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05-13-08 Minutes Spec/WSSPECIAL/WORKSHOP MEETING MAY 13, 2008 A Special/Workshop Meeting of the City Commission of the City of Delray Beach, Florida, was called to order by Vice Mayor Brenda Montague in the First Floor Conference Room at City Hall at 6:00 p.m., on Tuesday, May 13, 2008. Roll call showed: Present - Commissioner Gary P. Eliopoulos Vice Mayor Brenda B. Montague Commissioner Woodie McDuffie (6:04 p.m.) Absent - Commissioner Fred B. Fetzer Mayor Rita Ellis Also present were - David T. Harden, City Manager Robert A. Barcinski, Assistant City Manager Douglas Smith, Assistant City Manager Susan A. Ruby, City Attorney Lanelda D. Gaskins, Acting Deputy City Clerk Vice Mayor Brenda Montague called the special meeting to order and announced that it had been called for the purpose of considering the following Items: SPECIAL MEETING AGENDA Proclamation for Rotary Group Study Exchange Team Leo Philips, Region No. 1 Coordinator for Rotary International, thanked staff and the City for their hospitality. He introduced the Group Study Exchange (GSE) Team from Ukraine. He explained the Group Study Exchange (GSE) program is designed for young professionals between the ages of 25-40 to come the United States to learn about the culture and obtain vocational training. He introduced the team leader and invited him to say a few words. Oleh I,uksha, Team Leader, thanked the City for its hospitality and introduced the remainder of his team members: Volodymyr Minin, Iryna Solovey, Ganna Voloshekno and Marya Pyza. Vice Mayor Montague advised she was honored to have die GSE Team in the City. She announced Commissioner McDuffie was now present at the meeting. She also introduced former Commissioner, Pat Archer. She read the "Rotary Group Study Exchange Team" proclamation. 2. PROPOSED BUDGET SUBMISSION/CHILDREN'S SERVICE COUNCIL ltCSC~OUT-OF-SCHOOL YOUTH ENRICHMENT PROGRAM: Authorize staff to submit the proposed budget funding request for Fiscal Year 2008/2009 to the Children's Services Council of Palm Beach County in the amount of $299,417.00 for the services associated with the Out-of-School Youth Enrichment Program. Alberta Gaum, Project Coordinator, introduced this item. She advised that staff is submitting a four (4) year budget plan for the Out-Of-School Youth Enrichment Program. She explained that Children's Services Council (CSC) will reimburse 46.7% of the City's total budget Ms. Gaum stated the Parks and Recreations will apply fora $299,417.00 grant with the Children's Services Council. Mr. Eliopoulos moved to approve submitting the proposed budget funding request, seconded by Mr. McDuffie. Upon roll call, the Commission voted as follows: Mr. McDuffie -Yes; Vice Mayor Montague -Yes; Mr. Eliopoulos -Yes; Said motion passed 3-0. Vice Mayor Montague adjourned the Special Meeting at 6:10 p.m. WORKSHOP AGENDA 1. Green Task Force Recycling Recommendations Richard Hasko, Environmental Services Director, introduced this item. Mr. Hasko advised Commission that Randal Krejcarek, City Engineer, is now the liaison for the Green Task Force. Joe Snider, Green Task Force member, introduced the other board members: Nancy Schneider, Chairperson, John Koenig and Ana Demelo. Mr. Snider presented and discussed the report on Single/Dual Stream recommendations that was included in the back-up material distributed to Commission. Mr. Snider discussed the economic impact to the City. He explained the advantages of Single Stream and Dual Stream Recycling. He briefly discussed some recommendations including a mandatory recycling ordinance, increased public education and an awareness program, requiring future construction projects to include recycling and incorporating recycling commitments by any organization working with the City to host an event. Butch Carter, Waste Management, advised there was some conflicting information in the presentation. He advised Waste Management has worked on how to measure carbon footprints for die past five years and there is no set protocol or procedure. He discussed the financial material strain that is offered to the City which is about $70,000.00 per year. He advised it's a convenience and monetary gain to the City. Mr. Hasko advised that the Green Task Force perspectives are well taken. Susan Ruby, City Attorney, advised the City has a long term agreement with Solid Waste Authority that would have to be modified if the City goes to single stream recycling. Ms. Demelo explained that based on her evaluation of Palm Beach County, the City has a good rate of