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08-31-10 Workshop Meeting MinutesWORKSHOP MEETING AUGUST 31, 2010 A Workshop Meeting of the City Commission of the City of Delray Beach, Florida, was called to order by Vice Mayor Adam Frankel in the Commission Chambers at City Hall at 6:00 p.m., on Tuesday, August 31, 2010. Roll call showed: Present- Commissioner Gary P. Eliopoulos Commissioner Fred B. Fetzer Vice Mayor Adam Frankel Commissioner Angeleta E. Gray Absent - Mayor Nelson S. McDuffie Also present were - David T. Harden, City Manager Robert A. Barcinski, Assistant City Manager Brian Shutt, City Attorney Chevelle D. Nubin, City Clerk Vice Mayor Adam Frankel called the workshop meeting to order and announced that it had been called for the purpose of considering the following Items. 1. BUCKY DENT BASEBALL SCHOOL PROPOSAL PRESENTATION: Richard Hasko, Director of Environmental Services, introduced this item and the owner of the Bucky Dent Baseball School. Donald Uderitz, owner of the Bucky Dent Baseball School for approximately 5 years, briefly discussed the Little Fenway Press Box Project and stated he got involved in the project when there was initially a shortfall in the budget for the original plans and he offered to make up the difference and contribute more capital to the project if they could build something a little more substantial. Mr. Uderitz stated the press box at Fenway and Fenway being the marquee field in the park becomes sort of a crowning jewel. Therefore, Mr. Uderitz stated if it's possible to do something special there they are happy to contribute. Jose Aguila, Architect with Currie Sowards Aguila Architects, briefly discussed the plans for the press box; one with the press box on the roof and one without. Mr. Aguila stated this is where the old concession stand used to be and is now demolished and the City contracted with them to do a new design for a 'one -story concession building where they had the Fenway inspired elevation. The budget at the time for construction was approximately $250,000.00 and it came in at $365,000.00. Mr. Aguila stated ultimately the City decided to add some funding and it could be built as currently permitted and designed. Mr. Aguila stated when they get done with this project and include professional fees and permitting costs and bidding that this is approximately a $1 million project. Mr. Aguila stated this project as currently designed would benefit both the City and the Bucky Dent Baseball School. August 31, 2010 Mr. Eliopoulos asked what is on the second floor. Mr. Aguila stated there is nothing on the second floor unless they put the press box up there, and if not, they do not need the second floor and it would be a one -story building. Mr. Eliopoulos stated he appreciates the public /private partnership; however, with regard to the funding there is still a gap. Mr. Ehopoulos stated he supports doing this study to see what we need; however, he actually liked the original design and feels the way it is presented here it is too overpowering. Mr. Ehopoulos stated he would go with the original design and get the kids playing bail and moving on. Mr. Ehopoulos stated we need to understand what we can and cannot afford. Mr. Fetzer agrees with Commissioner Eliopoulos regarding public /private partnerships and is a very sound approach especially in today's economy. Mr. Fetzer stated he supports the public /private partnership and loves the design; however, he expressed concern over what the financial impact to the City would be. Mrs. Gray concurred with Commissioner Eliopoulos and Commissioner Fetzer. Mr. Frankel stated this is the right project at the wrong time. Mr. Frankel stated with the budgetary concerns of the Commission, it is not the right time to be spending $1 million on a press box. Mr. Frankel stated maybe something scaled down but as presented this evening he cannot support it. Mr. Uderitz stated they are willing to supplement what the City spends. Mrs. Gray asked if the City agrees to partner with Mr. Uderitz will the office spaces be exclusive to Bucky Dent Baseball School or will they be able to be used publicly as well. Mr. Uderitz stated the space could be used publicly and noted their camp business in ten weeks in the summertime, a few weeks over Christmas break, a few weeks over Spring Break, and when Atlantic High School plays their games. Mr. Uderitz stated the rest of the time he believes it is available. Mrs. Gray asked what are some of the things they would gain from this as a school. Mr. Uderitz stated convenience is the biggest value because for families dropping off their children for summer camp it would be easier access in and out of Miller off of Linton Boulevard versus going around Dotterel Road and back onto the property. In addition, Mr. Uderitz stated they would also be closer to the fields that they use for the camp program. Mr. Uderitz stated some of the things they discussed building in such as locker rooms, etc. would open up the possibility for more business than they currently do and would be potentially beneficial to the City (i.e. fantasy camps). Mrs. Gray asked what kind of contract this would be. The City Attorney stated staff would have to look at the existing lease agreement and the length of years. It was the consensus of the Commission for this to come back with something more into the budget and maybe revisit this another time. 2. REVIEW OF SPECIAL EVENT FEES: Robert Barcinski, Assistant City Manager, stated staff is not recommending any additional fees tonight other than the $1,000.00 discount they recommended be eliminated last week. Mr. Barcinski gave a summary of last fiscal year's events broken out by City events versus non -city events and the comparison through July of this year. Mr. Barcinski stated he proposes the following policy 2 August 31, 2010 changes: (1) require all event applications in the intermediate category and higher, except 5K Run and Walks, to include an Arts and Economic Prosperity Calculator, obtained online from www.AmericansForTheArts.or ., (2) add that the event producer is required to pay the cost of towing vehicles for their event; the City currently charges but this charge is not specifically spelled out in the Policies and Procedures, (3) change Section 11 "General Policies" Paragraph "F ", to only allow two (2) intermediate events in the same week and eliminate the $12,000.00 threshold; add a subsection to allow no more than three (3) intermediate events per month when there is a major event and no more than four (4) in other months. Mr. Barcinski stated we are starting to overtax the Police Department and other departments with the amount of overtime. Although the City is receiving 100% back for the new events they are having trouble manning some of these events on a voluntary basis. Mrs. Gray asked why the City cannot charge a tow fee to an