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Minutes 07-18-16 Budget MINUTES OF THE SPECIAL CITY COMMISSION MEETING HELD IN THE PROGRAM ROOM AT THE LIBRARY, 218 N. SEACREST BOULEVARD, BOYNTON BEACH, FLORIDA, ON MONDAY, JULY 18, 2016, AT 2:00 P.M. PRESENT: Steven B. Grant, Mayor Lori LaVerriere, City Manager Mack McCray, Vice Mayor James Cherof, City Attorney Justin Katz, Commissioner Judith A. Pyle, Interim City Clerk Christina L. Romelus, Commissioner Joe Casello, Commissioner Mayor Grant called the meeting to order at 2:11 p.m. Interim City Clerk Pyle called the roll. A quorum was present. Mayor Grant reviewed the agenda to be followed. Lori LaVerriere, City Manager, explained presentations were prepared and if the Commission requested information that was not readily available, she would obtain it and supply it to the Commission at the next Budget Workshop. The Budget Resolution and Fire Assessment Rate Resolution were included. Tim Howard, Assistant City Manager - Administrative Services /Finance Director, would highlight the 16/17 budget, and the larger departments such as Police, Fire, Public Works and Utilities will make a presentation. The budgets provided from all departments were trimmed about $3 million in total. Mr. Howard explained they will review the 16/17 budget, provide for public input, and by the end of the workshop, the Commission will need to adopt a proposed millage rate by Wednesday and a Preliminary Rate Resolution for Fire Assessment has to be filed with the Property Appraiser by the end of the month. The proposed millage was kept at 7.9 mills and there was no proposed increase for the Fire Assessment which will remain at $100 per residential unit. Thursday, September 8 is the first public budget hearing to adopt the budget. Tuesday September 13 will be a Special City Commission meeting before the CRA meeting to adopt a final Fire Assessment Rate Resolution and September 20 will be the second public hearing adopting the final millage rate and the final budget for fiscal year 2016/2017. All funds to be adopted in the budget, City -wide, totaled $179.9 million. The four major funds comprising the budget (in millions) are the General Fund at $78.5, the Water and Sewer Utility Fund at $42.1, the Capital Fund at $23.1 and Solid Waste at $10.5. Debt service was $9.4, Fleet was $5.7, Golf was $1.7, Self- insurance was $4.6 and All Other Funds was $4.3 that totaled the $179.9 million budget. Special Meeting Minutes City Commission Boynton Beach, Florida July 18, 2016 The largest source of revenue is the Utility fee at $42.1 million. Other revenues received (in millions) were Property Taxes at $31.5; Capital and Bond Sources, $23.1; Transfers between funds at $14.8; Solid Waste Fees at $10.5; Public Service Taxes at $9.5; Intergovernmental at $9.1; Special Assessment (Fire) at $5.5; Franchise taxes at $5; the Golf Course at $1.7; and all others at $6.4. Vice Mayor McCray asked how much was put aside in the emergency reserve and learned the reserve account is 10% of the operating budget for the upcoming year. If the General Fund budget is approved at $78.5 million, the reserve fund would have $7.9 million set aside as emergency reserve. The proposed expenditure budget for the General Fund for the next year was $78.5 million, which was a $2 million increase (2.7 %). Of that, personnel services including salary and benefits associated with staff accounted for $59.5 million or 79.8% of the general fund expenses. The operating expenses were $15.4 million or 20 %, Capital Outlay of the fund was $.9 million and non - operating was $2.7 million. General funds (in millions) for services by department showed $30.1 was proposed for Police; $22.5 for Fire; $6.8 for Public Works; General government including staff, the City Manager and Clerk's Office was $6.06; Development was $3.08; Recreation was $2.9; Library at $2.5; ITS at $2.2; and Finance was $1.1. There was a $2 million increase proposed in expenses. Mr. Howard explained they highlighted the major increases in the upcoming budget year. Recommended new positions for the City Commission to approve included a Business Compliance Officer in Development, which pertained to the Business Tax Receipt issue. A new position was proposed for a Parks Maintenance Specialist to monitor pavilions on the weekend in order to ensure they can be rented a second and third time each day for all facility rentals. Mr. Howard explained there was a change in funding for personnel. In prior years, the City transferred a flat amount of money from the Utility fund. This year, he and Mr. Groff developed a new methodology for the transfer. Part of it will be a transfer of 7.5% of gross revenues into the General Fund to fund services in general, but the other component was to pay for direct labor. They chose departments that work with Utilities, i.e., Finance handles procurement, the City Clerk handles the agenda, and Human Resources handles personnel related issues. They were taking a percentage of those department budgets and transferred them to the General Fund. In prior years, there were positions paid directly from the Utilities budgets for ITS. This year, personnel were being added back, so there would be increases in some department budgets for personnel. The flip side is the transfer from the Utility increases. An increase for Fire and Police was recommended due to increases in transfers for vehicle maintenance /replacement in the future or equipment requests. Fire equipment had an increase due to turnout gear equipment, and the other is to replace all the self - contained breathing apparatus, but the cost was $850,000 if laid out at the same time. The equipment has a life span of 7 to 10 years and the vendor will finance the purchase 2 Special Meeting Minutes City Commission Boynton Beach, Florida July 18, 2016 of all of them over five years. The annual payment will be $195,000 to $200,000 versus $850,000. Vice Mayor McCray asked about the net fire operating increase and noted the last time there was a grant when they had to pay for extra firefighters and asked if it was covered. Glenn Joseph, Fire Chief explained they did not get the grant. Ms. LaVerriere explained there are funds for a match included if the grant was received. Chief Joseph explained they applied for three grant cycles and were not funded. He was hopeful they would be successful with the fourth cycle they applied for in July. The grant is based on the greatest need and there is a limited amount of money. Ms. LaVerriere explained the Assistance for Firefighters grant was highly competitive, but there was $60,000 or $90,000 they could use if not funded. Ms. LaVerriere explained they have been trying for three years to get the grant and have been funding equipment on a piece -meal basis. Mayor Grant asked if the current gear was up to Code and learned some was expiring which they cycle out. Mr. Howard explained there was a net increase in the Police budget for equipment for the possibility of body cameras, following up on procedures and processes, and from what they see; there would be an expense in next year's budget. Ms. LaVerriere explained they will roll out a new program within the next 60 days. The Union, through last year's bargaining, established a work committee of Union representatives and Department staff. They have been researching field testing and are developing a recommendation. The money is in the proposed budget, but they will present the program to the City Commission for approval in August or early September. Commissioner Casello asked if the City could piggy back on a purchase and Ms. LaVerriere responded they will look into it. Commissioner Casello noted the new Tasers are supposed to work with the body cameras. Jeff Katz, Police Chief, explained it is a proprietary technology. If they use the Taser body cameras, it would work. If not they would not. It was a consideration. The next increase was in Public Works for janitorial contracts with additional services for the upcoming year, including deep cleaning of buildings, and additional money for building repairs in general. The next three items regarding increases pertained to pensions and the actuarially required contribution the City makes each year to each pension plan. The Police Pension increase was $400,000, Fire Pension increase was $200,000, and the General Employees' Pension decreased $414,000. Self- insurance for Workers Comp and property claims handled as an internal service fund increased $456,000. It was recommended those expenses be allocated to the departments in following years. This total was $2.1 million. Commissioner Romelus asked about the decrease in the General Employees' pension payment. Mr. Howard explained each year the actuary reviews the pension plan and the plan assets available to pay benefits for future years and the composition of the members. They forecast the projected salary increases and benefits over the next 20 years and determine the net value in current day dollars. They estimate employee 3 Special Meeting Minutes City Commission Boynton Beach, Florida July 18, 2016 contributions and develop two components of