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Minutes 07-16-19 Minutes of the Regular City Commission Meeting Held on Tuesday, July 16, 2019, at 6:30 P.M. at the Intracoastal Park Clubhouse, 2240 N. Federal Highway Boynton Beach, Florida Present: Justin Katz, Vice Mayor Lori LaVerriere, City Manager Mack McCray, Commissioner James Cherof, City Attorney Christina Romelus, Commissioner Queenester Nieves, Deputy City Clerk Ty Penserga, Commissioner Absent: Steven B. Grant, Mayor 1. Openings A. Call to Order—Vice Mayor Justin Katz Vice Chair Katz called the meeting to order at 6:32 p.m. Invocation - Rev. Riccardi, Police Chaplain Reverend Riccardi gave the invocation. Pledge of Allegiance to the Flag led by Commissioner McCray The members recited the Pledge of Allegiance to the Flag. Roll Call Deputy City Clerk Nieves called the roll. A quorum is present Agenda Approval: 1. Additions, Deletions, Corrections 2. Adoption Motion Commissioner McCray moved to approve. Commissioner Romelus seconded the motion that unanimously passed. Meeting Minutes City Commission Boynton Beach, Florida July 16, 2019 2. Other A. Informational items by Members of the City Commission Commissioner McCray thanked staff and the volunteers on the Fourth of July celebration. He attended with his Godchildren. He announced it was the best event to-date. Commissioner Romelus agreed with Commissioner McCray's comments. Commissioner Penserga acknowledged the great work Utilities was doing. He visited the East Water Treatment Plant on Monday and welcomed the Japanese delegation as they came to Boynton Beach to learn about technology from staff. He attended the Pathways to Prosperity Summer Youth Institute. This local non-profit partnered with Utilities to provide summer internships to teens. He heard at the Reflections Ceremony what it meant to the participants and how happy they were. He recognized Tremaine Johnson and Michael Johnson were in charge of the program. This Saturday, July 20th, Future 6 is holding their next event called For the Love of Surfing. Volunteers are needed to help special needs youth have fun in the water. Vice Mayor Katz had no disclosures. He requested the Dog Beach related item be tabled until the Mayor returns, as it is an item of interest to him. There was also a request to move item 3B to 9B. There were no objections. 3. Announcements, Community and Special Events and Presentations A. Recognize and celebrate the City's commitment to work towards full compliance with the Americans with Disabilities Act. Ted Goodenough, ADA Assistant, will accept the proclamation. Vice Mayor Katz read the Proclamation recognizing the City's commitment to work towards full compliance of the Americans with Disabilities Act (ADA). Present to accept the Proclamation was Ted Goodenough, City ADA Assistant. Mr. Goodenough thanked the City Commission for the Proclamation and introduced Rosy, his guide dog. He grew up in the 60s and 70s when there was no ADA. He started to go blind at age 14. He did a lot of challenging things and looked for ways for him to get around having a disability. About three years ago, he reluctantly was retired. The company he worked with bought new equipment and his adaptive equipment could not interface. He indicated his bucket list is to learn braille, advocate for guide dogs and service animals, and see Tom Brady play before he went blind. He was unsuccessful with the last item. He contacted the Division of Blind Services, who directed him to the Lighthouse for the Blind. The Lighthouse introduced him to great instructors and he learned new skill sets so he could return to work. He was at the Lighthouse talking about all those who helped him and he mentioned he was networking. He met Debbie Majors, Boynton Beach ADA Coordinator, who asked him to come to the City. He spoke with the Planning Committee about actions 2 Meeting Minutes City Commission Boynton Beach, Florida July 16, 2019 the City could take to make things easier for other blind individuals, and he is now the Assistant ADA Coordinator. Mr. Goodenough commented after he went blind, the school placed him in special needs classes. He was an A/B student and they thought he would not be able to keep up because he went blind. They would not teach him Braille as they said it would be obsolete and 30 years later, it is not obsolete. He expressed Boynton Beach is not just trying to meet ADA standards; they are trying to go beyond what the ADA Law requires. He meets with a Compliance Committee and they discuss the City compliance needs. Mr. Goodenough mentioned Barrier Free Park accommodates individuals with disabilities. The Links has wheelchair accessible golf carts and the pool has a wheelchair lift. Mr. Goodenough contended those actions are not something one does if they want to meet ADA standards; they are done when one wants to include everyone. It gives people fair and equal access. He announced he is so proud to work for this City as it is challenging itself to be the best it can with respect to the Americans with Disabilities Act. Commissioner McCray was impressed by Mr. Goodenough's statement, announced Ted was good enough, and he was glad he was working for the City. Commissioner Romelus introduced herself and advised she wanted to meet Mr. Goodenough as she had received his email. She was also impressed and agreed the City was trying to go above and beyond. She thanked him for his assistance. B. Development Department to give brief presentation of their operations. This item heard later in the meeting. 