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Minutes 09-14-00 (2) MZNUTES OF THE AGENDA PREVIEW CONFERENCE HELD ZN CONFERENCE ROOM "B"~ CI'TY HALL, BOYNTON BEACH, FLORIDA ON THURSDAY, SEPTEMBER 14, 2000 AT 5:00 P.M. PRESENT Gerald Broening, Mayor Ronald Weiland, Vice Mayor William Sherman, Mayor Pro Tem Bruce Black, Commissioner Wilfred Hawkins, Assistant to the City Manager James Cherof, City Attorney Sue Kruse, City Clerk Call to Order In the absence of City Manager Bressner, Wilfred Hawkins, Assistant to the City Manager, began the agenda review at 5:05 p.m. IV-B.7. Approve the attached bid recommendation as award of the Property and Casualty Insurance Program for Fiscal Year/Policy Year 2000-2001 Chuck Magazine, Risk Manager, said this item covers the City's Property and Casualty Insurance Program renewal for the upcoming year. The last time this item was bid was two years ago and we secured a two-year policy from the Florida League. We have now increased our limits from $1 million to $5 million. In the last few months, the insurance companies have hardened their stand particularly on liability and Workers Compensation. When we received the estimates from the Florida League this year, we were looking at a 50% increase over the previous year. Therefore, the item was bid. The list of seven companies that submitted bids was reduced to three that are the League (FMIT-Florida Municipal Insurance Trust), Arthur .1. Gallagher & Company and Risk Management Associates (RNA). The League came in with a 50% increase. Gallagher did not provide a complete bid because they could not cover our property. They provided only a $5 million limit on property when we have $90 million in property. Risk Management Associates provided a full package at $455,000. Risk Management Associates provided the Iow bid. However, Gallagher included a combined program including liability and Workers Compensation that would give us a three-year guaranteed program. Tn reviewing the total numbers, by combining the Gallagher liability and Workers Comp and going with the League on the proPerty coverage, it amounts to more than the RNA proposal. However, Mr. Magazine talked with RMA to determine whether it was possible for them to provide a multi-year deal They responded negatively. He also asked them if they would divide their program and they responded negatively. When he approached Gallagher and the League, they were amenable. During negotiations with the League, they reconsidered some of their numbers and the end result is the recommendation to go with Gallagher for liability and Workers Compensation on the three-year program and with the League for auto liability/physical damage, property, and boiler and machinery coverage which is a one-year program. The City's property was assessed this year at $90 million. That resulted in a large increase in our property premiums. Further increases are not anticipated over the next few years unless we construct new buildings. This recommendation would cost $35,000 more than RlVlA's bid, but by capping the Workers Compensation and liability premiums over a three-year period, we will more than make up for that increased cost over the long haul. Mr. Hawkins reminded the Commissioners that it is important to consider this insurance issue when we move forward with the Capital Improvement Program. MEETING MZNUTES AGENDA PREVIEW CONFERENCE BOYNTON BEACH, FLOI~DA SEPTEMBER 14, 2000 IV-D.5. Quantum Lot SOB (Gale Industries) - Lot 50B Quantum Park PID - Request for new site plan approval to construct a 14,810 square foot commercial/industrial warehouse located on 4.2S acres The Planning & Development Board has recommended that this item be postponed until their next meeting on September 26~h to allow time for the Quantum Park Architectural Review Committee to conclude its review of the property. V-A. Review and approve proposed advertisement in special insert on Forbes Maqazine showcasing the "Internet Coast" Hr. Hawkins advised that the cost to the CJty~ with recognition as a 501(c)3 nonprofit organization, for this item is $14,000 for a 1/3 page ad in the special section. The Chamber's cooperation would reduce the City's contribution since we are not a 501 (c)3 organization. Mr. Hawkins advised that we could accomplish this by updating the Economic Development brochure and we will develop a CD-ROM in the future. Mr. Wayne Segal added that we are in the process of updating the City's entire website. We would be able to post this advertisement on the website. Tf the Chamber cooperates with us, the City has $17,541 available in the Community Promotions/Marketing budget as well as funds in contingency. Commissioner Black said his understanding of cooperation from the Chamber was for the City to be able to use their tax-exempt status. There is no commitment of dollars. The use of that tax-exempt status will permit us to pay $14,000 for the ad instead of $28,000. Vice Mayor Weiland pointed out that Motorola is not interested in the venture. He feels $14,000 is a great deal of money for a 1/3-page ad. Vice Mayor