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Minutes 07-13-20 Budget Workshop/SM MINUTES OF THE BOYNTON BEACH BUDGET WORKSHOP/SPECIAL MEETING HELD ON MONDAY, JULY 13, 2020, AT 5:00 P.M. AT Police Community Room and via GoToWebinar Online BOYNTON BEACH, FLORIDA PRESENT: Stephen B. Grant, Mayor Lori LaVerriere, City Manager Ty Penserga, Vice Mayor Jim Cherof, City Attorney Woodrow Hay, Commissioner Crystal Gibson, City Clerk Christina Romelus, Commissioner Justin Katz, Commissioner Welcome and call to order Mayor Grant called the workshop to order at 5:00 p.m. John McNally, IT Director, provided an introduction and process as to how to participate in the meeting. Mayor Grant recited the Pledge of Allegiance to the Flag. City Clerk Gibson called the roll. A quorum was present. Mayor Grant welcomed all to the Budget Workshop. He requested a motion to accept the agenda as presented. Motion Vice Mayor Penserga moved to approve the agenda as presented. Commissioner Hay seconded the motion, which passed unanimously. Budget Overview Lori LaVerriere, City Manager, explained that the fiscal year 20/21 is a balanced budget. She recommended the millage rate remain the same as well at the Fire assessment rate. Thanked Tony Davidson, Budget Manager and Mara Frederiksen, Director of Finance for the finalization of the budget. She said the three largest departments have presentations: Police, Fire and Public Works. Mara Frederiksen, Finance Director, presented the fiscal year 20/21 proposed budget. Noted there are two resolutions on the agenda tonight, for the proposed millage rate and Fire assessment rate. Budget Workshop/Special Meeting City Commission Boynton Beach, Florida July 13, 2020 Ms. Frederiksen stated the purpose of the budget workshop was to review fiscal year 2020-2021 proposed Operating and Capital Budgets with the Commission. This would also provide an opportunity for comments from the public both online and in-person. Ms. Frederiksen noted the dates of the workshop are July 13-15, 2020. This was to discuss and adopt a proposed millage rate and preliminary Fire assessment rate. The first public budget hearing is scheduled Thursday, September 10, 2020 at 5:30pm to adopt the proposed budget and to adopt the final Fire assessment rate resolutions. She suggested a change to September 8, 2020, which is a CRA meeting. The second public hearing to adopt the final millage rate and final budget is scheduled for Tuesday, September 22, 2020 at 5:30 pm Ms. Frederiksen provided an overview of funds and sources which totaled $226.1M. Provided a breakdown by department: Water&Sewer Utility fees$52.2M, Property Taxes $41.1M, Capital Sources (Reserves, Bonds.) $30.2M, Found Transfers $18.5M, Internal Services $16.4M, Solid Waste Fees $11.8M, Public Service Taxes $10.3M, Intergovernmental $9.8M, Charges for Services $8.2M, Special Assessment (Fire) $6.8M, License and Permits $4.5M, Franchise Taxes $4.8M, All others $11.6M. Ms. Frederiksen provided the proposed expenditures of$226.1 M: The General Fund $99.2M, Utility $52.2M, Capital (General and Utility) $30.2M, Solid Waste $11.6M, Debt Service $10.2M, Fleet $9.6M, Self-insurance $6.2M, Golf course $1.8M, All other $5.1 M. The General fund proposed budget $99M, includes personnel services, excludes pension $53.5M, Pension Contribution $18.77M, Operating Expenses $22.57M, Capital Outlay $0.72M, Non-Operating $3.65M. Excludes pension, the operating $3.65M. The General Funds by Departments: Police $33.57M, Fire $25.62M, Public Works $8.48M, General Government $14.46M, Development $3.60M, Recreation $3.68M, Library $2.52M, ITS $2.87M, Finance $1.50M Human Resources $.91 M. The initiatives in the proposed budget is a 2% salary increase for Blue and White Collar General employees at $400,000. Technology Security Administrator, $100,000. Police Department Police Video and Technology Security Administration, $91,000. Crime Scene Technician, $52,840, reclassification off 5 Park Rangers at $97,000 and the parking services division, $226,000. Noted the proposed budget will be updated before the first Public Hearing to reflect changes for revenues and expenditure. Ms. Frederiksen noted the $226,000 is offset by the proposed increase in the parking revenues. Ms. Frederiksen provided a comparison chart to show the 2019/2020 amended and proposed budget for General Funds. Provided a breakdown of major expenditures related to change from prior years. There is an increase of 2.9%. Ms. Frederiksen indicated the city is actually seeing a decrease in the overall electrical costs with the move to the New City Hall of about $133,000. The completion of Town square made an impact and reduction in contractual services and rental cost. -$1.2M, decrease of 1.9M for the lease of the temporary space. Increase of $205,000, ITS department soft maintenance 2 Budget Workshop/Special Meeting City Commission Boynton Beach, Florida July 13, 2020 contractual server, personnel cost increase, facilities department contractual servicer and personnel services. Ms. Frederiksen provided a breakdown by departments individually. General Fund Funding sources: .9% millage rate, the Ad Valorem Taxes 41.4%. Inter- fund Transfers 18.6%, State and County shared Revenues 9.9%, Charges for services 8.2%, Fire Special Assessment 6.8%, Permits 4.6%, Franchise fees 4.8%, Miscellaneous and Investment Income and Fines 5.6%. There were no fund balance appropriations. Indicated last year the city used an appropriation of $1.3M. The Major Proposed Revenue changes: The Property taxes make up $2.8M, net after the CRA is $2.2M, the parking services increase of $416,000. Experiencing Building permits decrease of $282,000 based on the current estimates. There is a one-time transfer from the hurricane fund of $1.2M for FEMA reimbursement. Water and Sewer increased $581,000. Proposed tax versus the rollback rate: The current proposed rate is 7.9%, the State rollback rate as of July 2020, is 7.49. The current year assessed value per property appraiser for the current proposed tax rate is $6.602,000.72. If the City decided to go to the state rollback rate of 7.49% millage rate, there would be a $1,919,496 deficit in the budget. Clarified the proposed Ad Valorem tax rate of 7.90 is not a rate increase from the current 7.9 mils. The actual tax increase of 5.46% per State of Florida TRIM calculations over the rolled back rate of 7.4911. Citywide property values increase approximately 6.2%. Provided an overview of the General Fund Balance and Emergency Reserve. The City was required to have an Emergency Reserve of 10% of annual expenditures. The estimate of reserve funds would be $9.9M if the budget is passed as presented. The expenditure summary for the General Fund of $99,210,720 saw an increase of $2.7M, the Enterprise funds of Water and Sewer fund increased to $52,005.066 increase of 1.2M, Solid waste increase of $234,287. Golf Course shows a decrease of $393,061. The Internal Services Fund saw a decrease of $4,872. The Warehouse an increase of $79,563. Self-Insurance saw an increase of $152,891. The Special Revenue funds has been reduced to $4.3M. This was due to public art reduction of $690,000. Capital Improvement $6,601,111,720 