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Minutes 07-21-14 BudgetMINUTES OF THE SPECIAL CITY COMMISSION MEETING HELD IN THE PROGRAM ROOM AT THE LIBRARY, 218 N. SEACREST BOULEVARD, BOYNTON BEACH, FLORIDA, ON TUESDAY, JULY 21, 2014, AT 2:00 P.M. PRESENT: Jerry Taylor, Mayor Joe Casello, Vice Mayor David T. Merker, Commissioner Mack McCray, Commissioner Michael M. Fitzpatrick, Commissioner CALL TO ORDER 1 Lori LaVerriere, City Manager James Cherof, City Attorney Janet M. Prainito, City Clerk Mayor Taylor called the special meeting to order at 2 p.m. to review the proposed budget for 2014/2015, adoption of the preliminary fire assessment rate and adopt the tentative millage rate. Roll call revealed Commissioner Fitzpatrick would be a few minutes late, but all other members were present for a quorum. Ms. LaVerriere, City Manager, gave an overview and explained the documents provided and the procedure and timeline to be followed. The home values went up 8.63% and peaked at just over $4 billion in property values that would increase the tax revenues by $1.8 million if the tax rate remains the same at 7.9 mills as proposed. (Commissioner Fitzpatrick arrived at 2:04 p.m.) The budget for all funds is $188 million. The General Fund budget is $73.3 million which is 39% of all funds. A preliminary fire assessment rate resolution has to be adopted with or without a rate increase and a tentative millage rate has to be established by the close of the bud % et workshops. There will be public hearings on September 2nd and September 16 to finalize and adopt the budget. The fire assessment will be finalized at a special meeting on September 11 A breakdown of the entire budget indicates the General Fund comprises 39 %, Water and Sewer Utility Fund is 21%, Capital Fund and Solid Waste is 26% and all other funds the remainder. The revenue sources reflect approximately $27 million will be gained from property taxes at 14 %. The City is not heavily reliant on ad valorem taxes. There are a variety of resources for revenue. MEETING MINUTES SPECIAL CITY COMMISSION MEETING BOYNTON BEACH, FLORIDA JULY 21, 2014 The budget anticipates a decrease of 10 positions. There are six vacant police positions and Ms. LaVerriere proposed five of the six vacant positions be eliminated. A Business Analyst and Chief Field Inspector have been eliminated in the Development and Building Departments. A SAFER (Staffing for Adequate Fire and Emergency Response) Grant was approved over a year ago, for seven firefighters and all personnel costs and benefits. The two years of funding would expire June 1 of 2015 that results in funding needed for one quarter and the following budget year would have to absorb $400,000 plus additional salaries and personnel costs. The proposed budget reduced the number to four firefighters, resulting in a savings the first year of $44,000. The headcount has decreased due to the downturn of the economy. It was an opportunity to assess how the work was being done, improve efficiencies and determine the essential services to be provided, rather than legacy services. Further cuts are not without impact, but no layoffs were anticipated as proposed. There are 46 part-time workers and 744 full -time employees. Focusing on the General Fund, the budgeted amount is up 2.8% over last year for an increase of slightly over $2.05 million dollars. The City is a service organization and $57 million of the $73 million budget is personnel. The operating expenses at $13 million are the pens, paper, office supplies and equipment. Any reduction in a budget typically involves personnel. The programs have been downsized over the last couple years. The total General Fund budget of $73 million includes $49 million for public safety or police and fire services. It is a typical portion. They are expensive and essential operations. Reductions often have to begin in Police and Fire because they represent the crux of the cost. The proposed budget is $73.3 million and last year's budget was $71.3 million for an increase of 2.88 %. The annual pension contributions have gone up for all three pension plans resulting in an approximate $1 million increase in the General Fund budget. The Museum is seeking additional funding to augment their operations. The health insurance coverage went out for bid and is currently funded at a 15% increase for employees. It was hoped the bid proposals would bring the costs down before final adoption of the budget. The grounds maintenance budget has been cut drastically over the last few years that has impacted the beautification of the City. The additional funds needed were $650,000 in addition to the $900,000 in the budget. Ms. LaVerriere had included $300,000 with the hopes more could be added the next budget year. A list of possible sites for improvement had been provided and could be discussed. The medians on Federal Highway had been restored. The funding would cover Boynton Beach Boulevard and plantings along Congress Avenue too. Irrigation and mulching 2 MEETING MINUTES SPECIAL CITY COMMISSION MEETING BOYNTON BEACH, FLORIDA JULY 21, 2014 had been restored along Congress. Plantings would be set in along with numerous other small projects to be completed. Commissioner Merker cautioned the insurance needed to be compared based on the coverage, deductibles and co -pays. Too often lower prices were appealing, but the deductibles were very important to the individuals. Ms. LaVerriere advised the Gehring Group was the benefit administrator under an annual contract and staff does an independent review. Their recommendations would cover all the elements of all the bids to come up with the best. Commissioner Merker wanted to review the data and look into the employees covering their own insurance. He understood the firefighters might want to do their own research for separate coverage under a plan. It would give the individuals responsibility and a choice of the coverage for themselves and their families. Ms. LaVerriere related it would be discussed during negotiations. Commissioner McCray was happy with the streetscape along Boynton Beach Boulevard. He was still concerned with Federal Highway. The Community Redevelopment Agency budget includes some work on the north end, on the railroad side, that will compliment the medians. Mayor Taylor noted the overall budget increase is $2 million that coincides with the increases in pension and health insurance. Ms. LaVerriere commended the Departments for preparing a bare -bones budget. In some areas certain items that do not work are unsafe or uncertified that now have to be funded. Commissioner McCray inquired if there would be any surplus from the current budget that would carry over for the new budget year. The information was not available as yet. A breakdown of all Departments and percent of increase or decrease of their budget was viewed. Commissioner McCray thought it should be explained that Code and Communications were now under the Police Department. There was a reorganization of the Police Department to break their expenses into three divisional budgets of uniform services, administrative services and support services making a comparison to last year impossible. Next year a true comparison could be made. Vice Mayor Casello noted the marketing and communication budget had no expenses and this year there is $180,000 budgeted. Ms. LaVerriere recalled there was some reorganization in Development. The expenses for marketing were deleted. Years ago there was a Public Affairs division under the City Manager's budget. The marketing expenses were spread out over several department budgets and now it is consolidated in one line item. It covers the Communication Manager position, advertising and marketing for the branding. 