recycling compared to other cities in South Florida. May 13, 2008 Mr. Eliopoulos thanked the Green Task Force for the information. He was not aware that construction sites are recycling 100%. Mr. Eliopoulos advised although he strongly encourages recycling, he does not want to penalize residents with fines for not recycling. He asked for clarification on Mrs. Ruby's statement regarding a modified agreement with Solid Waste Authority (SWA). He asked why the City would still pay if there is no contract with SWA and the City went to Single Stream Recycling. Mrs. Ruby explained the City is in a 99-year lease of the Miller Field station. David Harden, City Manager, advised that even though SWA would not do the City's recycling, they would still handle everything else. He discussed the concerns of the County if more cities stopped sending their recyclables. Mr. McDuffie congratulated the Green Task Force on their presentation. He discussed the different forms of ethanol and some of the reports read in magazine articles. He advised he needs to review the reports a little more and hear from Waste Management and Solid Waste Authority. Patrick Carol, Solid Waste Authority, stated he supports dual stream recycling, especially if quality is important. He explained SWA nets $40.00 per ton in revenue. This year the projected gross revenue is about $15 million which is based on all-time record high levels. He also advised the City actually has two (2) separate agreements. Mr. Eliopoulos explained that the educational component is important. Vice Mayor Montague thanked the Green Task Force on their efforts. She asked that education and marketing be enforced as opposed to a mandate be incorporated. She asked staff what is being asked of Commission at this time. Mr. Harden advised Commission that he is not seeking direction at this time. Mr. McDuffie stated that he would not like to see penalties; he would prefer incentives. Mr. Harden advised Commission that there is a franchise review of the proposal from Waste Management that should be sent around June 2008, it will include options to collect construction waste from demolition projects and also a proposal for single stream. Vice Mayor Montague requested back-up material that supports each statement. Mr. Harden stated that one of the things discussed is opening up to other vendors which would increase the challenge of verifying that the vendor is recycling. Mrs. Ruby explained there are different permits that can be used for contractors to ensure they are meeting certain requirements before a permit is issued. Mr. Harden explained there will be a financial impact since the City receives certain concessions from Waste Management. 3 May 13, 2008 2. Discussion regarding International Council of Local Environmental Initiatives (ICLE Nancy Schneider, Green Task Force Chairperson, gave background information on this item. Ms. Schneider discussed the history and programs offered by ICLEI. Joe Snider, stated the mission of Green Task Force and advised ICLEI is the next step. David Harden, City Manager, explained that the focus is on lowering energy use and saving money. He stated he is concerned that the board will pour too much effort into determining the carbon footprinting; resources that the City does not have would be spent. Ms. Schneider stated ICLEI is one-stop shopping. She explained that there is also a focus on the reduction of energy, waste and water. Mr. Snider explained a multitude of benefits to the City for joining ICLEI. Vice Mayor Montague asked Ms. Schneider based on the presentation what is the Green Task Force expecting from Commission tonight. Ms. Schneider advised that the Green Task Force is requesting $1,200.00 so that the City can obtain a membership in ICLEI. A customized program would be devised, taking the cost of various programs into consideration. She stated the Green Task Force is requesting help now so that they could have a plan ready in August that would help the City and volunteers. Vice Mayor Montague asked how long it would take to gather information, do the analysis and come up with recommendations. Dan Sloan, Green Task Force Vice Chairperson, advised it would take approximately 400 hours. Ms. Schneider recommended using student interns with staff to oversee them. An ideal candidate would be a graduate Planning, Architect or Engineering student. Mr. Harden advised that ICLEI has some resources that could be useful. Mr. Eliopoulos stated that the City also has some resources from within that could help facilitate and educate. He stated he is encouraged