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11-10-15 Workshop Meeting MinutesRoll Call: Present: Vice Mayor Shelly Petrolia Commissioner Mitchell Katz Commissioner Jordana Jarjura Mayor Cary Glickstein Absent: Deputy Vice Mayor Alson Jacquet Also Present: Donald B. Cooper, City Manager, Noel Pfeffer, City Attorney, and Chevelle D. Nubin, City Clerk. Pursuant to Section 3.12 of the Charter of the City of Delray Beach the Mayor has instructed me to announce a Workshop Meeting of the City Commission to be held for the following purposes: WS.1 15-230 PRINCIPLES FOR LONG-TERM FINANCIAL PLANNING Attachments. Principles for Lona -Term Financial Planning Presentation Mr. Donald B. Cooper, City Manager, introduced this item. He referenced page three (3) of the handout and stated staff will present Levels of Service (LOS) from all departments to the City Commission for approval in the first quarter of 2016. He stated based on the City Commission's approval, the LOS will drive each individual department's budget as well as what will be required. Mr. Cooper reiterated that staff will try to operate as efficiently as possible. He highlighted the five (5) basic principles for the LOS and stated his goal is to move the city to a more deliberative process. Mayor Glickstein stated this is self evident and if the City Commission consistent in what was expressed at the Goal Setting session and viewing the LOS through the lens of the 3 primary goals, the LOS will drive the budget. He stated that the City Commission needs information to know City of Delray Beach Page 1 Printed on 1112312015 Cite of Delra Beach `J y 100NW1atAvenue- "" Delray Beach, Florida 33444 Minutes - Final Phone: (561) 243-7000 - Fax: (561) 243-3774 www. mydelraybeach.com City Commission Mayor Cary Glickstein Vice -Mayor Shelly Petrolia Deputy Vice Mayor Al Jacquet Commissioner Jordana Jarjura Commissioner Mitchell Katz Tuesday, November 10, 2015 6:00 PM Delray Beach City Hall Workshop Roll Call: Present: Vice Mayor Shelly Petrolia Commissioner Mitchell Katz Commissioner Jordana Jarjura Mayor Cary Glickstein Absent: Deputy Vice Mayor Alson Jacquet Also Present: Donald B. Cooper, City Manager, Noel Pfeffer, City Attorney, and Chevelle D. Nubin, City Clerk. Pursuant to Section 3.12 of the Charter of the City of Delray Beach the Mayor has instructed me to announce a Workshop Meeting of the City Commission to be held for the following purposes: WS.1 15-230 PRINCIPLES FOR LONG-TERM FINANCIAL PLANNING Attachments. Principles for Lona -Term Financial Planning Presentation Mr. Donald B. Cooper, City Manager, introduced this item. He referenced page three (3) of the handout and stated staff will present Levels of Service (LOS) from all departments to the City Commission for approval in the first quarter of 2016. He stated based on the City Commission's approval, the LOS will drive each individual department's budget as well as what will be required. Mr. Cooper reiterated that staff will try to operate as efficiently as possible. He highlighted the five (5) basic principles for the LOS and stated his goal is to move the city to a more deliberative process. Mayor Glickstein stated this is self evident and if the City Commission consistent in what was expressed at the Goal Setting session and viewing the LOS through the lens of the 3 primary goals, the LOS will drive the budget. He stated that the City Commission needs information to know City of Delray Beach Page 1 Printed on 1112312015 City Commission Minutes - Final November 10, 2015 what they have to work with regarding changes in the Capital Improvement Program (CIP), revised interlocal agreement with the Community Redevelopment Agency (CRA), etc. Vice Mayor Petrolia referenced the tax rate and the LOS. She commented regarding raising the LOS to match the tax rate the city has. Mr. Cooper stated hopefully staff wants to get to a position to where the tax rate can be reduced. He stated he is trying to create a mutually shared expectation. Commissioner Jarjura stated some of the departments should be self sufficient. She stated in some instances the city cannot maintain what it has and the tax rate be lowered. She asked for clarification. Mr. Cooper referenced possible goals and stated he will identify what is realistic and what is not. He reiterated that the City Commission will have to make the policy decisions. Mayor Glickstein stated there is low hanging fruit that does not cost anything. He stated those should be handled quickly. He referenced a time of assessment and action regarding the way we are delivering levels of service. WS.2 15-231 BUILDING A FINANCIALLY SELF-SUSTAINING CITY OF DELRAY BEACH Attachments: Ten Year Financial View Presentation Mr. Jack Warner, Chief Financial Officer, stated this process began several months ago with him and the City Manager. He stated the objective is consistent with what the City Manager stated at the Goal Setting session and staff is following those principles. Mr. Warner stated this is presentation is very different from previous analyses presented to the City Commission and referenced Levels of Service. In addition, he presented a current financial view regarding growth and spending being restructured. He stated this is not a forecast but a pro forma analysis: exploring financial consequences of policy options. Mr. Warner identified a base case and five (5) policy options. Commissioner Jarjura asked about repair and replacement, maintenance and new capital projects. Vice Mayor Petrolia asked what would not be a new repair and replacement. Mr. Warner further highlighted each option: Option 1: Economic Development