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09-12-06 Agenda Spec/WS CITY COMMISSION CITY OF DELRAY BEACH, FLORIDA WORKSHOP - TUESDAY. SEPTEMBER 12, 2006 6:00 P.M. FIRST FLOOR CONFERENCE ROOM !>~L~~ B~p~ tIad All-AnBtcaClly lll1J! .~ ~ 1993 2001 The City will furnish appropriate auxiliary aids and services where necessary to afford an individual with a disability an equal opportunity to participate in and enjoy the benefits of a service, program, or activity conducted by the City. Contact Doug Smith at 243-7010, 24 hours prior to the program or activity in order for the City to reasonably accommodate your request. Adaptive listening devices are available for meetings in the Commission Chambers. SPECIAL MEETING AGENDA Pursuant to Section 3.12 of the Charter of the City of Delray Beach, Mayor Jeff Perlman has instructed me to announce a Special Meeting of the City Commission to be held for the following purposes: 1. AMENDMENT TO THE SOLID WASTE FRANCHISE AGREEMENT /WASTE MANAGEMENT: Consider approval of Amendment No. 2 to the Solid Waste and Recycling Collection Franchise Agreement. WORKSHOP AGENDA 1. Presentation of Community Redevelopment Agency (CRA) Budget 2. US 1 Corridor Study Presentation - Kimley Hom 3. Delray Beach Web site Redesign 4. Communications and Marketing Proposal 5. Creative City Collaborative Budget 6. Discussion regarding FY 2006-2007 Budget Issues 7. Wayside House Funding Request 8. Commission Comments ............................................................................... 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. ~ [ITY DF DELIA' BEA[H CITY ATTORNEY'S OFFICE 200 NW 1st AVENUE' DEL RAY BEACH. FLORIDA 33444 TELEPHONE: ':;6! /2-U-70l)() . FACSIM ILE: ':;61/278-475':; DELRAY BEACH ~ All-America City Writer's Direct Line: 561/243-7091 , III I! DATE: MEMORANDUM September 8, 2006 1993 2001 FROM: City Commission David Harden, City Manager h-,-..~ Brian Shutt, Assistant City Attorney TO: SUBJECT: Amendment to the Solid Waste Franchise Aqreement with Waste Manaqement Waste Management, currently, collects residential vegetative waste, for the entire City, on the first garbage collection day (Monday, Tuesday and Wednesday) as it is required by the franchise agreement. Waste Management (WM) has requested an amendment to the franchise agreement to allow them to pick up vegetative waste on both garbage collection days rather than the first collection day, see Exhibit "B" to the proposed amendment. Each residential property will still have one vegetative collection day, however, WM will now have 6 days to pick up vegetative waste through the City rather than 3 days. The vegetative collection shall now coincide with the bulk waste collection. The Community Improvement Department has worked with WM to finalize the days of collection as shown on the exhibit. WM shall provide notice to the residents of the City affected by this Amendment. The City has also requested WM to collect trash at each one of the City's newly installed bus shelters. Waste Management has agreed to collect the trash once a week at a cost of $13.00 per week per site. Please place this item on the September 12, 2006 City Commission agenda. Please call if you have any questions. Attachment cc: Chevelle Nubin, City Clerk Lula Butler, Director of Community Improvement SP. I AMENDMENT NO.2 TO SOLID WASTE AND RECYCLING COLLECTION FRANCHISE AGREEMENT DATED SEPTEMBER 20,2001 THIS AMENDMENT NO.2 to the Solid Waste and Recycling Collection Franchise Agreement dated September 20, 2001 is made this _ day of 12006 by and between the CITY OF DELRAY BEACH (the City) and WASTE MANAGEMENT INC. OF FLORIDA ("WM"). WITNESSETH: WHEREAS, the City and BFI Waste Systems of North America (" BFI") entered into a Franchise Agreement dated September 20, 2001, to provide for the collection of solid waste and recycling materials within the City (the " Agreement"); and WHEREAS, pursuant to Amendment No.1 dated September 29,2003, the City consented to an assignment from BFI to WM of the Agreement together with modifications to the term, indemnification provisions and other provisions; and WHEREAS, the parties desire to further amend the Agreement to expand the collection of Curbside Residential Vegetative Waste to six days per week and to provide for the collection of waste from public transportation shelter receptacles; and NOW, THEREFORE, in consideration of the covenants contained herein and for other good and valuable consideration, the receipt and sufficiency of which is acknowledged, the parties agree as follows: 1. The recitations set forth above are incorporated herein. 2. All capitalized terms shall have the meanings set forth In the Agreement as amended unless the context requires otherwise. 3. Section 4(A)(1), of the Agreement is hereby amended to provide that Curbside Residential Vegetative Waste collection shall occur as set forth on the attached Exhibit "B" to this amendment. This modification shall be effective October I, 2006. 4. New Section 46 is added: 46. City Service. Commencing July I, 2006, WM shall collect, at least once a week, and dispose of Garbage and Trash deposited in public transportation shelter receptacles listed on Exhibit" A" and incorporated herein. The City shall pay Contractor $13.00 per site per collection per week. This rate shall be subject to adjustment pursuant to Section 6 and Exhibit II. Contractor shall bill the City monthly in arrears for such service. 5. This Amendment No.2 together with the original Agreement and any written amendments hereto, constitute the entire Agreement between the parties relating to the subject matter hereof. It is the final expression of agreement between the parties, thus, neither party shall be entitled to rely upon 2 any conflicting oral representations, assurances, claims or disclaimers, made either prior to or simultaneous with the execution of this Amendment. 6. Except as expressly modified in writing herein or as modified by subsequent written amendments, all other terms and conditions of the original Agreement and any amendments thereto survive this Amendment and are deemed to be incorporated herein and are binding on the parties. IN WITNESS WHEREOF, the parties have executed this Amendment to the Solid Waste and Recycling Collection Franchise Agreement on the day and year first hereinabove written. A TIEST: CITY OF DELRA Y BEACH, FLORIDA By: City Clerk Jeff Perlman, Mayor Approved as to legal form and sufficiency: City Attorney 3 WITNESSES: L?~~ . ~ - /3~z,f/c . ~~ ~E ~$ffi tr;t~~ (Name printed or typed) WASTE MANAGEMENT, INC. OF FLORIDA (Corporate Seal) STATE OF ~1l:)f1 COUNTYOF~~ ~ing instrument was acknowledged before me this ~ day of , 200~ by ~~~~DE , as ~1CJe.~t.:pl::.t-:h- (name of officer or agent, title of officer or agent), of ~mftl)A~J,)-r:rk't:.fF~t>Jl(name of corporation acknowledging), a ~l.DA (state or place of incorporation) corporation, on behalf of the corporation. He/She is personally known to me or has produced (tYpe of identification) as identification. ~~ Signature of Person T 'ng Acknowledgment Name Typed, Printed or Stamped 4I"'~~ SUSAN CHRISTA JOHNSON It-.. . * MY COMMISSION 4 DO 477049 oe; EXPIRES: January 29,2010 "4'CIF p..f/I-~'" 80aded TIIIU BIIlIget NIltiIy Serv~ 4 SHELTER # LOCATED ON INTERSECTION QUADRANT STOP# 1 Swinton Avenue Atlantic Avenue NE 6452 2 Congress Avenue Lake Ida Road SE 790 3 Lake Ida Road Congress Avenue SE 7316 4 N E 1 st Street NE 5th Avenue NW 7617 5 West Atlantic Avenue NW 1 st Avenue NW 7619 6 West Atlantic Avenue SW 2nd Avenue SW 7677 7 SW 12th Avenue SW 4th Street NW 7111 8 SW 12th Avenue Auburn Drive SW 7112 9 West Atlantic Avenue Whatley Rd.(Opp. Delray Square) SE 7429 10 N. Swinton Avenue Lake Ida Road SW 6358 11 Lindell Boulevard Egret Circle NW 7342 12 SW 10th Street Congress Avenue SE 6374 *13 NW 5th Avenue NW 2nd St. (MLK Dr.) SW 7323 *14 SW 5th Avenue West Atlantic Avenue SW 7324 15 SE 5th Avenue (US1) Atlantic Avenue SW 210 16 SE 6th Avenue (US1) SE 1 st Street NE 7681 17 SW 10th Street SW 11th Terrace SE 6437 18 Swinton Avenue SE 10th Street NE 6447 19 West Atlantic Avenue SW 10th Avenue SE 7673 20 West Atlantic Avenue NW 8th Avenue NW 7622 21 SW 10th Street SW 10th Avenue NE 6529 22 SE 5th Avenue (US1) SE 10th Street SW 215 23 Federal Hwy. (US 1) Banyan Tree Lane SW 217 24 Federal Hwy. (US 1) Linton Blvd. NE 286 25 Congress Avenue Linton Blvd. NE 782 26 So. Military Trail Delray West Plaza Ent. NE 1155 27 So. Military Trail Bocaray Plaza Ent. NE 1150 28 Lowson Boulevard Pines of Delray Ent. SE 6372 29 West Atlantic Avenue Sherwood Forest Dr. SW 7301 30 West Atlantic Avenue Sunset Pine Drive NW 7404 31 Barwick Road West Atlantic Avenue NE 7302 32 Congress Avenue Congress Park Ent. NW n/a 33 Congress Avenue PBC Healt Dept. NE 917 34 Congress Avenue SW 10th Street SE 785 35 S. Military Trail Wal-Mart Ent. SW 1117 36 Federal Hwy. (US 1) Harbourside Dr. NE 287 37 NW Lindell Blvd. Audobon Blvd NW 7338 38 Congress Avenue #2101 NE 780 39 Federal Hwy. (US 1) Lindell Blvd. NE 281 40 N. Swinton Avenue NE 5th Street NE 295 41 Auburn Avenue Auburn Drive NE 7103 42 SW 10th Avenue SW 11 rh Street SW 7407 43 SW 10th Avenue SW 11 rh Street NE 7421 44 SW 10th Avenue Lindell Blvd. NE 7362 45 SW 10th Avenue Linton Blvd. SE 7344 46 Lindell Boulevard Lake Delray Apts. NW 7423 47 Lindell Boulevard Dotterel Road NE 7339 EXHIBIT "A" DELRAY BEACH PROPOSED BUS SHELTER LOCATIONS (;// Y UJ- U/::;LHA Y H/::;A(;H, J-LUH/UA Residential Curbside & Rear I Side Door Regular Garbage, Recycling, Bulk Trash & Vegetative Waste Collection Days Information & Collection Problems (561) 243-7219 Code Enforcement Division Please visit ourwebsite at www.mvdelravbeach.com ~ L-30 CANAL :z (j) IDA ~ i 5 N.W. 4TH ST. .:.:.:.:.:.:.: '" :W""D. N:W.'3RD CT. .::::::::::::::::::::::::::::::::::::::::::: '.' .......:~~;#:~ lt~j~ljiiI~.~::~III:I~I.:ll CANALL<J2 ATLANTIC 00 ~ o '" @ ~ :z L-38 CANAL GARBAGE RECYCLING BULK VEGETATIVE AREA TRASH TRASH CD TUESDAY & TUESDAY FRIDAY FRIDAY ~ FRIDAY @ MONDAY & MONDAY MONDAY MONDAY C!5 THURSDAY CID TUESDAY <: & FRIDAY TUESDAY TUESDAY 0 FRIDAY j::: @ MONDAY & THURSDAY THURSDAY THURSDAY 0 THURSDAY LU @ WEDNESDAY ...J & WEDNESDAY SATURDAY SATURDAY ...J SATURDAY 0 @ WEDNESDAY 0 & SATURDAY WEDNESDAY WEDNESDAY SATURDAY ~ ~ oq; S.W.6rHST. 95 I C-15 CANAL CURB SIDE CITY ROLL CART CURB SIDE PASTfC BAG ** SEE REVERSE SIDE** ~ "nil J.::i )\ 'v-., b'; ~ ~ LAKE N. W. 2ND ST. ATLANTIC ~ l:t \ll ~ ~ S.w. 2ND ST. S. 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'.',",~;". ;,.".i...'" _ __ __ ~ ""IrIItlI!!I "'IIBIB "'IDZII ''Cll::D IIiiiilIIiiillI ...... ~ ..'":",~,:~,,.:......,. - ~ ~ II ,,:"-'~.~:_<; - - , I - - I - ~ ~ ~ , I I II ~ III III . ~ . ~ RESOLUTION NO. 32-85 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF DEL RAY BEACH, FLORIDA, DECLARING CERTAIN AREAS AS BLIGHTED OR AS SLUM AREAS AS DEFINED IN CHAPTER 163, PART ill, FLORIDA STATUTES OR AREAS IN WHICH THERE IS A SHORTAGE OF HOUSING AFFORDABLE TO RESIDENTS OF LOW OR MODERATE INCOME INCLUDING THE ELDERLY, OR A COMBINA nON THEREOF; DECLARING A NEED FOR REHABILI- TATION OF SUCH AREAS; FINDING A NEED FOR A COMMUNITY REDEVELOPMENT AGENCY; PROVIDING FOR AN EFFECTIVE DATE. WHEREAS, the City Council of the City of Delray Beach, Florida, hereby finds that one or more slum and blighted areas as defined in Florida Statutes Section 163.340 or areas in which there is a shortage of housing affordable to residents of low or moderate income including the elderly, or a combination thereof, exist in the City of Delray Beach; and, WHEREAS, a need for rehabilitation, conservation or redevelopment, or a combination thereof, is necessary in such areas in the interest of the public health, safety, morals, or welfare of the residents of the City of Delray Beach; and, WHEREAS, the City Council of the City of Delray Beach, Florida, finds it is necessary for a Community Redevelopment Agency to function in the City of Delray Beach to carry out the purposes of Chapter 163, Part ill, Florida Statutes. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF DELRA Y BEACH, FLORIDA, AS FOLLOWS: Section I. That one or more slum or blighted areas or areas in which there is a shortage of housing affordable to residents of low or moderate income including the elderly, or a combination thereof, exist in the City of Delray Beach. ...! I Section 2. That the rehabilitation, conservation, and redevelopment, or a combination thereof, of such area or areas is necessary in the interest of the public health, safety, morals, and welfare of the residents of the City of Delray Beach. Section 3. That there is a need for a Community Redevelopment Agency to function in the City of Delray Beach to carry out the Community Redevelopment purposes of Chapter 163, Part III of the Florida Statutes. Section 4. That the area of the City of Delray Beach more fuUy-described in Appendix "A" is hereby found and declared to be a slum and blighted area, as defined by and within the purposes and intent of Florida Statutes, Chapter 163, Part m. Section 5. That this resolution shall become effective immediately upon its passage. of PASSED MrlY AND ADOPTED , 1985. in regular session on this the ~ day ~~'.j~e~~C'~ MAYO ATTEST: ~~~~ c::/L~ City erk APPENDIX A TO RESOLUTION NO. 32-8~ , On the north, beginning at the intersection of N. W. 4th Street .nd Swinton Avenue, thence run westerly along N. W. 4th Street to N. W. 4th Avenue; thence run westerly .long L.ke Ida Road to the E-4 Canal; thence run southwe~terly .long the E-4 CAnal to the east right-of-w.y of 1-95; thence run southerly ~lonQ the eAstern right-of-WAY line of 1-95 to S. W. 10th StrewtJ thence run easterly along S. W. 10th Str..t to S. E. 6th Avenue (U.S. ~1- Northbound); thence run northerly alono S. E. 6th Av.nue to the south lot line of Lot 19 of Block 118 04 Town of Linton PlAt; thence run ea_terly .long the eAsterly projection of SAid south lot line of Lot 19 of Block 118 of Town of Linton Plat to the west right-of-way of the Intrac~tal w.terwaYJ thence run northerly along the west right-of-w~y of the Intracostal Waterway to the south right-of-way line of S. E. 1st Street, thence run easterly along the eAsterly projection of the south right-of-way line of S. E. 1st Street to the west right-of-way line of AlA; thence run northeasterly along thE west right-of-w.y line of AlA tD the easterly projection of the north right-of-way line of Lowry street; thence run westerly alono the easterly projection of, and the north right-of-way line of, Lowry Street to the west right-of-way line of the Intracostal WaterwaYJ thence run northeasterly along the west right-of-w.y line of the Intracostal Waterw.y to the centerline of the right-of-w.y of N. E. 1st Court; thence run westerly along the centerline of the right-of- way of N. E. 1st Court to the west right-of-way line of N. E. 7th Avenue; thence run southerly along the west right-of-w.y lin~ of N. E. 7th Avenue to the south lot line of Lot 1~ of Block 115 of Town of Linton Plat; thence run westerly .long the westerly projection of the south lot line of Lot 15 of Block 115 of Town of Linton Plat to N. E. 6th Avenue CU. S. ~l-Northbound); thence run northerly .long N. E. 6th Avenue to N. E. 8th Streetl thence run northeasterly along Federal Highw.y (U. S. 31) to Gulf~tre~m Boulevard; thence run westerly on Gulfstream Boulevard to N. E. 2nd Avenue; thence run southerly along N. E. 2nd Avenue to N. E. 8th Street; thence run westerly along N. E. 8th Street to North Swinton AvenuR; thence run southerly along North Swinton Avenue to point.of beginning. I > 1 I I , ~ - I I , ~ - ~ ~ I I I ~ I I I I I I I I I l I. " " RESOLUTION NO. 47-87 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF DELRAY BEACH, FLORIDA, DECLARING CERTAIN AREAS AS BLIGHTED OR SLUM AREAS AS DEFINED IN CHAPTER 163, PART III, FLORIDA STATUTES OR AR'~AS IN '''RICH THERE IS A SHORTAGE OF HOUSING AFFORDABLE TO RESIDENTS OF LOW OR MODERATE INCOME INCLUDING THE ELDERLY, OR A COMBINATION THEREOF; DECLARING A :IEED FOR REHABILITATION OF SUCH AREAS; AMENDING THE IOUNDARIES OF THE COMMUNITY REDEVELOPMENT AREA; PROVIDING FOR AN EFFECTIVE DATE. Ii II I, II l: i, !; WHEREAS, the C\ty Council of the City of Delray Beach, Florida, did, on May 14, 1985, aaopt Resolution No. 32-85 finding that one or more slum and blightec< areas as, defined in Florida Statutes Section 163.340 or areas in wh~ch there is a shortage of housing affordable to residents of low or ~oderate income, including the elderly, or a combination thereof, exists in the City of Delray Beach: and, WHEREAS, the City Council of the City of Delray Beach, Florida, has found and declared in Resolution No. 32-85 that a need for rehabilitation, conservation or redevelopment, or a combination thereof, is necessary in such areas in the interest of the public health, safety, morals, or welfare of the residents of the City of Delray Beach; and, WHEREAS, the City Council of the City of Delray Beach, Florida, has found and declared in Resolution No. 32-85 that there is a need for a Community Redevelopment Agency to function in the City of Delray Beach to carry out the Community Redevelopment purposes of Chapter 163, Part III of the Florida Statutes: and, .J.. > I WHEREAS, the City Council of the City of Delray Beach, Florida, by Ordinance No. 46-85, adopted June 18, 1985, did create a Community Redevelopment Agency as provided in Florida Statutes Section 163.356; and, WHEREAS, on December 23, 1986 the Board of County Commissioners of Palm Beach County passed and adopted Resolution No. R-B6-2003 delegating the exercise of the powers conferred upon the County by Chapter 163, Part III, Florida Statutes, within the boundaries of the City of Delray Beach to the governing body of th~ City of Delray Beach completely and without limitation: and, I ,i II Ii !I WHEREAS, the Delray Beach Community ReC'evelopment Agency has surveyed the condition of a 103 acre area with '_n the City of Delray Beach and described more fully in Appendix A of this resolution and has determined that wi thin the area there exists su(~h conditions as would reasonably qualify the area as slum or blighted as defined in Florida Statutes Section 163.340; and, WHEREAS, the Delray Beach Community Redevelopment Agency has surveyed the condition of a 103 acre are", wi-i:.hLn the City of Delray Beach as described more fully in Appendix A of this resolution, and has determined that within the area there is a need for the rehabilitation, conservation, or redevelopment, or a combination thereof, of such areas in the interest of the public health, safety, morals, or welfare of the residents of the City of Delray Beach, Florida; and, WHEREAS, the City Council of the City of Delray Beach, Florida, hereby finds that one or more slum and blighted areas, as defined in Florida Statute Section 163.340, or areas in which there is a shortage of housing affordable to residents of low or moderate income including the elderly, or a combination thereof, exists in the 103 acre area within the City of Delray Beach as described more fully in Appendix A of this resolution: and, I I I I I I I I I I ~ - I - , ~ , ~ , WHEREAS, the City Council of the City of Delray Beach, Florida, finds that a need for rehabilitation, conservation, or redevelopment, or a combination thereof, is necessary in such areas in the interest of the public health, safety, morals, or welfare of the residents of the City of Delray Beach, NOW, 1HFREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF DELRAY BEACE, FLORIDA, AS FOLLOWS: secticn 1. That the area of the City of Delray Beach more fully describec.