Minutes 02-09-00 (2) MTNUTES OF THE AGENDA PREVI'EW CONFERENCE
HELD TN CONFERENCE ROOM "B'; CTTY HALL, BOYNTON BEACH, FLORTDA
ON WEDNESDAY~ FEBRUARY 9, 2000 AT 5:15 P.M.
PRESENT
Gerald Broening, IVlayor
Henderson Tillman, Vice Mayor (Arrived @ 5:40 p.m.)
William Sherman, Mayor Pro Tem
Ron Weiland, Commissioner
Nellie Denahan, Commissioner
Wilfred Hawkins, Tnterim City Manager
Sue Kruse, City Clerk
CALL TO ORDER
The Agenda Preview Conference began at 5:23 p.m.
Mr. Hawkins reported that the agenda now contains language regarding new Public Audience
procedures as follows:
T-OPENTNGS:
D. TF YOU WTSH TO ADDRESS THE COMMTSSTON:
· FZLL OUT THE APPROPRZATE RE(~UEST FORM
· GZVE Zl' TO THE C:[TY CLERK (ON THE DAZS) BEFORE THE "OPENZNGS"
POR'r~ON OF THE AGENDA HAS BEEN COMPLETED.
· COME TO THE PODTUM WHEN THE MAYOR CALLS YOUR NAME
'rNDTV'rDUALS ARE PERMZ'n'ED TO SPEAK FOR THREE UN'rNTERRUPTED
MI'NUTES.
'rNDI'VI'DUALS OR ORGANZZA'rZONS MAK'rNG PRESENTAT'rONS TO THE
COMMTSSTON ARE PERM'rl'rED TO SPEAK FOR TEN UNTNTERRUPTED
MTNUTES
Mr. Hawkins advised that the public would be requested to fill out large index-style cards that
are being prepared in two colors. One of the colored cards would be for comments on general
matters under Public Audience and the second colored card would be for items listed on the
agenda. Announcements regarding the new procedure will be posted on the front doors and on
the back wall of the Chambers. A rack containing the comment cards will hang beneath the
posting.
The IVlayor or City Clerk would read this procedure as listed on the agenda. This announcement
would be made early enough in the meeting to allow time for members of the public who might
not have seen the postings to fill out a card.
F4EETTNG MTNUTES
AGENDA PREVTEW CONFERENCE
BOYNTON BEACH, FLORZDA
FEBRUARY 9, 2000
When Commissioner Weiland expressed concern that ten (10) minutes might not be enough
time for a presentation, Mr. Hawkins explained that this item referred to the area of the agenda
listed as :iii-Announcements & Presentations. This would regulate staff or anyone else who has
requested time to make a presentation. The time allotted for presentations under Item VI:I-
Public Hearings should be flexible.
After a brief discussion, there was a consensus to make the following language changes:
· ELZMINATE: "Individuals or Organizations making presentations to the
Commission are permitted to speak for ten uninterrupted minutes."
· CHANGE: "Individuals are permitted to speak for three uninterrupted
minutes to read "Individuals may speak for three uninterrupted minutes."
Mayor Broening and Mr. Hawkins confirmed that the public would be permitted to approach the
podium with a comment card right up to the time when the Mayor makes the announcement
about this procedure.
:[V-CONSENTAGENDA B-5. Approve Change Orders #1 and #2
to Purchase Order #000924 in the amount of $26,806 for TEMPORARY
CUSTOD:[AL SUPPORT utilizing the CITY'S ANNUAL B:[D FOR TEMPORARY LABOR
SERVICES from Tandem Staffing, B:[D #076-2510-99/SP bringing the Bid's total
estimated expenditures to $49,806
Mr. Hawkins explained that this item would allow the City to make up for present shortages in
the custodial crew. On IVlarch 7th, staff will make a presentation to the Commission dealing with
the entire custodial issue. If the Commission accepts that plan, 'it would be implemented on
April Ist. Agenda Item IV-B.5 is a temporary measure.
IVlr. Sugerman reported that staff is very excited about the proposed plan and, in his opinion,
the custodial crew will be present at that meeting to show their support of the plan.
