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11-13-07 Minutes WSWORKSHOP MEETING NOVEMBER 73, 2007 A Workshop Meeting of the City Commission of the City of Delray Beach, Florida, was called to order by Mayor Rita Ellis ut the Fast Floor Conference Room at City Hall at 6:00 p.m., on Tuesday, November 13, 2007. Roll call showed: Present - Comtissioner Gary P. Eliopoulos Commissioner Fred B. Fetzer Commissioner Woodie McDuffie Commissioner Brenda B. Montague Mayor Rita Ellis Also present were - David T. Hatden, City Manager Douglas Stnith, Assistant City Manager Susan A. Ruby, City Attorney Chevelle D. Nubin, Ciry Clerk Mayor Ellis called the meeting to order and announced that it had been called for the purpose of considering the following items: WORKSHOP AGENDA 1. Discussion regarding~pital Projects Reportittes Format Douglas Smith, Assistant City Manager, introduced this item. He stated that staff reseazched an internal solution to provide a real time capital projects report format rather than acquire a new software package. The program would extract information from different data sources and create a report that would automatically update as information is added. Robert Mickla, Geographic Information System (GIS) Coordinator, explained the prototype application would extract financial data and project status and display the information into a report table. Mx. Mickla demonstrated the program, which is still in its developmental stages, and explained the various sources of data collected to compile the report. Mr. McDuffie asked if this is Intranet only and could it be made Internet with secure access to enable Commission to see the report Mr. Mickla advised the program is Intranet only at this time, but it could possibly be changed to Internet with secure access. ^-- Mr. Smith explained this project is still in development form so feedback and suggestions aze encouraged before the project is finalized. He advised project titles would be listed possibly in a drop down box to make it easier to perform seazches as opposed to project numbers. Mr. McDuffie suggested that the program have the capability to track percent of budget versus percent complete. Mr. Mickla discussed another project that he is working on which would simplify the process for locating underground utihties throughout the City for consultants and contractors. Staff would have this information readily available whether in the field or in the office to perform their dudes. It was the consensus of the Commission that the presentation was great. 2. South Florida Water Management District Presentation reg~g Reclaimed Water Use Credits -Chin Merriam Richard Hasko, Duector of Environmental Services, introduced this item. He gave a brief overview on the purpose of the presentation. Chip Merriam, Deputy Executive Director, South Florida Water Management District (SFWMD), discussed the evolution of the water supply in South Florida which in part is due to the legislation that was passed in 2005 (Senate Bill 360 and Senate Bill 444). Mr. Merriam also discussed the District's policies related to assigned credits fox ground water withdrawn to public utilities fox replaced ground water imgation withdrawn with reclaimed water. Mayor Ellis expressed concern over the amount of money invested to eliminate the outfall and expansion of reuse water. She explained that she understood there would not be an "offset" and wanted to know how "offset" is determined. Mr. Merriam clarified there had always been an offset; however, the amount depended on where the water is pulled from. He discussed the water treatment process and how it has advanced. Mr. McDuffie requested models on recharged areas. Mr. Merriam advised that the models ate bigger than the City because Palm Beach County is on a Larger scale. Mayor Ellis asked Mr. Hasko if the concerns in his letter were addressed and what concerns xexnained. Mr. Hasko stated there is ongoing dialog with the SFWMD to gain a bettez undezstanding of what to expect with "offsets" and how reclaimed water and credits will factor the cost effectiveness. Mr. Fetzer asked if there is a model available or what the cost would be for the Waste Water Treatment Plant to treat and dischazge into the canal system. It was the consensus of the Commission to thank Mr. Merriam for his presentation and for addressing what is considered a grave concern. November 13, 2007 3. Waste Management/Solid Waste Authority Presentation -Butch Carter and John Archambo Butch Carter, Governmental Affairs Manager for Waste Management, gave a PowerPoint presentation on this item in addition to a handout. Mr. Carter provided background infom~ation on the contractual relationship between Waste Management and the City. He discussed long-term and short-term goals of Waste Management. According to Mr. Carter, Waste Management took the mantra as a corporation to do everything to help preserve the environment. He discussed the regular and special services provided to the City by the Corporation. Mr. Carter introduced his colleague John Archambo to address questions. John Archambo, Director of Rerycling and Customer Information Services for Solid Waste Authority (SWA) in Palm Beach County, commended the Code Enforcement Division especially Richazd Bauer, Code Enforcement Administrator, Jennifer Buce, Litter Prevention Coordinator and Randy Krick, Sanitation Officer on a tremendous job. He talked about some of the education programs on rerycling available to residential and commercial customers. David T. Hazden, City Manager, requested Mr. Archambo