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Minutes 05-05-00MINUTES OF THE CITY COMMISSION ORIENTATION MEETING HELD IN THE LIBRARY PROGRAM ROOM AT THE BOYNTON BEACH LIBRARY ON FRIDAY, MAY 5, 2000, AT 8:00 A.M. PRESENT: Gerald Broening, Mayor Ronald Weiland, Vice Mayor Bruce Black, Commissioner Charlie Fisher, Commissioner Kurt Bressner, City Manager Dale Sugerman, Assistant City Manager Wilfred Hawkins, Adm. Serv. Director At 8:40 a.m., following breakfast, City Manager Bressner called the meeting to order with announcing that Mayor Pro Tem Sherman had a sick relative to take care of and would not be attending and Vice Mayor Weiland would be a little late. At the beginning of the power point presentation, City Manager Bressner referred to the sailfish on the compass rose being used as the logo. He commented there is an identity crisis regarding what logo we should use. We are requesting clarity on which Iogos we can use. The city logo is ours to use. We are also able to use the secret of the sailfish logo, but we are still working out the logistics for using the Visions 20/20 logo. He thinks the sailfish brings heritage together. Mr. Bressner referred to organizations he has served and explained how amazing it is to learn how things are done and people work together. Boynton Beach is a remarkable organization with dedication, motivation, and strong interests to learn and willing to try new things. The City Commission is interested in knowing things, looking at the community in different eyes than in the past and at different vantage points. Tuesday night, the first City Commission meeting was held on the read. Mr. Bressner was delighted about 450 to 500 residents attended the meeting. There was an incredible outpouring. They came with interest in their community. There was a lot of interest and concern about what was going on and willingness to spend more money to focus on common good. That doesn't happen very often when you are in the process of raising a fee. The City Commission did hear some anger and criticism, but a woman did stand up at the end and stated: "We have to do this for the community". Mr. Bressner stated he thinks the employees will find the City Commission to be interested in what they do..The Commission is interested in knowing how things are done; not in the sense of wanting to change, but wanting to know how things are done. They are also interested in seeing the programs and services in the community which reflect what Boynton Beach needs in the year 2000. Interestingly, the City Commission is also focused on what Boynton Beach will be in 2008 or 2010 and they want to move things along. This means capital improvement projects will be high priority for the elected officials to see additional construction projects move forward. The City Manager referred to Commissioner Black holding the first of five town meetings last night at the United Way Building and stated this was an outreach of Commission meetings in that each of the Commissioners and Mayor will be conducting these town meetings. He explained how the perception of the meeting changed with Meeting Minutes City Commission Orientation Session Boynton Beach, Florida May 5,2000 accommodations being made not only for the wishes of the citizens in attendance, but also for the staff. He told about it ending up with a dialog of common interests and Commissioner Black stressed to the citizens to focus on the common good and not their own agendas. He then congratulated Commissioner Black on doing a nice job at the first of the five meetings. Mr. Bressner stated this is the context of Boynton Beach as he sees it. There is a distinct community, the stakeholders are involved, it is a community where we are all working together in the same direction, speaking the same language with different paths to suggest. He is an advocate of doing a hundred or thousand little things to build increment successes and celebrate those wins. Some very significant quick wins will be seen. They are focused on doing some good things for the community. Your help, support and information are needed and are needed quickly. This Commission wants to be nimble. We are a sailing ship that can attack very good to accommodate things the Commission wants to do. With him coming from the outside and almost being like an independent consultant, this is how he sees Boynton Beach as a community. Hopefully, it is a reasonably accurate composite picture of what the City Commission expects. Mr. Bressner announced the format for this meeting will be presentations as well as dialog. There is the opportunity for everyone to ask questions. He is hoping what will come out of today, not only presentations of original structures, but staff expectation and instructions, and a dialog where we want to move. All present bring to this room gifts that are extremely valuable to Boynton Beach. He thinks a lot of information will be coming from this. We are supposed to end at 12:30, but can go longer, depending on the nature of dialog. We can reconvene at a future time to continue the discussion as it does not have to be a one shot deal. CITY ORGANIZATIONAL CHART City Manager Bressner reviewed the City Organizational Chart as of March 2000. He advised that he and the City Attorney are hired by the City Commission and serve at their pleasure. As our City Manager, he is responsible for the hiring and general supervision of the city staff. There is a companion organizational chart not shown here representing the citizens, which are all the advisory boards. These are necessary to get things done in a community. The other area needing attention on this organizational chart is how we are going to accommodate and expedite the improvement projects coming our way. There are a lot of construction activities that we need to undertake in the next three to five years. To give a preview, he is interested in making sure we deliver those capital improvement projects in a timely and cost effective manner and deliver these services in an equitable manner. He will be focused on that during the next few months. This chad as it is written, doesn't depict what he has