-rn-Appendix A is hereby found and declared to be a slum and blighted a~ea, as defined by and within the purposes and intent of Florida StatutEs, Chapter 163, Part III. Section 2. That the rehabilitation, conservation, and redevelopment, or-a combination thereof, of such area is necessary'in the interest of the public health, safety, morals, and welfare of the residents of tr.e City of Delray Beach. Section 3. That the Delray Beach Community Redevelopment Agency as constituted by Ordinance No. 46-85 is authorized to carry out the community 'redevelopment purposes of Chapter 163, Part III of the Florida Statutes in the area described in Appendix A. Section 4. area as established further amended to resolution. That the boundaries of the community redevelopment in Resolution 32-85 as amended by Resolution 9-86 be include the area described in Appendix A of this > I Section 5. That this resolution immediately upon its passage. shall become effective Ii II ,I I II Ii I' j' PASSED AND ADOPTED in regular session on this the of November , 1987. day 24th Q__ (.It!? ;;.~ MAY 0 R ATTEST: , C~d~ " C~ty Clerk - 2 - Reso. No. 47-87 APPENDIX A TO RESOLUTION NO. 47-H7 I Description of the area proposed for inclusion in the community Redevelopment Area. I Beginning at the southeast corner of Lot 10, Block 115 of the Town ~f Linton Piat, as recorded in Piat Book I, Page 3, Palm Beac~ County Records, thence proceed northward along the east line of said Lot 10 and the northe~ly projection thereof to the southeast corner of ~ot 38 of The Hofman Addition, as ~ecorded in Plat Book 5, Page 3, Palm Beach County Records, thence proceed easterly along the easterly projection of the south line of Lot 38 .to the southeast corner of Lot 49 of said Hofman Addition, therce proceed northerly along the east line of Lot 49 and the northerly projection thereof to the northeast corner of Lot 44 of saie Hofman Addition, thence proceed westerly along the north line of Lot 44 and the westerly projection thereof to its int~rsection with the southerly projection of the east property line of Lot 14, McGin~ey and Gosman's Subdivision, as recorded in Plat Book 2, Page 87, Palm Beach County Records. thence proceed northerly along the southerly projection of the east lot line of said lot 14. the east lot line of said Lot 14, and the northerly projection of the east lot line of said Lot 14 to its intersection with the north line of the Sophia Frey Subdivision, as recorded in Plat Book 4, Page 37, Palm Beach County Records, thence proceed easterly along the north line of said subdivision to the southwest corner of the Martell Arms Plat, as recorded in Plat Book 37, Page 133, Palm Beach County Records, thence proceed northerly along tne west line of said Martell Arms Plat to the northwest corner of said Martell Ar~s Plat, thence proceed easterly along the north line of said Martell Arms Plat to the west line of N.~. 8th Avenue, thence proceed northerly along the west line of N.~. 8th Avenue to ~he north line of Kenmont S~bdivis~on, as recorded in Plat Book 20, Page 65, Palm Beach County Records, the~ce proceed eas~erly along the north line of said subdivision ~o ~~e west line of the Denery Lane Subdivision, as recorded in Plat Sook 23, Page 238, Palm Beach County Records, thence proceed north~~"ly along the west line of said subdivision to the south line of ~ne La Hacienda Subdivision, as recorded in Plat Book 15, Page t, Palm Beach County Records, thence proceed easterly along the south line of said subdivision to the west right of way line of the Intracoastal Waterway, thence proceed northerly along the west right of way line of the Intracoas'~al Waterway to its intersection with the south town limits of ~he 'Town of Gulfstream, thence proceed wes~er:y along said south town limits to the east line of Delray Beach Estates, as recorded in Plat Book 21, Page 13, Palm Beach County Records, thence proc~ed northerly along said east line to its intersection with the east right of way line of State Road 5 (U.S. #1), thence proc~ed southerly along said east right of way line to the southw!st corner of Lot 10, Block 115 of the Town of Linton Plat, as recorded in Plat 300k I, Page 3. 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LL ('t) ('t) CO ~ ....J I I CJ) CJ) C c a a +-' +-' CO CO > > a a c c Q) Q) ~ ~ ~ E CO LL Q) 0> C en I c a "0 ::J L- +-' CJ) C a o 000 o o o o L.{) -q- 000 000 o L.{) 0 00>0 N -q- 0 -q- <.0 ('t) -q- x Q) 0.. "C r- I c a :+::i u ::J L- +-' CJ) C a o CJ) ..c C Q) 3: L- r- .a ..c U - ::J -q- L- ~ +-' CJ) $ ~ en 'E I I C L- L- a+-'+-' +-' CJ) CJ) u C C ::J a a ~ 0 0 CJ) U U C CJ) CJ) a o ~ ~ +-' C Q) E 0.. a Q) > Q) "'C Q) L- a.. o o o .... o co o .... ........ o o Lt) .... en o 00 .... ~ ~ U) Q) en c: Q) c. >< w I I I I I I I I I I I I I I I I [ITY DF DElRRY BER[H DELRAY BEACH ~ Ail-America Ci1y 1111 J! 1993 2001 .........-. CITY CLERK 10C! ~jW lS1IWE~,UE . DELRAf BE/\CH. FLORIDA 33444 . 561'243-7000 CERTIFICATION I, CHEVELLE D. NUBIN, City Clerk of the City of Delray Beach, do hereby certify that the attached document is a true and correct copy of Resolution No. 59-06, as the same was passed and adopted by the Delray Beach City Commission in regular session' on the 5th day of September, 2006. IN WITNESS WHEREOF, I have hereunto set my hand and the official seal of the City of Delray Beach, Florida, on this the 6th day of September, 2006. 1 /" CI: ..... l! ~)).~~ Chevelle Nubin, CMC City Clerk City of De1ray Beach, Florida --(,...- .... A" - - ~. ):;:, _:~ \"'- r~ ~ ~ . ./ ~ . ..'-. .----;Y- ,-. . ~:-'*' .-;:- -~ ,,/ :. '- ..".~~" ~. .J.:;~ ,/ ..-~.... - -. ~< ~~ (~~~ ~ -T- ~)-:l'.'~:/.:~~-::::':::'" '. (S~AL) - - '.;. ~. --... ~- ." -.. ..-. :' to.. . ~.. -.-. .,," .~. y... ..~.,. '. ~., "- \) ~ .. '" ....;- ... '""'l. ....... _...-~. -. * Printed on Recycled P"per THE EFFORT ALWAYS MATTERS ;:;. RESOLUTION NO. 59-06 A RESOLUTION OF THE CITY COMMISSION OF THE CI1Y OF DELRA Y BEACH, FLORIDA, AUTHORIZING THE DELRA Y BEACH COMMUNI1Y REDEVELOPMENT AGENCY (fHE "AGENCY") TO ISSUE TAX INCREMENT REDEVELOPMENT REVENUE NOTES, IN ONE OR MORE SERIES (fHE "NOTES"), IN THE AGGREGATE PRINCIPAL AMOUNT OF NOT TO EXCEED SEVEN MIllION DOILARS ($7,000,000) TO BE OUTSTANDING AT ANY ONE TIME, UPON TERMS HEREINAFTER DESCRIBED; AUTIlORIZING THE PROPER OFFICIALS OF THE CI1Y TO DO ALL OTHER THINGS NECESSARY TO ASSIST THE AGENCY IN THE ISSUANCE OF THE NOTES; AND PROVIDING FOR AN EFFECTIVE DATE. WHEREAS, by Ordinance No. 46-85 (as amended and supplemented) enacted by the City Commission of the City of Delray Beach, Florida (the "City Commission") as the governing body of the City of Delray Beach, Florida (the "Citf'), the Delray Beach Community Redevelopment Agency was created; and I -- ..D ---- ..- LO I WHEREAS, the City Commission has been requested pursuant to the terms of Resolution No. 2006-05 adopted by the Board of Commissioners (the "Board") of the Delray Beach Community Redevelopment Agency (the "Agency") on August 24, 2006 (the "Agency Requesting Resolution") to authorize the issuance of the Agency's Tax Increment Redevelopment Revenue Notes, in one or more series (the "Notes") pursuant to Section 163.385, Florida Statutes, in the aggregate principal amount of not to exceed Seven Million Dollars ($7,000,000) to be outstanding at anyone time, said Notes to be sold at private sale to a financial institution (the "Note Purchaser") upon terms and conditions determined appropriate and acceptable to the Agency and consistent with the Note Purchaser's commitment to purchase the Notes (the "Commitment"); and WHEREAS, the City Commission deems it appropriate and in the public's interest to authorize and approve the issuance and sale to the Note Purchaser of the Agency's Notes for the purpose of funding the development and implementation of certain redevelopment projects provided for in the Agency's Community Redevelopment Plan, as the same exists from time to time. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COMMISSION OF THE CITY OF DELRAY BEACH, FLORIDA, AS FOLLOWS: Section 1. All of the above recitals are true and correct. , ) / 1 Section 2. I Section 3. I I. Section 4. 1 Section 5. I I \ II 1 The terms and provisions of the Commitment of the Note Purchaser are hereby approved and accepted. That pursuant to Section 163.385, Florida Statutes, the Agency is hereby authorized to issue and sell, on a negotiated basis to the Note Purchaser, pursuant to the terms and provisions of the Commitment of the Note Purchaser and resolutions of the Agency reflecting the terms of such Commitment and other provisions deemed appropriate by the Agency and the Note Purchaser, the Agency's Notes in the aggregate principal amount of not to exceed Seven Million Dollars ($7,000,000) to be outstanding at any one time. The Agency is hereby authorized to execute in its corporate capacity, in its discretion, such documentation as it deems necessary and appropriate to complete the issuance and sale of said Notes. The Mayor, the City Manager, the Finance Director, the Treasurer and any other proper official of the City, be and each of them is hereby authorized and directed to execute and deliver any and all documents and instruments and to do and cause to be done any and all acts and things necessary or proper for carrying out the transactions contemplated by this Resolution. I .----.. o ........- ~ LO I [Remainder of page intentionally left blank] 2 Resolution No. 59-06 Section 6. TIlls Resolution shall mke effect immediately upon passage. PASSED AND ADOPTED in regular session on this the 5~ay of September, 2006. CITY OF DELRAY BEACH, FLORIDA By: ~y3~ ATTEST: By: ~~a~. S). ~\~.r:. I - City Clerk The foregoing resolution is hereby approved by me as to fonn this ~ day of September, 2006. 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Q) Z ro .... o I- A coCV> NCV> O~ ~I'- LOLO (0 or- V or- LO LO ~ ~ o o o o o Lt) 0) oo::t oo::t ui Lt) oo::t I N LO I ......... ~ "0 :J ro Q) lo- .E Q) .c '-'" lo- m a> >- C> Q) (0 I Q) () c m ro (0 .c (/) m () ......... "0 C Q) lo- m Q) >- ......... "0 ~ a> lo- "0 f/) ro :::::l 0 a> ro 'a. >- lo- 0 '+- a> \- 0 ~8 ro.... "0 '-'" C C (/) Q) W Q) E I .c"" f/) ro (/) >-.2. Q) ro"O 2: a. ro Q) (/) Q) 0::: .c (/) m () (/) (/) (/) (/) Q) Q) ....J....J I I I I I I I I I I I I I I I I I I I c.. c>> 0 o J: '- ; ~ ~ "'0 s- O __ 0 ~ :::s s: s... C) -+-' o -c Q) ..... r:: C) ~ co me o ~::s ~ ~ to o ~ :t: I'- c: Q) g fa ~ N ,.. CD I i= E ~ .. 0 N MEMORANDUM TO: David T. Harden, City Manager Douglas E. Smith, Assistant City Manager~ FROM: DATE: September 7,2006 SUBJECT: AGENDA ITEM CITY COMMISSION WORKSHOP MEETING SEPTEMBER 12, 2006 - Re-design of City Web-site Bill Wood of the Chamber of Commerce has suggested the creation of a unified web site for Delray Beach. Portals would be created on an introduction page to connect to web- sites for the City, the Chamber of Commerce, Downtown Delray Beach, and Special Events & Festivals. The City would still maintain our individual web-site. The basic concept, as outlined in the attached summary from Public Information Officer Ivan Ladizinsky, is to create a distinct and compelling opening image as the general introduction. In addition, design elements can be created that could be added later to the City web-site and the other sites to provide a consistent appearance. The total cost of the project is estimated at $4,000 to $5,000. If the City Commission approves of the project, the Chamber, DDA, and CRA will share in the cost. The City is requested to provide the initial seed money of $2,000 to provide funds for four candidate designers to present their concepts for the introductory page and design elements. Staff recommends City Commission direction regarding the web-site re-design project. of( ~ vJg.J CITY OF DELRA Y BEACH A PROPOSAL TO CREA TE A UNIFIED IMAGE FOR DELRA Y BEACH ON THE INTERNET The City of Delray Beach web-site, the Greater Delray Beach Chamber of Commerce web-site, the Downtown Marketing Cooperative web-site, the Downtown Development Authority web-site and the Community Redevelopment web-site all have one thing in common: DELRA Y BEACH. Bill Wood, President and CEO of the Greater Delray Beach Chamber of Commerce, suggests that we consolidate our web-site introduction to the world under a single banner: DelrayBeach.com. Considering the fact that persons wanting to visit a Delray Beach site via the Internet, will more than likely type in "Delray Beach.com.; it makes sense. We now have mydelraybeach.com for the City, Delraybeach.com for the Chamber of Commerce, DowntownDelrayBeach. com for the Marketing Cooperative with the DDA and CRA following suit. There is a lot of duplication between us which at the very least, leads to some user exasperation. Delray Beach natives, late comers and new comers all see this place as an enchanting, warm and welcoming "village by the sea" and never tire of extolling its charms. Our opening image on a unified cover page for Delray Beach should result in a positive emotional response and motivate the visitor to explore the content of each specific web-site. Delray Beach.com - 2- The basic concept is to create a distinct and compelling opening image as the general introduction to the "City's" web-site. This first impression, sometimes referred to as the "splash page" would convey an appealing and compelling presence to the visitor. This single, dynamic image would offer four (4) portals of choice for the user: City Government Chamber of Commerce Downtown Delray Beach Special Events & Festivals Choosing one of these portals then links the user to the "home page" of the selected section which contains all the necessary information and links to that chosen portal's specific purpose. The City Government portal would contain the largest amount of content. The Chamber of Commerce portal would open to the business community and its member's links. The Downtown portal would concentrate on merchants, restaurants, galleries, retail outlets and entertainment venues in downtown Delray. Special Events & Festivals would cover the many and frequent events and activities that occur every month of the year in Delray Beach including museum exhibitions, cultural festivities and holiday celebrations. Each of these four portals and ensuing content would reflect the style and motifs set by the opening "splash" page. That might include color, texture, photo treatments and/or design elements. This gives the entire web-site experience continuity and potentially attracts the user to a broader exploration of all the web-site options. This concept also takes into consideration the duplication issue. Consider the history of Delray Beach. That subject occurs in several areas and web-sites and could very well be a single, well designed and thoughtfully written repository of the City's history and historic preservation efforts serving all four major portals by a single link. This repository could be assigned to either the City Government portal or the Chamber of Commerce. The convergence or "cross-over" of basic content could be managed and accomplish efficiencies for all concerned. Delray Beach.com - 3- The City of Delray Beach, the Greater Delray Beach Chamber of Commerce, the Downtown Development Authority and Community Redevelopment Agency are in accord with this concept. Each entity has agreed to share the cost of this new web-site project if approved in principle by the City Commission. Todd L'Herrou of Electronic Village Systems, is heading up the implementation committee that has already begun a search for competent and accomplished web designers both locally and nationally. This group has surveyed dozens of municipal and cultural web-sites and has selected several that may serve as models for the new DelrayBeach.com. We already have hundreds of stylish and quality images in our photo inventories with which designer candidates can experiment. The City's IT Department has been totally involved with Guy Buzzelli and Paul Fleetwood participating in the meetings. The projected cost estimate for the development and design of the opening page and a "style book" to be applied to each of the content portals is $4,000 to $5,000. This includes an up-front payment of $2,000 to candidate designers to come up with their version of the introductory page and design elements to be incorporated throughout. ($500.00 payment to each of 4 candidate designers.) It is our recommendation that if the City Commission approves of this project, that the City of Delray Beach provide the "seed" money for the designer selection process: $2,000. What this web-site renovation group needs now is the City Commission's response, comments, direction and approval to continue along this direction. Respectfully submitted: Ivan Ladizinsky Public Information Officer MEMORANDUM TO: David T. Harden, City Manager FROM: Douglas E. Smith, Assistant City Manager f2!J- DATE: September 7, 2006 SUBJECT: AGENDA ITEM CITY COMMISSION WORKSHOP MEETING SEPTEMBER 12, 2006 - Communications and Marketing Proposals At the September 5 meeting, the City Commission discussed whether to pursue consulting services for additional Communications and Marketing activities or whether to perform these functions in-house and assign more funding to producing communication materials. The Commission decided to discuss this issue further at the September 12 workshop meeting. A copy of the agenda backup from the September 5 Commission meeting is attached. 