3 MEETING MINUTES SPECIAL CITY COMMISSION MEETING BOYNTON BEACH, FLORIDA JULY 21, 2014 Commissioner Merker suggested there should be monies budgeted to televise the Commission meetings. Ms. LaVerriere advised the Commission meetings are videotaped and they are now on BBTV, Channel 99 a few days after the meeting. It is not live- streaming, but an improvement. Changes on the revenue side include a $1.8 million net increase in ad valorem taxes. The gross increase in taxes is $2.6 million. The TIF monies for the CRA are deducted out for $758,000. The total revenues for the General Fund would be $27 million which is the approximate revenue levels in 2006. An increase in the Fire Assessment rate will need to be discussed. It is currently $88 per residential unit and the proposed increase would be to $100 per residence or $1 per month. It would net the budget $565,000 in additional revenue for a total of $5.5 million for fire assessment. There is a proposed fee through development that will provide an increase in revenue that would augment Business Tax Receipts. The Business Tax revenue is large for the City. There has been proposed State legislation to prohibit the tax and the proposed fee would help mitigate the loss of revenue if the legislation passes. State revenue sharing and sales tax increased $650,000 this year. State revenue sharing totals $7.5 million. In the past, transfers between funds have been relied upon heavily to balance the General Fund budget. Although the reliance has begun to decrease, some is still needed. The Traffic Safety Fund works. The red light tickets have dropped substantially and it means driver behavior has changed. Some of the funding is not being realized. Last year $250,000 was transferred. This year the monies would not be transferred because the revenues are paying for the administration of the program. There are two Community Service Officers, a Special Magistrate and a Clerk that are funded through the revenue. The issues with red light cameras will continue to be raised with each legislative session. Ms. LaVerriere would not rely on any revenue to balance the budget. Commissioner McCray inquired about the length of the contract and Ms. LaVerriere estimated it was in the second or third year. Commissioner Merker suggested the contract be re- negotiated with ATS so the City's share increases. Ms. LaVerriere agreed it would be possible in future contract negotiation. The citations and fees are set by the State. The variables are the terms of the contract with ATS to lease the cameras. A one dollar increase in Solid Waste fees was proposed. An increase had not been implemented since 2010. The residential, multi - family and single - family would increase $1 per month. The current charge is $14 a month and now will be $15. A multi - family unit pays $10.75 and will now pay $11.75. The increase would generate another $500,000 in revenue that can be transferred to the General Fund. Commissioner McCray confirmed there would be no increase to businesses. 4 MEETING MINUTES SPECIAL CITY COMMISSION MEETING BOYNTON BEACH, FLORIDA JULY 21, 2014 Tim Howard, Director of Finance, indicated the Fire Assessment Fund balance had been transferred to the General Fund and is not completely closed out. Vice Mayor Casello inquired if other categories other than residential would have an increase in their fee. Ms. LaVerriere indicated there would be an increase for all categories. The fund balance is the unappropriated funds. Last year $2.4 million was used to balance the budget. This year the recommendation was for a $1.4 million transfer to fill the gap after increasing fees, retaining the same tax rate and cutting operating expenses. Ultimately there would be a time that the reserve account is not used, rather monies would be deposited to increase the fund. A minimum reserve has to be maintained at 10% of the General Fund budget. There will be a surplus of $2 million in the account after the transfer. The revenue sources for just the General Fund include property taxes that will net $27 million of ad valorem taxes and it is about 37% of the total General Fund revenues. It is a healthy percentage. Commissioner McCray asked if the total revenue included the increase in the fire assessment fee and Ms. LaVerriere agreed. A comparison showed that in FY 05/06 the reserves totaled $21 million. The economy dropped and the withdrawals from the reserve had to be made. The 10% minimum reserve has been maintained. The Government Finance Officers' Association reports the standard has changed as a result of the economy and recommends a 25% minimum reserve due to the instability in the market. The amount of the reserve is set by resolution and can be raised. It is not regulated or required. It does not affect the audit or financial standing. The goal would be to build the reserves. Commissioner Merker suggested the millage be increased to build the reserve. Mr. Howard advised that decision would have to be made by the Commission. Commissioner Fitzpatrick concluded out of the last ten years, every time the reserve goes down is deficit spending. His conclusion was next year only $1 million or less could be taken out of the reserve and then no transfer could be done. Ms. LaVerriere noted the alternative would be for the Commission to reduce the minimum requirements. Commissioner Fitzpatrick concluded there has to be a change if not this year, definitely next year. Ms. LaVerriere hoped the values would continue to grow and projects would begin to materialize over the next year that would grow the tax base. It was the goal of economic development to build the commercial tax base. Ms. LaVerriere continued with her overview. In 2006 the millage was 6.4 with higher property values that generated significantly more revenue. The proposed rate of 7.9 mills and anticipated revenue reflects the loss in property values. There was a peak to the transfers from other funds that is now leveling off. There will always be some fund transfers, such as the Utility Fund that transfers $4.5 million per year, $100,000 from Recreation and $45,000 from the Golf Course. The Fleet Fund and Capital Fund were 5 MEETING MINUTES SPECIAL CITY COMMISSION MEETING BOYNTON BEACH, FLORIDA used and almost totally depleted. Those funds need to be replenished. The City is headed in the right direction, but the progress would be slow. Commissioner McCray recalled 2006/2007 were much better days. JULY 21, 2014 Commissioner Merker noted other municipalities transfer funds also. It is normal. However, building the reserve fund has to be accomplished. Ms. LaVerriere was thankful utilities generates revenue. She pointed out the Fleet Fund dollars should go for fleet and not operating expenses. The current tax rate is 7.9 and the proposed budget does not suggest a change in that rate. The rollback rate is the rate for the City to generate the same amount of revenue as the 7.9 does this year. With the increase in property values, the roll back rate would be 7.4 to generate the same revenue. The TRIM (Truth In Millage) laws require notice be given when the revenue increases. It is considered a tax increase. Commissioner McCray stressed at the 7.4 rollback rate the City would be losing money. Ms. LaVerriere agreed and indicated the CRA would proportionately lose money. The assessed values are now over $4 billion. The deficit using the rollback rate would be $1.5 million based on the proposed budget. State law requires that the rollback rate be publicized. Mr. Howard showed a comparison from FY 2008/2009 when the taxable value was $5.6 billion. The current value is $4.2 billion for a drop of approximately 25 %. In 2008/2009 the millage rate was 6.4553 and net tax revenue was $29.8 million. The coming year has a $4.2 billion assessment and 7.9 millage rate to generate $27.1 million in revenue. Last year the property values went up 3.2% and this year 8.3 %. Ms. LaVerriere proposed the increase in values would not increase as quickly as it reduced over the years due to Save Our Homes and the cap on homesteaded properties at 3% each year. The cap is either 3% or the Consumer Price Index of 1.5, whichever is less. Mayor Taylor emphasized if the millage remains the same at 7.9 mills, the budget would be balanced with no surplus. Ms. LaVerriere continued the millage would remain the same, but it would be advertised as a tax increase of 5.81% over the rollback rate. About 25% of the taxpayers in the City pay less than $200 a year in property taxes. Of the 30,292 properties in the City, 7,847 pay less than $200 a year. The Fire Assessment is not based on property value. It captures revenue from those with low ad valorem taxes who are typically the higher number of users. Everyone pays their fair share equally. The percentage last year was 30% and it has reduced to less than 26 %. Several scenarios were utilized to show how the tax rate would increase the taxes. Commercial properties are not homesteaded and receive a higher increase of 8.75 %. 