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11-09-10 Workshop AgendaCITY COMMISSION r' "' `~' "' ' ` " CITY OF DELRAY BEACH, FLORIDA WORKSHOP MEETING -TUESDAY, NOVEMBER 9, 2010 ~!~ ~r~tne~~~r~ 6:00 P.M. DELRAY BEACH CITY HALL FIRST FLOOR CONFERENCE ~ i ROOM . ,. .,,, . w The City will furnish appropriate auxiliary aids and services where necessary to afford an individual with a disability an equal opportunity to participate in and enjoy the benefits of a service, program, or activity conducted by the City. Contact Doug Smith at 243-7010, 24 hours prior to the program or activity in order for the City to reasonably accommodate your request. Adaptive listening devices are available for meetings in the Commission Chambers. WORKSHOP AGENDA 1. Chamber of Commerce Marketing Grant Request 2. Employee Forum Presentation 3. Legislative Priorities for 2011 and Federal Appropriation Requests. 4. Format for Annual Citizen's Roundtable Meeting 5. Commission Comments n .... .... .... .... .... .... .... .... .... .... .... .... .... .... .... .... Please be advised that if a person decides to appeal any decision made by the City Commission with respect to any matter considered at this meeting, such person will need to ensure that a verbatim record includes the testimony and evidence upon which the appeal is based. The City neither provides nor prepares such record. MEMORANDUM TO: Mayor and City Commissioners FROM: Robert A. Barcinski, Assistant City Manager THROUGH: David T. Harden, City Manager DATE: November 4, 2010 SUBJECT: AGENDA ITEM WS.1 -WORKSHOP MEETING OF NOVEMBER 9, 2010 CHAMBER OF COMMERCE MARKETING GRANT REQUEST ITEM BEFORE COMMISSION A presentation will be made by the Greater Delray Beach Chamber of Commerce on their "2011 Economic Development Marketing Campaign". In addition, Commission is requested to review and discuss the funding request for this program in the amount of $110,000 and provide staff direction. BACKGROUND Attached is a copy of the Greater Delray Beach Chamber of Commerce "2011 Economic Development Campaign" program description and funding request. In reviewing this proposal, staff thinks some additional information is needed prior to a final decision being made on this grant request and we have some concerns. Although a great deal of information is contained in the proposal, including expenses for various programs, we feel that the following information is needed: 1. A detailed budget showing all revenue sources, as well as detailed expenses for each cost center. 2. A detailed list of goals, objectives and performance indicators. How will the effectiveness of the marketing activities be measured? 3. City grant application. 4. Is this a one (1) time grant application or will this be an ongoing financial commitment? 5. What are other funding sources? Some concerns we have are as follows: 1. The timing of the application. This application has been received after the budget approval and not during the May time frame for other grant requests. 2. This program appears to be an overlap to some degree with the marketing programs of theDowntown Marketing Cooperative and Downtown Development Authority. In order to fund this request we could wait until mid year to determine if surplus funds are available or we would have to use un-appropriated fund balance. If this is going to be an ongoing request, funds will have to be budgeted in future fiscal years. Although the proposal indicates positive economic impact for the City, it should be kept in mind that any increases in property taxes generated in the CRA and DDA districts would be allocated to them. Also, sales taxes generated are distributed to the County based on taxes collected in the County, but are distributed from the County to the Cities based on population. Sales taxes generated in the City do not come directly to the City. RECOMMENDATION Staff is requesting City Commission's direction concerning this program and funding request. ~ \ . ~J ~i d t ~ GREATER Chamber _of ~ornmerce October 2010 To All Concerned: The Greater Delray Beach Chamber of Commerce is a partner in the continued development of our connnunity. As part of our nussiarl, the Chamber is committed to promoting the development and sustainability of businesses while at the same time assisting in the continued positive development of our community. During these challenging economic times, it is difficult to achieve large success. However, with strategic positioning and continuity of message, our conununity shall contiln~e to be the shining star in not only Palm Beach County but also South Florida. The Economic Development Committee (EDC) of the Chamber has embarked on a more aggressive road to assist iu not only providing additional business growth and therefore more available jobs, but also the promotion of out community as the place to do business. This marketing effort cannot be accomplished by one entity. It is a public private partnership of all the shareholders. The Chamber and the City of Delray Beach are the logical partners to move and market our community to larger audiences. The EDC has developed a plan and strategy to carry out action steps to achieve stronger location recognition and visibility, provide the community with a nationally recognized brand, promote local employment opporhuiities, and communicate new economic opportunities. All of these goals lead to additional jobs and a more vibrant and healthier community. To cai7y out this project and move to achieve these results, the EDC of the Greater Delray Beach Chamber of Commerce is submitting this grant request. This request will make possible the implementation of the marketing strategy as outlined. It is an opportunity for Delray Beach to tell its story and share the "sizzle" of a business hotspot in Florida, I encourage your support and participation tluough this grant. Thal~lc you. Si i//l iI ichael alone President Greater Delray Beach Chamber of Commerce DELRAYBEACH Greater Delray Beach Chamber of Commerce, Inc. i 64-A S.E. Fifth Avenue, Delray Beach, Florida 3343-5302 ~ai~•amer~~ac~~r 561-275-0424 ®Fax 561-275-0555 ®chamber@delraybeach.com ~ ~ Cha~~iber Accredited by United States Chamber of Commerce 1993 goo, _. -~_ GREATER DELRI~Y BE~CH_ Chamber of Commerce Economic Development Marketing Proposal Economic Development Committee /Greater Delray Beach Chamber Of Commerce I. Project Description "2011 Economic Development Marketing Campaign" II. Re uest The Greater Delray Beach Chamber of Commerce (GDBCC) is requesting the City Of Delray Beach fund an economic development "Marketing Grant" of $110,000 III. The Oreanization The "Economic Development Committee" (EDC) of the Greater Delray Beach Chamber Of Commerce is a working committee dedicated to the continued economic expansion & viability of the City of Delray Beach as a whole. The committee is charged with creating initiatives with the ultimate goal being continued economic growth in the City of Delray Beach. IV. Proposed Use Of Marketine Grant A. Over the past 18 months the EDC has embarked on an ambitious program of initiatives that we believe will have a substantial positive impact on the economy of Delray Beach. 