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Minutes 07-17-17 BWMINUTES OF THE SPECIAL CITY COMMISSION MEETING HELD IN THE PROGRAM ROOM AT THE LIBRARY, 218 N. SEACREST BOULEVARD, BOYNTON BEACH, FLORIDA, ON MONDAY, JULY 17, 2017, AT 5:00 P.M. PRESENT: Steven B. Grant, Mayor Justin Katz. Vice Mayor Mack McCray, Commissioner Christina Romelus, Commissioner Joe Casello, Commissioner Mayor Grant called the meeting to order at 5:05 p.m. Pledge of Allegiance by Mayor Grant City Clerk Pyle called the roll. A quorum was present. Lori LaVerriere, City Manager James Cherof, City Attorney Judith A. Pyle, City Clerk Mayor Grant reviewed the agenda to be followed. Indicated the budget overview would be presented first; then public comment. Lori LaVerriere, City Manager, presented the proposed 2017/2018 operating and capital improvement budget, stated that the budget will cover October 1, 2017 thru September 30 2018. The Commission will look at the operating and the capital budgets. There would be an opportunity for public comment. The Commission would approve a proposed tentative millage rate as well as a preliminary fire assessment rate. She stated that there is a recommendation to increase the fire assessment on the residential properties; the commercial properties are assessed by the footage. Fire Assessment Rate Resolution was included. The proposal also increases the garbage rate from $16. per month to $17. per month. Tim Howard, Assistant City Manager - Administrative Services/Finance Director, would highlight the 2017/2018 budget, and the larger departments such as Police, Fire, Public Works and Utilities will make a presentation. Mr. Howard explained they will review the 2017/2018 budget, provide for public input, and by the end of the workshop, the Commission will need to adopt a Proposed Millage Rate 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; the proposed increase for the Fire Assessment would increase from $100 per residential unit to $120 per residential unit. He announced the first public budget hearing to adopt the proposed budget and the final fire assessment rate resolution. On Thursday September 7, Tuesday, September 19th, would be a Second Public Budget Hearing to adopt the Final Millage rate and final budget for fiscal year 2017/2018. All funds to be adopted in the budget, City-wide, totaled $202,304,668. The major funds comprising the budget (in millions) are the General Fund at $83.3, the Water and Sewer Special Commission Meeting Budget Workshop City Commission Boynton Beach, Florida July 17, 2017 Utility Fund at $46.5, the Capital Fund at $33.4 and Solid Waste at $11. Debt service was $9.5, Fleet was $8.2, Golf was $1.8, Self-insurance was $5.2 and All Other Funds was $3.4 that totaled the $202.4 million budget. To fund the budget, the proposed funding sources are the Utility fee at $46.5 million. Other revenues received (in millions) were Property Taxes at $34.1; Capital and Bond Sources, $33.4; Transfers between funds at $15.3; Solid Waste Fees at $10.5; Public Service Taxes at $9.5; Intergovernmental at $9.1; Special Assessment (Fire) at $6.5; Franchise taxes at $5; the Golf Course at $1.7; and all others at $6.4. The General Fund budget was $83.3. The proposed expenditure budget for the General Fund for the next year was $83.3 million, which was a $3.9 million increase (4.9%). Of that, personnel services including salary and benefits associated with staff accounted for $64.0 million or (77%) of the general fund expenses. The operating expenses were $15.6 million or (18.8%), Capital Outlay of the fund was $.7 million and non-operating was $2.9 million. General funds (in millions) for services by department showed $30.5 was proposed for Police; $23.5 for Fire; $7.0 for Public Works; General government was $9.2; Development was $3.02; Recreation was $3.1 ; Library at $2.3; ITS at $2.4 ; Finance was $1.3 , and Human Resources were $.8 . Mr. Howard explained they highlighted the major increases in the upcoming budget year. The current budget 202016/2017 is at $83.3, there was an amendment for the Town Square project for $4.3 the adopted budget was $79.4 now 83.6 for the 2016/2017 fiscal year. The major changes and expenses in the City's contribution to the Police Department was $563,531, Fire Pension $1,150,498, General Employee Pension $217,020, for the general fund. In past years the City has negotiated union contracts, which has a step plan which the City must contribute and additional $750,000. In the previous year there were 6 firefighters added. This was for only half of the year, the remainder would be under budget 2017/2018; the cost $225,000. Commissioner McCray pointed out that in previous years; staff has applied for and received a grant for personnel. Mr. Howard explained that was correct, SAFER Grant provided funding for 7 or 8 officers, that program is no longer in effect. The City is applying for a grant for equipment. There was an increase to the Self Insurance and Vehicle Maintenance Allocation of $322,450. In the 'proposed budget, staff has recommended new positions for the City Manager to move a position and add an Administrative Assist/Commission Aide that will be a shared positon for the City Manager and the Commission, Shared Records Specialist /Admin Assistant for the Development and Engineering Department; two grounds 2 Special Commission Meeting Budget Workshop City Commission Boynton Beach, Florida July 17, 2017 maintenance workers for Parks and Grounds, Network Administrator for the Information Technology, Community Standards Specialist for the Community Standards Department, Ocean Lifeguard fulltime and Pool Lifeguard Part time. Commissioner McCray asked about the new position for the Administrative Assist. And asked who was doing that job in the City Manager's office. Ms. LaVerriere stated that John Durgan is currently in that position as a special project coordinator. She would like to move him into Economic Development to support David Scott with the building wealth program and strategic planning. She would like to replace that in a lower graded position, which would assist with the phones. She had a request from a couple of the Commissioners to have assistance. This would be replacing this position in a lower paid position. Mr. Howard wanted to highlight some initiatives that are being included in the purposed budget. There was $500,000 that has been identified for funding for union contracts with the blue, white and general employees, the HSA contribution for all employees except PBA totaling $454,000 which the City currently does. Insurance stipend for family coverage is an issue that the City has struggled with over the years; the way it is presently set up the employee pays the entire amount for family coverage. The new City contribution would total $113,200. The City is looking to add the tuition reimbursement program (Blue/white/general) $25,000 dollars. There is a volunteer recognition program of $12,000 and the employee recognition program would be $10,000. There is a residential improvement program; this was for resident and employees to promote moral. The residential improvement program the City is providing $40,000, would be of assistance to residents that need help in complying with compliance. Commissioner Casello asked if the residential improvement program would be city- wide. Mr. Howard replied that it would be city-wide based on a code issue. Based on income the resident would be able to receive assistance. It could be in the form of a loan a grant or a 50/50 payment. Commissioner Casello wanted to clarify that this would be city-wide with a code infraction. Ms. LaVerriere pointed out that a referral must be given through the Community Standards Department. Mr. Howard stated that the Commission budget recommendation to join the National League of Cities with a cost of $5,500. 3 Special Commission Meeting Budget Workshop City Commission Boynton Beach, Florida July 17, 2017 Commissioner McCray indicated that he was happy that the City is re -implementing the employee recognition program and the volunteer program, when these programs were initiated there were no shortage of volunteers on the boards. Mr. Howard explained that the budget comparison from 2016/2017 to 2017/2018 was as followed: City Commission increased $35,595 (15.4), City Manager increased $5,243 (7.2) City Hall/General Admin decreased $405,708 (-10.) Marketing/Communication increased $19,005 (6), City Clerk decreased $35,924 (-5.9) Financial Services increased $115,274 (9.7), Information Technology increased $207,084 (9.2), Human Resources increased $17,993 (2.2), City Attorney decreased $40,495 (-6.6), Police Uniform Services increased $891,629 (5.5), Police Administrative Services increased $146,836 (4.0), Police Support Services increased $457,838 (5.0), Fire increase $1,725,081 (7.9), Community Standards increased $9,522 (0.4) Emergency Management decreased $550 (-2.4), Development —Support increased 40,341 (3.7), Building increased $112,199 (9.3), Planning & Zoning increased $22,891 (3.1), Economic Development increased $180,569 (77.9), Public Works Administration decreased $68,622 (30.7), Facility Management increase $154,198 (8.3), Streets maintenance increased $107,673 (9.5), Engineering decreased $70,977 (-10.2), Parks & Grounds increased $53,910 (1.8), Library increased $61,666 (2.7), School Museum Services decreased $14,401 (-5.3), Recreation increased $173,793 (5.9). Mr. Howard informed the audience that the initial departmental budget requested was for $86,864,490 prior to the City Manager making some revisions. Commissioner Romelus asked for an explanation in the decrease in the City Attorney. James Cherof, City Attorney, replied that he was challenged by Commissioner Casello to reduce the budget for the Legal Department, Attorney Cherof stated that the Assistant City Attorney was able to perform duties usually allocated to the City Attorney, so the City is being billed at a different rate, The hourly rate was adjusted to reflect the changes; also the City Manager has hired employees with more experience which has equated in a saving there as well. Commissioner Casello asked about the Police line items, total 14% increase; is it the individual budget or is it a combined amount. Mr. Howard stated that it was individual budget for the combined amount. Commissioner McCray