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09-17-90 Special/Budget Wksp CITY OF DELRAY BEACH, FLORIDA - CITY COMMISSION SPECIAL/ BUDGET WORKSHOP MEETING - SEPTEMBER 17, 1990 - 6:00 P.M. COMMISSION CHAMBERS AGENDA 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 or hearing, such persons will need a record of these proceedings, and for this purpose such persons may need to ensure that a verbatim record of the proceedings is made, which record includes the testimony and evidence upon which the appeal is to be based. The City does not provide or prepare such record. Pursuant to Section 3.07 of the City Charter of the City of Delray Beach, Florida, Mayor Thomas E. Lynch has instructed me to advise you of a Special Meeting of the Commission to be held in the Commission Chambers at 6 P.M. on Monday, September 17, 1990. This meeting has been called for the purpose of considering the r following: SPECIAL MEETING AGENDA 1. Ordinance No. 46-90: An Ordinance amending the Code of Ordinances by repealing Sections 174.40, and 174.41 by enacting a new Section to provide for an interim Historic Preservation Board. 2. Appointment of Seven Members to the Interim Historic Preservation Board. ~ Ý/llcJiup; /lCUo/ Alison MacGregor Harty City Clerk BUDGET WORKSHOP AGENDA 1. Overview of Proposed Budget Cutting Measures. [IT' DF DELAA' BEA£H CITY "¡TTORNEY'S OFFICE 3105.1'. 1st STREET, SUITE 4 DFLRAY BEACH, FLORIDA 33483 " 407/243-7090 TELFCOPIER 407/278-4755 MEMORANDUM Date: September 12, 1990 To: Alison MacGregor Harty, City Clerk From: Jeffrey S. Kurtz, City Attorney Subject: Emergency Land Development Board Ordinances I have attached a revised copy of the emergency Ordinance No. 45-90 that was passed by the City Commission at its September 11, 1990 meeting. There had been a typographical error in the caption which has been corrected. In addition, I have attached a copy of an emergency ordinance which will enact an interim Historical Preservation Board nd the Commission is desirous of passing that at a special meeting on September 17 prior to their budget workshop and joint meeting with the CRA. Also, on the special meeting agenda should be the appointment of members to the Interim Historic Preservation Board and I would suggest that we do that in a similar fashion as the Commission appointed the other interim boards. If there are any Historic Preservation Board meetings prior to September 18, they should be re-scheduled for a later date. Should you have any questions concerning this matter, please do not hesitate to contact me. JSK: sh Attachments cc: David Kovacs, Director of Planning and Zoning · -,.---.---- --_.,-"-'~-----_._- _ ,_u_._ -- -----'-.- --- EMERGENCY ORDINANCE NO. 46-90 AN EMERGENCY ORDINANCE OF THE CITY COMMISSION OF THE CITY OF DELRAY BEACH, FLORIDA, AMENDING TITLE XVII, "LAND USAGE", OF THE CODE OF ORDINANCES OF THE CITY OF DELRAY BEACH, FLORIDA, BY AMENDING CHAPTER 174, "HISTORIC PRESERVATION", "HISTORIC PRESERVATION BOARD" , BY REPEALING SECTIONS 174.40, "CREATION; COMPOSITION" , 174.41, "TERMS OF OFFICE", AND 174.42, "ORGANIZATION" ; BY ENACTING A NEW SECTION 174.40, "INTERIM HISTORIC PRESERVATION BOARD", PROVIDING FOR THE CREATION OF AN INTERIM HISTORIC PRESERVATION BOARD HAVING ALL THE POWERS AND DUTIES OF THE HISTORIC PRESERVATION BOARD, PROVIDING FOR THE APPOINTMENT AND TERMS OF MEMBERS OF THE INTERIM HISTORIC PRESERVATION BOARD; PROVIDING A GENERAL REPEALER CLAUSE; PROVIDING A SAVING CLAUSE; PROVID- ING AN EFFECTIVE DATE. WHEREAS, the City of Delray Beach is in the process of revis- ing its Land Development Regulations; and, WHEREAS, it is anticipated that new Land Development Regula- tions establishing a new Historic Preservation Board with revised duties and functions will become effective on or about October 1, 1990; and, WHEREAS, there presently exists a City Historic Preservation Board on which there are large number of vacancies; and, WHEREAS, it is necessary for the orderly transaction of business and processing of land development applications that a Historic Preservation Board function under the City's Code of Ordinances; and, WHEREAS, it is the desire of the City Commission to maintain continuity of the Historic Preservation Board membership during the transition period between the existing and the new land development regulations; and, WHEREAS, it is the intent of this ordinance to deconstitute the existing Historic Preservation Board and create an Interim Historic Preservation Board to operate in its stead; and, WHEREAS, it is necessary to efficiently serve the public the Interim Historic Preservation Board be duly constituted and function in the month of September; and, WHEREAS, the City Commission believes this to be an emergency situation requiring the enactment of this emergency ordinance pursuant to the procedures set forth in Section 166.0413(b), Florida Statutes. NOW, THEREFORE, BE IT ORDAINED BY THE CITY COMMISSION OF THE CITY OF DELRAY BEACH, FLORIDA, AS FOLLOWS: Section 1- That Title XVII, "Land Usage" , Chapter 174, "Historic Preservation", "Historic Preservation Board" , of the Code of Ordinances of the City of Delray Beach, Florida, be, and the same is, hereby amended by repealing Sections 174.40, "Creation; Composition", 174.41, "Terms of Office"; and 174.42, "Organization". - . .