1 Job Creation and Commercial Building Incentives The Delray Beach CRA through development & support of the EDC created a menu of economic incentives that the EDC believes is a I<ey component to creating job growth & business incubation in Delray Beach. 2 www.businessdelra~ora Businessdelray.orBtyas developed out of the need to showcase Delray Beach as the perfect city to relocate, start up or expand your business. ~~ U ~ ~~:. ~h c l~~ ~~s~ tf'~;omr~i~, ~~. > ~ .. ~ , v, ~.elr~~~~ ~> ,, o~l~~ri~,~n ~;~ t:~hcrm}~r~r~/acrr~ c}i ~c} ' y IJnii~r} tales r:}?rrrrrk~~r clf C'carrrrric~ree The site, completed in Q2 of 2010, promotes Delray Beach to corporate site planners, corporate executives, business owners & entrepreneurs. The site highlights Delray's capabilities, business districts, business incentives, city resources, city services & a whole array of information crucial to attracting and developing corporate relocation & expansion. 3 Destination Delray Beach The EDC believes that tourism is crucial to the continued economic expansion of Delray Beach. Thus was born the tourism board "Destination Delray Beach" (DDB). Destination Delray Beach is focused on the development of tourism initiatives, programs, partnerships & campaigns that will benefit greater Delray Beach as a whole. 4 www.visitdelraybeach.o~ The EDC & DDB understand that to effectively and efficiently expand tourism growth in all of Delray Beach, a strong, consistent web presence is critical to achieving our goals. The site, being created with input of dozens of travel industry experts, will brand all of Delray Beach as the destination to "Stay & Play". This comprehensive web site will cater to the needs of corporate meetings and events planners, eco tourists, visitors from in-state /out-of-state and international as well as travel industry professionals. Visitors to the site will be able to plan their Delray Beach experience from start to finish through the most comprehensive & complete menu of hotels, attractions, retail, restaurants & activities. The website is scheduled to be completed in January 2011. 5 Business Incubation Core Plannine Team The Economic Development Committee recognizes the importance of fostering entrepreneurial growth and promoting Start-Up businesses in Delray Beach, and has therefore established a Business Incubation Core Planning Team. The team will build awareness of the importance of incubation efforts; will obtain pledge of private investment to help investigate/fund the effort; will obtain community support of the incubation efforts; and will develop a mission statement and goals of the proposed incubation efforts. Successful incubators around the country have been very effective tools for economic expansion & diversity in the cities they are located. The EDC believes that iVlarrket:ir~g Prc~posai Page 2 of 5 fostering the entrepreneurial spirit through the incubation process will have a substantial impact on future revenue & tax base in Delray Beach. B. The EDC would utilize the funds in a comprehensive marketing & partnership program that would include the following initiatives: 1. www.businessdelray ors - The website would promote Delray Beach, the Delray Beach CRA incentives, and the incubation efforts from the Chamber and other non-profit, for-profit and public incubators. Please see Addendum "A" for a prospective marketing & co-op plan 2. Destination Delray / www.visitdelraybeach.ore Please see Addendum "B" for a prospective marketing & co-op plan 3. Miscellaneous Initiatives /expenses The EDC Knows there will be potential additional costs for materials related to the above initiatives. Such costs make up the balance of the proposal request. V. Benefits to Strategic Partners A. Downtown Marketine Cooperative 1. Partnership -The Chamber and Destination Delray Beach would work with the DMC's executive director & staff to create special travel packages centered on specific DMC events. 2. Benefit -The DMC would gain national visibility of I<ey events such as 100 foot tree lighting, First Night & 4th Of July as well as other DMC run events. This in turn would create an increase in event attendance. B. Downtown Development Authority 1. Partnership -The EDC will work with the DDA staff to identify potential business relocation & expansion candidates for the DDA district. Regarding tourism, EDC would market any events occurring in the DDA district. 2. Benefit -Through our joint business expansion /relocation efforts, the DDA district would see an uptick in tax revenue, which in turn would benefit the entire DDA districts constituents. On the tourism side, it is anticipated that an increase in tourism would have a substantial positive impact on revenue in the DDA district. iviarketing Prr~posal Page 3 of 5 C. Greater Delrav Beach Chamber ®f Commerce 1. Partnership -The GDBCC has done the following to aid substantially in the support of the EDC's economic development agenda: a. BusinessDelray.org website construction: The Chamber invested over eight thousand dollars ($8,000) and hundreds of volunteer hours in the development of the website. The Chamber continues to invest dollars in hosting and maintenance. b. Visitdelraybeach.org website construction: The Chamber is currently investing approximately eight thousand dollars ($8,000) and thousand of volunteer hours in website development. The Chamber is committed to cover costs for hosting and maintenance. c. Additional Staff Support: The GDBCC board of directors just approved the creation of a "PR & Marketing" professional staff position. This position will be in charge of the mechanics of these campaigns, working in concert with the EDC. This person will have a strong background in PR, Marketing & Tourism. The chamber has committed approximately $50,000 per year towards this position. d. Hard Dollar Support: The Chamber President is adding a first ever line item of EDC support into the 2011 budget with a first year commitment of $25,000 to help fund these initiatives. 