6 MEETING MINUTES SPECIAL CITY COMMISSION MEETING BOYNTON BEACH, FLORIDA CITY COMMISSION JULY 21, 2014 There are no salary raises for the Commission this year. There is $1,500 funded for the Sister Cities program. The line item for business meetings has funding for two, possibly three elected officials to attend Palm Beach County Day. It is highly productive with meetings scheduled with as many legislatures as possible. She encouraged the elected officials to plan to attend. There is an increase in funding in the budget. It includes air fare, two days and nights for approximately $1,000 per person. Chamber luncheons continue to be funded. Most of the Commission attends those meetings. Funding one -half of the Palm Beach County League of Cities luncheon is included. If agreeable the City can host the luncheon again next year. There is funding of $1,200 for the elected officials to attend the League of Cities conference to be held in Hollywood, Florida. Strategic Planning funds and miscellaneous expenses bring the total to $9,000 in business meetings. Memberships include the annual dues to the League of Cities $7,000 and Palm Beach County League of Cities $14,100, Intergovernmental Coordination Program dues $900, Business Development Board members $2,500 and miscellaneous for $1,000. The budget is the same as last year. There is $10,000 proposed for funding community investments. It is the prior discretionary funds. Ms. LaVerriere had spoken with the Inspector General and it appeared the policy submitted would be approved. If the Commission decides to fund it, each Commissioner would have $2,000 to spend on projects for the public good. There are rules and every expenditure would be Commission approved. The program has to be brought before the Commission. Commissioner Merker did not understand the purpose of the funding. Ms. LaVerriere explained there have been community projects or efforts, such as sport teams and non- profits, operating for the benefit of the community, that the Commission has the ability to contribute some of the funding to a specific program. Commissioner Merker found the program to be phony and fictitious because the Commission would be given contributions for charity. He contended it was an attempt to make a Commissioner look good in the eye of the public and it was not personal funds expended, rather taxpayer monies. Commissioner McCray recalled it worked well in the past. Commissioner Merker interrupted that it was political. Commissioner McCray continued the money was spent for organizations that could not afford things and the money was designated for a public use. Some programs fall short of money and need funds. There were never any problems and he saw nothing phony about doing it. Ms. LaVerriere added there are very strict parameters how it can be spent and it is subject to Commission approval. The suggestion was to keep the funding budgeted until the policy could be established and approved. Commissioner Merker asserted charity is done by the individual at this own expense. 7 MEETING MINUTES SPECIAL CITY COMMISSION MEETING BOYNTON BEACH, FLORIDA CITY MANAGER The primary change was the funding for the Assistant City Manager to work in the Utilities Department with 40% of the expense allotted to the General Fund and 60% to the Utility Fund that is reflected in salaries. There is also the creation of the marketing budget that pulls the salary and benefits of the Communication Manager out of City Manager budget for a reduction. The City Manager budget funds the City Manager, 40% of the Assistant City Manager, Grants Administrator, Administrative Assistant and a part-time Administrative Associate. The cell phone is an adjusted portion for the Assistant City Manager and other benefits. Business meetings include hosting the Palm Beach County City Manager's Association luncheon, attending the state conference, local conferences and others. CITY HALL JULY 21, 2014 This budget pays the City Hall building electrical bill and all the postage. There was an increase in postage to accommodate the creation of a budget brief and annual report to be distributed. Some special events are funded such as $80,000 for the 4 of July celebration, $15,000 for the Kinetic Art Symposium, Holiday Parade $5,000, K -9 event $5,000 and creation of a Civic Outreach Education and Initiative for $5,000. Funding will continue to be set aside for the Inspector General's office. The lawsuit is still pending and no bill has been presented for payment. Commissioner Fitzpatrick asked if the 67% figure is what has been spent of the last year's budget allocations. Mr. Howard indicated it was estimated for the entire year. There would be an adjustment. The money set aside for the across the board raises for employees has to be removed and distributed among the departments. It was not included in the estimated expenses. Under City Manager's office it reflects 85% being 15% under budget this year. Commissioner McCray emphasized simply because it is allocated, it should not be spent. Ms. LaVerriere advised the goal was to come in slightly under budget each year and putting the money in the fund balance. In the City Hall budget, Mae Volen is funded $85,000 for the senior transportation, lobbyist funded for $50,000, Inspector General for $92,000, miscellaneous studies for $3,000 which is strategic planning money, if needed. The other expenses are very similar to last year. The contingency number has come down substantially. MARKETING This division began with public affairs several years ago. Over the years the job has been reclassified to Communications Manager. The purpose was to isolate those 8 MEETING MINUTES SPECIAL CITY COMMISSION MEETING BOYNTON BEACH, FLORIDA JULY 21, 2014 expenses. This is a bare -bones budget as the marketing endeavors grow. Printing and binding included the budget brief and annual report and other marketing materials for $10,000. Money previously set aside for branding has been redirected to this budget. It was hoped to be able to re -work the State of the City. Social media and web domain costs are included. Website development would assist in hiring a firm to work on the design and development of a new City website at $50,000. Commissioner McCray questioned the amount. Ms. LaVerriere related it could be between $35,000 and $65,000. Eleanor Krusell, Communications Manager, advised it was a one -time expenses and then staff will continue with the upgrades. It will be more interactive for the user. Commissioner Fitzpatrick inquired if the website was strictly for marketing or interactive for citizens as well. Ms. Krusell reported the possibilities would be endless. It would be done strategically and not a complete change at once. The hope is the website will be very interactive for the public. Commissioner McCray asked who would be responsible for updating the information. Ms. Krusell responded the departments typically upgrade their own pages. There is a website manager in the IT Department that works closely with marketing and communications. CITY CLERK Janet Prainito, City Clerk, advised the budget is lower this year. The major changes include monies for NovusAgenda for the new electronic agenda software. There is also $10,000 for a cemetery database. There is $4,500 for the replacement of laptops for the office. The budget remains almost exactly the same as last year. Vice Mayor Casello inquired if the laptops were leased or bought outright. Ms. Prainito replied they are purchased. She deferred to John McNally, ITS Manager, to make any comparison in lease and purchases. Ms. LaVerriere indicated the City Clerk's office was one of the few that came in under budget. She complimented Ms. Prainito for being under budget almost every year. FINANCIAL SERVICES Mr. Howard reported there were no changes in personnel. The