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Minutes 06-16-15 Strategic PlngMINUTES OF THE SPECIAL JOINT CITY COMMISSION AND COMMUNITY REDEVELOPMENT AGENCY BOARD MEETING HELD AT THE INTRACOASTAL CLUBHOUSE AT 2240 N. FEDERAL HIGHWAY, BOYNTON BEACH, FLORIDA, ON TUESDAY, JUNE 16, 2015, AT 9:00 A.M. PRESENT: Jerry Taylor, Mayor Lori LaVerriere, City Manager Joe Casello, Vice Mayor David Tolces, Assistant City Attorney David T. Merker, Commissioner Shana Bridgeman, Assistant City Attorney Mack McCray, Commissioner Judy Pyle, Deputy City Clerk Michael M. Fitzpatrick, Commissioner (Arrived 9:18 a.m.) Vivian Brooks, CRA Director Michael Simon, CRA Assistant Director ALSO PRESENT: Buck Buchanan, CRA Board Member Woodrow Hay, CRA Board Member Mayor Taylor called the meeting to order at 9:07 a.m. Self- introductions were made. Members of the public introduced themselves as follows: Edward Tedtmann; Joe Mignano, Mignanos Landscape and Tree Care; David Katz, former City Commissioner; Justin Katz, Boynton Beach Citizen; Norma Pinder, Rolling Green Subdivision; Yolanda Young, Concerned Citizen of East Boynton; Judy Colteur, Jane Smith, Coastal Star, and Alex Seltzer, Palm Beach Post. Mayor Taylor advised the public would speak first. Edward Tedtmann spoke about the CRA acquiring private property. The City should use different real estate brokers for each contiguous parcel so area residents would be unaware of pending projects and they could acquire property at fair market value. He noted property has an appraised value and when individuals find out the City wants to buy it, they want more money. As long as fair market value is paid, it is not necessary for the seller to know who is buying the property. David Katz commented there are many volunteers serving on City Boards. He requested the Commission consider re- instituting the annual appreciation dinner, or giving volunteers a discount at the Tennis Center, the golf course, or City beach. He also requested a civilian Code Board be re- established. He was dissatisfied with the current Code Compliance Hearings. Meeting Minutes Strategic Planning Session Boynton Beach, Florida Yolanda Young requested the City Commission consider asking other people to be members of the CRA Board. She believed there was a conflict of interest for the Commission to serve in a dual capacity. Judy Coulter inquired if the trolley could be reinstituted and thought it would be helpful to the economy. No one else coming forward, Mayor Taylor closed the public audience. Lyle Sumek, of Lyle Sumek Associates, Inc., explained the meeting was an informal workshop. He would review the City's "Performance Report", detailing what was accomplished over the last year, discuss ideas looking to the future and each member would talk about their one and five -year goals and opportunities. He spoke with staff about their strengths and weaknesses, areas for improvement, threats and opportunities and the top 10 priorities they have. Most of the day would be reviewing each goal in the Strategic Plan. Each goal has an objective. The goals, challenges and opportunities had been updated based on staff interviews. They would be reviewing staff actions and expectations and prioritizing them. (Commissioner Fitzpatrick 9:18 a.m.) Mr. Sumek would create action outlines, a calendar when issues will return and determine top priorities as policy for the Commission and management. On June 17 they would discuss governance issues. Mr. Sumek referenced the Leaders Guide entitled Governance versus Politics, a simple view. He commented elected bodies have to balance these doctrines. He read the definition of governance and politics and commented they will focus on governance. Mr. Sumek explained a study by the International City Manager's Association indicated that less than 20% of the cities in the United States have a vision, goal, mission and action outline or strategic planning process. The task at hand was to drive the community into the future. The strategic planning process creates the road map. Mr. Sumek had worked with staff rewriting and blending staffs' comments. He advised handouts would be distributed later. Mr. Sumek conveyed experiences from other cities and issues they faced. He explained by planning, the City would win as a team. The Commission sets the tone. He used the acronym GREAT. G - Common goals and a unified purpose. R - Understanding roles, how to blend them and determine priorities. E - Executing the Plan. He noted most items the City had last year were completed. A - Attitude T- Trust 2 June 16, 2015 Meeting Minutes Strategic Planning Session Boynton Beach, Florida June 16, 2015 Mr. Sumek commented it was important to capitalize on trends. Another issue that impacts cities is the frequency in the occurrence of dementia or Alzheimers at an earlier age. Affected individuals cannot afford facilities and stay home with relatives, and then wander off. The families call the police. Many cities do not have good programs for seniors, and care is expensive. It was important to take responsibility for the community's future. Each action by the Commission creates the City's future. It is helpful to create positive momentum in the community by having successes and building on them in the future. Commissioner Merker agreed cognitive impairment is a major issue and noted the City has a Mental Health Committee. He commented Boynton Beach is a senior city. Long term care should be a benefit for employees, and all people in the City should be educated because the population is living longer. He thought one problem the City had was the City's form of government and the districts. Each Commissioner is elected to a district and the major objective is to look at their district. When there is an election for the entire City, it is important to capture the heartbeat of the people and Commissioners vote on the major interests. He noted some cities elect individuals based on political party which has benefits and disadvantages. Having a political affiliation makes the process more cohesive because of the mindset of a Democrat or Republican. Individuals would come together because of party designation. He thought there could be ways to express ideas if the form of government and the mindset of elected officials were different. Mr. Sumek distributed a handout based on interviews and discussed the following goals listed as achievements. The first goal last year was to have Great Neighborhoods, safe, affordable and livable. He reviewed one achievement was the Family Dollar store on MLK Boulevard. Commissioner Merker noted the store was not yet operational. Mayor Taylor thought it was a success because it set the stage for more business and improvements in the area. It was the first step and the store was an improvement over what was there before. Mr. Hay agreed it was a positive attribute because it was showing activity and the talk in the community was it was about time they saw something. Mr. Sumek commented it was a major business investment in an area that needed revitalization. Commissioner Merker commented the achievement was a short-term achievement and they should not consider the beginning results because having something new did not mean the neighborhood would change. It would improve when the neighborhood improves itself. Mr. Sumek suggested this was a goal of the City Commission as a five -year goal and a one -year action item. Progress was made this year. Commissioner McCray explained he hears mixed emotions. Residents question why they could not get anything better and will have to wait to see what happens. 3 Meeting Minutes Strategic Planning Session Boynton Beach, Florida June 16, 2015 Vice Mayor Casello agreed with the Mayor, but did not know how good the business was yet. If it was a catalyst for area around it, there was much work to be done. The jobs will be minimum wage. Overall, he thought it was a good thing for the area. Another success was the Cottage District Land Acquisition. The acquisition was not yet completed, but steps were taken. Mayor Taylor thought the District was downtrodden. It was a low- income area and the homes were in disrepair. Improving the District would bring higher economic values and make the area inviting, enticing others to improve their homes. He thought it would have a great effect on surrounding areas. Commissioner Merker thought it was a key area for the development of the City and its future. This area has Sara Sims Park which is central point. Many neighbors support development and this is vital for the next 20 years. If the area is developed properly, with a mindset for the future, as opposed to the present, it will redefine the Heart of Boynton Beach. Commissioner McCray saw several good things occurring. Northwest 11 Avenue will open up to NW 1 Street. Parking at Poinciana STEM Elementary School will no longer be off Seacrest Boulevard. As for housing, the drugs and derelict homes need to be eliminated. He thought it was a positive movement. Vice Mayor Casello concurred and noted it was always a concern how the City and CRA assembles land for a project. He understood the purpose of the CRA is to fight slum and blight and agreed they should consider taking the CRA's name out of the picture and have a broker acquire the parcel(s). Once the City or CRA gets involved or shows interest in a piece of property, the price of land increases higher than appraised value. Vivian Brooks, CRA Executive Director, advised the CRA obtained all of the blighted parcels on the block and will need direction later in the plan. Ms. Byrne explained they have the model block and the Cottage District. They are two different projects. Sara Sims Park will come back as a Master Plan for action and for land acquisition, as well. Commissioner McCray thought obtaining the land was fine, but cement structures were being placed on vacant property in the Cottage District and no one was maintaining the property. He thought something needed to be done because it was an eyesore. He thought one positive action for Sara Sims Park was the playground equipment being installed. Vice Chair Casello commented they had previously discussed acquiring more land for parks and asserted the City does not have the resources to take care of the existing parks. He thought it did not help the City's image to acquire parcels and not take care of them. Mr. Sumek commented there was an action item in the Plan that addressed maintenance, the options and the level of service for the parks. 4 Meeting Minutes Strategic Planning Session Boynton Beach, Florida June 16, 2015 Commissioner Merker explained that was a problem before the City Commission agreed on the Park. He thought the Commission was contradicting itself and agreed with Vice Mayor Casello's comments. Beautifying the City was a plus, but if there was no money for the land, they could not acquire more land. The City Commission was divided on the matter this past year. Mr. Sumek reviewed Casa del Mar. Vice Mayor Casello advised he was involved in the project and it was a great development. Mayor Taylor agreed. Cortina at Boynton Village was identified as a success. Vice Mayor Casello noted the project has been ongoing for years. The original project died due to the economy. There would now be 1,100 new homes, condos and townhomes and a dog park. He was happy about the project, and thought it was an asset for Boynton Beach. Mayor Taylor agreed. The first phase was going through the Planning and Development process. It will take a year or two to build and it will improve the tax base. The vertical permits were anticipated to be ready during the last quarter of the year. Commissioner Merker agreed the project was great. Santorini Apartments was the final piece of the Renaissance Commons project. This portion of the development had stalled in 2006. Permits were being reviewed. Commissioner Fitzpatrick received information on its location. Mayor Taylor agreed the project would complete Renaissance Commons and would be a show piece for the City. Riverwalk, a mixed -use development project, was identified as a success. Ms. Byrne advised this project was the result of the CRA Master Plan and has been on hold. The project will be on the southeast corner of Woolbright and Federal Highway in the former Winn Dixie Plaza. She expected a formal application to be submitted in July. Mayor Taylor thought the project was exciting. Commissioner Fitzpatrick inquired how the project would impact the Mangroves and learned there would be no impact. High Ridge Garden Apartments was a project staff identified as a success. Ms. Byrne explained this project was in permitting and was located in the brewery district. Vice Mayor Casello was initially against the project and still had concerns about traffic flow and the schools there. He commented one of the two schools wants to expand and thought they may be over building rental units. At some point they may have a flood of rental apartments that will not be rented at fair - market value. He preferred to see more home ownership than transient -type rentals. Commissioner Merker explained apartments, all over the United States, often become condominiums. It was difficult to predict the future. He was concerned about fire and police safety with all the development and he agreed it was a plus for the City. The population has increased and would further increase with future development. He thought discussions with the City and CRA regarding projections from the Fire, Police and Maintenance Departments for manpower and equipment should be conducted before the development is finished. 