:IV-CONSENT AGENDA B-6. Approve the sole source purchase of
an Automated Stencil, Sign and Decal System (Sign IVlachine) from Bren
Instruments, Tnc., in the amount of $:[8,450
This purchase would allow the City to make more signs in-house and would help standardize
signs throughout the City. The purchase was not included in the City's original budget. Mr.
Sugerman said this machine would do stencils for the decals that are used on the Police cars.
This is an expensive process that we would be able to handle in-house. It would produce
significant savings for the Police Department and the forfeiture funds would assist in the
funding.
Commissioner Denahan noted that the $::[8,450 did not add up to the $18,485 that was
indicated under "Fiscal Impact". Mr. Hawkins advised that this issue would be investigated.
MEETING MZNUTES
AGENDA PREVZEW CONFERENCE
BOYNTON BEACH, FLORIDA
FEBRUARY 9, 2000
TV CONSENT AGENDA F.- Authorize Change Order #6 in the amount
of $8,110 to CoraI-Tech Associates, :[nc., general contractor for the O/T Building
Renovation Project for the Utilities Department
Commissioner Denahan inquired about the door hardware and questioned whether this item
was a contractor responsibility.
Dave Kelly, Utility Engineer, advised that when the plans for the second floor restrooms were
revised, doors had to be added and additional hardware was required. Also, additional
electrical outlets were required pursuant to the Electrical Code when wall modifications were
made on the second floor.
Mr. Sugerman said these Change Orders were reviewed by the architect, project manager and
the City's in-house project manager and were accepted as is evidenced by their signatures.
IV-CONSENTAGENDAH.- Approve the expenditure of $11,520 to
H.T.E., Inc. for the conversion of consumption and the utility billing history
Mr. Sugerman reported that the City purchased and a system that was Y2K compliant and that
ensured we would go forward with our customers. This expenditure will allow the City to attach
the history to the new Y2K compliant system.
Mayor Broening questioned whether this would solve the problem of late-arriving utility bills.
Mr. Sugerman responded negatively but added that within the next three or four months, we
should be on target with all of the billing dates.
X-NEW BUSINESS A. - Approve a multi-year special event permit at
no charge for Boynton Beach Mall in exchange for continual rent-free usage of
City Hall in the Mall location for a five-year term
To date, the City has been using City Hall in the Mall rent-free. The Mall is now willing to give
the City a five-year rent-free usage agreement (valued at $300,000 over the five-year period) in
exchange for six special events annuallY such as car, boat and KV shows. The City would still
have review over proper set-up and permitting. The Mall has offered to locate these special
events on the west side of the Mall. Mr. Hawkins commended Melody Green for her work on
this contract.
Vice Mayor Tillman inquired if the Mall would pay the cost of additional police protection if it
were required. Mr. Hawkins said the City would have to approach that subject with them if the
situation arose.
Vice Mayor Tillman suggested that the City set up parameters so that this is not a problem in
the future.
Mr. Hawkins reported that the actual contract would be brought back to the Commission for
approval.
MEETZNG MTNUTES
AGENDA PREVIEW CONFERENCE
BOYNTON BEACHf FLORIDA
FEBRUARY 9f 2000
Commissioner Denahan requested that the Commission be provided with back-up information
on the special event process that includes the fees associated with the events.
X-NEW BUSINESS B.- Request for funding from Boynton Beach Faith
Based Community Development Corporation ('7',4~'Z£Z~ OIVI~£BI~I,I,41~Y.~r]
The City received a letter dated February 8th withdrawing the request from the Boynton Beach
Faith Based Community Development Corporation. They will proceed through the CDBG
process and the City Commission will see the item again when the CDBG requests come forward
to the Commission for ratification.
This request raised the issue of organizations requesting money from the Commission. At the
last Agenda Preview Conference, mention was made about a former program that was in place
at the City a number of years ago. Mr. Hawkins referred to Exhibit "A" in the back-up material
that explained the process that was used when the Community Relations Board performed the
reviews. All of the criteria associated with the application had to be met in order for the
request to move forward to the board for review. Once the review was performed, the
Community Relations Board would develop the funding requests that were forwarded to the City
Commission for approval.