discuss mazkets for reryclables. Mr. Hazden stated that he read where some communities had gone through the extra expense to segregate materials when there is no mazket. As a result, the materials aze thrown into the incinerator or burned in a landfill. Mr. Archambo presented a monthly report to Commission to outline the collection of reryclable materials. He explained how the material is sorted and processed once it is collected and some of the goals of the company. He discussed the residual rate in Palm Beach County fox recycling. Mayor Ellis asked how Delray Beach compazes to the rest of Pahn Beach County if the City has a high recycle rate. Mr. Archambo explained that along the East coast the rate is about G5% and certain azeas of Delray Beach are between 85%-90% which is very high. He discussed television commercials used as a marketing strategy to educate customers on the importance of xerycling for the future. Mr. Eliopoulos asked how terycling is handled when customers aze told that deaz bottles aze okay and brown and green bottles aze taken to the dump. Mr. Fliopoulos asked if the 96- gallon recycle bin is available for businesses. Mr. Archambo offered to give the Commission a roux of the facilities. He stated SWA is responsible for ridding waste in an envixonrnentally safe way. Six percent (6%) of the reryclables corning in find their way into a landfill. He advised the 96-gallon blue and yellow bins are available for businesses. He stated Palm Beach Gazdens used these containers for rhea office buildings. ,_. Mr. Fetzer requested the estimate or percentage rate of the residential azeas that use the recycling process. He asked for suggestions to increase the percentage; possibly articles in the newsletter. November f 3, 2007 Mr. Archambo replied 70% of Delray Beach residential customers utilize the program. He discussed some of the challenges faced in some communities and how SWA has worked to overcome the obstacles. Mr. Fetzer asked staff how the infom~ation provided by Waste Management on recycling is used. Lula Butler, Director of Community Improvement, informed the Commission that Jennifer Buce, Litter Prevention Coordinator, handled communication and challenges with schools, homeowner associates, and businesses. Mrs. Montague asked that a tour of the facilities be arranged. 4. Presentation regarding School District Demoetanhic and Academic Trends -Education Boazd Janet Meeks, Education Coordinator, introduced this item. Also present were Dr. Sandy Tobias, Chairperson for the Education Boazd and Dr. Debbie Kaiser, an Education Boazd member. Mrs. Meeks discussed some of [he accomplishments of the Education Boazd which was included in the back-up. Dr. Kaiser discussed demographic and academic trends of Delray Beach schools. She discussed factors that contributed to the change in trends. Dx. Kaiser stated Delray Beach schools did well, with the exception of writing, Delray Beach schools aze below average both statewide and district. Dr. Tobias thanked Commission for their prior support and discussed what the Education Board would like from the Commission which is funding and personal support by attending events. Dr. Tobias invited the Commission to attend the "Pajama Party," November 27, 2007, in support of the Mayor's Literacy program. She informed the Commission the Delray Beach Pop-Up book will be available for sale November 29, 2007 for $28.00. Dr. Tobias also invited the Commission to attend the Chambers Education Auction on February 11, 2008; the Marriot Hotel in Delray will be hosting the event. All funds will be distributed back to the schools to provide grants and purchase equipment. She also requested the Education Boazd be pemutted to partner with the City at the new Plumosa Elementary School of the Arts. Dr. Tobias requested a second Beacon Center be created at the Old Seacrest High School (Old Atlantic High School) site. She advised Commission that Rita Johnson, Palm Beach Mazketing Consultant, has invited Governor Chazlie Crist to the pre- launch of the Delray Pop-Up book on December 1, 2007 at Old School Square. Mayor Ellis asked the statistics of minority drop-out at the high school level. Dr. Kaiser explained there have been many successful programs implemented to encourage students to stay in school Mr. Fetzer thanked the Education Boazd for their energy and involvement and encouraged the Board to continue doing a good job. Dr. Tobias stated Mrs. Meeks is very instrumental in the success of the Education Board because she pushed them to do what has to be done. 4 November 13, 2007 Mr. McDuffie asked how the spiral at Cazver Middle School can be stopped. He would like to know if it is possible be speak with Art Johnson, Superintendent of Palm Beach County School District about the issue. Mr. Eliopoulos questioned if the problem could be pazents pulling their children out of school because they do not feel it is a safe environment. The number of police incidents has increased. Dr. Kaiser stated Carver Middle School does not start unti19:30 a.m.; the later school starts, the greater the problem. Mrs. Meeks discussed mentoring programs in Carver Middle School to address some of the issues. Mr. Eliopoulos stated Larry Schroeder, Chief of Police, would like to have a similar police academy at Carver Middle School that is at Atlantic High School, but funding is an issue. Mr. McDuffie advised funding issues should be revealed to the Legislative Delegation since funding is still being reduced in Tallahassee. It was the consensus of the Commission for the Education