Weiland requested that information be provided to the Commission with respect to other municipalities that are participating in the program. VIX-B. Project: Agent: Owner: Location: Description: Daise Temple Church of God in Christ Daise Temple Church of God in Christ .lames Gibbon/Bernett Bell/Anderson Lindsey Alley on east side of 340 NE 12th Avenue Request for abandonment of a 90' segment of right-of-way for NE 3rd Street, lying south of NE 12th Avenue The Planning & Development Board unanimously recommended denial of this request and that denial was in agreement with staff's recommendation. The Planning & Development Board further recommended that the applicant's fee be refunded due to the reasons being beyond the control of the Church. VIII-A. Agreement between Palm Beach County, the City of Boynton Beach and the Boynton Cultural Centre, ThC. for purchase and construction of the 1913 Children's Museum Tnteractive Ecosystem Indoor Exhibit (October 4, 2000) Virginia Farace, Library Director, was hopeful that this item would have been ready for this agenda. However, it is caught in a legal loop. Assistant City Attorney Tgwe recommended minor changes that MEETt'NG MI'NUTES AGENDA PREVIEW CONFERENCE BOYNTON BEACH, FLOR[DA SEPTEMBER 14, 2000 would require the documents to go back through Palm Beach County. Ms. Farace would like City Attorney Cherof to review the changes to determine whether or not they are necessary. VIII-D. Review of Proposed Traffic-calming Device Procedure (October 4, 2000) Vice Mayor Weiland urged staff to stay on top of this issue. Commissioner Black said he received mail this week regarding a seminar to be held in Fort Lauderdale that will deal with traffic calming. VIII-H. Review policy for cemetery late arrival fee and space requirements pending review by Cemetery Board and funeral business (November 7, 2000) Commissioner Black requested a status report on this issue following Tuesday night's Cemetery Board meeting. City Clerk Sue Kruse reported that the letter she worked on with the City Manager contained a paragraph requesting the funeral directors to attend the next meeting to see if they would absorb the cost rather than pass it onto the families. The Cemetery Board decided that they did not want "to stir the pot" and decided to eliminate that second paragraph. The letter would go to the funeral directors thanking them for their cooperation with no mention of the fee. It was their feeling that the Resolution is on the books in the event it is needed. When Ms. Kruse discussed this situation with City Manager Bressner, he felt it would be necessary to discuss this issue further with the board members. Ms. Kruse confirmed for Vice Mayor Weiland that Hack McCray made the motion to eliminate the paragraph and the board unanimously approved that motion. Cemetery Board Vice Chairman David Nyquist polled the members of the board that represent the funeral industry regarding absorbing the fee or passing it onto the families. Three of the four representatives said they would absorb the cost. However, Ods Walker said the fee would be passed onto the families. Mr. Walker works for a funeral home that was one of the biggest offenders. Commissioner Black said it was Mr. McCray and the Cemetery Board that came up with this idea from the start, it is obvious the board does not want to have anything to do with this issue now. Tf the board cannot make a decision, this item should be addressed and resolved by the Commission. XI-B.1. Proposed Ordinance No. 000- Re: Creating a definition for wall murals, and establishing a process and guidelines by which to review future wall murals Mr. Hawkins said staff is recommending that this Ordinance be approved on first reading as is pending legal review. Ms. Byrne said there was considerable discussion by the Planning & Development Board on this item, but they passed it as a courtesy item. Hr. Rumpf has sent their concerns on to the Legal Department for clarification. Staff recommends approval on first reading and any necessary minor changes could be adopted on second reading. MEE1/NG MZNUTES AGENDA PREVIEW CONFERENCE BOYNTON BEACH, FLORIDA SEPTEMBER 14, 2000 Dale Sugerman, Assistant City Manager, advised that staff is working on a pilot project in the 500 and 600 Blocks of Ocean Avenue that would create a mural district. There would be a series of themes in that area. Proposed Ordinance No. O00- Re: Amending Section 18-167 of the City Code, providing for disability retirement benefits; amending Section 18-168 of the City Code providing average final compensation defined Attorney Cherof announced that this item must be approved before the end of September or the tax premium money payment from the State that is due at the end of the month could be delayed or lost. On Tuesday night, a separate motion to treat this as an emergency adoption would be brought forth to allow the Commission to do first and second readings at the same time. Proposed Ordinance No. O00- Re: Amending Chapter 2 of the Land Development Regulations, Section 7, Planned :[ndustrial Development