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08-14-12 Workshop Meeting MinutesWORKSHOP MEETING AUGUST 14, 2012 A Workshop Meeting of the City Commission of the City of Delray Beach, Florida, was called to order by Mayor Nelson S. McDuffie in the First Floor Conference Room at City Hall at 6:00 p.m., on Tuesday, August 14, 2012. Roll call showed: Present - Commissioner Thomas F. Carney, Jr. Commissioner Adam Frankel Commissioner Angeleta E. Gray Mayor Nelson S. McDuffie Absent - Commissioner Alson Jacquet Also present were - Douglas E. Smith, Acting City Manager Robert Barcinski, Assistant City Manager Brian Shutt, City Attorney Chevelle D. Nubin, City Clerk Mayor McDuffie called the workshop meeting to order and announced that it had been called for the purpose of considering the following Items. Mr. Carney made a motion to move Item #3, Proposal from ELEV 18 Sports Institute for a Swimming Academy at Aqua Crest Pool, to be the first item on the agenda, seconded by Mrs. Gray. Upon roll call the Commission voted as follows: Mr. Frankel — Yes; Mrs. Gray — Yes; Mayor McDuffie — Yes; Mr. Carney -- Yes. Said motion passed with a 4 to 0 vote. WORKSHOP MEETING AGENDA 1. Proposal from ELEV 18 Sports Institute for a Swimming Academy at Aqua Crest Pool Mr. Richard French, Director of Camp Operations and Director of Academies for the All Base Sports Institute f /k /a Bucky Dent Baseball School, stated they have partnered with Octagon Sports Agency to create ELEV8 Sports Institute. He stated they are still located in Delray Beach and have been under the same ownership for the last seven years with a few changes in management. Mr. French stated they wish to endeavor into the swimming world and want to dialogue with the city on how to bring that to be a centerpiece of a swim academy. He stated the pool at Aquacrest is severely under - utilized and they would like to begin discussions regarding this. He provided an overview of the proposed academy. Mrs. Linda Karch stated that they had a meeting and spoke with the county regarding a tri -lease agreement. The city would be responsible for the operations, maintenance and staffing of the pool. She stated a swimming academy would be tremendous for the citizens of Delray Beach and another pool would be a tremendous asset. Mss. Karch stated there are still a lot of questions to be asked and discussed regarding this proposal. Mrs. Gray asked how much the city's pools cost now including salaries. In addition, she asked why ELEV8 did not go directly to the county regarding this program and how much would it cost for a person to swim under the program. Mr. Frankel stated this Commission has been vocal about wanting to make the city a sports destination. He stated it would be good to reach out to the Sports Commission regarding this program and believes it could be very successful. He stated he supports this if the tunes can be worked out and get the benefit of working together. Mr. Carney echoed Mr. Frankel's comments. He asked if the expenses attributable to the pool are approximately $700,000 per year with revenue being only $150,000 per year. He stated assuming we took over this pool we would have a $550,000 shortfall. He asked Mr. French what plan is there to address the shortfall. Mr. French stated it would be potential sponsorships as well as certain changes made to the pool. Mr. Carney asked if there would be any enhanced revenues to the city. He stated he thinks it is a great program and there should be earnest negotiations. Mayor McDuffie stated these conversations began years ago regarding baseball and tennis, etc. and Ms. Sharon Painter put together a great analysis. He stated they wanted to work out partnerships to utilize our facilities better than what we have today. He stated we should take advantage of the excess of the capacity of our facilities. Mayor McDuffie stated we are looking for every party involved in this to come out as a win. He stated we should entertain this and bring everyone to the table to discuss it. Mr. Carney stated it has to be a win -win situation for everyone. Mrs. Gray asked if we could look at renting Aquacrest. In addition, she asked lair. French what they are willing to bring to the table. Mrs. Karch stated the next step would be to draft a letter stating we are interested. Mrs. Gray asked about a contract for Little Fenway. Mr. Bodie, Aquatics Supervisor, stated there are several inconsistencies with this location regarding staffing and hours. It was the consensus of Commission for staff to draft a letter to the county stating we are interested. 2. Old School Square Annual Report and Budget Presentation Mr. Joe Gillie, President and CEO of Old School Square (OSS), thanked the Commission for having them tonight and introduced Scott Porten, Chairman of the Board of Directors and Bill Morris, Old School Square Development Committee. In addition, he thanked the City Commission and City Manager for Mr. Barcinski, the City's Liaison to Old School Square. He discussed Old School Square's successes for the year, financial challenges as well as new challenges. He spoke regarding the Crest Theatre, partnerships, financial stability, Old School Square Strategic Plan and its mission and vision. lair. Gillie invited everyone to the outdoor concert that will take place on Friday, October 12, 2012. Mr. Frankel stated Mr. Gillie, his staff and the Board of Old School Square ate the best. He stated the concerts were amazing this year with the food trucks. Mr. Frankel asked what happened to Levitt. lair. Porten explained what happened with the Levitt Foundation. Mrs. Gray thanked Mr. Gil he for everything. Mr. Carney stated the percentage of requests goes down every year and he enjoyed the outdoor concerts. He commented that the OSS Board is great. August 14, 2012 Mayor McDuffie stated Old School Square does a great job and thanked them for all of their efforts. 