last year was $6,624,058,213 Questions from the Commission Vice Mayor Penserga inquired about the millage rate impact on residential property. Ms. Frederiksen explained the millage rate impact on a residential property; residential homesteaded properties capped at the 2.3%. If a property has an assessed value of $50,000, the resident would see an annual property increase of about $9. An assessed value of $150,000 would see an annual increase of about $27. Commercial, if you are 3 Budget Workshop/Special Meeting City Commission Boynton Beach, Florida July 13, 2020 looking at $50,000, assessed value their annual property increases at 6.2%, an increase of about $24. Mayor Grant inquired if the millage rate could increase to 7.899. Anthony Davison, Budget Manger replied in the affirmative. Vice Mayor Penserga noticed a discrepancy in the resolution. Lori LaVerriere, City Manager responded $8.2M, this is with the discounts given. Vice Mayor Penserga asked if this was for hardship discounts. Ms. LaVerriere stated this was part of it; additional information would be given to the Commission at a later date. Public Comments: Susan Oyer, 140 SE 27 Way, inquired if the city feels they have enough in reserve. Is there enough money in the budget to purchase 3,000 trees? Positions opened for Parks and Recreation Director salary last year of$104,000 and one for Public Arts Director with a salary of$74,000. Requested paper copies, with the missing slides. She said she hopes one of the cameras will be in Betty Thomas Park. There is a fight club at that park. Informed the Commission the person who threatens to kill everyone on her street is getting out of jail. Tory Orr, 407 NE 17 Avenue, wanted to present some pictures to the library regarding Black Lives Matter. He said there has not been any events going on in the community. There is still a lot of tension in the air. Asked to bring back the police sub-station in the neighborhood; they now have it on the other side of the railroad track. He was under the impression the neighborhood program was for the community to build a bridge with the police department. Indicated without warning, the police department moved the program. He stated he would like to see Commissioner Hay in the District 2 neighborhood. POLICE PRESENTATION Michael Gregory, Police Chief, reviewed a PowerPoint presentation. He said he appreciates the opportunity to review the police department's proposed budget for the upcoming fiscal year. Provided a summary of three primary divisions within the Police Department and the differences from last year to the current year percentage changes. Uniform Services, Office of the Chief, and Support Services The uniformed services division is the lion's share of the overall police department budget. The Office of the Chief also includes the administrative and financial functions. It represents the smallest proportion of the budget. Lastly, you see support services at $12.28 million, which reflects a 2% increase. This includes detective and investigative units, as well as the communications section and training section are included in the support services role. He believes that the, patrol section and the first responder element 4 Budget Workshop/Special Meeting City Commission Boynton Beach, Florida July 13, 2020 of the department is the primary service that the community expects. The Police Uniformed Services Division amended budget for 2019/2020 was $16,354,033; the proposed budget for the 2020/2021 fiscal year is $17,993,977, which is a net increase of 8.05%. This $1.399M increase primarily attributed to the 2020 Collective Bargaining Agreements, including salaries and benefits. In addition, an increase to fleet for vehicle replacements and maintenance, which is 46% of the overall budget. In addition, the Office of the Chief personnel cost is 27% of the operating costs. Chief Gregory provided this fiscal year's successes, challenges and initiatives. Year-to- Date 19% reduction in Part 1 Crime Reduction (compared to 2019). Completion of the New Police Department Headquarters and a successful move. Approval to Implement the Premier One CAD/RMS & Mobile Reporting System. Implementation of an Enterprise- wide Access Control & Security Camera System. Implementation of Command Central Aware Software for the RTCC. Challenges: Replacing Outdated Software and Equipment (Cyber-Security& Operational Performance). Noted people are always trying to breach the police system. Police Response Management during COVID-19. Recruiting Police Officer Candidates. Initiatives for the police department would be: Expansion of Community Policing Programs & Training. Expansion of 21st Century Police Training Curriculum. Integration of the New Real Time Crime Center in Daily Police Operations year-to-date. Will continue the policing program in the neighborhood. Chief Gregory stated he was proud of what was accomplished this year. Commissioner Hay inquired about recruiting new police officers. Are there any changes made to the qualifications in recruitment? Chief Gregory replied absolutely, the city actually started a new process. The City recognized that we were facing challenges with the selection process of new hires and applicants. The City has implemented an online examination for police officers. He believes think in this environment with trying to social distance and be cognizant of COVID-19, with, with being in contact with people, and trying to bring people in, and the limitations that so many people have on traveling. Right now, that is going to be difficult for agencies to stand by. Noted he is in the mindset of looking locally. Staff is trying to build relationships locally, and people who are familiar with the community, people, who may be from our community, even the broader community of South Florida. Because there is not a lot of significant difference between Palm Beach, Broward and Dade County for candidates that have a multicultural background. He believes the city could find candidates that are local. Therefore, the city is looking to focus the resources in South Florida. In addition, staff have looked to harvest homegrown applicants. Vice Mayor Penserga asked what is being done differently in the recruitment process. Asked about the marketing to fill positions. 