but not willing to jump on board at dais moment. Mr. McDuffie stated he agrees but would like to concentrate on a lower cost and saving some money. Mr. Sloan explained that the evaluation criterion of the board is no-cost, low-cost and high-cost options. Mr. Snider advised that ICLEI would help the City become more efficient and prioritize some things. May 13, 2008 Vice Mayor Montague asked if becoming a member of ICLEI would help the board be able to make recommendations at the end of the six (6) month period. Ms. Schneider stated it would help the Green Task Force with a summary plan. It was the Consensus of the Commission to bring this item back to Commission at a Regular Meeting. 3. Green Task Force Proposal regarding Electronic Bulletin Board Dan Sloan, Green Task Force Vice Chairperson, gave background information on this item. He advised Commission that the Green Task Force would like to be able to give staff the authority to seek an informal opinion to conduct an electronic bulletin board. Mr. Sloan advised there would be no cost to the City for the service. The public would have access to the electronic bulletin board. Mr. McDuffie advised he supports the idea. Mr. Eliopoulos advised he would also support the idea. Vice-Mayor Montague asked if the public could access and provide input. Mr. Sloan stated that public would have access and be able to provide input. Susan Ruby, City Attorney, explained that she would have to research a few things in conjunction with IT department and the Delray Beach Library such as how to set the bulletin board up. This would have to be presented to the Attorney General's office. Vice Mayor Montague stated the Green Task Force has done a tremendous job as a committee. She advised the Green Task Force that the Commission is looking for specific recommendations in the following areas (1) perspective of the City and how we save money or what could be initiated internally, (2) perspectives of residents, and (3) perspectives of the commercial components. Mr. Eliopoulos advised that he concurred with Vice Mayor Montague. 4. Presentation on 20-Year Water Supply Plan Richard Hasko, Environmental Services Director, presented this item. Mr. Hasko explained the handout given to Commission. He briefly discussed the projected potable water demands through the year 2030. He explained during the year 2001-2002 there was a drought. On the detail sheet for the projected capital improvement project, he explained that FY 08-09 and FY 09-10 are inflated. Mr. Hasko advised of some of the projects that will be started in the near future. He also discussed a credit given to die City fox reclaimed water. He explained he has a deadline to respond to the South Florida Water Management District (SFWMD), committing to the water supply projects or equivalent alternatives. May 13, 2008 Vice Mayor Montague asked how the credit determined. Mr. Hasko explained it is a conservative estimate. Mr. McDuffie discussed some of the offsets, and the parameters of the South Florida Water Management District (SFWMD). Mr. Hasko explained the process of SFWMD and how the City could get credit. David Harden, City Manager, advised that if the form of the commitment is in a letter it would need to go through the Commission. 5. Alternatives regarding Historic District Boundary Adjustments Vice Mayor Montague requested this item be discussed first on the Workshop Agenda. Mr. 1Jliopoulos advised the Commission that he would be stepping down on this item and asked if this item could be postponed until Commissioner Fetzer and Mayor Ellis are present. Susan Ruby, City Attorney, explained since this is workshop there is no vote but seven alternatives to give direction to staff. It was the Consensus of the Commission to bring this item back to the June 10, 2008 Workshop Meeting. Vice Mayor Montague adjourned the Workshop Meeting at 8.41 p.m. r~c~y~- City Clerk Al I"T ST: ~~ ~~ MAYOR 6 May 13, 2008 The undersigned is the City Clerk of the City of Delray Beach, Florida, and the information provided herein is the Minutes of the Special/Workshop Meeting of the City Commission held on 'Tuesday, May 13, 2008, which Minutes were formally approved and adopted by the City Commission on May 20, 2008. ~ ~p-~City Clerk . NOTE TO READER: If the Minutes you have received are not completed as indicated above, this means they are not the official Minutes of the City Commission. They will become the official Minutes only after review and approval, which may involve amendments, additions or deletions to the ~Iirnitcs as set forth above. May 13, 2008