06-08-10 Special Workshop MeetingSPECIAL /WORKSHOP MEETING
JUNE 8, 20I0
A Special Meeting of the City Commission of the City of Delray Beach, Florida, was tailed to order
by Mayor Nelson S. McDuffie in the Commission Chambers at City Hall at 6:00 p.m., on Tuesday,
June 8, 2010.
Roll call showed:
Present- Commissioner Gary P. Eliopoulos (6:04 p.tn.)
Commissioner Adam Frankel
Commissioner Angeleta E. Gray
Mayor Nelson S. McDuffie
Absent - Commissioner Fred B. Fetzer
Also present were -- David T. Harden, City Manager
Brian Shutt, City Attorney
Kimberly Wynn, Acting City Clerk
Mayor Nelson S. McDuffie called the special meeting to order and announced that it had been called
for the purpose of considering the following Items.
SPECIAL MEETING AGENDA
1. LETTER OF COMMITMENT PALM BEACH COUNTY: Provide authorization for the
Mayor to sign a Letter of Commitment to reimburse Pahn Beach County in an amount up to
$18,000.00 for the conversion of the signalized intersection at N.E. V Street and N.E. 5th
Avenue (southbound US 1) to accommodate two -way traffic on N.E. 1st Street. Funding is
available from 334- 3162 - 541 -65.88 (General Construction Fund /Capital Outlay /S.E. -N.E. 1st
Street One -Way Pair).
Randal Krejcarek, City Engineer presented this item. He advised that he needed to have
authorization for the Mayor to sign a Letter of Commitment to Palm Beach County for
$18,000.00 for the conversion of the signalized intersection at N.E. 1" Street and N.E. 5tn
Avenue (southbound US 1) to accommodate two -way traffic on N.E. 1st Street. He stated that
Palm Beach County is ready to move forward with the project. Once the letter is signed, the
work will commence within a couple of weeks and be completed within a month.
Mr. Frankel made a motion to authorize the Mayor to sign a Letter of Commitment; seconded
by Mrs. Gray. Upon roll call the Commission voted as follows: Mr. Frankel — Yes; Mrs. Gray —
Yes; Mayor McDuffie --- Yes; Mr. Eliopoulos — Yes. Said motion passed with a 4 to 0 vote.
2. REQUIREMENT TO CHANGE BUDGET HEARING DATES: Consider approval to
change the first budget public hearing date currently scheduled for Tuesday, September 7, 2010.
Mayor McDuffie discussed this item. He stated there is conflict with the budget dates for Palm
Beach County School Board in September and that Monday, September 6, 2010 is Labor Day
and City Hall would be closed.
Wednesday evening, September 8, 2010 is the beginning of Rosh Hashanah. Mayor McDuffie
discussed some alternative meeting dates and asked for suggestions.
Mr. Eliopoulos suggested the meetings be moved to the same day.
Mrs. Gray recommended having the regular meeting on September 7, 2010 and to move the
budget hearing date.
Mr. Frankel suggested a meeting on September 1", 2nd or 3rd
Mr. David T. Harden, City Manager, advised that the meetings cannot happen before September
7th and explained the advertisement requirements.
Mayor McDuffie explained that budget meetings are not like budget hearings. He stated that
Commission can still have the same number of budget meetings as last year.
Mr. Harden stated that he had been advised by Douglas Smith, Assistant City Manager, that the
first budget hearing meeting could be held on September 3, 2010. Mr. Harden suggested that the
Workshop Meeting on September 14, 2010 be moved to September 15, 2010 and have the first
budget public hearing on the same date.
Mr. Frankel asked if it would present a problem to have the budget hearing dates scheduled six
(6) days apart.
Mr. Eliopoulos stated that although the dates are close, he did not see a lot of options.
Mayor McDuffie asked if the budget hearing would be on Friday, September 3, 2010 and the
final hearing on September 21, 2010which would be an eighteen (18) day gap instead of a four
(4) day gap. He also reminded Commission that this is Labor Day weekend.
Mr. Frankel suggested that the first budget public hearing be on Monday, September 13, 2010
instead of Wednesday, September 15, 2010, which allows two (2) additional days.
Mr. Frankel made a motion to have the Regular Commission Meeting on September 7, 2010; the
First Public Budget Hearing and Workshop on September 13, 2010 and a Final Public Budget
Hearing on September 21, 2010; seconded by Mr. Eliopoulos. Upon roll call the Commission
voted as follows: Mr. Frankel — Yes; Mrs. Gray — Yes; Mayor McDuffie — Yes; Mr. Eliopoulos —
Yes. Said motion passed with a 4 to 0 vote
Mayor McDuffie adjourned the Special Meeting at 6:14 p.m.
WORKSHOPAGEADA
1. PRESENTATION REGARDING A POTENTIAL COMPRESSED NATURAL GAS
FUELING STATION
Scott Aronson, Parking Management Specialist, introduced Jeff Greene, Business Development
Representative with Wise Gas (an alternative fuel company).