5 Budget Workshop/Special Meeting City Commission Boynton Beach, Florida July 13, 2020 Chief Gregory stated the police academies are closed. COVID-19 has changed how the city advertises its open positions. The Human Resources Department needs to have more online ads; needs to look at retooling in the future. Vice Mayor Penserga asked if the city has the necessary resources. Chief Gregory stated they have the necessary resources. Mayor Grant stated he has been asked if the City of Boynton Beach was thinking about defunding the police department. Would move forward with community policing versus policing the community. Mayor Grant asked for an explanation of community policing. Chief Gregory explained community policing, and community-oriented policing, is a strategy of policing that focuses on building ties and working closely with members of the communities. The main idea is to allow police to feel like the public can trust them. Explained the expectation of the community policing concepts and being flexible enough to transform the organization. Finding new ways to communicate with the community. They began with federal programs. Every police officer should be policing and community policing. The City of Boynton Beach will not defund its police department. Mayor Grant asked how Boynton Beach is dealing with cybercrime. Inquired if there is staff and technology to combat cybercrimes. Chief Gregory stated they have several detectives who are highly trained. They have experts who are involved with teaching best practices; they are on the internet taskforce. They have seen a lot of hacking and ransomware; this would be a Federal crime. Mayor Grant asked how the city creates a career path for community service officers to become police officers. Chief Gregory responded they are with the young adults from high school to police officer, through the explorer program. Last year's budget includes CSO as a career path into the police officers' roles. The city would like to grow our own officers. Commissioner Romelus commended the police department. How do we maintain the mental health of the police officers? Stated we talk about how we help the public, but how can we help our own. She is looking to protect our officers. Lori LaVerriere, City Manager, said she spoke with Chief Gregory regarding a mental health program. Stated she would like to put in a more robust mental health program. The fire department has put together a program. Fire Department Ray Carter, Director of Fire and Emergency Medical Services, noted the fire department has three different budgets: Fire Rescue, Community Standards, and Emergency 6 Budget Workshop/Special Meeting City Commission Boynton Beach, Florida July 13, 2020 Management. The largest of the three is the Fire Rescue budget, which is the portion of our department that delivers the emergency response services. Fire Rescue increased 3.9%from last year. Community Standards division which includes Fire, Life Safety and Code Enforcement had an increase of 0.2% this year. The Emergency Management budget, the budget for operating the EOC in times of local declared disasters had a modest increase of about $3000 which represents a 10.5% increase. The Fire Rescue budget total increase was$961,203. Again, the 3.9% increase majority of that was, personnel costs related $794,500 increase. The majority of that were from the collective Bargaining Agreements, insurance costs, and pension costs, which fall under personnel costs. No personnel added in this division. Fire Rescue is fully staffed. Noted there are 135 shift personnel, 12 administrative staff oversee the budget, and administers, to the needs of those shift personnel. The operating part or the operating expenses for the Department increased by $213,000. There was a decrease in capital outlay. The Fire department is moving forward to implementing some improvements in Fire Stations 4 and 5. Staff is finishing the installation of a Vehicle Exhaust Capture System. Chief Carter explained the system captures the exhaust inside the base station and prevents the exhaust from migrating into the living quarters of the Firefighters. This is a safety issue for our personnel who work at our five fire stations. Community Standards, a small personnel cost increase, wage increases, and insurance costs were the majority of the budget. No new personnel in either the Fire Life Safety Division or the Code Enforcement Division, a modest increase in operating expenses across the board. The Emergency Management budget increase is a little over $3000. There is no personnel cost in this budget because the City of Boynton Beach does not have an Emergency Manager. There was an increase in capital expenditures, new laptops with some new communication software. The Fire Department's successes: Completed Fire Station 1, which is occupied and operating. Two units are running out of the completed station. Upgraded the cardiac monitors through a grant from the Federal government. Noted all the cardiac monitors replaced, this year. Expansion of the Turnout Gear Replacement was a success, and it will continue into next year. The Fire and Life Safety Division, Code Enforcement Division, and our EMS Billing Division will have the new software and tweak their methods of operation to help increase revenue collection. Unfortunately, over the last four months there has been a downturn in the ability to collect funds because of COVID-19. Noted the call volume is down because people are worrying about contracting the COVID-19. Another challenge is the timely replacement of vehicles. The vehicles are extremely technology driven and incorporate safety features mandated by federal standards. In the Budget Workshop/Special Meeting City Commission Boynton Beach, Florida July 13, 2020 past, the city could have a firetruck built in about 9 to 12 months. It is now taking between 18-20 months. The Fire Department's initiatives: Staff has initiated a rezoning and remapping of different response zones, especially with the opening of the new Fire Station 1 and the two units running out of there. Upgrading some computer program features with upgraded inventory controls at the stations. Commission Comments Vice Mayor Penserga inquired since Fire Station 1 is completed, are there any plans for the oldest Fire Station 3? This station is in the heart of District 4 on Miner and Congress. Fire Chief Carter responded absolutely, there are plans in motion for the replacement of Fire Station 3. He received a conceptual drawing for that station replacement. The plans are to build on that site to the east of the existing building. The plan is to build the new structure in that location while the existing station continues to operate from the existing building, therefore, there is no need to move units to other stations. They are not taking personnel and response units out of that zone to build a new building. Build a new building at the same time. The old structure taken down and that property used for whatever public purpose the city determines. Noted there may be a plan to incorporate some additional features in the gun range and offices for the Police Department. Vice Mayor Penserga asked about the plan to build on the site east of the existing building. Inquired if this is something scheduled for 2022 or 2023. Lori LaVerriere stated the City would need to find about $5 million. They have a good plan, but some work needs to be done. Commissioner Hay asked if the buildings were constructed to withstand a Category 5 or 6 storm, namely the Police and Fire stations. Lori LaVerriere replied the Fire and Police stations along with the New City Hall is built to withstand a Category 5. Public Works Andrew Mack, Director of Public Works, presented proposed budget for Public Works Administration, Facilities, Streets and Engineering. Administration, Facilities, Parks and Ground, Streets and Engineering The Administration Division: There was a small increase of 3.4%, from $142,249 to $152,182 for proposed fiscal year budget 2020/2021. Facilities had a 13% increase, from $2,167883 to $2,462,782. Streets