Commission - Regular Meeting

Hey, can yaff. Yes. Yes. Yes. Yes. Okay. Okay. Okay. Okay. We'll go to more and then we'll uh we'll get started.

Hey, Adam, is Andrew on or no? Negative. I don't see him. Okay. All right. All right, guys. We'll go ahead and get started. We'll start with 3A. Uh 3A is going to be a update on our uh Boon Beach Tennis and Pickle Ball Center progress by FM Tennis. If you guys remember, probably about a year ago, we were uh receiving quite a few of uh quite a bit of complaints. So, we ended up uh doing an RP process and FM FM Tennis was uh selected to oversee the operations um with the tennis and pickle ball center. So, we're going to get an update from uh from those guys. Uh public comment, scroll down, Adam to 5A. And please uh feel free to interrupt me or stop me if anyone has questions with anything. But we got two advisory board

appointments. Can you open it up? I want to say one is uh the mayor's uh first one is art advisory board appointment by Commissioner Cruz. Um it looked like it looks like Commissioner Cruz actually has both. Yeah. Hold on. No, I'm sorry. Yeah. And there's a parks and recreation um board appointment with uh Mayor Shelton of uh Tiffany North. Scroll back up to the top. Adam. Okay. It looks like uh Commissioner Cruz has the art advisory board. I don't see anything else. So, it is two two appointments. All right. You can go out that Adam. Okay. So, we'll start with uh consent. Uh Dr. Calcott, you want to go over the um and also Allan, you guys want to go over the 6A?

Sure. Alan, are you going to go first or My connection's add. Okay. Dr. Calcott, why don't you go ahead and do your portion?

I have to Hey, Dan, real quick while they're they're looking for all that. Um I guess maybe Shauna might need to chime in. Can we are we able to ask questions about the the joint meeting? I I don't think I understand your question. We're having a joint city and CRA meeting next. Uhhuh. Uh am are we allowed to reference questions to that meeting?

Call me so I I don't think I'm understanding exactly what you mean. And Okay. Um, I mean I I want to know I guess specifically kind of what you mean and be able to answer your question. I can't answer your question without asking you more questions and I don't know if you want me to ask you more questions in this forum. So um basically this is just showing you where we are where we were the last year. So um reconciling all the books and if you can see generally speaking most of the times our revenues have uh been higher than what our expenses are. So whatever amount is left goes into our reserves to build our reserves that we end up using if you're going for a bond or if there are emergencies that's the fund we end up using for. So we've been fiscally very responsible working on trying to keep our expenses low um and also keeping in mind what our rates need to be to meet some of the requirements for our capital needs in the near future. So we've been um working towards that based on that's how the rates are decided on. Um if there's another if there questions I can absolutely answer those question.

Dr. Talcott um what's your uh annual debt service obligation though because we got to we we got to get a true cost of that like what's that? Yeah we we have a tr I think it's around 6 million right now. it is going down in the next few years and every month we put something aside towards that and it gets paid at the uh end of the year. Actually it gets paid earlier in the year. So um if you need more details Dan I can provide that. I don't have that right now exact numbers um with me but it it is reflected in our budgets.

Okay. Allan, do you got a better connection? Or does anyone have questions in reference to uh the year-end utility um expenditure and revenue summary?

No, I can't. Well, I'm curious um Dr. Kat, it's Commissioner Kelly. I'm curious if is there any benefit to trying to pay that debt service off sooner or is it you know what I'm saying? Like is there a benefit to trying to pay that off sooner? Is that an option or is that based on what that debt is? We can't do that. I'm just curious.

There is a Yeah, there is a debt schedule when we go out for a utility bond in the near future. What we plan on doing is basically rolling that into that new bond. So as it is the debt service debt starts falling off I think in 2031. It goes down by 2029. So we have only a couple of more years left. That's why we in a good place to go out for a utility bond because we can roll this into uh whatever is left into the new uh bond that we issue. So we should not have any problems getting a utility bond for that reason. Okay, great. Thank you.

There could be penalties. I haven't looked at exact schedule-wise that there is any penalty. Usually what you do is you can roll into another bond so that you you're not paying two debts at the same time. Right. Okay. I I just Allan I would recommend that because the interest rate is so good, you would not want to pay that off early. We have better things to do with that money. That's fine. That's why I was asking. Thank you. Sorry about that. I I had a little bit of connection issue, guys. You're good, Alan. I can hear you. But try to speak up a little bit, please.