4. Public Audience INDIVIDUAL SPEAKERS W ILL BE LIMITED TO 3 MINUTE PRESENTATIONS (at the discretion of the Chair, this 3 minute allowance may need to be adjusted depending on the level of business coming before the City Commission) Susan Oyer, 140 SE 27th Way, wished citizens would become more involved in the City's budget process. She announced Sister Cities is having a Social on July 29th at 5:30 p.m. at the Brass Tap. The brewery celebrated their 5th Anniversary. Sister Cities is holding socials on the 5th Monday of the month called Fifth Monday Mingles. Ms. Oyer announced today is the 50th Anniversary of the Apollo 11 Moon Landing. Commissioner Romelus noted there were a handful of people who attended the budget workshop. Ms. Oyer agreed, but commented the others did not stay the full time. Ted Hoskinson, Founder of the non-profit Roots and Wings, explained the organization started three years ago. Last semester, the organization came to Boynton Beach. He introduce himself and announced the organization is involved in the Above and Beyond Award, which is an award given to teachers in public and Title I schools. The organization goes into the classrooms with a bag of goodies and give the teacher $50 for a meal and 3 Meeting Minutes City Commission Boynton Beach, Florida July 16, 2019 $50 to purchaser supplies. The second program is an after-school reading program, which is expanding in Delray Beach. He hoped to bring the program to Boynton Beach in a year or two and offered to send information to those interested in the program. He noted the Mayor attended one of their awards at Rolling Green. The organization recognizes teachers with a special celebration on September 1st. They provide plaques to the schools, which contain the name of the teachers who have won the award. He invited the City Commission to attend to present the awards to the principals of Crosspointe, Galaxy, Forrest Park, Poinciana, Freedom Shores, and Rolling Green. Vice Mayor Katz was interested in contacting him to learn more. Commissioner Romelus thanked him for the work they do and coming to Boynton Herb Suss, 1711 Woodfern Drive, Quail Run, advised the House of Representative passed legislation for Cybercontrol with the upcoming elections, but Mitch McConnell prevented a vote on it. Mr. Suss wanted the elections safeguarded. He announced there is climate change, the world was at a point of no return, and many young people will suffer from what is going on. He recalled the head of the country made racist remarks. Mr. Suss • expressed his opinions regarding the President comparing him to a dictator. He advised something must be done. If in 2020 he wins, the country is doomed. He urged all not to be complicit. 5. Administrative A. Appoint eligible members of the community to serve in vacant positions on City advisory boards. Motion Vice Mayor Katz nominated Shaquira Young as an alternate on the Education and Youth Advisory Board. Commissioner Romelus seconded the motion that unanimously passed. Motion Commissioner McCray nominated Wilky Briette as an alternate on the Education and Youth Advisory Board. Commissioner Romelus seconded the motion that unanimously passed. B. Request to move September 3rd Commission meeting to Thursday, September 5th at 6:30 p.m. at Intracoastal Clubhouse Park to hold the First Public Budget Workshop for FY 19/20 budget. Motion Commissioner Romelus moved to approve. Commissioner McCray seconded the motion that unanimously passed. 4 Meeting Minutes City Commission Boynton Beach, Florida July 16, 2019 Vice Chair Katz announced a Special City Commission meeting on Tuesday, September 10, 2019 at 6:00 p.m. at Intracoastal Park Clubhouse to adopt the Final Fire Assessment for FY 19/20. This meeting will be held immediately before the CRA meeting. Motion Commissioner Penserga moved to approve. Commissioner Romelus seconded the motion that unanimously passed. Vice Mayor Katz asked why the City Commission had to change the meeting dates. Lori LaVerriere, City Manager, explained the City is prohibited from scheduling its budget meetings if they conflict with the Palm Beach County Board of County Commissioner budget workshops or the Palm Beach County School District workshops. The regular City Commission meeting on September 3rd was a workshop so the meeting was moved to Thursday. The Fire Assessment schedule is dictated by Statute and the City will be required to have a special meeting to adopt the Resolution for the Fire Assessment. 6. Consent Agenda Matters in this section of the Agenda are proposed and recommended by the City Manager "Consent Agenda" approval of the action indicated in each item, with all of the accompanying material to become a part of the Public Record and subject to staff comments A. Proposed Resolution No. R19-072 - Authorize the City Manager to sign an agreement between Nsure Inc. and the City of Boynton Beach to provide the service of locating missing or incorrect patient insurance information as a sole source vendor. B. Proposed Resolution No. R19-073 - Approve Phase II (Change order #1) with Wynn & Sons Environmental Construction CO. Inc. for the resurfacing of the Family Course's cart pathways at the Golf course in the amount $84,755.20 plus a 10% contingency of $8,475.52 for a total expenditure of $93,230.72. C. Proposed Resolution No. R19-074 - Approve a resolution of the City of Boynton Beach supporting the creation of a Community Redevelopment Agency (CRA) in the Village of Palm Springs, FL. D. Approve the addition of the following job classification in the City's Pay Plan: Police System Engineer E. Accept the Fiscal Year 2018-2019 Budget Status Report of the General Fund and the Utilities Fund for the eight (8) month period ended May 31 , 2019. 