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02-11-03 SpMtg FEBRUARY 11, 2003 SPECIAL MEETING A Special Meeting of the City Commission of the City of Delray Beach, Florida, was called to order by Mayor David W. Schmidt in the First Floor Conference Room at City Hall at 6:00 P.M., Tuesday, February 11, 2003. Roll call showed: Present - Commissioner Patricia Archer Commissioner Jon Levinson Commissioner Jeff perlman Mayor David W. Schmidt Absent - Commissioner Alberta McCarthy Also present were - City Manager David T. Harden City Attorney Susan A. Ruby and City Clerk Barbara Garito Mayor Schmidt called the special meeting to order and announced that it had been called for the purpose of considering the following items: AMENDMENT NO. 1/DELRAY MERCHANT'S ASSOCIATION AGREEMENT: Consider approval of Amendment No. 1 to the agreement between the City of Delray Beach and Delray Merchant's Association regarding repayment of a $30,000 loan associated with administrative and production costs for the "Celebrate the Soul of Delray" 2002 event. Robert Barcinski, Assistant City Manager informed the Commission the Delray Merchants Association for Celebrate the Soul of Delray 2002 has requested an amendment to the loan repayment agreement entered into last year of thirty thousand dollars ($30,000) which changes the repayment schedule for the loan. Susan Ruby, City Attorney presented a revised Amendment No. 1. The terms of the amendment calls for the re-payment to be extended from one (1) year to three (3) years with increments of ten thousand dollars ($10,000) to be paid to the City by no later than April 1st each year, beginning April 1, 2003. Mr. Levinson made a motion to approve Amendment No. 1 to the agreement between the City of Delray Beach and Delray Merchants Association to include staff recommendations as mentioned in the backup, seconded by Mrs. Archer. Upon roll call, the Commission voted as follows: Mr. Perlman - Yes; Mrs. Archer - Yes; Mr. Levinson - Yes; Mayor Schmidt - Yes. Said motion passed 4- 0. 2. SPECIAL EVENT/CELEBRATE THE SOUL OF DELRAY 2003: Consider approval of a special event request for the third "Celebrate the Soul of Delray" event to be held on Sunday, March 23, 2003, including a temporary use permit for street closure/use of Atlantic Avenue from NW/SW 1st Avenue to NW/SW 5m Avenue, use of Tennis Center parking lot and clubhouse; a waiver of sign code to allow event signage more than one week in advance, provide staff support for security and traffic control, barricade set up, sign consm2ction/installation, trash clean up/removal, stage set up/removal, obtain power from FPL as needed, and waiver of overtime costs; contingent upon sponsor providing certificates of liability insurance and liquor liability insurance, and a hold harmless agreement. Mr. Barcinski informed Commission it was staff recommendation to support Celebrate The Soul of Delray 2003 on March 23 2003 including, the temporary use permit for Atlantic Avenue and Tennis Center parking lot, use of the Tennis Center Clubhouse, City stages and barricades, approval of staff support as requested for security and traffic control, barricade set up, sign construction and installation, trash clean up and removal, stage set up and take down, a waiver of overtime and sign code to allow event signage to be installed more than one week before the event, along with the following recommendations: 1. Receipt of a certificate of liability insurance, liquor liability insurance certificate, and hold harmless agreement no later than ten (10) days prior to the event. 2. Receipt ora detailed site plan no later than ten (10) days prior to the event. The event sponsor to be responsible for ordering and payment of barricade rental costs needed from private vendors as well as costs for any other equipment that may be required such as stage canopies. 4. Event sponsor be responsible for payment to FPL for any power drops that maybe needed. Approval with the understanding that staff support would be provided for only as indicated and that there is no City financial commitment to the event. 6. Limit the site area from NW/SW 1st Avenue to NW/SW 5~h Avenue. Mr. Wideman, representing the Delray Merchants Association agreed with the changes/recommendations made by staff, and also informed Commission there is a time change to 10:00 a.m. until 7:00 p.m. instead 10:00 p.m. The Commission all expressed concerns regarding the budget for this event. According to the budget submitted the anticipated expenditures are $38,900, with current commitments of approximately $8,500. Mr. Wideman insured Commission there are several commitments from reliable sponsors to this event who are prepared to come forward. However, he is not at liberty to announce them at this time. Mr. Wideman expressed he is confident this event will be successful and he gives "his word" to the City that the City will be paid and DMA will not come to the City for additional funding. Discussion ensued between the Commission and Mr. Wideman regarding funding. Mr. Levinson again suggested that since there are no admission fees that donation boxes be placed in strategic places to help defray some of the costs. Mr. Perlman motioned to approve Celebrate the Soul of Delray 2003, seconded by Mrs. Archer. Prior to the roll call Mr. Levinson requested that consideration of the motion include conditions 1 through 6, as listed above. Both Mr. Perlman and Mrs. Archer agreed to amend the motion thusly. Upon roll call, the Commission voted as follows: Mrs. Archer - Yes; Mr. Levinson - Yes; Mayor Schmidt - Yes; Mr. Perlman - Yes. Said motion passed 4-0. -2- February 11, 2003 AWARD OF CONTRACT/CIGNA: Consider awarding the health insurance plan to CIGNA using a self-insurance plan with a fifteen percent (15%) increase to the City and dependent internal rates to be effective March 1, 2003. Joe Safford, Finance Director reviewed the backup pertaining to renewal of the City's health insurance for FY 