Districts, to allow mixed use pods of commercial, retail, multi-family residential and office/professional use in Planned Tndustrial Development Districts, providing for design guidelines, providing submission requirements, providing procedures for review Attorney Cherof reported that this Ordinance is driven by the concept that was conceptually approved by the Commission for Quantum Park. The PID Land Development Regulations currently provide no guidelines for residential uses within a PTD. The option was to go through a process of preparing guidelines or to cross-reference and adopt the guidelines that already exist for PUDs. This Ordinance puts those guidelines in place so that if an application for site plan was submitted, there would be standards on the books that could be applied to it. Understanding that the Commission would want to know what would be in the pods and how they would look, this Ordinance creates a hybrid-type of design review by staff called the master plan review. However, it contains many of the elements of a site plan review. When it gets to the Commission for approval, the Commission would approve a master plan that contains very specific detail. The purpose of this process is to allow the project to move forward with specific site plan approval at an administrative level and not have to go back to the Commission for each component of the pod. However, if the proposals that come in on the site plan level deviate from the approved master plan, they would have to go back before the Commission. This Ordinance also contains a provision for appeal of a decision of the administrative staff either by the properb/owner or by any affected party. That appeal would go back before the Commission. This Ordinance should expedite the development process for pods within PI:Ds. Vice Mayor Weiland urged the Commissioners to look long and hard at this before a decision is made. Attorney Cherof requested that the Commissioners review the bottom of the second page of the Ordinance that deals with the residential component. Staff felt that if there would be a residential component, only a percentage of that residential should be rental property. The remainder of the properb/should be fee-simple ownership property. The Commission would need to include a number between 1 and 100. MEE'r~NG M~:NUTES AGENDA PREVI'EW CONFERENCE BOYNTON BEACH, FLORZDA SEPTEMBER 14, 2000 Mayor Broening felt this was a very difficult decision to make and believed the answer would come from a detailed master plan, Although the Commission has an idea with respect to what the desirable mix should be between rental and owner property, it is not easy to set up an arbitrary number. Mr. Sugerman said that number might be based upon the Commission's desire to have certain types of new development construction taking place in the City. If the Commission is not opposed to all rental units, then the number should be 100%. Attorney Cherof advised that the Ordinance could be amended to defer the issue until the Commission considers the master plan. The issue of residential rental versus ownership would be moved into the conditions for reviewing the master plan. Mr. Hawkins explained that this entire issue has to do with how the City views potential rental versus ownership in that type of development. This provides the opportunity to address that issue from an Ordinance standpoint. Mr. Hawkins feels that from a housing stock standpoint, the City must be concerned about this issue. Mr. Sugerman said the Commission may want to make a statement of what the percentage is in the PID section of the Code with a conditional use approval for a modification to that percentage on a master plan-by-master plan basis. Proposed Ordinance No. O00- Re-' Authorizing the issuance of Notices of Intent by the Commission to study and possibly change Land Development Regulations. On issuance of a Notice of Intent, applications for development permits inconsistent with the change under study will not be accepted. Attorney Cherof advised that because things happen in the community that are not always addressed specifically in the Comp Plan or in the Evaluation Report, there is a need to look at the way development is going in a specific area of the City. This Ordinance outlines a process to do that while balancing the Commission's need to do it, the community's need to do it and the rights and interests of the property owners to develop their property the way the Code currently says it can be done. Attorney Cherof explained if the City was studying a plan to allow only barrel-tile roofs in the Central Business District, by issuing a Notice of Intent, no one could make application for a new roof unless it is a barrel-tile roof, during that City study period. That study time period and the time it takes to return to the Commission for review should not exceed six months. This is a temporary device that allows Planning staff, the Commission and the community an opportunity to look at a specific issue. This is a "time-out" in the development process. The Notice of Intent