5 Meeting Minutes City Commission Boynton Beach, Florida July 16, 2019 F. Approve revisions to and addition of project(s) to the Fiscal Year 18-19 approved surtax projects. G. Accept surtax capital project status report for 3rd quarter of fiscal year 2018-19 — April through June 2019. H. Accept the written report to the Commission for purchases over $10,000 for the month of June 2019. I. Approve the Bid Award for"Annual Supply of Large/Heavy Duty Vehicle Aftermarket Parts, Accessories and Supplies" Bid # 030-1412-19/MFD to the following three (3) companies: Genuine Parts (Napa), Palm Truck and Truck Pro on a primary, secondary and third basis to the lowest, most responsive, responsible bidders who met all specifications with an estimated annual amount of$45,000. J. Approve the one-year extension for RFPs/Bids and/ or piggy-backs for the procurement of services and/or commodities as described in the written report for July 16, 2019- "Request for Extensions and/or Piggybacks." K. Authorize the City Manager to enter into an agreement for renewal of an annual subscription to Gale Legal Forms Database for one year in the amount of $2,315.25. L. Approve the minutes from City Commission meeting held on July 2, 2019. Commissioner Penserga pulled Item 6C. C. Proposed Resolution No. R19-074 - Approve a resolution of the City of Boynton Beach supporting the creation of a Community Redevelopment Agency (CRA) in the Village of Palm Springs, FL. Ms. LaVerriere explained Mayor Bev Smith and Village Manager Rich Reade, from the Village of Palm Springs were seeking the City's support for their request to the Board of County Commissioners to create a Community Redevelopment Agency. About a year ago, the City adopted a similar resolution in their attempts to go before the Board and at that time, the resolution was unsuccessful Mr. Reade introduced Bev Smith, a 20-year, hardworking public official and announced the Village of Palm Springs needs help from all the communities in the form of a Resolution. They need jobs, investments in their community and resolution of issues that have occurred in areas around the Village. If they do not have the Tax Increment Financing, they cannot grow the community. Supporting the Village will help the entire region. Ms. Smith looked to the City for support and commented the Village looks up to the City as they are a model city with the CRA. Her mother was born in Boynton, and the 6 Meeting Minutes City Commission Boynton Beach, Florida July 16, 2019 City has done an incredible job. She hoped the County would approve their request for a CRA. Motion Commissioner McCray moved to approve. Commissioner Penserga seconded the motion that unanimously passed. Mr. Reade praised Ms. LaVerriere as a great ambassador for the City in the County and the State and thought she was probably one of the best in the State. He appreciated her and all she does. Motion Commissioner Penserga moved to approve the remainder of the Consent Agenda. Commissioner McCray seconded the motion that unanimously passed. 7. Consent Bids and Purchases Over $100,000 A. Approve the Bid for "Annual Supply of Original Equipment Manufacturer (OEM) Service and Parts for Medium/Large and Heavy Duty Vehicles And Equipment" Bid # 029-1412-19/MFD to the following ten (10) companies: Palm Truck, SBL Freightliner, Nextran, Trekker Tractor, Sunbelt, Pat's Pump, Dartco, Expert Diesel, General GMC and Southern Sewer on a lot by lot basis, to the lowest, most responsive, responsible bidders who met all specifications with an estimated annual expenditure of $500,000. B. Approve the Bid for "Annual Supply of Original Equipment Manufacturer(Oem) Service and Parts for Small and Light Duty Vehicles And Equipment" Bid # 032- 1412-19/MFD to the following four (4) companies: Al Packer, Autonation Chevrolet, Grieco Ford and Schumacher Parts on a lot by lot basis, to the lowest, most responsive, responsible bidders who met all specifications with an estimated annual expenditure of$110,000. C. Authorize utilizing the State of Florida Alternate Contract #43211500-W SCA-15- ACS for the purchase of Datrium DVS computer nodes, data nodes, and host software from Transource Services Corp in the amount of $199,959.64. The City is allowed to purchase from State of Florida Contracts. Motion Commissioner McCray moved to approve. Commissioner Romelus seconded the motion that unanimously passed. 7 Meeting Minutes City Commission Boynton Beach, Florida July 16, 2019 8. Public Hearing 7 P.M. or as Soon Thereafter as the Agenda Permits The City Commission will conduct these public hearings in its dual capacity as Local Planning Agency and City Commission. None. 9. City Manager's Report Commissioner McCray noted there are new employees. Mara Fredrickson, Finance Director, introduced new Purchasing Manager, Randy Wood from the City of Riviera Beach. Mr. Wood thanked all for the opportunity to serve the City and he was very excited to work for Boynton Beach. He originally retired from the Tennessee Valley Authority as a contracts manager. He took a year off and was a procurement officer for the Chattanooga Housing Authority. He moved to Florida, was with FPL and retired, got married, had a child and is now back in the workforce. He was fortunate to get contractor position in Riviera Beach. He enjoyed his time there, but wanted to explore opportunities. He was made aware of the opening in Boynton Beach, applied for the position, and now looks forward to using his skill sets for the City. He was born in Alabama, and then lived most of his life in Tennessee. Ms. LaVerriere introduced Lauren Linville, the new Human Resource (HR) Administrator. She has a strong HR background with most of her service in the Coast Guard and she is a veteran as well. Ms. Linville explained she was in the Coast Guard for 14 years, stationed in Miami Beach and she is still in the Reserves. She will take a command position in Massachusetts and will fly to Cape Code on a quarterly basis. Her background is in administration with a strong background in emergency management. In three years, she was deployed seven times in support of natural disasters. Ms. LaVerriere met her at a Florida City and County Manager's Association networking event at FAU with Masters of Public Administration students. Ms. Linville was there and Ms. LaVerriere mentioned Boynton Beach has outstanding opportunities and she should check the website. Commissioner Romelus welcomed her and thanked her for her service. A. Announce the introduction of two new youth program in the City's Fire and Police Departments. Police Chief Michael Gregory and Fire Chief Glenn Joseph will present the new programs. Ms. LaVerriere explained during the workshops, there was discussion about programs the City would like to expand. It was a strategic initiative to engage youth throughout the City. The Utilities Department had an outstanding program and the Police and Fire are active with youth programs. The City found a funding source from the