Okay. go ahead and pull back up the uh general fund, Allan, and just uh go through the uh and make sure they know these are the uh unudited um numbers, Allan. Yes. Can you see the screen? I need you to actually go through the uh the general fund numbers.

Yes. So, um, as you guys can see right now, the revenue we're looking at 1367 for all of last year. Now, these are unudedited. We're going through the audit right now. Um, and then our expenditure is currently around 135 or 134.9 million, but right now it looks like the net change is roughly around $2.5 million uh gap that we have. But all in all, we're in good place. We're going to be done with the audit earlier this year. We'll be done with the audit roughly in um uh in two months and we'll be able to give finalized numbers at that time. Any any issues you foresee anything like that, Alan?

No. So, everything everything is spot on. We're right on schedule. We're right on schedule. All right. And the same thing with budget, too, as we go through the budget process, which we'll get an update for this next year's budget tomorrow to all the directors and above. Okay. And when do you foresee we're going to have the preliminary uh budget numbers to the commission for review? I know it's going to be in June.

Yeah, we we're going to try to communicate that a little bit earlier this year. Um you know, we've gone through kind of the final phase and closing out the the gaps that we have. Um we're pushing those numbers through right now. Fabio and team's pushing those numbers through and then um we'll start communicating those here in probably in the next in the next month. will be able to start basically communicating those there in late May. Okay. All right. All right. Perfect. All right. Do you guys have any questions? Uh, mayor? Nope.

Okay. Thank you guys. All right. Um for for clarification on what I asked you on earlier, I just want to see if we can incorporate in the joint meeting um uh before this meeting a discussion about the uh results um for that that uh the uh the CRA survey at 480 West Point Beach Boulevard. Yes. Because this agenda is pretty light. It is pretty light. Correct. So, I'd like if uh I'd like to see if we have consensus to have that discussion at the um beforehand. I just don't want to lose track of that or have that fall through the cracks.

Yeah, I'm good with that. It might actually spur us to do like a like narrow down the um the survey even more, you know, maybe. Yeah. But yep, I'm good for having that discussion for sure. All righty. So, moving on. Adam, you want to take 6B?

Sure. Uh 6B is authorize uh police department to for a JAG grant to apply for it. $28,243. Um if we're awarded, it helps this this helps fund um our AC Ax Axon uh air drone program uh in addition to Guardian. Um so it helps with protect intelligence sharing and helps fund those no match. So free money. Uh okay. So um item 6 C I briefly want to uh talk about and this is goes back to I want to say probably about a year and a half two years ago. If you remember, there was a a um a fairly uh large discussion in reference to signature authority. And this is one of those things that had the signature authority been granted to the city manager's office, we wouldn't have these type of agreements on the agenda. And this is a perfect example of Club Delray's renting Centennial Park May 3rd with an event taking place 8 to 12:00 p.m. 500 people in attendance. The rental fee is going to be uh $2,000 and $300 uh per hour totaling $1,200. I I'd like to see this type of these type of nuance items not being brought forth to the commission. So, um, if I have consensus, I kind of want to look at maybe, um, revisiting that, uh, that signature authority item.

Yeah, I'm good with revisiting that. I was in support of you having that authority before, so I'm fine with that. Agreed. Especially with for for like the um for the administrative portion, right? Exactly. It was one of those like no cost, right? Yeah. Right. Okay. I I I just wanted to make sure because when I see stuff like this on the agenda, I I I I I honestly feel like it's not needed. Um and it's a missed opportunity if we can't accommodate them. We're missing if they they go elsewhere, we're missing revenue. Yep.

So 6D is our Wi-Fi hotspot data that uh we're um re-upping for uh this year. our public library rents out Wi-Fi hotspots. So, and the uh cost of that is going to be 2,700. 6E is going to be a piggyback with American Traffic Solutions VR mobility utilizing the city of Barto's contract uh RFP. This is our red light camera program and we're utilizing the uh city of Barto's contract. I want to say there's going to be an additional savings there also to the city. Adam, what uh what savings is it going to be over?

Yeah. Yeah, it's the expenditure per uh per device. So, the overall uh savings if approved would be $172,800 annually.

