Agenda Special 12-21-01CITY OF DELRAY BEACH, FLORIDA
CITY COMMISSION SPECIAL MEETING
FRIDAY~ DECEMBER 21~ 2001 - 7:30 A.M.
CITY MANAGER'S CONFERENCE ROOM
DELRAY BEACH
1993
The City will furnish auxiliary aids and services to afford an individual with a disability an
opportunity to participate in and enjoy thc benefits of a service, program or activity conducted by
the City. Contact Doug Randolph at 243-7127 (voice) or 243-7199 (TDD), 24 hours prior to the
event in order for the City to accommodate your request. Adaptive listening devices are
available for meetings in the Commission Chambers.
Pursuant to Section 3.07 of the Charter of the City of Delray Beach, Mayor David W. Schmidt
has instructed me to announce a Special Meeting of the City Commission to be held for the
following purposes:
(1)
(2)
Contract award to REP Associates, Inc. in the amount of $17,228.88 for Phase I
Environmental Site Assessment of 11 parcels located at the Barwick Road site using the
same contract pricing as with Palm Beach County School District. Funding is available
fi.om 334-3162-541-62.10 (Capital Outlay/Land).
Consider a consulting contract for services with Ron Sach Communications to assist in
our public and media efforts in exploring the option of acquiring Breezy Ridge for the
relocation of Atlantic High School.
Barbara Garito, CMC
City Clerk
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.
www.delrayesd.com
City Of Delray Beach
Department of Environmental Services
M E M 0 R A N D U M
TO:
FROM:
DATE:
SUBJECT:
David T. Harden
RandalL Krejcarek, p.l=.~~
12 Dec 2001
Barwick Road Parcels
Proposal for Phase I Environmental Site Assessment
Project #2002-003
The attached agenda request is for Commission authorization/approval for Mayor to
execute agreements with REP Associates, Inc., for Phase I Environmental
Assessments of 11 parcels located in the northwest area of the city in an area noted as
the Barwick Road site. The prices listed below assume that all assessments will be
completed at the same time. If all 11 parcels do not have a Phase I completed at the
same time the cost will be $2,678.88 per parcel. Therefore by completing all
assessments at one time the City will save approximately $12,200.00.
REP Associates has agreed to use prices that are part of their contract with Palm
Beach School District.
The total cost is as follows:
First Parcel =
Remaining 10 Parcels 10 @ $1,455.00 =
Total Cost
$ 2,678.88
$14,550.00
$17,228.88
Funding will be provided from account #334-3162-541-61.10.
A map showing the 11 parcels is enclosed.
Please place this item on the 08 Jan 2002 Commission Agenda.
Thanks!
Enc
cc: file
[~ESSRVOO2~DEPARTMENTS~EngAdmin~rojects~2OO2~2OO2-OO3tOFFICIAL ~O8jan2002 agenda memo doc
() ~ Cl~ of DELRAY BEACH
E~ME~~R~CESDEP~~ PROPOSED HIGH SCHOOL SITE 8x11LOCMAP
1 ASSOCIATES, INC:
ENVIRONMENTAL SCIENTISTS, ENGINEERS & PLANNERS
December 3, 2001
Randal L. Krejcarek, P.E.
City Engineer
City of Delray Beach Environmental Services Department
434 South Swinton Avenue
Delray Beach, FL 33444,
ge~
Proposal and Cost Estimate For Phase 1 Environmental Site Assessment
Parcels 304, 317, 302, 321,320.1,302.5,322, 302.1,302.3,302.6, 318
Proposed high school site
Dear Mr. Krejcarek:
The purpose of this letter is to present a scope of work and estimated costs for
performance of a Phase I Environmental Site Assessment (ESA) for each of the l i parcels
referenced above. The exact scope of work and estimated cost for each Phase I ESA is presented
in the attached table. Each ESA will be performed and reported in compliance with ASTM
E 1527-00 standards.
As requested, we have supplied a per-parcel price. We have provided several pricing
options, depending upon the time frame within which each parcel is investigated. The tasks for
each of these Phase ! ESAs are the same whether for one parcel or ali eleven parcels. Therefore,
if one or more investigations are conducted simultaneously, then most of the data-gathering
activities can be performed at the same time (the exception to this is that a separate Chain of Title
will be obtained for each parcel). REP will pass on the cost of efficiency if one or more Phase l
ESAs are conducted at the same time; a base price plus an additional cost per parcel is provided.