seen. He needs to talk to staff and the Commission to come up with a methodology and format which will help maintain and deliver world class services. The citizens have expectations that services are individualized, personal, upfront and that is the kind of service they expect. People are getting poor service in the marketplace as they shop and their expectations are of us not only providing the existing services, but we are expected to have radar to 2 Meeting Minutes City Commission Orientation Session Boynton Beach, Florida May 5, 2000 imagine the services they are going to want in the next couple years without them telling us. The bridge to accomplish that will be meetings, staff, etc. This is the organizational chart as it presently stands, but there will be some positive changes that will benefit the community. Mr. Bressner announced that he is delighted to be here and privileged to be the City Manager. The City Manager continued with the Organizational Culture and stated he inherited something, which he thinks is really neat, which is the EXCL Team, a core of department heads which cut across the organization in terms of services. Other services would be departments reporting to individuals listed. The EXCL Team meets twice a week and talks about immediate issues and problems and then longer term ones. More teams will be created. To finance projects, we must find some money. There was a team related to obtaining grants and he thinks those individuals should be pooled together in the organization. We have implementation geniuses in this room and he must identify them and get them together with other implementation geniuses to work on other programs and activities. These people know the ropes and with whom to talk to get the money and work with external individuals to get the grants. He would like to focus on this. There are some other teams which exist now or will be created to fulfill long range plans of the Commission. Mr. Bressner concluded with reading the Excl Core Values and recommended that the entire staff focus on these values. ENTERPRISE OPERATIONS Mr. Dale Sugerman, Assistant City Manager, read the mission and actual makeup of the Enterprise Operations Leadership Team. He advised this is the first pull-down from EXCL and has the largest amount of employees numbering 300, which is about 40% of the entire workforce. He then read through the operations and projects. ADMINISTRATIVE SERVICES Mr. Wilfred Hawkins, Administrative Services Director, read the organizational chart, mission, organizational goal and team departmental goals. CITY ATTORNEY Mr. Nicholas Igwe, Assistant City Attorney, stated this office is the chief legal advisor to the City Commission and city staff and prosecutes and defends all suits to which the city is a party. CITY CLERK Mrs. Sue Kruse, City Clerk, reviewed the eight slides covering routines, functions, duties and responsibilities covered by this department. Commissioner Fisher questioned records storage facilities and Mrs. Kruse explained the records management program with microfilming, indexing and off-site storage. Commissioner Fisher also 3 Meeting Minutes City Commission Orientation Session Boynton Beach, Florida May 5, 2000 complimented the employees in this department for all the help afforded during the election process. DIRECTOR OF PUBLIC AFFAIRS Mr. Wayne Segal, Director of Public Affairs, explained how he was shaping a communications program for the City of Boynton Beach. He added that he does not have an organizational chart, as he would have 800 boxes with each of us as a stakeholder. He advised he wants to make sure we are all on the same page telling the same story. He then read the overview, mission and challenge from the slides. He concluded with stressing the ten rules for effective communication. COMMUNICATIONS Mrs. Phyllis Dixon, Acting Director of Communications, advised that this department is the public safety answering point for the City of Boynton Beach. She told about the tower and gave information about their services in addition to the pictures depicted. DEPARTMENT OF DEVELOPMENT Mr. Quintus Greene, Director of Development, read the mission for the HEROS Leadership Team and the organizational chart. He then explained the functions of the seven divisions. ENGINEERING DEPARTMENT Mr. John Guidry, Acting Director of Engineering, stated the Engineering Department had been ineffective, but EXCL established a viable department which started functioning in October 1999. He then read the existing conditions from the display. DEPARTMENT OF FINANCIAL SERVICES Mrs. Diane Reese, Director of Financial Services, reviewed the organizationa! chart and told about the various divisions and reviewed their responsibilities. FIRE RESCUE DEPARTMENT Fire Chief William Bingham reviewed the contemporary services, vital statistics, organizational chart, equipment and responses. Vice Mayor Weiland referred to the locations of defillibrators and Chief Bingham told about the present and planned locations. At 10:10 a.m., a break was declared and the meeting reconvened at 10:25 a.m. 4 Meeting Minutes City Commission Orientation Session Boynton Beach, Florida May 5, 2000 GOLF COURSE Mrs. Freda DeFosse, Assistant to the Director, told about the golf course being a joint venture with the county. She pointed out the organization with five teams. She referred to the teams focusing on the strategic business goals as determined by EXCL. She then stressed their impodance and dedication to customer service and satisfaction. Commissioner Black questioned the new entranceway plans and Mrs. DeFosse explained that they were going out for rebid and the county was contributing money. HUMAN RESOURCES Mr. Arthur Lee, Human Resources Director, read the mission for the Peoples Team Express. He pointed out that the organizational chart would be including a new position of Professional Development Manager. He continued with telling about what this team does for the city and the projects underway. INFORMATION TECHNOLOGY SERVICES Mr. Peter Wallace, ITS Director, stated that he is new and has had the pleasure of being a consultant for these first several