June 8, 2010
Mr. Aronson explained that he is seeking approval to move ahead with a grant submission for
the purchase of new trolley -style vehicles which would be powered by compressed natural gas
(CNG).
Mr. Greene presented a PowerPoint presentation on Wise Gas. He discussed the objectives of
the company which is to obtain funding, develop a partnership to insure satisfactory
implementation and create an infrastructure that can benefit the City and its residents. Mr.
Greene explained that the City would need to sign a letter of intent to allow Wise Gas to assist
with the grant application. process. He discussed several reasons why the City should use natural
gas including: (1) cheaper prices, (2) the Federal Government is subsidizing early adopters, (3)
natural gas refueling is an alternative that withstands hurricanes and lastly, (4) it is domestic,
cleaner and abundant. He talked about some areas that use compressed natural gas.
Mr. Eliopoulos said he thought the presentation was great. He asked if generators would be
needed and what was the fuel efficiency of the vehicles.
Mr. Greene advised him that a natural gas backup generator would be used. He stated that the
fuel efficiency is 95% of a traditional gasoline- powered vehicle.
Mr. Harden stated that the City had some CNG vehicles in the late 1990's and there was a
refueling station at the Palm Beach County Complex on Congress Avenue. Unfortunately, the
fueling station was not reliable so the City gave them up but the vehicle performance was
satisfactory.
Mayor McDuffie asked how emissions compared with the CNG and traditional gas powered
vehicles.
Mr. Greene discussed the comparison.
Mrs. Gray asked about the cost of the project.
Mr. Greene stated that with Commission approval they would develop a site that would be
acceptable; the estimated cost is between $2 -2.5 million.
Mrs. Gray asked if other cities had been able to get grant dollars for this type of project.
Mr. Greene stated all of the cities were able to get grant dollars.
Mrs. Gray asked about the deadline on the next round of grants and the length of the process.
Mr. Greene stated that the due date to apply for the grant, which is a 90% federal match, is June
18, 2010.
Mr. Aronson stated that the next round of grants would be for the purchase and rehabilitation
for transit systems nationwide.
Mayor McDuffie asked if it is intended that the grant would cover the full price of the
conversion for the fossil fuel vehicles.
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June 8, 2010
Mr. Greene stated that this grant would not cover the conversion. This grant would be for the
trolleys and the infrastructure only.
Mr. Richard Hasko, Environmental Services Director, recommended some alternatives based on
the challenges with the CNG vehicles the City had years ago. He also discussed some funding
alternatives that could be used.
Louie Harry, Partner at Wise Gas, Inc. discussed how this conversion would benefit the City
economically and how it would attract corporate businesses.
Mayor McDuffie stated that this is quite an investment in "greening" the City.
Mr. Eliopoulos stated that he supported the idea especially if there are grants and it would attract
people to the City.
Mr. Frankel applauded staff and Mr. Greene for a great presentation. He said he supported the
idea and encouraged the City to apply for grants.
Mr. Hasko advised that in order to pursue the grant that is due on June 18, 2010 certain
documentation would be required by the City which includes a letter of intent that would have
to go before the Commission at the Regular Meeting of June 15, 2010.
Mrs. Gray advised that she supported the idea.
Mayor McDuffie supports the idea and thinks that this is a great step for other communities.
It is the consensus of the Commission to support the Compressed Natural Gas (CNG) Fueling
Station.
2. PROVIDE AN UPDATE ON THE FOURTH OF JULY FESTIVITIES
Mr. Robert Barcinski, Assistant City Manager, introduced Sarah Martin, Executive Director of
the Downtown Marketing Cooperative. He stated that Ms. Martin will provide an update on the
Fourth of July expenses as well as the revenue from the sponsorships.
Ms. Martin discussed the Fourth of July sponsorships to date. She stated that she is aggressively
working to obtain more sponsors. To date, she has secured funds in the amount of $8,000.00
from sponsors. The $22,300.00 amount originally requested was reduced to $14,300.00. Ms.
Martin discussed some of ,the challenges she encountered with the banks and an auto dealership,
and how she is working to overcome the obstacles.
Mr. Eliopoulos asked which auto dealership and bank had backed out.
Ms. Martin stated that South Florida Ford Dealers selected Fort Lauderdale's Fourth of July
event to sponsor because most of the auto dealership's market was generated down there.
Mr. Eliopoulos congratulated Ms. Martin on her promotion. He asked how she would handle
getting this event funded in the future.
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June 8, 2010
Ms. Martin discussed how she would handle events in the future. She said she would set up new
and existing sponsors for the entire year beginning in September.
Mr. Ehopoulos asked about the relationship between Downtown Marketing Cooperative (DMC)
and the Downtown Development Authority (DDA).
Ms. Martin advised that the relationship is good. F
Mrs. Gray asked if there were any new sponsors secured besides Honda. She also asked if the
Community Redevelopment Agency (CRA) and Downtown Development Authority had been
asked for additional funding to defray costs.