Please be aware that the ASTM standard states that a Phase I ESA investigation is valid for six
months, after which tim~ a new Phase I EqA must be conducted. Based upon this stipulation,
Phase I ESA investigations for any parcels conducted within six months of the original Phase l
ESA will require a Site visit, parcel-specific Chain of Title, and separate report but once again,
data collected from other parcels can be used in this instance. Phase I ESAs conducted six
months after the initial investigation will be billed at the Base Price. Prices are based upon rates
in effect with the Palm Beach County School Board; spread sheets are attached.
REP's standard turnaround time for preparation of a single Phase 1 ESA Report is 15
working days from the date of receipt of written authorization to proceed. Time frames for
performance of Phase I ESAs for all l 1 parcels will be negotiated with the City of Delray Beach
and will depend upon the City's due diligence time frames. Please be aware that REP's offices
are closed from December 24, 2001, until January 2, 2001. As always, REP will work with the
City of Delray Beach to meet required deadlines.
Thank you for contacting us concerning this project. We look forward to hearing from
you soon.
10435 Southwest 96th Street
Miami, Florida 33176
PH. (305) 279-5255 FX: (305) 279-5254
Sincerely
REP ASSOCIATES, INC.
Janet M. Peterson, P.G.
Vice President
Proposal and Cost Estimate for Phase ! ESAs
Parcels 304, 317, 302, 321,320.1,302.5, 322, 302.1,302.3,302.6, 318
City of Delray Beach Proposed High School Site
REP Proposal Number P3599
December 3, 2001
Page 2
SITE NAME AND ADDRESS:
Parcels 304, 317, 302, 32 l, 320.1,302.5, 322, 302.1,
302.3,302.6, 318
City of Delray Beach
Proposed High School Site
SCOPE OF WORK:
WORK ACTIVITY INCLUDE PRICE
Obtain and review state and federal databases YES Base. price
Obtain and review historic aerial photographs and sanborn Maps' as YES Base price
available
Conduct Site visit. Visually inspect for evidence ofthe...following: YES Base price
Hazardous materials and wastes YES Base price
Underground and. aboveground storage tanks YES Base price
Polychlorinated PCBs YES Base price
Suspect asbestos-containing building materials YES Base price
Wetlands or threatened and endangered species YES Base price
Utilities (soakage pits, septic systems, grease traps, etc.) YES Base price
Obtain HRS radon database for Site zip code YES Base price
Conduct windshield survey of surrounding properties YES Base price
Review environmental agency files for readily available Site data YES Base price
Review environmental agency files for surrounding properties data YES Base price
obtain and review 50-year chain oftitie YES Bas~ price
Review historic telephone directories YES Base price
Perform asbestos survey with sampling and analytical ahalysis NO Separate quote
Identify land use, zoning, or concurrency issues NO Separa. te Quote
Prepare report YES Base price
Separate certification letter with findings NO $150
Proposal and Cost Estimate for Phase I ESAs
Parcels 304, 317,302, 321,320.1,302.5, 322, 302.1,302.3,302.6, 318
City of Delray Beach Proposed High School Site
REP Proposal Number P3599
December 3,2001
Page 3
BASE PRICE (ONE PARCEL)
COST FOR EACH PARCEL COMPLETED WITH1N SlX MONTHS OF
ORIG1NAL PHASE 1 ESA
COST FOR EACH ADDITIONAL PARCEL
Completed simultaneously with another Phase I ESA
This project will be performed according to the provisions of the
Associates, lnc. and the Palm Beach County School Board.