Christ Fellowship Donation the City Commission receives each year. There were discussions held with the 8 Meeting Minutes City Commission Boynton Beach, Florida July 16, 2019 Church about the tax loss the City would sustain when the Church came to the mall, and the Church committed to partnering with the City. On their own, they have been donating $25K to the City in lieu of taxes. The Churches only request was that they do something meaningful with the funds and serve the underserved in the community. Ms. LaVerriere was speaking with Commissioner Penserga about how to use the funds and two programs came to mind. One was an expansion of the Fire Explorers program, which could accommodate about 35 youth, and a female mentoring program, and a Teen Summit in the Police Department. The City could use the funding in the account to sustain the programs on an annual basis. The fund has about$175K. Commissioner McCray was on the Board when Christ Fellowship was before them. He had not heard anything about the use of the funds and was happy the City was investing in its youth. He favored spreading the funds around. Commissioner Penserga commented the programs arose from a discussion with Pastor Bob Bendor. Commissioner Penserga always felt government has its roles and limitations. The City cannot help every group, but with creative thinking, the City can expand on their good work. It is good to have community partners. By changing lives in the community, they are changing the lives of children. Michael Gregory, Police Chief, commented he was open about his philosophy about community policing. He is a progressive Chief and pursues activities to connect to the community. He was pleased there were a number of programs already in place, such as the Teen Police Academy, Police Explorer program, and Shop with a Cop. There were other elements he wanted to tie further tie into to reach children who cannot engage in parks programs, because of cost, inability to get to the program or other challenges. Youth have no positive activities to engage in during the summer and there is a rise in property crime, vandalism, and larceny during this time-period. Chief Gregory thought the Department could further their community policing mission with the youth by having the Teen Summit program. If approved, the program could start within the next three weeks before school commenced, spending three days a week with youth on planned scheduled activities with the officers and facilitators they would bring. There has been a fair amount of interest, as the Department has been informally reaching out to different entities to determine interest and the feedback was positive. The program would consist of workshops, classes that include guest speakers from Let's Get Motivated, physical training, anti-bullying and crisis interventions, introduction to social media to have positive versus negative contacts and conversations, character-building workshops, participation from a local karate club, Cross Fit training, drug awareness videos and basketball and dance classes. The budget is approximately $10K, which would include expenses for meals while they are with the officers and the cost of facilitators. There will be Zumba classes and tee shirts to identify youth from other students. If successful, the Department would roll the program into other times of the year when school is out. 9 Meeting Minutes City Commission Boynton Beach, Florida July 16, 2019 Commissioner McCray asked if the Department could use forfeiture funds and learned they could, but it would leave less funds for equipment purchases. Commissioner McCray expressed his support use some of the forfeiture funds for the program. Commissioner Penserga asked how they would recruit students. Chief Gregory explained there are youth and high school students that are not involved in structured programs east of 95, south of Gateway and north of Woolbright. There are local churches inside those boundaries. Staff and the NOP officers working with youth at the Hester and Sims Center know who the local families are. The program will start immediately. They have a preliminary budget and if the program is approved at this meeting, they could start next week after a full week of registration. Glenn Joseph, Fire Chief, explained when he worked in Boynton Beach, one initiative to grow internal candidates was to attract local people to become involved in public safety and especially fire service. During the last hiring round, three individuals from Boynton Beach were hired. The focus of the initiative was to try to recruit local talent. When Lieutenant Greg Jackson approached him to have an Explorer program, he told him to put the program together in writing and give it to him and they would look for funding. Lieutenant Jackson did a great job and they have Post 343. They marketed the program to churches and other locations to get youth interested. Staff put the program together in May, and approached the Board and started marketing the program. About 100 people showed up to the first open house and 45 students between the ages of 14 to 20 from all demographics including the Heart of Boynton filled out applications. The program originally was to have 15 students, but with the extra funds, they expanded it from 15 to 30. The limitation now is not City support; it is the amount of volunteers needed to make the program work. Staff will provide the participants with the initial equipment they need and show them prospects for future employment. The program will show the participants a different and good way of living. They will be taught to be a servant in the community and in the public, discipline and prospects for future employment. The Explorer program will begin in mid-August. The second program was a mentoring program for young women. Women account for about 4% of firefighters. The City of Boynton Beach only has 10 female firefighters. The Department wants to have a fun program with a long-term view and proposed to have a summer program for 14 to 18. year olds. The students would come in, hang around and meet