noted the Schoolhouse Children's Museum budget decreased 5.3%. He indicated that the Children School House Museum was supposed to be self- sustaining entity of the City, but he wanted to know why the reduction in funding. Mr. Howard explained they had requested a decrease in the current year as well as in future years. The City expected the Museum, would work on their revenue sources and 4 Special Commission Meeting Budget Workshop City Commission Boynton Beach, Florida July 17, 2017 programing to reduce future support. The 5.3% reduction equated to $14,401 which was a result of that mandate. Mr. Howard stated that the current year adopted budget of $269,000 is a reduction of $14,401. This was an intentional decrease, the recommendation was that the City would provide a level of support for staffing two years ago, and the School House Museum would look for funding elsewhere. Commissioner McCray stated he understands what is being said, but he wants to make sure that there would not be any impact to the Children School House Museum, because of the reduction. He stated that he does not want to see The Executive Director Suzanne Ross stand before the Commission, and indicate that she needs help. Mr. Howard replied that there should not be any impact. Commissioner McCray inquired why there was an increase in the Park and Recreation Department. Mr. Howard indicated that some of the expenses were shifted from the pool as well as some salaries. There were some changes in the procedures and the funds are going to the General Fund. Ms. LaVerriere announced that each of the large departments would give a brief overview, which should explain any questions that the Commission may have. Mr. Howard explained the Funding sources (in millions) for the General Fund of $ 83.3. There is a recommendation of leaving the millage rate at 7.9. Property Taxes are coming in at $34, Fund Transfers $1.5, Intergovernmental $9.2, Charges for Services $6.9, Fire Assessment $6.5, Franchise Taxes that are received from Florida Power and Light $4.8, Licenses and Permits $4.6, Fines/interest/Rents $2.0, Fund Balance Appropriation. The major increases on the revenue, $8.25 across the City, an increase in the assessed values of $41.5, the T.I.F. to the CRA, because of the increase in the assessed values. Net Property Taxes increased $2,457,355 for the Property tax to City after the TIF taxes deduction, Florida Power and Light decrease based on current estimates, would be a $200,000 reduction. Business Taxes increased $75,000 based on the current collections; Building Permits increased $250,000 based on the current collections. Fire/Police Services Contracts increased $277,000 because of Service agreement with other cities, Fire Assessment would generate $1,047,500 based on the increased rate from $100 to $120., ALS (ambulance service) increased $500,000 in Emergency Medical Transportation. With the station becoming fully staffed, the City would be able to do more of the medical runs and to bill for ambulance service. 5 Special Commission Meeting Budget Workshop City Commission Boynton Beach, Florida July 17, 2017 Commissioner McCray asked why there was a reduction in the Florida Power and Light service fee of $200,000. Mr. Howard explained that the franchise fee is based on usage across the City. One of the avenues is that the City promotes energy efficiency, by doing so the customer cost was reduced. One of the downfalls is if the cost of the electrically goes down it decreases the franchise fee paid to the City. Commissioner Romelus asked if she could have clarification on the ALS costs, is the City getting funding for running their own calls. Glenn Joseph, Fire Chief, responded that because of the manpower shortage downtown; the Fire Department had to outsource some of the transport services to ALS. Now that the Fire Department is fully staffed, the City can provide 100% of the transport. Also, the Fire Department added some part-time staff in the billing department. He noted that in Florida the first come first serve rule applies. If the billing is turned around quickly then the City will be paid for those services. Commissioner McCray asked how the City was doing with the overdoses. How are the fees collected? Chief Joseph stated that for this year we have had 305 overdoses; where medication was needed. He stated that currently the billing was 50% or less. The patient usually does not have any information on the patient. There is a partnership between the City and the local hospitals to provide information at a later date. It is about $7,000 cost for medication, based on the current estimate $15,000 this would be for the medication only. Commissioner McCray asked how much the City get pays or how much does it cost the City for each call for overdoses? He asked what the cost for each transport was? Chief Joseph stated that for 305 transports, the cost is $680 per transport. For the Medicaid patients the City was usually reimbursed $190. The insurance company will usually try to negotiate based on the type of policy that the patent has. Usually the insurance company is invoiced the maximum cost, which is usually negotiated. Commissioner McCray wanted the cost to the City, how much does the City get paid for the transport of the overdosed patients. Ms. LaVerriere clarified, just for the cost for the overdose patients, what are the costs that the City is indebted. C: Special Commission Meeting Budget Workshop City Commission Boynton Beach, Florida July 17, 2017 Chief Joseph stated that the costs at ALS or BLS are billed approximately $680 per transport; the cost to the City is $2,600 including the staff, transport and equipment. The cost for the City would be $780,000. Commissioner Casello inquired does the City accept credit card payment? Chief Joseph stated that credit card payments are not received on the scene, but the City does accept credit card payments once the insurance or the patients are invoiced. Vice Major Katz asked if a majority of the calls received no payment, because of the types of individuals. Chief Joseph replied that more than half of the patients that are transported because of overdose are not paid. He pointed out that the City of Delray Beach had a study done; the study found that 95% of the patients being transferred because of overdose do not live in the area. Commissioner Casello asked if ALS transport was better than AMR. Chief Joseph replied that the City could only bill for the transport. It was decided that it was better to get a partial payment versus no payment. Mr. Howard explained the next item was for transfers between funds. The Public Service Tax Debt increased $165 partly due to the refinance of the Bonds for FY14/15; Water/ Sewer transfer in from utility operation increased $617,000; Solid Waste decreased $300,000 based on the Solid waste operations, Fund Balance decreased $1,006,726. There was no fund balance appropriation for FY2017/2018. Commissioner McCray asks why Solid Waste was being decreased $300,000, but the City is asking the residents for an additional $1 per month for solid waste. Mr. Howard replied the way Solid Waste was set, the charges come into the fund, it is an enterprise fund. The funds pay for the expenses associated with that fund, and then those funds are transferred into the general funds. The City transferred a large amount from Solid Waste; we increased staff this past year, vehicle repairs, and the set aside to buy new vehicles has increased. If the increase in the rate is not what the Commission wish is to consider we need to go back and adjust the rate within that fund. Commissioner Romelus noted by taking less out of that balance we are keeping more in the department, they have more of an operating budget. Mr. Howard said that last year the Commission added additional staff and additional equipment. Those are ongoing expenses. Special Commission Meeting Budget Workshop City Commission Boynton Beach, Florida July 17, 2017 Ms. LaVerriere pointed out the City was trying to rely less on transfers from the City funds. To allow for those funds to get healthy. The proposed budget does not require any transfers. Mr. Howard stated those increases in the revenue were $3,882,129. Mr. Howard indicated the ten year balance funding, from $18.9 (09/30/2007) to $13.0 million as of (09/30/2017), the red line was a 10% set aside of the fund balance. Mr. Howard stated that the City is proposing a tax rate of 7.9. He explained if the proposed Tax Levy vs Rollback Rate, the City would need to find an additional $2,202,231. Commissioner McCray noted that the tax rate can be decreased by the Commission. Mr. Howard agreed. The rate could be adjusted up or down by the Commission. He stated that the proposed Ad Valorem Tax rate of 7.900 does not decrease from the current rate. If the City uses the State roll back rate of 7.4224 the actual tax increase would be 6.43 per State of Florida TRIM. The Citywide property values have increased approximately 8.25%; that does not mean all parcels have increased at 8.25. The county only gives averages. Mayor Grant asked if the property appraiser provide a notice. Mr. Howard said they give a number of values, based on homesteaded properties. Mayor Grant asked if the 8.25 includes the homestead exemption. Mr. Howard noted that there are some properties in the City that pay less than $200 in ad valorem taxes. He presented a chart which gave the number of properties by tax year. In 2013 the total number of properties that paid less than $200 was 7,847, 2014 total was 7,208, 2015 total count 6,381 and in 2016 the number was 6,110. This happened because properties was purchased and lived in and never placed on the market. When those properties are sold the property appraiser reassess the value. This usually pulls the property out of the lower value. Commissioner Casello stated based on the slides there are 6000 properties that are paying less than $200 in taxes. Mr. Howard stated there was 6100 properties on the tax roll for the current year; there were 7800 a few years ago. There are properties that are homesteaded and how the impact of the proposed millage rate of 7.9 with implication on various homestead exemption residential properties. The Florida Save our homes law, caps increases to the assessed value at 3% or CPI (consumer price index), 2.1. Commissioner Casello asked if they are going to discuss the proposed increase in the homestead exemption. 