04-08-08 Minutes WSWORKSHOP MEETING
April 8, 2008
A Workshop Meeting of the City Commission of the City of Dekay Beach, Florida, was called to
order by Vice-Mayor Brenda Montague in the First Floor Conference Room at City Hall at 6:00
p.m., on Tuesday, Apri18, 2008.
Roll call showed:
Present - Commissioner Gary P. Eliopoulos
Commissioner Fred B. Fetzer
Commissioner Woodie McDuffie
Vice-Mayor Brenda B. Montague
Absent - Mayor Rita Ellis
Also present were - David T. Harden, City Manager
Robert A. Bazcinski, Assistant City Manager
Douglas Smith, Assistant City Manager
Susan A. Ruby, City Attorney
Lanelda Gaskins, Executive Assistant/Agenda Coordinator
Vice-Mayor Montague called the meeting to order and announced that it had been called for the
purpose of considering the following items:
WORKSHOP AGENDA
1. Presentation regarding Worthing Place Project Construction Impacts
Bill Morris, Developer, introduced Michael Covelli of Covelli Design Associates, Inc. He stated
the general contractor would be Coastal Construction; which is headquartered in Miami, and is
the second largest general contractor in Southeast Flarida. Mr. Morris stated Lisa Hamilton and
Les O'Brien, two key employees of Coastal Construction Company, as well as Jeff Schneider,
Civil Engineer, John Gramaldi and Chris Wheeler; two (2) Senior Members were present and
would answer any questions and concerns about the project.
Michael Covelli, Covelli Design Associates, Inc. explained his presentation consisted of two (2)
parts, utility relocation/improvement of some utilities and the logistics of constructing the
building. He explained the existing alleys near the site that have a number of utilities in them
would have to be demolished and xe-routed. Mr. Covelli explained they would work counter-
clockwise around the site beginning at S.E. 2"' Avenue. He discussed some of the areas that
would be affected. The consignment shop would be demolished during the second phase of
construction and this would allow utilities to go back out to S.E. 2"d Avenue to go north.
Mx. Covelli advised duration would be about thirty (30) days to relocate the utilities on S.E. 2nd
Avenue. The relocation would be FPL, phones and cable wires. Water and sewer would not be
affected. Traffic would also not be affected fox fifteen (15) days. Mx. Covelli explained that when
the sewer is tied in at the intersection, the road would have to be closed because of the depth
and for safety. He discussed the different phases of construction fox the project and traffic
control during this time. Mx. Covelli mentioned recent crane accidents in New York and Miami
and the maintenance and safety measures General Crane and Coastal Construction Company
utilizes.
Mx. McDuffie asked would in-ground and above-ground utilities be used. He also questioned if
the crane could withstand hurricane force winds.
Mx. Covelli explained a majority of the utilities would be in ground.
Mx. O'Brian explained the cranes could withstand Category 5 force hurricane winds.
Mx. Eliopoulos declined to comment because of his business relationship with the applicant.
Mr. Fetzer thanked Mr. Covelli for his presentation. He also wished him the best of luck with his
project timeline fox the relocation and utility improvements.
Mr. Morris advised he would try to have weekly meetings with staff.
Mx. Covelli informed the Commission that the presentation is a generalized version; there will be
some changes once construction begins.
Mrs. Montague advised the signage needs to be very clear and asked if there were any concerns.
She also asked the duration of the project.
Mx. Moxxis advised the total duration would be about eight (8) months.
The Commission thanked Mr. Covelli fox the presentation.
2. Presentation of Comprehensive Annual Financial Report
Scott Poxtex, Calex, Donten, Levine, Drukex, Poxtex & Veil, P. A., provided a financial overview
of the City of Delray Beach, Florida Comprehensive Annual Financial Report for the fiscal year
ended September 30, 2007. He stated the City is in good financial condition.
Mrs. Montague asked how many of the four (4) issues mentioned in the report axe being
addressed
Mr. Porter advised two (2) have been addressed and resolved and two (2) are in the process.
Joseph Safford, Director of Finance, discussed the garage issue which is considered one o£ the
most significant He advised the paperwork would have to be more accurate. Mr. Safford stated
Environmental Services, Finance, the Garage and City Clerk's office would need to meet to
discuss further.
Apri18, 2008
Mrs. Montague asked about the reserves.
Mr. Harden discussed the reserves and the goals of the City to maintain between 15%-25%.
Mr. Fetzer advised that 25% may be unattainable with today's constraints; however, he is pleased
with the 1.3% added to the reserve.
Mr. Eliopoulos stated he liked the new summary report.
It was the consensus of the Commission to accept the Comprehensive Annual Financial Report
for fiscal year ended September 30, 2007.
3. Recommendations from Creative City Collaborative Organizational Committee
Robert Baxcinski, Assistant City Manager, introduced this item. He stated Nancy Stewart,
Chairperson, Rich McGloin, and Jay Alperin from Creative City Collaborative were present. He
provided a list to the Commission of the proposed recommendations researched by the
committee.
Mx. Fetzer asked who served on the Creative City Collaborative Committee.
Mx. Eliopoulos stated he liked how the report was itemized. He supported the ideas.
Mx. McDuffie liked the new voluntary donation for utility bills; he would encourage more things
like this.
Mrs. Montague liked the report but had a few suggestions. She would like to have some of the
institutions the City supports, such as Old School Square and the Garlic Fest, to have a link on
the City's main website. Mxs. Montague also encouraged the Creative City Collaborative to use
the Historic Axts Committee.