All right. Thank you. All right. Uh we're going to move to 7A. 7A is going to be ratifying the approval and renewal of the city's insurance policy for our pollution coverage. We didn't have pollution coverage before um arguably if we did, I think we probably could have claimed the utility cost from the um sewage leak probably about two years ago um over by Marina Village. So, this is something that we we looked at and I think the um the ROI could be uh could be fairly uh fairly worth it and it's a po total budgeted cost of 67,000. Um I this is uh this is something that our uh our risk department legal department worked on. So just enhanced coverage. uh six or uh 7B is going to be ratifying the approval uh and purchase of watercraft coverage with navigator. This is going to cover all of our watercrafts in the uh city based on the uh weight and the length of our watercrafts. They weren't covered under our original um property insurance. And this is going to provide them coverage. And that's going to be an annual cost of $16,575. All right. 6 uh C. That's going to be a piggyback agreement with Sam Sarah U for fleet management techn technology. This is essentially dash cam for all of our solid waste uh solid waste vehicles. And this is a uh annual renewal not to exceed 142 142,000. This provides GPS coverage as well as um dashboard camera um footage. So, anytime there is a uh an incident that occurs with our solid waste department that could incur

liability towards the city, it's always a a a great tool for us to be able to uh look at and review and also when we get uh resident complaints in reference to our solid waste department. Hey, Dan. Yes, we have saved money through that that vendor based on footage and denying claims. So, that has been a very useful tool to us in the risk department and and legal. Just let everyone know. All right. Thank you, sir.

7D. It's going to be a uh task uh task order for uh Keith and Associates for federal highway streetscape improvements. Any amount not to exceed 395,000. This is going to be a reimbursement from the CRA and that's all our beautifification efforts. Andrew, do you want to add anything to this item?

Yeah, this will be the full redesign of all the landscaping and hardscaping and street lighting on Federal Highway from north to south along the city limits and and uh on Federal Highway. Um we're also doing this in a phase approach. That way we can try and do it in phases so we can break it up in um can afford it. I mean it'll be a pretty extensive cost of when we go to do the construction. So we we're breaking this up in phases. So Jay's running this project and we're excited to see it come and thank you to the CRA for funding this. You're welcome.

All righty. So, uh, 7E, it's going to be a piggyback agreement between, uh, City of Boon Beach and, uh, door systems of South Florida for our overhead doors, repairs, maintenance in the amount not to exceed 100,000. This is all our bay doors at, uh, most of our fire departments and some of our, uh, other garage areas. Uh 7F going to be a piggyback agreement with the city of Boon Beach and our preferred government claim solutions pigot for professional services related to I'm sorry PGSCS not pigot workers compensation and third party liability claims administration in total not to exceed 181,000. Shaunie you want to speak on this item? Um, so there was a general resolution that allowed you to sign things, but the these policies are not coming directly from Pigot uh because they only provide a certain amount and because of our new vote um we needed to go ahead and get authority for you to sign off on this.

All right. of 7G is going to be the uh purchase of an annual license maintenance and support for our Kronos. Essentially what this is is our time management system. Extremely extremely um important. Um man, it's a uh and the amount not to exceed 100,000. And this is a piggyback agreement. Uh can you pull who are we piggybacking this off of? Is it the town of Weston, Adam? Andrew, do you remember what um city we're doing a piggyback off of?

Yeah, it's uh Omnia for this contract. What we've done is we've uh combined um the spend with PD with uh with the rest of the city um in order to uh you know bring everything together contractwise. All right. Thank you, sir. Appreciate you.

All right. H uh Allan, you want to take the uh ERP and workday item? Yes, I can. So, as part is Is Andrew not on? I don't think he's on. So, I'll talk to it. He's got a good job. Oh, you are here. Okay. Yeah. I just so clear I'm having a problem with teams. For some reason, I'm starting to hear it 10 seconds behind. I'm getting a double loop on it. So, I don't know. So, I'm going to be quiet and let Andrew talk.

Okay. So, basically, um, this is a pro prop pros resolution to bring on Can-Am teller. Um, what we we did was we did a whole analysis of all the different POS systems and all the different systems in the city. We found that there were actually 24 of them. So, with all these different systems, we're getting charged different rates across the board. Um, what CAN-ANAM is going to do is they're going to bring everything basically into Can-Am and into uh Catalyst um payment system. So, we're really excited about this one because we're projecting a savings of 1.8 million to $4 million. All the uh the amounts and everything are outlined in the agenda item. Um the upfront cost is the 410 and then we were able to negotiate um the around 80 81 80 you know the 85 just to also let you know we were able to negotiate an additional 90,000 off the original quote that came in from the Omnia partners uh contract.

So what's our total what's our total delta and savings on this annually? So, it it's going to depend once we get once we get into the software. We can I can give you a better answer on that. We can give you a better answer on that. Um, just alone with a quote from the first quote to the quote we're at that was $90,000 savings. But once we really get into all the different uh systems, we'll be able to give you a a concrete number. We projected between$ 1.8 to $4 million.