0 Special Commission Meeting Budget Workshop City Commission Boynton Beach, Florida July 17, 2017 Mr. Howard stated they would discuss it later. He continued with the scenario of the millage rate of 7.90, with the implications on various commercial/non-homestead properties. He stated this would be based on 8.25 then applying the mileage rate of 7.90 to give the increase. That is on the investment or commercial property. Commissioner Romelus stated that there seem to be a discrepancy in the budget amount of $83,347; you mention there was an amended the budget to 83.7 because of the Town Square project. Mr. Howard explained the $83,347 million would be for that purpose, the last slide was what the Commission is reviewing for the current year 79.4. There was an amendment to the budget for the Town Square project of 4.3 mil, and that was the fiscal year 2016/2017. Mayor Grant opened the floor to Public Comment, 2 minute time limit. Susan Oyer 140 SE 27 Way, needed clarification as to why was the volunteer recognition program given more than the employee program. She thinks that the employees should matter more than the volunteers. She said that it should be less money. Mayor Grant said that the employees get a salary. Ms. Oyer said then why should they receive so much. It seems like $22,000 was a lot to be spent for volunteer and employee recognition. An additional question was why was there an increase proposed for the City Commission. Mr. Howard stated that this has not been discussed. Ms. Oyer said that the properties that are paying $200 less in taxes, asked if there is a concentration of those properties. Mr. Howard stated that information was not provided by the property appraiser. Ms. Oyer opined they should be paying something. If they are using the services of Fire and Police, they should be paying some tax. Mr. Howard explained that property taxes are based on the taxable value of the property, based on the legislature passage of a homestead exemption, if the property is assessed at $50,000 and they have an exemption of $50,000 then there is no value. Mayor Grant stated that there are different types of tax exemptions; that residents are entitled to such as elderly exemption. However, the residents may not pay the ad valorem but they are required to pay the non -ad valorem portion of the taxes, such as fire assessment and waste. Commissioner McCray stated that years ago his district had the largest concentration of taxes of $200 and less. Charles Kanter, 2005 S. Greenleaf, stated that there will be some action on Quantum Park. Some action was needed west of 1-95. He said the name of his development was Parkside. If anyone wants another copy of the original plans he would be willing to send another copy. D Special Commission Meeting Budget Workshop City Commission Boynton Beach, Florida July 17, 2017 Harry Woodworth, 685 NE 15th Place, stated this was the same thing that he has spoken about for the last three budget meetings. Somewhere in the budget could there be some funding for maintenance of existing infrastructure. He was specially speaking of Boynton Beach Boulevard and what it looks like from Seacrest to Federal and from Federal to Boynton Beach Boulevard to Gateway. He asked the Commission to speak with the people at Peninsula; they cannot give those apartments away. The City has all types of new development in the area. He also said there are trash piles on the west of Federal. There was a sign that has been lying down for two year; he has personally picked up the signs many times. The irrigation on the west side has been torn up for the past 10 years. He said that no one has any interest in taking any responsibility in cleaning up the area. The City is trying to sell $500,000 homes or apartments for $2,000 monthly, but the type of residents that these developments are trying to attract will not purchase, if the simple maintenance is not done. Mr. Woodworth stated if anyone drives down the street and sees dirty streets, who would want to live like that. The pavers blend in with the sidewalks; neither has been cleaned for more than 20 years. These are things that could be done quickly. Please could we do something, these are the low hanging maintenance issues. Mark Karageorge, 240A Main Boulevard, indicated that the fire assessment was going up again. This was originally a three year assessment. This was supposed to pay for building and equipment; and this was not supposed to pay for payroll or pensions. This was changed by a previous City Manager. This will be the 3rd increase; from the original three year assessment. He does not have a problem with the increase; but he wanted to point it out. He said that he recently had a meeting with the people that do development throughout Palm Beach County. When they go to Boynton Beach, they take A1A to Ocean Avenue. They are afraid they would lose the clients if they come down Boynton Beach or Gateway. He continued, the City needs to address the flooding issue off of Gateway. The City needs to do whatever was needed to repair the problems, sooner better than later. Mr. Karageorge related the City had several years of tax increases. He understands that 70% of those taxes go to Police, Fire and then garbage pickup. But what he does not understand and was surprised that some increases in areas that do not seem to need increases, and other areas that need increases have not been increased. He thanked the entire team. Cindy Falco- Falco deCorrado316 NW 1 Avenue, wanted clarification, was the City making money from the people that are overdosing. Mayor Grant responded no, the City was losing money each time the Fire Department goes on a call for an overdose. Ms. de Carrodo was concerned there is no information on the people that are overdosing. She understands that they are coming here for rehabilitation and maybe getting kicked out of rehab centers. They are choosing to get back on drugs. The City needs to find out where these people are and what we can do to bring about recovery. She has compassion. She heard that there are only 7 of all the rehab homes in Boynton Beach that are registered. 10 Special Commission Meeting Budget Workshop City Commission Boynton Beach, Florida July 17, 2017 Vice Major Katz advised these are State legislative issues, that supersede our own capabilities, and some time Federal issues. With respect to what a single municipality can do; the County has more leverage and resources to provide some type of assistance. Ms. Falco deCorrado argued aren't the people paying these taxes having a voice in these matters. Vice Mayor Katz responded if the State law and the Federal law supersede what we want to do, we have no say. Ms. Falco deCorrado asked if we cannot change any of that, as a people as a City. Vice Mayor Katz offered that the legislatures in Tallahassee and Washington DC, but some of them are distracted with their own personal issues. Ms. Falco deCorrado surmised there is a problem in Delray and Boynton Beach regarding overdoses. She wanted to say that she has to agree with the gentlemen in regards to Boynton Beach Boulevard and Woolbright, but when you come into certain areas, it is scary. The City owns the funeral homes. Commissioner McCray corrected that the City owns the Cemetery. Ms. deCorrado, suggested placing trees at the Cemetery, it would not look so desolate. Commissioner McCray asked regarding overdose, if there are any grants that the City could apply. Chief Joseph announced that there is a very large grant that is available, and the City would be participating with Palm Beach County to get the grant. James Devoursney, 2625 Lake Drive North, attended the FDOT (Florida Department of Transportation), the MPO (Metropolitan Planning Organization) Kimley Horn and Treasure Coast Planning Authority meeting regarding Federal Highway. He stated the City was aware Federal Highway was slated to be repaved in 2018, from George Bush Boulevard to Canal 16. The City should do something to help, since the City is not contributing funds for improvement of Federal Highway. Commissioner Casello noted, for the record, on Boynton Beach Boulevard, the City spent $500,000 on a Master plan for the Boynton Beach Boulevard area. Commissioner Romelus advised the CRA paid for the Master Plans. Ms. LaVerriere indicated the Master Plan cost approximately $0.5 million. For the actual work to be completed is over $12.million that extends from 1-95 to Federal Highway. This would need to be phased in over several years. There are sections as we move forward with Town Square; portions would need to be addressed. Commissioner McCray would like to address Federal Highway. The City needs to take care of the area of Boynton Beach Boulevard. The FPL pole needs to be removed. 