2,678.88
1,965.88
! ,455.00
contract between REP
Proposal and Cost Estimate for Phase i ESAs
Parcels 304, 317, 302, 321,320.1,302.5, 322, 302.1,302.3,302.6, 318
City of Delray Beach Proposed High School Site
REP Proposal Number P3599
December 3, 2001
Page 4
PROPOSAL FOR PHASE I ENVIRONMENTAL SITE ASSESSMENTS
CITY OF DELRAY BEACH
Parcels 304, 317, 302, 321,320.1,302.5,322, 302.1,302.3, 302.6, 318
PROPOSED HIGH SCHOOL SITE
Submitted to: ........................................ City of Delray Beach Environmental Services Department
Total Estimated Cost:
Base Price (one parcel) ....................................................................... : .................. $2,678.88
Price for Parcel Completed Within Six Months of Original ................................. $1,965.88
Each Additional Parcel .......... :, ............................................................................... $1,455.00
Total Project Amount:
List parcel numbers
Total project price
Signature for Authorization
Print Name
Date
Proposal and Cost Estimate for Phase I ESAs
Parcels 304,317, 302, 321,320.1,302.5, 322, 302.1,302.3,302.6, 318
City of Delray Beach Proposed High School Site
REP Proposal Number P3599
December 3, 2001
Acceptance Page
REP ASSOCIATES, INC.
Proposal Number
Client
Project Name
Date
By
Page
p3599
City of Delray Beach Environmental Services Department
Phase I ESA, Proposed High School Site
11/30/01
Janet Peterson
1
Base Rate
Labor
Principal
Sr. Proj Mgr
Env. Scientist
Admin. Assistant
CADD technician
Labor subtotal
ODCs
Database and phone directories
Chain of Title
Photos
Aerial photos
Mileage
ODCs Subtotal
Base Rate Total
Unit Rate # Units
hour $ 80.00 2
hour $ 75.00 20
hour $ 40.00 4
hour $ 25 00 4
hour $ 40 00 3
Unit ' Rate # Units
search $ 200.00
search $ 300.00
roll $ 15.00
photo $ 5.00
m~le $ 0 345
MU
Cost
Cost
160.00
1,500.00
160.00
100.00
120.00
2,040.00
I 1.15 $ 230.00
I 1.15 $ 345.00
1 $ 15.00
4 1 15 $ 23.0O
75 $ 25.88
638.88
2,678.88
REP ASSOCIATES, INC.
Proposal Number
Client
Project Name
Date
By
Page
p3599
City of Delray Beach Environmental Services Department
Phase I ESA, Proposed High School Site
11/30/01
Janet Peterson
2
Each parcel within six months of initial Phase I ESA on any other parcel
Labor
Principal hour $ 80.00 2
Sr. Proj Mgr hour $ 75.00 16
Admin. Assistant hour $ 25.00 4
CADD technician hour $ 40.00 3
Labor subtotal
ODCs
Chain of Title search $ 300.00 1
Photos roll $ 15 00 1
Mileage mile $ 0.345 75
ODCs subtotal
1.15
$ 160.00
$1,200.00
$ 100.00
$ 120.00
$1,580.00
$ 345.00
$ 15 00
$ 25.88
$ 385.88
Each parcel within six months of original subtotal $1,965.88
REP ASSOCIATES, INC.
Proposal Number
Client
Project Name
Date
By
Page
p3599 ·
City of Delray Beach Environmental Services Department
Phase I ESA, Proposed High School Site
11/30/01
Janet Peterson
3
Each Additional Parcel Completed Simultaneously
Labor
Principal
Sr. Proj Mgr
Admin. Assistant
CADD technician
hour $ 8000 2 $ 160.00
hour $ 75.00 9 $ 675.00
hour $ 25.00 4 $ 100.00
hour $ 40.00 4 $ 160.00
Labor subtotal
ODCs
Chain of Title
Photos
search $ 300 00 1
roll $ 15.00 I
ODCs subtotal
Additional parcel total
1.15
$1,095.00
$ 345.00
$ 15.00
$ 360.00
$1,455.00
ASSOCIATES, INC
ENVIRONMENTAL SCIENTISTS, ENGINEERS & PLANNERS
December 7, 2001
Randal L. Krejcarek, P.E.