2. Benefit -Marketing & Promotion opportunities of Chamber Investment; In addition, an increase in business start-ups, relocation, expansion, corporate events & tourism would have impact our membership via the use of their products, services & facilities. D. Delrav Beach CRA 1. Partnership -Economic Development Incentives and Grant Program, redevelopment activities, staff support for EDC activities, quantitative reporting & assistance with corporate relocation, business expansion & start ups. 2. Benefit -Support for existing businesses, potential increase in business activity in the CRA business districts, and the national branding of Delray Beach as a destination for businesses. E. City ®f Delrav Beach 1. Partnership -The city would partner with the EDC via the contribution of this marketing grant. 2. Benefit -Based on studies of similar projects in other cities, the EDC anticipates: Marketing Proposal Page 4 of 5 a. Higher visibility on a national scale for business and economic development along with the recently created incentives for expansion /job creation. b. The branding of Delray Beach as amulti-faceted tourist destination that caters many areas of tourism c. The relocation and expansion of existing corporations and the incubation & development of new business d. Higher tax revenue, service fees & other potential revenue streams for the City of Delray Beach Conclusion Of Proposal The EDC believes that a serious commitment to economic development is crucial to the continued success and viability of Delray Beach. We believe that we are all partners working towards the same goals: ® The expansion of business & job growth ® The branding of Delray Beach as the place to start, expand or relocate your business ® The branding of Delray Beach as the place for all facets of tourism ® The expansion of economic activity, and thus the expansion of revenue streams for the city. The EDC believes all this can be accomplished in 2011 with the contributions outlined within by our partners, for the benefit of our partners, and ultimately, the citizens and business community of Delray Beach. We believe we have the talent, the manpower, the will & the energy to achieve everything set forth in the proposal . We hope that the City Commission agrees with our commitment to economic development and the continued successes here in Delray Beach. Marketing Prc~pr~sa) Page 5 of 5 - - - ~ _ ~ ~. - _ cirzFa~R ~ ~~ BUS1ttESS ~~ ~ o E ~ a a Y s r a ~ +~ ~~~ ~. ~ ~~~ b C04NUNIiY flEUEVEt ODYEMT AOfNCP y ~".\ D~LRPa.Y I3~l~CII_ Qe~ray.org _ .I Chamber of Commerce '.,~ Addendum "A" Marketing Plan For WWW.businessdelray.or~ 1. Print Advertisins raesLit~aCiot~ s vi: ` 'rayl~ ~a~ ~~.o~'~ A. Site Selection Magazine -SSM is the largest & most recognized national publication for corporate real estate strategy & area economic development. SSM is distributed to 44,000 site plan executives nationally every 6 months. Their online site, www.siteselection.com reaches over 100,000 more. SSM is the primary source of information to the site planning executive. B. Florida Trend Magazine -FTM is the primary tool for both site selection professionals & corporate executives alike when considering Florida as a destination for relocating or setting up a new company in Florida. With over a monthly circulation of over 150,000 and 80,000 unique visitors to their website monthly, FTM is a crucial marketing tool for economic development in Delray Beach. 1. Goal: Advertising campaign & editorial content will drive traffic to the businessdelray.orgsitg where follow up of requested information /leads will be done by the EDC partners. 2. Quantification: Aquarterly report will be generated via Google analytics & given to the EDC, GDBCC Board & the Delray Beach City Commission quantifying the monthly website activity along with analytics showing from which sources the visitors were generated through. Estimated Combined Initial Campaign Cost = $35,000 II. FAM Tours A. Site Selection Executives -The EDC partners will work with the Palm Beach County Business Development Board (BDB) to parlicipale in the BDB's FAM lours o('sile selection planners. Through the BDB's effort, Site Selection Consultants are brought annually to Palm Beach County fora 3 day period. The EDC's sponsorship of the event will allow the BDB to host events in Delray Beach where they will meet with city government officials, EDC Members and anyone else who would be pertinent to this ~,d~#end~arn „~„ Page 1 of 3 - - - -_ e CREAT`ER DELRAY I3EACII _ C:h:unber of C,orcnnerce _.:Z, business Delray.o~g _ ~i A DfLRAY BEACH t' Unatlot7 r ~~ ~ ~ ,,~' _~ ~~i~i'.-'el,iybeach.or~ type of event such as executive director & staff of the DDA. Site Selection Consultants will be given a tour of the business districts and surrounding areas. Additional funds are needed to establish further contact with Site Selection Planners specific to Delray Beach. B. Tareeted Industry -The EDC will invite executives from specific industries the EDC feels would be likely candidates for expansion into Delray Beach for a one day tour and after tour reception with EDC members, City officials & representatives from our partner groups including the DDA. 1. Goal: Familiarize site selection & corporate executives about the benefits of choosing Delray Beach as their corporate destination, with the ultimate goal being the relocation & creation of higher growth industries. 