11 Special Commission Meeting Budget Workshop City Commission Boynton Beach, Florida July 17, 2017 Building of the train tracks, the company is parking on the side; they are tearing the area apart. Poles can be taken down, cables can be taken down, and these are small things. He understands that these things are in the right of way, but someone is responsible. Colin Groff, Assistant City Manager, indicated the challenge with Federal Highway is that it is a FDOT road. There are also the poles that are owned by FPL. One problem is nothing belongs to the City. The City has made contact with FPL and FDOT. Mr. Groff noted that The City does not have any legal authority to do anything within that right of way. The City is stepping up the effort to do their job. Commissioner McCray stressed the City has representatives with at the County, Federal and State levels. He does not know why this is not being done. Vice Mayor Katz stated while the City has some financial restraints, that make such improvement difficult. The CRA has funds. If the City spends the money responsibly, that could free up hundreds of thousands of dollars. He wanted to say that in making decisions in the future, the City should use the money prudently. Commissioner McCray informed the participants that the CRA was designated to improve blighted areas. The Heart of Boynton did not blight the area. The government came in and tore down the buildings. Vice Mayor Katz was not here when the City had a thriving MLK Boulevard. Vice Mayor Katz agreed he was not here, but the past cannot be changed. The City needs to move forward toward the future. Jerry Taylor, 1086 SW 26 Avenue, brought to everyone's attention that there was just a 1 cent sales tax that was approved for Palm Beach County. He stated that many of the issues that have been raised could be covered with the surtax. There will be a tremendous amount of money that can work for all of Boynton Beach. Commissioner Casello inquired that it was not only the financing, but getting the DOT to give authority to do the work. Mr. Groff replied that was correct. Ms. LaVerriere wanted to elaborate on Commissioner McCray's statements. She stated that on the North end of town FDOT are putting in railings for the new train system. She stressed that this is the FDOT right-of-way. They maintain control of that right of way; the City of Boynton Beach has been given authority to plant grass and to beautify the area, at our expense. The FDOT can come in at any time and destroy it. Hopefully, once they are finished, they will make any necessary expense. Commissioner Romelus said the City has a role to play with the local entity. The residents can attract the County government. She asked the residents to go to the County to voice their point of view. 12 Special Commission Meeting Budget Workshop City Commission Boynton Beach, Florida July 17, 2017 Woodrow Hay, 427 NW 5 1 Avenue, made an observation, he was driving on Kinsey Way and the bicycle lane was painted green. It made him aware that it was a bicycle lane. Maybe the City could look at the cost to paint the bicycle lane. He said the color made him more aware of his surroundings. You will see the impact that it had on me, as a driver, something different. Ms. LaVerriere stated that this is a pilot project in the City of West Palm Beach, a part of the Complete Streets Initiatives. She stated that the City could speak with FDOT to see if this would be acceptable. Commissioner Romelus observed we have this to our neighbor to the south; the entire area has been paved. It will be part of the new US 1. The bike lanes would be more noticeable to both the bikers as well as the drivers. She would like to see that on Boynton Beach and Federal Highway. She stated that we want residents and others to go down our name sake street. Butch Buoni 450 Horizon East 304, was representing Sterling Village. He would like to commend the Commission on the job that is being done. Solid waste, 5.4%, does not sound like a lot. The City jumped our budget, which is a big jump. Ms. LaVerriere stated that this fee does not apply to commercial buildings. Mr. Buoni thanked the City Manager. There has been a court decision on the tax receipts, and the overnight rental does not constitute business. It would have some fall out, because the City was requiring the people in the community to get a business license. Mayor Grant no one else coming forward, closed public comment. Mr. Howard pointed the Department heads were here to answer questions. He would like to begin with the City Commission, because of the realignment of the Commission salary. The impact would apply this coming year. Also the additional business meeting was increased. The membership for the Florida League of City was $5500. The total increase for the City Commission increased $35,595. Mr. Howard continued with the City Clerk budget. This area decreased $35,000 because the City does not have any elections this year. Marketing and Communication increased $19,000. Commissioner Casello asked who was in Eleanor Krusell, Communication Manager. up there, was that in budget. charge of Marketing. Mr. Howard stated Commissioner Casello felt she needs help Ms. LaVerriere stated that Ms. Krusell requested an additional position, but 13 Special Commission Meeting Budget Workshop City Commission Boynton Beach, Florida July 17, 2017 Ms. LaVerriere was not able to fund the position. The City has a need for at least two digital services support personnel, as well as marketing support. Ms. LaVerriere stated that the City is reclassifying the current vacant position to marketing manager. Commissioner Casello asked if she was going to have at least one person helping her. Ms. LaVerriere noted that there were 45 to 48 new positions that were presented to the City Manager in the budget proposal that was not able to be funded; the City could not afford it. Commissioner Casello asked if she going to have at least one person helping her. The Marketing was an essential part of the City marketing campaign. Ms. LaVerriere stated that if she goes home and does not come back, the City would be in a very bad position. We have one person, we need a new positon, we struggle with that daily, and the City could only do what we have with the funds that the City has available. Commissioner Romelus suggested could the position that the City is considering as an administrative assistant/commission aid, could that position potentially help Ms. Krusell with posting and social media and digital media. Ms. LaVerriere indicated that it would be difficult in that role. The one that was proposed would be answering the telephone and manage the Commission calendar. She continued to explain that the type of work that Ms. Krusell position needed were a different skill set. With different types of training, need to write content, to have that person out there would not work out. Commissioner Casello recalled someone was hired previously in the position, but did not work out. Ms. LaVerriere stated that there was someone in that position that was not successful. Commissioner Casello asked if funds were allocated for the position in Ms. Krusell office. Ms. LaVerriere stated that was what is currently in the budget, which is being reclassified. Commissioner Casello asked Ms. Krusell to explain the situation in her department. Eleanor Krusell, Communications Manager, explained the positon Ms. LaVerriere was referring to was an upgrade to a vacant position. The City realized that she would not be here forever, there needs to be a succession plan, so with Human Resources, the best way to go about filling a position, was to reclassify to upgrade the position, not only the digital, but administrative support, as well as the outreach skills for that department. Mr. Howard continued, the City Manager increase was because of pension cost. He explained the way that pension cost are allocated, was based on salary for the previous year. The City Hall had a decrease, because there was a transfer to the Golf Course this current year of $300,000 for the loan. This would not be in the proposed budget. 14 Special Commission Meeting Budget Workshop City Commission Boynton Beach, Florida July 17, 2017 Mr. Howard indicated that the City Hall is where the contingency amount, in the current year budget the amount of $750,000. What increased was the portion for the Clinic; this current year the Clinic was only in operation for 6 months. The proposed budget is for the Clinic to be in the budget for 12 months. Information Technology was where the new Network Administrator would be housed, that was included in the $207,000, as well as software maintenance. Human resources had an increase of $17,993. Commissioner McCray asked how many open positions do the City had. Ms. LaVerriere replied there were 26 open positions. Mr. Howard stated that the City has 26 open positions and 790 fulltime employees. Commissioner Casello wanted clarification on vacant positions; are those positions funded but not filled. Ms. LaVerriere explained those positions are in different phases, some are being advertised, and some have been given offers. Mr. Howard stated that the funds would remain in the current budget, unless there is a reduction in staff. Nothing would be carried from one year to the next. . Commissioner Casello asked if the funds for another position could be used for other purposes. Mr. Howard replied that position funds could we used for other items, if it falls within the same year. Commissioner McCray wanted data on how much the City saved last year? Mr. Howard stated that the City saved an estimated $940,000 to $980,000; this was the amount which came in under budget for the 2015/2016 tax year. Commissioner McCray also asked how many opened positions does the police department had. Jeff Katz, Police Chief, explained the mission of the Police Department was 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 72,260 calls for service, Citations issued 4,622 and he gave the statistics for citations issued and arrests, noting 94.5% of them were made without use of force. Alarm responses 4,297, Traffic Crashes investigated 3,435 and traffic fatalities were 10. Chief Katz stated that the Police Department has 4 open sworn positions and 3 communication dispatcher positions. Commissioner Casello clarified there are 4 police officers and 3 communications dispatchers for the Police Department, in this year's budget. Ms. LaVerriere replied these are existing current positions; they are vacant through people leaving or promotions. Chief Katz was requesting a 5% increase, in the overall funding, between last year and this year. The Police Department received 72,000 calls in 2016/2017. In two years 15 Special Commission Meeting Budget Workshop City Commission Boynton Beach, Florida July 17, 2017 there was an increase from 57,000 to 72,000 calls, without increasing any sworn personnel staffing. As everyone is aware, last year the City experienced the opioid epidemic. The Police Department responded to 433 overdoses with 34 deaths, in 2016. In 2017 there were 361 overdoses with 30 deaths; through June. The Police Department has seen an impact of other crimes, such as car theft, and property crimes. Chief Katz indicated that the citations issuances are down by 800. They made one less arrest than last year. He stated that the alarm responses are consistence with the year before, traffic crashes investigated 400 more, one less traffic fatality than in 2015. Chief Katz noted that in 2016 the Police Department conducted about 4000 extra patrols. Commissioner McCray asked for an explanation for the extra patrols. Chief Katz explained that any time a member of the public, staff or the City Commission said that there was an issue in a certain area; the Police Department will patrol that area. At this point the Police Department was only managing. The Police would need additional staff would be needed when the budget permits and when the resources are available. Commissioner McCray asked where homicides fall into the report. Chief Katz indicated that there were eight homicides in 2015 and one homicide in 2016. Commissioner Casello mentioned that car burglary and car thefts are up, could the police department provide the rate of crime. Chief Katz reported the property crime rate increased about a 12% in property crime. For whatever reason, they are homeless, addicts and looking for money for food, drugs or to get home. Commissioner McCray asked how that compares to the other cities. Chief Katz replied that is consistent with the surrounding cities. Our property crime rate increased 12%. It was more or less homeless people. It is important to note that the City of Boynton Beach violent crime rate has decreased 2% last year; except for robbery. The Chief stated that it was safer to live in Boynton Beach, but not the property. Commissioner Casello inquired, of the murders that have happened in Boynton Beach, how many are still opened? Chief Katz noted that the murder clearance rate is high. He stated that he would get the report and present it to the Commission. Commissioner McCray wanted to have the open cases labeled with cold cases. Commissioner Casello asked if the shifting of Code Compliance to the Fire Department made the load easier. Chief Katz stated he would not say that it has made the work load any easier. The personnel went along with its responsibility to Fire Department. 