5 Meeting Minutes Strategic Planning Session Boynton Beach, Florida June 16, 2015 Commissioner McCray advised the last five projects are for the betterment of the City, not for the District. He pointed out they do not vote just to get elected. Ms. Byrne addressed Commissioner Merker's comments and advised fire and police review all development plans and it is included in the staff report. Commissioner Merker thought there should be a footnote or a paragraph so the people know it's addressed. Ms. LaVerriere emphasized it was included in the public agenda and public record. Mr. Sumek summarized the aforementioned items were included in the Strategic Plan and were accomplished during the last year. Other achievements include: increased Recreation Programs and Event Sponsorships. Commissioner McCray inquired how they were getting sponsorships. Wally Majors, Recreation and Parks Director, explained they allocated that responsibility to one staff member. The events each month at the Parks were free. Local businesses or organizations provided funds or in -kind services to provide activities to the community. This effort helps keep costs down. Over the past year, they generated $30,000 in cash or in the form of in -kind donations. Sponsorships at the events are recognized by banners or flyers. The amount of sponsorship exposure also depended on the level of sponsorship. Mayor Taylor inquired if Hunters Run provided in -kind services for the Tennis Carnival for children and learned they had. The Recreation and Parks Department also offered Wacky Water Day at the pool, attracting about 250 people. They obtained sponsors to pay for the cost of the activity which was free to the public. There were no comments on the following achievements: Completion of the water supply plan, Fit Zone at Barrier Free Park, and Sara Sims Park playground equipment installation. Commissioner McCray commented citizens were calling him about the bathrooms at Sara Sims Park and closing them before the Park closed, so residents had nowhere to go. Additionally, he wanted to ensure facilities for females were open. He pointed out the female restrooms were in the back of the building and women were afraid to go there. Colin Groff, Utilities Director, reviewed the Lake Boynton Estates Water project neighborhood was west of 1 -95, south of Boynton Beach Boulevard and east of 8th Street. They replaced all the water lines, added fire hydrants, and made stormwater improvements. It was a neighborhood improvement project. Commissioner McCray commented the last time there was a hurricane, many homes had flooded. He stated for the record, he wanted that project on the radar. Mr. Hay understood the replacement water project took place because the system was 40 to 50 years old. Mr. Groff explained there were multiple projects in the City and this was the first. The next project would be a complete rebuild with water lines, fire hydrants, and it would address the stormwater issues. It would not address the roads. The flood area project is scheduled and in engineering and they did not have a solution. There was a hole in the ground 10 -feet deep so they were trying to determine the best 6 Meeting Minutes Strategic Planning Session Boynton Beach, Florida June 16, 2015 way to handle it so they could respond immediately. They are in contact with the neighborhood. Commissioner McCray recognized there are a lot of water projects in City and was glad money was set aside, but cautioned not to spend it all before his district was addressed. Mayor Taylor commented the High Point Neighborhood had spent money in preparation of obtaining gray water. At the City Commission meeting later in the day they would approve a bid to connect to the reuse water lines. Greenways /Blueways /and Trails Plan, including bike paths in the draft network plan was near completion. It is an interconnecting trail encompassing the City and the region. They applied to the State for two of the City's blueways and bikeways to be added to the State Network Map. Two demolitions occurred on Martin Luther King Boulevard. Commissioner McCray commented there were some repercussions from the owner. Police Chief Jeff Katz confirmed they achieved a lower crime rate. He explained there was a 5.4% decrease last year, which was not a significant accomplishment. What was significant was it was coupled with a 4% increase in the clearance rate. From 2010 to 2013 they consistently had between a 10% and 12% clearance rate for the crimes reported. Last year, they had a 16% clearance rate. He explained most crimes are serial in nature. When they arrest a burglar they can clear more than one burglary. The decrease in crime rates together with the increase in clearance rate should be considered together as a success. Commissioner McCray commented he and the Chief had already spoken about MLK Boulevard. Citizens play dice and gamble there and people come from Belle Glade and Riveria Beach to do so as well. He asked about the Flakka drug and the Police Department response. Chief Katz reported they have not seen heroin issues in Boynton Beach. He noted Delray Beach has a strong rehab infrastructure and a lot of heroin deaths. Boynton Beach was not experiencing those issues, but they are sensitive to the fact when a toxic batch of heroin is used, there are increases. With the Flakka epidemic, it is a designer drug and as long as people have home chemistry kits and a desire to get intoxicated, they will see changes to designer drugs. The effects of Flakka are problematic. People take off their clothes and get violent. There were a couple of cases in Boynton Beach and more in Delray. They are concerned about deaths from the drug and have protocols with the Fire Department. Commissioner McCray asked whether they were getting together to get information out to the public. The Delray, Boynton Beach and Boca Police Departments have issued informational flyers on Flakka and will put information on social media again today. Vice Mayor Casello asked about the breakdown of violent crime. Chief Katz responded in 2013 there were eight homicides and in 2014 there were four in the City. This year, they are on track and would have two, if all was consistent for the rest of the year. 7 Meeting Minutes Strategic Planning Session Boynton Beach, Florida June 16, 2015 Commissioner Merker queried when homes on MLK Boulevard are demolished if they find crime or the theft rate diminished. Chief Katz responded they would have to do a focus study and could do one if requested. Mr. Hay asked if chasing motorists down 1 -95 ending in Boynton Beach counted towards the clearance rate and learned it did not. Clearance only relates to crimes reported in Boynton Beach and when Boynton Beach residents are victimized. Commissioner McCray also inquired about unsolved cases. Chief Katz commented the wheels of justice turn slowly. With one case, they know who did the crime, but the problem was prosecution. He was in contact with the District Attorney who was not comfortable moving forward with the evidence they have. Mayor Taylor commented homelessness can contribute to crime, and the City cannot just disregard it. When he drives up Federal Highway and Boynton Beach Boulevard, they have homeless people sleeping on benches. He goes to church and sees them and they are still there when church is over. It is an ongoing problem and it is on a main entrance to the City. They have to keep moving this population along as they are not welcome. This is a common issue for most cities. Mr. Sumek commented this item would be back as an action item Chief Katz discussed Smart Water and explained Crime Scene Investigations purchased the genetically coded water. Each bottle has a one in a billion signature. It gives a property owner the chance to swab their valuables with the water. It dries clear and when they recover property, they scan it, swab it and know who bought the water. They did two pilot studies in Boynton Lakes North and one in the Ocean Breeze West community. There had been five burglaries in Ocean Breeze West. They rolled the product out and there were no burglaries for a year. At Boynton Lakes North, there was a 70% reduction. He has spoken about it at Palm Beach Leisureville. They had the Smart Water signs out and they are continuing to roll out the product in the City. Commissioner McCray was glad they were pursuing the matter. They want to roll out the Smart Water to 22 different communities to make property crime so unpalatable, thieves leave the City. Mr. Sumek explained this item would be an action item in progress. The Initial Notice of Investigation (INOI) program gives the ability to report feedback from the public regarding officer performance for both negative and positive incidents. They wanted a formalized tracking measure of citizen feedback on a global basis. If similar complaints about one individual are received, this program would allow the Department to address the issues. This helps determine how to better serve the public. The program was started last year. The Swimming Program expanded for 5 to 12 year olds was reviewed. Mr. Majors explained they were fortunate to have a good relationship with the Drowning Prevention Coalition and they obtained a grant from the USA Swimming Foundation, which 8 Meeting Minutes Strategic Planning Session Boynton Beach, Florida June 16, 2015 provided 185 youth with free swimming and water safety lessons, which was vital in Florida. Commissioner McCray appreciated the effort as it was much needed. Mr. Majors reported this year they used $10,000 from CDBG funds and provided 50% and 75% scholarships for youth summer camps. About 40 to 50 children were assisted in this regard. Camp is an affordable program, but there are some people that have financial issues. Commissioner McCray asked if the scholarships were advertised and learned they were. Free computer classes for residents was another program available through a grant. Recreation and Parks partnered with the Library and the Community Caring Center (CCC). Most of the classes were at the Senior Center and CCC. He announced 597 adults received free training in various computer software and hardware programs. Vice Mayor Casello inquired if they conduct follow up. Mr. Majors responded they did and they try to offer progressive classes. When they can make them available for free or low cost, they do. Mayor Taylor commented this was one of several successes at the Senior Center and there are many programs ongoing. He clarified any senior, regardless of income, can receive a free hot lunch at the Senior Center and they provide 100 to 200 meals a day. The Center feeds people for free and taxes are prepared for free during tax season. Mayor Taylor commented they will also have a Father's Day Event. Mr. Sumek noted there was significant headway on that goal and most of it was accomplished Mayor Taylor commented the groundbreaking for 500 Ocean Avenue was scheduled for July 9 It should have a tremendous impact on the Downtown and create interest for other developers. Vice Mayor Casello agreed they should promote the development as the place they want to be. He would like to see something done at One Ocean Avenue, and by First Financial. Development could creep its way up the Avenue. Commissioner McCray was glad to see development occurring. Commissioner Merker approved of the project and had spoken with business owners who indicated they were happy with the development. He thought the CRA and staff in the West Wing should have an open mind what potential other landowners and developers would like on their property, or what they may want to buy. One land owner told him Boynton Beach was the best buy in Palm Beach County, but he noted it could go both ways. He thought it was a key area and the CRA and the West Wing should re- evaluate what should be presented to them. 500 Ocean may add more residents to the area, and the City should consider what they want. The Town Square development was an action item coming up. Commissioner McCray thought the development would attract attention to the area and great things were occurring. 9 Meeting Minutes Strategic Planning Session Boynton Beach, Florida June 16, 2015 The Oscar Magnuson House was on the list last year. Mediterranean fine dining was selected for the location. 480 E. Ocean was an action item from last year which would become a pizzeria. Vice Mayor Casello recommended using these establishments as a spring board to attract others. It was identified as a strength and the action was how to market it and capitalize on it so the economic recovery did not bypass the City. Commissioner McCray thanked the Vice Mayor for his comments. He agreed many great things were planned for the City, but the City did not promote itself. Harbor Marina, the Dockmaster Building and public space was a success. Mayor Taylor thought it was obvious the difference the development made. He gets Tots of public comments and it was a great place to sit and watch the boats go by. Vice Mayor Casello agreed, but the parking was turning away a lot of people and it had to be addressed. P3 Resolution regarding public private partnerships was a success. Mayor Taylor commented the partnership was still being formulated. They were meeting with different groups and were open for input and suggestions. He thought it needed to be pursued and decisions should be made this year to make it happen and whether or not to issue a Request for Proposal (RFP). Commissioner Fitzpatrick commented, in general, he does not want to sell land and thought long -term leases were fine so later on, the City will still own the land. He did not want to split parcels as he thought it was not in the best interest of the City. He favored a ninety -nine year lease and owning the land. Mr. Buchanan commented they missed the lighting project which was vital to its development. Mayor Taylor commented an RFP was a time - consuming method of doing things and it could be two or three years before something happens. He did not want to use that method and wanted to see something happen there in his lifetime. Other items in the Plan staff wrote were: public parking at 1 and 1 Commissioner McCray explained the Police park there. Chief Katz explained they used to park in the south lot, but switched to allow more parking for Kids Kingdom. Mr. Hay inquired about the trailer. The Chief explained it was not a permanent parking location, but they have to park it in a well -lit area to be safe. Pedestrian walk and parking on Ocean Avenue was listed and no comments were received. Commissioner McCray asked when the Pence Park Master Wastewater Lift Station project would be completed. Mr. Groff responded the pump station was done, but the landscaping and fence was not done yet as they were redesigning the fence and they 10 Meeting Minutes Strategic Planning Session Boynton Beach, Florida June 16, 2015 sought to beautify the project. One building had contractor issues and they will not finalize the project until that issue was resolved. Mr. Hay inquired if All Aboard Florida was involved in the rail crossing improvements at Ocean Avenue and Woolbright Road. Jeff Livergood, Director of Public Works, explained these projects were done prior and they were separately noticed as grade crossings because they were independent of All Aboard Florida. Some of the work they are doing would piggy back onto the All Aboard Florida project which will be an action item later. Vice Mayor Casello thought the old Marina building demolition was a missed opportunity. They had previously discussed the demolition of the building. He thought the building had much potential, but it was never put out for suggestions. He disagreed with comments the building caused accidents. The building was replaced with sod, a park bench and a coconut tree. The building's potential had never been explored. Mayor Taylor expressed the Commission made the right decision. Commissioner Merker disagreed. Clearing and beautifying the land will be the reason to attract people. It was an ugly building. It was up to the CRA to create a beautiful site and was good for business. Mr. Hay drives that area and has almost been hit a few times by people driving quickly around the building. He commented that was one reason why he supported it. Mr. Sumek recessed the session for a short break at 10:44 a.m. and reconvened the session at 10:53 a.m. Development sites inventory was completed last year. Ms. Byrne explained there is a listing of multiple sites throughout the City. In the CRA District there is a list that will be on the web soon. These would include Quantum Park, some in the west end of the City and some in the CRA. Microbreweries and Due South were also listed as a success. Vice Mayor Casello commented Due South was a great business. The City could be the brew capital. Copper Top Brewery was a great facility with Due South down the road. When they see start-up microbreweries, they should reach out to them because they feed off each other and he could envision future pub crawls. Copper Top was happy about new development in the immediate area. Ms. Byrne commented the City hosted the Florida Brewers Guild and that was one reason why Copper Top Brewery was in Boynton Beach. She commented she was aware two or three other brewers were interested in Boynton Beach and were looking for a list of available properties. The President of the Brewers Guild commented Boynton Beach had the best marketing. Buffalo Wild Wings was identified as a success. Mayor Taylor had been there once and waited 30 to 45 minutes to be seated. It was always crowded, but they have good wings and food. Commissioner McCray and Mr. Hay agreed. 