__ ~.'_"_ _~__w_ ___ --...----. ---- - Section 2. That Title XVII, "Land Usage" , Chapter 174, "Historic Preservation", "Historic Preservation Board", of the Code of Ordinances of the City of Delray Beach, Florida, be, and the same is, hereby amended by enacting a new Section 174.40, "Interim Historic Preservation Board", to read as follows: Section 174.40. Interim Historic Preservation Board. (A) Pursuant to the authority of the City Charter and Florida Statutes Sec. 163.3174 an Interim Historic Preservation Board is hereby created. Wherever this Code of Ordinances refers to Historic Preserva- tion Board it shall be deemed to refer to the Interim Historic Preserva- tion Board. ( 1) The members of the Interim Historic Preservation Board shall be appointed by the Commission and serve at the pleasure of the Commis- sion. The term of the members shall expire upon the adoption of Ordinance 25-90 or any ordinance of similar import. (2 ) The Interim Historic Preservation Board shall elect its Chairman from among its members and shall create and fill such other of its offices as it may determine to be necessary. (3 ) The Interim Historic Preservation Board shall meet at the call of the Chairman at least once a month which meeting shall be open to the public and shall keep a public record of its resolutions, findings and determinations. The Board may adopt such rules and regulations deemed necessary for the transaction of business. Section 3. That all ordinances or parts of ordinances which are in conflict herewith are hereby repealed. Section 4. That should any section or provision of this ordinance or any portion thereof, any paragraph, sentence, or word be declared by a court of competent jurisdiction to be invalid, such decision shall not affect the validi ty of the remainder hereof as a whole or part thereof other than the part declared to be invalid. Section 5. Pursuant to Section 166.0413(b), Florida Statutes, if approved by a two-thirds majority of the City Commission, this ordinance shall take effect upon first and final reading. PASSED AND ADOPTED in regular session on first and final reading on this the day of , 1990. MAYOR ATTEST: City Clerk First Reading . 2 ORD. NO. 46-90 ~'¡fIIr.', ...""....,',..",h;;,'!t_ ;t-~~<' - ""'--->"':~-!-:-~^~~14-;: ~. . .... <."~~~y~ ,!.~ '''''!î~ [IT' DF DELAA' BEA~~~' .~0 ..._._,........,...'\¡I;,~_~_,,~...... <.;-,~.__> "-:-;i··;·-~,~-(;.-",,,,,;,·-·L·-·-·.;·I:'.."·-__·,'··~"·..." .. . -"'-" '" CITY ATTORNEY'S OFFICE 310 S.E. 1st STREET, SUITE 4 DELRA Y BEACH, FLORIDA 33483 407/243-7090 TELECOPIER 407/278-4755 MEMORANDUM Date: September 11, 1990 To: Commissioner Alperin From: Jeffrey S. Kurtz, City Attorney Subject: Appointment to Interim Historic Preservation Board I would suggest that the Commission go through two motions to appoint members to the interim Historic Preservation Board in a similar fashion as was done for the other interim development boards. The two motions would be as follows: 1. Move to suspend the rules in order to appoint members to the Interim Development Boards. 2. Move to appoint Rose Sloan, C. Spencer Pompey, Pat He~-Golembe , K. Wayne Campbell, Daniel H. Carter, Christine B. Bull, and William V. Ayers as members of the Historic Preservation Board. JSK:sh . . .. [IT' DF DELAA' BEA£H 100 N.W. 1st AVENUE DELRAY BEACH, FLORIDA 33444 407/243-7000 MEMORANDUM TO: Mayor and city Commissioners FROM: David T. Harden, City Manager ~;0 SUBJECT: BUDGET REDUCTIONS DATE: September l4, 1990 Attached is a list of proposed budget reductions and revenue increases. I recommend that the present budget proposal at 7.4 mills be adopted. If further millage reductions must be made, then my suggestions for reducing millage are outlined on the attached page. The level one adjustments would enable us to reduce the millage to 7.2. I strongly recommend that we not make the adjustments which would be required to go below 7.2 mills. I, however, outlined adjustment cuts which could be made. The staff will attempt to develop additional proposals for cutting the remaining $147,634 required to get down to 7.0 mills. The proposal for reducing the millage to 7.2 involves cutting six vacant positions and two positions which are presently filled. The proposal for further reductions to 7.4 mills would require cutting the three filled and three vacant positions listed, as well as other positions as yet unidentified to achieve the remaining $147,634 reduction. DTH:mld Attachments THE EFFORT ALWAYS MATTERS City Manager Recommended Adjustments Level 1 Running Level 2 Running adjustments Balance adjustments Balance ---------------------------------------------------- ---------_.