16 Special Commission Meeting Budget Workshop City Commission Boynton Beach, Florida July 17, 2017 Commissioner Casello asked if curbstoning was being pursued. Chief Katz replied to the extent that we can, we are managing the call volume. Commissioner Casello asked if an officer on regular patrol and saw something like curb stoning would the officer stop and investigate. Chief Katz indicated that the Police Department has 86 personnel assigned to patrol. There are 6 officers that are injured. As stated before the Police Department handles more than 72,000 calls. Commissioner McCray inquired how fast the turnaround time would be to run license tags. Fire Chief Joseph replied that when the Code Enforcement was assigned to the Police Department, they had the right to run the tag. They no longer have access to the Police system. It is not as efficient as it was when the Code Compliance department was with the Police Department. Commissioner McCray requested additional information regarding the Neighborhood Officer Program. He stated that the CRA voted to put in one additional officer for the Neighborhood Program. Chief Katz noted the officer's duty was to build relationships within the community. Those were not enforcement positions. This does diminish the law enforcement capability. Commissioner McCray inquired if the officers have the authority to make arrests. Chief Katz replied that they are sworn officers; they have the authority to make arrests. Commissioner Casello thought all of the officers were supposed to build relationships. Chief Katz stated in the interest of time was trying to move beyond this. The Police Department does Town Hall meeting. There are more than 75 participants. We do food drives, diaper drives, what is above and beyond what is expected. There is a 5.1 increase for fiscal year 2017/2018. Commission McCray asked what are contractual obligations. Chief Katz replied these are contracts that the City has with technology companies, doctors, and any legal services. Commissioner Romelus asked how much of these contractual obligations can the City do in-house. Chief Katz responded that the City does not have the capacity to do the psychological testing. The State of Florida purposed a psychological every 4 years. Commissioner Romelus explained that since the Clinic was now open, could some of those services like physicals be done at the clinic. Chief Katz noted that the Police Department was looking at utilizing the clinic in the future. 17 Special Commission Meeting Budget Workshop City Commission Boynton Beach, Florida July 17, 2017 Commissioner McCray asked about cultural training for the Police officers. Police Chief Katz replied yes, the City does cultural training. The City provides training in many areas such as De-escalation training. The level of training is better than it has been in 20 years. Some of the training includes tactical medicine training, gunshot wound training, and Weapon retention training. Commissioner Romelus asked for clarification on weapon retention training. Chief Katz explained that any call for service, about '/ of the time officers are killed in the line of duty, with their own weapon. Commissioner Romelus stated since they are on the subject of diversity; how was the program working to recruit officers that resemble the community. Chief Katz noted that there is great success to recruit a diverse workforce. The City hires 1.3% of the people that apply for positions within our agency. Over the last 4 years, 82% have college degrees, 43% are ethnic or racial minority, 34% are females, and 40% are veterans. Commissioner Romelus inquired as to the program which the City would be implementing, potentially going to different police academies to recruit. Chief Katz replied that practice does not work. He stated that he was a recruiter with the agency in 1999 and 2000. The City targets a person for the way they look or where they come from, that is not a good hiring practice. The City looks for objective criteria for hiring personnel. The measurements of success of the program are the output or the program. This was an extraordinary testament to the City commitment to diversity. The fact that 43% are ethnic or racial minority, as well as 34% are female shows the City's commitment to diversity. The work that has been done in partnership with scouting partners, to develop a club scout group, using the Explorer program to mentor club scouts, then to academy sponsorship program, and then eventually into police cars, it is building roots. It means that the City would be recruiting talent from within the community for years to come. Commissioner Casello noted that the last budget money was allocated for a call center program. How was that working out? Chief Katz replied that it is a CADD and records management program. The procurement process has been completed. Should come before the Commission at the August 1, meeting. Commissioner McCray asked if all police officers have body cameras. Chief Katz replied there are 86 members and all have been issued two body cameras. He wanted to thank the Commission for their support. Commissioner McCray asked if anything had been capture that needs improvement. Chief Katz stated not at this time, one of the new officers purchased some groceries for an older lady that had her purse stolen. The video made it out on social media. 18 Special Commission Meeting Budget Workshop City Commission Boynton Beach, Florida July 17, 2017 Speaking on cold cases, there are many cases from the 80's and 90's. The City was working to develop a program where the City will look at those cases. Commissioner Casello recalled that Detective Joseph recently solved a cold case. Chief Katz confirmed, that was part of the cold case imitative. Also the Predictive Policing program, allows us to take a look at our experience over the last five years. It shows when and where calls for services come in. The software was up and running with a deployment scheduled for August or September for the software. The Police Department continues to do training, not only with the Police Department but with City employees. The Police Department has provided active shooter training for all City personnel, take a look at all City facilities, and improve the security of the employees, guests and information. Commissioner Casello inquired about the cost for the 300 overdoses and the drug Narcan. Chief Katz stated that the Narcan was received from the Fire Department. He stated that he is on the Palm Beach County Heroin Task Force. The situation would get worse before it gets better. This was something to consider in the upcoming years. Mayor Grant asked about the license plate reader cameras; was there any abuse this year; could the City use more. Chief Katz replied that they have been exceptionally helpful. More would be helpful. The Police Department was fine with what they have. Fire Chief Joseph reported this year's budget is stark. The City has a 7.6 increase across all divisions in the Fire Department. The expenditure was Personnel Services for 2017/2018 $20,815,848, Operating expenses $1,882,081, Capital outlay $395,814., Non -Operating expenses $887,808. The Personnel Service reflects the addition of Community Standards into the Fire Department budget. Community Standards being added, they were an independent 100% transport. We are moving in the right direction. Chief Joseph stated that he would like to thank the Commission for the six new fire fighters. Commissioner McCray inquired about the decrease in 2016/2017 from 2015/2016. Mr. Howard replied that the wages were taken out of the Life Safety from the Fire Department budget. Chief Joseph stated that the revenue has increased from 2016/2017. There was a 4% increase across the board for all of the contractual agreements: Town of Ocean Ridge $1,101,207, Briny Breezes $370,994, Town of Hypoluxo $419,367, Village of Golf $216,320. Ambulance Transport Fees Estimated $2.5 million. PEMT(Public Emergency Medical Transport Reimbursement.) Fees estimate $250,000. With Medicaid reimbursement, to offset the costs, in 2016/2017 the department recovered $204,000. The City is estimating $250,000 for fiscal year 2017/2018. 