11 Meeting Minutes Strategic Planning Session Boynton Beach, Florida June 16, 2015 Oakwood Square, housing Sleep Number Beds and Tijuana Flats, was listed as a success. The Marriott Hotel and Holiday Inn Express were a success. Vice Mayor Casello was glad to see them both. The Holiday Inn Express had issues that were ironed out and construction was now vertical. The Marriot is adding a second floor. He was amazed at how quickly construction was progressing. The Texas Roadhouse was identified as a success. Mayor Taylor commented the restaurant was under construction by the Mall. It was on Old Boynton Road on an outparcel by Macys and the car wash north of Steak and Shake. Vice Mayor Casello thought it was a great place to go for a steak, a baked potato and a beer. Mr. Hay commented there was one in West Palm Beach. The restaurant was known to have higher quality beef. All Aboard Florida will be coming back with some actions and Mayor Taylor had questions. Mr. Livergood clarified there were two different ways to view achievements. One would be from a political perspective and the other would be from an engineer's perspective. Staff recognized early on if All Aboard Florida came to fruition, they had to plan as much as they could for safety improvements. They worked with the Metropolitan Planning Organization (MPO) and League of Cities. Through those efforts, they leveraged funds from the MPO for construction and installation of quiet zones as part of the project. All Aboard Florida agreed to design and install them and the MPO would pay for them. They had additional funds left over so they improved pedestrian crosswalks by Pence Park, and Gulfstream Boulevard will be realigned with new curbs, gutters and sidewalks. The City started early to ensure improvements were in place beforehand. Staff listed this item as an achievement because they garnered the funds early. Mr. Sumek mentioned train safety and speed. Mayor Taylor explained there were people for and against the project. The City decided not to be pro or con, but to see what occurred. St. Lucie and Martin Counties tried to stop it and a judge threw it out. They were already building a station in Miami and the project was moving forward with or without the bonds. The City had to contemplate what they could do to make it the best for Boynton Beach. He hears the trains, but when the quiet zones become effective, the warning horns would not sound. Mr. Hay agreed and inquired if any other cities were fighting the project. Mr. Livergood was unsure, but was aware all the federal and state rules needed for the project were in place from West Palm Beach south and it was a done deal. Commissioner Fitzpatrick asked if they would double track so theTri -Rail Coastal Link would have local train traffic with stops in Boynton Beach, Delray Beach, and Boca Raton. He thought the City favored the project whether they publically announced it or not. 12 Meeting Minutes Strategic Planning Session Boynton Beach, Florida Commissioner Merker hoped the citizens would change their mind and thought it was good for the City. Passengers would stop off in Boynton Beach, and as a representative of the City, he thought it should be presented in a positive way. Commissioner McCray wanted to talk about the future of the red light cameras. June 16, 2015 Police Labor Contract was an action item. Vice Mayor Casello agreed no one was really happy with the contract. The negotiations were contentious, but in the end, it was the right thing for the City. Mr. Livergood commented small inexpensive improvements cause many people to notice improvements in accordance with ADA parking Improvements. Vice Mayor Casello commented when this mandate came into effect, they had to implement all the upgrades costing about $300,000. Mr. Livergood pointed out they used federal funds for the improvements. Mr. Hay questioned if maintenance of the parking was outsourced and learned some of it was. Regarding the budget and millage rate, Commissioner Merker was happy the City was in the black versus the red, but did not know where it would conclude. He looks at five years versus one year, and commented the Plan was not finished. He thought they should be cautious for the next few years. Vice Mayor Casello applauded Finance Director, Tim Howard, and his staff for the $24 million bond refinancing saving $2.4 million over 12 years. He pointed out the CRA Finance Director also did the same thing. Mayor Taylor agreed and pointed out the Finance Department received a National Budget Award from the Government Finance Officers Association for reporting the budget. Cemetery direction has been set. Commissioner McCray wanted to know about the replatting, because by law, they have perpetual care. Mr. Livergood commented the replatting will occur after October 1 when funds are budgeted. Currently, there were only nine double downs left for sale. Commissioner Merker asked if the City was contemplating selling the cemetery or having a company take it over and maintain it. Mr. Livergood responded it was not a good idea. They will transition to perpetual care, which would likely be contracted, but kept as a municipal function. There were no comments relating to the Utilities, Facebook and Twitter pages. Commissioner McCray requested clarification on the GPS for golf carts and learned these would replace the GPS on the old carts. If all went well, they would be installed the first or second week in July. GPS shows how far golfers are on the greens. Mayor Taylor commented this was a positive action and most golf carts have that amenity. It should help revenue and speed up play. Vice Mayor Casello thought Mr. Tapper did a great job. It is another tool to attract golfers. Mr. Hay thought the golf course was outstanding and it should be marketed more. Mayor Taylor had taken a tour of the 13 Meeting Minutes Strategic Planning Session Boynton Beach, Florida June 16, 2015 entire facility. The golf course is a natural wildlife habitat recognized and certified by the National Audubon Society. Mr. Tapper reported the golf marquee sign on Jog Road helps identify the golf course and indicate specials. It made a big difference. Vice Mayor Casello commented that was an issue with the Links. The access road to get there is a half mile to the Clubhouse and was easy to miss. There is a small piece of land by the marquee, and a suggestion was made to purchase it at a later time. It would open up the access road to the Links, and allow for a larger marquee to attract more street traffic. He noted the Links was Boynton's hidden treasure. Additional web domain names were on the list from last year. Eleanor Krusell, Communications Manager, explained the purpose was to secure them now so others would not be able to obtain them. Last year, they purchased nine of them at a cost of $50 a year for "Love Boynton ", "Shop Boynton ", "Golf Boynton" and others. Commissioner McCray thought staff was doing a lot of great things. Social media assessment and direction was an action from last year. Ms. Krusell explained they have been working on this over the last two years and they increased the number of followers by 6,500 people, which was significant for a municipality of Boynton's size. Last year, they utilized paid and unpaid advertisements. They reached an "organic reach" which was if something was posted, how many people would be reached around the world. Last year, their highest count was 14.2 million people reached through a dive video underscoring the importance of the Marina. They added six additional Twitter and Facebook accounts. The Twitter account increased by 90% this past year and Facebook increased by 70% The Solid Waste code revision related to an Ordinance change to have a policy or procedure for people with accessibility needs to assist them with collection of Solid Waste at their homes. Some people signed up. Commissioner McCray suggested letting individuals know what days they should put out trash. Mr. Livergood responded the Code Officers would make a concerted effort to do so. Customer Service Audit Phase II dealt with the water department in City Hall. Commissioner McCray advised he receives complaints employees are not friendly or customer - oriented. He understood there are difficult customers, but when it comes to people with a different personality or nationality, they are not treated the same. He requested this item be expedited. Mr. Groff explained there are customer service issues at the counter when customers come to pay their bill or make application for service. Some of the reasons were generic to employee vacancies and processes not working. He advised they have a lot of plans to make changes and they would focus on the customer while collecting bills. Some complaints are due to the City being more aggressive in their bill collections. Past due amounts have dropped drastically last year. Next year, the focus would be on the front counter and if they smile and thank the customer. 14 Meeting Minutes Strategic Planning Session Boynton Beach, Florida Vice Mayor Casello advised he received complaints from residents of the Meadows and Leisureville and questioned if it was because of the new the utility meter migration project. Mr. Groff explained the new meters work and were installed. He reviewed different scenarios where the meters had to be repaired and what would cause a bill to increase. He advised 99% of the complaints were due to faulty irrigation systems, water Teaks or broken meters. Vice Mayor Casello inquired if they sent a notice with the water bills and Mr. Groff explained the annual Utility Report would contain additional information and could be included in the water bill. They also want to post the information online so when residents log onto their accounts, they could see why their bill increased. He pointed out customers can see how their bill increased hour by hour. As residents are educated, they will look at the bills and be more satisfied with them. Many people think their bills are inaccurate when they are correct. They would concentrate on getting that information out to every customer. Vice Mayor Casello asked how far back they go to collect on an account and learned they consulted with legal counsel. A City policy was being developed, and currently, they go back three years. There are time limitations. If the building is a commercial business, they try to collect it at closing when the business is sold. Mr. Groff was aware two agreements were brought to the Commission. One was when they were selling and negotiating a final payment and the other was a three -year payment plan. They have some negotiation on payment plans for residential customers. If they promise to pay, they give them three or six months, and they put it on their bill to stop accumulating late charges because they are small amounts. Those do not come before the City Commission. Commissioner McCray inquired about the cost to put this information online, and Mr. Groff did not know because they were still formulating ideas. He pointed out it would be a cost savings to the City. Mr. Hay questioned the base fee for a meter that is active but not being used. A residential building was about $14 a month for water. If no one is in the home or using any services, the average with garbage, water, and stormwater and sewer is about $50 a month. There were no comments on the City -wide promotional video. NeoGov onboarding from last year was a completed action. June 16, 2015 The Library had been in progress with the Library Team Digital Creative Commons since last year. Craig Clark, Library Director, advised it was very successful. There were twenty teams and they chose the name "The Virtual Zone ". They purchased two IMAC computers. There is a musical keyboard there, a guitar, they are making music, editing videos, and creating digital projects. Many teams use this and they will hold classes this summer on how to use the equipment. Commissioner McCray asked about Zinio. Mr. Clark explained they were offering new electronic magazines called Zinio. It was free and on the Library's website. Access only required obtaining a free Library Card. 15 Meeting Minutes Strategic Planning Session Boynton Beach, Florida Ms. Krusell commented items 13, the Budget in Brief. and 17, the City Annual Report were a combined publication and both were included as well as a yearly calendar with the Budget in Brief. Feedback from a Commissioner last year indicated the calendar did not include events and locations on a year -round basis. The calendar meets those suggestions and includes all events, Commission meetings, and private and public partnership meetings. They comprehensively mailed 28,000 and had ordered 30,000. The extra is distributed through tourism agencies, City Manager and /or City Clerk luncheons and at City Commission meetings. They are also available at the Library, Chamber of Commerce and Children's Schoolhouse Museum. She received excellent feedback and they will issue the calendar again this year with visual highlights of the City's amenities. It was similar to the City's promotional video. She noted the City has three videos. Ms. LaVerriere explained the City has not published a budget in brief in at least 10 years. The City publishes an annual report. This was for public information and transparency in a fun format. She was very proud of the project and noted Ms. Krusell worked non -stop to get it published. It will be expanded and she hoped the residents would use it. It was also available at the Palm Beach County Tourist Development Council and Ms. Krusell pointed out the Tourism Council was sharing the City's promotional video on their website to other agencies. The Commission agenda process refinements were ongoing. Commissioner McCray requested someone ensure their computers work at the Commission meetings as this issue had arose. Ms. LaVerriere agreed. Commissioner Merker learned the new employee orientation is a program Julie Oldbury and her staff created. It was how they introduce new employees to the organization. Commissioner McCray explained years ago, elected officials came in and said hello. Ms. LaVerriere explained it was a culturalization program. Every two weeks new employees are hired. Ms. Oldbury explained in the coming week, Commissioners will receive an invitation to participate. There were no comments on the Fire and Life Safety. The Annual Report was previously discussed. 