Mr. Hawkins advised that he developed that procedure that formalized the process. During the
time the process was in place, it was very effective and there were no appeals from
organizations. Mr. Hawkins said there are no hindrances if the Commission wishes to move
forward with this process.
Mayor Broening suggested that a staff committee be established to perform the evaluations
since the requests are submitted to staff and staff ensures that the applicant meets all criteria.
There was a consensus of the Commission that staff perform the evaluations and make the
recommendations.
Vice Mayor Tillman recommended that staff include a rating system in the application process.
Mayor Broening added that when he was involved in a similar type program years ago, priorities
were set up that included education, social, etc. A similar type of rating system could be
included in this process.
Vice Mayor Tillman requested that staff bring back to the Commission a final, document that
includes suggestions.
Mr. Hawkins advised that staff would review these comments and bring back a recommendation
to the Commission at a later date.
X-NEW BUSINESS C. - Schedule a Special City Commission meeting
for February 29, 2000 at 6:30 p.m. for the purposes of making a determination
that changes to the Comprehensive Development of Regional Impact (Quantum
Park) do not constitute a substantial deviation; determining that no further
MEE'I'ZNG MZNUTES
AGENDA PREVZEW CONFERENCE
BOYNTON BEACH, FLORZDA
FEBRUARY 9, 2000
development of regional impact review is necessary regarding such changes;
considering approving such changes and amending the Development Order
Mr. Sugerman said there would be nothing to consider at the February 15th meeting other than
setting the Special Meeting date. This issue could wait until March; however, the applicant has
requested that both issues be addressed by the present City Commission.
Commissioner Weiland said he spoke with Mr. Greene last week and staff would be able to have
everything in order in time for that meeting.
Mr. Sugerman advised that there are a couple of things Quantum is responsible for delivering to
the City in order to complete the packet. The City is doing its best to accommodate Quantum,
but not everything is within the City's control.
X:[-LEGAL D.:l..a.-- Rescind the fine in Case #99-1516 (102 Seacrest
Court) - The original fine was $125 plus $672.21 in administrative costs.
Commissioner Denahan referred to "Program Impact" in the back-up Agenda ]~tem Request
Form wherein it states that "The property is owner occupied and generally maintained in
conformance...'; and questioned the meaning of that statement.
Mr. Hawkins said Scott Blasie, Code Compliance Administrator, would have to respond to that
question.
X:Z]:-UNFZNZSHED BUSZNESSA.- Review and Consideration of the
pre-application(s) received, for submittal to Palm Beach County, Department of
Economic Development, under the Round TTI Core Grant Program (7',4B££D 7'0
I=~BR UA R Y .~ b-~)
Mr. Sugerman advised that Attorney Cherof has still not finalized language with the applicant
regarding acceptable businesses. It is anticipated that the City Attorney would provide a more
definitive statement at the meeting.
Commissioner Weiland reminded the Commissioners of the meeting scheduled for
February 17th and inquirecl if they were in agreement with having an option to make
it a Special City Commission meeting on February 17th, RoseMarie LalVlanna,
Paralegal, advised that the notice had been prepared for a Special City Commission
meeting. She said the language in the notice read "]:nterviews, Meetings and
Selection". She further advised that the interviews would begin at 8:00 a.m. and
continue through 12:15 p.m. There would be a lunch break and the Special City
Commission meeting would begin at 2:00 p.m.
Commissioner Weiland felt the words "possible selection" should be included on the notice.
Commissioner Weiland requested the addition of an item under XTT-UNF:[NTSHED BUS:[NESS -
MEE'D~NG MINUTES
AGENDA PREV]:EW CONFERENCE
BOYNTON BEACH,, FLOR.I:DA
FEBRUARY 9~ 2000
B, "City Manager Search Discussion". Commissioner Weiland said he plans to contact all former
employers of the candidates to get additional background information.
AD.1OURNMENT
There being no further business to come before the City Commission, the meeting properly
adjourned at 6:30 p.m.
A~E~
City ~rk ~
w) ty City Clerk
Tapes)
02/11/2000 9:33 AM
CITY OF BOYNTON BEACH
Mayor Pro Tem
Commissioner
Commissioner
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