City of DelrayBeach Page 2 Printed on 1112312015 City Commission Minutes - Final November 10, 2015 The Mayor stated we are talking about two aspects of growth. Mr. Warner spoke regarding assessed value and revenues. Discussion ensued between the City Commission and staff regarding growth, stagnation and things beyond the city's control. Vice Mayor Petrolia asked if staff has taken into consideration everything that is going on regarding the projects going forward. Option 2: Redeploy Community Redevelopment Agency (CRA) support revenue: Mr. Warner discussed this and stated this is the most difficult option to implement. He referenced a formula, boundaries and the CRA board. Commissioner Katz asked when figuring out the options regarding the CRA how much of the economic development (projects) is being taken into consideration. Vice Mayor Petrolia inquired about road changes and $5 million in downtown projects. Option 3: Increase non ad valorem revenues: Mr. Warner spoke regarding franchise fees/licenses/permits, parking, charges for services, fines and forfeits. He stated there are opportunities for enforcement regarding fines and forfeits; these may be among the easiest things to do. Option 4: Reduce grants/donations spending. He stated this is a relatively small number. Vice Mayor Petrolia asked if the library and the archiving is a part of this number. Option 5: Increase productivity. He stated this option deals with the expenses. Mr. Warner stated the assumption is that the city will make an additional productivity gain of approximately two percent (2%). Mayor Glickstein stated this could be achieved by not filling positions. Vice Mayor Petrolia asked for clarification regarding the number of persons. Mayor Glickstein stated this is the place to start focusing and commented about what it may require. Clty of Delray Beach Page 3 Printed on 1112312015 City Commission Minutes - Final November 10, 2015 Commissioner Jarjura commented regarding combining options and loss. Vice Mayor Petrolia stated productivity options will carry into the future. Mr. Warner referenced page 13 of the presentation and stated it is a summary list. Commissioner Jarjura asked about Option 1. Mayor Glickstein stated this was very helpful. He referenced Options 3, 4, and 5 and stated this is 50%. He referenced Option 1 and stated it is a bit of a double count. He asked regarding the CRA what is the maximum change the city can make without affecting the TIFF. Mr. Warner stated he and the City Attorney will have to work together on this. Mayor Glickstein stated Option 2 will have to be tested before the city can do that. Commissioner Jarjura stated she would like to see an analysis done for shrinking the CRA borders. Mr. Warner stated Mr. Jeff Costello, CRA Executive Director, has his team working on a border analysis. Mr. Costello stated the City Commission should have already been contacted by Chris Wallace who wants to interview the Commission. The City Manager stated he has an upcoming meeting with Mr. Wallace. Commissioner Katz stated reconstituting the board is not the only option to this. He stated more communication directly with the CRA is what is needed. The City Manager stated he and Mr. Costello met regarding setting up a meeting possibly an hour prior to a regular meeting next month. Commissioner Katz stated quarterly meetings with the CRA can be scheduled in advance when the City Commission meetings are set. Vice Mayor Petrolia asked how is spending determined within departments. She stated each year the city is increasing spending. Mr. Warner mentioned productivity and stated the city is looking at process reengineering. Mr. Cooper stated he has been asking what we are doing, why are we doing what we are doing and why: is there a return on investment (ROI). Mayor Glickstein stated the way we talk about things is important. He stated it should be how we do different work with less people. He stated City of Delray Beach Page 4 Printed on 1112312015 City Commission Minutes - Final November 10, 2015 this is a great first step. It was the consensus of the Commission that the presentation was helpful. WS.3 15-221 DISCUSSION REGARDING THE SIDEWALK CAFE ORDINANCE Attachments: Sidewalk Cafe Presentation Mr. Michael Coleman, Community Improvement Director, introduced this item and thanked the Mayor and Commissioner Jarjura for meeting with his staff. He stated staff is seeking direction and clarification from the City Commission. Ms. Janet Meeks, Assistant Community Improvement Director, conducted a PowerPoint presentation. She referenced Land Development Regulations (LDR) Section 6.3.3. and stated this is the section of Ordinance where staff is having a problem regarding regulation. She stated there are different interpretations within staff. Ms. Meeks stated the second section the are having issues with is the establishment of sidewalk cafe adjacent to a travel lane or on -street parking. She referenced multiple photos to illustrate the various sidewalk cafes. Commissioner Jarjura referenced Salt Ts site plan and asked where is the outdoor seating. Ms. Meeks explained the frontage and the sidewalk. Mayor Glickstein and Commissioner Jarjura asked where their property line is. Mayor Glickstein stated that there probably was not a parking analysis completed. He stated it is important to understand where the property starts and stops. Commissoner Jarjura reiterated it is important to know where public and private right of way is. Ms. Meeks stated there has been a lack of enforcement over the years. Vice Mayor Petrolia asked why the Coffee District cannot move their outdoor dining