Board to keep up the good work. 5. Discussion reg~}g establishment of a Green Task Force Douglas Smith, Assistant Ciry Manager, presented this item. He stated staff put together a draft resolution for Commission consideration to create a Green Ciry Task Force. Mr. Smith discussed the guidelines of the Task Force and some of the issues they would address. He asked for comments and suggestions from Commission and would like this to be brought to the next regular Commission Meeting for approval. Mrs. Montague suggested the Warne "Green Task Force." Mayor Ellis suggested a press release be prepared if the Board is approved to encourage people interested or who have expertise in environmental conservation to apply. Mr. Fetzer considered it extremely critical to have the right people involved and get things accomplished. He would like the Task Force to look at best practices for other cities and industries and use this as a benchmazk. Members should also be concerned about cost. Mt. Fetzer supported the six (6) month tune limit proposed. Mr. Eliopoulos believed this is a great idea and concurred with Mr. Fetzer. He supported the Task Force and recommended Nancy Schneider be considered as a member. Mayor Ellis recommended a staff person sit on this Boazd. Mr. Hazden advised someone from the Environmental Services Department will be assigned. Mrs. Montague supported this idea and would like to move forwazd. November 13, 2007 Mr. McDuffie suggested an education component be included. He also recommended staff work with homeowner and condominium associations, and the citizens because of the different regulations. Mr. McDuffie stated he is in support of the Green Task Force. It was the consensus of the Commission to move the "Green City Task Force" forwazd to the next regular City Commission meeting. Mrs. Montague advised the City needs duecdon which is part of the responsibility of the reseazch needed for the task force. Mayor Ellis recommended a look at best practices to avoid re-creating the wheel. 6. Discussion re riling Lepisladve Priorities for 2008 David T. Hazden, City Manager, introduced this item. He stated staff wanted to see if Commission had any items to be included in the City's legislative priorities for 2008. Mr. Fetzer asked if any projections aze available on the financial impact of the referendum in 2008 on the City. Mr. Harden discussed the estimated projection if the referendum passed and the roll back rate. .- Mayor Ellis and staff discussed the education funding and the impact on the City. She stated the Commission has until December 5, 2007 to get staff recommendations in writing. Mayor Ellis advised that school funding is definitely an issue that has to be addressed. Mr. McDuffie advised he would have to read the referendum again. Some additions were trade so that it was more attractive to voters. Mrs. Montague asked what the priority was in the last three (3) years. She wanted to know if beautification and street improvements or things of this nature should be lobbied for in terms of access to funding. Mr. Hazden will reseazch previous years' information to determine what should be brought forwazd. Mr. Fetzer asked the next step and would Commission receive a list. Mr. Hazden advised a list would be distributed. Mts. Montague asked that a copy of the priorities fiom the previous three yeazs be included. Mr. McDuffie discussed the recent decision to add full-time liaisons to the Police Department to address gang problems. He asked if there is any grant money that can be received for the Police Depamnent or research creative ways to fund hiring more sworn officers. 6 November ]3, 7A07 Mr. Hazden advised there is a sizeable bill that will address certain aspects of the gang problem. Mr. Fetzer suggested the Ciry try to get money on a Federal level; he did not think the City should limit itself to State assistance. He discussed the four (4) Law Enforcement officers killed in the line of duty in the past few months in South Florida. 7. Discussion regarding Palm Beach Count~Sports Commission Lou Groza Awazds Banquet David T. Hazden, Ciry Manager, presented this item. He advised direction is needed to consider whether to purchase table tickets for the Palm Beach County Sports Commission Lou Groza Awazds Banquet being held on December 4, 2007 or purchase a '/+ page ad for the function. Mrs. Montague asked if Timothy Simmons, Interim Director of Pazks and Recreation, was interested in attending. If Mr. Simmons was interested to go, she would support the purchase of a couple of tickets. Mx. Hazden stated Mr. Simmons is not interested in attending the event. Mayor Ellis advised that she will pass on the ad. The consensus of the Commission is to purchase tickets for the Palm Beach County Sports Commission Lou Groza Awazds Banquet Mayor Ellis adjourned the Workshop Meeting at 8:51 p.m. C~~C~~ ~ , ~ yJl~,.t~.J City Clerk ATTEST: ~~~ ~~ MAYOR November 13, 2007 ,_ The undersigned is the City Clerk of the Ciry of Delray Beach, Florida, and the infotmadon provided herein is the Minutes of the Workshop Meeting of the City Commission held on Tuesday, November 13, 2007, which Minutes were formally approved and adopted by the City Commission on November 20 2007 Ciry Clerk NOTE TO READER: If the Minutes you have received ate not completed as indicated above, this means they axe not the official Minutes of the Ciry Commission. They will become the official Minutes only after review and approval, which may involve amendments, additions of deletions to the Minutes as set forth above. $ Novembu 13, 2007