19 Special Commission Meeting Budget Workshop City Commission Boynton Beach, Florida July 17, 2017 Commissioner Romelus asked if this was annual expected revenue source ? Chief Joseph stated that it is an unexpected revenue source. It helps to offset for EMS only. It looks at vehicles, personnel costs, and medical costs, anything that has to do with EMS costs. Commissioner Romelus asked if the revenue source was not competitive but allocated for each department. Chief Joseph replied that it was allocated based on use. The run numbers would improve those numbers in the coming years. They are looking in the future to add patients that are on the Affordable Care Act. For now it is just for Medicaid recipients. The costs would be about $250,000. Ms. LaVerriere stated that this was a new revenue source, aggressively sought after. This was a very rigorous process to qualify for the reimbursement. The City would continue to apply for this source of income every year. Commissioner Romelus noted that with the purposed health care bill, would this take away from this allocation. Chief Joseph responded, as of right now, no. The state legislatures increase the allocation from $15 million to 25 million. The more patients that the City transports the larger the refund. Commissioner Casello wanted to clarify; each time the City picks up a Medicaid patient the State takes into consideration the personnel and the wear and tear on the trucks. Chief Joseph said that Medicaid was only reimbursing $190. We bill $680. It cost the City $2,600 per call. They are making up the difference for the Medicaid cost. The Fire and Life Safety fees are estimated $413,000 for the fiscal year 2017/2018. We are looking at our fees, to see how they can be adjusted. The City estimated revenue from outside sources was approximately $4.5 million, for fiscal year 2017/2018. Commissioner Casello asked if those cities that the City provides services have an escalating clause within the contract. Chief Joseph replied that there was an increase of 4% per year. The City has renewed the contract for Ocean Ridge and Briny Breezes for the next 12 years. Commissioner Romelus asked if the City contracts any of its police to the surrounding cities. Chief Katz stated that the Police Department has generated an estimated $200,000 with contract Police services. Commissioner Romelus asked if there were any potential cities that are coming on board. Ms. LaVerriere said that she was having some conversation with the Town of Lantana, for the Fire Rescue service. To potentially expand the Fire Services. 20 Special Commission Meeting Budget Workshop City Commission Boynton Beach, Florida July 17, 2017 Commissioner Casello noted that the City cannot afford to protect our own City. How can the City justify adding additional cities? Ms. LaVerriere stated that it generates revenue, to cover costs at least. Chief Joseph noted that the total call volume has increased approximated 9% per year. He stated that in 2016 the paramedic administered the narcotic antidote Naloxone on 427 patients for a total cost of medication of $11,500. In 2017, the year-to-date numbers are 305 overdoses, a total cost of medication of $7,625. At the current pace the City can estimate approximately 610 overdoses at a cost of medication only, would be $15,250 for 2017. Commissioner Casello asked how much has been collected through the potential insurers. Chief Joseph indicated that most of the opioid overdoses are for patients that are homeless. When the City does receive insurance from Medicaid, 50%. The City bills Medicaid about $680 in transport fees. The EMS billing staffs are working really hard to get payments. Commissioner Casello stated that out of $7,600 about 50% has been received. Chief Joseph stated the recovery cost was about 40% to 50%. Commissioner McCray stated the total cost in 2017 was $7,000. Chief Joseph stated that this was year-to-date. Inside the number for the Community Standards programs includes Fire and Life Safety. This department has not had an increase in personnel. The City has begun conducting a comparison of other cities fees. Commissioner McCray stated that he believed that the City should compare with Boynton, Delray, Lantana and West Palm Beach. Chief Joseph stated that the comparison was done with Palm Beach Gardens, West Palm Beach, Boynton Beach, Palm Beach County and Delray Beach. Ms. LaVerriere stated that the City could look at Boca Raton. Chief Joseph said that Boca Raton does not have an existing fee schedule for certain fees. There would be discussion with the City Manager, regarding increasing fees and how to proceed. Chief Joseph promised the Commission would be informed. The Commission has to approve a resolution for any changes. Ms. LaVerriere said that as a part of the review, how we structure the inspection. There should be an across the board standard. Chief Joseph continued with Community Standards, The City was trying to reduce the number of complaint cases, and the numbers that go before the special magistrate. Chief Joseph stated that the Fire Department was involved in the community, charitable events & Community Outreach, a fishing tournament and Firehouse Chili Cook Off. In 21 Special Commission Meeting Budget Workshop City Commission Boynton Beach, Florida July 17, 2017 March the Fire Department donated $33,000 to MDA. Other events include a Golf Tournament, and Haitian Hurricane relief efforts. Commissioner McCray asked about the car seat installation, does the City supply car seats. Chief Joseph indicated how the program was done. If a family shows up without a car seat, the Fire Department would provide one. The Fire Department was able to install 433 car seats in 2016. Commissioner Romelus asked Chief Katz about the charitable events. Chief Katz stated that they have charitable events quarterly. There was a Community Partnership and Building trust within the community, the Neighborhood Officer Program, quarterly Town Hall Meetings, Shop with a Cop, Coffee with a Cop, diaper drives for mothers and children, school supply drive, toy drive, and during the holiday there was a food drive. Ms. LaVerriere announced that the City was expanding the CPR program. She was thinking about making the program mandatory for personnel. Chief Joseph stated that the Fire Department would do the training for the CPR for all employees; initially this would be a voluntary program. Ms. LaVerriere said that she wanted all employees to have training on the Stop the Bleed Program. Chief Joseph explained a study found that many people who are shot usually bleed to death when they could have been saved. He stated that there are a lot of active shooters, if employees are trained on how to apply a tourniquet this could potential save a life. The goal of the department was to train all employees within the next few months. Chief Joseph said if something bad happens the employees are ready to respond. Another program that was being initiated was Baby Sleep Safe. If there was a baby less than 3 years old and not in a safe area, the fire fighter will provide training to the parent or care taker. A play pen would be provided at no cost to the parent. Then a social worker would contact the parent to make sure that the child was safe. He stated that the leading cause of death among children less than 3 years old was SIDS and having objects in the bed, while the child was asleep. Commissioner Romelus questioned if something that the City can provide to the residents. Chief Joseph stated that he would like to see a national standardize program, but there was no program. He will keep an eye out to address this problem of children being left in the car alone. Education was the key to solve this problem. Commissioner McCray suggested the baby on board placard. 22 Special Commission Meeting Budget Workshop City Commission Boynton Beach, Florida July 17, 2017 Chief Joseph announced that a new training officer was hired last year; he came with a lot of credentials. The City has conducted more than 200 hours of training. This was a savings of tuition of $22,OOO.Train all of the new hires, there are no overtime costs, He was a state certified instructor. Chief Joseph indicated that there was one vacancy in the Fire Department. Andrew Mack, Director of Development, explained Development consists of four divisions. Development Administration, Building, Planning and Zoning and Community Improvement, which guides physical development of the City and oversees the Land Development Regulations (LDRs), coordinates the review process, administers 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 most notable was in the Building division with an increase of 9.3% increase. The total overall was 5.5% increase of all division. Commissioner McCray asked if there are any opened positions. Mr. Mack stated that the Department has a part-time position, Development Administration. This is the Records Specialist position that was being re-classified from part time to full time. This position was being funded partly through Public Works/ Engineering Division. This would help with public records requests. Included in the budget is the outsourcing of the BTR/COU license printing and payment collection. He was anticipating the printing and the payment collection; should be done next fiscal year. Commissioner McCray asked about the outsourcing would that get rid of the individual. Mr. Mack said this was the printing and the collection. An individual was not responsible for the printing. This was a group effort. Mayor Grant asked when the renewals are going to be sent out. Mr. Mack stated that the renewals should go out the next two weeks. Mayor Grant inquired if the renewals would be sent through the new outsource provider. Mr. Mack replied that the printing for sure. He was working with them making sure that the online portion was working before going live. Mayor Grant asks if all new applicants must go through the Building Department. Mr. Mack stated that Building increased was in personnel cost. They would perform business system analysis with Navilin to assist implementation of system process improvement and to upgrade outside contractual services increased to cover permit activity. When looking at the overall efficiency, to look at our processes, to assist us with the changes that are being made with our software. Mr. Mack continued with the successes were replace our daily online inspection schedules, streamline exact change -out permits, a Adoption of CRA Redevelopment Plan and incremental implementation steps, Planning and Development Board agenda 23 Special Commission Meeting Budget Workshop City Commission Boynton Beach, Florida July 17, 2017 automation, addition of COU (Certificate of Use) to all BTR (Business Tax Revenue) licenses, close out of HUD funded housing. Mr. Mack announced that the State of Florida has mandated effective October, all building permits must be online. The City has an antiquated enterprise system; the system