2. Quantification: Results will be quantified by follow up by the EDC with corporate relocations, start ups & expansions tracked. A annual report will be given to the EDC, GDBCC Board & The Delray Beach City Commission outlining progress of this campaign. Estimated Campaign Cost: $6,000.00 III. Additionallnformation Site Selection Magazine Reach: Site Selection surrounds your advertising message with award-winning editorial coverage from our team of experienced business journalists. We have five editors. These industry experts have more than 100 years of combined business reporting, writing and editing experience. Unlike most business-to-business trade magazines and Web sites, the editorial coverage presented by Site Selection magazine is almost exclusively written by our editors and carefully selected industry experts. Rather than present general information written by broad-based free-lance writers, the editorial in Site Selection is written and edited specifically for the readers of Site Selection. The Editorial Mlsslon of Slte Selection Is to report on the current events of corporate real estate, manufacturing and service industries and economic development, then place those events in context. Site Selection's editors seek to analyze, interpret, educate and lead. That is how we have become the definitive journal of corporate real estate strategy. ~ddend~am "A," Page 2 of 3 ,_ ~.. C~REA7TR Dr;L~.X ~~~,czz (ihaTnt~cr of C'onTrverce s /~~~11S1t1eSS 6Je~~~~.org ~ ~* '~ ^Y~ 1 DfLRAY BEACH C04YUNITT YEOEVELOPYEYT AGEYOY ,® ~i^SCIflaTif)tl . ` } ~ ,~ ~ ~ ., p~' i ~ ~ t ~ z r ~ ~ ( ~ vi~ird~irayk~each.c~r~~; Each issue of Site Selection is packed with information including columns from Industry Experts, Corporate Real Estate News and Events, Updates on Global Markets, Targeted Industry Profiles, Management Strategy Features, Regional and State Spotlights which feature information on recent Corporate Relocations and important market and cost data for specific areas. CIRCULATION SITE SELECTION DELIVERS TO THE DECISION-MAKERS The decision to expand and/or relocate corporate facilities typically involves multiple decision-makers up to and including the CEO of the firm. Exactly who makes these important decisions varies greatly from firm to firm. That's why the subscribers to Site Selection are carefully selected to insure that your advertising message is reaching the executives who can directly invest in your area or region. TOTAL QUALIFIED DISTRIBUTION OF EACH ISSUE IS 44,019 EXECUTIVES. REACH C-LEVEL EXECUTIVES 33,568 CEO's, Partners, Chairmen, Presidents and Owners REACH THE LARGEST FIRMS IN BOTH SERVICING AND MANUFACTURING INDUSTRIES 76.2% of Site Selection subscribers work for manufacturing firms. 19.2% work for service related industries Reach 6,735 subscribers who work for firms with more than 1,000 employees 57% of our subscribers work for large firms with 100 or more employees These large firms are important because they have a portfolio of current facilities and are most likely to need to expand in the future. Site Selection also targets new company start-ups that have formed their business within the last 12 months. These firms will expand rapidly as their pmrliicts are intmrlurPd into the marketplace. Site Selection's June 2009 combined, print and online BPA is available today. f+.iiii~.i4;i11,,~~ uAu Page 3 of 3 " `, ~ ~ C~~:S11t12t14f1 rR~A~R ~U5111eS5 ~ ~~~ o ~ ~ a ~ y a ~ a c +~ ~ ~(~} ~~1~ ~ w C044UNITY flEOEVELOP4EHT AOf MOV _~~LR~X ~E~cT~ Delray.org _ - a Chamber of Commerce '~ ~ 11151',. 1~~i~2~~7E2.C11.C)f"~ Addendum "B" Marketing Plan for Destination Delray / wwvv.visitdolraybeach.or~ I. Visit Florida Co-Op Partnership opportunity Visit Florida has approached the EDC, proposing an opportunity that the EDC believes is going to be the most efficient way to brand all of Delray Beach as "The" destination to stay & play. The package they are proposing will reach an estimated minimum of 2.5 million unique users via an array of co-op marketing. VISIT FLORIDA is the official tourism marketing corporation for the State of Florida. VISIT FLORIDA is not a government agency, but rather anot-for-profit corporation that carries out the work of the Florida Commission on Tourism. Created by the Florida legislature in 1996 as a public/private partnership, VISIT FLORIDA'S receives state funding from a portion of the two-dollar-per-day rental surcharge and general revenue. VISIT FLORIDA markets to consumers, both in the U.S. and abroad, works with the world's major travel journalists, represents the state at domestic and international travel trade shows and promotes the state to travel agents, tour operators and consumers all over the world. VISIT FLORIDA has numerous programs to help the state's many tourism businesses and destinations market themselves more effectively and affordably. A. Visit Florida Proposal Visit Florida Products Destination Delray -2011 Investment: $36,555 Value: $48,094 Reach over 2.5 million domestic and international visitors Visit Florida International Products- $15,000 annual investment $20,784 value i,.,l~,, '~I+tIi~1 tTu Page 1 of 5 ~ de ii atior~ ~, .~ A r F,,-rFR ~gU5111eSS of~aaY s~~c+~ ~ (t ,`~ ~ ,. COYIIUNItY flFDEVELOPYENT AGENCY .\ D~LRAY I3E t1 CI i , Delray.o~g ~', Chamber of Commerce _ ~ - ~ VLSI' ~ ~P~~ 3yk)Pc~C.fl.C1i'~ Reach over 1 million international visitors Run of site, geo-targeted impressions for international visitors for one year on Visitflorida.com International sites ** German, Spanish, Portuguese, UK and French *'~ October 1, 2010 -September 30, 2011 * Skyscraper Display Ad on the SEM landing page backed by $175K investment by Visit Florida `~ Premium zoned display ad or featured spotlight for 1 month on the national marketing website for the US (DiscoverAmerica.com) * New Spotlight Article in all languages (German, UK and Canada) sent to 300K international organize opt-ins in one deployment. Choose: November 2010; March 2011; August 2011 or November 2011 * Featured inclusion in one Discover America email to German and UK consumers (100K cite) * Feattu•ed Event Listing for 2 quarters on the all new mobile website for Visitflorida.com. '~ Discover America Magazine- map presence on the 2 page spread that leads into the Visit Florida co-op pages. Also includes an overview advertorial coverage in themed stories. Delivered to 500K German and English European speaking consumers. Visit Florida Leisure Program- $21,555 annual investment Value $27,310 Reach over 1.5 million visitors * Logo placement on Delray Beach tag page- reads "presented by Destination Delray" and hyperlinks back to your own website. Logo on one interest page such as Beaches and hyperlinks back to own website. l~d€~r~c~~ar~7 ,/„ Page 2 of 5 N ~ 4 ~ ~ ~ 1 ~ ®~ ~ ~ c>rtEA~tt ~U5111@SS ~ D E L R A Y B f A C +I i ~~ ~ ,t , D~~R~Y z~~~c~z Delray org COYNUNITY NEUE VELUPNENT ~UENGY ~ - ~~„®_. a Cham6erofComTnerce_ . ~~~ VISI~_~_ild}~~~a.Cfl.01"~ '~` 50,000 Run of Region impressions throughout the South Region (covers Ocean to Gulf south of Orlando) * 1 Ad in your choice of Visit Florida enewsletter (Domestic Deployment- 550,000) * 1 Ad in your choice of Florida lilsider enewsletter (Florida liisider- 125,000) * Logo on Delray Beach pages on Visit Florida mobile website for one year * Banner ad on your choice of Interest pages on Visit Florida mobile website for one year * 1/2 page ad in Visit Florida Magazine (includes MS Tag for online application and Reader Responses) * 1/a page ad in Florida Insider Magazine (includes MS Tag for online application 1. Goal: Reach out to more than 2.5 million potential visitors through the branding of Delray Beach as a tourist destination while partnering with the primary tourism site for Florida. 2. Quantification: Results will be quantified in multiple ways a. Web Traffic -Utilizing Google analytics, we will be able to track each sub- campaign & co-op as to where the traffic is coming in from. We will be able to track reservations for travel packages, purchases of attractions, unique visitors to each portion of the website & where the traffic originated from. b. Occupancy - We will be able to receive occupancy rates & create trend profiles that coincide with the marketing initiatives. c. Event Bookings - We will be able to analyze trends in online purchasing of events /attractions. d. Tax Receipts -Though sometimes anecdotal, we can overlap occupancy rates with tax receipts. e. Quarterly Reports will be given to the EDC by DDB, and then forwarded to the GDBCC & City Commission for review. _ Estimated Campaign Cost: $36,555.00 ~,t?,(: ftCil~rrl „0„ Page 3 of 5 -- l i '~ GREATER DELRAY I3~ACI i _ Chamber c t Commerce ~ ~~"StlflallUll ' f~_ G•*~ ~ . ~ - _ ~~ V A ~~~ p i 'QUS1t18SS DfLRAY BfACfI (.(~~ / COYYUYITY gEOEYELOPYENT AOEYOY \ J._ ~ ~ ~ Delray.o~g ~ ~ I visitcleli yr, ~~ch.c~,rg B. Familiarization (FAM) Tours -The EDC via DDB will produce two or three FAM tours during the year in which we will target to a specific area of tourism. Our first planned example of a FAM tour would focus on the corporate meeting / event planners. By contacting associations such as Meeting Professionals International and the Association of Meeting Professionals the DDB will reach Meeting Planners and invite them to a 2-3 day FAM tour and would showcase Delray Beach as "The" destination for corporations to hold annual, regional & breakout meetings, client appreciation events, executive retreats & more via tours of hotels, traditional and nontraditional meeting facilities, daytime outdoor activities, night time activities & more. The EDC firmly believes that by focusing on corporate tourism, we can dually showcase the benefits of potentially relocating or starting up business in Delray Beach. One or Two additional FAM tours would include travel writers & tour operators. 3. Goal: Familiarize corporate event planners, travel writers, tour operators /both in-state & out of state as to the benefits of holding corporate meetings & events in Delray Beach. Expose corporate executives to the opportunities that are available in expansion or relocation of their businesses to Delray Beach. 4. Quantification: Results will be quantified by follow up by the EDC with the hotels & event planners as to bookings & events following the FAM tours. Travel Writers will be quantified by articles written and tracked by DDB. Tour operators will be quantified about the evaluation of year over year increases of dedicated tours. _ Estimated Campaign Cost: $9,000.00 C. Trade Shows DDB will have the opportunity to participate in bath in state ~ national travel trade shows. While no formal plans have been put in place, we do anticipate participating in at least 1 high level travel industry trade show. r~,, ~~ l~ ~r3~~~~rr~ ,PO„ Page 4 of 5 ~~ ~ ,.r f~. ~°seinar"ion ~- j ~a ~~ ~ ~~FA~~ U51f1@55 - ~ v ~ ~ a ~oyE~oB ~ ~4~1~ '~ t, ~:~ , ~ ~ _~ - C044UNItY PE DELRAY I3~ACII De~ray.org --"- Chamber at Cocniverce ~ '-'"~~ '~ { ~ VI51 IP.11 d~rJ 3,Cil.Gr~ 1. Goal: A Chamber staff person and a representative from Destination Delray will be on-hand as ambassadors for Delray Beach, branding us as "The" destination to stay & play. 2. Quantification: While no hard data can be extracted as to the efficacy of trade shows, they are generally key to a successful branding & marketing campaign. Valuable contacts will be made for the continued expansion of our tourism efforts. Sample of Trade Shows & Sales Missions & Costs • Florida Encounter: $2050 single booth Date: November 2011; Florida Encounter is the premier appointment-based tradeshow showcasing all the Sunshine State has to offer meeting and incentive professionals; discover every meetings destination, many service companies and dozens of meetings properties in Florida at this exclusive appointment-only event. Fontainebleau Hotel Miami -Hotel/expenses estimated: $750 • ITME Incentive Travel Conference: $500 (reduced from $1300) October 2011 in Chicago, IL; Hotel/expenses estimated: $1500 • Florida Huddle: $800 to be included with PBCVB booth • World Travel Mart London: $1500 booth Travel Expenses estimated: $1200 • Palm Beach CVB National Sales Missions (5 per year): $750 total Travel expenses estimated: $1500 Estimated Cost: $5,000 - $8,000.00 R.