~- ----.------- -----_._--.--- ----------- Total Adjustments Commission and Manager Recommendations (545,502ì (54515Ø2i ADDITIDNAL ADJUSTMENTS: Cperatiünal Adjustmentsi Cancel July 4th Celebration !25,0ØØ) (570,5Ø2) Reduction in Lammi Imprv~ Operations (SJ8??} (576,379) Reduction - City Manager's Contingency (30, '110'11) (6'116,379) ------------ ----------- {b0.8m (6'116,379) Salary Reductions: SUDüort Liaison - Citv Clerk (vacanti (21,0M) (627,383) .. . Office Automation Anal II - Data Process (vacanti m,328) (661,711ì Code EnfDrcement Officer - Comm. IiI!prv {vacanti (24,77ø) (686,481) Recreation Superintendent - Parks (vacan tì (361110) (722,591) Planner Tech II - Planning (vacanti (25,128) (747!720) Engineer Inspector (vacant) {2B,227j (775,947) Abolish Insurance Specialist II (21, øØ2ì (796,948) Abolish PDlice Personnel Specialist (2?,383} (824,331ì Adjustment far Increase in ReĊ¸enUES~ Increase Nuisance Abatement Adm. Fee (8,7001 (833,031ì Adjust Community Imprüv, Revenue Estimates m,805) (865,836) Charge for E. Mt Sa Cooslimables (90,000) (955,836) LEVEL 2 ADJUSTMENTS Communication Superv. Police (new 9'11-911 - r 7 \26,314) (982,1501 Abolish Police Lieutenant - Special Operations - A" (57,539) (1,039,689) Ab~lisÞ M~r¡aÿcmcnt Rvr~ Arlm;n Div (? "os;tionc\ /¿ (146,292:< (1,185,9811 . w ..,,-. ~.~.. _·U ~.... . .~r: '. ".. PI a.nner I - PI anni nÿ (new 90-91ì - ¡4Ll-/.I (27j515' (1,213,4961 Plan Reviewer - Comm. Imprv {vacant} - /,<_l. !28,227) (1,241~723) Compactor truck - Parks and Recreation :'.(. , 140,000) (1! 281! 723) Mil ¡ age ~:ecap; To 71e" Mills 1¡429,357 Adjustments required: 147,634 [IT' DF DELAA' BEA£H FIRE DEPARTMENT .~~,t ) 'V' SEP 14 1990 M E M 0 RAN DUM C·'lfV· Mi\r¡··",~>:: ,,[TI ,M"iA\1l,I, ,} IJi ; TO: DAVID T. HARDEN, CITY MANAGER FROM: KERRY B. KOEN, FIRE CHIEF DATE: SEPTEMBER 14, 1990 SUBJECT: EMERGENCY MEDICAL SERVICE - USER FEE The proposed operating budget includes approximately $71,700 for operating supplies to support the Emergency Medical Service System. These costs, plus administrative overhead, represent expenses related to services directly provided to a specific end user. While these supplies are available to anyone accessing or needing the benefits of the system, the use of these operating supplies is entirely related to the individual requiring assistance. Accordingly, you and the City Commission may wish to consider the implementation of a "user fee" designed to recover these costs. In that regard, I suggest that a two tiered fee structure be created covering both basic and advanced life support incidents. A charge of $25.00 could be assigned to billable basic life support calls and a charge of $65.00 could be assigned to all advanced life support incidents. These fees consider the average amount of supplies, consumables and disposable items, as well as the initial patient assessment and treatment applicable to patients using both levels of service. The use of an average for this purpose represents the spectrum of supplies and services involved, and avoids considerable confusion and extensive record keeping. It would therefore be our intent not to charge patients for specific or individual items. In this manor, the City Commission could review this policy from time to time and make adjustments to the "fee" schedule. No charge will be made if the only service rendered is patient evaluation. FIRE DEPARTMENT HEADQUARTERS. 101 WEST ATLANTIC AVENUE. DELRAY BEACH, FLORIDA 33444 407/243-7400. FAX 407/ 265-4660 . . Memo: E.M.S. Fees Page 2 Based on our most recent annual reporting period, these charges could produce a billable revenue of approximately $159,060. We anticipate that the collection rate will be in the range of 50% for basic life support incidents and 60% for advanced life support calls. In some instances, insurance policies include coverage for pre-hospital care and treatment which would potentially allow the patient to recover this cost. If this insurance coverage proves to be broad enough, we could ultimately do third party billing to minimize inconvenience to the public. This issue will require further analysis. The resulting revenue, if the collection rate is realized, would be approximately $90,411 against chargeable expenses of $89,111. this