16 June 16, 2015 Chief Katz explained the PTO Program Expansion was a Police Training Officer program. They take recruits from the Police Academy or lateral hires from other agencies and orient and socialize them with the Department's values, mission and vision. They ensure quality controls are in place to make sure the information conveyed during the selection process translates to real -life performance. The program lasts 20 weeks. They can hire and train four people at a time and will expand to eight at a time. Mr. Hay asked if mental health issues are discussed as part of the program. Chief Katz responded it deals with the unique stresses of police work and it involves a licensed psychologist. Another psychologist speaks about the Baker Act process and the critical incident response. Meeting Minutes Strategic Planning Session Boynton Beach, Florida The City Clerk's Office has reduced the meeting minutes backlog. The budget award was previously discussed. The Insurance Service Office (ISO) rating for the City was noted as a Class 2. City Wellness Site was an action item for next year. 17 June 16, 2015 ESX server replacement was not discussed. There were no comments on network storage. ADA programs and transition policies was an action item that would be discussed later. Carisse LeJeune, Assistant City Manager, explained the American Funding Innovator's Inc. (AFI) software is used by the grants manager and team to track grants and for annual audits. Debbie Majors, Grants Manager, selected the program and saved money by transitioning from the old to the new software. Emergency Medical Services (EMS) Tracking and Reporting System (EMSTARS) for the Fire Department was discussed. Chief Carter explained the State will require data points to be collected and reported for patient care from the paramedics. This was an unfunded mandate. The Department was one of only six departments in the State to obtain grant funds early to be in the forefront of the requirement. The City could purchase hardware and software to meet the new reporting requirements before they have to be implemented. Currently, the mandate is on a voluntary basis. The program pertained to quality assurance. They have not started reporting yet. All will be in place by October 1st and they will start using the system a year ahead of time. Presently, they use manual paper patient care reports and transfer the information to the hospital. They then return to the station and record the information, and provide it to the hospital, families, lawyers and insurance companies. The new system was paperless. There will be some ongoing costs associated with the system and there will be a minimal up front cost. Commissioner McCray inquired how much the City was losing each year from unpaid bills and learned the Department collects about 70% of what they bill. It was a significant amount compared to other agencies. Those using a private service collect Tess. Mr. Howard agreed to research the amount and forward it to Commissioner McCray. Their annual revenue in that category was about $1.5 to $1.8 million. Vice Mayor Casello thought between $180,000 to $200,000 was not collected. Mayor Taylor thanked the Chief for being proactive. John McNaIIy, ITS Manager, advised they had to cut back on PC replacements because of the economic downturn and due to operating system upgrades; they had to obtain new software and replace old operating systems. About $30,000 was budgeted in the Capital Budget for PC replacements. Ms. LaVerriere advised they just starting restoring funds for ITS in the last year or two. Meeting Minutes Strategic Planning Session Boynton Beach, Florida June 16, 2015 Mr. McNally explained they physical moved their IT backup and disaster recovery equipment and data center, as a back -up, to Fire Station 5. They recently changed from an obsolete tape- backed system, to one that backs up from a server to a disk and replicates it from the server to an off -site location. The data is geographically separated in the event of a regional event and they had to restore from another location. They back -up data daily and would only lose a few hours if they had to retrieve data. There were overhead water sprinkler pipes above the ITS data center. During the CIP process, they recommended they change their Fire Suppression System to a vapor - based system. Staff has made changes over the last several months and they now have a gas -based system which would release vapor to extinguish any fire. The water -based system will be in use until the rest of the project is in place. He noted the new system used the industry standard. There were no comments on Remote Desktop Service. AmeriCorp Team College Prep and Homework Help at the Library was a new program introduced this year for teens to prepare for college and those that need homework assistance. The program, offered by the Palm Beach County Literary Coalition, costs about $6,000 for an AmeriCorp volunteer per year and he noted the Friends of the Library paid that amount this year for the teens. They have a volunteer from inner city Detroit who has been a great role model and about 75 teens have participated in the program. Commissioner McCray asked how the program was promoted. Mr. Clark responded there was not much space at the Library so the program cannot be too large. It was self - promoted and the word was on the street. Commissioner McCray thought they should get the best bang for the buck. The good things the City has done does not get out to the public. Mr. Clark explained it is advertised in their monthly calendar of events and posted on the Library website. Mr. Clark explained the Local History Archive Digitization of historical papers dating back to the 1920's. Another project they were working on was digitizing the brown wrappers which were in the middle of the Sunday newspapers in the 1980's and they told a historical story of something in the area which needed to be protected. They partnered with the Boca Raton Historical Society and Lake Worth Public Library to develop a full set of stories. They digitized the wrappers to create a full set for the City and they provided the cities free copies of the microfilm, which the Friends of the Library paid for as well. The Friends of the Library donated over $24,000 over the last three years. Utility Career Path completion received no comments. The final goa, a Positive and Exciting Boynton Beach Community had many successes. Commissioner Merker thought Ms. Coles -Dobay did a great job with the Kinetic Art Exhibit. The only negative aspect was the purpose was to attract people to the exhibit 18 Meeting Minutes Strategic Planning Session Boynton Beach, Florida June 16, 2015 and help businesses on the streets. He felt strongly that the business owners have a say if it the art was good or bad for their businesses before installation occurs. He questioned some of the art by restaurants that were overpowering. Ms. Coles -Dobay gave a full report after the event in March detailing attendance goals, budget and more. She explained it provided positive weekend press to Boynton Beach on a local, regional, national and international basis. The important part was how it integrated into the school system. There were Science, Technology, Engineering, Art and Math (STEAM) programs and many schools participated. Ms. Coles -Dobay explained they have a process how the art is selected and they advised businesses the Symposium and Avenue of the Arts would increase exposure. Ms. LaVerriere explained there is a process in place that identifies the location for the pieces that are selected. All art on the Avenue of the Art pieces are in the public right - of -way, at a predetermined site, prepared for the art installation with pads, light and security. The Arts Commission works with Ms. Coles -Dobay to determine the most appropriate piece for the location and they apprise business owners where they are placing the art. One business that had tables and chairs outside thought one piece was loud which was a concern. Discussion followed the Arts Commission could engage and inform the businesses. The Arts Commission and Ms. Coles -Dobay are sensitive to where the art is placed. It attracts people and then alerts the visitor to the business. Commissioner Merker agreed the purpose of the event was to assist business, but commented it could hurt one or two businesses. Neither complainant knew what was being installed; however, the process included notifying the establishment. Mr. Majors explained the Denson pool is a beautiful facility which was greatly improved. Commissioner McCray noted it was resurfaced and it was good. Another achievement was Green High Performance Building Phase II. It was residential and another phase for commercial will follow this year. Commissioner McCray noted they were adding dirt and a connector to the Galaxy Scrub project. Special Events Policy Revision was discussed. Mr. Hay commented citizens are not sure if they can use the facilities. Mr. Hay thought, as leaders, they have to do better job to forward and market the program. Ms. LaVerriere explained there is a fee to use a facility and controls on the use. They keep a calendar. Mr. Hay asked about insurance. Julie Oldbury, Human Resource Director, explained event operators holding special events on City property have to have insurance. They use the Tulip Event Program Insurance which is based on duration and is more affordable than typical liability insurance. Commissioner McCray agreed with Mr. Hay. When citizens ask they are not given all the information and they need to have something in place to help the citizens as a customer. The applications are walked through all the departments and there is no one event that is the same. Human Resources has been administering the program for 19 Meeting Minutes Strategic Planning Session Boynton Beach, Florida June 16, 2015 the last year and they do their best to accommodate users. There was an application and checklist. Ms. LaVerriere agreed to forward the documents to Mr. Hay. It was a matter of education to let everyone know the rules. City Marketing Plan from last year was achieved. Pubic Art Placement and Exhibits was previously discussed. 2010 AIPP Vision and Master Plan was on the list from last year. The median improvements on Federal and Congress Avenue were completely redone a year ago. Since then, some plants were lost due to irrigation and maintenance. Staff will return to Federal Highway and replace them and mulch in the next four to six weeks. A consultant was hired to assist with designing Congress Avenue from the north to the south and would start within three weeks. Other medians plantings will continue. Plans are in place for SE 4 Street in the downtown area and Seacrest. They are also retaining rainwater for irrigation. Mr. Hay commented the plants died on Boynton Beach Boulevard and look like weeds. Mr. Livergood stressed they need the right plant for soil and water conditions. He pointed out medians are harsh environments and they will have constant turnover. Commissioner Merker commented the CRA had a good plan for landscaping. Vice Mayor Casello noted some roads, such as Congress Avenue is a County road and Federal Highway is a State Highway. Agreements made with them years ago specified the County agreed to pay for 50% of the planting costs in exchange for the City providing perpetual care. Commissioner McCray noted they were also making headway regarding the dumpsters. Mr. Sumek explained the purpose was to go through what was accomplished and celebrate the Plan's successes. There are over 200 action items to address of which 97 need to be prioritized. Mr. Sumek recessed the meeting for lunch at 12:19 p.m. and reconvened the meeting at 12:39 p.m. Mr. Sumek detailed the items that would be reviewed. The five goals were unchanged. The objectives were outcomes they wanted to see in five years. Due to time constraints, they skipped the Needs for Citizens. The challenges and opportunities were updated and the Commission and Board would select the ones that were the most significant short-term challenges. There are 37 action items and a request to add red light cameras. Items -in- progress will not be prioritized. Staff will identify them when the deliverables were completed. He noted there were eight major construction projects in next year. On- the - horizon were items staff identified last year or yesterday as items that do not need to be addressed in the next 12 months. 20 Meeting Minutes Strategic Planning Session Boynton Beach, Florida Goal Two, an Energetic Downtown, had no changes in the objectives, but the challenges would be prioritized as would actions. Management -in- progress had actions that would be addressed the next day and there were three items on- the - horizon that may be moved up. Goal three, Growing jobs and business opportunities had 16 objectives and challenges to be prioritized. Five or more actions may be added. There were four items in progress and four were 0- the - Horizon. High Performing City Organization objectives would be reviewed and they would prioritize the challenges. Two items were added to action items: Police and Fire partnerships with County and Sheriff and others, and Sewer Board Supervision. Management -in- progress contained 32 actions staff wanted to accomplish. There were three or four major projects, and 10 items could be moved to on -the- horizon. The objectives of the final goal, A Positive Exciting Boynton Beach Image, would be vetted and the challenges and actions reviewed. There were in- progress items and the following major projects were added; medians for Federal Highway, Congress Avenue, Seacrest, and 4 Street. On -the horizon had two items. Objectives for Goal 1 Great Neighborhoods, Safe, Affordable and Livable, were remove blighted structures, buildings and homes, reduce the crime rate and increase resident feeling of personal safety and security, revitalize the Heart of Boynton, and develop CRA and non -CRA areas. Item four, was 1. Upgrade the Cleanliness and Appearance of Each Neighborhood, 2, Strengthen the Working Relationship and Partnership between the City and Neighborhood Associations, and 3, Incorporate Green Sustainability Features in New Developments and Homes. Commissioner McCray commented on Objective 3, Revitalize the Heart of Boynton, in CRA and non -CRA areas, and indicated this had to be expedited as to Goal 1. He questioned who was contemplating five years because they already wasted too many years. Mr. Sumek explained they were discussing the objectives not the actions. The actions were the deliverables within in the next 12 to 18 months. The Commission, with the exception of Commissioner McCray who was not satisfied with the objectives /actions and Commissioner Fitzpatrick who was not okay with one item, were fine with the items. It was explained to Commissioner Fitzpatrick the issue was addressed under High Performing Organizations as an action and Commissioner Fitzpatrick was satisfied with the objectives. 