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08-28-12 Workshop Meeting MinutesWORKSHOP MEETING AUGUST 28, 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 28, 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 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. WORKSHOP MEETING AGENDA 1. City Manager Search Mr. Kurt Bressner, Former City Manager of the City of Boynton Beach and a part of the ICMA Range Riders Program, stated Florida is one of thitty -five states that have this type of program (Range Riders). He explained what the program entails and discussed the process with the Commission for the hiring of a city manager. He discussed the Position Profile which tells the applicant what they need to know to apply for the position. He stated he would like to meet with the Mayor and Commissioners individually and discussed the recruitment process with a citizen engagement component. Mr. Bressner asked the Commission about the timeline for getting a city manager on board. He provided alternatives, recommendations and referenced policy decisions that need to be made. Mr. Frankel thanked Mr. Bressner for his presentation and asked if this will be a national search. He stated he likes the blended approach. Nit. Bressner asked Mr. Frankel if he would like to see the applicants' resumes. Nit. Frankel informed Mr. Bressner that he will meet with him. Mrs. Gray stated she does not want to see all of the resumes. As far as the process, she stated she would like to see staff, Human. Resources and Range Riders involved. Mrs. Gray stated she likes the idea of interviews with the Commission and business community. She stated she would like to see a city manager in place before Mr. Harden and Mayor McDuffie leave. She informed Mr. Bressner that she will be glad to meet with him. Mr. Carney stated he too will be glad to meet with Mr. Bressner. He asked what an adequate timeline for the process is and stated he would like Mr. Harden to participate in this process as well. Mr. Bressner stated he would like to have the individual meetings within the next two weeks and provide a report to Commission the second week of September. He stated the profile (Demographics, background, etc.) should be started now and an advertisement for the position by October 1, 2012 with an approximate cutoff date of November 15, 2012. Mr. Carney asked about persons who may apply from the corporate world and those with city manager experience. lair. Jacquet stated a national search is important to him and he looks forward to meeting with Mr. Bressner in the next two weeks. He stated he likes the alternative of including staff in the process and is in agreement with looking at all of the resumes. He asked how important is it to have this process completed by January. Mrs. Gray stated she feels it is important to have this completed by January with Mr. Harden and Mayor McDuffie's input. Mayor McDuffie thanked Mr. Bressner and stated he too is in favor of a blended approach of Human Resources and staff involved. He stated he would like to see the process completed by the beginning of next year. Mr. Bressner stated if at all possible he would like to have his meetings with the Commission occur back to back on a Saturday. It was the consensus of the Commission to do so. Mrs. Gray asked about paying for the travel of the applicants. Mr. Bressner handed out his contact information. Mr. Harden addressed paying for applicant travel. 2. FY 2013 Budget Discussion Mr. David T. Harden, City Manager, presented this item and stated the proposed millage is set at 7.1992 and the amount needed at the current millage to balance the budget is $3,593,100. He discussed the options from the August 23, 2012 workshop meeting. He stated with those options the total net balance needed is $840,230. He also discussed which additional funds might be used which could bring that total to $335,156. Mr. Harden discussed the undesignated fund balance. Mr. Carney asked about the In -Lieu (Area #2) accounts. In addition, he asked questions regarding last week's budget numbers and this week's presentation for the beach pavilion. Mr. Brian Shutt, City Attorney, commented regarding the impact fees. It was the consensus of Commission for staff to review Area #3 Funds. Mayor McDuffie commented regarding the Economic Development Funds ($1 million) and stated he is hesitant to take these funds out of the budget. Mrs. Gray discussed the Delray Swim and Tennis Center Pool and stated she feels it is more of a private pool versus a community pool and she would like to see the pool closed. She stated that is a savings of approximately $87,000. She also mentioned the capital purchases regarding the Waste Management Project. She stated she is in favor of certain things in the Capital Improvement Plan. bits. Gray stated she looked at the position of the Parks Superintendent being eliminated as well as the Parks and Recreation Executive Assistant position. 2 August 28, 2012 She asked that staff look into this and stated regarding telecommunications, certain things can be contracted out or moved into the Information Technology Division. She would like more direction on this. Mrs. Gray stated she feels there is revenue in our parks and would like to see a committee look at all of our venues. Mr. Harden stated he does not support cutting any of the positions as stated by Mrs. Gray. Mrs. Gray also commented about revenue from the garages. Mr. Frankel stated he will not support any layoffs or f rings; and staff has put up with a lot the last four years. He stated he also cannot support closing the pool. He stated he supports the City Manager's recommendation regarding the waste management compactors. He feels we are $500,000 away from balancing the budget and with Mr. Catney's recommendations we are right there. He stated if so we may not have to cut any special events. Mr. Frankel stated the City Manager's office, Mr. Carney and staff deserve a lot of credit regarding the budget. He asked about the surplus for this year. Mr. Carney stated he agrees that the big belly compactors are a much better way to go. He discussed the Financial Review Board recommendations and commented on what staff has done regarding them. Mr. Harden stated the Commission should give policy guidance regarding some of the rentals. Mr. Carney commented about digital submission of building plans, etc. Mr. Jacquet stated he does not support layoffs; however, he supports elimination of frozen positions. He stated if not a lot of people use the Delray Swim and Tennis Center pool and it functions as more of a private pool he is in support of closing that pool to save money. He stated he does not feel the trash compactors are as good of a deal as the city thinks they are getting. Mayor McDuffie asked if there is a document that outlines the utilization of our facilities. Mrs. Linda Karch, Parks and Recreation Director, stated staff is working on the document. Mrs. Gray stated she would like to see a group of people involved to look at our venues including the Palm Beach County Sports Commission. Mr. Frankel stated the Sports Commission has very limited resources and money. Mr. Shutt stated there are dollars from outside legal counsel costs and real estate legal costs that may be coming back to the budget. Mr. Frankel asked how much was spent on legal costs regarding transient rentals, etc. Mt. Shutt replied about $70,000 last year. Mrs. Gray asked about the $70,000 set aside for the Delray Beach Marketing Cooperative and stated she would like for staff to look at this. It was the consensus of the Commission to place the Delray Beach Marketing Cooperative and Downtown Development Authority on a workshop agenda. Brief discussion regarding the budget continued. Mr. Harden stated staff will work on the items as discussed tonight and bring the budget to Commission at the September 4, 2012 Regular Meeting. Mayor McDuffie adjourned the Workshop Meeting at 8:04 p.m. August 28, 2012 ATTEST: i 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 28, 2012, which Minutes were formally approved and adopted by the City Commission on October 2, 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 28, 2012