the annual contribution: one was the normal cost to pay the benefits projected over the next 20 years. The other component is how to fund the unfunded liability each plan has. Based on their calculations and net present dollars, the General Employees' Plan had a decrease this year. A few years ago the Pension Plan Trustees adjusted the assumed rate of return and mortality tables which caused the contribution amount to spike. It was now leveling out. Commissioner Romelus asked if the Commission was taking away from the individual pensions and learned they were not. The benefits were staying the same. It was noted next year the amount could increase $200,000 or more. Part of the City's issue regarding the pension contribution is the amounts fluctuate from year to year. Commissioner Casello asked why the Risk Management budget was increasing $500,000. Mr. Howard explained self- insurance is made up of premiums the City pays for its property and building insurance, plus the cost of self- insurance for Workers Comp cases and liability claims that are under the threshold the City has to pay. They use the last two to three years' experience and allocate them to the departments across the City, with departments in the General Fund being included as well as Utilities and Sanitation. The City is seeing an increase in Workers Comp claims and a few years ago they increased the self- insurance retention amount for each claim from $550K to $850K for Police and Fire. Julie Oldbury, Human Resource Director, explained it is a whole spectrum increase in the frequency of accidents and in the severity. Some cases cost significant dollars for individual cases. It was more on the severity side. Commissioner Casello asked if the City was developing programs or guidelines to reduce them and learned staff was working with consultants to develop programs. Commissioner Romelus thought the clinic could help with costs and was advised that was one of the goals. A department -by- department budget comparison from the current budget to the proposed budget was viewed. Vice Mayor McCray noted the City Commission budget decreased $29,000. Commissioner Casello asked why the Police Department administrative services decreased 34% and learned the Police Department has three divisions. The department moved some items from Administrative Services. Uniform Services increased $2.4 million and Administrative Services decreased commensurately. When the Department reorganized and added additional patrol personnel, they were removed from Administration. Vice Mayor McCray noted the Schoolhouse Children's Museum budget decreased 10% Mr. Howard explained they had requested an increase in the current year, which the City had agreed to with the expectation the Museum would work on their revenue sources and programing to reduce future support. The 10% reduction equated to $32,000 which was a result of that mandate. 4 Special Meeting Minutes City Commission Boynton Beach, Florida July 18, 2016 Mr. Howard reviewed the proposed funding sources for the $78.5 million in the General Fund leaving the tax millage at 7.9 and net property taxes at $31.6 million or 40% of the General Fund. Fund transfers constituted 20% of the General Fund; Intergovernmental Revenues from the State or other governmental units accounted for $9.2 million. Charges for services was $6 million either from Recreation or Fire Service contracts, the Fire Assessment is at $5.5 million, and Franchise Taxes from FPL, licenses and permits was $4.3 million. Mr. Howard explained fund transfers were from other funds into the General Fund. The proposed revenue changes for the General Fund for the upcoming year were reviewed. The property tax gross amounts had a $2.7 million increase due to the increase in assessed values which rose to 7.99 %. The millage rate stayed the same. Part of the increase was due to the CRA District. Their revenues would increase $670,000 which the City would disburse to them. The City's portion rose from $5.9 million to $6.6 million and the net increase in property taxes that will remain in the General Fund was $2.1 million. Florida Power & Light, Business Tax and building permits were estimated to increase to $200,000, Business Tax was estimated at $125,000 and Building Permits was estimated at $250,000. State Shared Revenue, sales tax and ambulance service added another $525,000. It was noted ambulance service collects about 70% of the revenues. The transfer from public service tax debt increased due to a public service tax bond refinance which lowered interest payments over the next 12 years. Water and Sewer transfers increased $500,000 due to the methodology Mr. Howard and Mr. Groff use for the transfer. The Solid Waste transfer was $4 million and Mr. Howard recommended it be reduced to $1.8 million, as there is a need for an additional crew in Solid Waste and vehicles for them. Total revenue going into the fund ranged from $10 million or $11 million a year, and the $4 million was a high amount to transfer which should be reduced. The fund balance needed for the reserve /additional reserve above the emergency reserve was $450,000. The next year, Mr. Howard advised the amount should be $426,000 this upcoming year Mr. Howard explained staff started putting the budget for the upcoming year together in February through to -date, and they forecast from October 1 to September 30 Staff is normally very conservative on revenue and since Mr. Howard has been with the City, they have not had to use that fund balance. He hoped it would not be used until the end of the year, but needed the amount to balance the budget. Commissioner Casello asked if a new garbage truck would be purchased from the Fleet Division and learned it was to accommodate a new crew. Mr. Howard explained Fleet Maintenance purchases it, but the Sanitation Fund pays for it. The roll back tax rate is the rate the City would set its millage at to collect the same dollars from property capital and property taxes they collect this year. With the increase in property values at 7.99% in order to collect the same amount of ad valorem tax 5 Special Meeting Minutes City Commission Boynton Beach, Florida July 18, 2016 dollars, the Commission would adopt a millage rate of 7.3816. Staff was recommending 7.9 mills for the current millage rate. If the Commission adopted the 7.3816 roll back rate, the City will be short $2.1 million in revenue and would have to reduce expenditures commensurately. With a proposed rate of 7.9 mills, the City would be required to place an advertisement, as part of the budget process in September, which will indicate there is no rate increase from the current 7.9 m ills, but there is an actual tax increase of 7.02% per the State TRIM calculations over the roll back rate of 7.3816. This is due to the increased property values and this week the City Commission will adopted a proposed millage rate. It was noted the proposed millage rate can be reduced or increased. In order to increase more than what was adopted this week, the City is required to send a first class mailing to every resident regarding the budget cost about $44,000. (This sentence is not correct. Listen again. The first class mailing is only if the tax rate is increased after the proposed rate is established.) A chart reflected how many parcels paid $200 or less in property taxes. Commissioner Casello asked how many non — profits were in the City. Ms. LaVerriere agreed to get the information for the next day's workshop. Commissioner Casello asked if there is a payment in lieu of taxes for non - profits. Ms. LaVerriere was unaware of a plan, but commented there were arrangements with Clipper Cove and a few other developments for payment in lieu of taxes and it is on a case -by -case basis. A visual gave four different scenarios of homesteaded properties using the Save our Homes Law. Mr. Howard explained taxable values can increase 3% of the Consumer Price Index (CPI) or whichever is lower per year. This year, the Property Appraiser was using .7% Mr. Howard reviewed a slide showing non - homesteaded properties and commercial properties and commented they do not have the benefit of the Save our Homes law and their taxable values average rate across the City of 7.99% was used. Vice Mayor McCray noted the City was already at 7.9 mills and asked what the City would lose if they used 7.5 mills and learned each one -tenth of a mill is $400,000 in property taxes, for a total of $1.6 million. Mayor Grant asked what percent change .1 mill would be and Mr. Howard agreed to get back to him. He commented the non - homesteaded properties and commercial have higher rates. It would be less than a dollar a month for a homesteaded $100,000 property. Vice Mayor McCray asked about prior millage rates and learned it was at 7.9% for the last three years. Mr. Howard explained the proposed budget has the same millage and fire assessment fee. General Fund department budgets included Administrative departments such as the City Commission, City Manager, City Hall, General Administration, Marketing, City Clerk, Finance, ITS, HR, City Attorney and the Library and Schoolhouse Children's