21 June 16, 2015 Meeting Minutes Strategic Planning Session Boynton Beach, Florida Mr. Sumek reviewed the challenges to Great Neighborhoods as follows: June 16, 2015 • Quality public schools and their impact on the Boynton Beach community • Tapping the market for large /higher end rental units in developments with amenities • Following through and implementing the Heart of Boynton Plan • Consistent and supported role of Code Compliance • Realtor image and marketing of Boynton Beach in general • Keeping Boynton Beach affordable for the workforce • Police gaining and maintaining public trust and support while performing an unpopular societal function • Emergence of sober homes and associated challenge of fraud, human exploitation and addiction • Senior population aging in place in their homes • Changing and diversifying community demographics • Lack of affordable rental units combined with rising rents and stagnant wage levels • Collaborating with social service agencies to address homelessness, addiction and mental illness • Removing blighted structures • Increasing safety problems in the workplace and school violence, human trafficking, latch key kids, large scale civil disobedience • Citizens understanding the City's legal authority • Limited multi -model transportation options and model dependent City layout were added by staff. Commissioner Merker suggested homeless shelters be included with sober homes. Mr. Sumek inquired if collaborating with social service agencies to address homelessness, addiction and mental health identified as a Tong -term challenge and opportunity would address the issue and learned it would. Commissioner Merker also spoke about the senior population aging in their homes and commented it was a changing community demographic that is a challenge. He noted funding is usually received from the State and Federal Government and it was a City accoutrement. Chief Carter commented they have seen an increase in call volume over the last 18 months. They were seeing people who now have insurance and they get the medical care through the 911 system causing a ten -fold increase in call volume. Commissioner Merker commented when dealing with seniors, its skilled care and chronic care versus custodial care. This is not covered by affordable health care and the State's stance on Medicaid did not help the situation. Mr. Sumek requested the members identify the seven most significant items for the next year. 22 Meeting Minutes Strategic Planning Session Boynton Beach, Florida 23 June 16, 2015 The short-term challenges selected were items: Quality public schools and their impact on the Boynton Beach community; following through and implementing the Heart of Boynton Plan; consistent and supported role of Code Compliance; keeping Boynton Beach affordable for the workforce; Police gaining and maintaining public trust and support while performing an unpopular societal function; and changing and diversifying community demographics Mr. Sumek understood only six items were selected and explained they were the only items to receive a majority vote. Ms. LaVerriere noted item 13, removing blighted structures received the same number of votes as item 10. Commissioner McCray spoke about Ocean Breeze East. He expressed his disappointment about the entire process and thought it should have been completed and it was done incorrectly. The CRA did not provide all the information needed. He thought the CRA was not delivering and they needed to find out what the citizens wanted. He thought the item should have been tabled and they take their time to select a developer. Mayor Taylor wanted finality and they need to select a developer to construct the project. He met with a developer who outlined a development for the area containing items the Board wanted, who did not need tax credits. He requested the developer submit something to the CRA. Vice Mayor Casello agreed on the need for a qualified developer and thought they should set the bar higher. Unless they start thinking on a higher level, they will only attract tax credit developers. He thought a 9% tax credit was a warning system and they will waste another year kicking the project around. He thought they had to look at other options. Commissioner Fitzpatrick wanted the zoning changed to 40 dwelling units per acre. If the zoning is changed, it was something the developer would not have to do. Mr. Sumek recorded the four most important items which were zoning changes, reviewing proposals, selection and development agreement. Annexation of Palymra was in the Plan as a top 10 priority item for management. Vice Mayor Casello noted the City had communications with the management company and the Homeowners Association. Those talks stalled and they are meeting on June 25 He noted half the development was in the County and the other half was in the City, which made it confusing for public safety. He would like to see this addressed. Ms. LaVerriere did not know what time they will finalize the details with the HOA, but she agreed to alert Vice Mayor Casello. The Model Block Development was discussed as a goal in the next 12 to 18 months. Ms. LaVerriere explained they needed to talk about the financing aspect of the project and had spent the last year assembling what it takes to complete it. Now that they ascertained the cost, they had to discuss funding sources. If they want to move forward with the project, it will require eminent domain for land acquisition and they had to Meeting Minutes Strategic Planning Session Boynton Beach, Florida June 16, 2015 identify funding for taking properties not owned by the CRA and the City. Utilities will do some work and make roadway improvements. The Commission split the cost across the Board with Utilities doing a project on NW 11 and the block was split. There is a portion being worked on by Neighborhood Renaissance and they need more right -of- way takings. Hopefully there will be CRA money for this. The streetscape and lighting improvements will come from different funding sources. Ms. Byrne explained it was split into two different projects. There are six CDC houses on MLK which will complete the publically -owned land on that stretch of the roadway, leaving only parking to be completed. On 1 1 th there are several takings on private parcels. The idea was to put the parcels out to RFP and get developers to complete the rest of the lots. There is a quad unit on MLK. Two of the units would be eliminated through the taking and offer landscaping and a sidewalk with a formal parking lot on the site. There would be two units remaining and they would negotiate with the property owner who owns 19 other properties. Commissioner Merker commented it would be difficult to add criteria or a timeframe and agreed they were dealing with many unknowns. Master Plans were done piece -by- piece and it appeared all of the takings would be done at once. He thought it was unrealistic to do everything all at once. David Tolces, Assistant City Attorney, spoke about eminent domain and explained they met with the appraiser who provided an estimate of the property's value to meet the project timeline. They would come to Commission asking for a Resolution of Necessity, and negotiate with the property owner for 30 days. If an agreement on the purchase price could not be reached, they will file individual cases against each property owner, ask the Court to enter an Order, and the City would escrow the value of the property with the Court, obtain the title and construct the project. They would still have to negotiate and litigate any additional fees for which the owner may be entitled. Commissioner Merker commented they do not know how the effort would be funded. He asked if any decision could be challenged. Attorney Tolces responded if they could not obtain a purchase and sale agreement, they would go to a judge who would decide whether the City was entitled to an Order of Taking and a jury would determine the value of the property. This is a three to six month process. The Orders were not complete property takings. Mayor Taylor inquired how much the CRA had to put towards the project. Ms. Brooks responded they had not budgeted any funds as it is a policy question. Currently, the CRA's share was $550,000 and it did not include any money for property. Attorney Tolces commented that amount of money would cover the property value, but he could not speculate what would be paid above that for attorney and other fees. The Cottage District was in last year's Plan. Ms. Brooks explained they acquired three blighted rental properties in a problematic area. They closed on the properties and demolished the structure. They will go out to RFP for a developer which was a pending action for the Board. Commissioner McCray explained he was interested in completing 24 Meeting Minutes Strategic Planning Session Boynton Beach, Florida June 16, 2015 both projects and understood it takes longer than a year. He favored moving forward in the correct fashion. Ms. Byrne advised she requested the Mobile Vending Ordinance be put in the Plan because the CRA Board allowed a Mobile Vending Unit on one of their properties, but it was not allowed per Code. She thought they needed a policy and sought direction. Commissioner McCray did not favor the location and discussion followed someone should have said the Code was in place. Commissioner Merker commented a precedent was being set for one company that was not paying one dime to the City under the guise of charity. Mr. Hay asked about the legal ramifications to an exception Ms. LaVerriere had mentioned. Ms. Byrne explained an amendment to the Code would allow for a different set of rules for City and /or CRA properties. Attorney Tolces pointed out they could provide a specific necessity or public purpose on City or CRA -owned property. Mike Rumpf, Planning and Zoning Director, commented they suspended the Workforce Housing Ordinance for one year during the lull in the economy. Due to what is occurring, staff will provide information and data in a report to the Commission with options and directions Land Development Regulations for Gas Stations was in last year's Plan. Mr. Rumpf explained a person who owns property for a convenience store could not always sell gas as gas stations have certain locational criteria. A request was made for the City to consider a Code amendment. Staff's analysis of 16 to 18 gas station locations in the State showed over half were non - conforming based on its location. It could warrant additional . review, and staff would make recommendations. Non - conforming uses are phased out through attrition. He did not want all gas stations to be phased out. If something happened to a station and it was damaged beyond certain repair costs, they would not be able to rebuild. The Integrated Water Resource Master Plan was to ensure water services would meet future demands that are five, ten and thirty -years out. Mr. Groff advised they will be selecting a team to help manage this project. MLK corridor revitalization from Seacrest Boulevard to Federal Highway was discussed. Ms. Brooks advised the Family Dollar store would be completed and open by November or December. They have an agreement with Gardner Capital which the Board approved for a tax credit project because they have to go through the application cycle. The 50' by 100' lots along MLK are owned by individual people. There has been discussion about another commercial center on the north side, but they need more land. Hopefully, Family Dollar will encourage the landowners to sell the land and she anticipated another six Tots would be needed. She pointed out the lots needed were owned by four different owners. As to the commercial center, staff had been trying to put together another commercial node with a full - service grocery store with ancillary retail, but it was difficult with the recession. Gardner Capital wanted a tax credit residential housing project on 25 Meeting Minutes Strategic Planning Session Boynton Beach, Florida June 16, 2015 the south side of MLK. Vice Mayor Casello noted there were other tax credit projects and asked why get into an agreement for something like that. Ms. Brooks explained staff only brought forward a letter of intent, not a recommendation to do the project. Alan Schneir is a site selector. Commissioner Merker commented because tax credits are so difficult to get, it was not improper to apply and he thought the project may have a better chance of being funded. Conversely, the project may not be funded at all. Commissioner McCray commented when he hears something about the CRA and District II, he feels they have been duped for over 20 years. The direction was all wrong. There were no comments on Code Compliance Enforcement report and action plan. The Future Land Use Map Ordinance was management -in- progress, and staff indicated it needed a policy decision. Mr. Rumpf explained the item was a clean -up item and the issue will return via ordinance. The Comprehensive Plan/ Evaluation and Appraisal Report was a management item which would be addressed the next day as an action item. The Model Block Streetscape Project was all inclusive. The CRA needs direction and funding, but they cannot do anything without the streetscape. This item was dropped and would return as a deliverable under the Model Block. Commissioner Merker inquired if they had funding for the street improvements. Ms. Byrne clarified the issue should be viewed as a utility improvement. The lots the City /CRA own are a benefit. They will complete the streetscape and then do the Model Block. He inquired why do the streetscape before the project was ready. Ms. Byrne responded when streets are ripped up, that was the best time to make the improvements. Mr. Sumek requested deleting the previous three items because they would not vote on them, and there were no objections. Ms. Brooks explained the Sara Sims Park Master Plan was more of a construction plan as they already have the Master Plan. Now that the CRA acquired the property, they demolished the structures and would move forward with construction plans to build a park. They needed a policy decision. Ms. LaVerriere explained the construction plan may be $250,000. After that, they would use the drawings to develop the park which would cost over $2 million. The funding had to be identified and was a longer -term project. Ms. Byrne commented land acquisition needed to occur. Single- family Landscape Code was an on- the - horizon item and was moved up by staff. Vice Mayor Casello inquired how it would be enforced when there were not enough Code Compliance Officers. Ms. Byrne explained these were standards for new construction and the plans would be reviewed for compliance. It is mainly for trees and xeriscapes. It addressed the problem they have now which was no standard. They will use the Model Block homes as a prototype and existing homes were grandfathered in. 26 Meeting Minutes Strategic Planning Session Boynton Beach, Florida June 16, 2015 Mr. Rumpf explained staff needs direction regarding annexations along the West Boundary and South Federal Highway processed through the County. Vice Mayor Casello noted there are properties in Lantana receiving City water. Mr. Groff explained those individuals sign an agreement saying at some point they will annex into the City. This also pertains to the San Castle area. Mr. Hay commented they would need meters Mr. Sumek explained the Commission was initiating action based on direction. Ms. LaVerriere noted it was costly to adhere to water quality standards and staff would bring this back for consideration. HOB review and next steps was adequately covered under other actions. Drug Abuse Action Plan and funding was deleted. The State initiated action on Sober Homes. Commissioner Fitzpatrick commented other cities may have fairly successful strategies, but many are unsuccessful. Delray Beach was just starting to get a handle on the matter. Ms. LeJeune explained according to the Florida League of Cities, it will be at least a year before the State sets up their regulatory process. The City could look at best practices and the State regulations. Ms. LaVerriere discussed the matter with the Police Chief and what the impact would be in Boynton Beach. The Chief identified an employee in his department to analyze it and the City will be ready when Legislation is enacted. They will have an action plan for what the City needs to do from a process standpoint. There was agreement this item would be addressed under management -in- progress. Storage of Landscape Material needed direction on the City's role. Vice Mayor Casello commented landscaped materials cannot be stored on public properties. Ms. LaVerriere noted there was a large pile at Renaissance Commons and Vice Mayor Casello concurred. Commissioner Fitzpatrick explained an incident occurred at an industrial site. A landscape business had about two- thirds of an acre north of SE 12th Avenue zoned industrial and was storing his debris on site for three to five weeks and then trucking it to a processing center. He inquired why the materials could not be stored in an industrial area. He thought recycling yard debris was good. Commissioner Merker commented it was a business and the property was used as a scrap yard to store the debris and then ship it out. Mr. Rumpf clarified staff has been dealing with a Code case pertaining to storing of the landscape materials which is against the Code. Staff can amend the Code, but it is not an easy Code amendment given it is an industrial area. Mr. Livergood