~idenrl~arr~ „0„ Page 5 of 5 MEMORANDUM TO: Mayor and City Commissioners FROM: Richard J. Reade, Sustainability Officer/Public Information Officer THROUGH: David T. Harden, City Manager DATE: November 4, 2010 SUBJECT: AGENDA ITEM WS.2 -WORKSHOP MEETING OF NOVEMBER 9, 2010 EMPLOYEE FORUM PRESENTATION ITEM BEFORE COMMISSION Staff will provide the City Commission with a presentation on the new Employee Forum. BACKGROUND The Employee Forum is new electronic communication tool that was created at the direction of our City Manager to provide Staff with an opportunity to suggest and promote innovative ideas to doing business, identify areas of improvement that may result in cost savings and/or better delivery of City services and request information on various City issues (i.e., questions for the Manager, budget, innovations, HR benefits and policies, green and sustainability, and safety and maintenance). This is a more convenient way for the employees to communicate with the City's leadership and is an extension of City's Suggestion Box in an electronic format. The main goal of this new communication tool is that it provides all Staff, in all departments and at all levels of the organization, with the opportunity to access our City's administration. It is expected that the Forum will provide higher levels of transparency for the City's operations and a better understanding of our policies and procedures. The Employee Forum software application was obtained from the vendor at no cost and the content was developed by a team of employees from the City Manager's Office, the Finance Department-TT Division, the Human Resources Department and the City Attorney's Office. In addition, the City has recycled older computers to be utilized within the program by those employees that work in positions that do not afford them the opportunity to have direct access to a computer (i.e., common area computers). Staff will provide the City Commission with a brief presentation on the Employee Forum, which is only accessible through the City's internal Intranet system. MEMORANDUM TO: Mayor and City Commissioners FROM: Douglas E. Smith, Assistant City Manager THROUGH: David T. Harden, City Manager DATE: November 4, 2010 SUBJECT: AGENDA ITEM WS.3 -WORKSHOP MEETING OF NOVEMBER 9, 2010 LEGISLATIVE PRIORITIES AND FEDERAL APPROPRIATION REQUESTS ITEM BEFORE COMMISSION The item before the City Commission is consideration of proposed State Legislative Priorities for 2011 and proposed Federal Appropriation Requests for FY 2012. BACKGROUND For the past several years, staff has prepared State Legislative Priorities documentation and submitted Federal Appropriation (earmark) Requests. STATE LEGISLATIVE ISSUES The City developed a list of "Key Issues" for the 2010 State Legislative session (partially based on information from the Florida League of Cities and other organizations). This document is attached along with the summary brochure that was prepared for 2010. These documents will be updated when additional information is available regarding the 2011 session. The Florida League of Cities will set their 2011 Legislative Priorities at their Legislative Conference later this month. Staff requests direction regarding any state legislative issues that the Commission may want to include in the City's 2011 Legislative Priorities documents. FEDERAL APPROPRIATION REQUESTS Each year, the City submits requests for federal "earmark" appropriations to our U.S. Representative and Senators. This past year staff submitted the following requests: • Beach Renourishment in the amount of $680,000 for post-construction environmental monitoring (2005 fill event); and engineering, geotechnical investigation, and environmental analysis for the 2013 fill project. • Federal Highway Beautification/Safety Modification Project in the amount of $4.85 million for signalization, decorative street lights, lane conversion, and landscaping. A summary brochure for this past year's appropriation requests is attached for your review. Staff request direction regarding any particular projects that the Commission may want to submit for funding consideration in the upcoming federal appropriations request cycle. RECOMMENDATION Staff requests direction from the City Commission regarding the proposed State Legislative Priorities and Federal Appropriation Requests. r %~f ~`. ~> , 2010 KEY STATE LEGISLATIVE ISSUES CITY COMMISSION SUMMARY TAX REFORM, FINANCE & OTHER BUDGET RELATED ISSUES Develop Fair and Equitable Tax Structure: The City of Delray Beach SUPPORTS legislation that provides a fair and equitable tax structure and allows municipalities the flexibility to provide the level of services desired by their citizens. Legislation should be developed that SUPPORTS simplifying and stabilizing Florida's state and local tax revenue structure in a manner that provides fairness for both citizens and businesses of our state, while addressing the realities that the current statewide constitutional taxing structure imposes on all levels of government. Arbitrary caps on property assessments, municipal expenditures or municipal revenues should be OPPOSED. Revenue & Expenditure Caps: The City of Delray Beach OPPOSES artificial or ~~one size fits all" caps on revenues and expenditures through legislation and/or Constitutional restrictions on the City's authority to determine local tax burden and/or financial commitments to services or quality of life. Unfunded Mandates to Local Governments: The City of Delray Beach SUPPORTS legislation that strengthens the prohibition on existing and new unfunded mandates, requires enhanced quantification of the costs to cities and necessitates full funding sources be assigned whenever unfunded mandates are identified. Municipal Pension Plans: The City of Delray Beach OPPOSES legislation that diminishes municipal control over municipal employee pension plan management and funding or that increases municipal funding liabilities. The City will SUPPORT legislation to allow the purchase of past service credit at the 3% rate, rather than the current law's 2% rate, for cities that join the Florida Retirement System. PUBLIC SAFETY ISSUES Automated Traffic Enforcement: The City of Delray Beach SUPPORTS legislation that would allow municipalities to use automated traffic enforcement technology at intersections to combat the increasing problem of red light running. Fireworks Regulation: The City of Delray Beach SUPPORTS legislation that strengthens state and local regulations on the sale of fireworks and their illegal use. The City of Delray Beach OPPOSES legislation that limits local regulation, or enforcement, of illegal fireworks. Prescription Drug Monitoring: The City of Delray Beach SUPPORTS legislation that will enhance prescription drug monitoring and increase the ability of law enforcement to address prescription drug abuse. Texting While Driving: The City of Delray Beach SUPPORTS the modification of traffic statutes to include texting while driving as an element of careless driving. TRANSPORTATION ISSUES Dedicated Transportation Funding Source: The City of Delray Beach SUPPORTS legislation that establishes dedicated funding sources