women in Fire Service from all over to show them this profession is not just a male profession. The Department needs smart, strong, brave dedicated people to make public safety their goal or profession. Chief Joseph thinks the funds the program received will be sufficient and if they need more for a future expansion, they will ask for it. Deputy Chief Clemons is the originator of the program and she is the first Black female hired in the City and the first Fire Black Fire Chief, as she is a Deputy Chief right now. She has experience, knowledge, the commitment and motivation to make the program a success. The Explorer program will start mid to late August and the Mentorship Program for Women will begin next year. The Department budgeted $5K and the needed budget was about $22K. The Department was trying to raise money through donations. The program 10 Meeting Minutes City Commission Boynton Beach, Florida July 16, 2019 is now for 15 students so the extra money from the Church donations expanded the program from 15 to 30 candidates. Ms. LaVerriere explained the Commission was looking at about $30K in total for all three programs on an annual basis. The hope was to expand the Teen Summit to the winter and spring breaks, expand the Fire Explorer and offer the Mentoring program. Each year when the Church delivers the check, they meet and they were talking for a few years about programs. The donation was not intended to augment the General Fund or occasionally give small donations. The agenda item was just a way to seek consensus if the Commission wants staff to proceed and grow the programs. Commissioner McCray asked Chief Joseph if the Department was still seeking donations and learned they would. Pastor Bob Bendor from Christ Fellowship explained it is the Church's deepest desire to add value and they are a part of Boynton. He is blessed to be a part of the community in the Boynton Beach Mall. They like to see mentoring youth occur and they support the men and women who serve and protect who build bridges for at-risk youth. The programs can be pathways. Commissioner McCray thanked him and the congregation for keeping their word. Commissioner Romelus was excited, but noted they had programs similar to the Police Athletic League in the past that disappeared due to lack of funds. She wanted to ensure the programs remain regardless of the City's fiscal situation. She supported continuing to seek donations so the programs remain. The request was for about $30K from the existing fund. There were no objections to fund the items. Vice Chair Katz thanked the Church for the funds and advised the City will keep the Church updated. 3.B. Development Department to give brief presentation of their operations. (Commissioner Romelus left at 7:39 p.m. and returned at 7:42 p.m.) Mike Rumpf, Development Director, worked for the City for 32 years and has seen many benchmarks and a lot of growth. He gave a brief summary of his background noting his experience on both the staff and official level. A PowerPoint presentation was viewed showing the different divisions in the Department and an overview of the basic functions. Last year, Mr. Rumpf inherited a vision from his predecessor to implement a function or division in the Department to handle problem solving before issues escalated. It would cross over to other divisions and work with various staff members to address issues and evaluate the system. A core function is to issue Certificate of Use and Business Tax Receipt applications, as is customer service support. The Division processed 126 applications filed electronically. The Department is using some of the software in live situations with some applications to debug before exposing the software to the public and before renewing it in October. An issue previously discussed during the budget was a proactive identification of unlicensed businesses. Staff estimated a 20% increase in 11 Meeting Minutes City Commission Boynton Beach, Florida July 16, 2019 unlicensed business has been identified by having an inspector send the business to the City to process the application. The business is not disciplined but it is good to get the word out. By doing so, it adds the business to the regulatory system and increases City revenues. Development Services Administration encompasses customer support. Patsy Grissom assembled a customer support team for the application intake staff. This reduces the length of time individuals have to wait to be seen. He noted the lobby wait time was reduced by nearly half and on average for 15 minutes. He noted the Department handles 22K incoming calls annually. Staff had requested funds for personnel reclassifications and an additional part time individual to assist with phone calls. The Community Improvement handles the State Housing Initiative Program (SHIP) and the Community Development Block Grant (CDBG). The Division handles housing programs funded with state and local funds. It was noted the Division head was retiring and her assistant is being trained to handle the department on an interim, if not a permanent basis. It was noted CDBG funds could be used for reroofs, sod, windows, doors, painting and beautification. The Building Division is overworked. As the economy grows, permit activity increases. The Division handles the Community Rating System a/k/a National Flood Insurance Program. Building staff help to assess damage after a hurricane and has a short amount of time to report to the federal government what the damage was. The Department has plans examiners and inspectors and the Commission viewed the number of permits, plan reviews and inspections from 2015 to 2019. Mr. Rumpf explained these are all day-to-day activities. The Expedited Permitting Ordinance was originally written for larger projects to promote economic development. Part of the evaluation process will include what they can expand such as eligible applications. Staff was seeking to move projects along and streamline quick fixes or replacements without having to go through a thorough application process. There were over 22K inspections, and 