Museum. Commissioner Casello asked why Emergency Management was less 72 %. Mr. Howard explained the City previously paid for a PSAP communication line. When 6 Special Meeting Minutes City Commission Boynton Beach, Florida July 18, 2016 Communications was moved, they disconnected the line because it was not needed and it saved $4,800 a month. Commissioner Casello had asked for comparables and noted over the last three years, almost a million dollars for legal services was paid. He believed Attorney Cherof's retainer was $194,000 and understood he pays his health and other benefits. He asked the differences in the yearly amounts paid. He was not debating they were real costs. He favored having in -house counsel from Attorney Cherof's firm and asked how the lawyers who litigate for the City are selected and how those fees are handled noting other services are bid to obtain the best possible rates. Commissioner Casello could not recall any real litigation. He suggested adding legal bills to the Consent Agenda. He thought it would be more transparent to, instead of learning the amount spent at the end of the year, they see what was paid throughout the year so Commissioners could ask questions. Ms. LaVerriere thought a monthly report could be prepared which would have about a one -month lag, Anything outside the retainer fee would be included so the Commission would know how much labor, personnel management, forfeitures and a monthly operating report. Attorney Cherof explained the Legal Department submits bills by file, by case and it shows the details of who worked on the case and the amount of time spent on it to a 10 of an hour. The bills are available for viewing by grouping or they can be summarized and the total time spent on the case. The same can be done with the retainer amount as it is tracked the same way. This past month, approximately 575 hours was spent under the retainer. He suggested the Legal Department delineate what amount of time is spent on various departments, labor disputes, Collective Bargaining, arbitrations and litigations. Commissioner Casello commented they attend closed -door sessions and settle a case for $10,000, but it bothers him when they ask about attorney's fees and learn it cost $22,000. He could not recall a trial the City has had during his time as a Commissioner or a time they agreed to move a case forward and take their chances. Attorney Cherof explained the closed -door sessions are an opportunity to discuss the pros and cons of a case before making an offer or respond to an offer to settle. It is done behind closed doors so they would not disclose the details of the case because it would affect the bargaining position of the City. He thought they could do a better job as the case progresses to keep the Commission informed about the risk associated with the cases that are not apparent. Commissioner Casello commented the Commission is swayed by his professional opinion, but did not want the City to be an easy target and he would like those numbers included on the Consent Agenda. Commissioner Casello also inquired how the City used Lyman Reynolds and Mike Burke. Attorney Cherof explained the City was not always self- insured and coverage for claims that require closed -door sessions was provided by a policy under the Florida League of Cities. The two firms were the approved attorneys by the Florida League of Cities and the City had no selection in the process. When the City transferred from 7 Special Meeting Minutes City Commission Boynton Beach, Florida July 18, 2016 buying coverage to being self- insured, Risk Management had decided it was best to leave the cases those individuals had in place. He was comfortable the law firms provided appropriate and competent defense of the claims and additional cases were given to them. Only during the last few years have cases begun to be transitioned to the City Attorney's Office to handle and work to the two law firms has gotten less and less. The Legal Department had hired an attorney that had worked for a defense firm in Miami to provide the expertise and defense of the firms in lieu of those other two. The Department has begun transitioning work to the Legal Department, but that would not be true in every case moving forward. There are certain types of cases that involve multiple defendants. In those instances the City will always look first to the law firms that had represented them in the past. Commissioner Casello asked Ms. Oldbury if she has investigated whether there is a better deal with the City and learned both firms charge a flat rate which was the same. Attorney Cherof explained the City has used additional outside firms aside from Lyman Reynolds. Commissioner Romelus inquired if the City was trying to get an in -house attorney. Mr. Howard clarified Attorney Cherof had spoken about transitioning from outside firms to in- house, which would be him. Jeff Katz, Police Chief explained the Mission of the Police Department is to provide effective, efficient and impartial service; be selfless stewards of the public trust; cultivate problem solving partnerships and be committed to the tenants of civility, accountability and pride. The Department received 63,221 calls for service, and he gave the statistics for citations issued and arrests, noting 95.2% of them were made without use of force. Vice Mayor McCray asked when someone goes to court how much money the City would receive and learned it depended on whether it was civil court or criminal restitution. He commented the City does not have a restitution program in place. If convicted on a traffic citation the City would receive $12.50, earmarked for police automation or a county radio system. In 2015/2016, the Department reorganized and put a captain in charge of Administrative Services, who works with Risk Management to assess why are they getting sued and how personnel are injured. Commissioner Romelus asked why the Department had a 10% increase and learned they expanded patrol staffing by 25 people. Mayor Grant wanted to know how many citations were issued in 2014 and Chief Katz agreed to provide that information. One area needing improvement was the implementation of a personnel wellness program and defensive tactics training and to help keep drivers attention in front of them through Blueprint equipment in the patrol vehicles The Department, in partnership with the CRA implemented the Neighborhood Officer Program. They hold Quarterly Town Hall meetings and appreciate the feedback they receive. They implemented cost savings through efficiencies; they increased their patrol presence and accountability. In the past, officers were assigned to check which 8 Special Meeting Minutes City Commission Boynton Beach, Florida July 18, 2016 officer had which equipment, but it is now automated. They have a Quartermaster locker system and a captain in charge of the budget and are investigating savings through procurement. The budget for fiscal year 2015/2016 was $29.4 million and for 2016/2017 is $30.1 million. Operating costs are about 16% of their budget. Administrative services had a 34.4% decrease because they transferred personal to Road Patrol as part of the reorganization. Support services had a slight increase of 9.2 %, 55% was for salaries, 34% for benefits and 11% for operating costs. This increase was to accommodate the purchase of body cameras to demonstrate the officer acted appropriately. Chief Katz explained there were public record concerns, which was why the Department was not an early adopter of the equipment. There were civil liberty issues and legislation was drafted which will be adopted. Vice Mayor McCray asked how many positions would be lost if the Red Light Camera program was eliminated and learned the program funds three positions. The budget increase would implement body cameras, officer physical exams per the Collective Bargaining Agreement and expedited DNA testing. The City has an agreement with the Boca Raton Police Training Facility with Delray Beach to receive expedite DNA testing. They have instituted a predictive police program as crime is a behavior which is often predictable. The Department is using data to deploy the Police Department to be the most efficient and effective. They will need funding next year- The Department was looking for additional funding for protective gear and active shooter training which is a City -wide initiative. Exercises would be rolled out at City Hall and they would like to offer it at the Mall, and other institutions such as Bethesda Hospital. He felt active shooter situations are a fact of life and citizens should prepare for it and have a plan. Vice Mayor McCray asked if field medical kits were for the heroin overdoses and learned it was not. The kits for overdoses were purchased by the Fire Department. The Police kits were for gunshot wounds. The Department was asking for an increase of $730,000 which was a 2.4% increase which was in -line with the overall City increase. He pointed out 85% of the funds are based on salary, wages and benefits and 15% were operating costs. Vice Mayor McCray asked how much the Department budget was trimmed. He was advised to submit what they wanted and they work through it. The original wish list cost about $1 million. Commissioner Casello asked Ms. LaVerriere to compile figures from other municipalities regarding their Police Department budgets and learned Ms. LaVerriere used Boynton Beach, Delray Beach, Boca Raton, and West Palm Beach regarding the percentage of operations and per capita amounts to review their operations budget compared to their General Fund for both Fire and Police. 