commented on disposing of the materials and explained the City does not dispose of its debris on a daily basis. They have stored some materials at Public Works or at Rolling Green because it is not efficient to truck a small load to a processing center. Commissioner Merker learned the storage of materials was outside. Mr. Livergood explained the material has to be stored in a contained area and it did not have to be in a container. Mr. Sumek commented it could be addressed through a Code amendment. Vice Mayor Casello asked why the City was breaking its own Code. Mr. Livergood commented they do not do it all the time. 27 Meeting Minutes Strategic Planning Session Boynton Beach, Florida Seacrest Redevelopment Vision and City Role item referred to Ocean Breeze East and West and was deleted. MLK development direction /funding was an action item. Commissioner McCray commented for 20 years they have not done anything. They were duped and it bothered him. Mr. Sumek commented there were two developments in the Federal Highway Corridor Redevelopment. Casa Del Mar and Yachtsman Plaza. Both were being addressed. Mr. Buchanan commented there were five entryways to the City and North Federal Highway was the worst. They needed a plan for the area because there were unusual properties that needed to be improved and fixed. Ocean Ridge Development was deleted. June 16, 2015 There were no comments relating to sidewalks: service level, direction, specific projects for upgrading. Affordable Housing evaluation /direction and City action was deleted as it was a duplication. Homeless strategy was a deliverable. Chief Katz explained the homeless issue was being addressed. Management put together a work group to utilize tools to discourage homeless individuals camping in the City. There were different aspects of Code Compliance that address encampments in City parks, and they could develop Ordinances to address specific behaviors that allow the Police Department to move the population along. There are homeless coalitions and organizations they can partner with to provide these people with available resources. There were no comments on rental property registration and inspection. Casa Del Mar is underway and was deleted. Future Land Use and Zoning on MLK and Ocean Breeze was listed as a priority. Ms. Byrne explained this was an LDR amendment coordinated with Ocean Breeze East and the MLK Corridor. City initiated zoning changes would facilitate the CRA redevelopment plan and through a MOU, have the land use and zoning in place to permit shovel -ready projects. Ms. LeJeune explained a complete street was a logical extension of the Greenway Blueway /Master Plan if the Commission adopts it. The Plan is designed for all modes of transportation for people of all abilities and age. Many governments adopted this including the Florida Department of Transportation. The Broward County MPO adopted the model and Palm Beach County is evaluating it. It is an economic development tool. The return on investment in the North Carolina Outer Banks from a $6.7 million 28 Meeting Minutes Strategic Planning Session Boynton Beach, Florida June 16, 2015 infrastructure investment generated $60 million annually. Clematis Street undertook a $10 million traffic calming project, and property values on the street doubled. This was an item to vote on if they moved forward with complete streets. They would need a resolution to start the process and there is an implementation cost. Seacrest to MLK is a Complete Street. They want to take corridors identified in the Master Plan for Greenways /Blueways and Trails and designate them as future complete streets. Commissioner Merker inquired if there was State funding. Ms. LeJeune responded they would look at each project individually for funding whether it is a Transportation Investment Generating Economic Recovery Grant from the Department of Transportation in cooperation with Delray Beach to finish the Seacrest Corridor, or part of the Public Works maintenance budget. He asked if meters would be installed to obtain funding from the citizens. Ms. LeJeune commented it could be considered as an individual project. When adopting the complete street concept, they look for opportunities to have complete streets. The City would have to maintain them. Commissioner. Merker thought there were future construction and maintenance costs. Ms. LaVerriere explained educational initiatives came from staff to help foster partnerships with schools, businesses and the City as it pertains to addressing the needs of the City residents. This would support the development of workforce availability and include internship and apprenticeship programs. Many schools focus on readiness for college, but this focuses on trades. This committee would begin dialogue on the matter with partners that can help foster some of the needs of the residents. This is a long -term vision. Ms. Brooks explained the last phase of the Boynton Harbor Marina Development was included in the budget this year. The item was moved to major projects. Florida East Coast Corridor improvement funding and bid was moved to management -in - progress. Canal maintenance policy and funding was a policy issue. Mr. Groff explained they have a stormwater fee. The City owns and maintains seven or eight canal systems, but they do not have a level of service or funding mechanism yet. Staff wants to prioritize a level of service to keep canals well maintained and usable. Commissioner Merker asked if a new source of income was needed. Mr. Groff explained they need to determine what level of service should be set, what it costs and there are different funding methodologies that could be used. Some cities fund it separately or through stormwater fees. In Boynton Beach, it was funded by an extra stormwater fee for maintenance. There were no comments on City -owned stormwater facility landscape upgrade funding. Mr. Groff suggested C -16 Canal Control structure be removed. It would fall under the policy for Annexation. 29 Meeting Minutes Strategic Planning Session Boynton Beach, Florida June 16, 2015 Commissioner McCray requested direction on red light cameras. Mayor Taylor commented the Commission could decide if the program would be continued in the future. Mr. Sumek requested the members identify nine items that were the most important for the next year. Commissioner McCray advised he was not prioritizing. The CRA had failed miserably. After the members were polled the following were identified as action items for further discussion: • Ocean Breeze East • Annexation: Palmyra • Model Block • Cottage District • MLK Corridor Revitalization • Code Compliance /Enforcement • Federal Highway /Corridor Redevelopment • Homeless • Future Land Use /Zoning • Complete Streets Goal 2. Energetic Downtown: Focal Point for Boynton Beach included securing a commuter train station, surrounded by Transit Oriented Development; increase Class A office space, build a new City Hall and complex; develop mixed -use projects with 15 higher vertical density floors at several critical locations, strengthen the links in the downtown and the Intracoastal Waterway system and increase the diversity of restaurants were objectives last year and after polling the Commission and CRA members, there were no changes. Mr. Sumek reviewed all of the challenges and opportunities for Goal 2. Commissioner Merker asked about property owners not willing to work with the City and CRA with unrealistic asking prices for their properties and suggested dropping lack of private capital for small business development. Ms. Brooks agreed businesses were having trouble being financed. Commissioner Merker commented it was not a City problem. Mr. Sumek polled the members for the nine most significant short-term challenges and the following were selected: • Determining the direction and use of the Old High School • Prioritizing and funding City projects and incentives for development: Town Square • Beautifying corridors: Boynton Beach Boulevard and Federal Highway • Overcoming negative perception of the City based upon bad or outdated information • having events and festivals that market Downtown Boynton Beach 30 Meeting Minutes Strategic Planning Session Boynton Beach, Florida • Addressing access and parking issues short and long -term • No reason for residents to go downtown June 16, 2015 Discussion regarding the Town Square deliverables occurred. Ms. LaVerriere hoped unsolicited proposals would be submitted that would trigger a competitive process and she was unsure as to the deliverable dates as it was not within the City's control. If no unsolicited proposals were received, they would need to determine when they would consider a different method. They recently met with a few interested parties. Commissioner McCray asked about the CRA's role in the Town Square project and learned the CRA was a potential funding partner pertaining to a parking garage, landscaping, and lighting. They cannot fund public buildings, but they can assist with funding other components. The CRA set aside about $500,000 for this project this year. Ms. Brooks anticipated the Consolidated CRA Plan would be completed in December and ready for CRA and City Commission approval. They have several plans and an outsider would not know what plan to review. A consolidated plan would be easier for the end user to follow. There were no comments on Marina Development Open space. Quantum Development and Woolbright Transit Oriented District (TOD) was added. Mr. Rumpf explained staff was to bring forward a Consolidated Plan in the first or second quarter of the year with worksheets. There was less potential for a TOD and Quantum Train Station and they would have to work within the Development of Regional Impact restrictions. The Treasure Coast Regional Planning Council wants to work with the City to develop the mixed -use project. Woolbright Road, relative to the Downtown, always had potential. This item would be moved to on- the - horizon. Ms. Brooks explained the Boynton Beach Roadway would be a Complete Street and Kimley Horn, CRA consultant, was looking at options. The Board was not happy with the initial recommendation and they need an alternate plan. She advised staff will bring back options and the item will need direction and funding. The Clean and Safe Program would involve having police officers on foot in the Heart of Boynton to interact face -to -face with residents. They also hire local folks to help clean up the community on the major corridors. It was an opportunity to collaborate to share resources. Chief Katz would work to develop something, but needed policy direction. Chief Katz advised he was comfortable with the program. It was also noted this pertained to North Federal Highway to west of Seacrest, all the way up to Sara Sims Park. She would have estimates by the budget hearings. Downtown land acquisition and parking needed funding. Ms. Brooks explained there are two options: one was just parking with perhaps minor office space and the other would have landscaping, but would need more time. She advised she would provide the 31 Meeting Minutes Strategic Planning Session Boynton Beach, Florida benefits and disadvantages of both to the Board. Ms. Brooks explained she needed policy direction from the Board for funding. Vice Mayor Casello commented the Old High School roof is not secured and a tree was growing from the gutter. He thought they should at least secure the barrel tiles or roof and remove the tarp. Commissioner Merker recalled discussion to demolish the building had taken place. He queried whether there should be a new report or an inspection. Mr. Livergood explained the barrel tile roof over the gym will not support a human being and there was a hole in the roof over the classroom on the second floor. The roof will never be able to be maintained. If the building is reused, they would use the walls and exterior facade. Any work to the interior would be all new. Commissioner Merker questioned if the block would lose its historic significance. Vice Mayor Casello commented the Commission will have to discuss this building as it is structurally unsafe. There had been CRA funding to demolish the building. Estimates ranged from $250,000 to $600,000. There had been eight reports on the building. Report nine would be a summary of the prior reports. Downtown Vision Master Plan encompassed the Heart of Boynton, south to Ocean Avenue, from Seacrest to the Intracoastal Waterway. Mr. Sumek polled the members which were the six most important items. These would have actions and be discussed the next day. The following were selected: • Town Square Development • Consolidated CRA Plan • Clean and Safe Program; • Community Policing in Downtown /Heart of Boynton • Downtown Parking • High School . Mr. Sumek recessed the meeting for a short break at 2:59 p.m. The meeting was reconvened at 3:09 p.m. Mr. Sumek reviewed Goal 3 objectives as follows: in five years 1. Create a positive environment for business investment. 2, Expand commercial tax base for the City, 3, Maintain and enhance relationship with economic development partners ; 4, Increase business investments in Boynton Beach.; 5, Develop a reputation as a "business friendly" City with simple and streamlined development and permitting processes that are predictable; 6, Increase the number of targeted businesses: medical manufacturing, aerospace, marine -based technology related business; and, 7, Increase high speed internet to support businesses. Mayor Taylor commented some objectives were completed and thought efforts should continue. All of the members agreed. Mayor Taylor explained they expanded and have 32 June 16, 2015 Meeting Minutes Strategic Planning Session Boynton Beach, Florida June 16, 2015 over $111 million in permit values and by year end, may have $300 million. Items 4 and 5 had significant progress. Ms. LaVerriere explained it was an ongoing effort which included improved software for permitting processes. Ms. Byrne commented there was a high speed internet network on Federal Highway and another in Quantum Park. Ms. LaVerriere commented it was internet access, not necessarily high speed. When they met with Galaxy Elementary School, a request was made to assist with funding internet access for the area around it. It is a funding decision and Galaxy student access to Wi- Fi would be added to the action items. Ms. LaVerriere advised she would provide more information at the budget meeting. Mr. Sumek suggested continuing efforts to develop a reputation as a "business friendly" City and there was consensus to do so. Mr. Sumek reviewed the challenges and opportunities and 9, Tapping the international trade of an expanded Panama Canal 16, Limited space for economic development and business investment. Discussion followed and agreement was made to drop item 16 and combine it with item 9. After further discussion, there was agreement to drop both items. Mr. Sumek polled the members on their priorities and the following were selected: • Having shovel -ready projects 3, Lack of Class A office space • Recruiting the right businesses for Boynton Beach • Increased competition in recruiting new businesses and industries requiring funding from the City • competition from other cities in Palm Beach County, the region and other states • Lack of City Commission team work creating a negative image Actions for Goal 3, Growing jobs and business opportunities were reviewed. The City Economic Development, Policy, Plan Toolkit was an action item last year. Ms. LaVerriere explained an RFP would be issued. Instead of hiring an economic development manager, they want to retain a consultant to help develop