3. Delray Beach Marketing Cooperative Presentation Ms. Sarah Martin, Executive Director of the Delray Beach Marketing Cooperative (DBMC), presented this item. She discussed Destination Marketing highlights, goal, results and the mission statement. In addition, she provided an overview of partnerships, Delray Beach Signature Event Highlights, and improvements. She discussed the name change to "On The Ave ", marketing program goals and results, Facebook analytics, marketing impressions, community affiliations and collaborations. Ms. Martin reviewed their financial stability goals and results, support of DBMC partners, awards and the total return on investments. She also discussed DBMC's vision, marketing programs and communications. Mt. Frankel stated the DBMC is a great group that works well with others and commented on the loss of the Downtown Development Authority (DDA) as a partner. Mrs. Gray stated she appreciates all that the DBMC does. She thanked Jamie Salen for all of her help with the Roots Cultural Festival. She asked that regarding events the DBMC does not forget about the merchants on West Atlantic Avenue regarding marketing. Mr. Carney stated the DBMC does a great job and thanked leis. Martin for the presentation. He stated he would like to know what happened regarding the DDA. 4. Kids and Police Tennis Association (KAPTA} Mr. Robert Barcinski introduced this item and stated staff supports this program. Palm Beach County Sheriff Deputy Ira Peskowitzi gave overview of program. Mrs. Gray asked about the times and tennis programs of KAPTA. She asked how court utilization will be worked out with the tennis courts. She spoke about targeting at risk youth. Mar. Carney asked if the anticipated expense is $12,000. Mr. Peskowitzi stated they have money and equipment; they will need staffing, sneakers, drinks and snacks. Mr. Carney asked if this will be a well- attended program if the city decides to support it. Mr. Peskowitzi stated there is really not a big turnover rate. Mr. Frankel stated he plays tennis and feels this is a great program. He suggested that Mr. Peskowitzi reach out to Mark Baron. He complimented Mr. Barcinski and staff and stated he supports this program. Mt. Henry Guinet stated they are most interested in children from the community. Mt. Brian Shutt, City Attorney, stated staff will look into the agreement. It was the consensus of the Commission to move forward with this. 3 August 14, 2012 5. Discussion of Performance Evaluation System and Sick Leave Incentive Program Nit. Bruce Koeser, Human Resources Director, gave an overview . of the program, recommendations and sick leave usage. Police Assistant Chief Goldman discussed the evaluations and the process. Mrs. Lula Butler, Community Improvement Director, discussed incentives for those employees who do not use their sick leave and Victor Majtenyi reviewed the criteria for the incentives. Mrs. Butler stated the program will cost $150,000 annually and believes the program will pay for itself. Mr. Frankel stated a lot of time and effort has been put into this program. He stated it is a good opportunity and he is fine with both the Performance Evaluation System and Sick Leave Incentive Program. Mrs. Gray stated she is fine with both programs as well. Mr. Carney asked how staff came up with the numbers. Mr. Koeser explained the process. It was the consensus of the Conanission to move foiward with this. G. FY 12/13 Capital Improvement Plan (CIP) Presentation Mr. Randal Krejcarek, City Engineer, presented this item and gave an overview of the CIP regarding the budget and where the funding comes from. He discussed the CIP development process and as well as public comments as submitted to the Planning and Zoning Board. He highlighted the project expenses by fund, revenues by fund and categories. Mr. Krejcarek discussed some of the capital projects: alleys, beautification, water /sewer. Mrs. Gray asked about the widening of sidewalks on A -1 -A. Mr. Frankel stated this was a great presentation. Nit. Carney thanked Mr. Krejcarek for this presentation. 7. FY 12/13 Budget Mr. Douglas Smith, Acting City Manager, stated Mr. David Boyd, Finance Director, will discuss the charts his department has put together and this item is to provide background information on general fund reserves and other documentation regarding suggested reserve levels; and for any other items the Commission may have. He stated the goal has been to get to a 25% level of reserves. Mr. Boyd conducted a PowerPoint presentation regarding the city's reserve levels. Mr. Frankel stated going into reserves should be a last resort. He stated where we are since 2004 to date shows what a great job Mr. Harden and Finance have done. He stated his preference is not to go into reserves and if so a very minimal amount. Mr. Carney asked how the city did as far as spending during the hurricanes we experienced. He also asked about the Water /Sewer Fund and what percentage of those funds are administrative costs. Mr. Smith stated staff will pull that information together for the Commission. Mr. Carney stated he would like to see the expenditures put in place by the city for a when a story. comes that will not be duplicative. 4 August 14, 2012 He stated he is still completing his analysis regarding reserves and feels Commission should set the reserve amount. He looks forward to hearing the results of the questions he asked. 8. Special Event and Miscellaneous Grant Requests Mr. Barcinski presented this item and stated the Committee was established as in years past to present recommendations to the City Manager and Commission for funding in next year's budget for the Special Events line item, the Commission's budget and miscellaneous grant division. The committee went through the requests on August 7, 2012 with the applicants giving brief presentations to them. Mr. Frankel stated it seems that there is a majority of the Commission that would like to have cuts regarding the budget. He stated if so, this list is non - essential expenses. Mrs. Gray asked about the $22,500 for the Economic Development Director. Mr. Smith and Mr. Barcinski explained this item and the contract; the contract will come back to the Commission. Mrs. Gray stated she would like to have more details regarding the funding for the DBMC. Mr. Carney stated he agrees with Mr. Frankel that we are in tough times. He stated he cannot qualify these as essential services and all expenditures need to be weighed. Nit. Frankel suggested this item be brought back when there is a full Commission. Mayor McDuffie adjourned the Workshop Meeting at 8:36 p.m. XI"TEST: MAYOR 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 Workshop Meeting of the City Commission held on Tuesday, August 14, 2012, which Minutes were formally approved and adopted by the City Commission on October 2; 2012. City Clerk August 14, 2012 NOTE TO READER: If the Minutes you have received ate 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. 6 August 14, 2012