budget had a $45,000 increase that was mainly the increase in potential health insurance and pension increases. There were no changes for new equipment or new supplies. Commissioner McCray inquired about the legal ad expense and Mr. Howard responded it was a budget notice. Commissioner Fitzpatrick asked who was in charge of the enterprise software and Mr. Howard indicated ITS was in charge of the program and Finance was the main user. Two or three years out, replacing the enterprise system will have to be evaluated. Commissioner McCray asked about the training and Mr. Howard replied it was monies to send either himself or staff to a State conference. There is training for staff on the 9 MEETING MINUTES SPECIAL CITY COMMISSION MEETING BOYNTON BEACH, FLORIDA JULY 21, 2014 modules of the enterprise system. Commissioner Fitzpatrick recalled changes to deductions through payroll were very difficult. There is a limitation on the number of lines that can be utilized for deductions. Some of the issues have been addressed, but the problem arises occasionally. ITS John McNally, ITS Manager, reported due to budget constraints, certain key upgrades and infrastructure have been delayed. The aging infrastructure was gradually being replaced and would be healthy for the next four to five years to grow the user community and data needs. Investment in PC replacements has been ongoing to update processors and memory levels to run with more modern applications. Other essentials to explain the $83,000 over budget this year, is the need to replace the aging telephone system. It is past end of life and the vendors are giving their best efforts if parts are available. It is a major communication tool that impacts the entire City. Now is the time to reinvest in the technology and either upgrade the existing system or totally replace the system. As other departments, increases in salaries and benefits have increased by $30,000 for his Department. There are minor increases in some of the maintenance fees and a major decrease of $35,000 in software acquisition due to the upgrades that were done. Commissioner McCray inquired what was included in the $235,000 figures other than the phone system. Mr. McNally related it included the connectivity, maintenance on the system and some other things. Vehicle maintenance was another question. Mr. McNally indicated the Department did have a City vehicle that the staff uses to service departments and equipment at remote sites such as fire departments and recreation facilities. Uniforms were another area of concern. Mr. McNally advised staff likes to use the City polo shirts with the logo. Commissioner McCray noted training expenses went from $5 the previous year to $4,000 and Mr. McNally reported he wanted to invest in education of the staff on new software to support their customers. Commissioner Merker agreed that training was imperative to stay competitive and be efficient. Commissioner Fitzpatrick wanted to discuss staff's use of laptops versus tablets. He understood the desire was to use laptops since they are Microsoft and tablets use other software. Mr. McNally advised there are some tablets used throughout the City such as Development that uses them in the field. It was being carefully monitored. It depended on the business need of the Department requesting replacements. Commissioner Fitzpatrick related complaints about processing payments between City Hall and the Police Department or Building Department using the enterprise system. Mr. McNally recalled centralized cashiering had been attempted to have better control. Mr. Howard interjected the Police Department had a cashier that was eliminated with centralized cashiers. When the Police lobby was reopened seven days a week, the front desk in 10 MEETING MINUTES SPECIAL CITY COMMISSION MEETING BOYNTON BEACH, FLORIDA JULY 21, 2014 the Police Department uses petty cash to process 80% to 85% of the payments. A credit card payment has to be made through City Hall. Commissioner Fitzpatrick wanted an update on the status of the enterprise system. Mr. McNally reported it was a long -term project. Some internal customers complain the system does not meet their needs and have actually gone to different systems that have been supported by ITS. However, it is a huge project to evaluate the problems and diagnose the solutions within or without the enterprise system. Financing a replacement is over $500,000 that may have to be brought before the Commission for a final determination. Commissioner Fitzpatrick pointed out the screen and presentations at the City Commission meetings are cumbersome, require advance setups and are not networked with the laptops of the Commissioners. There is very little flexibility. Mr. McNally said a previous proposal was offered to invest in other equipment and it was entangled with the question on the life of City Hall. Ms. LaVerriere interjected it was $110,000 that was removed from the capital improvement plan. She suggested a quicker fix could be investigated. Vice Mayor Casello broached the debate of leasing versus owning laptops and computers. Mr. McNally advised it had been researched a while ago, but it now looks like leasing might be an opportunity to save versus a purchase. It has never been undertaken. It may be a future subject for discussion with Finance the next time major computer purchases are made. Mr. McNally pointed out some of the larger infrastructure replacements have been leased and it is being considered for other large projects. Personal computer replacement has not been considered. Commissioner McCray suggested a RFP (Request for Proposals) should be sent out. Mr. Howard would discuss the matter with Mr. McNally and bring it back before the Commission. It could be placed on a future agenda. HUMAN RESOURCES Julie Oldbury, Director of Human Resources and Risk Management, reported the proposed budget was 5.4% lower. She thanked the Commission for approving last year's purchase of new software that allows for greater efficiencies and is responsible for the budget reduction. The restructuring of the office and pension contribution figure helped to bring the budget lower also. Career Development was decreased by $30,000 which were the expenses for designing the training program. This year's allotment was for maintenance. Commissioner McCray wanted an explanation why college tuition expense were not budgeted. Ms. LaVerriere added it had been four or five years now that funding had been eliminated. It is discretionary funding and not essential. 11 MEETING MINUTES SPECIAL CITY COMMISSION MEETING BOYNTON BEACH, FLORIDA RISK MANAGEMENT JULY 21, 2014 Ms. Oldbury reported the self- insurance budget came in flat. It was anticipated to expand the legal services to utilize the City Attorney to take over the property and liability claims. Currently outside counsel is hired and the communication and direction is not as strong as desired. Commissioner McCray asked if that was the $250,000 requested and Ms. Oldbury concurred. LEGAL Attorney Cherof advised the budget remains flat, except the line item for labor related expenses. The current budget is $60,000 and the expense is well over that amount. It is almost exclusively for Police Department related grievances and arbitration and claims filed by the PBA (Police Benevolent Association). There is an expectation that there may be savings in that area by year end, if some of the more adversarial procedings can be negotiated through the bargaining process. He referred to Ms. Oldbury's remarks relating to a shift in the use of outside counsel and there were some issues to resolve the personnel available to complete the work. His firm could do the work and the details could be worked out. Commissioner Merker requested an estimate of the additional charges. Attorney Cherof contended his firm could do it in a more efficient fashion in two respects. They could maintain an equal or lesser hourly rate for the work and increase the level of communication. There are twelve attorneys who work for his firm. He would like to have someone onsite every day of the week to improve all efficiencies within the Legal Department. Vice Mayor Casello saw that personnel