City Engineer
City o.{ Delray Beach Environmental Services Department
434 South Swinton Avenue
Delray Beach, FL 33444
R.e:
Proposal and Cost Estimate For Phase I Environmental Site Assessment
Parcels 304, 31 ?, 302, 32 !, 320.1~ 302.5, 322, 302.1,302.3, 302.6, 318
Proposed high school site
Dear Mr. Krejcarek:
The purpose of this letter is' to clarif)r and emphasize a few points concerning REP
Associates, lnc.'s December 3. 2001, Proposal and Cost Estimate for performance of Phase I
Environmental Site Assessments (ESAs) for the I I parcels referenced above. Each ESA will be
perfi)rmed and reported in compliance with ASTM E1527-00 standards.
As requested, we supplied a per-parcel price in the December 3, 2001, proposal and cost
estimate. The price has been calculated based upon labor rates as specified in the-contract
bemeen REP Associates, Inc. and the Palm Beach County School Board. Spread sheets showing
.applicable labor rates and costs were attached to the December 3 proposal.
We understand thru' Phase I ESAs will be conducted for all 11 parcels at the same time
In this case, the estimated cost will be $2.678.88 Ibr the first Phase I ESA and $1,455.00 for tl~e
remaining 10 Phase 1 ESAs, tbr an estimated total of $17,228.88.
Eleven Phase I ESA Reports, one for each parcel, will be completed within four weeks of
receipt of written authorization to proceed. We have attached a revised acceptance form for lhe
mayor's signature following approval by the c~;)' commission which can be used for this purpose.
yOU.
Thank you for contacting us concerning this project. We look forward to working with
Sincerely
REP ASSOCIATES, INC.
,ianet M. Peterson, P.G.
Vice President
10435 Southwest 96th Street
M~ami, Florida 33176
PH: (305) 279-5255 FX' (305) 279-5254
PROPOSAL FOR PHASE I ENVIRONMENTAL SITE ASSESSMENTS
CITY OF DELRAY BEACH
Parcels 304, 317, 302, 321,320.1,302.5, 322, 302.1,302.3,302.6, 318
PROPOSED HlGH SCHOOL SITE
Submitted to: ........................................................................ ' ............................ City of Delray Beach
Total Estimated Cost:
Base Price (one parcel) .......................................................................................... $2,678.88
Each Additional Parcel .......................................................................................... $1,455.00
Total Estimated Project Amount for 11 Phase I ESAs (One For Each Of 11 Parcels, Completed
Simultaneously)
.......................................................................................................................................... $17,228.88
Signature for Authorization
Print N amc
Date
Proposal and Cost Estimate for Phase I ESAs
Parcels 304, 317, 302, 321,320.1,302.5, 322, 302. !, 302.3, 302.6, 318
City of Delray Beach Proposed High School Site
REP Proposal Number P3599
December 7, 2001
Acceptance Page
Date:
23 Oct 2001
AGENDA ITEM NUMBER:
AGENDA REQUEST
Request to be placed on:
X Consent Agenda Regular Agenda Workshop Agenda __Special Agenda
When: 08 Jan 2002
Description of Agenda Item (who, what, where, how much):
Request for Commission authorization/approval for Mayor to execute agreements with
REP Associates, Inc., for Phase I Environmental Assessments of 11 parcels located in
an area noted as the Barwick Road site.
The total cost is as follows:
First Parcel = $ 2,678.88
Remaining 10 Parcels 10 @ $1,455.00 = $14~550.00
Total Cost ~(~_ ,~.~~7,228.88
Department Head Signature:
City Attorney Review/Recommendation (if applicable):
Budget Director Review (required on all items involving expenditure of funds):
Funding Available: Yes / No Initials:
..~ Account Number 334-3162-541-61.10
Description __ Land
~\~ Account Balance: $17,230.00 after transfer
Funding Alternatives: (if applicable)
City Manager Review:
Approved for Agenda:t~/No Initials:
Agenda Coordinator Review: ~'" ~/
Received:
\XESSRV002\DEPARTMENTS\EngAdminXProjects\2002\2002-003\OFFICIAL\08jan2002 agenda.doc
Memo
To:
From:
Date:
Re:
David Harden, City Manager
Lula Butler, Director, Community Improvement
December 19, 2001
Recommendation for Contract for Servi~Community Outreach and Consensus
Building
We have received two formal proposals for Community Outreach and Consensus Building services to
assist with our public and media efforts to rebuild Atlantic Community High School on an alternate site.