projected revenue would offset the cost of supplies, overhead, projected program administration, and support the cost of postage, etc. Subject to direction pertaining to the policy itself, I feel that we could be underway with the program within 45-60 days. Billing could either be retroactive to October 1, 1990, or coincide with the actual program start date. If the later option is utilized, a revenue adjustment would be required for the first year. As this would be a new program for the City, the first year would be used to develop trend patterns in order to better forecast future revenues and collection rates, etc. V~ ß. tfØe. . Kerry B. Koen Fire Chief KBKjew Attachment ·, . PROPOSED EMERGENCY MEDICAL SERVICE USER FEES I. REVENUES A. Total B.L.S. Incidents 4020 B. Total B.L.S. Billable Incidents 2010 2,010 X $25.00 per call $50,250. C. Total A.L.S. Incidents 1674 D. Total A.L.S. Billable Incidents 1674 1,674 X $65.00 per call $108,810. --------- TOTAL BILLABLE REVENUE $159,060. E. Collection Projection - B.L.S. - 50% = $ 25,125. F. Collection Projection - A.L.S. - 60% = $ 65,286. -------- TOTAL PROJECTED REVENUE $ 90,411. NOTE: B.L.S. - Basic Life Support A.L.S. - Advanced Life Support II. EXPENSES A. Supplies and Consumables $ 71,721. B. Overhead and Administration (14%) 10,040. C. Billing Costs 1. Postage and Supplies 1,650. 2. Clerical-Person Hours 5,700. (Billing, Customer Inquiries, etc.) --------- TOTAL CHARGEABLE EXPENSE $ 89,111. ~ UR·A FI _u_~, . --- CITY OF DELRAY BEACH CAR ALLOWANCE POLICY PREAMBLE: This policy is intended to minimize the number of city-owned administrative sedans and the record keeping burden for the City and our employees. Internal Revenue Service regulations place department heads of the City in the classification of "control employees." Those regulations further require that the annual lease value plus 5.5 cents per mile for personal use of city-furnished vehicles be reported to the Internal Revenue Service as "in-kind income" for tax purposes. Furthermore, detailed records of vehicle use must be kept to substantiate the extent to which the vehicle is used for business purposes. GENERAL PROVISIONS: The Police Chief and Fire Chief shall continue to be provided with a city vehicle because they are required to frequently respond to emergency situations and their vehicles are not considered to be a taxable fringe benefit in accordance with current law. Other key public safety personnel may also fall in this category, however, such determination will be made on an individual basis. The City Manager, Assistant City Managers, certain department heads and other . specified administrative personnel shall be entitled to a car allowance in accordance with this policy. Employees filling these positions shall be required, as part of the employment contract, to have available and use a four-wheel personal vehicle which meets the following minimum standards established in Florida Statutes Chapter 316: - 1. At least two headlamps; 2. Two tail lamps; 3. Two-stop lamps; 4. Service and parking brakes; 5. One horn; 6. Exhaust system to include a muffler; 7. Manifold pipe and tail piping; 8. Mirror which reflects to the driver a view of the highway for at least two hundred (200) feet to the rear; 9. Front windshield in a fixed and upright position equipped with operable windshield wipers. Any additional requirements above the minimum standards stated above may be added as deemed appropriate by the City Manager. It is the City's desire to equitably compensate employees for expenses incurred in providing official transportation, to protect the City and employees against liability claims and to establish a reimbursement system as administratively simple and convenient as possible. The City recognizes that certain economic trends may change the determination of fair reimbursement. The reimbursement rates by category and usage required will be reviewed on a periodic basis. AMOUNT OF ALLOWANCE BY CATEGORY: There shall be four categories of car allowance with criteria for eligibility as follows: Category 1: The Assistant City Managers, and designated non-public safety department heads who have previously been assigned a city · vehicle, and who maintain significant field responsibility including periodic call-back or attendance at meetings outside normal working hours, shall receive $200.00 per calendar month. The City Manager shall receive the car allowance provided for in his contract. Category 2. Other designated city employees who have previously been a~signed a city vehicle, and who maintain significant field responsibility including periodic emergency call-back or occasional attendance at meetings outside normal working hours; or those designated city employees