Mr. Fetzer expressed his appreciation in how Mx. Barcinski presented the item. He asked if the
City is clear and in sync with other organizations.
Mr. McDuffie asked about branding the City's website; it is confusing when a search is
conducted on the website because the Delray Chamber of Commerce appears in the results.
Mx. Eliopoulos asked when the next Creative City Collaborative meeting will be held.
It was the consensus of the Commission to accept the Creative City Collaborative
recommendations.
3 Apri18, 2008
4. Hiehpoint Sections S & 6 Request to Tum Ovex Roads and Drainage to the Ci
Randal Krejcaxek, City Engineer, presented this item. He gave a handout to Commission and
discussed background information fox this item. He discussed some of the policies of the City
for accepting private streets and drainage. Mx. Krejcarek stated Highpoint Sections 5 & 6
requested the City takeover their road and drainage. Mr. Kxejcarek stated attempting to carve out
public right-of-way and drainage easements within a condominium community may cause other
issues such as non-conforming setbacks. He would like to know before staff and Highpoint
invest time and money into this project whether Commission would seriously consider accepting
private streets and drainage.
Mr. McDuffie expressed his concern that the City does not know what is in the ground and
warned that the City should be careful. He would like to know what is in the ground before he
commits.
Mx. Eliopoulos asked why the City would accept the private streets and drainage, considering the
cost may come back fox maintenance. He wanted to know how the City would recoup that
money.
Mx. Krejcaxek advised that the City would ask that Highpoint bring the road and drainage up to
a good standard that they could be maintained going forward. The City would resurface as it
does with other public roads when it is time. Drainage, because it is private, now gets a discount
on the stormwater assessment which is about 25%. Highpoint would no longer receive the
discount. The City would receive this as revenue.
David T. Harden, City Manager, explained that the City would also get additional revenue from
gas taxes because the tax is distributed based on lane miles that the City maintains. He discussed
how in some instances the roads are not properly maintained and it depreciates the property
value as a result. He suggested that because the City does not have enough information yet, do
more research and come back to Commission with an update.
Mr. Eliopoulos asked if the City has to respond within 90-days.
Mx. McDuffie asked how many linear feet of roadway axe in the project.
Keith Grant, John Grant & Associates, briefly discussed the linear feet, and the televised
drainage system.
Mr. Eliopoulos discussed the cost to televise the pipes underground.
Mr. Fetzer expressed sympathy for the costs Highpoint is incurring with increased fees but
advised he would have to do what is in the best interest of the City, especially with the
constraints of the City.
Mr. Grant suggested the City do a study to find out how much revenue would be generated
from the surplus and gas tax.
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Mr. McDuffie asked the age of the drainage district.
It was the consensus of the Commission fox staff to bring back a report showing the cost versus
the revenue fox the City.
5. Discussion of Audio/Visual System Upgrade fox City Hall
Robert Barcinski, Assistant City Manager, introduced this item. Guy Buzzelli, Chief Information
Officer, was also present. Mx. Baxcinski proposed the audio/video equipment in the
Commission Chambers, Chambet Ante Room, Lobby and the First Floot Conference Room be
upgraded.
Charles Furment, Multimedia Technical Specialist, did a presentation on this item. He advised
the current audio/video equipment being used was done as a temporary set-up because of
budget constraints and it was going to be renovated in the near future. Mr. Furment explained
that it is necessary to have much of the equipment replaced which is more stable and upgraded
and better quality. He discussed some of the items that would have to be replaced in the
Chambers because it is aged and not stable enough fox the new equipment. Mr. Furment also
explained that other groups use the Commission Chambers fox meetings and the equipment has
to be monitored periodically that knobs and switches have not been moved. He advised the
expense would be approximately $38,200.00 fox the hardware and $10,797.14 to install the
equipment. These numbers are based on the City purchasing the equipment instead of an
outside vendor and having a third party run the lines.
Mr. Fetzer advised that the improvements aze definitely needed. He also advised that it made
sense to have the City purchase the equipment as opposed to having an outside vendor purchase
the equipment. Mr. Fetzer stated he is supportive of the project and questioned if the funds axe
available in the budget. He is also happy that this will integrate with the Gxanicus system.
Commissioner Eliopoulos supports this project; he acknowledged he did not support completely
doing the Chambers, but thinks the upgrades axe defmitely needed.
Mr. McDuffie is supportive of the idea; he is also interested in knowing the cost to televise the
meetings.
Mt. Harden advised he has the cost to televise the meetings.
Mrs. Montague asked if a LCD screen can be placed in the lobby.
Douglas Smith, Assistant City Manager, mentioned staff would like to trench through the First
Floor Conference Room to have the cabling come up through the table and he is not sure of the
cost fox this project.
Mr. Furment advised the installer would not touch the floor because of an added carpet expense.
Mx. McDuffie asked about wireless use.
5 Apri18, 2008
Mx. Furxnent advised because of the size of some PDF files it would take tune to download.
It was the consensus of the Commission to support the project and to include a LCD screen
television in the Lobby.
Vice-Mayor Montague adjourned the Workshop Meeting at 7:58 p.m.
~~nq Ciry Clerk
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MAYOR
The undersigned is the City Clerk of the City of Dekay Beach, Florida, and the information
provided herein is the Minutes of the Workshop Meeting of the City Commission held on Tuesday,
April 8, 2008, which Minutes were formally approved and adopted by the City Commission on
Aortl 15.2008.
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Ct<;~3 :De~ City Clerk
NOTE TO READER: If the Minutes you have received axe 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.
April 8, 2008