2003-2004. The proposal received by our current carrier Cigna recommended a 27.9% rate increase to their previous rate. This was unacceptable and a RFP was issued to other carriers. Proposals were received from Humana, Blue Cross/Blue Shield, United HealthCare, and Cigna. The Insurance Committee reviewed all proposals and it was agreed to recommend approval of Cigna as our health plan carrier using a self-funded financing alternative and a 15% City and dependent internal rate increase effective March 1, 2003. Mr. Levinson motioned to approve the staff recommendation of a self-funded health plan with Cigna including a 15% rate increase effective March 1, 2003, seconded by Mr. Perlman. Upon roll call, the Commission voted as follows: Mr. Levinson - Yes; Mayor Schmidt - Yes; Mr. Perlman- Yes; Mrs. Archer- Yes. Said motion passed 4-0. Prior to the motion Mr. Levinson suggested that the City look into the possibility of providing extended services at the City Clinic to employees and their families as preventive services, school physicals and minor illness as an alternative to the higher medical costs. AWARD OF CONTRACT/STANDARD: Consider awarding the life insurance plan to Standard at a rate of $.36 per $1,000 for life and $.04 per $1,000 for accidental death/dismemberment with rate changes to be effective March 1, 2003 Mr. Safford reviewed the renewal of the proposal for City employee and retiree life insurance coverage. Staff recommends an award of contract to Standard Life Insurance effective March 1, 2003, which includes an increase in benefits, with a two (2) year rate guaranteed rate. Mrs. Archer moved to approve the award of contract to Standard Life Insurance Company at a rate to $.36 per $1,000 for life and $.04 per $1,000 for accidental death/dismemberment effective March 1, 2003 for a two (2) year period, seconded by Mr. Levinson. Upon roll call, the Commission voted as follows: Mayor Schmidt - Yes; Mr. Perlman - Yes; Mrs. Archer - Yes; Mr. Levinson - Yes. Said motion passed 4-0. Mayor Schmidt declared the Special Meeting adjourned at 6:50 p.m., at which time the Commission convened to the regularly scheduled Workshop Meeting. ATTEST: City Clerk MAYOR -3- February 11, 2003 The undersigned is the City Clerk of the City of Delray Beach, Florida, and the information provided herein is the Minutes of the Special Meeting of the City Commission held on February 11, 2003, which Minutes were formally approved and adopted by the City Commission on City Clerk NOTE TO READER: If the Minutes you have received are not completed as indicated above, this means they are not the official Minutes of the City Commission. They will become the official Minutes only after review and approval, which may involve amendments, additions or deletions to the Minutes as set forth above. -4- February 11, 2003 AWARD OF CONTRACT/CIGNA: Consider awarding the health insurance plan to CIGNA using a self-insurance plan with a fifteen percent (15%) increase to the City and dependent internal rates to be effective March 1, 2003. Joe Safford, Finance Director reviewed the backup pertaining to renewal of the City's health insurance for FY 2003-2004. The proposal received by our current carrier Cigna recommended a 27.9% rate increase to their previous rate. This was unacceptable and a RFP was issued to other carriers. Proposals were received from Humana, Blue Cross/Blue Shield, United HealthCare, and Cigna. The Insurance Committee reviewed all proposals and k was agreed to recommend approval of Cigna as our health plan carrier ming a self-funded financing alternative and a 15% City and dependent internal rate increase effective March 1, 2003. Mr. Levinson motioned to approve the staff recommendation of a self-funded health plan with Cigna including a 15% rate increase effective March 1, 2003, seconded by Mr. Perlman. Upon roll call, the Commission voted as follows: Mr. Levinson - Yes; Mayor Schmidt - Yes; Mr. Perlman- Yes; Mrs. Archer - Yes. Said motion passed 4-0. Prior to the motion Mr. Levinson suggested that the City look into the possibility of providing extended services at the City Clinic to employees and their famih'es as preventive services, school physicals and minor illness as an alternative to the higher medical costs. AWARD OF CONTRACT/STANDARD: Consider awarding the life insurance plan to Standard at a rate of $.36 per $1,000 for life and $.04 per $1,000 for accidental death/dismemberment with rate changes to be effective March 1, 2003 Mr. Safford reviewed the renewal of the proposal for City employee and retiree life insurance coverage. Staff recommends an award of contract to Standard Life Insurance effective March 1, 2003, which includes an increase in benefits, with a two (2) year rate guaranteed rate. Mrs. Archer moved to approve the award of contract to Standard Life Insurance Company at a rate to $.36 per $1,000 for life and $.04 per $1,000 for accidental death/dismemberment effective March 1, 2003 for a two (2) year period, seconded byMr. Levinson. Upon roll call, the Commission voted as follows: Mayor Schmidt - Yes; Mr. Perlman - Yes; Mrs. Archer - Yes; Mr. Levinson - Yes. Said motion passed 4-0. Mayor Schmidt declared the Special Meeting adjourned at 6:50 p.r~, at which time the Commission convened to the regularly scheduled Workshop Meeting. City Clerk ATTEST: MAYOR -3- Febmaryll, 2003 The undersigned is the City Clerk of the City of Delray Beach, Florida, and the information provided herein is the Minutes of the Special Meeting of the City Commission held on February 11, 2003, which Minutes were formally approved and adopted bythe City Commission on February 18, 2003 City Clerk NOTE TO READER: If the Minutes you have received are not completed as indicated above, this means they are not the official Minutes of the City Commission. They will become the official Minutes only after review and approval, which may involve amendments, additions or deletions to the Minutes as set forth above. -4- February 11, 2003