0/( JA1 uJ ~ ..Lj- l1!<1 ~! MEMORANDUM TO: David T. Harden, City Manager FROM: Douglas E. Smith, Assistant City Mauager~ DATE: September 1,2006 SUBJECT: AGENDA ITEM CITY COMMISSION MEETING SEPTEMBER 5, 2006 - Communications and Marketing Proposals ACTION The City Commission is requested to approve a Communications and Marketing proposal from a consulting firm. BACKGROUND Based on direction from the City Commission, staff obtained proposals from four firms to provide Communications and Marketing Services to our residents. The firms understand that their services may be required on either a short-term or long-term basis depending on the Commission's decision on whether to hire a full-time Communications Manager position. The City received proposals from the following firms: Kaye Communications (Boca Raton), Brand Guy (Palm Beach), Kaliah Communications (Lake Worth), and Ambit Marketing (Fort Lauderdale) (copies attached): A summary of the firm's retainer pricing is as follows: Firm Name Retainer Fee Retainer Fee Annual Cost Short-Term Long-Term (First Year) Kaye Communications $5,500 $3,500 $48,000 Brand Guy $3,800 $3,800 $45,600 Kaliah Communications $5,000 $5,000 $60,000 Ambit Marketing $7,500 $5,000 $60,000 The firms were presented with the following initial issues to emphasize: . The Community Land Trust . Our Fiscal Year 2006-2007 Budget . The 1-95 Gateway Project . Congress Corridor Redevelopment . Positive Actions by City Staff . And potentially other issues as well Q.E Staff reviewed the proposals and checked references. The proposal from Kaye Communications will provide for a review of our current communications programs and a strategy for a 12-month awareness/education program. In addition they will provide e-communications and graphic design support among other services. Since the firm is located in Boca Raton, they will have knowledge of our community. One of the strategies outlined by Kaye Communications directly addresses the City Commission's desire to reach our residents more effectively: "Developing greater name recognition, enhancing the image of City of Delray Beach and the programs that it offers, and effectively educating city residents on the mission and accomplishments of the City of Delray Beach to result in garnering more support and instill pride and confidence in city government by Delray Beach residents and businesses. " Kaye Communications recommends a twelve month retainer fee of$5,500 per month for the first three months and $3,500 per month thereafter for a total of $48,000 for the first year. The contract would be non-cancelable for the first three months. Kaye Communication will also accept a three month assignment that could be extended for nine additional months. Staff can arrange for presentations from any of the firms if the Commission desires. RECOMMENDATION Staff recommends Commission approval of the proposal from Kaye Communications for Communications and Marketing work for the City and requests Commission direction regarding the term. It( .~ L'j' KAYE COMMUNICATIONS, INC. Full-Service Integrated Marketing & Public Relations Counselors August 25, 2006 Mr. Douglas Smith Assistant City Manager, City of Defray Beach 100NW 1st Avenue Delray Beach, FL 33444 Dear Doug: It was a pleasure to speak with you on Monday. Per our conversation, we have enclosed a backgrounder on Kaye Communications, Inc. As you are aware, our relationships in Palm Beach County are strong, and would be very beneficial in supporting the City of Defray Beach and developing and implementing an effective communications program. We have a long-term relationship with the media in all genres throughout Florida, and have had much success on a regional and national basis as well. With this is mind, and anchored by our seasoned expertise and extensive experience, Kaye Communications is delighted to present a proposal to support your team in effectively achieving the public relations objectives it has set for City of Delray Beach. Per your request, we understand that city management is specifically seeking assistance in communicating to/educating the residents ofDelray Beach the features, advantages and benefits of the various enhancements developed by city government and planned for implementation. These include, but are not necessarily limited to: . The Community Land Trust . The City's Fiscal Year 2006-2007 Budget . The /-95 Gateway Project . Congress Corridor Redevelopment . City Staff Accomplishments . Additional issues that may arise during the contracted period In response to your request for proposal, please note that KCOM takes a customized approach to developing and implementing pwpose-built programs and action plans for results-driven success. Unlike those of "cookie-cutter" firms, our strategies and activities are custom designed based on specific market research (both formal and informal), education of a client's products and services, market perception, and clearly outlined objectives. In addition to a full-service team, KCOM principals--with a combined total of 56 years of sales, marketing, public relations, community relations and media relations expertise--remain at the helm of each account. We are active and maintain a high profile in the Palm Beach and Broward County communities with strong, established relationships with and knowledge of area businesses, government officials, residential communities and non-profit organizations. KCOM Proposal The City of Delray Beach August 25, 2006 Page Two of Six Our firm's own investment (in time, memberships, including the Greater Delray Beach Chamber of Commerce Chairman's Membership, board and committee participation, sponsorships, etc.) in the community results in immediate and effective interfacing and positioning for our clients. We become our clients' third-party endorsers and ambassadors as well as their "eyes and ears" in the marketplace, empowered to deliver a seamless infusion of their profiles and positioning into our day-to-day interactions and relationship communications. Our clients find the convenience of having a one-stop professional team for all their public relations and marketing/graphic design needs is of great value in terms of time, budget, accessibility, consistency of message and branding, etc. Acting as the architect of overall communications and graphic design imaging (internally and externally, in promising times and in times of crisis), KCOM: . works with clients as part of their internal senior level ''think tank" to strategize and develop action plans to effectively meet outlined objectives, . then researches necessary outside resources (focus group research, photographers, caterers, entertainment, printers, sales displays, videographers, webmasters, etc.), secures estimates for budgeting, and then directs and supervises their work/services, . and implements the outlined action plan tactics to support strategies. Our clients will tell you: . we are out-of-the-box strategists; we always start with a blank canvas and conceive, develop and implement traditional as well as non-traditional strategies. · we are passionate, proactive, professional and protective in our approach, with integrity and credibility being our hallmarks. · we treat their business as our business, and approach activities on their behalf with the same budget and risk sensitivities, interest in business growth, etc. as if it were our company/investmentlproductlservice. . we are experts in identifying and promoting their company's, products, and/or service's distinctive features, advantages and benefits to their targeted markets (often identifying untapped elements that have gone unnoticed as assets). · we tell clients what they need to hear, not just what they want to hear (that has often prevented costly litigation, tunnel vision, and mistakes in printing/production and image building, and eliminated non-results-oriented activities/initiatives and thus related expenses, etc.). Many times before embarking on a very public campaign, some internal areas may need to be improved. To ensure the maximum benefit of a communications initiative, KCOM will make recommendations for enhancement. KCOM Proposal City of Delray Beach August 25, 2006 Page Three of Six . KCOM principals are accessible 24n. Since we represent California-based clients as well as 14 hospitals in various time zones, in addition to retail, entertainment and hospitality businesses that operate until late in the evenings and on weekends, with the latter along with healthcare being a 24-hour operation, we are structured to be on-call for crisis management or to capture a timely "news" opportunity. · having KCOM's principals hands-on and intimately involved and at the helm their account is a major plus, rather than solely junior account staff directing their account, or being faced with lost time to orienting new account team members. . KCOM's media skills and relationships, as well as our keen ability to "create" news are exceptional. · KCOM's instincts/expertise/media relationships help keep clients in the news...and sometimes out of the news when necessary. · KCOM principals are active and high profile in the South Florida community with strong, established relationships with and knowledge of area (retail, hospitality, entertainment, lifestyle, real estate, and services) businesses, government officials, residential communities, non-profit organizations and media. . we always deliver more than what is expected. Upon retaining KCOM, our clients immediately become part of the KCOM family of relationships that is solidly anchored by the reputation KCOM principals and the firm have built. We include them in a variety of business- to-business and social networking opportunities, with some introductions (and our third-party endorsement) have led to the purchase residences in a client's development, a new funding source or investors for a client/project, fundraising for elections, private/public partnerships, etc. which were not part of our scope of service. · KCOM works "under the radar." We become our clients' third-party endorsers and ambassadors as well as their "eyes and ears" in the marketplace, empowered to deliver a seamless infusion of their profiles and positioning into our day-to-day interactions and relationship communications. This is especially effective in crisis management scenarios. Based on your RFP, KCOM would develop a program that would include a multi-pronged approach to include a blend of we have outlined the following as its current public relations objectives. To successfully achieve the above objectives, we recommend that multi-audience strategies and an integrated action plan be developed and implemented based on a well-targeted, five-pronged initiative that incorporates: · a strong image/awareness-building campaign . a cutting-edge "marketing" public relations program focused on community outreach and education . special events · community relations (targeted to business, tourism, non-profit, civic, and residential) . media relations KCOM Proposal City of Delray Beach August 25, 2006 Page Four of Six KCOM's scope of service for the City ofDelray Beach would include, but necessarily be limited to: . a customized public relations audit, including an assessment and recommendations re: o current awareness and communications programs o community relations o media relations o website and e-marketing initiatives o advertising placements . strategic planning for 12-month interactive awareness/education program . recruitment and alliance-building with key influencer audiences . media relations (print, broadcast and electronic) o both on-going and special event-focused o development of a comprehensive multi-genre media list o development of news release announcements o pursuit of column items and general feature coverage o calendar announcements o news conference implementation (all elements, from media alerts to news kit production) o media training . copywriting, e-communications, and graphic design support . crisis management Strategy and tactics would include, but not necessarily be limited to: . Developing greater name recognition, enhancing the image of City of Delray Beach and the programs that it offers, and effectively educating city residents on the mission and accomplishments of the City of Delray Beach to result in garnering more support and instill pride and confidence in city government by Delray Beach residents and businesses. · Disseminating information to target audiences as the city's public relations firm of record via variety of communications vehicles. . Pitching to media newsworthy items that promote the City of Delray Beach, its programs, projects to residents and other publics related to the City of Delray Beach mission. Wherever possible we would identify "human interest" stories in which we would feature individuals who have benefited or will benefit from the enhancements. Possibility of one-on- one interviews and media tours of city with officials can be arranged. KCOM would brief all city spokespersons on related talking points. . Utilizing special event opportunities (Le. town meetings, ribbon-cuttings, etc.) as spring boards to garner media coverage and community awareness of City of Delray Beach mission . Gamer and maintain "top-of-mind" awareness the features, advantages and benefits of living, working and playing in City of Delray Beach, and the contributions of the city officials make to deliver this envious lifestyle and hometown. KCOM Proposal City of Delray Beach August 25, 2006 Page Five of Six Retainer Fee: We understand that the City of Delray may hire a full time Communications Manager in the future to fulfill these types of responsibilities; however, we must caution you that hiring a firm solely for a 30-60 day period is not an optimal avenue through which to fully accomplish the city's goals. We would be only starting work to stop work in midstream, taking a calculated risk that could compromise the ability to thoroughly achieve the City's objectives. Kaye Communications can act as a full-time on-going Marketing Communications partner/manager for the City of Delray Beach with a full-time staff of six on-hand to accomplish the city's short-term and long-term goals, and, then ifneeded we would assist you in recruiting and hiring the right candidate for the manager's position with whom we could continue to work with to meet the city's objectives. Our standard hourly fee is based on $225 per executive hour, however based on the RFP, for this type of assignment we recommend that a retainer fee arrangement be implemented for a 12-month comprehensive program. Once are commissioned to represent the City, we would then meet with you and your team to jointly determine the full scope of the assignment and KCOM's action plan activities. Please note that there is a great deal of time that will need to be spent on the initial three-month launch of the program (strategy, research, targeted media list compilatio~ product educatio~ etc.) and for the development of key communications vehicles, and this monthly retainer arrangement would amortize the fees over a 12-month period. For your budget purposes, we estimate a $5,500 per month ramp-up retainer for the first three months, which will require a substantial investment in our time in meetings, research, strategy building, copy development, etc. Our retainer would then be reduced to $3,500 per month for the remaining nine months. The retainer includes Kaye Communications, Inc. general marketing and public relations strategy and counsel, and implementation of the scope of services as outlined above. Our contract would be non-cancelable for the first three months of engagement. Additional activities that require a significant amount of time are not included in the retainer. These would be identified in advance and a written budget would be presented for client approval before commencing. Examples include, but are not necessarily limited to video script development and supervision of productio~ major speech development, photo displays, day-long photo shoot supervisio~ etc. Expenses: Out-of-pocket costs of mailing; materials; long distance phone calls; long-distance phone; messenger services and travel; newswire distribution; special event-related rentals, catering and decor; photography; graphic design; production; audio/visual; reproduction costs, etc. would be invoiced to you in addition to the monthly retainer. All expenses over $150 will be outlined in writing and will need to be approved by you prior to KCOM commencing with the activity. Doug, we are very excited about the possibility of representing the City of Delray Beach and assisting your team in launching an enhanced communications and image awareness program KCOM Proposal City of Defray Beach August 25, 2006 Page Six of Six We look forward to the opportunity to meet with you and your associates to discuss how Kaye Communications, Inc. can support the City of Delray Beach and your marketing and public relations efforts. In the meantime, please feel free to contact the list of references attached below. You can reach me on my mobile at 561-756-3097, at our office at 561-392-5166 or via email at jkaye@kcompr.com. Thank you for your consideration. Kaye Communications, Inc. 555 South Federal Highway, Suite 370 Boca Raton, FL 33432 Phone: 561-392-5842 Fax: 561-392-5842 www.kcompr.com KCOM-List of References . Peter Baronoff- City Councilman Boca Raton, Chairman & Chief Executive Officer- Promise Healthcare, Inc., Sun Capital HealthCare, Inc. and Sun Capital, Inc. 561-869-3100 · Jean-Jacques Pergant- President-LXR Luxury Resorts/Boca Raton Resort & Club 561-447-3000 · Linda Rinaldi- Director of Marketing- Town Center at Boca Raton 561-368-6001 . John Spano-Vice President Communications and Human ResourceslMuvico Theaters 954-564-6550 . David Schmidt-Executive Director, Boca Raton Educational Television 561-955-9350 ~ -- <.) Q) ..c..c I- u -c co c Q) coCO . ~ u co C L.. ~ Q) ~o (9 "I -c 0 c CO L- CO (/) 0) t) .