9 Special Meeting Minutes City Commission Boynton Beach, Florida July 18, 2016 The Police Department is 38.4% of the General Budget. Boynton Officers are the second or third highest paid officers behind the Sheriff’s Office and Boca Raton. Ms. LaVerriere explained the Police Department takes up the largest part of the budget followed by the Fire Department. Commissioner Casello noted Public Safety is $56,547,980 and Mr. Howard indicated public safety was 67% and on another page indicated it was 72%. Mr. Howard agreed to research the matter. Mayor Grant asked if the City had cost estimates from the Sheriff Office and if they could obtain the police per capita cost. Chief Katz commented the County Police Department budget was half a billion dollars and 50% of citizen taxes go to pay for it. He did not know what the per capita cost would be. He also commented the delivery of police services is not a quantitative experience. One must look at the relationship the Department has with the community and public trust. Mayor Grant commented the Sheriff Department would not be able to determine what programs are appropriate for the City. Mayor Grant understood the cost of one License Plate Reader (LPR) was $25,000 that would be at a fixed location with the cost to be borne by the CRA. Mayor Grant was aware Delray has closed circuit TV and asked if the City would want one in the future. Chief Katz explained they are valuable for intelligence in drug and violent crime areas and worth the money. Mayor Grant inquired if they could increase the millage rate for more cameras and learned, if so, they would have to cut funding for another item or add it to the fund balance. Mobile units were slightly more than fixed units. Mayor Grant hoped for at least two more cameras and commented it is an amazing tool to help solve crime. There have been homicides in the City where they only have a description of the vehicle. There have also been speeding incidents causing fatal accidents. He explained with the technology, they would not have to chase them. Additionally, the Red Light Camera program helps provide intelligence. The City can request footage on a particular period of time as used in a crime. It has been used dozens of times and major crimes were solved because of it. Chief Katz clarified over the last three years, the Department has gone out of their way to establish positive relations with the community. They hold quarterly Town Hall meetings, have a social media presence and last Friday was interviewed on the radio about the value of having good relationships with the public. The Sheriff’s Department is a fine organization, but he would put the Boynton Beach Police Department against the Sheriff’s Department any day. Commissioner Casello thought a study would compare apples-to-apples and justify the Department. Citizen feedback would say the public is pleased. Commissioner Casello wanted the study. Ms. LaVerriere commented they can start a wish list to include the study and readers and add and subtract items. The last study was $60,000 for an operational review. She thought it may be more. Mayor Grant commented if looking to go with the Sheriff, the City does not need to build a new police station. Chief Katz explained Lake Worth contracted with the Sheriff’s Department. They also needed a new station, but were told they needed to supply the 10 Special Meeting Minutes City Commission Boynton Beach, Florida July 18, 2016 infrastructure. The Sheriff would only supply the service unless it is included in the negotiation. Vice Mayor McCray wanted the tag readers on the wish list, but did not want to increase the millage. He wanted staff to know that they are not trying to lose employees by having a feasibility study. They had a study done even before PBSO made a presentation and he asked what happened to that study. Ms. LaVerriere clarified it was a proposal from about 2012. Ms. LaVerriere explained as it related to the savings and what interest the sheriff would have to submit, a consultant would do the financial feasibility study because internal staff does not have the time. Ms. LaVerriere advised she would estimate $60,000 for the LPR and $80,000 on the feasibility study. Commissioner Casello thought the City Commission voted to have a feasibility study during Strategic Planning. Ms. LaVerriere explained it was added as an initiative. Funding would have to be identified, next an RFP drafted and issued. Commissioner Katz did not want to add to the budget, but they added a number of things with cost implications during Strategic Planning. He would probably vote against adding items to the budget. With the items added at Strategic Plan and here, they could add half a million more to the budget. Commissioner Romelus agreed as the City was dipping into its Emergency Reserves and it would tax the budget. Vice Mayor McCray disagreed because when reviewing a budget, the Commission can determine where they can add and cut. Commissioner Katz did not think there was compelling evidence. Commissioner Romelus asked about the three officers manning the Red Light Camera and learned they are not funded in the Public Safety Fund. They are included in the Police Department. Ms. LaVerriere was still looking at reorganizing Code Compliance and they may be incorporated into Code Administration. It was up to the City Commission. Whether or not the City keeps the RLC program, the three positions would be moved elsewhere. Mayor Grant opened Public Comments. David Katz, 67 Midwood Lane, lived in the Meadows for over 12 years. They paid close to $11.5 million in taxes. There is a four -acre parcel designated as parkland which was never developed. He thought instead of looking to spend $80,000 on a study to see if the City should use the Sheriff Department which he opposed, they should take the money and develop a passive park in the Meadows. It would not be a big addition to the budget. Herb Suss, Boynton Beach resident, commented he was a former Auxiliary Police Officer and understood what the Police Department experiences. In light of what 11 Special Meeting Minutes City Commission Boynton Beach, Florida July 18, 2016 occurred in Dallas and Baton Rouge, he looked forward to the City Commission doubling up patrols for the safety of the officers during certain periods of time. Vice Mayor McCray left at 3:52 p.m. He wanted to keep the millage rate at 7.9 or 8.1 as increases do occur. He attended every budget meeting for 15 years. It cost $330,759 for body cameras and it is a must for police and it must stay in the budget. He has been pitching 2.5% increase for the police force, but did not think it was enough. If the City Commission keeps its millage at 7.9 or 8.1 mils, it could be lowered and there is a contingency in the General Fund. The millage rate must stay at a sensible rate because he wants Police Department, the Fire Department and Sanitation to stay in the City. Vice Mayor McCray returned at 3:55 p.m. He explained if the City does not take care of its employees, the City would not attract business or anything and housing is needed. He commented every department is an asset. Mike Fitzpatrick, 175 SW 2nd Street, commented staff did a good job this year with the budget and wanted to speak about Town Square but there were no public comments. He thought City Commissioners should not limit options of future Commissions and commented the unfunded pension liability last year was $10.6 million. Years ago, the problem could have easily been rectified. He thought breaking up continuous land for the Town Square would be a mistake. He understood the use of the P3 process, as the City does not have the use of $10.6 million to pay for capital improvements, and suggested instead of selling the land, the land be leased for 99 years. He also noted Kids Kingdom perfectly complements the Schoolhouse Children's Museum and possible civic activities contemplated for the OHS. He asked if the playground were bulldozed where another playground would go. As far as staff saying it was falling apart, it was not as the concrete castle was designed to survive a Category Five Hurricane. New citizen volunteer groups could rebuild any failing wood portions. He pointed out a total of 1,500 individuals built the playground and it was hard to build a better future by destroying community blocks. Mark Karageorge, 240A Main Boulevard, recommended keeping the millage rate the same. Property values increased three years in a row which should continue. He felt the City did not need the study comparing Boynton Beach with the PBSO as City Public Safety does a fine job. Using the County would ruin relationships, response times and affects lives. He commended the proactive stance the Police Chief has taken. The budget indicates what the priorities are and Public Safety is number one. He would like to see if the consultant for the pension funded in this budget so the City should look at the results and could address reform next year as substantial savings could be made. He commented Code Compliance had nine officers and now has four. They need more and asked how many more officers would be added. 