services was $107,000. Attorney Cherof indicated it was the legal assistant and benefits. The Department has only one City employee. Mr. Howard interjected it included pension, health insurance, Social Security and salary. It is added into the total budget. Mr. Howard indicated it was part of the $595,000 overall budget. Vice Mayor Casello surmised the legal contingencies can only be estimated because the legal actions cannot be anticipated. Attorney Cherof agreed and added it was an issue every year. Based on previous remarks, Vice Mayor Casello, asked about the possibility of having an in -house lawyer from Attorney Cherof's firm. Attorney Cherof acknowledged the plan was to have a lawyer here during the hours the City was open. The expense or rate would be blended into the overall budget. Attorney Cherof reported all the personal injury and tort litigation was under the insurance carrier. When the City became self - insured it inherited those same attorneys by choice, through the Risk Management Department. There are principally three attorneys that do that litigation on behalf of the City. Two are seen on a regular basis in closed -door sessions. There is also Workers 12 MEETING MINUTES SPECIAL CITY COMMISSION MEETING BOYNTON BEACH, FLORIDA Compensation counsel. It was proposed that Attorney Cherof's firm would take over all the litigation and create a cost savings to the City. POLICE DEPARTMENT JULY 21, 2014 Chief Katz reviewed his budget that was three tenths of a percent Tess than last year's budget. It is difficult to compare last year to this year due to restructuring and the way budgeting is being done. Code Compliance was originally separate and now under the administrative services division. Communication's budget was a separate budget and now it falls into support services. Uniform services budget has a reduction in the range of $11 million, which was the Police Department budget. Support Services and Administrative Services were removed and created the Uniform services budget. There are three division commanders, each with their own operating budget. There is a reduction in uniforms. They are not being switched every six months. There are increases in personnel costs in terms of personnel development to ramp up training. The Department was investing more in personnel development and working with fleet to replenish the stock. Commissioner Merker inquired about the low disability costs. Mr. Howard interjected it was a disability policy on all employees and it is a very low rate. Commissioner Merker thought disability in the profession would be high. Mr. Howard advised it was Tong -term disability that is effective after the 10 day. It is bid and part of the entire benefit package. Vice Mayor Casello asked about the number of patrol officers and Chief Katz replied there are 56. The five officers proposed to be cut would not be patrol officers. There are personnel in civilian positions and people attached to task force positions that could be changed. It would not be easy to lose five positions. Chief Katz felt the money was needed for training, equipment and payroll for the personnel. Public safety was Vice Mayor Casello's number one concern and a resident survey revealed public safety was the number one issue for the residents. He was not in favor of cutting the five positions. He wanted the badges on the street doing their job. He would not compromise public safety in the City. Mayor Taylor clarified the positions proposed to be cut are currently open positions. Chief Katz agreed and Ms. LaVerriere indicated they had been vacant for six months. Commissioner Merker understood not filling those positions would not be a negative for the City with no change in safety. Chief Katz stressed it would not adjust the number of personnel on the street. It will take some sworn personnel in traditional civilian positions and move them to the street so no shortage would occur. It may create an issue in the future of replenishing the civilian staff. A re- organization was done and some civilian positions were added. 13 MEETING MINUTES SPECIAL CITY COMMISSION MEETING BOYNTON BEACH, FLORIDA JULY 21, 2014 Commissioner Fitzpatrick understood that civilian employees had been laid off, but no sworn officers were lost and the civilian positions were filled with sworn staff. The proposed budget reverses the trend. Chief Katz concurred because it is not the best use of the money to use sworn, highly- trained officers to do civilian work. (Mayor Taylor recessed the meeting for a ten - minute break at 4 p. m.) LIBRARY Craig Clark, Library Director, remarked overall the budget was flat with the normal increase for pension and benefits. The telephone service was reduced, electricity decreased with the installation of a new chiller and reduced contractual services, computer programs and a smaller book budget. Overall the increase is only $26,490. Commissioner McCray noted the Library was already at 102% of this year's budget. Mr. Clark recognized that any increase is significant. Commissioner Fitzpatrick asked what the cost was for extra security. Mr. Clark advised he had increased the overtime budget by 5% because contract negotiations are still ongoing. The Police are present 26 hours a week for security that is badly needed. The current budget is $48,048 and the request is $49,489. Vice Mayor Casello was shocked that the problems continue at the Library and require Police protection. Mr. Clark reported fights break out and there are elderly patrons. It is a public building that over 350,000 patrons visit each year. Vice Mayor Casello concluded a few vagrants are creating a $50,000 problem. He asked how the problem could be fixed other than throwing money at the problem. Mayor Taylor explained it was not just vagrants, kids hang out there after school and it is not to read books. Mr. Clark was unaware of a way to deal with the issue. Ms. LaVerriere explained when the laws or rules are broken, the individual has to leave the premises. Visitors have to be appropriately dressed or they are escorted out. There was agreement it was unfortunate and it was managed with continued Police presence. Commissioner Merker commented it happens inside and outside of the Library and it cannot be controlled. The Library is an important building in any City, so the money was not a significant amount in comparison to the educational value for all age groups and ethnic groups. Vice Mayor Casello inquired if other libraries in the County have a police presence and Mr. Clark knew the County has security. Commissioner McCray thought the County contracts the service. Mr. Clark had utilized a security service, but found the teenagers did not respect the security officers the same as a uniformed police officer. They became ineffective. Commissioner McCray agreed with both sides realizing it is a national problem and a different mindset of those visiting the Library. Mr. Clark noted 14 MEETING MINUTES SPECIAL CITY COMMISSION MEETING BOYNTON BEACH, FLORIDA staff works hard to keep the teens busy with new programs. Most of the teens are very good. The adults have been the issue lately. Mayor Taylor added the presence of a Police Officer prevents trouble and Mr. Clark added it gives the Officers a chance to work with the community and kids. Many people feel safer at night. Commissioner McCray thought the positive investment in the City and facilities was an important factor. Commissioner Fitzpatrick had experienced a problem with the WiFi at the Library being weak. Mr. Clark knew an antenna had been added and had received no complaints lately. Commissioner Fitzpatrick asked about the trend in visitors and Mr. Clark reported the gate count had gone up this fiscal year; however, the circulation had decreased slightly. It appeared more people were coming in to use the computers and for the programs. More kids were coming in than before and participating in the programs. Commissioner McCray pointed out this was a public safety issue for the Library and its users. It is definitely not money wasted. MUSEUM JULY 21, 2014 The overall budget request is for additional monies of approximately $150,000 for staff services. The janitorial