an Economic Development Plan, Targeted Industry Study, Strategic Plan and space needs, and compile data and statistics that a professional could use. The City does not have any of that information. There are agencies that do this work regularly. Ms. LaVerriere noted the City started the process, but it needed to be continued. She suggested the item could be changed to economic development framework and an RFP, Target Industry study and Vacancy studies and vision were included. It would be titled Continued Growth of City's Economic Development Program. Amendments to the Certificate of Use Program were still being refined. It was effectively used in a few areas and would be used as a learning tool to bring back and make changes to the Code. 33 Meeting Minutes Strategic Planning Session Boynton Beach, Florida Wellington Mall Design and Business Development, Item 4, was deleted. The challenges of Goal 4 were: 34 June 16, 2015 Vice Mayor Casello commented A first class hotel on One Ocean Avenue would be on Mr. Camalier's property. He owns a property on Federal Highway, and the mall on Boynton Beach Boulevard and Military Trail. He thought the City should sit with him, because he is invested here, lives here and they should work with him. Mr. Camalier met with Ms. Brooks, but it was thought the Development Director, City Manager and Ms. Brooks should get together with him to see how they could help. Ms. Byrne commented this item may be addressed by moving forward with the land use and zoning to have a shovel -ready site. Commissioner Merker both agreed and disagreed. Mr. Camalier was doing this for the money and would see what he could get for nothing. Because of his assets, he could hold out which would hurt the City because it needs the development. Commissioner Fitzpatrick expressed rezoning around Bethesda Hospital would provide for more doctor offices and should be added. After brief discussion this item was deleted. Community based Wi -Fi 33 investigation and report was discussed earlier. Commissioner Fitzpatrick commented between now and June 2015, the City should contemplate rezoning near Bethesda Hospital to provide for medical and doctor office space. It was an attraction, and it would provide a better tax base. Old homes could also be bulldozed, if necessary. Vice Mayor Casello asked if anyone had done a study as to what would be attractive to Boynton Beach and questioned if they should focus on the medical field. Ms. LaVerriere responded they need help from the consultant to make that determination and they need research. Commissioner Merker commented Delray Beach is fun , but he viewed Boynton Beach as a potential professional center. Structures are being built that could attract another element. Having Class A office space could attract this population. Mr. Sumek polled the members for their top three items for the next year and advised the priorities were: City Economic Development Policy, Plan Toolkit; One Ocean Avenue: First Class Hotel; and Rezoning near Bethesda Hospital. Goal 4, High Performing City Organization objectives from last year were reviewed. • Deferred maintenance of City infrastructure and building needing major maintenance, repair or replacement • Limited revenue options for City Government with slow increase with tax revenue • Rising cost of City government: raw materials, healthcare (15 %), litigation, limited ability to fight claims per insurance companies; Meeting Minutes Strategic Planning Session Boynton Beach, Florida June 16, 2015 • Increasing elderly population impacting demand for City services, especially EMS and recreation • Aging information technology infrastructure near or at end of life, resulting in operating efficiencies • Funding for long -term financial stability of pensions • Aging equipment and vehicles needing replacement • Undertone of distrust of staff • Maintaining competitive, market -based compensation for City employees • Balancing funding today's City operations with investing in the City's future, including facilities and infrastructure • Decreased Federal and State funding sources • Continued disintegration of Home Rule Authority • Customer expectation of instant services and operations • Actions by the State of Florida impacting City finances, services and operations • Competitive and sensationalized media with Tess accurate information • Increasing number of public records requests • Increasing population and maintaining service levels Mr. Buchanan asked for clarification about item 5 and learned the issue was not just acquiring technology, it was maintaining it over time. Commissioner Merker commented the demographics of the City showed the population was getting younger and they should not segregate the elderly; it was an overall population. Ms. Byrne also pointed out the increase in sober homes added to the demands. Mr. Sumek commented a large senior population would place certain service demands on EMS and Recreational services. He pointed out the focus was population. Commissioner Merker asked for clarification regarding items 11 and 12. Mr. Sumek explained many cities are not being funded due to lack of funding sources. Grants and CDBG funding decreased significantly. A lot of states are not funding Department of Transportation projects and were looking for cities to fund the maintenance of their roads. Attacks on Home Rule Authority was explained. A City, they can define their own rules, but the State was taking that away which would erode Home Rule Authority. Vice Mayor Casello explained there was a distrust of staff and asked if they do not trust staff. Mr. Sumek referenced incompetency or information missing in staff reports. This type of occurrence erodes confidence. Commissioner McCray discussed item 3. Julie Oldbury, Human Resource Director, explained the focus had shifted. She suggested titling the item as Litigation. Commissioner McCray asked if the litigation was for risk claims. In the past, the City's 35 Meeting Minutes Strategic Planning Session Boynton Beach, Florida June 16, 2015 insurance company would say settle this. They were now recommending pushing back and being more aggressive. Mr. Sumek polled the members for the nine most important challenges and announced the priorities were items • Deferred maintenance of City infrastructure and building needing major maintenance, repair or replacement • Limited revenue options for City Government with slow increase with tax revenue • Rising cost of City government: raw materials, healthcare (15 %), litigation, limited ability to fight claims per insurance companies • Increasing elderly population impacting demand for City services, especially EMS and recreation • Funding for long -term financial stability of pensions • Maintaining competitive, market -based compensation for City employees • Balancing funding today's City operations with investing in the City's future, including facilities and infrastructure • Decreased Federal and State funding sources Goal 4 of High Performing City Organization and the actions were reviewed. The decision on item 1, the Police Headquarter Building was clear, but a direction and a decision on the timing was needed. Fire service agreements, needed policy direction. Ms. LaVerriere spoke to the City Commission about how to approach negotiations regarding service agreements in contract areas. They were now negotiating with Village of Golf and she wanted direction on changes to the approach. Mayor Taylor commented they should maintain the status quo. They make money off the contracts and the City should be careful how much they want to raise the rates. Commissioner Merker disagreed and wanted to research what the rates and costs are and what other cities were charging. If there was room to increase rates, they should be increased to bring more revenue into the City. Commissioner Fitzpatrick commented the Village of Golf has at most, 150 homes and a Publix shopping center. If there was a fire at Publix, it would take the entire Boynton Beach Fire Department to put it out, perhaps with County assistance. This year the Village paid $153,000 for fire rescue services and it, in no way, could cover what was needed. Boynton Beach citizens pay about five of six mills for the coverage. He thought $150,000 was one mill and it should be three mills. The County charges more than 3.5 mill. Boynton is a middle -class City and they should not be subsidizing a one mill service. Vice Mayor Casello asked about the City's rates in comparison with County rates, and if they would get a better deal if the Village used County services. Chief Carter explained 36 Meeting Minutes Strategic Planning Session Boynton Beach, Florida 37 June 16, 2015 the County rate was 3.4581 mills based on property valuations. One mill for the Village was $129,456 which was still less than the County. The Village of Golf is an independent Village having a choice of private coverage. A company called G4S provides security within the Village of Golf, and they provide fire rescue services all over the country on a private basis. They are also the City's competition. He did not know what they would charge. If the Village of Golf indicated they no longer wanted City fire rescue services and they would not pay the $158,000, not one thing would change about the way fire rescue operates. It would still cost $22 million a year to run the Fire Department at the status quo for equipment, stations and manpower. The only change that would occur is they would have 100 less calls. The contract is a revenue generator. There may be some opportunity to increase the revenue. As Chief, he was satisfied the City receives $1.9 million a year in additional revenue from the four contract areas. He was not part of developing the contracts and he did not know how the contract amounts were derived. The contract areas are completely satisfied with the level of service Boynton Beach provides, but could consider another service provider if the amount is too high. Commissioner McCray expressed his trust in the Chief. Commissioner Merker argued it was not wrong to find out if they could receive more as it is a business decision and the cost of everything was increasing. Replacing equipment would be at a higher cost, so they should receive more to cover those costs. Ms. LaVerriere pointed out an escalator clause was included in the contracts and they would negotiate to get the best deal. Staff needed policy direction. Commissioner Fitzpatrick commented in December, the City should find out what the limit was and push it till it breaks. If the Village of Golf rejected it, it was a smaller contract area and there were other larger contract areas. He recommended being aggressive. Vice Mayor Casello thought it was a slippery slope to bring in a private company for fire services. He agreed with the Mayor and supported the Chief. In regard to pension reform, Ms. LaVerriere clarified they need to determine what reform meant and there were a few options. They had preliminary discussions with the Fire Pension Board representatives and the Union and they want to be part of the discussion as a partner as opposed to being an adversary. All three pensions use Gabriel Roeder Smith & Company,(GRS) and she commented it would be beneficial for the City to use the same actuary to determine ways to modify the pension by tweaking multipliers, change retirement ages, and others. GRS recommended speaking with the Pension . Boards for permission. The Firefighters agreed and she would have that discussion with the Police and General Employees' Plan. They also have to look at combined scenarios, possibly adjusting multipliers, maximum payouts, and COLAS. There are multiple combinations that could be reviewed to see where cost savings could be effected. Ms. LaVerriere proposed spending $100,000 to $200,000 to retain a consultant to institute major reform which could result in a bifurcated plan. She requested direction. She thought $25,000 or $30,000 to work with Pete Strong, GRS Plan Actuary to develop relief was an option. She also suggested new employees Meeting Minutes Strategic Planning Session Boynton Beach, Florida June 16, 2015 versus existing employees be reviewed. If a bifurcated plan or a 401 K plan was wanted, she anticipated it would cost at least $100,000 to study the issue. Commissioner McCray recommended following the City Manager's outline. Commissioner Merker suggested working with the Firefighters to determine how to save a designated amount. Ms. LaVerriere thought it would take a dramatic change to save a dramatic amount of money. Police new hires, as of October 2015, would be hired into a reduced multiplier. Mayor Taylor liked the approach to discuss the issue with the unions and the Firefighters understand the issue. Ms. LaVerriere would do the same with Police and General Employees. Vice Mayor Casello liked an amicable approach and favored negotiating. He noted the City went through some hard times and employees had not received raises. Ms. LaVerriere agreed to draft a letter to the pension boards from the Mayor requesting the City use their actuary to run the numbers. It was decided the letter should go as a formal request. Commissioner Fitzpatrick distributed information on pension reform that is attached to the minutes. The total pension contributions from 2001 to now was about $133 million. Pension costs have increased from 2001, showing, on average, a steady million dollar increase over all the years. He understood property taxes were not the only way to receive revenue. It showed using 2001 as a base line, the property taxes increased about $80 million, but pension costs increased $116 million. He contended that was why Boynton Beach stagnated. There was no money for anything else. The Pension Boards, because of their structure, could request a million dollars be put in the budget to cover the pension costs. Property taxes were anticipated to generate $1.7 million and pensions were going up close to a million, so the City will only get $700,000 to $800,000 and that was why no step plans were included for police and fire. Two thirds of the pension money is used for retiree payments. The numbers keep increasing. They were headed for the rocks and there must be a discussion. Commissioner Fitzpatrick was opposed to 401K plans because the costs were three times higher than the pension board so he wanted to keep the pension board. The sooner the changes, the better. Ms. LaVerriere agreed they were facing critical times. It was a matter of timing, intuitiveness and willingness to deal with everything that goes with it. It would be a difficult discussion and she needed the full support of the Commission. Fire negotiations were deleted and added to management -in- progress list. Fire replacement tools were in the plan last year as a funding item. Chief Carter explained they developed a replacement plan for major equipment similar to the fleet plan. He hoped the increase in revenue from ALS Transport fees from last year, the fire life safety fees this year and negotiated increases with contract service areas would pay for the equipment. They know how much it would cost and laid out the replacement plan over a period of years. He was comfortable they are on target with their funding 38 Meeting Minutes Strategic Planning Session Boynton Beach, Florida June 16, 2015 increases. The plan indicates it would cost between $125,000 to $150,000 a year to replace equipment on a regular basis. City Hall direction plan B, would move City Hall to where the Old High School is located. The Compensation study and funding options was discussed. Mr. Sumek asked if the City was willing to fund the results as it was