The two firms responding were:
L.B. Limited & Associates, Inc.
Palm Beach Gardens, FL
Terms and Compensation: $12,500 plus $1000 for miscellaneous expenditures/90-120 days
Ron Sachs
Ron Sachs Communications
Tallahassee, FL
Terms and Compensation: $20,000/60 days
I am pleased to report that both firms responding are very qualified, having a broad range of
experience working with municipahties, non-profit organizations and private corporations. The scope
of services proposed are similar, with both strategies being acceptable. In addition to the written
proposals submitted, I have based my recommendation to you on the extenswe telephone
conversations with the principals of each company, the resources and staff assigned to the project and
my general impression of the firms ability to relate to the City and the issues at hand.
Therefore, it is my recommendation that we consider entedng into an agreement for services with Ron
Sachs Communications. The proposed compensation is a negotiated rate. Both firms have indicated
that they could be ready to work with us right away.
· Page 1
5P. 2_
David Harden and Lula Butler
From: Ron Sachs/Carla Brown
Date: December 19, 2001
Re: REVISED PROPOSAL
Based on our discussion yesterday, we have revised the following proposal to
reflect a more limited budget and scope of services. At your request, we have
excluded the video, the general survey of Delray Beach residents and design of
the brochure/media packet.
Let me reiterate our commitment to be available to you 24 hours a day, seven
days a week should the need arise.
Following is the revised scope of services and budget:
Crafting the message Work with your in-house staff as a clearinghouse
for media inquiries to help shape the coverage, mitigate potentially
negative stories or provide advice and counsel for developing the best
response possible.
Survey Breezy Ridge residents On an individual basis, poll the residents
of Breezy Ridge to find out their feelings about the city's plan to relocate
them. If the results of this poll are positive, they can be used to generate a
positive television and/or newspaper story for the city.
Information packet Develop a packet of information to help the
residents of Breezy Ridge understand why the City of Delray Beach wants
to relocate them and how such a move might impact them. This packet
would contain: a list of frequently asked questions, an overview of how
the county would help residents with the relocation process and - if
applicable -- information about the new community.
Provide "crisis communications" assistance Should it become
necessary, our staff is available 24 hours a day, seven days a week, to
offer advice and counsel to offset or mitigate negative news stories.
Promote positive stories Assemble a group of Atlantic High School
alumni who would salvage important artifacts from the current site that
would be part ora "wall of history" at the new site. The overriding
message for the media would be that no matter where Atlantic High
School is located, it has a rich tradition and history.
Compensation
We propose to accomplish the tasks described here over the course of 60 days for
a fee of $20,000, payable in two (2) increments: the first for $10,000 and the
second for $10,000. The first such payment would be due upon signing a letter of
agreement with Ron Sachs Communications. The second such payment would be
due 30 days later.
This fee includes the comprehensive range of services outlined above.
Additional, pre-approved expenses, such as graphic design, printing, video
production, long distance charges and postage will be billed separately.
Doing all the things we have described above will be a considerable undertaking
in this short timeframe. However, you should know that we have a reputation for
getting the job done - and doing it well. That's why I hope that you will allow us
to bring our team of experienced professionals to work for you.
Thank you for your time. If I can answer any additional questions, please call us
at 850.222.1996.
Breezy Ridge Community Relocation Implementation Plan
Submitted by L. B. Limited & Associates, Inc. Public Relations
Introduction
L. B. Limited & Associates, Inc. (Consultant) is a full service strategic Public Relations consulting firm
based in Palm Beach County. Over the last seven-years the firm has earned a reputation of being
one of few firms with expertise in sensitive community consensus building. L. B. Limited has
extensive experience and well-developed skill sets for penetrating diverse communities to inform,
educate and acquire consensus regarding large public projects that ultimately affect those individuals
directly and the public at large. The Consultants Resumes & Corporate Information (Attachment B)
Case Studies (Attachment A) detail our expertise and experience.
The general approach for the Breezy Ridge Relocation Implementation Plan is based on two key
elements:
(1) Preliminary research conducted to date (Section I),
(2) Media / Community Relations Strategy (Section III),
I. Research Conducted:
The consultant incorporated the following strategy in conducting their research:
· Obtained a profile of the affected neighborhood and its residents.