services increased as it is bid every three years. There was a 5% increase in electricity. Suzanne Ross, the Executive Director of the Museum was present for any questions. Commissioner McCray commented he appreciated the work done at the Museum and the amount of money requested is fair. He preferred to spend money to keep the building in use with worthwhile programs, rather than an empty building. He supported the budget request and was impressed with the reports made at the City Commission meetings. Ms. Ross announced there were many projects planned for next year to improve their financial position. Commissioner Fitzpatrick asked if there was a meeting room in the Museum. Ms. Ross advised there was a classroom on the second floor that could be used and was being considered to lease to other entities to increase revenues. Membership prices vary from individual memberships for $25 up to a family ultimate membership for $125. The average membership is the family basic for $60 a year. Mr. Clark promoted the Adopt -A- Magazine program and urged those present to make their selection. It buys a subscription for the year. RECREATION Wally Majors, Director of Recreation and Parks, attempted to have a flat budget, but came in a little over 1% increase from last year. Like other Departments, there is the challenge with the pension and health insurance cost. He was grateful the Commission 15 MEETING MINUTES SPECIAL CITY COMMISSION MEETING BOYNTON BEACH, FLORIDA JULY 21, 2014 approved the Strategic Plan that outlines the plan for the next several years to make programs attractive, family friendly, affordable and ultimately be self- sustaining. Commissioner McCray wanted an explanation on business meetings. Business meetings are monies for staff to attend the Florida Recreation and Park Association Conference and regional meetings that staff can attend training sessions for continuing educations units. Credit card fees of $5,000 were also questioned. Mr. Majors explained the money is spent to maintain the credit card services to its customers. Ms. LaVerriere added the credit card companies charge a 1% or 2% fee and it varies. Other departments such as Finance pay the fee also. Commissioner Merker reported an incident at Oceanfront Park at night when the gate allowed entrance to the Park and he had called the Police. Mr. Majors advised the Park closes at 9 p.m. and Ocean Ridge is very sensitive about the activities at the Park. The resident fee for the beach is $40 a year and non - residents get a seasonal pass for $90. Only one or two have been sold. A non - resident cannot buy an annual pass. Mr. Majors pointed out the parking is an issue and there are times when everybody cannot be accommodated and traffic backs up on A1A. Mayor Taylor inquired if the fees could be changed. The seasonal pass is March to November. It is $5 per car off season and $10 per car in season. The County has three parks where parking is free. Commissioner McCray questioned the line item of $500 for Tennis Center merchandise. Mr. Majors thought the purchase of tennis balls was the main expense. Vice Mayor Casello mentioned his idea of putting the Golf Course under the Park and Recreation umbrella and asked Mr. Majors if he would be receptive to that arrangement. Mr. Majors would be willing to work with the idea. FIRE Ray Carter, Fire Chief, presented the Fire Department budget. The increase in the budget was 7.9% from last year. Personnel cost increases were mostly the pension and insurance cost. There was a pay raise last year that was not part of the adopted budget and it is carried forward. The operational cost and capital cost has a $150,000 increase. Equipment replacement has not occurred over the last five or six years and some equipment is now beyond the end of their useful life. The items are expensive. Stretchers cost $10,000 each, hydraulic tools for extricating individuals cost $35,000 a set, so the cost is significant to provide the same level of service. Commissioner McCray developed there are four contracts for services with the Village of Golf, Briny Breezes, Ocean Ridge and the Town of Hypoluxo. Commissioner Merker noted there were two health insurance line items. Chief Carter reported the two had been separated when the firefighters' local was considering going to a separate insurance plan. The cost is the same, just separate line items to be able 16 MEETING MINUTES SPECIAL CITY COMMISSION MEETING BOYNTON BEACH, FLORIDA 17 JULY 21, 2014 to make a comparison. There are 134 certified uniform personnel and the remaining 15 are general employees with the same identical plan at this time. Mayor Taylor asked how many extraction tools did the City have and Chief Carter advised there were seven sets. The last one was bought in 2006. There is one on each of the responding units and another with special operations. Mayor Taylor questioned why seven were necessary. Chief Carter reiterate the first responder units in each zone along with the special operations have their own tool. The first arriving unit should have the capability to immediately access patients inside a vehicle to render care. Mayor Taylor recalled there was a grant to hire seven more employees. It was questioned what would happen when the grant money was gone. He remembered the assertion that over the two years there would be attrition that would absorb the cost of the new hires. Two years has passed and the proposal is to get rid of three of the seven and there is no grant funding. If those positions are lost through attrition Fire Station #1 would have to be taken out of service on a regular basis. The proposal to take three of the positions out of the budget for the last quarter represents about $45,000. There will be some retirements in the near future. The positions could be held open rather than eliminating them. The loss of positions would necessitate taking a unit out of service. The Fire Department is a 24/7 operation. Previous to the seven new hires, Fire Station #1 was covered with only one responding unit. Vice Mayor Casello, a professional firefighter for years, commented two minutes in a trapped auto is a lifetime. The budget proposal has the elimination of three firefighter positions. Chief Carter advised there were three firefighters that were just hired and starting on shift this week. They will be spaced across the shifts. Vice Mayor Casello asked if the Department would meet required personnel standards if the positions were lost. A unit would have to be taken out of service to maintain the minimum staffing on those trucks in service. Chief Carter stressed the mandate of the current grant is that staff cannot be reduced during the period of the grant. Once the grant is finished, the staff can be reduced since there is no requirement to keep personnel beyond the end of the grant. It is up to the City to pick up the funding of all the positions that are covered in the grant. The loss of three positions is a person on each shift and a truck would have to be taken down on any given day when regular staff is absent. It would then become an overtime issue. Vice Mayor Casello asked if the increase in the fire assessment fee could be used to keep the three positions. Fire assessment money can be used to cover those costs. It can be used for any purpose that meets the need of fire protection services. It cannot cover EMS costs. The assessment is only at about 40% of what could be charged to cover fire services. Ms. LaVerriere clarified the impact on the budget year under consideration is $44,000 and it is one quarter of the year. The positions would not be reduced until after the expiration of the grant. Next June is the deadline. The following year would require MEETING MINUTES SPECIAL CITY COMMISSION MEETING BOYNTON BEACH, FLORIDA JULY 21, 2014 $400,000 being added to the budget for personnel and expenses. The impact on modified staffing brings up the question why only Station #1 rather than other Stations. The reduced staff occurred 65% to 70% of the time with only one unit at Station #1. Vice Mayor Casello felt 30% of the time was too much. Chief Carter recalled the reduced staffing was done for two years prior to the grant. The