12 Special Meeting Minutes City Commission Boynton Beach, Florida July 18, 2016 Ms. LaVerriere responded there were no new positions proposed in the budget, but as part of the reorganization efforts there is a Code Officer in the Sanitation Division that would be transferred into Code. The two vacancies they currently have would not be filled until after the reorganization is complete. The City was looking at career paths and there may be an outreach coordinator. The CRA also proposed funding an officer to work with the City. Mr. Karageorge commented Code had over 18,000 cases and in the past, they had over 1,000 cases a month. Susan Oyer, 140 SW 27 Way, serves on the Historic Preservation Board and they want a Historic Sign Project. She asked where would it fall under the budget and if it was budgeted. Commissioner Casello pointed out it was on the next City Commission agenda. Ms. LaVerriere explained funds for signs were not included as it would depend on the program. Ms. LaVerriere thought they could work with what they had. Commissioner Casello thought $1,000 would cover the need. Ms. Oyer asked where the median strips and streets fall in the budget and learned it was under Parks and Grounds. She thought the median strips were a mess on Boynton Beach Boulevard and the vegetation in the medians are dead and dying. She spoke with Mr. Livergood and Glenda Hall and a median strip is $18,000. She asked if the plants were receiving water and why they need to be replaced every year. Mr. Livergood explained it is not uncommon to lose 10% of the planting as it is a harsh environment. The City has also had issues with the vendor and the pesticide and herbicides they applied. There was some decay and decline in plant life and he was told the plants would rebound. The medians can be improved and the City has spent a lot of time on medians. Mr. Livergood explained there is money in the budget. Ms. Oyer thought more trees were needed and shade and tree canopies needed improvement. Harry Woodworth, 685 NE 15 Place, explained there were three tax base increases in three years and the millage was 7.9. He commented the City just received 7% and he thought raising the millage made no sense. He commented Code Compliance is badly broken. The center of town is on Boynton Beach Boulevard and Federal Highway and the Royal Palm tree by the drug store was dead. He agreed with the comments about the medians. He thought nothing was more expensive than deferred maintenance and when something breaks, it should be fixed. The playground and Schoolhouse Children's Museum is underestimated. He was aware the playground and Museum attract people from North Palm Beach and 5,000 youth attended the Prince and Princesses Day event. He was unsure why the City was not obtaining competitive costs for the Police Department and agreed pensions need to be fixed. His paycheck is 42% less than what he made for 22 years commenting pension programs implode. The Commission had 12 priorities and they now have 18. He pointed out there was no such thing as a priority list without a budget and the Commission cannot have 18 priorities unless there is funding. He thought it was frustrating to see the priorities and know the funding does not match. 13 Special Meeting Minutes City Commission Boynton Beach, Florida July 18, 2016 Commissioner Katz announced he had no intention of raising taxes and Mayor Grant pointed out some of the initiatives are for the CRA. Jerry Taylor, 1086 SW 26 Avenue, explained contracting the Sheriff was not a new idea. It came up many times over 13 years. Each time, residents overwhelmingly did not want the Police Department dissolved and wanted nothing to do with the PBSO. He commented you get what you pay for and "if it ain't broke, don't fix it." Mayor Grant closed public comments and recessed the meeting for a short break at 4:15 p.m. The meeting was reconvened at 4:21 p.m. Glenn Joseph, Fire Chief, explained the Fire Department budget had a 2.9% increase with 45% of the increase for safety equipment, including personal protection, bunker gear, structural helmets and self- contained breathing apparatus. The breathing apparatus was obtained through a five -year lease /purchase to reduce the impact on the yearly budget. The Department submitted a grant, but has not been able to obtain funding. Other operational items include extricating equipment, thermal image cameras and PPE extractors to decontaminate bunker gear to minimize occupational hazards associated with chemicals. Commissioner Katz asked why the Department keeps missing the grant. Greg Hoggatt, Deputy Chief of Operations, explained they missed it because the City was honest. When they submitted for the Assistance to Firefights' Grants, they are required to list the ages and quantity of Personal Protective Gear and the gear had to meet two National Fire Protection Agency (NFPA) lifecycle changes or be more than 10 years old. Boynton Beach opened new fire stations and rebuilt others. He learned departments that received the grants took the oldest equipment which used false data, which he would not do. This year, the requirements mandate listing the age of the gear. Of 84 self- contained breathing apparatus in the City, 58 are over the 10 -year mark so they do not qualify for the whole amount and Boynton Beach is viewed as having some good ones and some old ones. Departments that have totally outdated equipment are ranked higher than Boynton Beach. Last year, the Department could no longer wait and had to start looking at replacement and that was why they went to a lease purchase option. Commissioner Katz and Commissioner Romelus appreciated Mr. Hoggatt's integrity. Commissioner Casello asked if the Boynton Beach Fire Department adheres to NFPA standards and learned all regulations are followed. Minimum manning on a fire truck, using NFPA 17.10, Standard for Response Capabilities, is set for a certain amount of effective firefighting force on the scene within the first eight minutes, with the balance of firefighters within the next 10 minutes. The City meets the provision for structural fires by sending at least, two ladder companies or suppression units, two rescue companies, special operations and a battalion chief. They meet the response time 90% of the time within the first eight minutes. On a true 14 Special Meeting Minutes City Commission Boynton Beach, Florida July 18, 2016 working fire, the balance of the alarm follows in 10 minutes. Staffing is not specifically addressed in NFPA 17.10. It only gives guidance on personnel on a scene within a time frame. The City dispatches to get people to the scene, they arrive on the scene and work within that period. Dispatch procedures are broken into three categories: BLS, ALS and CLS which is basic, advanced, and conditional life support. When the Fire Department submitted the budget, 15 positions were identified to address staffing from Station 1, the Task Force, Special Operations and EMS captains. Commissioner Casello did not see any new hires in the Fire Department and learned Ms. LaVerriere cut them. He thought it was important to have the proper number of firefighters on the truck and thought three fire trucks on a code was excessive. Commissioner Casello suggested they get extra bodies in Station 1. They may not have money in the budget for additional personnel, but thought overtime may help to send one truck out when needed. It may be cheaper and help with the pension issues. He thought they should have the minimum manning on a truck and not send two trucks that only need one piece of apparatus. He understood the City will sign a 12 -year agreement with Briny Breezes noting Station 1 services them. They will have increased calls. He also did not see any exit clauses in the agreement and learned it had a 90 -day clause. He thought he and Chief Joseph should meet as it is a life /safety issue. Chief Joseph agreed and commented if they had the resources, they would hire the personnel. Commissioner Casello noted the Police Department has $1 million in overtime costs and thought Chief Joseph should review the issue. Ms. LaVerriere asked if the Department had been in any unsafe conditions and learned they work with the resources they are given and have the backup personnel. Commissioner Casello wanted to be proactive. Chief Joseph explained if given the directive, he would work with the City Manager. Commissioner Casello thought they are taking chances by sending extra apparatus out because the Department does not have the right manpower. Ms. LaVerriere asked if she should add it to the wish list and Commissioner Casello explained it was not a wish list. It was public safety and it was