for multi-modal municipal transportation and transit projects. Alternative sources of transportation are critical to the long-term sustainability of the South Florida region. ENVIRONMENTAL ISSUES Beach Renourishment: The City of Delray Beach SUPPORTS legislation preserving funding within the Ecosystem Management and Restoration Trust Fund,to support beach restoration projects throughout the State. This funding is important to the City of Delray Beach due to the ongoing renourishment project for our 2.65 mile beach. Both State & Federal Funding for this project are critical to this important, ongoing project. Reclaimed Water: The City of Delray Beach SUPPORTS legislation clarifying that reclaimed water is an integral component of the City's water supply plan and permitted discharge strategy that should not be subject to additional regulatory actions by the water management districts. Furthermore the City of Delray Beach SUPPORTS legislation that prohibits water management districts from reducing currently permitted raw water withdrawal rates and quantities from water utility consumptive use permits if demand reductions occur resulting from reclaimed water use, irrigation restrictions, or any other water conservation measure. Water Management District Governance and Authority: The City of Delray Beach will support legislation that amends the powers and duties of the water management districts. Such legislation should: • Require legislative ratification of any proposed rule change proposed by a water management district that imposes a financial impact on a local government; • Clarify that water management districts lack authority over reclaimed water; Page 2 • Specify that water management districts have no authority to require local government adoption or repeal of ordinances or to mandate the review or approval of any ordinance; and • Restore the authority of the Governing Boards, eliminated by SB 2080, to take final action on permit applications or petitions for variances or waivers of permitting requirements. Total Maximum Daily Loads - Florida Department of Environmental Protection Allocation Methodology: The City of Delray Beach SUPPORTS legislation that strengthens existing law to require that water quality pollution reduction standards be based on the best available valid data applicable to the specific impaired water body. This legislation should require that the Florida Department of Environmental Protection (FDEP) formally integrate the considerations required by Section 403.067(6)(b), Florida Statutes, into its process when establishing total maximum daily loads (TMDLs), and incorporate this information into the written record whenever it proposes and or adopts a TMDL. VOTING & PUBLIC INFORMATION Issue Campaigns: The City of Delray Beach will SUPPORT legislation to remove restrictions on municipalities (created last year by SB 219) from making expenditures in issue campaigns. SB 216 passed in 2009 and prohibits a local government, or any person on the local government's behalf, from spending public money to advocate for the passage or defeat of any issue, referendum, or amendment going to a public vote. Early Voting Sites: The City of Delray Beach SUPPORTS legislation which would permit the Supervisor of Elections with the option to designate any permanent public facility as an early voting site. Public Notices: The City of Delray Beach SUPPORTS SB 376 (Dean) and other legislation that would authorize numerous governmental entity advertisements and public notices to be made by Internet postings. Release of Social Security Numbers: The City of Delray Beach SUPPORTS legislation repealing the provisions of current law that authorizes the release of social security numbers to commercial entities. EDUCATION Civics in Florida's K-12 Education: The City of Delray Beach SUPPORTS legislation that includes civics in the current K-12 social studies curriculum as a unit of class instruction and provides for a form of assessment. Page 3 APPROPRIATION ISSUES Judicial System Funding: The City of Delray Beach strongly SUPPORTS the full funding of the State Attorney, Public Defender offices and the Judiciary. The Legislature does not want local governments to reduce public safety funding. However, reduced court funding has a significant impact on public safety due to the inability to complete the processing of cases. The City makes arrests, but the court system is so overwhelmed due to reductions in funding that cases are ~~no filed" or ~~nolle prossed" by the State Attorney's office or lost in court due to speedy trial requirements. Thus, full funding of the court system to include the Juvenile Assessment Centers statewide is critical to public safety. EMS Grants: The City of Delray Beach SUPPORTS continued funding of the Florida Emergency Medical Services' (EMS) matching grant programs provided by the Florida Department of Health - Bureau of Emergency Medical Services. The programs are authorized to improve and expand EMS statewide. Parks and Recreation Funding: The City of Delray Beach SUPPORTS continued funding of the Florida Recreation Development Assistance Program (FRDAP) - Florida Department of Environmental Protection (FDEP). This program provides important financial assistance to local governments for development and/or acquisition of land for public outdoor recreational purposes. Page 4 2010 Key Dates February 2-4 House/Senate Interim Committee Week 8-11 House/Senate Appropriations Week 9-10 Florida League of Cities Federal Action Strike Team (FAST) Fly-In - Washington, D.C. 15-19 House/Senate Interim Committee Week March 2 Opening Day of the 2010 Regular Legislative Session 3 Palm Beach County Day in Tallahassee 4-5 Florida League of Mayors Tallahassee Fly-In 13-17 National League of Cities Congressional City Conference, Washington, D.C. 24 Florida League of Cities Legislative Action Day -Tallahassee-Leon County Civic Center, Tallahassee April 28-29 Florida League of Mayors Tallahassee Fly-In 30 Last Day of 2010 Regular Legislative Session August 19-21 Florida League of Cities Annual Conference -Westin Diplomat, Hollywood November 18-19 Florida League of Cities Legislative Conference -Hyatt Regency Orlando International Airport Hotel Page 5 ~ ~ ~ s. ~' 3 ~ x --~ ~ ~~ ±. , ~ vS.ryrS~ ~~~ '^l L.