· Spoke with City staff about its plans and approach to the relocation effort.
· Toured the affected neighborhood to better understand the location and condition of homes.
· Interviewed two residents about their feelings and the challenges they identified.
· Identified the beat reporters for Delray Beach at the Palm Beach Post, Sun Sentinel and
Boca/Delray News.
· Researched the history of Atlantic High School in both the pre and post segregation era.
I A. Findings:
· Breezy Ridge- located west of Congress north of Atlantic Ave (38 lots 36 homes/households)
· Average home 52-55 years old
· Average resale value $85,000- $120,000
· 9 people currently indicate willingness to sell
· 4-5 people currently identified as unwilling to sell
· Diverse neighborhood -White, Haitian, Hispanic, Black
· Working-class neighborhood - moderate income level
· Relocation plan generally will pay 120 - 140% of value of home
· The other site - E-4 Canal west of 95, is commercial property and obtainable
· Interviews- spoke with 2 residents. Both stated they would agree if a majority of residents
decided to relocate. Issues raised concerned qualifying for a mortgage (credit worthiness), when
this move is expected to take place and the quality and type of replacement homes were
expressed.
· Reporters- Howy Harnett, Palm Beach Post
Leon Fookman, Sun Sentinel
Michelle Burgh, Nancy Miller, Boca/Delray News
II. General Approach:
Relocation Implementation Plan Considerations:
II A All things considered, the nature of such a program, to a large degree, involves modifying the
lives/lifestyles of the affected individuals and families. Our experience has been when properly
educated accompanied by open dialogue along with a conceded good faith effort by the City; the
results can be mutually benefiting. Therefore, it becomes necessary for the City of Delray Beach to
employ an approach that stresses care and sensitivity with regards to the human aspects of voluntary
relocation. This approach will assist in garnering the trust and confidence of every Breezy Ridge
resident. This approach must be non-threatening.
Relocation Policy
II B Our research indicates that the City does not have a standard Relocation Policy in place but
formulates the policy on a case-by-case basis. Our preliminary discovery interviews indicate that
temporary relocation is unfavorable. People are just not interested in duplicate efforts (i.e. moving
twice). This information presents a challenge for the City with regards to organizing time
frames/phases of the relocation plan to avoid untimely delays and inconveniences for the residents
(the longer the process, the more impatient the residents will become). It will be a prerequisite for the
City to provide a relocation implementation plan that is time sensitive.
Public Support
II C The Consultant knows first-hand that gaining public support is crucial to the successful
implementation of the Relocation Plan. The Consultant has identified the beat reporters from the
major print media outlets that cover the City of Delray Beach and stand ready to provide information
that will ultimately shape favorable public opinion associated to the City's efforts and the affected
Breezy Ridge community residents. The educational process will be key, as it should provide
accurate, factual information to the residents, general public and media.
III Media - Community Relations Strategy (Scope of Service)
The Consultant will employ the following strategy in dealing with the media and community as it
relates to the proposed Breezy Ridge relocation.
· Develop a fact sheet on the relocation process highlighting the advantages.
· Designate a spokesperson from the City of Delray Beach for this project.
· Brief the spokesperson on talking points.
· Assist in the development of an educational campaign for residents.
· Conduct meetings with each household explaining the need to and advantage of relocating.
· Conduct town hall meetings (as required)
· Conduct public hearings (as required)
· Assist in defining services to be offered by the City of Delray Beach (case by case basis, personal
financial assessments/viability, and credit counseling referrals, other.)
· Assist in developing a creative and flexible relocation policy (either individually customized or
community customized).
· Assist in determining the timeframe of overall relocation implementation procedure.
III Media - Community Relations Strategy, continued
· Assist in the development of an "Interface Strategy" with residents.
· Conduct further one on one interviews to gain an enhanced understanding of the Breezy Ridge
resident issues and concerns related to relocation.
· Share information, results and outcomes with key staff.
· Develop a residential profile to include the following information:
-Resident status: Married with/without children, single, other (explain). ~
-Occupancy: how long in home, how many family members (please include all relatives,
number of children/age.
