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05-12-15 Workshop MinutesWORKSHOP MEETING MAY 12, 2015 A Workshop Meeting of the City Commission of the City of Delray Beach, Florida, was called to order by Mayor Cary Glickstein in the Commission Chambers at City Hall at 6:00 p.m., on Tuesday, May 12, 2015 Roll call showed: Present - Vice -Mayor Shelly Petrolia Deputy Vice -Mayor Alson Jacquet Commissioner Mitch Katz Commissioner Jordana Jarjura Mayor Cary Ghckstein Absent - None Also present were - Donald B. Cooper, City Manager Noel Pfeffer, City Attorney Chevelle D. Nubin, City Clerk Mayor Glickstein 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. Public Comments Mayor Glickstein opened the meeting for public comment on the workshop meeting items. Public: 1. Jim Knight — stated he took pictures of signage and spoke regarding parking meters. He stated parking can be signed much better. Mr. Knight provided photos to the City Commission. He also asked that alleyways be reviewed regarding how deliveries will be made. 2. Scott Porten — spoke regarding parking and meters. He stated he supports staff's recommendations and presentation. Mr. Porten stated that alot of thought has gone into it. he stated the by product is the revenue it generates and it moves traffic off of the Atlantic Avenue. He urged Commission to move forward with this plan. 3. Fran Marincola — discussed parking and spaces and the free hour of parking. He stated this is the third time the Parking Management Advisory Board has recommended not raising the $10 rate. He commented about valet queues and fees. 4. Jim Smith — stated the City Commission is addressing problems and read a statement into record. He recommended an internal auditor position. Mr. Smith stated S.A.F.E. supports adoption of the Parking Management Plan. He also discussed pricing. 5. Cindi Freeburn — stated she is questioning if the city is comfortable with the strategies and goals around this plan. She discussed multi. -modal transportation as well as green modes of transportation, and valets on Atlantic Avenue. She asked Commission to go forward with recommendations that are aligned with traffic studies. 6. Marc Fields stated he remembers the presentation from, last year. He referenced bikes, etc. and discussed a ticket he received, signage and enforcement. He urged the City Commission to come up with a consistent plan. 7. Karen Granger - spoke about parking and stated 2 years ago the Chamber of Commerce talked alot about parking meters. She read comments into record and stated the Chamber is in support of a managed parking plan and provided reasons why. She stated the proposed plan is comprehensive. 8. Pauline Moody — spoke regarding meters and mentioned free parking on Atlantic Avenue. She also stated the parking garages are not being used and it has cost taxpayers money. 9. Diane Burgess - spoke about the amount of money city is about to spend. She urged the City Commission to reach out to the city of Galveston, Texas and to review their parking plan. 10. Alan Costillo — read a statement into record regarding parking management. He asked why parking has not been managed over the last five years. He stated this is about revenue generation and monies will be taken from the businesses and customers who come to visit downtown Delray Beach. 11. Billy Himmelrich — feels strongly that on -street parking should be metered. He stated it is mostly employees who take up parking. He stated he feels the revenue will support infrastructure. He provided comments regarding valet parking. 12. David Cook — stated he attended the Downtown Development Authority meeting yesterday and listened to the parking plan presentation. He stated there are red flags and the numbers don't add up. He stated people will find other parking which will create a whole new set of problems. He referenced comments that were made by some of the Town Hall Lecture Series speakers. 13. Mitzi Kaitz spoke on behalf of S.A.F.E. She discussed round -a -about services and parking during season. 14. Mavis Benson — stated this year has been a challenge for a lot of the merchants especially with the Federal Highway Beautification project and asked the City Commission to gather facts about employees who are parking downtown and discussed signage for parking garages. 15. Unknown - spoke about metered parking and stated she has attended the Town Hall Lecture Series. She stated everything needs to be looked at regarding parking. She stated we will need to start pushing parking further west and discussed meters. 16. Matt Bloomfield feels metered parking is a negative impact to the businesses. 