fixes the study time period. Attorney Cherof advised that when the Ordinance is adopted on second reading, on that same agenda there could be the Commission's first Notice of Tntent. There were no additional questions regarding the agenda for the September 19th meeting. · Mr. Hawkins distributed information to the Commissioners with regard to a question posed by Vice Mayor Weiland at the last City Commission meeting with respect to improvements made to Martin MEE'rrNG MZNUTES AGENDA PREVI'EW CONFERENCE BOYNTON BEACH, FLORIDA SEPTEMBER 14, 2000 Luther King, Jr. Boulevard. (A copy of the information is attached to the original set of these minutes on file in the City Clerk's Office.) Arthur Lee, Human Resources Director, reminded the Commissioners that Commissioner Fisher requested information regarding securing a quote for a $500/$900 annual deductible for health insurance and an explanation of the amount of money the consultants are paid for their services. Mr. Lee advised that the decrease would be no more than 2% on the premium based specifically on the $500 deductible. The $900 deductible has no impact. Blue Cross/Blue Shield would not offer a $500 deductible on a Triple Option Plan. They will only offer that deductible on the double option plan. In addition, Mr. Lee advised that in polling neighboring municipalities, he learned that $300 is about the highest deductible around. With respect to the consultants' fees, Mr. Hawkins advised that for the last five years, Group Insurance Solutions received $277,918. That amounts to 2% of the negotiated renewal amount. Mr. Hawkins said this money does not technically come from the City. · COmmissioner Black reminded the Commissioners that the time is approaching for City Manager Bressner's six-month performance evaluation, He inquired how this would be handled. Mr. Hawkins advised that many City Managers provide an instrument for the Commissioners to use for this process, He urged the Commissioners to speak with the City Manager to determine a comfortable process for everyone involved in this process, Mr. Hawkins explained that a City Manager would usually talk with the Commissioners about the criteria and goals he was supposed to have met in the time period involved. Mr. Hawkins suggested that the Commissioners work this out with the City Manager, There being no further business to come before the Commission, the meeting properly adjourned at 6::~5 p.m. C~TY OFJ~ ¢NTON EEACH_ Vice Mayor A~E~: City'Clerk c~May°r Pro Tem ~ Commissioner DEPARTMENT OF DEVELOPMENT DIVISION OF COMMUNITY REDEVELOPMENT MEMORANDUM NO. 00-119 TO: FROM: DATE: SUBJECT: Wilfred Hawkins, Director of Administrative Services Octavia S. Sherrod, Community Development Manager September 14, 2000 Commission Request for Information Martin Luther King, Jr. Boulevard Expenditures In reference to the request from Commissioner Weiland regarding information concerning expenditures on Martin Luther King, Jr. Boulevard, it was found that the only monies spent by the City were those for maintenance cleanups. The following monies were budgeted for the years: · 93/94 - $6,542 · 94/95 - $30,269 · 95/96 - $31,878 · 96/97 - $34,722 · 97/98 - $35,612 A contracted company called DLC Maintenance implemented the project. Cleanups were scheduled for Monday, Wednesdays and Fridays, using a workforce consisting of local, unemployed residents. As for improvements, these were funded by the Palm Beach County HCD, using Community Development Block Grant funding. A formal request to Remar Harvin, Director of the HCD, has been drafted for your signature, as I was informed this is the best way to expedite the receipt of the requested information. OSS:dar cc: Dan DeCarlo, Neighborhood Project Specialist HUMAN RESOURCES DEPARTMENT MEMORANDUM NO. 00-180 To: From: Date: Subject: Wilfred Hawkins Arthur September 13, 2000 Health Insurance Questions What impact would a $500 individual/S900 family deductible have on the health insurance plan cost? This configuration can only be dOne as a non-standard agreement on a dual option plan (standard is always 3x the individual deductible). For a triple option plan, Blue Cross will quote only what they have done for us this year. An estimate indicates that the $500/900 on a PPO with the current enrollment would probably lower the total premiums by another 2%. (The $500 helps, the $900 does not.) What income has Group Insurance Solutions, Inc. received for their services to the City of Boynton Beach? How is this income determined? Group Insurance Solutions, Inc. has been the City's insurance agent of record and consultant for approximately 5 years. In addition to the annual negotiating process with the insurance company, they work with us throughout the year to resolve enrollment and billing problems, investigate and solve individual employee insurance problems, conduct on-site informational meetings for employees and arrange, coordinate and assist with the annual open enrollment process. In addition, they were instrumental in helping us plan, initiate and improve what has become an extremely