- C<O 0)0 (j)0 L-N ~t) _ :J CO C) (/) :J 8..<( o L- 0.. z o - ~ I >- ::J I-~ ()~ I.f: () L- <( :J W 0 co>- ~ 0:: --.J W o en L- ()) '+-' ()) E ro L- ro a.. - ro en o 0- o L- a.. c .- ~ ....... .- () (]) .r: ....... ....... CJ) .- CJ) CJ) co o ....... CJ) (]) u .(: (]) CJ) !o... o \+- Cf) Q) :J Cf) Cf) co CJ) o Q.. o !o... Q.. CO ....... c CO t o 0.. E 0> C "'0 I.... 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CO ~ e ~ en ~ ~ o '" "'P"Il L- U -- - """ CO c Ci: ro = c: E Q)::J e 3= CO 0 ~~ -E ~ g 1i5 E Ern Q) ::] -- ::J rn (/) en.....O 0 -g ~ (/) ""0 -- 0 -- c: E co 2 ~ o co 0::J w- I m c.:g I I . en +-' C CJ) -- - o ~ ::1 <.9 ""0 C ro ~ CO ~ ~ ~ ::E o u ~. ~ z ~. ... ... ~ ~ o o c..:? Cl:l > :;::: en CI) Ll.. ~~ <(t; ~ LL1A::: r-~ I I -- c -- C) Q.) co en - +-' (]) -.J Communications & Marketing Support for The City of De/ray Beach .(,.)--. 0,..,.... ~.... .. AX: II~"""'" '.-"""V '0', ... .,/ ~.o __...~~ #(1'-- - ~ 4y Kaliah Communications, Inc. 8641 lake Worth Road, Ste. 115 lake Worth, Fl 33467 561-839-1535 Fax: 561-839-1536 kaliahpr@kaliahpr.com Kaliah COMMUNICATIONS INC. August 2006 Table of Contents I. Our Understanding II. Communications & Marketing Activities III. Work Budget I. Our Understanding The City of Delray Beach is concerned that its residents are not receiving the information they need to make educated decisions about the city they live in. Do they know the city has programs that address the shortage of affordable housing? Do they qualify for them? Do they know how it may affect them? Are they aware of the beautification and development efforts that are being planned to help make the city more dynamic and attractive? Do they know who to turn to for assistance inside City Hall? Are they knowledgeable of the programs, events, seminars, workshops and simply fun things to do that are readily available to them -- all within driving distance? There can never be too few messages being sent to residents about what resources are available to make their lives easier. However, the messages need to coordinated, consistent and clear. The methods of delivery need to be accessible, whether it is a press release to the media, an electronic announcement sent to inboxes or personal forums for feedback and suggestions. While the city is addressing part of this communications strategy through its extensive website and the efforts of its Public Information Officer, it feels more can and should be done. The City wants to portray an image of helpful transparency, where initiatives are communicated as effectively as possible. Confusion can be reduced with a proactive attitude of "Let us tell you what we're doing for you." Since this is an effort on the part of a government entity, measurability is key. Residents appreciate accountability and justification for additional expense, All programs overseen by Kaliah Communications, Inc, will include a "gauge" component that staff can use to track impressions, feedback and/or responsiveness. It is the hope and mission of Kaliah Communications, Inc. to increase the number of communications vehicles to city residents, improve the ones that currently exist and raise the level of awareness among a majority of the city's stakeholders. All that the city can expect of any communications strategy is that it "pushes" a well-crafted message to as many audiences as possible, attempting to reach the myriad of demographics that Delray Beach represents. But no entity can be everything to everyone. The city cannot force its residents read, watch or participate. But it can make it easy for its residents to do so when they are ready. Thank you for the opportunity to submit this proposal to the City of Delray Beach. Michelle Brown Kaliah Communications, Inc_ II. Communications & Marketing Activities The following activities represent examples of what has been presented to Kaliah Communications, Inc. as what is desired by the City of Delray Beach in a communications/marketing contractor: Develop communications and marketing initiatives to support the following projects: . The Community Land Trust · Our Fiscal Year 2006-2007 Budget . The 1-95 Gateway Project . Congress Corridor Redevelopment · Positive Actions by City Staff Media Relations: · Editorial development -Interviewing, researching, writing, and/or proofreading for press releases and/or e-zine content · Media contact development, distribution and pitching - Creating a flow of information to the media, that will include the following activities: o Developing contact information for Delray Beach/regional/statewide- specific media outlets (media list) o Distributing and following up on City information to media outlets, based on the content and purpose of the information o Facilitating interviews of City personalities and developing other opportunities for editorial development among specific media outlets o Tracking, whenever possible, the inclusion of City news in targeted publications and media outlets (clipping) E-Ietter/E-zine Creation and Coordination: · Build the city's e-mail database - Using various methods of marketing and incentive-based registration · E-zine development - Interviewing, researching, writing, and/or proofreading for e-zine content; Layout to feature city recreational and entertainment options, city government initiatives, personalities and helpful tips for accessing resources · Distribution and posting to city's website - E-mailed as part of a "push" campaign with opt-out and forwarding features; provide printed copies for those audiences who prefer hard-copy City Hall/Citv Council Outreach · Development and coordination of community outreach opportunities for city staff and/or city council · Kaliah Communications, Inc. will present ideas and coordinate based on staff and council availability, willingness and fiscal considerations · This component may call for additional professional services to assist in outreach logistics, execution and measuring effectiveness/impact/responses. Clippina/Reporting Provide faxed clipping to Communications Contact at the city of any secured local coverage Provide a monthly breakdown of activities and mailed hard-copy of secured clippings (online versions of articles will be provided if original articles cannot be secured) Report ongoing PRlMarketing activities to Communications Contact for sustained coordination and approval of activities III. Work Budget & Timelines for City of Delray Beach Payment Options For communications activities provided under Part II of this proposal, Kaliah Communications, Inc. offers the following payment methods: Hourly rate: $100/hour for any project work Retainer rate per project: $1 ,500/month per project For example, $1 ,500/month to oversee the PR efforts for the Budget messages only. City would need to stipulate which projects Kaliah Communications, Inc. would be assigned to. Retainer rate for all projects: $5,000/month for communications efforts regarding the following stated projects: . The Community Land Trust . Our Fiscal Year 2006-2007 Budget . The 1-95 Gateway Project . Congress Corridor Redevelopment . Positive Actions by City Staff Timeline Options Initial agreement: The initial agreement would begin Monday, August 21, 2006, and end Tuesday, October 31,2006. Main point of contact would be a designated City official/staff person. After initial agreement ends, the City and Kaliah Communications, Inc. can decide to continue with the initial payment option or select a different payment option, i.e. change from retainer to hourly rate. Extended agreement with planned Communications Manager: The initial agreement can be renewed with consent by both parties. The extended agreement would be 10 months, extending the initial agreement to one year's length, ending August 31,2007. Agreement can be terminated with two months' written notice from either party. Main point of contact would be the city's Communications and Marketing Manager, who would determine continual project and communications objectives. The extended agreement can be renewed with consent by both parties. Extended agreement without planned Communications Manager: The initial agreement can be renewed with consent by both parties. The extended agreement would be 10 months, extending the initial agreement to one year's length, ending August 31, 2007. Agreement can be terminated with two months' written notice from either party. Main point of contact would be a designated City official/staff person, who would determine continual project and communications objectives. The extended agreement can be renewed with consent by both parties. This retainer and/or hourly rate does not include postage expenses, raw materials and work outside of specified activities. The communications activities provided can be adjusted and customized to meet the needs of the City of Delray Beach, Any adjustments and/or customizations will affect the monthly retainer and/or hourly fee. A signed Letter of Agreement or Purchase Order will be required to confirm all or part of this proposal and to commence work on aforementioned activities. Kaliah COMMUNICATIONS INC. Current Contract References: Erin Molloy, Director of Marketing, The Morikami Museum and Japanese Gardens, 561-495-0233, ext. 221 emolloy(Q>.co.palm-beach.fl.us Daisy Fulton, Spady Cultural Heritage Museum 561-279-8883, dfulton@spadymuseum.org Mary Aperavich, Development Director, Saint Joseph's Episcopal School, 561-732-2045 MAperavich@sjsonline.org Thomas Roberts, Executive Director, Neighbors Organized for Adequate Housing, 561-996-2300, troberts(Q>.noahark.ora Charles l. Bender III, Executive Director, Place of Hope, 561-775-7195, charlesb@placeofhope.com AMBIT. .~ City of Delray Beach Response to Request for Proposal Marketing and Public Relations Consulting Services August 29, 2006 About Ambit Marketing Ambit Marketing is a full-service marketing and public relations firm that specializes in developing integrated advertising and public relations campaigns that bring positive bottom line results. We work with organizations throughout the country to provide professional/ well-executed marketing programs that achieve specific objectives. Ambit has been in business in Florida since 1985. We are a certified as a Women Business Enterprise (WBE). Ambit Marketing is a member of the American Association of Advertising Agencies. Of the 12/000 advertising agencies in America/ only 660 have been elected to this position. Our public relations team is represented in the Public Relations Society of America. We have an extensive track record of providing services to organizations that want to reach South Florida residents and businesses. Our experience within the field of marketing communications and our drive to always "be the best" provides assurance that the City of Delray Beach will receive highly professional/ creative and effective results. Agency Name: Contact Person: Address: Ambit Marketing Kathy Koch, President 2455 E. Sunrise Blvd, Suite 711, Fort Lauderdale, FL 33304 (954) 568-2100 (954) 568-2888 . kathy@ambitmarketing.com Telephone: Fax: E-mail address: Ambit Services As an integrated marketing firm, we offer our clients specific marketing and public relations services that work best to meet or surpass their objectives. Our areas of specialty, which have been applied to large and small, national and local, private and non-profit organizations, have generated exceptional results and long lasting relationships. Ambit is bilingual (English and Spanish) and understands the differences between the two audiences and the best ways to reach them. Ambit's services include: . Strategic and tactical development concepts . Research · Advertising campaigns (print, broadcast and Internet) · Public relations (community relations, media relations, crisis communication) . Direct mail, including database marketing · Web design and electronic marketing · Media planning and buying . Promotions Initial issues to be emphasized in communications to the City of Delray Beach residents · The Community Land Trust: Promote affordable housing made available through the CL T to moderate-income market segments, such as teachers and government employees. · Fiscal Year 2006-2007 Budget: Present the Annual Budget in simple, easy-to- understand terms to depict a healthy, energetic and financially sound City that supports the mission of Delray Beach. · 1-95 Gateway Project: Excitement and pride must be generated through the promotion of the new entrance to the City. · Congress Corridor Redevelopment: Strategic development west of 1-95 will be critical to attract Class-A offices, supported by retail development and workforce housing. The importance and value to the City of expanding development into the western area of the City must be emphasized. Response to RFP for Marketing and Public Relations Services City of Delray Beach August 29,2006 Page 2 · The Value of Positive Actions by City Staff: A quality city, like a quality business, must recognize the achievements of its staff. Not only does it encourage staff members to continue to excel; it also demonstrates to residents that their City cares about the well-being of its team. . Others Contract Timeframe PHASE I: 45 to 60 days (from early/mid September to October 31, 2006) PHASE II: Ongoing after October 31, 2006 Strategy · Ambit will meet with City staff to fully understand the issues and messages, resources for obtaining information, and current vehicles being used to communicate to the residents. · We will present a plan and budget for approval that complements City activities and introduces additional marketing elements. · Issues will be prioritized (if necessary), and Ambit will immediately commence facilitation of a campaign that will reach residents to communicate and positively influence their perception of City issues. · Elements will include: - Media outreach: set up interviews with the media, write and distribute media stories, as required - Consideration of creating a printed newsletter/brochure that describes projects underway and positive actions being taken by the City. The piece will be economically produced in bulk to direct mail to residents, distribute to professional organizations (Chamber of Commerce, WARC, etc.) and at festivals such as the Howard Alan Craft Show, Art & Jazz on The Avenue, Kids Fest, etc. · Working in partnership with City staff will create an efficient use of existing talent and a synergy that will be highly productive. · Additional ideas will be generated once the agency has been retained. Options If a Communications Manager is hired by the City of Delray Beach, the City and Ambit will agree upon the length of transition time needed for a transition, as well as how to scale back our services as the Communications Manager ramps up. If a decision is made to retain Ambit's services, we will provide a 60-day review to determine how best to move forward in terms of hours required weekly/monthly and subsequent costs. Response to RFP for Marketing and Public Relations Services City of Delray Beach August 29, 2006 Page 3 Cost Based upon our understanding of the scope of work, we estimate the hours required for PHASE I will be between 50 and 100 hours per month, excluding graphic design and printing costs. Ambit is available to work at an hourly rate or within a fixed retainer fee. Once the scope of services and budget is agreed upon, it will most likely be obvious to the City of Delray Beach which method would be preferred. Our agency is equally comfortable with either method of compensation. Our hourly rates are attached to this proposal. SUGGESTED PUBUC RELATIONS BUDGET 60 days (2 months @ $7,SOOjmonth) ...................................................$15,000. Annual (12-months @ $5,000jmonth) . ......... ....... ............. ...... ........... ...