was about 10 years old. Mayor Grant inquired about the expense to have electronic application submittal. Mr. Mack stated that the City was looking at packages. A complete new enterprise system. Or a standalone system, the cost would be approximately $250,000. The City of Wellington has seen a reduction of in-house permit traffic decreased 70% at the customer service counter. Commissioner McCray stated years ago, it was stated that the Building Department was not a very friendly department. Jeff Livergood, Public Works Director explained Public Works was comprised of Engineering, Administration, Facilities Management, Fleet Maintenance, Parks and Grounds, Solid Waste and Street Maintenance. Commissioner McCray asked how many openings in the Public Works department. Mr. Livergood said that there are presently 7 openings, there are 2 fleet mechanics, 3 equipment operators in Solid Waste, 1 building mechanic in Streets. He said with a department of 102 employees there are always going to be some vacancy, with promotions and moving around the City. Mr. Livergood continued to present the budget. Public Works administration decreased 30.7%. Facilities Division increased 8.3%, maintains the City buildings, Street Division increased 9.5%, and Engineering Division increased 10.2% and Parks and Grounds increased 1.8, and Cemetery /Mausoleum decreased 3.8 %. Commissioner McCray asked why the Cemetery decreased. It was mandated by the State of Florida for perpetual care. Mr. Livergood replied the decrease has nothing to do with the maintenance at the Cemetery. Mr. Livergood continued with the update for the Solid Waste Division decrease 11.7%, Fleet maintenance Increased 33.7%. Mr. Livergood stated highlighted changes, Public Works Administration there was a $68,622 decrease, the deputy position retired and the City will not replace. Facilities Division an increase of $154,198, re -allocated Sr. Project Manager from Engineering to Facilities, Reclassification Supervisor to Project Manager to manage increased capital projects. 24 Special Commission Meeting Budget Workshop City Commission Boynton Beach, Florida July 17, 2017 Street Division increased $107,673 re -allocation of Crew Supervisor ad additional electric expense anticipated. Engineering Division decreased $70,977, Sr. Project Manager transferred to Facilities, added shared Administrative Associate with Development. Parks and Grounds increased $53,910 with the creation of two new crew members to concentrate on aesthetic issues. Solid Waste Division decreased $1,398,862, Elimination of Assistant Director and adds a Solid Waster Manager, Decreased general fund transfer, decreased vehicle purchases, less landfill expense. Fleet Division increased $2,068,576, variation based almost entirely on increased vehicle replacement schedule. Both positive and negative deviations are normal and funds have already been deposited. Mr. Livergood reviewed successes, challenges, initiatives. Successes in 2016/2017, added Solid Waste Fleet and staffing. Collection delay was decreasing, Landfill monitoring and close out is proceeding well and final closeout anticipated in 2018. Capital projects have been developed and refined to match surtax revenues. Initiatives in 2017/2018 included Automated Vehicle Location in Solid Waste Routing Software and beginning conversion of all FPL street lighting to LED luminaires. Public Works Administration $68,622 decrease with elimination of Assistant Director of Public Works position. Facilities Division $154,198 increase, reallocated Sr. Project Manager from Engineering to Facilities. Commissioner McCray asked what this position does. Mr. Livergood explained that he manages the entire facilities as well as projects. Commissioner McCray asked for an example. Mr. Livergood said anything from a bathroom remodeling to pipes. One of the things that will be done would be to reclassify Supervisor to Project Manager to manage increased capital projects. In doing so the City would eliminate the mechanic position. Mr. Livergood stated that the City not only has the surtax project, but they have the town square projects, that would come along to replace some buildings. In the coming years, we need to look at what are we going to allocate staff. Street Division had a $107,673 increase. Reallocation of Crew Supervisor and additional electric expense anticipated. The FPL would be increasing about $40,000. As Mr. Mack noted there was a shared position. Parks and Grounds increased $53,910, creating two new crew members to concentrate on aesthetic issues. The TLC crew, Tender Loving Care, was created to make the City look good. He wants to develop a process, which puts the WOW in what the public see. Commissioner Casello said he wanted to know about the pressure washing of the walkways. Mr. Livergood stated that pressure washing of the sidewalk, could be done with the new crew; but if there is a large volume, it may be better to contract out that type of work. Ms. LaVerriere noted that the City initially started with a crew of 3. In order to achieve a balanced budget, the number was reduced. 25 Special Commission Meeting Budget Workshop City Commission Boynton Beach, Florida July 17, 2017 Mr. Livergood has a list of about 50 items. The Solid Waste Division lost a key component; the City would be adding a Solid Waste Manager. This position existed about eight years ago, along with the Assistant Director of Public Works. It was a critical because the City was balancing equipment and people. Commissioner McCray asked about new vehicles that have been bought. Mr. Livergood replied there are two automatic trucks, a rear loader, and a recycling truck. Commissioner McCray asked if they are working. Mr. Livergood replied that the vehicles are not in the City at this time; it takes about 45 days to build. Commissioner McCray asked about the lemon, which was purchased. Mr. Livergood stated that the truck that was having issues was being replaced by the vendor; the replacement vehicle was expected within 30 days. Commissioner McCray receives lots of telephone calls regarding the trash. He was trying to get a handle on this issue. Mr. Livergood stated that was why the City added 4 employees, changed the replacement status, from 7 years to 5 years. It would slowly be implemented within the next two to three years. Mr. Livergood's successes that the City had been the landfill monitoring and closeout were proceeding well with final closeout anticipated in 2018. Mr. Livergood stated that the City had $700,000 of expenses in the current budget, but this would not be seen in next year's budget. Commissioner Casello asked if there was a replacement liner. Mr. Livergood replied that it has been repaired. He said that the cap has been repaired as well. The ground water monitoring is the most key element. The City can get out of any future monitoring, and the City could get out of the landfill business. Commissioner Casello asked if the City has a methane gas issue. Mr. Livergood replied there was an issue with the methane gas. The latest reading was below acceptable limits. Several more months of progress in that regard was needed. Commissioner Casello asked if the City was still monitoring the water at the Golf Course for arsenic. Mr. Livergood informed the Commission that they are extra wells at the golf course, as a part of the landfill progress, to determine how much of the arsenic was naturally occurring. The Hydrogeologist was developing their theory about the arsenic. Commissioner McCray asked if the City has tested the landfill for carcinogens. Mr. Livergood stated that the City evaluated for methane gas, as well as for any material that are not typically associated with ground water. The City has monitored for everything that has been required by DEP. Mr. Livergood stated the City is trying to fix what happened in the 1950's and the 1960's. 26 Special Commission Meeting Budget Workshop City Commission Boynton Beach, Florida July 17, 2017 Commissioner Casello asked how many acres was the landfill. Mr. Livergood replied that the landfill was 40 acres. Commissioner Casello asked what the long range plan for the landfill. Mr. Groff indicated that the City was looking at possibly expanding the golf course, once the landfill has closed. He stated that doing this could possibly increase the revenue for the golf course. Mr. Livergood stated the challenging this year, balancing the staffing and balancing the vehicle inventory, Solid Waste route balances, and initiatives in 2017/2018. The City has looked at automated vehicle location system. This was built into the budget; it comes with routing software. This would be an expense of $80,000 per year. Commissioner Casello asked if the trucks come with a GPS unit on each truck. Mr. Livergood said that the trucks come with GPS for each truck. The routing software was the real key. This software allows the supervisor to reroute trucks. The software would allow the supervisor to automatically look at the screens. It allows the supervisor to reassign another truck. The system will reroute the drivers. The software will allow the City to document some anomalies; the truck would take a picture of the homes. Mr. Livergood said the City has a lot of problem with dumpsters that are blocked. Pictures can be taken of the blocked dumpsters and the City can have a conversation with the restaurant owner. Another initiative was the FPL street lighting. The Public Services Commission passed a rate structure, to allow conversion of all the high pressure sodium FPL lights into LED. Mr. Livergood stated that the City has begun a discussion with FPL. He stated that the Public Works Department was doing an inventory of our system; he would determine the wattage for each fixture. Hopefully within 12-18 months the City should be able to convert all of the street lighting. There should be a savings of 20% on that $640,000 electric bill. Mayor Grant asked if the lighting would be a different color. Mr. Livergood indicated that the color would be different color. It is a bit whiter. The important issue would be the fixture wattage, which was where the City comes into play. Over the years, a lot of fixtures have been placed out in the City. Commissioner Casello asked how the wattage was determined; he asked if it was through candle power. Mr. Livergood stated that wattage was determined through lumens, as well as the type of lens. The City could do a nicer looking fixture at an additional cost. He said that there are some options. 