Division had a 4.1% increase, from $1,250,432 to 8 Budget Workshop/Special Meeting City Commission Boynton Beach, Florida July 13, 2020 $1,301,358. Engineering has 0.4% decrease. Parks and grounds had a 7.9% increase. The cemetery had a 5.8% increase. In addition, the mausoleum had a 5.9% increase. Facilities had a 13% increase. Funding is allocated into the salary accounts to implement a new career path. Another cost increase with this software and maintenance increased to cover implementing changes to the asset management software. This is a new software implemented to maintain all these beautiful new facilities. This will help with capital planning and maintenance on those buildings. Increase to contractual services. The new buildings are coming back online, which just opened an RFQ, which will be coming to the Commission for an award. The Streets Division had an increase in the street lighting budget. This was to cover the new lighting in the Town Square project. Increase in the training line item to cover certifications as part of the career path. Parks and Ground Division increased. Funding allocated in the salary accounts to implement a new career path. The career path promotes from within and trains our staff. Funding for part-time park maintenance employees to full-time. Reduce the contractual services to transition some of the maintenance from outsourced vendors to in-house staff. Funding increased for chemicals and capital equipment to provide in house fertilizer treatment at various locations and parks. Successes: The Engineering Department developed a five-year roadway rehabilitation program using GIS software. Completed 6500 linear feet of asphalt resurfacing. Completed the move to City Hall, the Police Department, and Fire Station from our temporary locations. Implemented an electronic employee action request. Implemented a pilot project with probationary employee evaluation process with Human Resources. This has helped evaluate the probationary employees to make sure they are the right fit for the department individually. Pilot project for electronic payroll and timekeeping. Looking at a process, which would be an enterprise wide program. Implemented the online Customer Request and Report System, or My Civic application. This is live on the city's website. Challenges: Automation of the capital planning process and integrating it with the financial accounting software. Initiatives: Career path for Parks and Ground Division and the Facilities Division. The implementation of the Transcendent Asset Management software. Currently, phase one of which is in the Town Square buildings. Phase two, of assets, buildings, rolled out next fiscal year. Lastly updating the cemetery policy and procedures. 9 Budget Workshop/Special Meeting City Commission Boynton Beach, Florida July 13, 2020 FLEET MANAGEMENT The Fleet Management Division has a 6.3% increase in the operating budget and 9% increase in the Fleet Replacement Fund budget. The salaries, pension, FICA and benefit costs increased due to promotions, an implementation of career path plan in this division and reclassification of a service writer to service writer/ analyst. Funding allocated for computer software and maintenance to implement new fleet management software, "Faster Web Core Product". Funding allocated in building improvements to purchase an electronic key management system. Currently, the Fleet division does not have an electronic system to manage the keys. Informed the commission there are more than 700 assets and managing those keys can be problematic. Increase in Fleet replacement costs due to the replacement cycle. Successes: Completed the comprehensive analysis of fleet operations by outside consultant. Implemented career path and moved employees and transfer them into new positions. Challenges: Outdated fleet management software, competition for labor. Initiatives: Development service level agreements (SLA's) with user departments. Document and update policies and procedures. SOLID WASTE The Solid Waste Fund saw a 2.1% increase, related to salaries, pension, FICA, benefits costs increased due to promotions as part of the career path and filling of vacancies. Dumpster repairs increase, due to the condition of existing steel metal containers. Noted these containers have taken a beating over the years and have outlived their usefulness. Credit card merchant fee increased to over online payment. Transfer to vehicle replacement fund increased due to mechanical failures. Successes: Implementation of a mandatory service charge program and implementation of career path for a Solid Waste Equipment Operator. Challenges: Mechanical breakdown of trucks. Solid Waste operations are in the top five riskiest professions in the U.S. Accident prevention and employee injuries. Initiatives: Commercial and multifamily 95-gallon cart recycling process change (60/40) split rear load garbage truck. This would allow to run the route once instead of twice. Implement a Solid Waste safety and operation manual. PARKING SERVICES This is a new division with proposed expenditures of $260,000. 10 Budget Workshop/Special Meeting City Commission Boynton Beach, Florida July 13, 2020 The proposed revenue for this division, increasing parking fees from $320,000 to $680,000. The City will issue parking citations as well. There is currently no increase for the parking permits, revenue associated with the parking permits. This new division was created in the Public Works division to oversee and manage the automated parking system and enforcement. This would promote efficiency and ease of use for the new parking system to help improve customer service and quality of life. The automated parking meter improvements control operating costs and generate sufficient revenue to support the automated parking system and infrastructure. The parking meter ordinance is being presented at the next scheduled Commission meeting. There would also be a fee schedule in the form of a resolution. The contract has been awarded to Park Mobile. Staff attended a kickoff meeting on June 25th. Weekly meetings with the vendor and expecting a go live date of October 1, 2020. Commissioner Romelus noted she did not see any revenue for the parking meters. Mr. Mack stated the daily parking fees are actually the parking meters fees. Currently there is a paid parking attendant, the daily parking fees are increasing due to the actual automation and collecting of the fees throughout the day. Commissioner Romelus indicated she had a brief conversation with Colin Groff, Assistant City Manager, regarding employees being out due to COVID. Suggested having a pool of employees trained as garbage collectors to handle the work when employees call in. Mr. Mack responded this was a good idea. Noted all Solid Waste employees are not licensed CDL drivers. They could outsource that function. There was a possibility of having retired drivers come back on an as-needed basis. Some staff is out to do injuries as well. Commissioner Romelus wanted to hear some feedback when to explore that and see if that would be a possibility. Mr. Mack replied he would provide the Commission with an update. Commissioner Hay said he received several calls about the maintenance of our gravesite and inquired if there is a budget problem or is the city short of employees. Mr. Mack stated it was a little bit of both. The city has allowed people to put out mementos, monuments, and other items around the gravesites, which definitely slows down the maintenance around the gravesites. One of the initiatives is to update the policies and procedures. Stated he would be coming back to the Commission with an update. He understands this is a tough subject when someone is grieving a lost loved one. However, at the same time, we have to respect the graves of the others. It is a balancing act. Alex Carrion, Cemetery Sexton, has done a tremendous job at this point. Noted there are some capital projects needs there as well. There is new equipment coming in as well. The cemetery has removed some roads. 