$60,000. Artwork/printing for collateral/ads.......................................... _................... TBD References (public sector) Broward Alliance JT Tarlton, President/CEO 954-627-0123 Marine Industries Association of South Florida Frank Herhold, Executive Director 1-800-BOA T -0001 City of Hallandale Beach D. Mike Good, City Manager 954-457-1300 Village of North Palm Beach Mark Bates, Village Manager 561-841-3380 City of Lauderhill Chuck Faranda, City Manager 954-730-3025 City of Oakland Park John Stunson, City Manager 954-630-4215 City of Pembroke Pines Charles Dodge, City Manager 954-431-4884 Delray Beach CRA Diane Colonna, Executive Director 561-276-8640 Ext. 210 Response to RFP for Marketing and Public Relations Services City of Delray Beach August 29, 2006 Page 4 0/\ zt}{{ MEMORANDUM TO: David T. Harden, City Manager FROM: ~Robert A. Barcinski, Assistant City Manager SUBJECT: September 8, 2006 AGENDA ITEM# W S.5CITY COMMISSION WORKSHOP SEPTEMBER 12.2006 PROPOSED BUDGET CREATIVE CITY COLLABORATIVE FY 06-07 DATE: ACTION City Commission is requested to review and provide staff direction on the proposed budget received from Coletta and Company for implementation of the Creative City Collaborative as well as additional consulting services for development of the grants program, fundraising campaign marketing and strategic planning and development of plans for the Arts Cabana and Delray Beach Narrative Project. BACKGROUND Attached is a proposed budget for FY 06-07 received from Coletta and Company for the implementation phase of the Creative City Collaborative as well as additional contracting and consulting services. The proposed budget presumes a full year staffing as well as additional contract and consulting services that were not included in the original contract. I have attached a copy of the original contract dated June 2, 2006 as well as the original proposal for services received in April. The original proposal included proposal and costs for the Delray Beach Arts Cabana and the Delray Beach Narration Project as well as the collaborative, As you may recall, the Cultural Plan envisioned 50% funding from the private sector to help support the operating costs for the collaborative. The consultant feels that it would take some time to build fundraising capacity from the private sector and suggests that the most expeditious way to get the program up and running would be for the City to fund the first year's costs, I feel that it is unrealistic to assume a full year's funding for operating costs. I think it will take time after we receive the consultant's final report to pass the resolution establishing the committee, setting forth their responsibilities and roles, selecting the committee, approving by-laws and hiring staff. I think nine (9) months is a more realistic estimate to use for operating costs. Based on nine (9) months, estimated operating costs including capital expenses would be $146,990, The proposed budget amount for contracting and consulting services is $125,000, As of this writing, I have not been able to obtain a detailed breakdown for this budget item. Per the original contract proposal received in April, the cost for the Cabana workplan was $18,500 and the Narration project was $16,500 for a total of $35,000. This amount is included in the current proposed Commission budget of $153,000 for other contractual services. A total of $80,000 of this budget has been set aside for consulting services with Coletta and Company and the Aleksander Group, The only other tasks to be performed which are listed at the bottom of the budget attachment that are not included in the current contract are the development of the marketing and communications tasks and possibly further development of the grants program for the collaborative. Based on the above, I would suggest considering an additional amount of $40,000 for consulting services, RECOMMENDATION Staff recommends consideration of an additional budget amount for FY 06-07 for the implementation of the Creative City Collaborative in the amount of no more than $190,000. Barcinski Memo Creative City Collaborative Budget 091206.doc '-;0 0 N "-.. 0 0 0 01 0 00 N ILl 0 0 01 0 00 ,-; 00 0 0 01 0 00 ILl 0 - 1 ~O r-o.. M M M 1 M MM ~O 00 Lf) Lf) Lf)1 Lf) Lf)Lf) o..H 00:: r-l r-l r-ll r-l r-lr-l 0:: No.. 1 ILl I 0.. 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Q) Z 0 0 r-l H S:E:OE-< 00> HO:E: P, 0:: H H 0:: OUU H....:1....:1 HO >< ILl Ul UlO U ~U:><~ E-< ILl ....:1E- 00 OOZ \D Ul E-<H><S E-<ILIH 0 H H::> 0 ILl ....:1:><E-<E-< :><:OE-<E-< :><:>O<<l tn l'J :>:: :>::~ "-.. 0 ~E-<HZ ILIOH ILl ILl 0 J:: :E: :E: r-....:1 HUO E-<~U E-<....:1~ -ri ....:1 0 0....:1 0'-; E-< ILIU U .j..l ~ U U~ "-..0 S Z r-l n:l Ol\D 1LIr-lr-l0:: H ILl :>< ><ILI O;:E 0 l'Jr-l ILl Q) Z E-< E-<Z ~ U >::r: ....:1 ....:1 P, ILl H HILI 0 U r-lE-<HE-< ILl.,", ILl.,", 0 l'J U Ul'J ~~ ,:1; 00..00 >0 >M o ILl ILl 0 ILl 0 0 0 ....:1r-l ....:1,-; .. o..~ 0 Ol .. .. ILl 0 S 1 .. .. .. 0::0:: <;f< .. .. .. .. 0..0.. ~ M .. .. .. .. .. . . Delray Beach Creative City Collaborative Organizational Budget O . Annual Year to Date peratmg Expenses p~.. .. ,.,w.' ~ . , "",~~;t' $~ '<", >l '" xli ~" f~ ~";.. Salanc" Travel - Local Travel - Conferences and meetings Publications and dues Rent Marketing and communications Website development and hosting Office supplies Postage Meeting costs Professional fees: accounting and legal Telecommunications Contract and consulting :?120,OOO $2,000 $2,500 $1,500 $18,000 $5,000 $16,500 $1,750 $1,250 $1,250 $2,500 $2,400 $125,000 $299,650 Total Operating Expenses Capital Expenses ~ "/'*'" @,,' " >,>' Furrmure $6,000 $10,000 $16,000 Technology - telephones and computers Total Capital Expenses First Year Expenditures $315,650 Staffing Assumptions: Fulltime Executive Director and Program Officer and Parttime Administrative Contracting and consulting: grants program development; fundraising campaign; marketing, communications and positioning; strategic planning, and development of plans of action for specific projects such as Arts Cabana and Delray Beach Narrative, Work Plan Schedule for Creative City Collaborative Submitted by Coletta & Company Completed by 7/31/06 . Interviews with key stakeholders in advance of the meeting . Develop roles and responsibilities of the coordinating committee that will spearhead organizational development . Develop legal and financial priorities required for operations Completed by 9/15/06 . Develop proposed budget . Draft bylaws, including size and duties of board of trustees, officers and committees . Draft job descriptions for staff members and hiring procedures . Develop process for funding requests . Develop process for in-kind services requests Completed by 10/31/06 . Write purpose of organization and CCC's role in implementing the cultural plan . Develop agenda and possible outcomes for meeting . Advise and asst hiring process for executive director . Compile a resource list for CCC . Attend meeting of coordinating committee for CCC [IT' DF DELIA' IEA[H DELRAY BEACH ~ Ail-AmerIca City , III f !June 7, 2006 100 N.W. 1st AVENUE. DELRAY BEACH, FLORIDA 33444.561/243-7000 1993 2001 Ms. Shelia Redick Coletta & Company 41 union #200 Memphis, TN 38103 RE: AGREEMENT FOR PROFESSIONAL SERVICES/CITY OF DELRA Y BEACWCREATIVE CITY COLLABORATIVE IMPLEMENTATION Dear Ms. Redick: Please fmd attached an original signed copy of the above subject agreement. Please prepare a tentative work plan schedule and send to me as soon as possible for final review. We do want to get started on this project as soon as possible. I can be reached at (561) 243-7011 or bye-mail atbarcinski@ci.delrav-beach.f1.us. Thank you for your assistance. Sincerely, ~~,Jd~ Robert A. Barcinski Assistant City Manager RAB/tas cc: David T. Harden, City Manager File:u:sweeney/asltrs Doc: Ltr to Shelia Redick re Coletta & Company Agreement * PrInted on Recycled Paper THE EFFORT ALWAYS MATTI::RS .. If : AGREEMENT FOR PROFESSIONAL SE~ICES THIS AGREEMENT, made and entered into this ~ day of ~~ 2006, by and between the CITY OF DELRA Y BEACH, FLORIDA, hereinafter referred to as "CITY", and COLETTA & COMPANY, hereinafter referred to as "CONSULTANT". WITNESSETH: WHEREAS, the CITY represents that it is a Florida municipal corporation with the authority to engage the CONSULTANT and accept the obligation for payment for the services desired; and, WHEREAS, the CITY desires to engage the CONSULTANT to perform professional services for the purpose of coordinating and executing the creation of the Creative City Collaborative (CCC) for the City of Delray Beach; and WHEREAS, the CONSULTANT desires to provide such professional services in accordance with this Agreement. NOW, THEREFORE, in consideration of the mutual benefits which will accrue to the parties hereto in carrying out the terms of this Agreement, it is mutually understood and agreed as follows: 1. Consultant Relationship Established: The relationship of the CONSULTANT to the CITY will be that of a professional consultant, and the CONSUL- T ANT will provide the professional and technical services required under this Agreement in accordance with acceptable professional practices and ethical standards. No employer/employee relationships shall be deemed to be established and the CONSULTANT, its agents, subcontractors, and employees shall be independent contractors at all times. 2. The General Description of the Work: The CONSULTANT shall coordinate and execute the creation of the Creative City Collaborative (CCC) for the City of Del ray Beach~ The purpose of the CCC as the proposed umbrella organization for Delray Beach's Arts and Culture, is to champion cultural assets, to trigger innovation and creativity strategies, to increase funding for culture and to champion new cultural initiatives for Delray Beach. The cultural plan recommends a number of signature cultural strategies for the CCC to direct and lead in cooperation with local cultural organizations and city government. The future success of nonprofit organizations is often determined in decisions that are made at the time of their organization_ It is in these first stages that the basics of good governance must be developed, and that is the purpose of the CONSULTANT'S work for the City of Delray Beach. 3. Scope of Work to be Performed bv CONSULTANT: The scope of work under this Agreement will include: (a) The CONSULTANT shall direct, organize, and coordinate answers to the following questions: (i) What does the CCC plan to accomplish, affect or change? (ii) What role and what services will the CCC provide and what needs will it answer? (iii) Are there resources and the civic resolve committed to the CCC's work? 2 (iv) Who does the eee seek to serve and how? (v) What key issues must be addressed in pursuit of the strongest possible organization? (vi) What structure and partnerships need to be in place for the ecc to succeed? (b) Steps to accomplish: (i) Coordinate and participate in exploratory meeting convened by the Mayor: (1) Interviews with key stakeholders in advance of the meeting, (2) Write purpose of organization and cec's role in implementing the cultural plan, (3) Develop agenda and possible outcomes for meeting, (4) Develop role and responsibilities of the coordinating committee that will spearhead organizational development. (ii) Address critical governance issues: (1 ) Develop proposed budget, (2) Draft bylaws, including size and duties of board of trustees, officers and duties, committees, (3) Draft job descriptions for staff members and hiring procedures. (4) Develop legal and financial priorities required for operations, such as incorporation, employer identification number (EIN), opening bank account, etc. (iii) Set criteria for board members of CCC and coordinate agenda for cee organizational meeting. (iv) Attend organizational meeting of CCC. 3 (v) Develop process for funding requests. (vi) Develop process for in-kind services request. (vii) Advise and assist hiring process for executive director. (viii) Compile for board and staff a resource list for the CCC. 4. Payment: The total fee for the scope of work is $23,750, not including travel expenses. The CONSULTANT shall be paid in four equal installments with the first payment to be due upon execution of the contract, the second payment due after completion of Paragraph 3(b)(i)(1), 3(b)(i)(4) and 3(b)(ii)(4). The third installment is due after completion of 3(b)(ii)(1 ,2,3) and 3(b)(v), and the final payment is due after all items set forth in Paragraph 3 are completed. Travel expenses shall be reimbursed on an actual cost basis not to exceed $3,000 unless expressly approved by the City Commission. 5. Term: The term to complete work shall be no more than five (5) months, beginning with execution of this Agreement. 6. Leaal/Financial Services: Legal and financial priorities for the Creative City Collaborative requires legal and financial advice as it relates to incorporation, bank accounts, etc., and it is our assumption in this proposal that the Delray Beach city government will make these services available to the CONSULTANTS at no additional cost. 7. Assianment: The CITY and the CONSULTANT each binds itself and its successors, legal representatives, and assigns to the other party to this Agreement and to the partners, successors, legal representatives, and assigns of such other party, in 4 respect to all covenants of this Agreement subject to budget considerations and requirements of law; and, neither the CITY nor the CONSULTANT will assign or transfer their interest in this Agreement without the written consent of the other. 8. Subconsultants: In the event the CONSULTANT, during the course of the work under this Agreement requires the services of any subcontractors or other professional associates in connection with services covered by this Agreement, CONSULTANT must secure the prior written approval of the CITY. 9. Notices: Whenever either party desires to give notice unto the other, it must be given by written notice, sent by registered United States mail, with return receipt requested, addressed to the party for whom it is intended at the place last written, as the place for giving of notice in compliance with the provisions of this paragraph. For the present, the parties designate the following as the respective places of giving of notice to wit: CITY CONSULTANT City Manager City of Delray Beach, Florida 100 N.W. 1st Avenue Delray Beach, Florida 33444 Coletta & Company _LH U11 int"/ .. ~ IJav1 P IAl5 (11\1 :3~ 10 3 10. Termination: Either the CITY or CONSULTANT may terminate this Agreement, with or without cause, upon thirty (30) days written notice. At such time as the CONSULTANT receives notification of the intent of the CITY to terminate the contract, the CONSULTANT shall not perform any further services. The CONSULTANT shall be paid for all services rendered to the date of termination. 5 11. CONSULTANT shall be responsible for all taxes of any kind. An IRS W-2 form will not be provided. The CITY will provide an IRS Form 1099 required by law. CONSULTANT recognizes that no Federal Income Tax or Social Security will be withheld. 12. Indemnification: The CONSULTANT shall indemnify, save and hold harmless the CITY, its agents and employees from any claim, demand, suit, loss, cost of, expense or damage which may be asserted, claimed or recovered against or from CITY or CITY'S agents or employees, by reason of any damage to property or person, including death, sustained by any person whomsoever, which damage is incidental to, occurs as a result of, or arises out of the negligent or wrongful act(s) of CONSULTANT. 13. Jurisdiction: Venue: The CONSULTANT hereby covenants, consents and yields to the jurisdiction of the State Civil Courts of Palm, Beach County, Florida. Any dispute between CONSULTANT and the CITY shall be governed by the laws of Florida with venue in Palm Beach County. 14. Entire Aareement: Modification: This Agreement represents the entire understanding of the parties and supersedes all other written or oral agreements. Modifications to this Agreement must be made in writing and mutually agreed to by the parties. 15. Effective Date: This Agreement shall not be effective until executed by the City of Delray Beach. 6 . . IN WITNESS WHEREOF, the CITY has caused these presents to be executed in its name by its Mayor, and attested and its official Seal to be hereunto affixed by its City Clerk, and the CONSULTANT has hereunto set its hand and Seal the day and year first written above. ~~ ~S). ~~~.:~ City Clerk CH, FLORIDA ATTEST: By: Approved as to Form: i~l~ ~ City Attorney Witness Print Name: COLETTA & COMPANY By:~E.~ Print Name:~ ltL E. ~ ,. d:. (Seal) Witness Print Name: State of Florida County of Palm Beach The foregoing instrument was acknowledged before me this , 2006, by officer or agent, title of officer or agent, of (name of corporation acknowledging), a incorporation), corporation, on behalf of the corporation. me/or has produced identification. day of (name of (state or place of He/She is personally known to (type of identification) as Signature of Notary Public - State of Florida 7 t/1fiiir -44- ~~--~..