only measurable standard is response times and they did increase by 20 to 30 seconds all over the City when the positions were lost. It is a ripple effect through the entire system. The fire assessment monies all go into the General Fund. This year the $44,000 expense is not taxing. The following year would be a greater impact and a policy decision has to be made. Vice Mayor Casello stated one man down on a truck makes a difference and the mission is compromised. He was not in favor of cutting the three positions. He firmly believed Police and Fire have to be at 100 %. Mayor Taylor understood that the loss of the three positions would not mean the loss of a unit. Chief Carter indicated it would, 30% of the time at Fire Station #1. Mayor Taylor questioned if another SAFER grant was available. Chief Carter advised he would apply again to extend the grant for another two years. Ms. LaVerriere offered budgeting the $44,000 and delaying the policy decision until next year was very doable. The decision does not have to be made immediately. It was pointed out that Fire Station #1 does service some of the contractual areas and that could compromise those contracts. Service is still provided, but it may be a longer response time. Commissioner McCray commented with the budget constraints, it has been a job well done. Commissioner Fitzpatrick inquired about the call volume. Chief Carter replied the call volume was flat for about four years. Last year there were over 12,000 emergency responses with the same personnel since 2009. DEVELOPMENT Nancy Byrne, Director of Development, reported a position of Business Systems Analyst was eliminated, reduced to a part-time records specialist. The position of Chief Field Inspector was eliminated from the Building budget. The Business Development Specialist was moved to Development Services to assist in planning how to work with local businesses. The Chief Field Inspector position and Business System Analyst will not be filled and are part of the budget reduction. Overall the three divisions, Building, Planning and Zoning and Development Services came in at a negative $34,000. Economic Development has $54,000 to continue the grant program if desired. It would consist of two, commercial, interior build out grants up to $15,000 each and two other grants up to $12,000 each for a total of four grants funded in the budget. A certificate of use and occupancy fee is planned to be brought before the Commission in September. It would be a replacement for the current Business Tax process. The application would 18 MEETING MINUTES SPECIAL CITY COMMISSION MEETING BOYNTON BEACH, FLORIDA JULY 21, 2014 be the Business Tax Receipt, but it will guarantee the City has the oversight of new business openings, transfers of businesses, fire inspections, code inspections and building inspections. There will be slight change in the fee structure. Currently rental properties should be inspected by Code on a regular basis and the cost is not recouped. This new fee would absorb some cost recovery of the services provided to the business community. The fee will increase because it will be more of a staff process for Planning and Zoning. Loss of the Business Tax Receipt fees would be a $1.6 million loss for the General Fund. Many of the municipalities have gone the same route. Mayor Taylor wanted clarification on the two grants previously mentioned. Ms. Bryne explained it is $54,000 total that encompasses two $15,000 grants for commercial interior build out and two $12,000 grants for commercial rent. A portion of a Community Improvement staff position is funded in the General Fund budget due to cuts in Federal and State monies. The position now helps with grant administration, work on the energy program from the green building fund and taken over administration of the grants that are still in payment process for economic development. There are several projects underway and several are outside the CRA district. The Cortina project at Boynton Town Center had now moved to the engineering phase. It is expected to come in for site plan modification shortly. Renaissance Commons has another apartment building scheduled to be built. There is a project at the corner of Miner and High Ridge Road that would be brought before the Planning and Development Board shortly. CRA projects include 500 Ocean Avenue and the Casa Del Mar project that will be a townhome project on the site. There is a lot more development and interest in Boynton Beach is very strong. Vice Mayor Casello asked about the hotel project planned off of Gateway Boulevard and Ms. Byrne advised the site plan was needed. He requested to be kept informed of any plans or projects in his District and any other District. Ms. Byrne remarked there were great things going on at the Mall and there is discussion for an out - parcel restaurant. The Mall is doing well. It was anticipated a map would be created that shows all projects and new development and businesses. PUBLIC WORKS AND ENGINEERING Jeff Livergood, Director of Public Works and Engineering, advised there were a number of General Fund programs. The administration line items cover administration and operation of the Department with very minimal change. Commissioner McCray wanted confirmation there was not going to be any training or equipment. Mr. Livergood 19 MEETING MINUTES SPECIAL CITY COMMISSION MEETING BOYNTON BEACH, FLORIDA 20 JULY 21, 2014 indicated it had been eliminated before this time. Facilities Management Division is essentially flat except pension and health benefits. Lower than expected custodial bids were submitted. Funding was added for pressure cleaning for $10,000, contractual building repairs and minimal dollars for miscellaneous repairs. Given the stress on the capital budget, it is necessary to pull those into the operating budget. Mayor Taylor asked if the custodial services cost covered all City buildings. Mr. Livergood indicated it did not include Utilities that funds their own. Commissioner Fitzpatrick wanted to know if maintenance to the OId High School would be budgeted under Facilities Management. Mr. Livergood agreed. Commissioner Fitzpatrick had discussed the OId High School with many people and agrees with Mayor Taylor that there is a lot of talk, but no action. A few people have put their own effort into the project and at the charrette there seemed to be a large consensus to save the building. He did not want to spend much money, but thought a few thousands could be used to stop the roof leaking. Maybe a fiberglass membrane and 10 or 20 gallons of roofing cement to stop further deterioration could be applied. It could be a savings in the future or cut the loss. Mr. Livergood cautioned that a few years ago staff could not get onto the roof due to safety concerns. He felt any maintenance that would be done to extend the life of the building would be a minimum of $250,000. Mayor Taylor felt any dollar spent was a dollar wasted. Mr. Livergood knew there were structural issues that would have to be addressed first. The last tarp put on the roof was $15,000 to $20,000. A membrane or sprayed roofing material is not going to buy a lot because the surface below is not decent and clean to bond. A thorough inspection would be needed before any repairs are considered. Vice Mayor Casello had seen many of the roof tiles appear to be loose and missing. Could they become flying projectiles during a storm that Code should investigate? There were no Code violations. A study had recently been conducted to assess the air quality and the results would be forwarded to the Commission. The photographs were very indicative of the overall condition of the building. Commissioner Fitzpatrick and Vice Mayor Casello wanted to enter the building. Mr. Livergood saw it as a liability issue, but he had no objection. Vice Mayor Casello inquired about where the pressure washing would be done and Mr. Livergood indicated it would be where the public would see. STREET MAINTENANCE Street Maintenance budget changed because one -half of the salary of the street sweeper operator and the cost of the street sweeper would be moved to Utilities Stormwater because there is a nexus between stormwater