weeks. He reviewed the slides for Information Technology Services. Mr. Patrick Hughes, ITS Manager, told about the network information services and explained how knowledge management differs for departments. Mr. Wallace then continued with explaining incident tracking done by this department and the team support given to departments. Commissioner Fisher questioned the help desk software and Mr. Wallace explained how tracking was done on the servers. LIBRARY Mrs. Virginia Farace, Library Director, reviewed 26 views from the power point demonstration and fully explained the service statement, team organization, public services, projects, ventures, pictures, etc. for both the library and museum. PARKS DIVISION Mr. John Wildner, Parks Director, read the organizational chart for the Soil-N-Green Team. He told about their field operations, planning and projects. He stated that they have expanded and improved their efforts in the community to continue to grow and serve the city. POLICE DEPARTMENT Chief Marshall Gage reviewed their table of organization and read their mission. He explained their administrative services, uniform services, support services and code compliance. He stressed that they do a little more than just arrest people and wdte tickets; they provide services. We are all working towards improving the quality of life. 5 Meeting Minutes City Commission Orientation Session Boynton Beach, Florida May 5, 2000 Their job is to solve the problem or successfully pass it on to the right individual who can solve it. PUBLIC WORKS Mrs. Christine Roberts, Acting Public Works Director, stated this department consists of six divisions with 120 employees. She then read the slides showing the functions of administration, facilities management, fleet services, solid waste, streets maintenance, transportation and major projects. RECREATION DIVISION Ms. Ginny Shea, Manager, read about the team organization, mission, projects and activities. Mr. Herb Suss complimented the department on the Ezell Hester Center. RISK MANAGEMENT Mr. Chuck Magazine, Risk Manager, reviewed their organization, mission and various roles. UTILITIES Mr. John Guidry, Utilities Director, stated this is the third largest municipal system in Palm Beach County. He read the organizational chart and reviewed ten slides pertaining to their services. City Manager Bressner complimented everyone on conducting an interesting tour. Hopefully, this gives everybody an opportunity to look at the complexity of this organization. A team has put together this presentation as well as other power point presentations. (The book containing these presentations entitled "City of Boynton Beach 2000" is on file in the City Clerk's office.) He asked if there were any questions and received no response. He stated that some of the members of the Commission want to express their observations. Mayor Broening thanked everyone once again. This was a superlative job and he learned things which he didn't last year. It was a wonderful job as usual. Things change every day. However, there is a different spirit this year, than what he perceived last year. The city has gone full circle thanks to the staffs' efforts. Vice Mayor Weiland expressed agreement and said he would like to thank all the staff members for taking the time to put this together, not only today, but with answering questions on a daily basis. We are being given information on a daily basis, as well as being able to attend seminars offered. It is a great opportunity for us to learn. Commissioner Black thanked everyone. It is amazing to him how the city operates and what efficiency it does providing information. A great job is done. It just doesn't come 6 Meeting Minutes City Commission Orientation Session Boynton Beach, Florida May 5, 2000 from a few directions, but is from all employees in the department. They need to be recognized. We are all working for customer services. For all those people in the trenches doing it day to day, he wants it taken back to them, that he appreciates it and it is being recognized. Just in the last few years, there is a spirit and feeling that we are on the move. Boynton Beach is a fantastic place. Every day, he learns more. It is a whole collaborative effort. Commissioner Black suggested that future power point presentations have larger type, as it is important for people in the audience to be able to read. Everybody likes to feel involved. With all our information and technical specialties, he hopes we can make it happen. He is happy to be involved. We have a wonderful first class city here. Commissioner Fisher referred to the great job being done, first with Animal Control and how they had stayed on the phone to comfort his wife during a trying time with sparrows attacking bunnies. He told about his children wanting to greet the garbage men every Monday and Thursday and how the men stopped and acknowledged his kids. The library is over and above what they need to do. Every day, he turns on the water and he gets clean water. He told about the Fire Chief getting a county truck to come to his daughter's school outside the city. The Police Dept. is always there and ready to talk to any advisory boards. Commissioner Fisher announced that he was happy that Mr. Quintus Greene, Mr. Wayne Segal and Mr. Kurt Bressner have joined our team. He thanked the Recreation Dept. for the many programs available for his kids. He stressed that we are trying to make Boynton Beach a destination and this is a big part of it. He continued with telling about enjoyable times at the Black Awareness Celebration, TNT Concerts, Senior Center,etc. He encouraged continuing to work well together. Mr. Herb Suss added that from dealing with probably every person in this room and getting things done for his community, all departments, every department head and workers are like cloned. He complimented services received from departments. Everyone in this room gets an A+ today. The meeting was then adjourned at 12:25 p.m. 7 Meeting Minutes City Commission Orientation Session Boynton Beach, Florida May 5, 2000 CITY OF BOYNTON BEACH Mayor Pro Tem ATTEST: City Clerk Commissioner sk 8