not a safe situation. Mayor Grant explained you cannot do that unilaterally and the City Commission would have to ask the Fire Chief to speak with the City Manager. Commissioner Katz commented if it was an unsafe condition, it elevates to a higher priority. If understaffed at a current Fire Station, he thought this should be added to the potential list as it jumps ahead of everything else. Commissioner Romelus agreed and there was consensus the Chief would meet with Ms. LaVerriere and she explained she would bring the increase to the budget to fund the positions to the second budget hearing. Chief Joseph reviewed the number of full -time positions that were needed. The total was nine individuals to have coverage to equal the other fire stations. The cost averages about $100,000 per person including benefits, training, and some promotions. It averages about 100,000 per person. Mayor Grant asked if something could be done seasonally or it had to be staff year round. Mr. Hoggatt explained that was up to the City 15 Special Meeting Minutes City Commission Boynton Beach, Florida July 18, 2016 Commission. Ms. LaVerriere advised this is $400,000 to $500,000 for six firefighters per full-year and they could work out overtime for the Kelly days. Mayor Grant asked if the City was using the internet with dispatch and if the E-911 addresses were entered into the system based on GPS and learned they were. Deputy Chief Hoggatt responded they found a cheaper system, that was more efficient to use and had hardware that was a fraction of the cost of what the Department was currently using. He attended a demonstration showing the enhancements. The hardware could receive the CAD information almost immediately. They use it for mapping and advanced vehicle location tracking to show them where to go and where the other vehicles are so as they approach the intersections, the two vehicles would not meet at the same time. The hardware also provides the routing. Deputy Chief Hoggatt explained red lights are controlled by the County and the City does not have traffic preemption devices, which could improve response times. The County has proprietary computer programs for those matters. The emergency light on st NE 1 and Boynton Beach Boulevard is manually activated as they leave the house as is the one on South Federal Highway. The Department has received emails from concerned citizens. Commissioner Casello noted last year two fire stations closed due to mold. He asked if there is a program to address it and learned there was. Personnel are walking and inspecting the stations monthly and working with Public Works. They developed a Standard Operating Guide. Public works initiated deep cleaning with an outside company twice a year. Chief Joseph just hired a new safety and training officer to address issues around the station that could be harmful to firefighters and the public. Ms. LaVerriere explained there is an increased line item in the Public Works budget dedicated for deep cleaning and janitorial services for fire stations. Vice Mayor McCray asked why Deputy Chief Hoggatt waits a whole year before he goes out and inspects the stations. Chief Joseph responded it was the new Training and Safety Officer’s primary responsibility and a safety committee would be established that would meet at least quarterly. Station captains and battalion chiefs handle monthly issues and inspections. Commissioner Romelus asked if, in addition to providing figures for additional personnel, they would review part time options. Chief Joseph responded they would look at the options with Ms. LaVerriere. Overtime or a full-time person would be used. Commissioner Romelus received confirmation the agreement for Fire Service with Briny Breezes was a continuation. Ms. LaVerriere commented Briny Breezes is asking for police services which they used to provide. Andrew Mack, Development Director/City Engineer, explained Development consists of Planning and Zoning, which guides physical development of the City and oversees the Land Development Regulations (LDRs), coordinates the review process, administers 16 Special Meeting Minutes City Commission Boynton Beach, Florida July 18, 2016 the Historic Preservation Program, and acts as Liaison to the Historic Preservation Board, and oversee the Comprehensive Plan. Building handles plan review, inspection and construction permitting; coordinates and reviews the entire construction process, including Planning and Zoning, the Fire Department and other departments such as Utilities to ensure compliance with all building codes; and oversees damage assessments during emergencies. Community Improvement administers the Community Development Block Grant and the State Housing Initiative Program, provides support services to various neighborhoods and groups, coordinate housing assistance programs to low and moderate income residents, provides housing and rehabilitation services to residents and offer funding to first time homebuyers looking to purchase in the City, Vice Mayor McCray asked about how SHIP is funded and learned the program is funded on real estate taxes which are allocated. This fiscal year the Department collected $2,225,000 in building fees. Planning and Zoning collected $73,081. Business Tax Receipt and Certificate of Use fees were $1,607,857. The Department issued 6,493 permits and conducted 16,865 inspections, reviewed 11,386 plan reviews; 6,418 Planning and Zoning applications, and issued 9,200 Business Tax Receipts, 2,500 Certificates of Use, and handled 27,074 phone calls and issued 1,540 Public Records Requests and serviced 20,868 walk -in customers. Mr. Mack agreed to provide last year's figures. The phone calls were to the Main Answering Point. A summary of expenditures reflected the Development Administrative original budget was $1,195,531 which was reduced to $1,149,029, after meeting with the City Manager. The Building Department requested $1,238,133 and was then cut to $1,205,088. The Planning and Zoning Department requested $800,422 which was reduced to $733,234. Community Improvement submitted a budget for $234,254 which was unchanged. Development Administration had a 14.8% increase of $148,000; Building increased .7% compared to last year, which had a net increase of $8,893. Planning and Zoning had a 1.3% decrease of $9,338 and Community Improvement had a 16% decrease of $44,953. The Development Administration budget increased due to personnel costs through a reorganization and credit card fees. The Building Department budget increase was tied to personnel costs and the Planning and Zoning and Community Improvement budget decreased due to personnel costs. Changes in the Department occurred as there was a cost to outsource Business Tax Receipt and Certificate of Use notices. The Imaging Technician position was 50% funded with Utilities and was now funded 100% by the Department. They added a career path from Application Technician to an Application Specialist and the Development Director had a conversion from a take home car to a car allowance, which added a cost as did the addition of a Business Compliance Officer. Credit card fees were consolidated from three divisions to one in Development Services and the increase was commensurate with the actual cost that occurred. 17 Special Meeting Minutes City Commission Boynton Beach, Florida July 18, 2016 Commissioner Casello asked if credit card fees were negotiable. Mr. Howard explained the fees are already negotiated based on the State of Florida and Boca Raton contract. When the user pays the fees, they pay that fee upcharge, which was being reviewed. Vice Mayor McCray thought in reference to the take -home vehicles compared to the car allowance, City -wide it might be cheaper. The Building Official position had been funded 50% from Public Works /Engineering which would cease in the new budget. The cost for a car allowance, cell phone, printing costs for the National Flood Insurance Program and Community Rating System were included. There were two new vehicles purchases, a fund transfer for future replacement costs and there was a reduction in pension changes due to employee status changes. New initiatives included the BTR increase, compliance, COU implementation and expansion, BTR and COU Ordinance review and process improvements, continuation of the CRA Redevelopment Plan implementation, a Workforce Housing Ordinance review, Recovery Home licensing and renovation review, the Complete Street, Model Block, Cottage and Town Square developments. Mayor Grant asked when BTRs are mailed out and learned they were at the end of July /early August, good from October 1, 2016 through September 30 The Certificate of Use is issued at the same time as the BTR. Commissioner Casello asked if the City was increasing its Business Tax Receipt fee. Staff recommended a 5% increase and it was approved and would be finalized on second reading at the next City Commission meeting. Commissioner Casello queried with development occurring in Boynton Beach, if the West Wing was operating efficiently and if customers were receiving timely service. He had heard it takes three weeks for someone to get an air