management and street cleaning. MEETING MINUTES SPECIAL CITY COMMISSION MEETING BOYNTON BEACH, FLORIDA ENGINEERING There were minimal changes. SOLID WASTE JULY 21, 2014 Mayor Taylor inquired if there was money for painting lines for lanes on the roads. Mr. Livergood noted it had increased $20,000 for contractual repairs, for striping and street lighting repairs. There is contractual street light repairs on Ocean Avenue and INCA that are separate from Florida Power and Light. Mr. Livergood reported the high volume streets were just stripped. Gateway, the busiest roadway, SW 8 Street and Ocean Avenue were striped. Mayor Taylor indicated the CRA cannot pay for anything that the City would normally do itself. Regular maintenance of municipal roads is standard maintenance. The only significant change was the additional transfer of $500,000 to the General Fund. Otherwise, the health insurance and pension benefits were the only increases. Some variables would be waste disposal that varies based on the commercial customers or roll offs. If there is an increase in those items there are offsetting revenues to cover the cost. Vice Mayor Casello asked about the $10,000 transfer from the Golf Course that would be the cost to take the waste out of the Course. Mr. Livergood advised the payment is the non -ad valorem because even the government has to pay that fee to the County for waste disposal at the transfer stations and landfills or incinerator. It is a mechanism for the City to pay for the non -ad valorem portion of the expenses. Vice Mayor Casello confirmed the County owns the land and the City leases the Course. Residential property pays a yearly fee for the disposal of the materials. The City's cost is the expense getting the materials to the County. Commissioner Fitzpatrick observed that recycling is decreasing. Mr. Livergood did not agree it was decreasing or increasing. Time was spent to determine the participation rate with residential recycling. It is a voluntary program. Commissioner Fitzpatrick reported some cities sell the residents garbage bags and only those bags are picked up so recycling would save money spent on the bags. Mr. Livergood indicated it was a good process for those willing to abide by the rules. He would be fearful if people no longer paid the cost of garbage pickup and some will dispose of the garbage wherever they can and litter the roads or use the commercial dumpsters. It would be a difficult system to implement and maintain. FLEET There were minimal changes in fleet and it did drop $5.5 million which is attributed every year to the dollar value of the fleet purchased and varies based upon age. Some 21 MEETING MINUTES SPECIAL CITY COMMISSION MEETING BOYNTON BEACH, FLORIDA JULY 21, 2014 years more are bought and others less. Fleet is not replaced based on an average expense. It is bought when needed and next year is less. Vice Mayor Casello inquired if the funds came from the fleet management fund. Mr. Livergood explained there is a transfer from every department into the fund. One transfer is the cost of maintenance and the cost of fuel. It covers all equipment and vehicles. Mr. Livergood explained every enterprise and every division purchases their own equipment and has a transfer to the fleet maintenance program. The departments pay five years in advance of purchase so the funding is available. Both Chiefs and department heads discuss their fleet needs and adjust the annual expense accordingly. Some departments prefer to borrow the equipment they need on an occasional basis. There is sharing of equipment between municipalities when necessary. Vice Mayor Casello emphasized the Golf Course needs a backhoe. GROUNDS MAINTENANCE Generally the budget is flat and the City Manager had requested an estimated cost for enhanced ground maintenance at a number of locations. Landscape maintenance is will only look as good as the effort put into replacing what fails and maintaining the rest. Plants do not last forever. Fertilizer and pesticides are needed. The level of care has to be funded to maintain the look. It is either done with contractual dollars or people. The estimated cost of incremental expenses at some locations was provided for additional mulching, plants replaced and more fertilizing. The total is over $600,000. Commissioner McCray questioned why Sara Sims Park was not on the list. The Park is on Martin Luther King Boulevard and has the cemetery. Ms. LaVerriere interjected the playground equipment is already funded and the CRA was doing the base work. Mr. Livergood explained the City was not putting money into the Park while the CRA Master Plan is being developed. Commissioner McCray emphasized it was a Park the residents used and it needs to be mowed and enhanced besides the playground equipment. It is the worse park in the City of Boynton. It was pointed out regular maintenance is in the regular budget. The list provided is additional landscaping. Commissioner McCray pointed out funds need to be provided. There are basketball courts and a tennis court and it needs improvement. Ms. LaVerriere had used the proposed list and cut it in half for funding until some direction was given by the Commission on the medians and other projects. Mayor Taylor inquired about ownership of the medians along Gulfstream Boulevard. Mr. Livergood advised there is a maintenance agreement with Delray to pay 50 %. Commissioner Fitzpatrick asked about the monies allocated for Chapel Hill roads and Mr. Livergood responded, with normal maintenance, plants are lost and it has not been mulched, that covers most of the expenses. The medians were fertilized. Mr. Livergood recommended that 17 Street needed attention, Ocean Parkway, Congress 22 MEETING MINUTES SPECIAL CITY COMMISSION MEETING BOYNTON BEACH, FLORIDA JULY 21, 2014 medians, which are the most visible to the public and Gateway between 1 -95 to Seacrest has to be minimal plantings. The medians along US 1 were funded in the current budget. The focal point was the center of the road to capture the driver's eyes. There are a number of swale areas that have not been addressed and are still part of the maintenance contract. The medians along the entire length of Federal Highway were done. The east and west sides need work. The south end plants have been purchased and have not been planted as yet. There was discussion about the grates along Ocean Avenue and replacement of the trees along the street. The design has to consider the safety of the public and water and oxygen has to get the root system of the plantings. Commissioner Fitzpatrick warned most of the trees would be lost if some changes were not instituted in the grates. Commissioner Fitzpatrick opined the money should be spent first where the business districts are and people spend their money. Ms. LaVerriere agreed Congress Avenue, Federal Highway and Gateway Boulevard are the corridors that need attention. Mayor Taylor wanted to be provided the total amount of the surcharge paid by residents outside the City limits, for water and sewer. Mr. Howard would run a report. Mayor Taylor was hoping the surcharge could be increased, however, Attorney Cherof advised the rate is capped by State law at 25 %. Vice Mayor Casello thanked all the Department heads and the public present for participating in the process. It is serious business and the future of the City. The reports are very informative and much appreciated. Mayor Taylor echoed his appreciation and felt great progress had been made. Ms. LaVerriere thought the outstanding issues list should be drawn up showing areas of reduction or restore funding. Mr. Howard added there will be areas continually examined between now and the passing of the final budget. Mayor Taylor requested any ideas for revenue be brought forward for discussion. He opened the floor for public comment and no one came forward. Mayor Taylor adjourned the workshop at 5:41 p.m. (Continued on next page) 23 MEETING MINUTES SPECIAL CITY COMMISSION MEETING BOYNTON BEACH, FLORIDA ATTEST: .t!. er . et M. Prainito, MMC y Clerk ith A. Pyle, puty City Clerk CITY OF BOYNTO EACH c McCr , Commission • Michael M. Fitzpatr 24 Casello, Vice Mayor loner ommissi. er JULY 21, 2014