27 Special Commission Meeting Budget Workshop City Commission Boynton Beach, Florida July 17, 2017 Commissioner Casello asked if the Town Square Project would keep LED in mind. Mr. Livergood stated in the affirmative. There would be more decorative fixtures for Town Square. Commissioner Romelus wanted everything underground for Town Square. Mr. Groff stated that everything would be underground for the Town Square Project. Commissioner McCray, in regard to the illumination, would it make it brighter? Mr. Livergood stated he believes that it would be brighter; we are going to be concentrating on keeping the lighting illuminated on the road way. Commissioner McCray stated he was concerned about the road way. Commissioner Romelus asked about the darkness on east to Woolbright. Mr. Livergood stated he was not aware that area was dark, unless there was an issue with the 1-95 project. He would check. Mr. Livergood asked that Commission look at the existing street lighting, there are some balls on top of the poles, look like hockey pucks; they are really sensors. The sensors are able to turn the light on as well as sensing when the light is burned out, and sends a signal through FPL. FPL is automatically notified. Mr. Livergood said in response to the question of why the cost for the Cemetery fund decreased; the City would not be paying the land survey cost, for the replatting. Wally Majors, Director, Recreation and Parks, pointed out although program revenue funds have decreased, there are some changes. The Art and Civic Center that generated some revenue would be lost. Commissioner McCray asked when the City can expect not to use the Art Center. Mr. Groff indicated with the Town Square project, the City was looking at a date of March 2018, anticipating, we are going to find some temporary space. Commissioner McCray asked what about the administrative personnel from the Art and Civic Center. Mr. Groff stated that places would be found for all of the administrative personnel. Mr. Majors said as it relate to the General Funds, we have made some significant increases. As a result of the pool, there was additional public swimming hours. Not able to generate more revenue. He is recommending an additional full time Ocean life guard, for the past 5 years the City has been managing with 7 Ocean life guards. It is creating a hardship on the staff. Mr. Majors stated that there is a need for 4 people to be on duty at all times. The Ocean Rescue Chief must spend most of his time on a life guard stand. It became a challenge to perform his duties. The lifeguards are not able to train as a team. The maintenance 28 Special Commission Meeting Budget Workshop City Commission Boynton Beach, Florida July 17, 2017 of the certification, the beach staff is USLA certified, the City was having the Lifeguards train twice a month outside of the normal work hours. Mr. Majors stated, that means that twice a month the City was paying our lifeguards overtime to maintain the certification. Commissioner Casello asked if there are any liability issues regarding 7 ocean guards instead of 9. Mr. Majors stated that the Ocean Rescue Chief has been able to pick up the slack; the City is squeezing in the physical training. The Veteran lifeguards are what were needed. In the last 17 years, he has never asked for a full time position. Mr. Major noted that the City has between 10,000 and 15,000 people that visit the beach each month; the lifeguard's average between 150 and 200 responses per month. Mr. Majors stated that the beach never closes. Commissioner McCray said that the City needs one additional full time Ocean life guard. When we send the budget back, City Manager is requested to leave it in the budget. Mr. Majors said in regards to special events, next year the 4th of July falls on a Thursday, the preceding Saturday will be June 30, the following Saturday is July 7. The weekend is challenging, but the department can deal with it. Staff was here to serve the public. This year the City would be going out to bid for the fireworks. Commissioner McCray asked about the new equipment, scan card ID, for the Hester and Sim Center. Would this be done City-wide? Mr. Majors replied that we have the cards already at the Senior Center, only at the Hester and the Sims Center. There are a few classes but not enough to support putting in the scanner card ID at the other Centers. Commissioner McCray asked if there would be a charge to the residents. Mr. Majors said that was up to the Commission. He would like to charge nonresidents as the Senior Center's residents do not pay a fee, and the nonresidents do pay. Commissioner McCray stated that he understands there are some program that require a fee, would the Scan card ID systems be utilized for this purpose as well. If a child comes in and he cannot pay the money, he would not be turned away. Mr. Majors said that a child would never be turned away. Never have, never will. Commissioner Casello asked what happened with the score clock at the Hester Center. Mr. Majors replied that the clock barely worked. It was inside the gym. The City has a very strong relationship with the Wildcats, and he had spoken with them regarding doing a fund raiser for those kinds of things. Commissioner Casello said that the City just paid $50,000 for a new football field, and we are doing about a quarter of a million dollars work on the building. Going back to the 29 Special Commission Meeting Budget Workshop City Commission Boynton Beach, Florida July 17, 2017 fee structure, how does the City pay for these improvements? Mr. Majors indicated that these are general fund improvements. Commissioner Casello said that was quite a lot of money for one center. He stated that he has no problem, charging a minimum fee. How many basketball games do we have down there? Mr. Mayors said that there are many games, that is why he suggested partnering with the Wildcats to do a fundraiser. Commissioner Casello argued the City spends so much money at the Hester Center. The City did the press boxes, and the City did it a second time after the windows were broken. Mayor Grant stated that the Hester Center was built in the early 1990's; there has not been any type of rehabilitation since then. Mr. Majors remembered that in 1992 was the first phase, there have been additional phases over the latter part of the decade, and the last was in 2000 when the City enclosed the breezeway. Mayor Grant asked what was the cost of the score clock. Mr. Majors believed the cost to be between $5,000 and $7,000. Part of the hope was to accommodate activity that would help offset that cost. Mayor Grant said that he has heard about indoor soccer. He also stated that he was for the indoor clocks. Upgrading it would definitely help the community. Vice Mayor Katz asked how much money is in the Parks and Recreation budget, to put aside for the Quantum Park. Mr. Majors stated that no money has been set aside. Vice Mayor Katz stated that the City has expended a lot of money on one side of town. Mr. Majors said that he did allocate $50,000 for parks impact fee trust funds; for parks planning. Every 5 years a comprehensive needs assessment is done. The first step is to create a conceptual plan. Ms. LaVerriere indicated that had been done for the Quantum Park. Commissioner McCray asked how much money is in the Park impact fee fund. Mr. Mayor said that he believes that it is $500,000. Commissioners McCray asked what that money can be spent for. Mr. Majors replied park improvement, development and park planning. Ms. LaVerriere asked if there were any limitations on how the money can be spent. Mr. Majors replied that at first the City must focus on where the impact fee was collected, if we find that the money was not needed for the area where the money was received. Then that money can be used in another area. As an example the money that was invested in the Barrier Fee park. 30 Special Commission Meeting Budget Workshop City Commission Boynton Beach, Florida July 17, 2017 Commissioner McCray asked about Renaissance Commons. He understands that the City receives impact fees for this area, how can the fees be used. Mr. Majors replied that this can be used for park improvement and development. This year money was set aside for parks planning. The City's first priority should be to maintain the parks. Commissioner McCray stated that the City has money, let's use the money for the northwest section of town. Mr. Majors asked the Commission to give some feedback on the July 4, 2018. Commissioner Romulus said that regarding the firework events, staff did not want to do it during the weekday; because it was difficult for staff to wake up the next day. Mr. Majors commented that he heard from families that had children, and asked the City to consider it. Commissioner Romelus stated that she heard that it was more difficult for staff. Mr. Majors stated that the weekend is a little tougher, but either way, the staff will make it happen. Mr. Majors stated that the City was going out to bid soon, and needed a date. Ms. LaVerriere commented it was obvious that July 4t" would be the best day. You do not want to celebrate the holiday in June. Commissioner McCray asked if Boynton Beach was the only municipality that had it on that date. Mr. Majors said that he did not know. Commissioner McCray recalled years ago, Ocean Ridge had given money towards the fireworks to the City. He asked if anyone reached out to Ocean Ridge Mr. Majors contacted the Town Manager of Ocean Ridge and was inquiring about their level of support. Ms. LaVerriere responded the level of support was minimal. The Commission had a consensus for July 4, 2018. Mr. Majors announced that the Holiday parade would begin at 4 pm. The parade route would be on Federal Highway Motion Mayor Grant moved to adjourn. Commissioner McCray seconded the motion. Vote The motion unanimously passed. The meeting was adjourned at 8:51 p.m. (Continue on next page) 31 Special Commission Meeting Budget Workshop City Commission Boynton Beach, Florida ATTEST JudithvA. Pyle, CMC City Clerk d eenester Nieves Deputy City Clerk 32 17, 2017 CIT F B YNT B Mayor - Steven B. Grant Coissioner - Chr' tina Romelus 7�.- Co issioner - Joe Casello