successful and anticipated annual employee health fair. Attached is a summary of the Blue Cross offers, negotiated renewals and negotiated savings for the past five years as well as a summary of the savings and fees for that period of time. The fees do not come directly from the City, but are based on the concept of sharing in negotiated savings. A comparison of the original renewal offers from Blue Cross with the final negotiated premium amounts shows a five-year savings (or expense avoidance) of more than $1 million ($14,656,094 original, $13,648,151 final). Group Insurance Solution's total five-year fee of $277,918 is 2% of the negotiated renewal amount. If you have any further questions, please call me. September 12, 2000 Mr. Arthur L. Lee Human Resources Director City Of Boynton Beach 100 E. Boynton Beach Blvd. Boynt(~n Beach, FL 33425 Dear Mr. Lee: Please find attached a multi-year review of the results of our firm's negotiations with Blue Cress on behaJf of The City. Included is a summary of negotiated premium savings as well as senfice fees earned by our firm. Also attached is a description of our firm's planning, management, and consulting services. If you have any questions, please call me at 800-972-0963. Sincerely, Scott A. Hards President 18230 R~vF, r~ O,~,s D~v~ · JUPITER, Fl_33458 * PHONE 561-747-5636 · FAX 561-747-352Z~ * 800-972-0963 CITY OF BOYNTON BEACH Employee Benefit Planning, Management, And Consulting Services As The City's consultant and agent of record, Group Insurance Solutions, Inc. will provide outstanding support, advice, counsel, and recommendations to The City by performing the following services: Conduct detailed review, analysis and projection sessions with decisionmakers at key points throughout the year: mid-year (February/9 months); fourth quarter (April/Il months); and pre-renewal (May/12 months). Negotiate renewal rates, benefits, and services with Blue Cross using our unique knowledge of Blue Cross rating methodology to maximize value for The City. Conduct a comprehensive formal bid process 'from A to Z" including: bid spec preparation; bid review; bid analysis; and recommendations. (only when directed by The City as necessary). The timing of our services is determined primarily by the experience periods upon which 10/1 renewals are normally based. The following dates are flexible and may be changed according to need: 02/01 -- mid-year review/analysis/projection O4/01 = fourth quarter review/analysis/projection · 05/01 = pre-renewal review/analysis/projection · 05112 · 05/12 · 05/29 · 08/22 · 08/31 · 10/01 = original renewal offer from Blue Cross = negotiate renewal/consider options with Blue Cross = condu~ formal bid process, if necessary = open enrollment meetings = renewal wrap-up = annual renewal date Provided in our review/analysis/projection sessions with you are: · projected renewal costs · projected loss ratios · enrollment analysis and comparisons · claims analysis and comparisons · individual large claim reports · hospital utilization by provider reports · network utilization and cost avoidance reports *See next page for additional services .... CITY OF BOYNTON BEACH Professional Services Continued o Support The City's Human Resoumes and Finance staff by resolving important enrollment and billing problems. Serve The City's employees by resolving individual benefit delivery issues including special problems with medical providers and claims. Provide feedback to The City's Human Resources staff on the results of our work on behalf of individual employees. Conduct periodic on-site meetings with employees and/or dependents on a voluntary basis for individual claim resok.~ion and benefits counseling, Arrange, coordinate, and assist with annual employee open enrollment meetings for the purpose of supporting and improving Blue Cross service to employees. CITY OF,BOYNTON BEACl~ A Five Year Summary Of Group Medical Renewal Negotiation Results Including Service Fees Original renewal offers (five year total): $14,656,094 Negotiated renewals (Fwe year total): $13,648,151 Negotiated savings (five year total): $ 1,007.943 Service fees (five year total) $ 277,918 Service fees as a % of negot/atad renewals 2% 2 _CITY OF BOYNTON BEACH A Five Year Review Of Group Medical Renewal Negotiation Results With Blue Cross Blue Shield Of Florida Original Renewal Offer Negotiated Renewal Negotiated Savinge 1011195 ' ~ _10tl/97 ,10/1198 1011199 0.0% 0.0% 0.0% 20.5% 20.3% (3.4%) (15.0%) (6.9%} 13.6% 15.9% 3.4% 15.0% 6.9% 6.9% 4.4% Original Renewal Offer Negotiated Renewal Negotiated Savings $3,044,131 $2,989,246 $2,540,843 $2,849,251 $3,2,~2,$23 $2,941,418 $2,540,843 $2,364,890 $2,686,897 $3, I ~,4,103 $ 102,713 $ 448,403 $ 175,953 $ ~$2,354 $ 118,520 Note: Premium totals and premium changes are based on the average enrollment of the total coverect risk during the most recent 12 month exl=erisnce period of 4/1199 to 3!31/00. This produces an accurate % rate change fo; comparative purposes, however, the actual Ioremium dollar figures vary slightly from year to year due to changing enrollment.