-:f ~o ~..,.,. \, C>>-M.:fro....:J (~ . ~ELJUY6EACHC.M Te: .avid T. Harden, City Mana(er ~.bert A. Barcinski, Assistant City Mana&"er Agenda Item Special Meeting City. Commission May 9,2006 Appreval Agreement/ Celetta & Cempany FR.eM: StJaJECT: .ATE: May I, MO' ACTION: City C.mmissi.n isretluestei t. consider approval of an agreement with C.letta & C.mpany. for the implementation of the Creative City Collaborative in the amount of $23,750 plus ~,l:JCb_ travel expenses. Funding would be provided from the City Manager's Contingency. BACKGROUND: Attached is a proposal received from Coletta & Company to implement the Creative City Collaborative as presented as a recommendation in the Cultural Plan. They have also included proposals to begin development of the Arts Cabana and the Narration Project recommendations. At this time s,taff suggests that we proceed with the implementation of the Creative City Collaborative. RECOMMENDATION: Staff recommends approval of the proposed agreement with Coletta & Company for the implementation of the Creative City Collaborative recommendation contained in the Cultural Plan. Funding to come from the City Manager's Contingency. RAB/tas File:u:sweeney/agenda Doc: Agenda Item for Approval Agreement Coletta & Company PROPOSAL FOR CREATION OF DELRAY BEACH CREATIVE CITY COLLABORATIVE Submitted by Coletta & Company April 25, 2006 Purpose: Coletta & Company proposes to coordinate and execute the creation of the Creative City Collaborative (CCC) for Delray Beach. Context: The Creative City Collaborative, as the proposed umbrella organization for Delray Beach's arts and culture, is the centerpiece of the city's cultural plan developed by Coletta & Company. The CCC becomes the institutional partner with the City of Delray Beach in fulfilling the city's creative potential and branding itself in the Southern Florida super-region as creative, authentic and intimate. The purpose of the CCC is to champion cultural assets, to trigger innovation and creativity strategies, to increase funding for culture and to champion new cultural initiatives for Delray Beach. The cultural plan recommends a number of signature cultural strategies for the CCC to direct and lead in cooperation with local cultural organizations and city government. The future success of nonprofit organizations is often determined in decisions that are made at the time of their organization. It is in these first stages that the basics of good governance must be developed, and that is the purpose of this proposal to City of Delray Beach. ,J Scope of Work: The foundation of the Creative City Collaborative is laid by answering some questions that are fundamental to its success: . What does the CCC plan to accomplish, affect or change? . What role and what services will the CCC provide and what needs will it answer? ( 2 . Are there resources and the civic resolve committed to the CCC's work? . Who does the CCC seek to serve and how? . What key issues must be addressed in pursuit of the strongest possible organization? . What structure and partnerships need to be in place for the CCC to succeed? To this end, Coletta & Company will: . Coordinate and participate in exploratory meeting convened by the Mayor: o Interviews with key stakeholders in advance of the meeting o Write purpose of organization and CCC's role in implementing the cultural plan o Develop agenda and possible outcomes for meeting o Develop role and responsibilities of the coordinating committee that will spearhead organizational development . Address critical governance issues: o Develop proposed budget o Draft bylaws, including size and duties of board of trustees, officers and duties, committees.' o Draft job descriptions for staff members and hiring procedures o Develop legal and financial priorities required for operations, such as incorporation, employer identification number (EIN), opening bank account, etc. . Set criteria for board members of CCC and coordinate agenda for CCC organizational meeting . Attend organizational meeting of CCC . Develop process for funding requests . Develop process for in-kind services request . Advise and assist hiring process for executive director . Compile for board and staff a resource list for the CCC 3 Fee: Our fee for implementation of the CCC is $23,750. Travel expenses will be billed at net in addition to the project fee, and the work plan anticipates two trips for a total of no more than a maximum of four staff visits. Assumptions: Legal and financial priorities for the Creative City Collaborative requires legal and financial advice as it relates to incorporation, bank accounts, etc., and it is our assumption in this proposal that the Delray Beach city government will make these services available to the consultants at no additional cost. The projected schedule for this work is no more than five months, beginning with execution of the contract. . Add-on Components The two signature projects of the cultural plan are the Delray Beach Arts Cabana and the Delray Beach Narration Project.. These projects are the major vehicles for repositioning Delray Beach within the super-region, but also, within a national framework. That's because they symbolize the creativity being harnessed in Delray Beach, the innovative thinking that is under way and its special quality of life. To make s':Jre no time is lost in getting these projects under way, Coletta &: Company is prepared to begin work on them contemporaneously with the organizational development of the Creative City Collaborative. For that reason, we are including work components that can be added into the current phase of work: 1) Defray Beach Arts Cabana. To begin development of the Cabana, a study trip in July would be organized for a small group of key stakeholders to visit Anderson Ranch Arts Center, which characterizes the energy and vision of the Delray Beach Arts Cabana, and meet with its organizers and managers. 4 Coletta &. Company would organize the on-site study trip to Anderson Ranch Arts Center, connect with other national resources in support of development of the Cabana, manage public input for the proposal, develop and execute a plan to create support, and develop an action plan, including timeline and budget for creating the Arts Cabana. This anticipates travel to Anderson Ranch Arts Center and two trips to Delray Beach for a total of eight stqff visits. Additional Cost: $18,500 2) Delray Beach Narration Project. v To begin development of the Narration Project, Coletta &. Company would develop a plan that includes a timeline, probably costs, technology options, connections to national resources like the Center for Digital Storytelling, inventory of current oral material and judgment on fidelity and pertinence, process for gathering additional stories, and a civic event such as a story-telling celebration at Old School Square to kick off the process. This work anticipates two trips to Delray Beach for a total of six staff visits. Additional Cost: $16,500 Blank Page 1 of 1 Smith, Douglas From: Tom Jones [tjones@smartcityconsulting.com] Sent: Tuesday, September 12, 2006 4:53 PM To: Smith, Douglas Cc: Sheila Redick Subject: Consulting/Contract fees for Creative City Collaborative Doug: To follow up our telephone conversation, I'm sending along the rationale that we used to recommend a $125,000 consulting/contract budget for the Creative City Collaborative. First, the proviso. This breakdown is intended to be a general guideline for the consulting needs of the CCC, and we've based these amounts on our experience and our knowledge of similar organizations in other cities. That said, here's the worksheet projections that formed the final recommended amount: $ 37,500 -- Fund-raising plan, presentation and prospect list. (There's a very good firm, Waters Pelton, in West Palm Beach that would be a good candidate for this work.) $ 7,500 -- Detailed grants programmatic guidelines, criteria for grants programming and formatting of funding requests $ 27,500 -- Marketing and communications action plan with attention to specific positioning and messaging $ 9,500 -- Strategic planning (we would recommend that this could be done in concert with fund-raising plan) $ 25,000 -- Specific plans of action for Delray Arts Cabana and Delray Beach Narrative Project $ 18,000 -- Development of Creative City Collaborative website If you have any additional questions, please let me know. We admire the board of commissioners' leadership in creation of this transformative initiative, and we want to lend our support in any way possible. Take care. Tom Jones *** eSafe scanned this email for malicious content *** *** IMPORTANT: Do not open attachments from unrecognized senders *** ~~~~~u~~ \}J$.S 9/12/2006 MEMORANDUM SUBJECT: MAYOR AND CI1Y COMMISSIONERS CI1Y MANAGER ~c AGENDA ITEM #lUsb WORKSHOP MEETING OF SEPTEMBER 12, 2006 FY 2006-2007 BUDGET ISSUES TO: FROM: DATE: SEPTEMBER 8, 2006 For your review, please find attached a list of budget changes to the previously submitted Proposed FY 2006-2007 Budget document and a video streaming proposal from Granicus, Inc, as additional information. S:\City Clerk\agenda memos\City Manager\Budget 091206 Proposed Expenditures Changes Made Since 7/21/06 All departments General Employee Pension Adjustment City Commission - Reduced by $5,000 for duplicate entry First Night (already a transfer) City Manager - Increased by $10,000 for Mystery Shopper Contract Public Information - New Public Communications Manager Position Police Support Services - Adjustment for actual boat garage rental cost Police Wage Adjustment for Us, Capt and Major - All divisions Fire Administration - Fire Wage Adjustment All division Planning and Zoning - HR wage adjustment for Planners Building Inspection - Addt Plan Reviewer II CRA Position Engineering - HR Wage adjustment for City Engineer Ocean Rescue - Increase in beach cleaning contract Misc Grants - Increase from original amount Debt Service - adjustment Transfers adjustments General Construction CRA Stormwater Beautification CDBG Contingency (Currently at $2,091,480) Current General Fund Balance 98,567,530 -51,560 -5,000 10,000 86,700 3,060 63,040 563,930 58,020 66,490 3,140 5,330 50,000 -118,000 316,000 402,450 45,000 370 -390 978,650 101 ,044,760 MEMORANDUM TO: FROM: MAYOR AND CITY COMMISSIONERS CI1Y MANAGER ~ AGENDA ITEM # - WORKSHOP MEETING OF SEPTEMBER 12, 2006 VIDEO STREAMING PROPOSAL/GRANICUS, INC. SUBJECT: DATE: SEPTEMBER 8, 2006 This item is before the Commission to consider a proposal from Granicus, Inc, for the video streaming of Commission Meetings. Attached is the proposal from Granicus, Inc" a streaming media solution provider, which allows meetings to be available live over the internet or as searchable archives, A summary of costs as outlined in the proposal is listed as follows: . Media Manager Software Granicus OutCast Encoder Professional Services & Other Hardware Minutes Maker Total Monthly Service Costs $5,500.00 $800.00 $3,625.00 $15,000.00 $950.00 . . . . Additional costs would include a computer in the approximate amount of $2,300.00, cameras at an approximate cost of $2,500.00 per camera for installation in the chambers and a Media Vault Server for the archiving of the media flies at a cost of $6,500.00. The preliminary cost estimate for the total project is $37,175.00, which does not include the annual service costs of $11,400.00 ($950.00 per month). This estimate is subject to change upon further review of the specific installation needs of the City. Recommend Commission direction regarding the attached Granicus, Inc, proposal for video streaming. S:\City Clerk\agenda memos\Granicus.lnc, 091206 8/22/2006 To: The City of Delray Beach Chevelle D. Nubin City Clerk Via email Chevelle, Granicus looks forward to developing a successful long-term relationship with The City of Delray Beach. By selecting Granicus as your streaming media solution provider, you will greatly improve external and internal access to your public meetings. These meetings will be available live over the Internet, and as searchable archives that can be used for efficient long-term record keeping. Streaming with Granicus improves public access beyond what can be provided through cable broadcast. The availability of searchable archives allows a section of any meeting to be retrieved at anytime using a simple keyword search. In addition, documents like staff reports, agenda's, and minutes can be synchronized and linked to your audio and video archive all of which will be available through the City's web site. While publiC meeting broadcasts are a compelling and popular use of your Granicus solution, your system can be used by all City departments to present video content internally or externally over the web. Other cities use the Granicus solution to deliver public education content, public service announcements, and video on demand training. The Granicus solution delivers the functionality desired by The City of Delray Beach, and does it in a way that minimizes the overall cost. Our proposed solution integrates with your current infrastructure and audio video equipment instead of replacing or duplicating it. Additionally, the storage and distribution of your streaming content is offloaded to the Granicus Media Center eliminating your need to invest in additional dedicated bandwidth and servers, which are necessary to support streaming. By automating processes that would normally be done manually the Granicus MediaManagerlM software also minimizes the impact streaming has on staff time, and eliminates the need for the IT staff to be on hand during meetings. Agenda items can be indexed in real time, and archives are automatically published to the City's web site minimizing the involvement of your Webmaster. Because meeting archives are readily available on the Internet, the need for the clerk's office to retrieve and prepare meeting records will also diminish over time. At Granicus, we recognize that a great product is only part of what keeps our clients satisfied. For that reason, Granicus provides 24/7 technical support and onsite user training. We also take full responsibility for maintaining and monitoring the technology that powers your solution, so that you can avoid the cost of developing a team of streaming experts. When you need us we will be there to help. If you have any questions about our services or this proposal please do not hesitate to contact me. Most Sincerely, Chris Rynders Southeast Regional Manager Granicus, Inc. Proposed Solution Pricing Your Granicus solution was designed based on The City's specific streaming needs. Our pricing reflects our commitment to supply our customers with the highest value and utmost quality. Your solution consists of the components detailed below. **Please note that the pricing below is for budget purposes ONLY. Pricing is subject to change upon completion of a Network Assessment. Granicus MediaManager MediaManager Software Basic Subtotal $5,500.00 $5,500.00 Granicus OutCast Encoder Hardware (Provided by Client) (1) - Minimum 3.0GHz Pentium 4 with HT technology 32-bit required. 64 bit extensions will not work Minimum 1GB RAM and 36GB disk (RAID 1 recommended) Windows Server 2003 (1) . Osprey 230 Encoder Card Configu ration Hardware (Provided by Client) Software $0.00 $350.00 Subtotal $0.00 $450.00 $800.00 Professional Services & Other Hardware Training (1) - Days Onsite Installation (1) . Day Remote Web Site Integration $1,600.00 Subtotal $225.00 $1,800.00 $3,625.00 First Months Managed Services $600.00 Total $10,525.00 Total Monthly Managed Services $600.00 ADD OPTION: MINUTE$ MAKER: $15,000.00 additional up front and $350 additional Monthly. Granicus Managed Services All managed services plans are billed on a monthly basis, and require the first month be paid during the initial setup of your Granicus solution. All plans include full Managed Services, complete monitoring and maintenance of your on-site hardware and 24/7 technical and user support for your complete solution. Managed Services also includes all software upgrades and bug fixes for all of the City's Granicus software components. The goal of our Managed Services program is to help the City realize the highest level of value and satisfaction from Granicus solution, without incurring additional or unexpected costs. Granicus Managed Services include the following: Technical and User SUDDort Granicus offers continuous customer support and is dedicated to ensuring that the City is completely satisfied with Granicus products and services. Granicus staff is available to the City 24hrs a day, 365 days a year, via the contact info below. Direct (8:00am to 6:00pm Pacific time): 415-357-3618 Toll Free (8:00am to 6:00pm Pacific time): 877-889-5495 Site: www..lranicus.com Email: support@granicus.com MonitorinR As part of the City's Managed Services Granicus will continually monitor, on a 24/7 basis, all the software and hardware included in your solution. Should any malfunction appear, Granicus will immediately notify the City and proceed to resolve the issue. Granicus is committed to repair or replace any non-functioning hardware, provided directly from Granicus, within 24 hours for up to 3 years. Software UDRrades Granicus provides its software as a "Lifetime License", and all software upgrades are included as part of your Managed Services program. This includes both the rights to use the upgraded software and any services required as part of the upgrade process. Bandwidth and StoraRe Through Granicus Managed Services we will provide all of the bandwidth and storage necessary to utilize your solution. The Granicus Managed Services plan includes "Unlimited Bandwidth" for streaming the City's live and on-demand content over the Internet through the Granicus Media CenterlM. The Granicus Managed Services base plan also includes 12 months of archiving for all public meetings and 50 hours or 7 Gigabytes of storage for additional content at the Granicus Media CenterlM. Project Implementation Timeline Granicus is pleased to begin a promising and successful relationship with The City of Delray Beach. To begin the process, we have outlined a timeline to ensure the efficient and organized implementation of your Granicus solution. Granicus guarantees a 30-day implementation period, which begins the day the service contract and initial fees are received. Project Task Date Client delivers signed proposal and service contract to Pre Kick-Off Granicus Full purchase order is issued by the Client Pre Kick-Off Project Kick-Off Week 1 Installation project plan completed by Granicus a Client Week 1 Hardware built, configured and tested Week 2 Granicus in conjunction with the Client's Webmaster will Week 2 complete the website Integration All Onsite Installations Completed Week 3 Training Completed Week 4 Client completes two-day solution testing and final Week 4 implementation sign off Go-Live: Client releases remaining project funds to Week 4 G ranicus Unless otherwise stated in a program announcement or solicitation, this signed and accepted proposal must be received by 11/22/2006. Sign to accept proposal. Return to representative or: Granicus, Inc. 28 2nd street Suite 400 San Francisco, CA 94105 The City of Delray Beach Granicus, Inc. Client Signature: Signature: Date: Date: Professional Services Description Confiquration: Configuration of Granicus hardware includes the assembly of all server and encoder components. Base operating systems are installed on Granicus or client supplied hardware. The hardware and software is optimized for streaming media applications. Granicus software is then installed and initial configuration and testing is performed. Web Site Inteqration: Web site integration includes incorporating the public components of the Granicus Media ManagementlM software into the client's website, matching the look and feel, and integrating the navigation. This service also includes the custom design of a client specific pop-up video player, or skin, and a custom agenda parser to increase indexing quality and efficiency. In addition, our MinutesMaker feature can be customized to provide automatic generation of cross-linked meeting minutes to meet your specific needs. Ons;te Installation a Tra;n;nq: Onsite installation of hardware at