on- the - horizon last year and staff suggested bringing it up this year. The last compensation study was conducted in 2005 and the City was starting to hire. There were numerous reclassifications made to be competitive and it was becoming more difficult to hire appropriately skilled people. It would take a year to do the study in- house. The Interlocal service delivery boundary was addressed under annexation and deleted. Police /Fire study was discussed. Vice Mayor Casello explained he had requested the Commission consider gathering reports from the County Fire Department and Sherriff's Department regarding operational costs and whether there would be a savings, but they did not have the information. He wanted to debunk the myth and emphasized he was not suggesting they use County services, only to add another tool to the toolbox and look at the study. Currently, Police operations cost $28 million almost 39% of budget, and Fire used 29% of the budget. The two combined used 67% of the capital budget. He noted these costs escalate each year due to salaries, benefits and pensions. There would now be a new police station with a $25 million bond. He wanted a study so they would have the facts regarding a comparison of County services. Mayor Taylor agreed to obtain the information and facts to determine if contracting would make sense. They would need to know what the services would cost in the future and then compare. Once a decision is made, he thought they should not go back. Commissioner McCray agreed they need to see it on paper. Ms. LaVerriere commented they would have to obtain that information and look at the total operational costs. The information would impact HR, payroll, fleet, and was a lot of work She agreed to reach out to them to provide costs, but she did not know how far out they could project. The City could assess its information 10 years out. Bringing the CRA under the City needed evaluation and direction. Commissioner McCray did not think the City was getting the biggest bang for the buck and emphasized they need to get serious about the CRA and the Heart of Boynton. He wanted to know how much the City would save if the CRA was incorporated into the City. Ms. LaVerriere did not know, but thought it was nominal. Vice Mayor Casello wanted the CRA to be an independent board. He had wanted the CRA to be in the West Wing which would make a huge difference in delays as opposed to having developers go back and forth between the offices. Additionally, the CRA was paying outrageous rent and he recalled the City wanted an employee medical clinic for which the CRA office could be used. He emphasized the CRA should be located in the West Wing. 39 Meeting Minutes Strategic Planning Session Boynton Beach, Florida June 16, 2015 Mayor Taylor was not in favor of bringing the CRA under the City. He acknowledged over $85 million has been spent in the HOB area which was more than anywhere else. He expressed the CRA should be separate from the City. Commissioner Fitzpatrick recalled when he was in charge of building Kids' Kingdom, getting funds from the City was like pulling teeth. When working with businesses, they have to be able to move fast. The CRA needs to stay independent and they would lose that flexibility if incorporated into the City's structure. Commissioner McCray explained the Delray Beach CRA operates under the City. He requested he be provided the figures regarding how much was spent in the Heart of Boynton because there is blight and they did not receive $85 million. Mr. Hay thought the CRA should be an independent board. He thought it would work well if it consisted of community citizens. He was against moving the office because it was a large amount of money. It would be worthwhile to look at moving into a City building, but not be an umbrella of the City. Park service level and maintenance, evaluation, direction and funding was discussed. Mr. Livergood inquired if this was related to the earlier item to maintain infrastructure. Mr. Sumek commented some parks looked shabby. Mr. Livergood explained this would have to be discussed during the budget. CRA Action Plan was item 12. The Strategic Plan and CRA action list was in Section 3. Commissioner McCray disagreed with the item. They had discussed the goals and he commented this was why he no longer has discussions with the Director. The Police Community Relations and Clean and Safe Program was reviewed. Vice Mayor Casello commended Chief Katz. He thought he has been a proactive and productive Chief. Commissioner McCray requested allowing citizens to address the item the next day. Mr. Sumek asked if employee health program was the same as City Wellness Clinic. He noted employee site medical clinic was a management -in- progress item. Commissioner Merker wanted something added to employee benefits, that they have the option to get discounted long -term care. He thought all should understand and learn about long -term care. Ms. LaVerriere explained they bid all types of benefits. Mr. Sumek suggested addressing it as management -in- progress. Oceanfront Park parking fees were discussed. Mr. Majors explained they have not raised the annual parking permit fee since 2009. For the past four years, permit sales increased. Staff recommended increasing the annual permit from $40 to $50 and increasing the non - resident parking fee which is currently seasonal. Residents pay $90 for a parking permit effective from May 1st to Nov 15th and they sell very few. He thought it should be increased to $200 for the entire year. Currently they have a daily parking fee for those without the annual parking permits. The daily fee is $5 from May 40 Meeting Minutes Strategic Planning Session Boynton Beach, Florida 1 to November 15 It increased to $10 from November 16 until April 30 He recommended on weekends and holidays, regardless of the time of the year, keeping the fee at $10 throughout the year and the daily fee at $5 during the week. Commissioner McCray inquired about the fees for the disabled. Mr. Majors responded they waive those fees per State statute for those with disabled parking vehicle permits with adaptive equipment on the vehicle. A disabled parking permit did not mean staff waived the fee. They had stopped waiving the fee because of the number of vehicles. They had waived the fee for one out of three vehicles that entered the park. He noted there are 260 parking spots at the Park and disabled persons have the most convenient parking spaces. The ADA compliance action plan was deleted and would be addressed under management -in- progress the next day. Government Transparency Action Plan was a management -in- progress item to provide financial data on the web. This item was deleted and would be addressed the next day. The City Wellness Clinic was previously deleted. June 16, 2015 Security camera system should be an on- the - horizon item. Ms. LaVerriere commented each department has their own security, but it would be better to have one system. From a maintenance and monitoring standpoint, it would be cheaper. Regarding the P25 Radio System upgrades, Chief Katz explained the radio system they use will not be serviceable and they have to start funding a new system. He was working with the County to acquire the same vendor to save money. The Department could also use a local consortium. Commissioner Fitzpatrick inquired about the cost to change over and learned it was about $1.3 million. This was just radio infrastructure and replacing public safety radios. He explained the serviceability of the equipment was not critical. Commissioner Fitzpatrick inquired if Police and Fire use the new system, the old radios could be given to Utilities and general employees, but it was not yet discussed with Utilities. The current system supports the radios which are $5,000 each. Vice Mayor Casello asked if the $1.2 million price tag was for both Fire and Police and learned this was just the cost for the Police. Chief Carter explained the physical equipment cost was about $400,000 or less. They hoped to receive a discount of up to 25 %. Shade covers on playground was a CIP item. Police and Fire partnership was deleted as it was included in another item Mayor Taylor recalled a year ago they had to fire the Sewer Board Executive Director. Fortunately, Colin Groff came forward and took it on. The Commission needs to decide if they should bring in a new executive director. He noted Mr. Groff was filling that position on a temporary basis and had agreed to bring back five options at the July 41 Meeting Minutes Strategic Planning Session Boynton Beach, Florida meeting. There was agreement to add Sewer Board Supervision to the management - in- progress list. Mr. Sumek polled the members for the seven most important priorities for the next year. These would have action outlines. The items selected were: • Police Headquarter Building • Fire service agreements • Pension reform • City Hall direction • Police /Fire Study • CRA under the City • Oceanfront Park parking fees • 20P25 Radio System Upgrades Mr. Sumek recessed the workshop for a short break at 5:13 p.m. The workshop reconvened at 5:20 p.m. Mr. Sumek reviewed Goal 5 Objectives for a Positive and Exciting Boynton Beach Image. There were no changes. The first challenge for this goal was funding for maintenance and current and new City building; 2, creating a more bicycle /pedestrian friendly City; 3, Working together as a City Team with a focused vision, mission and goals; item 4, supporting community events and festivals that bring the community together; 5, Funding for beautification projects; 6, Irresponsible property owners who not maintaining their properties or investing in upgrades. Item 7, Individual agendas and goals versus community goals and benefits. Item 8 was a duplication of item 6; item 9, was a duplication of item 7; item 10, Collaborating for eco landscape with Galaxy Elementary School and other magnet schools, Community Caring Center, Schoolhouse Children's Museum, Boynton Beach Arts District; Item 11, Funding for public art projects and programs not funded by Public Art Ordinance; 12, Cultural difference within the community; 13, Marketing Boynton Beach brand and the arts; 14, overcoming Boynton Beach past reputation and history; 15, Resistance to change in the community; 16, Litter - people throw and let others pick it up. Mr. Sumek polled the members for the seven most important one -year goals which were: • funding for maintenance and current and new City building • creating a more bicycle /pedestrian friendly City • Working together as a City Team with a focused vision, mission and goals • Supporting community events and festivals that bring the community together • Funding for beautification projects 42 June 16, 2015 Meeting Minutes Strategic Planning Session Boynton Beach, Florida June 16, 2015 • Collaborating for eco- landscape with Galaxy Elementary School and other magnet schools, Community Caring Center, Schoolhouse Children's Museum, Boynton Beach Arts District • Cultural difference within the community were identified. Commissioner Merker inquired about the Greenways /Bikeway/ Blueway /Pedestrian Master Plan. Ms. LeJeuene explained she will bring a final report back to the Commission no later than November and the purpose of the Plan was to create connectivity that was not dependent on any one construction or development project. It identified gaps and how to make the connections locally and regionally The Green Building Program and Code was an update to the last Code they adopted. The Climate Action Plan deals with Greenhouse Gas Emissions and the Plan will come to the Commission for review and approval by December. They were updating the Plan and integrating it with the Regional Climate Action Plan and Greenhouse Gas Emissions Inventory to learn how well they have done. So far, they have all of the completed items in the 2010 Climate Action Plan. HERO (Home Energy Renovation Opportunity) Program is through Renovate America and the residential Pace Program that has been successfully funded and implemented in California. The person who handles the commercial PACE program is in discussion with Renovate America to contract with them for residential Pace in the existing Finance Authority in which Boynton Beach is located. The City could do both commercial and residential PACE. The Finance Authority is in discussion with Renovate America Eco- Park and cities will facilitate the program as it had done in the past at no cost to the City. It will be another tool in the toolbox for residents to have energy efficient renovations made to their home. There were no comments on streetscapes and medians, direction and funding. Commissioner Fitzpatrick spoke about the Landscape Code, review refinement and direction item and commented this came up 15 years ago. He suggested they look at communities like Wellington to see if there are any aspects Boynton could use. It was important to use best practices. Commissioner Fitzpatrick commented on Native Habitat Promotion Evaluation, Report and Funding. Years ago there would be 20,000 robins flying down Seacrest and now they disappeared due to loss of habitat. He favored designing things or areas to support migratory birds. Native plants also cost less and grow slower so they do not require as much water. They should have more plants. Ms. Byrne suggested combining this item with the landscape Code review and there was agreement to do so. The Congress Corridor Beautification Plan encompassed more than medians. The County was supposed to stripe Congress Avenue and Mayor Taylor advised he gets a 43 Meeting Minutes Strategic Planning Session Boynton Beach, Florida June 16, 2015 lot of complaints. Mayor Taylor thought they should leave it on the list. Mr. Livergood advised the County just recently said they would stripe and after brief discussion, this item remained on the list. The southeast corner (Ocean Avenue and Federal Highway) was discussed. Mr. Buchanan thought this was a much broader topic. He wanted to eliminate unsightly non - conforming signs. He suggested the Code be changed to address this and could be combined with CRA programs. Ms. Byrne explained the only way to eliminate the non - conforming signs was to sunset the provision. This pertained to fencing also. Mr. Sumek suggested they could change the item name to Code Changes, especially on major corridors. It pertained to sunsetting non - conforming features. Ms. LeJeune commented the Galaxy Scrub Project needed policy direction. They would be finished with the grant in July and would then work with the school and Ladies Garden Club for the ongoing maintenance of the scrub. This item was deleted as it was in progress. City -wide Beautification project was a top ten item from management. The item was deleted as it was in progress. Vice Mayor Casello asked if the golf course would be discussed and Ms. LaVerriere explained it was a budget item. Mr. Sumek polled the members for their top three priorities and the following was selected: • Funding for maintenance and current and new City building • Climate Action Plan • Streetscapes and medians • Southeast corner of Ocean Avenue and Federal Highway Mr. Sumek advised he would meet with staff and have a prepared draft strategic plan. They will discuss priorities and any corrections then. He thanked all and ended the meeting at 5:47 p.m. (Continued on next page) 44 Meeting Minutes Strategic Planning Session Boynton Beach, Florida ATTEST: 00Pur net M. Prai `'o, MMC City Clerk *t+duraL PLA,11, Catherine Cherry Minutes Specialist G7' LLf,Ge 45 CI Y OF BOYNTO CH June 16, 2015 David T. sello, Vice Mayor Michael M. Fitzpatrick, Comm! er