whose job responsibilities require a vehicle on àn everyday basis, and who average four hundred (400) business miles per month, shall receive $200.00 per calendar month. Category 3: Designated city employees whose job requires the use of a vehicle an average of two hundred (200) business miles per month, and whose job responsibilities require the use of a vehicle at least three (3) days per week, shall receive $lOO.OO per month plus twenty-five ($.25) cents per mile for every business mile driven in excess of four hundred (400) miles per calendar month. Category 4: Other employees utilizing their own personal vehicles for city business shall be reimbursed at a rate of ($.20) cents per business mile. Eligibility for assignment to either Category 2 or 3 shall be based upon documented justification and approved in advance by the City Manager and processed through the payroll system. Payment of any allowance is subject to IRS requirements. _ OUT OF AREA TRAVEL: Employees receiving a car allowance shall still be eligible for reimbursement at the established mileage rate for travel in their personal cars to points located outside Palm Beach County. RECORDS: Employees receiving a car allowance must keep detailed records of the business uses of their personal car for both City and IRS usage. VEHICLE AND EQUIPMENT: The City reimbursement costs are calculated based on the national average ownership and operating costs of a compact car with standard options purchased new and traded after five (5) years, and by using retail prices for gasoline, oil, and repair services. While the City sets standards based on a traditional fleet car, the employee is permitted to select the size, type and age of vehicle suited to personal desires and needs, provided the vehicle allows completion of the required official duties. If the City requires the installation and/or use of any special equipment, radios or temporary identification, all costs associated with providing the equipment, installation, removal and repair of any damages caused will be borne by the City providing a written request is approved by the City Manager prior to the work being completed. · When a personal vehicle used for official business is down for repair, and no other personal vehicle is available for use, the employee may use a city vehicle provided by the City Garage or any other department with an extra vehicle. Under no circumstances, however, shall such use exceed five (5) consecutive work days unless documentation is prepared removing that employee from his car allowance entitlement. INSURANCE: Employees receiving a car allowance for using personal cars for official business are required to maintain property damage and liability, business coverage insurance with limits of $100,000/$300,000/$50,000. A certificate of insurance verifying limits, showing the expiration date of the policy, and naming the City of Delray Beach as an additional insured must be filed with the Risk Manager. The City must be notified thirty (30) days before any cancellation or change of terms, conditions, limitations or company. The policy must cover any personal vehicle driven by the employee and must insure all occupants. The Risk Manager's office is responsible for monitoring insurance requirements. Reimbursement will not be made unless insurance requirements are met. If a personal vehicle is involved in an accident while on official business, the individual's insurance company has primary responsibility. The employee's supervisor must be notified as soon as possible, and appropriate city accident/incident report forms completed and processed in accordance with city policy. '""' When the claim is settled, a request for reimbursement of the deductible paid by the employee, not to exceed $100 for the first accident, $50 for a second accident within a calendar year, and nothing thereafter until one full year of driving without a non-chargeable accident during city business may be submitted by the employee to the City Manager for consideration. If city equipment or supplies are damaged or stolen while properly secured in a personal vehicle, and the employee's insurance denies payment, the City will pay for repair or replacement. TRANSITION: The City continues to give maximum consideration to current employees and will continue to provide any employee assigned a city vehicle the option of continuing to use a city vehicle or converting to the appropriate car allowance category. Upon transfer to another position, termination or retirement, the replacement employee is not automatically entitled to a city-provided vehicle, but each case and classification shall be reviewed on its own merits and approved prior to any employment contract being offered.