client's location includes configuration of: analog audio and video feeds to the encoder, Internet and LAN connectivity, configuration of firewalls and proxies, all hardware with power and backup power supplies, and final system configuration with the Granicus Media Center. Once the system is up and running Granicus' engineers finish the setup by tuning the audio and video remotely. A training session concludes the onsite visit. Once the system is installed, our engineers will remotely monitor your equipment to assure that it is continually operating to original specifications. Granicus MediaManagerlM Software Granicus MediaManagerlM consists of proprietary web-based software tools designed to efficiently organize and manage your streaming content. These tools put the control of broadcast activity, user account management, live event management, and usage reporting in your hands. The software has been broken up into four segments to meet the unique needs for a variety of local government agencies. These three components are: 1) Media ManagerlM - Basic, 2) MediaManagerlM - Enterprise, and 3) MediaManagerlM, - MinutesMaker. Each of these components are described in detail below. MediaManagerlM - Basic is the foundation technology of every solution and is required before adding the Enterprise or MinutesMaker software modules. MediaManaRerlM Basic Public Site: Our solution includes several pages for your Internet users to access on-demand media and live broadcasts. Users will use these pre-built pages to search out specific footage, and jump to specific events within your audio/video archive. The Granicus solution also allows for a key word search based on all of the index points associated with the City's complete library of video archives. This functionality substantially increases the convenience of access to and use of meeting archives. Around these core pages you can instantly control user access using a registration and log in system. All public web pages are seamlessly integrated into your current website, so that the look and feel of your site remains consistent. The MediaManager - Basic software license allows for one custom build archiving listing page, and one video skin. By adding MediaManagerlM - Enterprise you will the ability to create and customize an unlimited number of publiC pages by utilizing our templates and views tools. See MediaManagerlM - Enterprise for more information. Protected Administration Site: As a client of Granicus, you will have access to a web based administrative site that will allow you to create and manage archives, schedule and index live events, link documents and minutes of meeting to the video, view real time usage reporting, and configure content distribution. You will also have access to a series of video editing tools that can be used to enhance your on-demand content once it has been broadcasted or encoded. . Media Acquisition tools give you the ability to add audio and video content to your content library from a variety of sources. Utilizing the Granicus OutcastlM encoder, live events can be simultaneously broadcast and archived to the library easily and directly through the live event manager. During a broadcast you can add times stamped data, such as agenda item indices or slides, allowing you to create rich multimedia presentations. You are also given a simple media import tool that can be used to import any pre-encoded content from your desktop into your archive listing. Finally, the Granicus OutcastlM encoder, which is included with MediaManagerlM - Basic, can be used to encode your analog video by replacing the live signal with that of a standard video playback device such as a standard VCR or DVD player. In this scenario, the same capture tools for managing a live broadcast can be used to make your valued offline content available online. Granicus also offers in house from encoding from VHS or DVD as part of our professional services. . Automatic Live Event Scheduler and Archive Publishing - Live events, such as City Supervisors meetings, can be easily scheduled to be both broadcast live and archive through the Granicus Live Event Manager. By utilizing this tool, the City will not require staff time or technical assistance to start, stop or archive their live events. Archives are automatically transferred from the Granicus OutCast '1M encoder to the Granicus MediaCenter'IM and automatically published the City's web site. These features substantially decrease the need for staff time to manage content creation and publishing to the City's web site. . Media Clip Administration provides clients the tools to create, edit, delete, index, trim and merge digital video clips. Once the media is in the archive library you can utilize indexing tools that allow you to set multiple "Jump To" points into the video, providing your end user the ability to easily navigate your streaming content. Various other editing and organizational tools allow you to modify your archives and add to the searchable Meta data associated with each archive. . Meeting Agenda Parser allows the City to index its video archives based on agenda item titles, by automatically pulling the agenda item titles and descriptions from the City's agenda and loading them into the Granicus MediaManager'IM. These agenda item titles are than loaded into the live event manager, which allows you to index your video in real time by simply clicking on an agenda item title and pressing enter when the council or board begins discussing that issue. Other solutions, if they offer indexing, force you to manually retype and load the text for each agenda item. The Agenda Parser feature assures quality indexing and substantially decreases the staff time need to create indices. . Searchable Indexes - Audio and Video archives, which are viewable over the Internet, can be easily indexed with multiple jump points through the Granicus MediaManage(lM software. These indexes allow users to jump directly to the speCific point in the City's audio/video archive. The Granicus solution also allows for a key word search based on all of the index points associated with the City's complete library of video archives. For example a key word search on "Water" will return to the user a direct link to all of the audio/video archives, which discuss water usage in the City. This functionality substantially increases the convenience of access to meeting archives. . Searchable Closed Captioning - The Granicus solution supports the use of closed captioning, and the association of the captioning with the streaming media. Captions are viewable during live and archived streaming for full ADA compliance. For archived meetings the captions can also be searched by key words allowing the user to jump to the appropriate point in the video archive. In addition captions can also be used to create a transcript for a particular agenda item through the Granicus MediaManager'IM Software. . Document Management enables documents to be manually loaded and linked to video archives and directly associated to the appropriate agenda items, resulting in a searchable archive that includes both the audio/video record of your meeting and the staff reports or other documents that were used during the meeting. Cross-linking documents and audio/video archives provide the most comprehensive records archive system available. To improve the efficiency of integrating and linking your meeting documents with your meeting audio / video see the Document management Integration option included with MinutesLinker'IM. . CD Download with Indexing - Audio/Video Archives can be quickly downloaded and burned to CD by any administrator of the Granicus solution. The CD download also includes the agenda item indexing information so users of the CD can still jump directly to the agenda items they are interested in. This tool conveniently provides offline copies of your meetings for those citizens without Internet access. . Media Delivery subsystems, such as the Granicus StreamReplicatorlll and MediaVaulf"', maximize your existing infrastructure investment by allowing you to deliver content using local storage and bandwidth when appropriate. These systems function transparently as part of the Granicus solution, and complement the robust delivery architecture at the Granicus MediaCenterllol. No special training is required to operate these devices as they function autonomously and are controlled by Granicus MediaManagerlM software. . Summary Reports provide you with detailed usage reports concerning: streaming requests, average user bandwidth, outbound bandwidth, content popularity, and media storage usage. Granlcus MediaCenterlM . Content Management and Delivery To deliver reliable, high-quality audio and video content over the Internet you must have a secure and scalable distribution facility able to support hundreds or thousands of concurrent users; with this as our goal we created the Granicus MediaCenterlM. The Granicus MediaCenterlM enables us to store and distribute your content over the Internet to ensure your audience consistently receives a high quality stream. How it Works The Granicus MediaCenterlM is the core of all Granicus Internet broadcast solutions. This secure and reliable facility stores and distributes rich-media events to the public over the Internet. Live streams are encoded at your location and one stream is sent to our streaming servers at the Granicus MediaCenterlM. Archive files can also be uploaded directly to our servers. Your streaming content will be available through your web site, but the Granicus MediaCente(1M handles all requests for both live and archived streams. The only streaming that will travel over your network is the one stream per source, you are sending to the Granicus MediaCenterlM. The Granicus MediaCenterlM is well equipped to handle all of your streaming needs. It has direct redundant Internet connectivity at optical wavelength speeds to a variety of major Internet backbone providers, including Qwest Communications, SBC/Pacific Bell and others. In addition to providing standard Internet Data Center power facilities the Granicus MediaCenterlll has the significant added benefit of being a Designated Block 50 facility, allowing the facility to be exempt from rolling blackouts. MediaCenterlM Features: . Flexible Storage Programs . Flexible Distribution Programs . 24/7 System Support . Redundant Storage . Redundant Network Connections Granicus OutcastlM Encoder - Feature Rich Encoding The Granicus Outcast encoder coupled with the Granicus MediaManage(1M Software makes live streaming and archiving a simple and hands off process. Most encoders simply convert an audio video signal into a digital format that can be used for streaming; the Granicus Outcasf'''' does much more. Using the Granicus OutcasflM with your Granicus solution allows for live event scheduling, automatic web publishing, live indexing, slides, closed captioning, and automatic archiving and file transfer to distribution servers ]~~ . :.1 How it Works The OutcastlM Encoder integrates with the web-based Granicus MediaManagerlM software and transfers live broadcasts to the Granicus MediaCenterlM in real time. The Granicus MediaCenterlM then duplicates and distributes your high quality audio and video content to the audience requesting the content. While broadcasting a live event, the on-site Granicus OutcastlM Encoder can also archive your broadcasts for on-demand viewing later. Once your broadcast is complete, the encoded event is automatically transferred to the Granicus MediaCenterlM where our suite of streaming media tools is accessible for editing, management and publishing functions. OutcastlM Encoder Features: . Live & Scheduled Broadcast Control . Automatic Archiving . Multiple Bit Rate Support . Automated Broadcast and Archive Publishing . Live event management: Indexing, Slides, and Closed Caption @ granicus' · 28 2nd Street, 4th Floor. San Francisco, CA94105 415.522.5216 Hardware Recommendations OutCastlM Encoder: . Minimum 3.0GHz Pentium 4 with Hyper Threading technology . 32-bit required. 64 bit extensions will not work . Minimum 1 GB RAM and 36GB disk (RAID 1 recommended) . Windows Server 2003 Recommended Server for Encoder (Dell): . Dell PowerEdge Server 1850 . Intel Xeon Processor - 3.0GHz/2MB Cache, 800MHz . RAID PERC4e/Si (ROMB) - (2) 73GB 10K RPM Ultra SCSI HD . Riser with PCI-X Support and Embedded RAID . 1GB DDR2, 400MHz, 2x512MB Single Ranked DIMMs . Windows Server 2003 Web Edition Recommended Tower PC for Encoder (Dell): . Dell PowerEdge 830 . Intel P4 630 @ 3.0 GHz, 2MB Cache, 800Mhz FSB . 1GB SDRAM SATA RAID 1 with 2 SATA Drive - SERC RAID Controller . (2) 80 GB, Serial ATA, 7200 RPM . Windows 2003 Standard Edition . 3-Year Next Business Day Onsite Parts Replacmement MediaVaultlM I Stream ReplicatorlM I Votin$l Server: . Minimum 3.0GHz P4, 64bit OK . Minimum 1GB RAM and 36+ GB internal disks (RAID 1 recommended) . External interface for mass storage (SCSI or Fiber Channel RAID preferred, NAS or SAN acceptable) . Windows 2003 Server Recommended System for MediaVault/Stream ReplicatorNoting Server (Dell): . Dell Server - PowerEdge 1850 . Single Processor Intel Xeon, 3.0 GHz Processor . 72GB Hard Drive . 1 GB SDRAM 133 MHz, 4x256MB DIMMs . Windows 2003 Server Note: Rack mountable hardware is preferred. Rack chassis should be chosen with available rack space in mind. Page 1 of 1 Nubin, Chevelle From: Smith, Douglas Sent: Tuesday, September 12, 2006 3:28 PM To: Perlman, Jeff; Levinson, Jon; Montague, Brenda; Ellis, Rita; Fetzer, Fred Cc: Department Heads; Gaskins, Lanelda; Herrmann, Lisa Subject: Proposed General Fund Budget Changes 2006-2007 Attachments: GF Changes Update.xls Please find attached for your information an updated sheet of Proposed General Fund Budget Changes for tonight's workshop meeting. Funding changes from the version included in the agenda packet are shown in bold. The major funding changes are: . Addition of 2% Civil Service Employee Increase . Addition of Fire Management Increases . Additional funding for Planning and Zoning and Community Improvement - budget recommendations from staff review of development review and building permit process, If I can provide any additional information, please let me know, Thanks, Doug Smith Assistant City Manager City of Del ray Beach 100 NW First A venue Delray Beach, FL 33444 Phone: (561) 243-7144 Fax: (561) 243-7199 Email: smithd@ci.delray-beach.f}.us 9/1212006 ()dcliUWial /J1.'Jo()jJ;tJn ~ jl-ern u)g.1o Proposed Expenditures Changes Made Since 7/21/06 All departments General Employee Pension Adjustment All departments 20/. Civil Service Employee Increase City Commission - Reduced by $5,000 for duplicate entry First Night (already a transfer) City Manager -Increased by $10,000 for Mystery Shopper Contract Public Information - New Public Communications Manager Position Police Support Services - Adjustment for actual boat garage rental cost Police Management Increase - All Divisions Major, Captains and Us, Fire - Fire Wage Adjustment All division Fire Management Increase - All Divisions Division Chief, Asst Fire Chief, Battalion Chief Planning and Zoning - HR wage adjustment for Planners Planning and Zoning - Additional Staff Assistant II Position Planning and Zoning - Additional Hardware and Software Requests Planning and Zoning - Courier Service Planning and Zoning - Staff Development and Team Building Building Inspection - Addt Plan Reviewer II CRA Position Building Inspection - Upgrade PT Office Assistant to FT Staff Assistant II 98,567,530 -51,560 285,840 -5,000 10,000 86,700 3,060 63,040 563,930 42,440 58,020 41,140 54,880 3,000 7,000 66,490 25,590 9/12/06 Engineering - HR Wage adjustment for City Engineer 3,140 Ocean Rescue - Increase in beach cleaning contract 5,330 Misc Grants - Increase from original amount 50,000 Debt Service - adjustment -118,000 Transfers adjustments General Construction CRA Stormwater Beautification COSG 316,000 402,450 45,000 370 1,150 Manager's Contingency (Currently at $1,630,050) 517,220 Current General Fund Balance 101,044,760 9/12/06 Page 1 of 1 Smith, Douglas From: Smith, Douglas Sent: Tuesday, September 12, 2006 3:53 PM To: Koen, Kerry Cc: Harden, David; Safford, Joseph; Hamilton, Harry; Herrmann, Lisa Subject: Proposed Budget Addition for FY 2006-2007 - Fire Management Increases Chief, At Mr. Harden's direction, we have adding a funding request to the list of changes to the proposed FY 2006-2007 General Fund budget for review by the City Commission at tonight's workshop meeting as follows: Fire Management Increases Assistant Chiefs, Division Chiefs and Battalion Chiefs If funding is approved, increases for FY 2006-2007 would be as follows: . All future promotions from Lieutenant to Battalion Chief would receive a 15% increase . All Assistant Chiefs, Division Chiefs, and Battalion Chiefs would receive an additional 3% increase above the 2% across the board increase for Civil Service employees (so the Assistant Chiefs, Division Chiefs, and Battalion Chiefs would receive both a 3% increase and the 2% across the board) . In addition, all Assistant Chief, Division Chief, and Battalion Chief positions would be increased by one pay grade and incumbents would receive an additional 2% increase If I can provide additional information, please let me know, Doug Smith Assistant City Manager City of Delray Beach 100 NW First A venue Delray Beach, FL 33444 Phone: (561) 243-7144 Fax: (561) 243-7199 Email: smithd@ci.delray-beach.fl.us ~~~ ~~\trv ~ ~ \>.b. ~ 9/12/2006 ~N~~. ?~~~ ~'1 07 ~~ M 1 ReCEIVED. SEP7 - zaOB .- crrv--AfANAGER MEMORANDUM TO: David Harden FROM: Harry J. Hamilton SUBJECT: Police Department Management Compensation 10/1/06 DATE: September 5, 2006 1. All future promotions from Sergeant to Lieutenant will be 15%. 2. All Lieutenants, Captains, and the Major will receive an additional 3% increase on 10/1/06 over the 2% across the board increase that all civil service employees will receive for a total of 5%. 