11 Budget Workshop/Special Meeting City Commission Boynton Beach, Florida July 13, 2020 CAPITAL IMPROVEMENT FUND Andrew Mack indicated the City of Boynton Beach has a penny sales tax, paying for some deferred maintenance over the last 10 years. Currently doing these projects, still looking for future funding to make sure to maintain a robust capital fund as well. Currently, there is $9.38M projected in the 303 funds, which is the penny sales tax fund, which equates to 60 projects. In the 302 funds, which is our general fund CIP capital program, there is 2.8M, which equates to 10 projects. Provided a summary sheet by division. General Government projects for next fiscal year, $1M. General HVAC $10,000. Roofing repairs $235,000. Parks and Recreation projects $3.3M. Public Safety projects $1.2M and Information Technology projects are $200,000. Transportation Roadway $1.2M. Highlighted projects Boynton Beach Extension. This project is currently budgeted for this fiscal year, a $1.26M budget as combined project with the CRA. That project includes the demolition of landscaping, sidewalks, islands, new additional street parking, new walkway lighting, irrigation and security upgrades. General government repairs $20,000 allocated for painting, $25,000 roof repairs, $3,000 fencing, $15,000 for electrical and $25,000 for Miscellaneous. The Public Works roof replacement, there is $235,000 budget next year for the replacement of the public works Administration Office, the heavy-duty fleet shop in the warehouse building. Congress Avenue Barrier Free projects. There is $150,000 allocated for removal and replacement of existing play surfaces, $60,000 for the replacement and enhancement of the splash pad $20,000 for removal replacement and some ADA enhancements and $60,000 for removal and replacement of existing bio swift. Ezell Hester Center is one of the biggest projects coming up in the next fiscal year. The department has$1.5M, which would roll over two fiscal years, $1.5M in the following fiscal year. The major highlights of that will be new visitor parking next to the football field and overflow parking. Upgraded replacement of the existing football field with turf, irrigation, fencing and goalposts. There is expansion winding of the multi-purpose field to accommodate soccer, flag football, rugby on the field, walkway lighting, and security cameras in the emergency phones. Little League Park, one of the projects for next fiscal year is $175,000 for the replacement of the existing ball field. Mangrove Park Project, this is old park that was on the Diocese land. The City has $500,000 budgeted for removal and salvage of the site improvements that are located on the church property. Oceanfront Park projects has$8000 for the repair and replacement of the ramp. $30,000 for repair to the maintenance repair over the dune. Oyer Park there is $150,000 allocated for the installation of an eight-foot concrete wall along the north property line, $35,000 for the installation of security cameras. The adjacent neighborhood asked for the installation of the new wall and some security. 12 Budget Workshop/Special Meeting City Commission Boynton Beach, Florida July 13, 2020 The Tennis Center project on Congress Avenue needs to be retooled and replaced. The department has funding for that project for $115,000 for next fiscal year. Public safety projects, as Chief Carter mentioned, they have $52,000 for the vehicle exhaust system at Fire Station 2. There is $100,000 for the design of the new fire station on the existing site; this will get the 30% drawings. $400,000 for the completion of the real-time Crime Center. There is $225,000 for upgrading replacement, Police Department network facilities, and $75,000 for upgrade for access control existing facilities. Information Technology projects: As mentioned in the presentation for Public Works, the department has $125,000 in the CIP for an enterprise wide payroll and timekeeping software. This will be all general employees, and then possibly tying it in to the Police, and Fire Department, to automate their payroll into the Finance module. Allocated $65,000 for PC and laptop replacements citywide. Transportation Project: $250,000 for sidewalk repair and replacement, $100,000 for sidewalk and ADA ramp upgrades, $100,000 High Ridge road improvement design. The department has $350,000 for the installation of drainage and road repair on industrial Way. The Engineering Division did a great job in creating a five-year plan; automated the entire plan into GIS. Commissioner Hay asked, is the city looking at increasing the hot spots around the city? Mr. Mack replied yes. The Town Square will have Wi-Fi in the common areas. The City is currently working with Verizon to deploy Wi-Fi Hotspots. Ms. LaVerriere stated the City Library has hotspots free of charge. Stated Craig Clark, Library Director is looking into increasing his inventory of those devices. Mayor Grant asked about the buffer or protected bicycle lanes. Mr. Mack indicated the City does not have any buffered bike lanes. Noted as part of the grant, on Boynton Beach Boulevard they would have designated bike lanes. Mayor Grant heard comments regarding trees and the tree canopy in the city. He inquired if there is funding for trees. Mr. Mack replied, unfortunately, at the time of the budget submittal, the tree canopy was not addressed. Staff is working on possibility freeing up money from somewhere else or adding something at the end of the budget year. Mayor Grant stated he spoke with Community Greening and was informed the reason the City lost the $50,000 grant was the city was not putting in money for the urban canopy. He understands the city has helped a lot with the irrigation, but they need to help more with the trees. Is the city planning to redo the median on Ocean with irrigation? Mr. Mack replied this was a resurfacing project. 