19K permits. The City has a total of seven inspectors and they are all multi-discipline inspectors that handle plan reviews. The division currently has two vacant positions. The challenge is with the workload, they have five additional individuals that come in on a daily basis to assist. Having outside inspectors give challenges because the individual does not have the same inspector or have a relationship to help them through the process. Commissioner Romelus inquired about the vacancies. Shane Kittendorf, Chief Building Official, was interviewing four candidates and hoped to fill the two vacant positions. He noted they could really use three individuals to provide full service in-house as opposed to using the contracted inspectors. They could then use the outside inspectors to fill in when staff inspectors go on vacation. Ms. LaVerriere had intended to bring in a third inspector at the budget in September. In total, the one position would cost an extra $100K. Commissioner McCray asks who handles complaints when an inspector says to do something and no one else knows why. Mr. Rumpf explained the intent of the one new position is to be a point source. Saleica Brown, handles complaints, but she has a staff team to work with. 12 Meeting Minutes City Commission Boynton Beach, Florida July 16, 2019 Commissioner Romelus asked why there was no software for point of contact and learned the Division is getting there. They have an electronic system, but the software is not fully automatic. When submitting paper applications, only one person can review a plan at a time. If they have an automatic system, it goes into a bank so four different disciplines can review it at the same time. They are acquiring the system through a competitive bid. Mr. Kittendorf explained one reviewer conducts a review, the plan goes out with comments, comments are addressed and returned to the Building Department and then they review again. Staff will either have more comments or issue the permit. The Department is now implementing a checklist to assist with a thorough review because each reviewer has a different skill level of knowledge and understanding, and another plan reviewer will see different items and add other items on. The question is at what point should the reviewer stop applying the Codes and want everything on the plan. The goal is to educate the team and have a uniform complete process. When a reviewer reviews the plan, they should conduct a complete and thorough review, put everything in order so when the next reviewer reviews the plan, he will conduct the review based on the comments and then determine if there is compliance with the Code. The checklist will assist with that process, so no one will have to assume a review was not done. All want to protect their license and ensure the job is right. Workers need more training to unify operations and plan reviews are complete. Ms. LaVerriere asked the implementation date for the software. Mr. Kittendorf explained each company has a different time-period. Some companies ranged from two months for a quick implementation for a phased set up. Others were six months, and some longer than that. The Selection Committee planned to have an open review the week of August 12th. Commissioner McCray asked if the City checks with other municipalities to see if they have problems with the software and learned they do. Mr. Kittendorf will travel to Port St. Lucie on Thursday to observe their operation. Port Saint Lucie has a homemade system by Blue Bean and they currently have a 49% digital submission process. Commissioner McCray thought dialogue should be occurring about how to stop some of the complaints. Mr. Kittendorf explained he is active in the State Association every city is getting the same types of complaints across the Board. There is an industry shortage of professionals. The State has implemented an internship program targeting high school graduates. An individual 18 years old, if they can pass one of the trade discipline exams, can come under the umbrella of a building official, without having experience, and enter the internship program for four years. The building official would mentor the student through the four years to give them the experience they need to become a fully licensed professional. Board Member Romelus asked if there were surrounding municipalities that were further along than 49% of online plan reviews and permit submittals. Mr. Kittendorf explained Wellington really uses their system. They went from having six team members at the counter to one, and they have a call center in the back to assist customers. This has occurred with the Town Square project when everything came in digitally, was completed at the same time. The process took seven days as opposed to 30 to 40 based on the 13 Meeting Minutes City Commission Boynton Beach, Florida July 16, 2019 number of departments that have to review the plans. Quite a few cities have excelled in the digital world. Mr. Kittendorf speaks with Wellington weekly. Ms. LaVerriere explained there is no perfect software to cover the functions of the entire department. Boca Raton has electronic software. The system cost $200K, which was a challenge for the City, but now the City has to have the software. Commissioner McCray asked how much staff time the Town Square project uses and learned the Department has one person dedicated to the project, who is Mike Gregorchik. He is also one of the most knowledgeable inspectors. Mr. Rumpf explained if the public is not going to the Department for a building matter, they are coming to Planning and Zoning to learn how they can develop the land. Planning and Zoning handles special projects including Code Amendments, Land Development Regulations evaluations and they help with the updates for the community standards minimum property standards. Staff reviews projects against objective and subjective standards with the goal to provide for the best project possible. Planning and Zoning updated the CRA Plan, handles medical studies and long range planning. Mr. Rumpf assembled a small team to