over. Mr. Coleman stated due to a raised elevation it cannot be moved. Ms. Meeks stated they have received numerous waivers regarding sidewalk cafes. Mayor Glickstein asked what is the difference between the others and the Coffee District. Ms. Meeks stated it would be on -street parking. City of Delray Beach Page 5 Printed on 1112312015 City Commission Minutes - Final November 10, 2015 She also referenced photos of sidewalk cafe's on private property. Ms. Jarjura stated the city should not regulate private property since the properties have to comply with the Americans with Disability Act (ADA) regulations. The City Commission reiterated that Code Enforcement should not be regulating private property: that is between landlord and tenant regarding ADA compliance. Vice Mayor Petrolia stated the double stacking on Atlantic Avenue is an issue. Commissioner Katz asked if staff spoke to the owners regarding what is allowed for sidewalk cafes. Mayor Glickstein reiterated that certain places cannot meet the clearance. He commented about restaurants east of the bridge and stated they do not get as much foot traffic as restaurants west of the bridge. Commissioner Katz suggested more of a concrete code process. Mr. Coleman asked about Fat Rooster and them having tables on both sides. The City Commission stated there should be no tables on the corners. Regarding LDR Section 6.3.3, the City Commission reiterated that private property should be eliminated from the definition regarding Sidewalk cafes. Mr. Stillings, Planning and Zoning Director, spoke about use area and assigned parking. Commissioner Jarjura stated that the Commission needs to know which cafes were a part of the site plan for businesses. Discussion continued between the City Commission and staff regarding regulation and related situations. Mr. Noel Pfeffer, City Attorney, provided a summary of the City Commission discussion into three principles: 1. No regulation of sidewalk cafes on private properties, potential grandfather clause 2. Outside of the Atlantic Avenue envelope: Intracoastal, Swinton and 1 st including Pineapple Grove and east of the bridge, restaurants with at least a six (6) foot clearance can have tables and chairs on both sides. City off)elrayBeach Page 6 Printed on 1112312015 City Commission Minutes - Final November 10, 2015 WSA 15-259 3. Inside of the zone: Swinton, Intracoastal and 1st if the restaurant has at least six (6) foot clearance, the restaurant can pick which side the tables are on; with seven (7) feet the restaurant can place tables on both sides. Regarding corners, the restaurant cannot have tables on both sides. If it is a through street/travel lanes, no front AND side tables. Mr. David Scott, Assistant City Manager/Operations, stated staff will bring back a report to the City Commission after mapping what was discussed on GIS. Mayor Glickstein stated he would like to see an indemnification clause in every agreement at the corporate level if they are using the right of way and the city should be named as an additional insured. The City Attorney discussed what the city now requires as part of the agreements. Commissioner Katz asked about the Office restaurant and enforcement. He stated on a Friday or Saturday night it is impassable. The City Commission discussed the Pine Grove area -the Coffee District. Vice Mayor Petrolia stated the concern is a safety issue and it cannot be moved over because there is a slope. The Commission stated this would be a good example for a waiver due to it having a unique constraint. Vice Mayor Shelly Petrolia congratulated Ms. Meeks on her new position. Commission Comments: Commissioner Jarjura thanked Code Enforcment for addressing issues. She asked about an update regarding the lobbying contract and which projects will be the focus. Commissioner Katz stated on Friday Atlantic Community High School (AGNS) will be entering the playoffs against Wellington and commented regarding seating for the playoffs. He also commented regarding the dunk tank and stated it was alot of fun. He mentioned the different events going on this past weekend and suggested that communication be held regarding events. He stated he met with some staff persons prior to the meeting and stated he would like to see the senior level staff incentivize their lower level staff to go above and beyond. He suggested that the City Commission recognize those staff members and stated this would help morale. City of Delray Beach Page 7 Printed on 1112312015 City Commission Minutes - Final November 10, 2015 Vice Mayor Petrolia spoke regarding parking in the beach area and asked that the signage be changed to reflect what was approved. The City Manager stated staff is dealing with this. She stated the Sister Cities dinner was an incredible night of bonding: kudos to the Sister Cities organization, David Schmidt and Tony Durante. Mayor Glickstein spoke regarding the notices about project holiday and thanked Delores Rangel, Executive Assistant to the City Commission, and her team. He stated the Veterans Day parade is tomorrow and over 14 WWII veterans will be there including Lt. General Ely and urged everyone to attend. The meeting was adjourned at 8:31 p.m. by Mayor Cary Glickstein. VX City Clerk ATTEST: ,� Mayor 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, November 10, 2015, which Minutes were formally approved and adopted by the City Commission on November 17, 2015. City Clerk City ofDelray Beach Page 8 PnWed on 1112N2015 City Commission Minutes - Final November 10, 2015 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. City of Delray Beach Page 9 Printed an 1112312016