-Home: purchase price/appraised value, number of bedrooms, one or two level(s), etc.
IV. Compensation, Terms and, Conditions
The Consultant understands that this is a short- term project (90-120 days) and the importance of
being efficient. The fee for this project is $12,500 plus $1000 for miscellaneous expenses.
The total not to exceed $13,500.
Terms: The Consultant requests a monthly retainer billed in equal payments of $4500 made payable
every 30 days by the 5th of the month. All materials produce and furnished as a result of this project
becomes the property of the City of Delray Beach, Florida.
V. Executive Summary
The process of relocation is inconvenient, time consuming and stressful. The circumstances related
to the relocation of 36 families is a direct result of the City of Delray Beach's intention to locate its
new high school in a central location that benefits the students, their families and the community at
large. The goal is to educate each household that this is in their best interest to relocate. The two
primary entities the Consultant will address are 1) the families affected and 2) the media and their
coverage.
The research conducted by the Consultant has prepared us to effectively address the concerns by
the residents and our identification of the press allows us to be proactive in providing accurate
information to them. Some may see this as a crisis. We see this as an opportunity for Delray Beach
to serve the needs of the entire community. Great care and sensitivity will be employed in dealing
with the relocation process and continual communication between the City, residents and the press
will be the norm. The measurement of a successful campaign will be the acceptance of each
resident, on an individual basis, of the relocation plan.
Conditions of Use:
This document contains information that shall not be used or disclosed outside its intended purposes for the City of Delray
Beach or any of the collaborative partners and shall not be duplicated, used or disclosed in whole or in part for any
purpose other then it's original intent If, however, the City of Delray Beach (City) retains L. B. Limited & Associates, Inc,
the City shall have the right to duplicate or use this information.
Attachment A
Case Studies - L. B. Limited & Associates, Inc. Public Relations
Case Study #1
Client: City of Riviera Beach, Florida
Project: Public Relations Services for a Municipality
Objective: To provide first-time public relations services to a municipality to enhance pubic
information, media relations and community relations to the citizens, businesses and outside entities that
come in contact with the City.
Background: The City of Riviera Beach Florida retained the public relations firm L. B. Limited
& Associates to initially manage the poor relation with the local printed press. As the consultants spoke
with residents, employees and business owners, we learned that the problem was not the coverage but
that there was no formal relation with the media and no mechanism to get the message out. The press
would review incoming mail which sometimes contained notice of a pending law suit, minutes from city
council meetings where controversial ordinances were passed and to the residents who often complained
how city hall managed the budget.
Methodology: The consultants met separately with the Mayor, City Manager and City Atto. mey
to learn the general operations of the City. At the following City Council meeting, members approved
our contract and we began work. We made a presentation at the following Department Head meeting to
introduce ourselves and explain our responsibility as public relations consultants. We then sent a letter
of introduction to all neighborhood association presidents and key business leaders, which explained
how we would seek their input and keep them informed about the activities within the City. We
developed a citywide newsletter (enclosed) and a fact sheet entitled "Nothing But Good News". We
attended neighborhood meetings and taught them how to write positive letters to the editor. We held the
first elected officials orientation that taught them how to respond to press inquiries, handle sensitive
subjects during council meetings and designated an official spokesperson for all press conferences,
official statements and special event promotion. We held training with staff to produce city newsletter.
We implemented a volunteer system for City Special Events. We worked with the Community
Redevelopment Agency on ways to promote the City at various development conferences and
workshops. The City received its Mainstreet designation during our tenure.
Consultants Budget: $35,000.00 City Budget FY 2000:$27,000,000.00
Outcome: Since 1996 to date, the City has vastly, improved the way it communicates with
employees, residents and visitors on a regular basis. The relationship with the media has both improved
and been streamlined with the Mayor as official spokesman and procedures established with the print
beat reporter. There is now an official communications section in the Disaster Recovery Manual, which
outlines procedures for all communications in the event of an emergency.
Case Study #2
Client: Glades Health Survey - Center for Disease Control
Project: Tuberculosis (TB) Study in Rural Areas for Worldwide Implementation
Objective: To identify and retain 800 volunteer participants in a specialized health study to
determine the incidence of TB in a three city rural area in South Florida.