review the development application review process and participated in a webinar about how to conduct the review. Staff is looking at best practices, mainly in Gainesville, who was featured in the Florida American Planning Association Conference. A flow chart was viewed showing the process from pre-submittal through the staff review period, which takes about two months. The Public Hearing process begins with an advisory board review, and then City Commission review. Permitting, construction, inspections and project completion follows. Mr. Rumpf advised the public and applicants know the Division is subject to complaints, but knows that staff has an in-depth understanding of where the problem is and is trying to solve them. Commissioner Romelus asked if the Department was adding any customer success management software. Mr. Rumpf replied the Department is improving communication, education and training practices, and implementing policies and procedures for staff and the applicants to quicken the process. Mr. Groff explained staff wanted the Commission to consider whether they wanted customer feedback in the process. Mr. Rumpf reviewed areas of concern as contained in the meeting materials. Codes lead to disputes over jurisdictions. Often the manual process is to blame. The Building Board of Adjustments and Appeals is available to appeal disputes regarding the building codes, and meets when needed. An electronic system would solve the issue. Inspections are sometimes conducted while there is still an ongoing plan revision. This occurs with outsourced inspectors who are not communicating efficiently. Mr. Rumpf explained staff is only 45 days into the study and some issues are very clear. Staff is coming up with possible solutions using best practices and staff ideas. If staff changes the procedures or policies, they can get the word out. Staff updated the City's 14 Meeting Minutes City Commission Boynton Beach, Florida July 16, 2019 website. The Department is not as online as it could be and staff was contemplating using some type of chat site and virtual meetings. Staff wants to have a system in place this year. He noted the City is days away from implementing the electronic online permitting, which will have significant effects on wait and efficiency. An increased use of builder affidavits may reduce the Department's workload. Mr. Rumpf explained the Development Application Review Team (DART) process. If all is in order and there is no need for revisions, then an analysis and a report is prepared and it proceeds to the Planning and Development Board, saving two to three weeks. If staff could generate the staff report quicker and send it to DART, the processing time is reduced by a week. Commissioner Romelus queried if an applicant will pay a fee for an expedited review. Mr. Rumpf explained there are rules and certain projects that qualify. Mr. Kittendorf has also thought about a fee commensurate with expediting projects. There are a few ways to accomplish this under the Expedited Permitting Ordinance enacted in 2015. Other ways to streamline the process is to make a change in the Land Development Regulations redefining major and minor site plan reviews. Depending on whether the project meets the criteria for a minor or major plan determines if the plan has an administrative review only or if it goes to the Planning and Development Board. Mr. Rumpf advised that compared to other cities with expedited permitting, some cities are limited to a printed process, but Boynton is not. The City's process pertains to both the site plan and permit stages in the development review process. The Ordinance was amended twice; first to include affordable workforce housing and then for sustainable development. There will be priority reviews, and a seven-day permit review period. There is a conflict resolution process. Mr. Groff advised staff would bring back recommended changes and ideas on how to expand the categories. The City wants industry and jobs. Commissioner Romelus requested a list of eligible businesses. Mr. Rumpf explained when staff asks for additional employees, staff compares the City to other cities. Mr. Kittendorf reviewed the issue last year as it pertained to inspectors and plans reviewers. Boynton Beach is the third largest city in the county, but compared to others, the City has less plans examiners and inspectors. Boynton has seven plans examiners and inspectors, Delray Beach has 10 and Boca Raton has 13. Ms. LaVerriere noted Boynton had higher staffing levels before the downturn of the economy and laid off several employees. The Department has been cautious in its recovery and thought they could rely on contract employees because the City did not want to hire individuals and then have to lay them off. The Department's experience in relying on contract work has created more trouble than it has helped. She thought the City may want to evaluate if they want to hire more staff and did not anticipate hiring many employees. In the meantime, Mr. Kittendorf will explore technology. 15 Meeting Minutes City Commission Boynton Beach, Florida July 16, 2019 10. Unfinished Business - None 11. New Business A. Vice Mayor Katz has requested to discuss the Dogs on the Beach in the future Motion Commissioner Romelus moved to table to the next meeting. Commissioner Penserga seconded the motion that unanimously passed. 12. Legal A. Proposed Ordinance No. 19-020 - Second Reading - Approve proposed amendments to Part II, Code of Ordinances, Chapter 10, Article II, Refuse, Garbage and Trash, Section 10-30, Rates and charges for City service; allowing rates to be set by resolution of the Commission. Attorney Cherof read Proposed Ordinance 19-020 by title only on second reading. Motion Commissioner Romelus moved to approve. Commissioner McCray seconded the motion. Vice Chair Katz opened public comment. No one came forward. Deputy City Clerk Nieves called the roll. Vote The vote was 4-0. B. Proposed Ordinance No. 19-021 - Second Reading - Approving the partial abandonment an 11 ft. by 30 ft. portion of an existing utility easement along Woolbright Road as part of the Wawa project located at Woolbright Road and Congress Avenue. This area will be dedicated as public right of way by Palm Beach County, and the City utilities will be located within the public right of way. Attorney Cherof read Proposed Ordinance No. 19-021 by title only on second reading. Motion Commissioner McCray moved to approve. Commissioner Romelus seconded the motion. 