liked the concept of selling tickets. He pointed out there were only five tables that were visible to the stage. People seated at the concert cannot see because people are standing in front of them. Those factors may detract from ticket sales. He thought a combination of the two might be appropriate. He inquired when they charge if they guaranteed a seating or a table. Ms. Biscuiti responded there could be different pricing. She had envisioned the area being closer but then it was too loud. Ms. Brooks explained if staff had the funding, and she indicated she was not certain VIP activities were an appropriate use of public funds, or if they sold tickets or raised sponsorships, they could sit on a stage higher up to be able to view the show. Chair Rodriguez inquired with the amphitheater, if the height would be increased. There are some options with the project. Chair Rodriguez liked the opportunity to allow residents and the Board to pay for that service. Mr. Orlove agreed they should charge and he was happy with the setup for the holiday concert. It was acknowledged sometimes people outside the VIP area stand in front. Motion Mr. Orlove moved to direct staff to look into charging attendance for the VIP area and coming back with a plan. Vice Chair Ross seconded the motion. No public comment was received. The motion unanimously passed. B. “G.A.L.A. type” Event Discussion This item was discussed earlier in the meeting. C. Consideration of Sponsoring the PBC Business Development Board Familiarization Tour in the Amount of $2,000 Chair Rodriguez commented the Board has typically done this and he spoke in opposition to it in the past. It afforded the sponsors to have their City showcase. The item specified it included the Community Redevelopment Agency District. Ms. Brooks clarified that meant a person from the Board or staff would be at all the events. These were brokers representing developers looking for ready to build sites. The only site ready to go was the 500 Ocean site. Ms. Brooks learned the Chamber of Commerce, in 17 Meeting Minutes Community Redevelopment Agency Board Boynton Beach, FL January 11, 2011 partnership with Delray Beach and Boca Raton are going to participate so there would be a representative at the table for the familiarization tour and she was certain they could put an information package together on the sites that were ready to build. There was consensus not to sponsor the tour. D. Discussion of Agenda for the upcoming Community Redevelopment Agency//City Commission Workshop Mr. Holzman commented the workshop was evolving into more than a workshop. It was supposed to be an opportunity for the Board, staff and City Commission to discuss how to move the City forward. When the agenda was sent, it included three individuals who would discuss projects they wanted to do in the Community Redevelopment Agency district. Mr. Holzman thought it is not the proper venue and it should be heard at a Board meeting. He suggested the individuals should be thanked and they could observe but they should be advised that presentations drawn to specific projects were not permissible. If they want presenters, they should have presenters to speak on various development topics and how to develop Community Redevelopment Agencies in a down market. Chair Rodriguez explained the downtown was a major interest and it was important to understand knowledge is power. The speakers would present concepts staff could use. They were not making a sales pitch. The concept was how the Community Redevelopment Agency could develop the downtown, what kind of businesses, etc. Mr. Holzman responded the Board members have the option to speak to those individuals about their ideas and they should contact staff and bring it to a proper forum. He went on record indicating if there was one presentation given, he will leave. Mr. Orlove thought it was very important to listen to the presentation. Other Board members have ideas about the downtown, as did he. Mr. Holzman contended the workshop was not the right spot. Motion Mr. Orlove moved to retain the agenda as provided to the Board. Mr. Hay seconded the motion and commented it was an information gathering. He was looking for other ideas. Vice Chair Ross was open to the presentation as long as it was justified, and inquired how they were decided on. Mr. Orlove had discussions with an organization about bringing a project to the City. His discussions started in August and he thought it would be appropriate since the workshop looked at how to move forward with the downtown. He spoke with Ms. Brooks and the City Manager about it and they thought it was okay. They have the opportunity to listen to people about big changes. He believed there were other individuals that were appropriate. 18 Meeting Minutes Community Redevelopment Agency Board Boynton Beach, FL January 11, 2011 The motion passed 4-1. (Mr. Holzman dissenting.) Mr. Holzman stated he would be leaving. It was not the proper forum and anyone who wanted to speak with him has his cell phone number. He would be happy to take the time to talk with them. XIV. Interim Executive Director's Report A. Project Status Update Ms. Brooks commented the CRA split a table for the Chamber dinner dance with the City. The cost was $625. Mr. Grlove had a prior engagement and could not attend. Vice Chair Ross would be there, as would Mr. Hay. Usually the City Manager and Assistant City Manager attend. They sponsored the event in the past. Ms. Brooks explained they already gave the Chamber $2,500. Chair Rodriguez commented if the Community Redevelopment Agency contributed to the Chamber, then he was not in favor of the additional cost. Chair Rodriguez requested the completion date be listed on the project update list. Chair Rodriguez also wanted to comment about the downtown brainstorming session, and explained they were working very hard and staff was coming close to making things happen. It was important that the Board listen to all the ideas and concepts and they all participate and not leave the meeting. He requested the members bear with staff, be patient and listen so they can take full advantage of the information. XV. Future Agenda Items: A. Discussion Regarding Process for Replacement of Executive Director - Tabled 10/12/10 XVI. Adjournment There being no further business to discuss, the meeting properly adjourned at 9:48 p.m. (!(JJj-hUfIU,_ ~~L- Catherine Cherry (f Recording Secretary 0119 19