~ j ' ~ ~ ,,~ ' r ~ ~~~ ~-.a ..F ~3 y ;~ S~i~j 1a~ ' . w~. t ~ „ w~ } ~ ; °.. ~ ~ ~ q 1 ~m ;~ ; F .~ /J , c• t ~~ ~ . ~ - -~ ~e~.a ~ ° K.5 . {y~~ ~ ~~ Y~~ P 4 l ~ ~ L 5 ~;~ t ' ~ T ~ nq~ ~ ~ ~ ~I _ ~ ~ 3 li' 4 ~~ ~ - ~ i •~ ~i ~ J ~~i eft r J _. ` ~ W3 kC ~ t" . ~' ~ ~ ~' t ' [;i '~a t' :~" sr2 U ~"_ U U ~ = - r~~ ~U t x ~: , ~~ ~ ~ ~, F ~ _. } ', F ~._., „_,. ... a,.„,. ~ _'1" 3 `~~ III S/~ Q~ ~ ~ ~ Q~ ~ ~ ~ 'y+ ~ ~ .... ~ c~ g,o ~" o ~ 01- ~ rn t6 O CD ~ O ~ N ~ ~ ~ ~ O Uf U ~s o m cnsar ~ ~~ ~~~ ~~x ~ ~ a'c .~ ~ F' ~ ty ~ c~ zs o ~ --ca w CIYLL~Q. ~`n~~=u.~~ ~~~ ~. 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C .L J i~iiiiff ~ ~ '~ O (0 (0 C~ N ~' O Q N ~ p 0 Q w C L >, O N E U ~~ (A U O~ 'a O ~' N ~, ~ Q O ~. ~ i -p U U~ ~ N U O ~ C N L (0 L ~ fn •L ~ ~ ~, N ~ C (0 ~' U C ~ U ;~ fA C ca ~. O ca ~ C ~ .~ G1 ~ cA 'a O O C U ~ I. N •L ~ ~, U N ~ ~ a ~ 'a .~ N C cn O~~! m o~ ~ c~ o U m o~~ m~ m cn~ m m o~'• m O a~~ o °~ ~ °~ ~ ~ c~ a~ c o•o~ U c~ ~ Lam- ~~ m~ L O i~ ~ O .. O L ~-. 'O O U d _ ~ p ~ ~ Q O ~ p ~ O (B N ~ •~ 'a ~ (B ~ L V QO O~. ~ •~ N ' ~ ~ ~,0~• OLp L O ~~~~ N ~ U• M d d ~ ~ U ~ N ~ N '~ d (0 ~ N U ~ N ~ ~ ~ ~ .~ N ~ •V ~ .N W 'a ~^ ~ ~ N ~ ~ = L N C N fA C 'O ~ ~' ~ •~ ~ ~ L d LO ~ L O .O ~ L N d O L ~ N L O ~ N OL N U (~ OL ~ (B (~ ~~acnH ~ aac~ ~~ mom a~~~ ~ ~ m c ~= aa,~~ MEMORANDUM TO: Mayor and City Commissioners FROM: Douglas E. Smith, Assistant City Manager THROUGH: David T. Harden, City Manager DATE: November 4, 2010 SUBJECT: AGENDA ITEM WS.4 -WORKSHOP MEETING OF NOVEMBER 9, 2010 ANNUAL CITIZENS ROUNDTABLE FORMAT ITEM BEFORE COMMISSION This item before Commission is a discussion regarding the format for the Annual Citizen's Roundtable meeting scheduled for January 25, 2011 at Old School Square. BACKGROUND In recent years, the Annual Citizen's Roundtable Meeting has included presentations in the Crest Theatre before moving to the Old School Square Gymnasium for facilitated roundtable discussions among residents. The 2010 Roundtable Meeting was the first using an alternative approach to the roundtable discussion format. The City used a discussion format from Peter Block, abest-selling management author. The format that he created involves asking questions that are thought provoking and ambiguous such as "What is the crossroads that you are faced with at this point in time?" This format includes small groups of three or four people seated in a circle with knees no more than nine inches apart. We used the small group discussion format at the 2010 Roundtable and staff recommends using the format again for the 2011 meeting. I know one adjustment we will need to make this year is to strictly adhere to a cutoff time for the discussion questions so that the meeting does not run too late. Some sample questions that were developed last year for the small group conversation format are attached for Commission's review. The questions we asked in 2010 were: -Why do you love living in Delray Beach? -What can Delray Beach do today to be sustainable tomorrow? -What do you fear most about budget changes? -What do you think citizens could contribute to save/preserve programs? A memo that we previously received from Tracy Miller of the Alliance for Innovation describing the small group format is attached. Mrs. Miller facilitated our 2010 meeting. If the Commission desires to use the small group format for the 2011 meeting, we can ask the Alliance for Innovation if they are interested in facilitating the discussion again. Also, staff recommends incorporating questions on infrastructure deficiencies (as required by the City's Comprehensive Plan) by use of a written questionnaire which is the same method we used for the 2010 meeting. RECOMMENDATION Request Commission direction regarding the format for the 2011 Annual Citizen's Roundtable event. Sample Questions for Small Group Conversation Format Opening Question • What do you love about Delray Beach? Sustainability • What does a sustainable Delray Beach look like to you? • What can Delray Beach do today to be sustainable tomorrow? Citizen Engagement • What would make you feel more connected to others in Delray Beach? • What does volunteerism in Delray Beach mean to you? Communication • How do you find out about what is going on in the City/your neighborhood? • How can the City listen to you better? Financial/Budget • What City services are most important to preserving our community? • How do my expectations for services contribute to the City's budget dilemma? • What do you fear most about budget changes? • What are your expectations of City government? • What are you willing to contribute to save/preserve programs? To: Doug Smith and Rich Reade From: Tracy Miller, Regional Director, Alliance for Innovation Subject: Small Group Session in January The Alliance for Innovation is pleased to have the potential opportunity to assist the City of Delray Beach, FL with a citizens' roundtable exercise on January 26th, 2010. To conduct this session we would combine techniques used by Peter Block for Small Group dialogue sessions to derive the major issues on the minds of the participants. These techniques use three to five ambiguous questions to allow for small groups to build consensus and a shared understanding. Typically it is difficult for political agendas to dominate the conversation because the small group is designed to give all participants a voice. Small groups are no more than four people who sit nine inches apart and spend time discussing the ambiguous questions we determine in advance. These questions can focus on the financial future of Delray Beach, citizen engagement, sustainability, etc. The critical element in the small group is to offer the questions so that participants can connect with one another. This activity creates an environment that allows us to set aside what we know and observe with an open mind. Seeing with fresh eyes may be one of the hardest parts of the innovation process. Approaching a small group exercise of this type can help us identify new opportunities or solutions to existing problems through our observations. Government is oftentimes seen as the parent in the relationship with our citizens. This exercise changes the nature of the conversation to one of shared responsibility and decision making. It is the problems we face that encourage us to come together. The small group is the unit of transformation.