individual versus charging the event producer. The City Attorney stated it is by State law and it tells you the signage that you have to have in place in order to actually tow a vehicle. Mrs. Gray stated it is very unfair to charge the organizers for this. Mrs. Gray stated with regard to proposed change #3, she does not feel this is fair to make a decision on that without really looking at which events are in a particular month and requested to see a calendar with those names. Mrs. Gray stated that some of the non - profits such as the Garlic Fest and St. Patrick's Day are basically set for certain days every year and expressed concern that in upcoming years it could be an issue with new festivals. Mr. Barcinski stated he has six potential upcoming events that he could fit in without violating that provision; three of which he does not think will happen; however, the other three may. Mr. Eliopoulos stated it appears that the City has too many events going on and he is not saying that he does not want anymore events going on in Delray. However, Mr. E, hopoulos stated we have too many events that tend to be one week after another and he feels this hurts the events financially and there needs to be a little more spacing in- between events. Mr. Barcinski stated theoretically every event sponsor is supposed to submit to the Downtown Marketing Cooperative (DMC) to go on the master calendar. Mr. Fetzer stated he is very proud of the events we have in Delray Beach and suggested that we revisit our policies and try to see what was supposed to be in the past and what we should be doing in the future. Mr. Fetzer stated his biggest concern is can we maintain all the events we have going now not necessarily adding new ones. He stated we need to be careful about adding more events and particularly coordinating the calendar better than we have in the past. Mr. Fetzer stated he does not have a problem with anything that is being proposed; however, he would like to be cautious about how we proceed because he does not know on a continuing basis how much we can afford what we are doing now to continue. Mr. Frankel stated he is fine with the proposed policy changes and additions. Mr. Frankel briefly discussed the film event and stated because of the current budget issues, we have to be very diligent in making sure people are paying and keeping up with their responsibilities. Mr. Frankel asked if there is any chance to consolidate any of these smaller attended events. Mr. Barcinski stated approximately ten years ago staff attempted to get similar groups to combine their events especially the cultural groups and they are very reluctant to do that because they feel that their event is special. Mr. Frankel stated while it is very important for people to have their cultural identity and their day, it is also important that if they want to do so they will have to pay. August 31, 2010 Mrs. Gray commented about the smaller cultural groups coming together because of what they are asking the City to help them with but we are waiving about 50 -65% of some of the larger events as well (i.e. Delray Affair) and have been for many years. Mr. Eliopoulos commented about Art & Jazz on the Avenue and asked if we really need four of these events a year. Mrs. Gray inquired if the Community Redevelopment Agency (CRA) is pulling their funds from Art & jazz on the Avenue and asked staff to look into this. The City Manager will place the proposed policy changes on the September 7, 2010 Agenda. 3. REVIEW OF RESPONSES TO EMPLOYEE RECOMMENDATIONS: The City Manager stated through the Financial Review Board, the Commission's request for suggestions from employees, and from the survey regarding pensions, he received approximately 450 suggestions from employees. The City Manager briefly reviewed specific suggestions as outlined in the backup. Mr. Fetzer stated the Commission encouraged recommendations from employees regarding budget issues and thanked everyone who participated and feels they deserve answers from the management and the City Commission on the suggestions that were made. Mr. Fetzer stated although many of the suggestions are tied to negotiations that would have to do with the union, they are all worth looking at. Mr. Eliopoulos asked what the reasoning is for going over certain recommendations and not others. The City Manager stated staff received roughly 450 suggestions and when you eliniinate duplicates about 300 plus he received 54 comments as part of the pension survey that was done of civil service employees. The City Manager stated he wanted to review the recommendations that were worthy of implementation and then there were some that raised questions that he felt should be publicly addressed. Mr. Eliopoulos commented on the four day work week versus furloughs and stated management should take a hit on the 3% match program. Mr. Eliopoulos inquired about the insurance and asked about why the City is spending the money for the clinic. The City Manager stated staff has looked at 3 -4 other cities around the State that have established a clinic and every one of them has saved a $1 million or more in their total medical care costs. The City Manager stated the City spent that money because they believe that it will save a great deal of money long- term and it saves employees money because they do not have to pay co -pays for medications they receive through the clinic or for visiting the clinic. Mr. Eliopoulos commented about the cash -out option in the General Employees' Pension flan. The City Manager stated he is not sure how much of it you could do legally or what the tax implications are and is something that should be run by Pension Attorney Jim Linn to see what we can do. Mrs. Gray thanked staff and the Financial Review Board (FRB) for their recommendations, and the City Manager for his hard work in helping to balance the budget over the last couple of years. August 31, 2010 Mr. Frankel thanked all the employees for all the recommendations and stated the City Manager and staff did a great job preparing the 28 page document with specific ideas and responses. Mr. Frankel asked with some of the changes and the cuts with the pension has staff gone through the cut proposals with Pension Attorney Jim Linn because some employees approached him about the legality of doing some of the changes. The City Attorney stated the recommendations that are proposed have gone through Jim Linn.. Vice Mayor Frankel adjourned the Workshop Meeting at 7:28 p.m. VICE MAYOR City Cleric The undersigned is the City Clerk of the City of Delray Beach, Florida, and the information provided herein is the Minutes of the Workshop Meeting of the City Cotrm- ission held on Tuesday, August 31, 2010, which Minutes were formally approved and adopted by the City Commission on September 21, 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. 5 August 31, 2010