13 Budget Workshop/Special Meeting City Commission Boynton Beach, Florida July 13, 2020 Mayor Grant inquired about Ocean Drive from Southwest 8 to the Luxury Store All. Is there anything going to be done about that hairpin turn, SW 7th Street, to make it easier for trucks heading on Ocean Drive? Mr. Mack stated there were some improvements to the round-a-bout. Mayor Grant asked if there was any funding allocated in the future Capital Improvement plan for North East 1st Street. Mr. Mack responded not at this time. Ms. LaVerriere stated staff would like to speak with the CRA about collaborating with the county on that project. Commissioner Hay stated there was $250,000 allocated for sidewalk repairs. Would Sky Lake receive some of that funding? Mr. Mack replied repairs based on criteria where staff evaluate and determine the severity of the issue and then prioritize based on that severity. Parks and Recreation Kacy Young, Recreation and Parks, Assistant Director, stated because of COVID-19 the School District of Palm Beach County would be conducting school virtually in the fall. The City is prepared to provide programs, whether it is virtually or on campus. Reviewing safety protocols with some of the instructors and staff. Ms. LaVerriere stated the city has to wait and see what will happen with the COVID-19. Utilities Joe Paterniti, Utility Director, noted there was a 2.5% budget increase in the proposed budget. The budget for the Utility department is $52,255,066. Fiscal year 20/21, budget revenue projections $51,535,481. The Fund Balance transfer of$689,585. The total revenue is 52,255.066. The Revenue Drivers: Increased reclaimed water customers. Increased storm water revenues. Chilled water sales; the operating budget of $35,632,457, the Remove and Replacement Budget was $8,000,000. Intergovernmental Transfers: $ 8,592,609. The Capital Improvement program of $17,926,613. Successes: Completion of the District Energy Plant. New Interlocal Agreement with Hypoluxo and Service Agreement with Perry Village adding over 700 new customers. Challenges: Effectively managing construction projects. Attracting talented technicians and professionals. 14 Budget Workshop/Special Meeting City Commission Boynton Beach, Florida July 13, 2020 Initiatives: Replacing Radio with Cellular SCADA communication system. Expansion of asset management and work order system to Lift Stations Wells and remote Water Storage Facilities. Provided a listing of major capital projects proposed for the upcoming year. Replace West WRP process membranes $3,000,000. Master Lift Station 317 upgrades $1,000,000. Silver wood (NW-Service area) force main $1,400,000. Utility Acquisition Improvements $2,000,000. Water Quality Laboratory $400,0000. Reuse Distribution System expansion $2,000,000. Cost adjustments CPI, previously rates set in 2019 for 1 year. Proposed fiscal 20/21 cost adjustment based on 2020 12-month average inflation indices from the US bureau of Labor Statistics. The Consumer price index is 0.1%, the wages and Salaries is 2.8% the energy is -.2%. These indices are used to adjust associated segments of the utility operating costs and to assess the needed revenue. The utility inputs these indices into the rate mode. They represent the change in value over the past twelve months. The rate model utilizes this value to escalate or decrease the utility operational costs. Based on the fiscal year 20/21 rate setting. The rate adjustments needed to projected utility cost would be 1.6% increase in reclaimed water rates, $0.50 increase in storm water fee. The analysis of the utility is proposing to hold rates level for water, wastewater and chilled water. With the .2 cents per 1,000 gallon rise for reuse and a .50 cent increase to the storm water fee. Mayor Grant asked for a breakdown of those total revenues. Mr. Paternitti replied he does not have it in his presentation. Mr. Paterniti noted that the outside city rates are holding steady. Inside city bills reflect the .50 cent per year increase in the stormwater fee. Explained the typical bill for a single family inside city limits for 3000 gallons is going up less than a dollar. Stated once the proposed utility budget is approved, this would allow staff to publish the proposed rates and to notify customers of the upcoming rate at the first Commission meeting in September. Mayor Grant suggested a volunteer sustainability charge on the water utility bill that customers could opt into. This is something he would like to have researched and possibly enacted for next year. Currently, FPL has shown this works with its Solar Now Program, and that is why Boynton Beach has solar canopies over at Oceanfront Park and Barrier Free park. Water Utility has the Sustainability Coordinator. His goal is twofold: one increasing trees canopy in the City of Boynton Beach, to help with the stormwater maintenance. In addition, the electricity. Colin Groff, Assistant Manager, indicated the city would look at different types of sources. 15 Budget Workshop/Special Meeting City Commission Boynton Beach, Florida July 13, 2020 Mayor Grant asked if this was something the Commission wanted to move forward with, giving the customer the ability to donate to sustainability for water utility. There was consensus. Commissioner Hay stated he mentioned he had $3M for replacement of membranes, what is the life span of those membranes? Mr. Patenitti replied typically, it is 10 years. The membranes have been in, about 15 years old; they are at the end of their useful life. Public Comment Daryl) Sanders, 2001 NW 2nd Street, stated many items of the budget is for after the crime is committed. There is not a budget for preventive programs. They should have police youth camp before they become criminals. Make the police more friendly if they are growing up to be police officers, like a segway program. A real Neighborhood program where the residents and police interact. Reach the children before they commit a crime. Provide programs before the fact. In addition, require their officers to take a diversity course. There are many people who have attitudes; there should be some type of training especially the mentally ill person. Have some funding for psychological evaluations. Again, focus on prevention instead of after the fact. There is a problem with flooding, he has been complaining for 10 years. All the streets in his area are run down. Need to Beautify Boynton beach. There are no multicultural events in Boynton Beach, he requested to have an event in Boynton Beach and was denied. He paid $3000 to his event in Delray Beach. Tory Orr said he wanted to talk about Juneteenth, how to get it celebrated. How can the City celebrate Juneteenth? Inquired how to have Juneteenth celebrated as a national holiday. Boynton Strong will run it. Asked, why the neighborhood officer program was moved to Federal Highway. The city did not explain why the neighborhood officer program was moving. This was very disrespectful to the residents. Bring the program back to the Carolyn Sims Center. Since the Center closed down, the children do not have any place to go. In addition, there has been a lot of shootings in the area. Noted four children were shot in the past four years in District 2. It was a great idea for the nonprofits to work with the police. Susan Oyer, 140 SE 27th Way, asked if there is going to be a list of projects. Asked what is going to be done with the golf course. Why are we redoing Barrier Free Park? The Park is beautiful. Spending $175,000 at the baseball park. How many people are playing baseball? There are not many kids playing baseball. Her understanding is the money should be used