conditioning permit. Mr. Mack responded the Department could always do better. There are five intake staff and a supervisor. The Department hired two new intake personnel so the Department should be back up to full staff. As for plan review, a portion of the work is outsourced as it is difficult to hire in those positions due to competition with private companies. Commissioner Casello asked if outsourced, if it comes back timely and learned when the Department outsources, they outsource a person to come to the office and conduct the plan review in the office. Mayor Grant asked if the Department was fully electronic for all the forms. Mr. Mack responded currently, they do not have any electronics at all. It was put in the budget in prior years and in the CIP and there are costs. Mr. Groff is working on an initiative to piggyback some of their operations. They were hoping to have an electronic process for the Business Tax Receipt review, especially for home -based businesses. Vice Mayor McCray inquired about speed bumps. He noted Ft. Lauderdale has speed bumps that gradually go up and asked about the difference. Mr. Livergood explained speed bumps are very pronounced and speed humps or speed tables are more gradual and are allowed per Code for streets. Chief Joseph explained they discouraged speed 18 Special Meeting Minutes City Commission Boynton Beach, Florida July 18, 2016 bumps. The equipment is a lot heavier and it adds seconds to a minute to emergency response time. Jeff Livergood, Public Works Director explained Public Works is comprised of Engineering, Administration, Facilities Management, Fleet Maintenance, Parks and Grounds, Solid Waste and Street Maintenance. The Department gauges its success based on the squad cars, heavy equipment or ambulances on the road. They gauge medians by a wow factor or a "yuck" factor. Mr. Livergood noted Commissioner Casello had commented favorably on the condition of Intracoastal Park on the 4 of July. The Department wants to keep municipal buildings open, do not want mold and want the air conditioning usable. Roadways need to be safely maintained, without potholes and be well- marked. They upgraded their markings to Therma - plastic and spend a lot of time ensuring signage is in conformance with Manual of Uniform Traffic Device Standards. They make sure rights -of -way are well maintained and functioning. Vice Mayor McCray noted the wall by Public Works was painted which created a wow. Public Works is measured with internal numerical statistics and how other departments indicate they are doing. They try to be on time with refuse pickup. The Street Department budget is $1.1 million and of that, $605,000 goes to FPL for street lighting. The street department makes minor repairs to sidewalks and streets and pressure wash throughout the community. Sidewalk replacement is not in the program, but is in the Capital Program. When there is an area that fails and they have to repair it the next day, they fix it in- house. There was no significant change in Engineering other than Mr. Mack's position being fully funded. Parks and Grounds will have an irrigation maintenance specialist and irrigation repairs were included with contractual median repairs. Mr. Livergood realized when contract irrigation repairs were made, a different contractor employee arrives each time, but they do not know the median or where the controllers are. It was better to have all irrigation work handled in house. They reduced funds from the Contractual Account, but added funds for inflation. Solid Waste is an Enterprise Fund. It is a $10.6 million program that has 38.5 employees. They originally had 60 employees. This year, they transferred $4 million to the General Fund, but it would not occur again. The Department budget will need to increase because they need to add staff. With the personnel Toss over the years, they do not have staff to backfill when employees are on vacation. The current budget proposed to add four drivers to address employee absences and vacancies, and they will reconfigure two crew workers and require they obtain a license so they can be truck operators and serve a dual function. The goal is for all employees to be more versatile. Staff will purchase new equipment next year and would try to confirm where the purchase would come from in the budget as the Department had breakdowns. When 19 Special Meeting Minutes City Commission Boynton Beach, Florida July 18, 2016 the downturn in the economy occurred, Departments with fleets pay an annual dollar amount to pre -fund their equipment for what they need and then purchase the equipment. The City pays for the equipment upfront on an annual basis. The cost of the equipment determines the annual contribution. Staff had changed the contribution rate and extended the life of that equipment in 2008. Staff was starting to move that equipment life from seven years to four, five and six years so there will be no downed equipment. Mr. Livergood praised his staff for doing an outstanding job and caring about the community. Public Works is a maintenance operation. Engineering conducts a lot of development review and traffic engineering. Staff maintain according to a standard from the City Commission or from what they can afford. Commissioner Katz asked about street maintenance. Mr. Livergood explained the City has not had a street maintenance program for the last six years. A project manager will prioritize and review. Staff projects streets out for 15 years and the Utilities Department, by replacing /upgrading water lines, paved a lot of streets, which helped immensely. Vice Mayor McCray asked about milling pavements and Mr. Livergood advised it was not his preference. Proposed changes included transitioning to an entirely contractual HVAC service and some positions were changed from HVAC mechanics to basic mechanics. This was in response to what occurred with the Fire Stations. Mr. Livergood believed having a contractual service would provide for more accountability, routing operations for inspections and maintenance of the air conditioning systems. The City is looking to establish Automatic Vehicle Location services in Solid Waste which will allow for better truck schedules for routing and it will also indicate where the truck was during the day, at what time, and the route they took. It will indicate where there are equipment problems through this communication. Commissioner Casello asked if the Department had a problem locating their trucks and learned they did not, but the truck drivers are human and sometimes can miss a street. The AVL would help alleviate this and ensure they are using the most efficient route. The AVLs will be able to communicate truck locations and diagnostics. From a Code Compliance perspective, Solid Waste equipment is down every street more than any other department in the City. Vice Mayor McCray saw two roll -offs on Boynton Beach Boulevard on his way to the Marina. Commissioner Casello asked if there are specialists that look at different City vehicles such as fire trucks. Mr. Livergood explained they have mechanics with the basic understanding of the cab and chassis of all their equipment. Anything beyond that is special equipment. There are different types of vehicles and staff knows their limitations. Vehicles needing service beyond basic mechanics are sent out, especially if the vehicle can impair the safety of employees or the public. He noted the City does not make any transmission repairs or have the shop space for those types of repairs. Mr. Livergood explained there are a lot of needs in the community, and until the Department's work starts affecting the Fire Department's ability to respond, he did not think the Public Works Department's needs would be a priority. He commented the City 20 Special Meeting Minutes City Commission Boynton Beach, Florida July 18, 2016 was adding a mechanic to Fleet Maintenance to accommodate growth, particularly from the Police Department in the last several years. Mr. Livergood explained the Department would be reorganized. He and Mr. Groff are looking at pending retirements in a few years and how to transition so institutional knowledge would be retained. Commissioner Casello praised all the departments he has associated with as issues had been addressed in a timely, professional manner. He commended the Department. Mr. Livergood pointed out with Parks and Grounds, they re- platted the cemetery. Mayor Grant asked if there was a way to get more businesses or industry to recycle. Mr. Livergood explained they could get cardboard recycling dumpsters and roll out carts for two types of recyclable products. Last year, the Department added a Customer Service Representative for commercial accounts, which was paying dividends. They need to expand residential recycling and have worked with the Solid Waste Authority. Mr. Livergood explained they have taken the program to the schools. Mr. Groff explained Boynton Beach has one of the best recycling programs in the County. They also distribute an annual brochure. Wally Majors, Director, Recreation and Parks, explained the Department consists of seven community