Ms. Martin advised she had several new sponsors and discussed her plans to attract new
businesses with reduced costs and by moving the stages from the beach to A -1 -A.
Mr. Barcinski stated that the CRA and the DDA were both asked for additional funding. He
said the request is scheduled to be discussed by the CRA at their next board meeting; DDA is
reviewing the cost because they are looking at hiring additional personnel.
Mrs. Gray asked if the DMC is able to secure the grants, would the City be reimbursed.
Ms. Martin stated that if the funds are not needed, she would let Commission know.
Mr. Frankel congratulated Ms. Martin on her promotion. He asked why DDA would reap the
benefits if they did not contribute towards the event.
Ms. Martin discussed the partnership level with the DDA.
Mr. Frankel asked if any of the sponsors pulled out because of the personnel change. Ms. Martin
advised that a lot of sponsors wanted to wait on the dust to settle.
Mayor McDuffie congratulated Ms. Martin on her promotion.
Ms. Martin described some of the events that would be held at the Fourth of July event.
It was the consensus of the Commission to support this event.
3. DISCUSSION OF THE CHARTER AMENDMENT FOR COMMISSION TERMS
Brian Shutt, City Attorney presented this item. He advised there was a revised memo with a
change to Scenario 43. He discussed the proposed charter amendment to Commission terms.
He explained Scenario #1, Scenario #2 and Scenario #3. Mr. Shutt advised that an ordinance
would have to be in place before August 2010 to get the change on the November 2010 ballot.
Mrs. Gray asked if the $2,340.00 referenced in Scenario #1 is the cost to actually put this on the
November ballot.
Mr. Shutt explained that other costs would incur in addition to the $2,310.00.
Mrs. Gray clarified the money saved on the election for Scenario #1.
June 8, 2010
Mr. Frankel stated that it is better to save the money sooner than later. He stated that he
supported Scenario #1 or Scenario #2.
Mr. Eliopoulos stated that he is okay with the Scenario 41 but he did not want it to benefit him.
He advised that he did not want the amendment to extend his term because he does not feel
right voting that way. Mr. Eliopoulos said that he supported the idea because there are some
benefits to a having two (2) three year terms.
Mr. Shutt advised Commission that Scenario #2 would affect the two youngest Commissioners
(Seat 43 and Seat #4).
Mrs. Gray asked if Scenario #2 would incur any costs.
Mr. Frankel advised that since we have an election in March 2011, Scenario #2 would not incur
any cost.
Mr. McDuffie said that Scenario #2 is good with him; Scenario #1 would add to his term and he
would prefer not to do that. He advised that he wanted to send a message to the electors that it
is about what Commission wants to do (policy) and not picking up extra time in the current
Commissions' terms.
Mr. Frankel stated that he supported Scenario #2.
1t was the consensus of the Commission to support Scenario #2.
Mr. Shutt added that Mr. Fetzer responded that he would like to see it not affect any sitting
Commissioners, which would support Scenario #3.
4. UPDATE ON NEGOTIATIONS WITH SUNGARD FOR PUBLIC SAFETY
SOFTWARE
Mr. Douglas E. Smith, Assistant City Manager, presented this item. He provided an update on
the negotiations with SunGard for a public safety software system.
Mr. Smith explained that the original proposed cost of $1.388 million exceeded the available
budget which was $1.15 million. He explained the proposed amount was based on what
SunGard suggested, not on what Information Technology ( T) recommended. Mr. Smith
advised that they looked at pricing from other cities and he provided a summary. Mr. Smith
discussed the conditions` of the contract negotiated with SunGard. He discussed the cost
comparison for the public safety software project. Mr. Smith advised that a small amount, less
than $1,000.00, would probably have to be added for shipping fees which is not included in the
price.
He discussed the different fees and services offered. He advised that if Commission is
comfortable with the proposed contract, staff would bring the item back to Commission at the
June 15, 2010 Regular Meeting.
Mr. Harden stated that he was pleased with the software package that was done by Mr. Smith
within budget.
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June 8, 20 I0
Mr. Frankel stated that he supported the application and commended him for reducing the cost.
Mr. Smith recognized staff for their hard work and dedication.
Mr. Eliopoulos advised that he supported the idea.
Mrs. Gray stated that she supported the idea.
Mayor McDuffie discussed software implementation and installation. He congratulated Mr.
Smith on negotiating the numbers down within budget.
Guy Buzzelli, Chief Information Officer, discussed the server that would be utilized with the
public safety software.
Mayor McDuffie adjourned the Workshop Meeting at 7:37 p.m.
City Clerk
The undersigned is the City Clerk of the City of Delray Beach, Florida, and the information
provided herein is the Minutes of the Special Meeting of the City Commission held on Tuesday,
June 8, 2010 which Minutes were formally approved and adopted by the City Commission on l_uly b.
2010.
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 Minutes as set forth above.
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June 8, 2010