17. Victor Kirson — discussed the Joint Session with the Community Redevelopment Agency (CRA) and Atlantic Crossing. he stated the city has to get this started right. Mr. Kirson also spoke about tennis events, the contract and the Arts Garage. Mayor Glickstem then closed public comments as there were no other speakers. May 12, 2015 2. PRESENTATION OF FY 2014 COMPREHENSIVE ANNUAL FINANCIAL REPORT — CALER, DONTEN, LEVINE, PORTER &. VEIL, P.A. Mr. Scott Porter with the audit firm of Caler, Donten, Levin, Potter & Veil, P.A., an independent auditing firm based in West Palm Beach that audits the financial records of the City, stated they audit the financial reporting and compliance; and presented the results of the fiscal year 2014 audit for the City of Delray Beach. Mr. Porter gave an overview of the financial statements. More specifically, he highlighted financial statements (Pages 17 and 18 — government wide statements). Mr. Porter referenced Page 19 regarding total assets and discussed fund statements. He stated page 18 is comparable to an income statement. The presentation is based on government standards. He also discussed fees that the city charges pertaining to the full cost of services. Mr. Porter stated on Page 21 are notes to the financial statements. He directed the City Commission to Page 56 regarding pension plans and Page 59 regarding net pension liability. He stated it is important to understand how the changes will impact the city. Mayor Glickstein asked if this is based on historical or actual interest rates regarding unfunded liabilities; and how this is being reconciled on the city's sheet. Mr. Porter explained and referenced GASB 68. Vice Mayor Petrolia asked about imputed penalty regarding the 1% rate. Mr. Porter stated this is computed by actuaries. Vice Mayor Petrohn stated this is very disconcerting to her that the city may miss its mark and be penalized. She asked what number the city is looking at. Mayor Glickstein clarified that it is a financial statement imputed penalty not a cash penalty. Mr. Porter discussed required supplementary information on Page 74 and historical data of disclosures. He referenced combining statements on Page 84 and Page 96 regarding statements for General Employee and Police and Fire pension funds. He also discussed the Compliance Section and stated review is based on a sampling of information. He stated there were three significant deficiencies in internal control. He referenced Page 149 regarding federal giants and Page 151 regarding internal controls and compliance as it relates to federal grants. He then spoke about deficiencies with financial statements. Vice Mayor Petrolia asked about debt service payments and interest. Mr. Porter explained what actually happened and stated no additional interest was paid by the City because the bank reversed it. Commissioner Katz asked when the city was made aware that there was no interest to be paid. Mr. Porter stated the City was made aware after this report was made. Mr. Porter discussed the corrective action plan and management letter (Page 161). He stated there is a prior year comment that was updated: the city needs to update its policies and procedures. Mr. Porten stated comments need to be addressed in a 3 year period or it can be reported to the legislature. Commissioner Jarjura asked about the comment on Page 162 regarding updating policies and procedures. She stated since this comment was originally done in 2013, in 2016 it will be reported to legislature. Mr. Porter replied that yes it will be reported. Vice Mayor Petrolia referenced the comments made about parking meters in 2014. 3 May 12, 2015 Nit. Porter referenced the 2014 Financial Highlights Brochure. Mayor Glickstein spoke about the capital asset valuation (Page 17) and asked if it is high or low in comparison to other cities. In addition, Mayor Glickstein commented regarding the Facilities Audit. Mr. Porter stated these numbers are not indicative of the current value of the city's assets. Mayor Glickstein stated it would be helpful to Have the report sooner than May. He asked what the reason is for the six month lag. Mr. Porter stated there were staff changes and the wait for the reports from the other agencies. He stated they cannot move forward with finalizing the city's audit report until the Police and Fite Pension Board finalizes their audit report. Mayor Glickstein spoke regarding the golf courses and investment policy. He spoke regarding the custodian of the Police and Fire Pension Board. He also asked if the CAFR is transmitted to anyone. Mr. Porter stated it is filed with EMMA and rating agencies pull them down. Mt. Jack Warner, Chief Financial Officer, discussed the CAFR being