16 Meeting Minutes City Commission Boynton Beach, Florida July 16, 2019 Vice Chair Katz opened public comment. Mr. Suss advised he lives on the corner of the project site and asked how the project will affect traffic. Vice Mayor Katz explained there turn lanes will be created to ease traffic into the new Wawa. Deputy City Clerk Nieves called the roll. Vote The vote was 4-0. C. Proposed Resolution No. R19-075 - Approving the Solid Waste rates and charges for residential and commercial customers. Attorney Cherof read Proposed Resolution No. 19-075 by title only. Motion Commissioner McCray moved to approve. Commissioner Penserga seconded the motion that unanimously passed. D. Provide Commission update on Quantum Park Overlay Dependent District. Attorney Cherof commented there was a significant development. Colin Groff, Assistant City Manager, is the Chair of the Quantum Park Overlay Dependent District and he participated in the Board meetings and hearings associated with dissolution of the District. Mr. Groff advised the District owns property in Quantum Park including a few preserve areas and seven stormwater facilities. Two months ago, the District approved disposing of the property to the City as long as the City conducted a full inspection of all the facilities. The City developed a list of repairs the District needs to make before the City accepts ownership, which the City approved. The District also voted to set aside the money to finish the repairs. When that is complete, the District voted to dissolve itself and proposed an Ordinance to sunset the District by September 30, 2020, or sooner. The first thing the City wants to do is transfer the property and then address the debt service. As soon as the property transferred, the majority of the funds left in the District would pay the debt. Once paid, the assessments will stop and the District would be dissolved. Mr. Groff believes there is enough money to pay off the debt immediately. The District also voted to reduce the assessments to the property owners by 50% next year just to cover any excess debt. The District is ready to close as a Special District. The City has reviewed the property. Mr. Groff commented in the long run, it is good for municipal government to handle stormwater facilities as long as the repairs are done and the facilities are in good shape 17 Meeting Minutes City Commission Boynton Beach, Florida July 16, 2019 when they are transferred, or there is an account set up to pay for the repairs before the transfer. Attorney Cherof explained he received a draft Ordinance that would accomplish what Mr. Groff explained two weeks ago, which was drafted by the Attorney for the District. The Ordinance would move forward to the City Commission for review with significant backup information on what would occur to the properties involved and an analysis on what the outcome would be and options to the outcome. It would probably be ready for the Commission in about a month. Commissioner McCray asked if the City would incur some expenses and learned there would. All in the District pay stormwater fees to the City and to the District. Some fees will cover the additional cost to maintain the stormwater ponds. The City would also acquire a sand pine preserve, which needs maintenance, but there is a plan to combine it with City parks for future development. The acquisition would add about 19 additional acres of green space. The adoption of the Ordinance will affect the timeliness of project Next. The project can move forward when the City obtains ownership of the property adjacent to the subject site. Vice Mayor Katz commented the issues with the District has been debt, lawsuits and parks. The lawsuit do not exist. Attorney Cherof clarified there is one lawsuit pending that has one count that involves the City, but it is completely without merit. He agreed with Vice Chair Katz that the cases are over. Mr. Groff explained the District's Board Attorney agreed the cases are over. Vice Chair Katz, thought the last issue was the potential activation of a proposed Eco Park. He requested when the discussion of the Draft Ordinance comes back, the City Attorney advised of the City Commission's options are. He was interested in, if dissolving the District, seeding activation of the park, because then it is the City's responsibility to fund the park. He thought the City could retire the debt, but maintain the Special Taxing District long enough to generate the revenue to start the park and seed some funds for maintenance for some years. Mr. Groff commented the District Board is still discussing the matter, but has not made a decision. Even with the 50% reduction, the revenue generated next year will be just over $550K. Vice Mayor Katz appreciated Mr. Groff's work and the work the City Attorney did for the project. Commissioner Penserga asked when the next meeting would be held and learned it was a week from Thursday the 25th. Commissioner Romelus also thanked Mr. Groff. Mr. Suss praised the Commission. 13. Future Agenda Items A. Dorothy Jacks, PBC Property Appraiser to address the Commission - August 6, 2019 B. Provide information concerning elected officials terms, limits, etc. to Commission - August 6, 2019 18 Meeting Minutes City Commission Boynton Beach, Florida July 16, 2019 C. Staff to present updated Social Media Policy - August 20, 2019 D. Department to give brief presentation of their operations Library - September 2019 14. Adjournment Motion There being no further business to discuss, Commissioner Romelus moved to approve. Commissioner McCray seconded the motion that unanimously passed. The meeting adjourned at 9:00 p.m. k Catherine Cherry Minutes Specialist 19