for the cemetery. Take over the little league park. Thanked Mayor Grant for speaking about the tree canopy. Inquired why was the city police department dumbing down the force. Noted when Police Chief Katz was at the City of Boynton Beach, he required advanced degrees. Chief Gregory has regressed and is only requiring credits towards a degree. There is lot of Tag reader money and cameras; she hopes these readers would be placed in areas of concern. Looking at Fire to have staff to come out 16 Budget Workshop/Special Meeting City Commission Boynton Beach, Florida July 13, 2020 nights and weekends. More Code Enforcement/Community Standards personnel. She has complained about trees in the New Town Square. There is a palm that is three feet away from the old high school. Why is the city placing more palm trees instead of canopy? Inquired about multifamily mandatory recycling for rental units. Ramona Young, 101 South Federal Highway, stated there should be a requirement for police officers to live in Boynton Beach. This is good community relations. Mayor Grant closed public comment. Chief Gregory stated there was discussion from one of the speakers regarding a focus on crime prevention as opposed to traditional policing, patrolling, and technology. He agreed with the philosophy. The City of Boynton Beach police department has blended all of those components. Community policing was touched on earlier in the presentation and is a big part of what he believes is a necessary strategy and policing today. He has double down and recommitted to expanding the community policing unit. The partnership includes the explorer program. The students meet weekly with officers, who are mentors to those students. There is also a career path towards a criminal justice career, whether it be police officer or paraprofessional police, staff member, or some other sort of career in law. The officers mentor them, encourage them, and build a relationship with them, so they get to know who we are and who they are on a personal level. In addition, they sponsor a Police Academy each summer. This has been going on for several years. Last year there was a teen summit. Police Chief Gregory met with Dr. Lockhart of Boynton Beach High School, and they are trying to create a program, which talks about hot topics. There is discussion on hot topics that are going on in the news today, and what it is like, as a police officer, encountering folks in the community. Students preparing to get their driver's license and start driving, what the responsibilities of having a driver's license are. What can they expect if they get stopped for a traffic violation? All with the sense that in educating them, as well as building that one-on-one relationship between a police officer. There was some discussion about the benefits of the PAL program. He stated he is not anti-PAL program. He understands there was program in Boynton Beach. This was not the case when he began at the City. Noted what has happened as he understands it was that community, private community groups and 501(3)(c) groups filled that gap. Expressed, one of the captains is a coach on the basketball afterschool program. He works with the students, mentors them, and they are receptive to having a conversation with him. He is a role model, and being present, so they can have a conversation which is not controversial, not adversarial, with police officers. Chief Gregory stated the neighborhood policing program has not changed. the Neighborhood Officer Program, it is not a building. It is a group of officers who go to the students and to the young people in the community and engage. There was an opportunity to have some good office space at a very economical advantage for the 17 Budget Workshop/Special Meeting City Commission Boynton Beach, Florida July 13, 2020 city. But that is not where we look to run the program. This space is shared by Crime Prevention officers. It is a place for the officers to land, make phone calls, do follow ups, take care of those business matters, or do police reports if they need to. But the model of policing does not happen from inside the building. It happens in the community and that is where the officers are. The officers has not been taken them out, not the Carolyn Sims Center or out of neighborhoods or in schools. The schools are closed, the Park closed and the places that we typically meet students are not open. When they are open and it is safe to be around each other again, it would happen. There is no intention of taking the officers out of our neighborhoods, where they are needed. There were comments made about training and making sure officers understand the needs of diversity in the community. Mentioned one of those programs earlier, and as part of our initiatives, which the city is already doing, Fair Impartial Policing program. The interactions with the public, and transparency in interactions, is what the Boynton Beach Police department is about. Allowing people the opportunity to explain their situations, and not just have the officer do all the talking. The officers attend Crisis Intervention Program training program, which is frequently referred to as CIT training. Explained crisis intervention deals with de-escalation crisis. Intervention deals with people who are in the midst of some sort of crisis, whether it be a mental health crisis, a substance abuse crisis. This program helps officers develop the skills and training necessary to navigate the people through challenges when they are in crisis. The officers find a method of de- escalation and getting resources they need. Comments were made about the finding of office going to police from in the recruitment perspectives. and specifically, with testing for psychological challenges that might not make them conducive to be police officers. Indicated this was a state requirement and mandate. When the city hires offices, the applicant is given a psychological testing process to verify the applicant are suitable for police work and that they are not suffering from any sort of detectable mental illness. Chief Gregory responded to the comment regarding lowering the hiring standard by requiring 60 college credits. Stated when he began two years ago, the standard was a high school diploma. Stated this is the standard for the State of Florida as the minimum hiring standards for a police officer. That standard was raised last year, in the city process, to be a 60-college credit requirement. The city of Boynton Beach is raising the standards to make sure they hire the best officers to serve this community. The last comment was about requiring, and mandating officers to live in the City of Boynton Beach. He responded this type of concept is still used in some communities further north, but not popular in South Florida. Indicated some of it relates to property values that may be high in some communities and put an undue burden on officers or their families to try to find a place. Some has to do with officers who have family members and/or children, looking to find their preferred school district, or their preferred type of academic environment for their children. He believes this would be a detriment to getting officers if a mandate was put into place. 