3. The Captain position will be re-allocated to Grade 27 and the Major position will be re-allocated to a new Grade 29. All incumbents will receive an additional 2% re-allocation increase in accordance with PER-4. 4. Command sworn staff will continue to be eligible for details and top out bonuses. 5. All other requests outlined in the sworn staff memorandum dated, May 25, 2006, Management Benefit Package, will only be considered in the context of benefit improvements for all management employees. Approved: ~~ David T. Harden. \ q /? lOb Date L ( Cc: Our Commitment Is Our Bond ~~~ ~~~S.lP :r c:: 3.: )> :z :::a f'1'1 (/) June 2, 2006 ~ ;:ij1 ..- SWORN EMPLOYEE MANAGEMENT BENEFIT PACKAG~ r:; .""v) \.0 ~I J Delray Beach Police Department 300 West Atlantic Avenue Delray Beach, Florida 33444-3695 (561) 243-7888 Fax (561) 243-7816 Joseph L. Schroeder Chief of Police MEMORANDUM TO: FROM: Harry Hamilton, Human Resources Director Joseph L. Schroeder, Chief of Police DATE: SUBJECT: DELRAY BEACH ~ All-America City '111 r! 1993 2001 2004 f'-,;) = = ~ <- c: .;z L. U'l A!J, m ("') m '""0 :::r ' <.: fl1 ~j;!~ ., *'ii..J I am forwarding to you a management package proposal that would cover my deputy chief of police, captains and lieutenants. As outlined in the proposal, the Police Department will face significant changes within our command structure that if not adequately addressed now could lead to insurmountable problems in the future. The time to act is now, and I would appreciate your careful review and consideration for this proposal. Of course, I am available to discuss this matter in greater detail at your convenience. I will be out of the office due to vacation and attending a conference, and during that time Major McCollom would be available for discussions, Time, due to budgetary concerns, is important, so I would not want to wait for my return before action on this matter is taken. Your assistance is greatly appreciated. JLSfppt Attachment cc: Major William McColtom Serving with PRIDE. Professionalism, Respect, Integrity, Diversity and Excellence , . DELRAY BEACH POLICE DEPARTMENT MEMORANDUM FROM: Sworn Staff Personnel :5kb~;f'hJ by ([f1 if) <:) \J1 I VJ <:) I C) 0- -0 C) TO: Chief J. Schroeder DATE: May 25, 2006 SUBJECT: MANAGEMENT BENEFIT PACKAGE \J1 ^' () < o In 1996 an informal management package was created for staff personnel. The police department's lieutenants elected to leave the union and enter into a management package for the betterment of the organization, Over the past ten (10) years the management package has seen minimal revisions even though the duties and responsibilities of the staff personnel have continued to significantly increase as the city has grown and redeveloped. It is a known fact that the leadership exhibited by the staff personnel of the police department has played a critical role in the revitalization of this city. At the Delray Beach Police Department, captains are expected to perform at an executive level (assistant chief in surrounding agencies), and lieutenant's function at a level of responsibility equal to that of a captain in surrounding agencies. It is also a fact that seven (7) former command staff members (lieutenants, captains, & majors) were appointed as chiefs of police in other agencies throughout the country. The following are mandatory requirements for members of staff at the Defray Beach Police Department. . 1, Delray Beach Police Department staff members are exempt employees, other surrounding agencies are not. 2. A secondary edu~tion is mandatory for each rank, 3, Lieutenants and captains are consistently required to work beyond a 40 hour work week without additional monetary compensation. The following are disincentives to the management pos1tion: 1. The management package offered at the police department does not reflect a significant separation from the line personnel. Prior to the last contracts, lieutenants and above had benefits such as take-home cars that made the management step attractive. Now that all sworn employees have equal or better benefits and more overtime opportunities there are no compensatory incentives to become a formalfeader in the organization (see attachment) 2, Recent pension law updated by The State of Florida, (FSS175-FSS185 monies) affords non- exempt personnel the ability to retire at potentially a much higher rate of pay than that of exempt members. Within the next five (5) years all of the police department's staff personnel are eligible to retire. A significant number of the members are able to leave the organization in the next three (3) years. Successful succession planningis impossible without benefits to make management positions more attractive. The aforementioned issues have led to the realization that qualified line personnel are not interested and or motivated to climb the organizational ladder and seek management positions, During the 2005 promotional process no sergeants pursued the opportunity to be promoted to the rank of lieutenant and only two (2) lieutenants sought promotion to the rank of captain. During the 2006 promotional process only eight (8) members of the department tested for all three ranks. This lack of interest has identified significant problems in the future of the Delray Beach Police Department's leadership and management staffing levels. The lack of succession planning in our organization will have a significant impact at all levels in the organization to both swom and non-sworn personnel. Current management level employees have agreed that the following management benefits need to be implemented to rectify these problems and make management positions more attractive and desirable for future qualified line personnel. 1) Manaeement Packaee Salary Increase - 7% increase January 01, 2007 - 7% increase January 01, 2008. The proposed increases of items 1 and 2 are necessary to ensure current and future separation levels between exempt and non-exempt employees. This is based on the overtime that state law requires be added to non-exempt employees pensions. It also is necessary to off-set the monetary advantage of working overtime that is currently afforded to non-exempt employees. These proposed increases would also ensure a salary commensurate with the responsibilities that our managers have within the organization, The total cost to the city for items 1 and 2 would be approximately $85,000,00 per year for the next two years. 2) Immediate Salary Adiustment - 5% across the board salary increase. (See above) 3) ICMA Match - 4% October,2006-07 - 5% October, 2007-08. The total cost to the city for this item would be approximately $13, 700.00 per year for the next two years. 4) Dependant Medical Cost Supplement - 2006-0,7 2007-08 Lt. $100.00 $175.00 Capt. $ 150.00 $275.00 Major $200.00 $325.00 This benefit would off-set the current cost of dependant health costs. The total cost to the city for this item would be approximately $22,200;00 the first year and an additional $17, 000.00 the second year. 5) Increase Leave Banks - Compensation up to 1600 hrs. sick/vacation. Maintain the current 20% of additional accrued leave over 1600 hours upon separation. Current maximum level is 1408 hours of combined sick and vacation leave. This benefit has no immediate cost to the city. 6) Clothine Allowance - $500.00 every April -$500.00 every October Management positions are required to attend functions where a uniform is not appropriate. This benefit is afforded to non-exempt employees required to wear civilian attire. 7) Career Enhancement Annual Pav 5-10 years of service - $500.00 annually 10-15 years ofservice - $1000.00 annually 15-20 years of service - $1500.00 annually 20 + years of service - $2000.00 annually Non-exempt employees are currently afforded the career officer program which is lost upon promotion. -;:(M 1m , Planning & Zoning Department MEMORANDUM TO: David T. Harden, City Manager September 12, 2006 ~ ~ Paul Dorling, AICP, Director, Pla~ning V Zoning Lula Butler, Director, Community Improvement ~ Budget Adjustment Request ..._" DATE: FROM: SUBJECT: Over the last month the Planning and Zoning and Community Improvement Departments have been conducting an internal audit of the development review and building permit process, There have been several needs identified through this process which we feel are vital to the efficient operation of these divisions and we ask for their inclusion in the upcoming budget. These include: PlanninQ and ZoninQ Department Staff Assistant II Position: $41,146,00 Recommend adding this position into the budget to provide necessary clerical the support. This individual would answer the phones for the department, and assist the Planner position in application intake and associated advertising tasks. The budget allocation is inclusive of salary and benefits. HTE Software: $51,590.00 For Planning and Engineering functions. This would place the Planning and Engineering functions on the same automated system currently utilized for the building permit process which would allow for application tracking and monitoring by other departments and the general public, HTE Hardware: $3,290.00 This is the web server processor, memory, and disk drives to allow access on the web by the general public. Courier Service: $3,000.00 For SPRAB, HPB and P & Z Board packet delivery, Currently an Agenda packet is produced every week, two on the third week, and these are currently delivered throughout town by the project Planners, This is not the best utilization of the Planner's time, therefore, a courier service is requested. ~~~ ~ ~ \}.is. \.0 ~ PlanninQ and Zonina & Community Improvement Departments Staff Development and Team BuildinQ: $7,000,00 Recommend adding a budget allocation in support of a staff development and team building initiative, utilizing the service of a contracted consultant, scheduled for October 12, Community Improvement Department Convertinq Part-time Office Assistant position to full time Staff Assistant" Position: $ 25,650 Provides for full time position responsible for permit file maintenance and microfilm services; cross trained for front counter services. Total: $131.676 2 oil. j;JJ MYDELRA YBEACH COM City of Delray Beach Administrative Services Memorandum TO: David T. Harden, City Manager ~obert A, Barcinski, Assistant City Manager FROM: SUBJECT: Agenda Item City Commission Workshop September 12, 2006 Wayside House Request for Funds DATE: September 6, 2006 Attached is an e-mail and letter received from Wayside House requesting that City Commission reconsider their request for funding for FY 06-07, The staff committee recommended $0 funding primarily because we did not think that this program met Commission goals and objectives, they did not submit required performance reports, and the Committee did not determine that their program had communitywide impact. They are requesting reconsideration of staff s recommendation. Their request was for $10,000. In FY 05 and 06 they were awarded funding in the amount of $5,000. This item is on the workshop for Commission review and direction. If Commission decides to fund all or a portion of this request funding could come from the contingency balance of $17,500. RAB/tas File:u:sweeney/agenda Doc: Agenda Item for Wayside House Request for Funds WS.7 . . t: " " 'tp , -, " ,;' / 12) ~roF-~~~t!o_!l~-~' r _ ' ' ,,_, )- , PU..HcofRequest: To help offset costs for educa;tioll programs for D~liay :ae~li. disq.dv~.d youth pritnarily for the stARS PrograttJ.,the M~1rtoring Program and Ou1reach Program (after- sclJ,ool ancisummer programs) )- City Ftri14jng A,greem~ut: No " }> Com~on _Goals/Objectives: YeslQuality Education/Save Successful Programs - }> Attenci~Non~P~fit A.~ademy: Yes }> Toq1Bddge.t: $442,957 % City Request 5;6% }> otl1~r" Fuudjng - Sources: - Government Grants $172,391, Fo~tion Qrants$207,700, Business Contributions $50,000, Eam.e<l Dioome $13,000 )- Be."ti~: 39 reg\l1ar; 100 outreach % City residents 100% > All.. Rjpon SlIbmi{ted: N/A but submitted 990 - }> otller RclqUired Reports - 'Submitted,: N/ A but did submit _' performance data. , ' 13) UrbanJ~.~-bfP,I~,~_.CO~tv:, - " )0- Pi..eof 'R~tlest: Supplement casts of Housing Counselor pOlJifiou', -" ,,- -' -}> , CitY'''~''.~i$t: NQ ',~ CQ.).is,if;lJiOoalistOI)J~ves: YeslQuality Neighborhoods - ,.. A~~bl.~...PJ.ofitAeAAemy: Yes , '- _ -'- }> -T~JJU4~: St440;241 ($235,000 this program) ~ City reqUest, .2%iWdto tell co~ ofHo~inS COUD.s~lor " }> -OtIt~rFuD.dUtg: ' FlUidraisiJig $1~2,OOO,Uriited Way$31,3QO, Membership$ $10,000, ,Program, Revenue $24,000, Other Grants PubIicaQ.dPrivate $l,,2.26,800; CD:aa $9,000 - - - _}> Be.~~iUi~: 4iS-% Citytesidents 10.3% )> Au.-.t-a-wnSublllitte4:Yes }> other. Required-.porIB Submitted: Yes 14)Wa~~~~JJ~!M~: - , .,,' , , _' _ " - ' - _ )0- P41~C).s~ of JlecfQeSt: Help offset costs for resident;ial and non- resid6J;ltial drug abu.Sesemce$ Jor women, includes medication m~agexnent, -Psychlat!je ass~sments and other s,ervices }> City'F~D~g4gt_eat:, No ' }> Co"'missi(hfGO~()bjeetives: - No }> At.fended Non..Pr()fitA~eb1y:No }> Tot81Blldget: $1,313;500 % City request .76% )- OtJt~r FpndiQg S01ltces: Contract/Grants $585~243, Fees $583,757, Other $67,000 }> Be.eticbiries: 110 residen1:jal 130 non-residential % City residents -8-5% > AlulitReport Submitted,: Yes }> Other Req1lired Reports Submitted: No . ~'= ... WAYSIDE HOUSE 378 N.E, Sixth Avenue Delray Beach, Florida 33483 August 30, 2006 Telephone: 561-278-0055 561-732-5511 FAX: 561-276-6368 City of Delray Beach City Commissioners City Hall 100 N.W, 1st Avenue Delray Beach, FL 33444 Dear Delray Beach City Commissioners: I am in receipt of your minutes and dismayed about your recommendation to deny funding to Wayside House for the 2006-2007 funding cycle, The minutes stated that Wayside House does not fit into the Commission's goals and objectives and that no reports have been completed and sent for a number of years, Respectfully, I would like to take a moment to address your concerns. I have contacted the City of Delray Beach concerning the Commission's goals and objectives because I was not aware of them, I found that the ones for this coming year have not yet been finalized and approved, I contacted Geri, who by the end of the day, faxed them to me, I would suggest that every grantee receive a copy of these with the proposal form in order to be better educated as to how the Commission determines what grants are awarded, After looking at the goals and objectives, our organization fits with Goal #2, Quality Neighborhoods Where People Want to Live, Objectives 5 and 6 - Neighbors Taking Responsibility for Their Neighborhood for Each Other and Safe and Secure Neighborhood, We are a City of Delray Beach neighborhood agency that provides residential and non residential services to women in the community. Wayside House takes responsibility to help local, addicted women become clean and sober, returning them to the city healthy and productive citizens. In addition, our services to women and their children increase safe and secure neighborhoods as the women and their families learn to become responsible and give back to the community, Furthermore, Wayside House has a stake in both objectives because we want our women and families to have a place to live that is free from drugs arid safe for their children, The second reason for not recommending funding is because it has been stated that we have not completed and forwarded our two reports for every year of funding. I have researched our history with the Commission and found every year to be in compliance except for the 2005-2006 funding cycle, in which I was unable to locate any reports sent to the Commission, While there is never an excuse for this lack on our part, there is an explanation, Over the past year, we have had three people in the position that would handle the bi annual report, each ofthem neither aware of the reporting nor in the position long enough to become familiar with it or even have it cross their path during their short tenure at Wayside House. However, I take full responsibility for the incidents and assure that this will not happen again. ~C';;;r;RE'; ~ " FAMIUES . ~ Commissioners, Wayside House has served the City of Delray Beach since 1974 by offering services to substance abusing women and their family members, who yearn to have their loved one back at home with them as a healthy and a productive member of society. When our women graduate, they go on to careers, such as lawyers, accountants, counselors and more, and their children grow up in a drug free home, where love and discipline and proper care are given by a substance free, healthy mother. And, these women and children become productive members of communities, many of them residents of our own Delray Beach! We are respectfully requesting that you revisit our funding request for the 2006-2007 year. I will personally guarantee the timeliness of the reports due and would be glad to provide you with reports for the 2005-2006 year that is coming to an end. The funding we receive from the City of Delray Beach is very important to Wayside House, Your financial backing does the following: (1) Lets us know you are all involved and pleased with our services to the community and want to insure that they continue in the future, (2) Affects our clients by showing them. that the town in which they reside has a stake in their health and well being, and (3) Is extremely important to our Board of Directors because they are encouraged when the city in which most of them live and pay taxes has a commitment to an agency to which each of them are profoundly attached and have a vested interest (financially and emotionally) in a cause that runs deep within each of them and is dear to their hearts. I hope you will take all things into consideration before you close out the budget for the upcoming year. Thank you for taking the time to consider our request. We look forward to hearing from you in the near future. If you need any further information, please feel free to contact me at your convenience. Sinc~ fu~ Jill Reece Executive Director