Background: The Glades consists of five municipalities in rural western Palm Beach County
Florida that has the distinct identification of the 'Aids Capitol of the World". The difficulty of
conducting a health survey has to do with the residents' reluctance to trust outsiders and be label with
another negative health problem. The population is approximately and is 80% African-American with
the balance Hispanic migrants and Caucasian. The Center for Disease Control (CDC) needed to conduct
the TB survey in a controlled rural area with the potential for the existence and possible spread of the
disease. Successful studies had previously been conducted in urban areas and the rural data would be
used in conjunction with other findings to develop a strategy to combat the disease in targeted locations
throughout the world including Africa, Asia, Haiti and the Caribbean.
Methodology: The consultants were retained to work with the volunteer Board of Directors, staff
of the Glades Health Survey and experts from Emory University, the CDC, Florida Department of
Health and Rehabilitation and the Palm Beach County Health Department to develop methods and-
implement a plan to identify and persuade 800 residents to voluntarily participate in the survey. The
consultants began their research by gaining an understanding of the purpose behind the study, becoming
familiar with the extent to which the disease exists and formulate a plan of action with timeline to be
completed within 24 months. We developed KCL's (Key Community Liaisons) to train on the
importance of/he survey and to gain the confidence and trust within the communities. We developed a
fact sheet on the project that was shared with the editorial boards and broadcast media. The print media
handled the subject with fairness and objectivity in several articles throughout the survey. We held a
press conference to kick off the survey and seek volunteers to assist with various tasks. We assisted the
experts in staff training on how to approach potential participants on sensitive questions. We developed
an informational brochure that included practical FAQ's and a concise explanation of what the survey
will accomplish and why their participation was important.
Consultants Budget: $40,000.00 Project Budget:
$230,000
Outcome: The project reached its goal of 800 volunteer participants in the health survey.
The press clippings (enclosed) helped to inform this rural community about the project. As a result of
the community information campaign, the experts from the CDC and Emory University were able to
secure the necessary participants to conduct the survey. The results of the findings will be published at a
later date and incorporated in the overall strategy to combat TB worldwide.
Case Study #3
Client: City of Boynton Beach
Project: Redevelopment Master Plan (attached)
Objective: Develop a public participation program targeted to the African-American and including
all residents of the City for the Redevelopment Master Plan ensuring that their ideas and needs are
incorporated. _~
Background: The Interstate 95 corridor divides The City of Boynton Beach Florida. The
neighborhoods west of the interstate are new with parks, planned communities and consist of residents
who live in middle to upper income households. Neighborhoods east of the interstate are older
traditional communities with a diverse population, schools, and a business corridor and with amenities
such as the intracoastal, a bearer island and the Atlantic Ocean. In May of 1996 approximately 100
community representatives met to chart a new course for the eastern segment of the City. L. B. Limited
was retained by Duncan & Associates to provide public participation and marketing expertise for the
plan. The consultants were responsible for all aspects listed in Goal 4, objective 4.1, Goal 6 (page 5),
Public Participation listed on page 7 and the Marketing Strategy listed on pages 157 through 161.
Methodology: In each of the sections listed above are the tasks performed. The consultants
achieved the goal and each of the objectives listed on Page 5 within the designated time. In addition, the
objectives and tasks listed in Public Participation on page 7 were performed within the designated time.
Special emphasis was placed on participation by the African-American community in all aspects of the
plan. The tasks included focus group studies, public meetings, special interest group meetings, City
Commission presentations and a daylong workshop. The timeline for all of the activities was two years
with the submittal of the final report as the final task.
Consultants Budget: $40,000.00 Project Budget: $400,000.00
Outcome: Since the City accepted and approved the redevelop plan, there has been
considerable progress in implementing the components contained in the plan. Under Goal 1, objectives
1.3 is currently under construction. Goal 3, objective 3.1 has been implemented. Under Streetscape
(page 51) the City has incorporated pavers in the two major intersections within the study area. The
consultants just completed a special event strategic plan, which was approved by the City Commission
on 12/19/00. The strategic plan was an action item listed in the marketing strategy referred to on page
157 of the plan.