centers, a pool, tennis facility and Oceanfront Park. The City has 28 developed parks and eight undeveloped parks. There is about 75 acres of conservation land and the Department consists of 26 full -time staff, 25 part-time and seasonal staff and their programs involve a broad range of ages including several events during the year. This year, the Department is again nationally accredited which will be announced in October. The Department updated the.Strategic Plan and System Master Plan last year. The System Master Plan was approved via resolution which encompassed all the facilities, parks and the way the Department operates. They are moving forward with the Florida Recreation Department Assistance Program (FRDAP) and Recreational Trails Grants Play Outdoors Unplugged series. The FRDAP grant will be used for the playground at Barrier Free Park and would likely purchase the last piece of equipment to be installed there. The Recreational Trails Grant is for the non - motorized floating dock that is handicapped accessible by Intracoastal Park Clubhouse. It is a popular activity that arose through the City's Strategic Plan a few years ago. The equipment would enable those with limited abilities, are wheelchair bound or on crutches to go out on a paddle board or a canoe. The City wanted to ensure there were activities for families to get involved with and nearly all are free. They stay active and promote fitness. The budget had a decrease of .9% this year. The Department is offering new programs such as the big belly self- compacting trashcans at Oceanfront Park by the snack bar. With a lot of food and people, there are a lot of critters and staff cannot keep up with 21 Special Meeting Minutes City Commission Boynton Beach, Florida July 18, 2016 emptying the numerous trash cans. Delray Beach has the trash cans, which prevent critters from going into the garbage and spilling the trash all over. Mr. Majors explained the Department is changing the way they rent pavilions because staff cannot guarantee it will be clean when used. They are bringing in a part-time employee on weekends and holidays to ensure they will be clean when next renter arrives. The Department was reclassifying a staff member to handle individuals who need accommodation with limited abilities. This summer, there are five or six special needs children, and one to the level that requires a shadow staff which is a one -on -one interaction so they can enjoy City programs with no limitations affecting their ability to participate. Vice Mayor McCray asked how long a pavilion could be rented and learned currently, they are rented on a daily basis. If the budget is approved, staff will consider renting the pavilion on a morning or afternoon basis or hourly. They will study the process and continue to organize events on a regular basis. This year, the Department will meet with the CRA and Chamber to ensure the events are complementary to events they hold. The City events are 4 of July, the Holiday Parade, and also the family events such as the Egg - Stravaganza. He noted they do not have enough room at parks to accommodate larger events. The Family Fun Fest gets families out and keeps them coming back. Commissioner Casello commented the Easter Egg Hunt is huge and learned they have to move it out of the park as there are too many children. Mr. Majors commented he and Mr. Groff are reviewing the parking meters for Ocean and Oyer Parks which are the two parks the City collects fees. The meters would be a safer collection method than collecting cash. The Department is discussing the golf course and was contemplating having family activities at the Golf Course and a concert on the Green. The Department was trying to generate interest at the golf course and would make changes by having an employee in -house to look at individuals who want to be included in a program, but have special needs to determine what accommodations may be needed. Currently, the City does not have those resources and the Department has to find a way to include them. Vice Mayor McCray suggested having youth involved at the golf course. Commissioner Romelus left at 5:36 p. m. Mr. Majors commented there are opportunities for youth to learn golf, and learn golf as a potential job. Commissioner Casello asked if the City was considering incorporating the golf course under Recreation and Parks and learned the City was. The Golf Course will still remain an enterprise account, but combining the two would be even better. Mr. Majors sought to make the golf course as fun as possible and the goal is to work closer together so they could bring summer camps and youth programs to the Golf Course to give it exposure and so people will play golf. 22 Special Meeting Minutes City Commission Boynton Beach, Florida July 18, 2016 Mayor Grant asked what could be done with undeveloped parks in the future and if the City could have a private /public partnership. Mr. Majors explained the City always wants to identify opportunities for growth. The System Master Plan indicates the Department must focus on maintaining what it has and they will take advantage of opportunities to grant partnerships in the future. The playground at Barrier Free Park used funding from Florida and was an example of enhancing existing facilities. Considering the City is already challenged to maintain what they have, the City will maintain its amenities as best as they can and improve opportunities for partnerships as soon as possible. Commissioner Casello learned City parks are developed in a manner that is determined to be appropriate through the planning process. The Department would first have to obtain feedback from the people that live around the area and go from there. This is done through the Recreation and Parks Advisory Board and by hosting public workshops. Mayor Grant asked if all of the City's parks were named and learned the developed parks were. He asked if the City could gain leverage if a donation is made, a park could be named after someone and learned it was already in the Ordinance. Ms. LaVerriere explained the City Commission would continue budget discussions at 10 a.m. the next day covering the Utilities Fund, Operating and Capital Funds. Other funds will be discussed such as the Golf Course and they will discuss a Capital Program. They will take public comments; discuss the Fire Assessment Rate and the Resolution and tentative millage. Motion Vice Mayor McCray moved to adjourn. Commissioner Casello seconded the motion. Vote The motion unanimously passed. The meeting was adjourned at 5:42 p.m. (Continued on next page) 23 Special Meeting Minutes City Commission Boynton Beach, Florida July 18, 2016 CITY OF B riY7 BEA Mayor - S - en B. 1a ic- ' -' ) - ack McC„Ol Col. fission - - J Ar mmissio -r - Christina Romelus 11 C. missioner - Joe Casello ATTEST • J f ith A. Pyle, CMC nterim City Clerk Of j4= i to Catherine Cherry Minutes Specialist 24 4111110 .00 4444,‘,,,,>/:/- , • ,-.7 7 0 41111010"11100° N /' 0 ti 41\44%' 1k: \ l , ... 41\ VP**II. iNe 410141( 4 ' I I Ilk Nib 11101‘. . . li- \\IS% ;I\ ,- . . ty - - i Ir \ ti l .r .."::...4-- ..........IMP''il ivit leZillillik: \ , ---z.. ,. - N " �� troy _ \.4k •.,.\ likbh* . att 1 • T DEVELOPMENT DEPARTMENT Budget Fiscal Year 16/17 fppt.com The Development Department consists of four (4) divisions: Planning & Zoning, Building, Community Improvement, and Development Services. Planning and Zoning • Guides the physical development of the city and administers the Land 1\qr,\-- Development Regulations. • Coordinates review and approval process for all development projects. • Administers the City's Historic Preservation Program and acts as a liaison to the Historic Preservation Board. %, - k 0 • Oversees the City's Comprehensive Plan as mandated by the State of Florida. • Acts as a liaison to the Planning and Development Board and City Commission for all land development related activity. i Building Division 0,.1` ,./;/ • Provides plan review, inspections and construction permitting to ensure the 4'isafety of the buildings and infrastructure. : `,0 .4 • Coordinates review and approval process for construction permit activities. '"-I4' • Ensures compliance with the Florida Building Code, City Code of Ordinances, 7 . / Florida State Statues and other related codes. 4 f iV":' ��'�. • Oversees City's damage assessment services during time of emergency i - /,,,, ./.; 1 ;;rE4. fppt.com FY 2016/2017 Budget Workshop Agenda July 18 -20, 2016 Welcome: Budget Overview: • Revenue & Expenses • Property Millage Rate • Fire Assessment Rate General Fund: • Administrative Departments • Police Department • Fire Department • Development • Public Works • Recreation Utility Fund: • Operating • Capital Other Funds: • Golf Course • Solid Waste • Fleet • Risk • Other General Capital Public Comments Adoption of Proposed Millage Rate Resolution Adoption of Preliminary Fire Assessment Rate Resolution Note: Workshops are scheduled for three days: Monday, 7/18/16 beginning at 2:00 p.m. Tuesday, 7/19/16 beginning at 10:00 a.m. Wednesday, 7/20/16 beginning at 2:00 p.m. The meeting end times will be at the discretion of the City Commission