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08-03-12 Special Meeting MinutesSPECIAL MEETING AUGUST 3, 2012 A Special Meeting of the City Commission of the City of Delray Beach, Florida, was called to order by Mayor Nelson S. McDuffie in the Commission Chambers at City Hall at 8:30 a.m., on Friday August 3, 2012. Roll call showed: Present - Commissioner Thomas F. Carney, Jr. Commissioner Alson Jacquet Commissioner Adam Frankel Commissioner Angeleta E. Gray Mayor Nelson S. McDuffie Absent - None Also present were - David T. Harden, City Manager Terrill Pyburn, Assistant City Attorney Chevelle D. Nubin, City Clerk Mayor 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. PROPOSED MILLAGE RATE: Consider approval of a proposed mi]Iage rate for FY 2013, and set the budget review and adoption schedule. Mr. David T. Harden, City Manager, presented this item. He provided background information on the history of our millage rate and assessed values. He also discussed property tax collections. He stated we have reduced property taxes by over $10 million since the peak of the boom. He stated if Commission were to increase the millage by a quarter of a mill, you would go back to where we were in 2006 and would still be collecting less taxes than in 2006. He stated staff recommendation is to set the millage so that the total millage (operating and debt service) would be the same as last year and that would be the proposed millage. By doing this, it would mean commitment to bringing in additional revenue from some other source like the fire service assessment, making cuts amounting to at least $2.4 or $2.5 million or using more out of surplus which he does not recommend. He stated if Commission were to adopt a fire assessment, the millage could be reduced by a tenth of a mill. As cuts are made, if Commission makes cuts, the fire assessment or millage could be reduced further. He stated Commission needs to set a proposed millage today and for practical purposes, that becomes a cap and once a proposed millage is set, it is very difficult to increase. Mr. Frankel stated he would like to see the millage stay the same and institute the fire assessment and get the 600 property owners that pay zero taxes and the 6,000 that pay $200 per year on the roll. He stated they need to contribute just like everyone does. The City Manager stated if there is majority support for the fire service assessment, we could begin the process and have the fire service assessment hearing at the same time as the second budget hearing. Mt. Frankel stated there has been discussion about going through the detailed budget identifying cuts and he certainly would be interested in that Mr. Jacques asked when the last time we went into reserves is. lair. Harden stated we have gone into them for the last two years. Mr. Jacquet stated he will not support an increase in the millage or a fire fee. He stated he knows it is difficult to find sizable cuts in the line items but he would like to go through the budget. He wants to proceed with keeping the millage the same way. He stated his personal opinion is not to go ahead with fire fee but he will respect whatever decision his fellow commissioners make. He stated he would rather go elsewhere to find the money even the reserves; however that is not recommended by the City Manager. Nits. Gray stated it is very difficult for everyone at this time and she does not want to add another tax. She stated she would like to hold the line with our taxes and continue to look at some other items. She requested the Commission have another workshop to look at where some items can possibly be cut. Mr. Carney echoes some of the comments made by other Commissioners. He stated he is not in support of increasing the millage at this time and does not want to discuss the fire assessment fee. He stated he thinks Commission needs to have more of a detailed workshop meeting to go through items to see what can be found. In addition, he asked about the reserves in regards to last year's surplus. He stated he would like to have an analysis on the amount of reserves we should be safely keeping. He reiterated that he is in favor of keeping the millage the way it is. Mayor McDuffie stated if the millage is left the way it is right now then we are set with it. He discussed TRIM notices. He stated if Commission goes in low now then you are boxed in; and have to find an alternative source (2.5 million dollars). Mayor McDuffie stated he does not mind having budget meetings. He stated the city has done a magnificent job over the last several years to where the average person in the community has not seen an impact to their services. He stated we are close to the point where if we starting cutting more things out of the budget we are going to start touching things the citizens will start to see. He referenced some of the meetings he had with Homeowner Associations. Mayor McDuffie stated the city has been very fiscally responsible. He stated Commission is about to approve a tentative millage rate which can be lowered but not increased. Mrs. Gray asked if the Mayor is suggesting that Commission go with the City Manager's recommendation of a half percent increase with the room to lower it. Mayor McDuffie stated he is suggesting that Commission does not lock themselves in to having zero options. He stated the Commission can have the meetings as suggested and he is fine with the goal of not raising the millage. He stated if we keep the millage rate down now, we eliminate one of the options. He stated he is happy to go back to the budget but stated 2.5 million dollars will not be found unless sizable cuts are made. He urged the Commission to not paint themselves into a corner. Mrs. Gray stated she can support the half percent that Mr. Harden asked for with the vision of holding the line with what we have. Mayor McDuffie stated he is fine with the fire service fee with an ad valorem also. Mr. Carney moved to approve the proposed millage rate of 7.1992 (operating) for fiscal year 2012/2013, seconded by Mr. Frankel. Upon roll call the Commission voted as follows: Mr. Jacquet — Yes; Mr. Frankel — Yes; Mrs. Gray — Yes; Mayor McDuffie — Yes; Mr. Carney — Yes. Said motion passed with a 5 to 0 vote. 2 August 3, 2012 2. PROPOSED MILLAGE RATE /DOWNTOWN DEVELOPMENT AUTHORITY: Approve the Downtown Development Authority's proposed millage rate for FY 2013. (Addendum) Mr. Harden stated the Downtown Development Authority (DDA) proposes to keep their millage rate at 1 mil as they have for many years. Their request requires Commission approval. Mr. Carney moved to approve the DDA proposed millage rate of 1.00 for fiscal year 2012/2013, seconded by Mrs. Gray. Upon toll call the Commission voted as follows: Mr. Frankel — Yes; Mrs. Gray — Yes; Mayor McDuffie — Yes; Mr. Carney — Yes; Mr. Jacquet — Yes. Said motion passed with a 5 to 0 vote. 3. RESOLUTION NO. 35 -12: Approve Resolution No. 35 -12 authorizing Early Voting to be held at City Hall/Community Center from August 4, 2012 until August 11, 2012 for the August 14, 2012 Primary Election. (Addendum) Mr. Harden presented this item stating the Supervisor of Elections is requesting this resolution for the Community Center to be considered as an annex of City Hall. Mr. Jacquet asked if this is paid for by the Supervisor of Elections. Mr. Harden stated for early voting in October 2012 we are splitting the cost of the library rent. He stated it keeps an early voting site in the city. Nit. Jacquet asked what other locations cost. Mr. Carney asked if we have committed to assisting with early voting in October. Mrs. Gray moved to approve Resolution No. 35 -12, seconded by Mr. Carney. Upon roll call the Commission voted as follows: Mrs. Cray — Yes; Mayor McDuffie — Yes; Mr. Carney — Yes; Mi. Jacquet — Yes; Mr. Frankel — Yes. Said motion passed with a 5 to 0 vote. Mayor McDuffie adjourned the Workshop Meeting at S:58 a.m. ATTEST: MAY CSR V� 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 Friday, .August 3, 2012, which Minutes were formally approved and adopted by the City Commission on August 21, 2012. August 3, 2012 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. 4 August 3, 2012