transmitted. Mayor Glickstein asked that the follow up language about the interest payment be transmitted as well. Vice Mayor Petrolia asked when will the city receive the report next year and can the city receive the reports from the others earlier. Mr. Donald B. Cooper, City Manager stated the city does not control the Police and Fire Board audit. Mr. Warner stated that he has previously made the motion for Caler, Donten, Levin, Porter & Veil, P.A. to provide the audit and it has failed each time. Mr. Warner stated the Police and Fire Board has a audit different schedule. The City Commission asked Mr. Noel Pfeffer, City Attorney to look into this. Vice Mayor Petrolia asked that Mr. Warner get a due date for the Police and Fire Board report. She asked why there is not a reserve analysis in the CAFR. Discussion ensued regarding a reserve analysis. Vice Mayor Petrolia referenced Page 40 and asked a question about the general fund. She also referenced Page 136 regarding delinquent tax collection and asked what is the city not collecting. Mr. Potter discussed accounting records controlled by the city and those that are not i.e. tax records of the Property Appraiser. Vice Mayor Petrolia asked where the Auburn balance ($4.139 million of note receivable) is recorded. Mr. Porter stated it is in the financial statements Page 74. Vice Mayor Petrolia asked what happened regarding law enforcement and did we over budget. She stated she would like to hear an explanation regarding the overage. City Manager Cooper stated this has to do the contract. Commissioner Jar*a spoke about the non -departmental number for Auburn and asked about the money in the General Employees' Pension fund. Mayor Glickstein commented regarding the rating agencies. 4 May 12, 2415 Commissioner jarjura stated it is significant to now have to report unfunded pension liabilities. She asked in terms of recommendations for deficiencies who will be in charge of monitoring the cure of the deficiencies; and asked if the City Commission can be provided reports regarding the cure of deficiencies. City Manager Cooper stated he and Mr. Warner will monitor the cure deficiencies. 3. DISCUSSION REGARDING COMPREHENSIVE PARKING MANAGEMENT PLAN Mr. Scott Aronson, Parking Management Specialist, introduced Bruce Gimmy, Chair of the PMAB, provided background information from the 1990's regarding parking. Mr. Gimmy discussed previous parking studies and the formation of the parking committee, the mission statement and the initial installation of meters on east Atlantic Avenue in 2003. He thanked the City Commission for the opportunity to serve on the PMAB. Mayor Glickstein thanked him and asked him to thank the other members for their work on the plan. Mr. Randal Krejcarek, Environmental Services Director, stated the goal is to take the City Commission through a comprehensive parking plan. He discussed the advantages of managed parking and stated staff is here to get detection regarding the establishment of policies: does the city want to manage parking, will it be fee based, operational model/technology, employee parking program, valets, taxi stands, trolleys, signage, and beach area neighborhood parking program, etc. Mr. Krejcarek highlighted the PMAB recommendations regarding parking, hours and fees. He also discussed estimated revenues, capital expenditures and annual expenditures. He provided a financial summary and discussed the revenue the city is currently receiving. He referenced technology and types of access control. Mr. Ktejcarek discussed the provision of employee program. He showed a map of different lots for employees to park. He discussed the valet ptogram: single or multiple operators, space allocation on east Atlantic Avenue, cost per space if market rate, removing the $10 cap. He stated PMAB recommended no changes to the valet program and suggested to leave it alone. He stated taxi stands needs to be addressed and showed map of a new trolley route (garages to SR A -1-A). He stated this is a new route in addition to other routes. Mr. Krejcarek spoke about signage, new wayfinder signs, and colored signs with high visibility, etc. he also highlighted proposed signage corridors. The Beach Neighborhood Residential Permit Program was discussed. Mr. Krejcarek discussed utilization of net revenues; and illustrated what could be spent and where in Beach area and Core area. He stated staff is requesting direction and stated estimated implementation is 18 months. Mr. Cooper stated this is about choices in order to achieve the ultimate goals of the community. He stated this plan is not inclusive of all of the issues that can arise. Mayor Glickstein thanked Mr. Krejcarek for the presentation and stated he appreciates staff time spent on the plan. The City Commission asked questions about the plan: Deputy Vice Mayor Jacquet asked what is the total cost for installation of meters. 