18 Budget Workshop/Special Meeting City Commission Boynton Beach, Florida July 13, 2020 Attorney Cherof stated mandating officers to live in the community would be a mandatory subject to bargaining when the current contract expires. Commissioner Romelus spoke with some police officers; sometimes it is an issue of privacy. To live in the same area, it maybe awkward. It is worth exploring. In regard to the neighborhood officer program, they would be housed within the Ocean Breeze project. Andrew Mack, Public Works and Solid Waste Director, stated regarding the budget book, it has not been posted online. Noted in the budget book, there is a listing of projects by locations. The projects regarding Barrier Free Park was completed in phases. The original playground apparatus is having problems where there are some parts peeling. Little League park needs fence repairs, as well as the golf course. These are some rollover projects that were not completed in prior years. The Golf course needed a security system, lighting and repaving around the parking lot. Regarding the Palm trees in Town Square, some trees have been relocated. Regarding Multi-family recycling being made mandatory, he stated he loved the idea of making it mandatory. Stated recycling is voluntary. Betty Thomas Park, staff is working on an amendment for this year to add some type of cameras. There was a comment regarding Gateway and Seacrest; explained this was a county road. He is aware it floods. Staff has spoken with the county regarding the flooding. Marketing Department Lori LaVerriere, City Manager, noted she did not have a presentation. Provided detailed information regarding sponsored events. There are four main events being funded. The July 4th event has a budget of$90,000. There was $25,000 for a Holiday parade, $25,000 funded for the MLK day. She believes there can be something done for Juneteenth. There was $50,000 for the tree lighting. They are not certain the CRA will sponsor this event. Then in the City Commission budget, there is $5,000 for Civic Educational events. Mayor Grant directed staff to contact the religious organization to see if they could help fund this event. As all are aware the churches do not pay property taxes. The churches are the spiritual soul of the city. The City now has the space with the Amphitheatre. He was with David Scott, Economic Director, at a Tourism Meeting, and believed this event could help increase tourism. Eleanor KruseII, Public Communications and Marketing Director, responded as stated by the City Manager, there are three major events that we've been hosting in the past years. July 4th fireworks is $90,000, but note that this includes the fireworks of $40,000 plus the barge of$25,000. The remaining is about $25,000 that we use for the event site itself, which is the same amount that we have budgeted for the parade and MLK. In addition, as indicated, staff allocated some money into special event account this year. There is $50,000 in the special account, for a Board dinner plus any other events being 19 Budget Workshop/Special Meeting City Commission Boynton Beach, Florida July 13, 2020 discussed. Ms. Krusell agreed with the Mayor regarding having religious institutions involved in the Christmas/Holiday tree decorating, funding. Commissioner Romelus suggested in future years, she would hope that perhaps the city in honor of Juneteenth have a resolution, in addition to planning an event. Mayor Grant agreed and added making it a paid holiday for the city employees. He understood this was another conversation as well. Lori LaVerriere, City Manager, stated staff initially proposed a September 10, 2020 as the first budget public hearing and preliminary fire rate resolution adoption hearing. However, it seems September 8, 2020 would eliminate an additional meeting. This could be accomplished in concert or prior to the CRA meeting on the September 8th, and still meet the fire assessment schedule. If this was agreeable to the commission, the resolution could be amended with the date of September 8, 2020. Mayor Grant stated he was in favor of having the City Commission, before the CRA meeting or shortly thereafter to approve the millage and fire assessment rates. There was a consensus to have the City Commission meeting on September 8, 2020, before the 5:30 pm CRA meeting. Attorney Cherof read Resolution No. R20-066 into the record, adopting a proposed millage rate for general operating budget purposes for fiscal year 2020/2021, stating a rollback rate, setting forth the date time and place of the first public hearing, providing for an effective date. The proposed millage rate is 7.900, and the rollback rate is 7.4911. Noted Section 3 of the resolution would be modified from the one that is in your agenda package to indicate that the hearing would take place on September 8, 2020 at 5:30 PM either in the Commission Chambers or if legally permitted, by Communication Media Technology. Motion Commissioner Romelus moved to approve the amended resolution and date. Seconded by Commissioner Katz, which passed unanimously. Attorney Cherof read Resolution No R20-067 into the record, relating to the provision of Fire Rescue Services Facilities and Programs in the City of Boynton Beach Florida, describing the method of assessing fire rescue assess costs against assess property located within the City of Boynton Beach. Directing the preparation of an assessment role, authorizing a public hearing, and directing the provision of notice thereof, and providing an effective date. 20 Budget Workshop/Special Meeting City Commission Boynton Beach, Florida July 13, 2020 Noted there would be an amendment to Section 11 of this resolution, indicating that the meeting went beyond September 20, 2020 at 5:30 PM and either in the Commission Chambers if legally permitted, by Communication Media Technology. Motion Commissioner Romelus moved to approve. Seconded by Commissioner Katz, which passed unanimously. Mayor Grant stated he was looking forward to the budget book being posted online. Lori LaVerriere, City Manager stated the budget is being processed to make sure it is ADA compliant. Suggested if anyone wanted a copy, she would email. The ADA compliant document may be an additional 10 days. Commissioner Romelus commented this has been a very shaky year and many other things. In addition, for you to be able to get the budget through, without having to go into any reserves or doing anything that could potentially compromise the city revenue. Allowing our police department to be able to better serve the public. Commended Lori LaVerriere, City Manager, and her staff for their great work. Motions Commissioner Romelus made a motion to adjourn. Commissioner Hay seconded the motion. The motion unanimously passed. The meeting adjourned at 8:23 p.m. CITY OF BOYNTON B:ACH Mayor - Steven B. Grant Vice Ma %r T Penserga i% AL � j' si sinner— us '- Katz �i 'K .N Commission; - Woodrow L. Hay 21 Budget Workshop/Special Meeting City Commission Boynton Beach, Florida July 13, 2020 Commissioner— Christina Romelus ATTEST: C stat Gibson, MMC City Clerk `Queenester Nieves, CMC Deputy City Clerk 22