5 May 12, 2015 Vice Mayor Petrolia asked regarding the annual expenses how many positions does the $860,000 entail. Mr. Krejcarek stated this is for in house. Vice Mayor Petrolia also asked what is the city spending the current expenses of $890,000 for. Mayor Glickstein inquired about the annual expenses of $1.7 million. Commissioner Katz questioned cost of meters of $2.1 million and asked if staff has looked at smart parking and the app technology. Deputy Vice Mayor Jacquet asked where the number of $2.1 million came from; and asked about golf cart and scooter parking. Commissioner Jarjura asked why taxi stands have not been implemented before now. Commissioner Katz inquired about designated trolley stops. Mayor Glickstein asked why the hours are capped at 8:00 p.m. on the beach and not 10:00 pm; was there a structural impediment. He also mentioned the core revenue and bed tax. He referenced the 2009 number and stated he would expect the number to increase dramatically. Mayor Glickstein discussed outsourcing and stated certain vehicles and supplies costs would not be needed. He asked about multi space meters. Commissioner Katz commented regarding the employee parking cost of $20 per month and stated the employer is going to pass this charge to the employee. He asked if the PMAP has looked at other options for free parking and just paying for closer parking. Mayor Glickstein discussed total parking and stated it is adequate for everyone: the problem is allocation of it. He asked if citing taxis is a part of the ordinance now. He asked about the trolley going up and down A1A. Mayor Glickstein also discussed signage west of Swinton Avenue directing people to the bypasses. Commissioner Jarjura suggested having people park in the garages for the beach to remove cars from Atlantic Avenue. Mayor Glickstein discussed signage on mast arms. Commissioner Jarjura discussed the elimination of excessive signage through smart parking apps. Deputy Vice Mayor Jacquet stated this is about management versus money. He discussed parking meters and why he has always opposed them in the downtown. He stated raising revenue is not going to solve the problem. Deputy Vice Mayor Jacquet stated to move forward there are things that the city has to do about the issues that the city has. He discussed the core area, golf cart/scooter parking and trolley stops. He stated he would love to see a bike sharing program with Human Powered Delray and S.A.F.E. 6 May 12, 2015 Vice Mayor Petrolia stated she is concerned with having meters in downtown area. She stated the formula they have been given does not address this. She discussed parking in front of valet stands and certainn fees for parking. Vice Mayor Petroha stated she feels there are some things missing and the goal has not been achieved with these numbers. Mayor Glickstein stated the whole goal is you pay for the convenience of parking. Vice Mayor Petrolia stated the smallest of things have not even been completed yet. She stated the city should start small and smart. She also spoke about the employee parking plan; and suggested finding certain spots like the top of the garage as free parking on a first come/first serve basis. She stated then there would be more eyes in the garages thus making them safer. Vice Mayor Petrolia also commented about signage. Commissioner Jarjura stated the employee parking is being made too complicated and feels they should have to pay for convenience like everyone else. She stated staff did a great job but referenced not having data regarding pricing. She discussed length of parking and stated the numbers and revenue is off but she understands this is a concept. Commissioner Jarjura discussed a pilot program regarding smart parking and enforcement aspects. She stated this would cut staffing and create users of the app. In addition, she stated this is to alleviate traffic congestion. She stated the whole point is to drive cars off of Atlantic Avenue faster. She stated the city has to analyze what the needs are before implement meters and any parking plan should have multi -modal hubs in areas we are driving people to. She also discussed resident parking passes. Commissioner Katz thanked PMAB for the work they put into this. He stated do some things right first. He stated he does not know if the city needs meters yet. He suggested doing easy fixes i.e. signage, simple enforcement. He asked if staff has analyzed what hiring staff to do this will cost. He stated start with the meters the city has and update them with the smart app technology. He also commented about beach permits on the app. Commissioner Katz suggested that Commission give staff certain priorities and for them to come back with RFPs. He discussed spots for golf cart parking in the west area. He reiterated the need for enforcement on Atlantic Avenue. Mayor Glickstein stated people pay for convenience. He referenced urban areas and managed parking and raising revenue. He discussed uses for monies that would be raised i.e. in the beach area and freeing up money in the general fund for other things. Mayor Glickstein commented that nostalgia does not pay the bills and free parking is an illusion. He stated nothing is getting done and were not fixing what we have. Commissioner Jarjura stated this would be a dedicated fund to do the projects/improvements the residents are asking for and spreading the cost to visitors versus all on the residents. Commissioner Katz stated this seems like a revenue plan. He stated he supports the parking plan only if there is an -affordable/ free option for residents. Discussion ensued regarding parking, the downtown area, revenues. Mayor Glickstein stated he concurs with the Enterprise Fund concept. Commissioner Jarjura reiterated parking app smart technology. She stated this has to be looked at as a partnership. 7 May 12, 2015 Vice Mayor Petrolia discussed parking and asked what has been done with the parking money that is coming in now. She stated the risk is far greater with parking meters. She suggested doing the things the city can do without increasing meters. Commissioner Katz asked what the current revenue is for the beach. Mayor Glickstein asked why the area between Swinton and the Intracoastal is so unique regarding parking when compared to other cities. Three of the Commission Members did not support a pay for parking program (3) and two Commission members supported the pay for parking program. Commissioner Katz reiterated that he does not support the proposed parking program as it is. The Commission then provided direction to staff as follows: Regarding Managed parking, the Commissioner supports some type of parking program regarding the beach area. Regarding the Operational Model Approach, there was consensus to have staff look at outsourcing; and other modals of transportation regarding scooters and golf carts. Regarding the Employee Program, the Commission would like to move employee parking off of Atlantic Avenue. Regarding the Valet parking, there was consensus to leave the valet program as it is now. Commissioner Jarjura inquired about having one contract regarding valet parking versus having multiple contracts with multiple vendors. Commissioner Jacquet left the dais and the meeting at 10:26 pm. 4. COMMISSION COMMENTS Commissioner Katz stated he would like to see more oversight regarding Atlantic Crossing and that whatever agreements axe created i.e. development or settlement agreements to have the attorney that was chosen by the City Commission review the agreement before the City Commission would vote on it. City Commission discussion ensued with staff regarding Atlantic Crossing developer's agreement and settlement agreement. The City Attorney provided a status report and clarified the task that the City Commission has given him regarding special counsel. He also discussed timeframes. 8 May 12, 2015 Commissioner Katz requested that the City Manager and City Attorney evaluations be moved to the ,June 2, 2015 Regular City Commission Meeting. He also discussed an email that was sent by a city employee to a resident and stated he hopes it was addressed. Discussion ensued amongst the City Commission regarding the email. Vice Mayor Petrolia provided a list of open items to the City Manager. Mayor Glickstein inquired about the status of beach area invasives removal and asked who this is delegated to. He also commented regarding replanting after the invasives are removed. In addition, he asked how the city is implementing the Beach Area Master Plan and who is managing this and asked that the City Commission be provided with a timeframe. City Manager Cooper stated staff will have a meeting next week to formulate plan. Mayor Ghckstein adjourned the Workshop Meeting at 10:53 p.m. City Clerk ATTEST: The undersigned is the City Clerk of the City of Delray Beach, Florida, and the information provided herein is the Minutes of the Special/Workshop Meeting of the City Commission held on Tuesday, May 12, 2015, which Minutes were formally approved and adopted by the City Commission on May 20, 2015. �'�) . \'' \4Q-X�- 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. May 12, 2015