Awesome. Great job, guys. That's that's that's awesome. I think Daniel I think the important thing here on this is that you know as we've been going through the ERP we are identifying you know situations where you have 24 vendors you know can we get it to five doing the same thing and we're spending multiple money across 24 different contracts and vendors where you start to consolidate. So this is the whole purpose of why we do these things for ERP conversions. Commissioner Kelly, do you have something?

Thank you. Yeah, I was just going to Andrew, what's the um because I know you and I um and Allan, we had a you know a a quick conversation about this the other day, but what's the what's like the norm for cities? I mean, we're in the 20s for our POSOS systems. I mean, it what's

so so normally um you know that there's a a pro a set a process that's in place when you want to create a POS system. I think, you know, to to be frank, I don't think that really was in place in in the city. Um, but we're we're developing that where it would go through finance, it would go through it, and then they would greenlight it. Um, so I mean, I would think it'd be probably, you know, five like I don't really see them because the the more contracts that you have out there and the more that to the credit of the people that were just trying to get things done, um, you know, you don't have favorable contract terms um which you really want when you're trying to save taxpayer money and be fiduciarially responsible.

Well, and it also becomes it also becomes burdensome for employees and time, you know, it's also a time burner to have to sit there and figure out what system is what and who's using what and why we have this and makes us look like we're less. Yeah. Yeah. and fraud and fraud and risk and all that kind of stuff too because now you're looking at you're having to manage 24 different systems on trying to account for the money and things can disappear.

Well, and some, you know, I mean, you're talking about security. I mean, a a system that was in place 10 years ago is not as secure and effective as a system that is newer. And so, we also have to worry about, you know, just general safety of the data that we're collecting. So, I'm I'm glad that we're doing this. I appreciate it. And the staff hours, too. Um, you know, a lot of the systems don't talk to our current ERP system and that, you know, people are literally um hand keying in information. They can transpose numbers. You know, this is going to streamline that entire operation. So, we're really looking forward to this. That's great. Thank you.

Yep. All right. City Manager report is going to be a presentation and update on our beautifification and streets division for uh public works. Um I want to say that's uh that's being presented by Jay. Kevin's gonna present. Oh yeah. I'm sorry Kevin. My apologies. Kevin, you ready to go?

Yes, I am. All right. It's all set. You don't need to do the presentation now. We'll save it for uh we'll save it for the commission meeting. I'm just I was just asking if you're ready. Okay. Yep. All righty. All right. So, we'll move down to regular agenda. Are there any changes to A or B, guys, from first reading a second? Um yeah, I I I think um Oh, damn. We had talked about this for the for the new you wanted to include shots fired calls.

Yeah. Yeah. I want to include I I wanna I want staff to look at other things um because there are things that maybe we don't have as much data on because we're not able to pursue those charges because what I learned is that shots fired, you know, is is a very hard thing to actually get a charge for because of the way the statute's written. And luckily, I think now with a lot of this investment in technology that we've had, we've been able to kind of tie the gap between understanding like, you know, the action and who did it. Um, and so like, you know, we just had a sho, you know, re reckless discharge of a firearm, you know, in my backyard this week and everyone's calling me and they were at one of these dilapidated properties that we've been referencing for quite some time. And so I want to know like outside of like the drug dealing, the prostitution, the illegal gambling, you know, is there an avenue to where we can incorporate some of this other criminal activity into this ordinance? Because if there's a property, whether it's residential, commercial, and people feel comfortable enough to go, you know, shoot rounds, that wasn't the case this for this incident. and they're in the middle of the intersection, but they had started at this property. You know, I want to make sure that we have every tool and mechanism to make sure we keep these uh bad actors accountable.

I guess that that would be a legal question.

Trying to turn my mic. I'm here. I just have Oh, good. I figured. Okay. Yep. So, part of the issue is if it starts on public property, it's a little bit harder to um What if it starts on private property though? If it starts on private property, then it's easier because this would actually may fall under our new nuisance abatement, okay? Or our chronic nuisance. And I know um John Bonifer put together a side by side showing why you still need both. Um Okay.

But yeah, if it starts on private property, we have more enforcement than if it starts somewhere else. I think he was also asking Shauna like whether or not we have any latitude to include additional offenses or if it's dictated by a particular statute. We don't. It is. It's absolutely dictated by statute. Okay. So, we can't we can't do that. Not not in nuisance abatement. So, that can't be tighter than Florida law is what you're saying. Correct. because it lays out specifically and I can double check to see if anyone has done tighter but

I did the nuisance abatement for West Palm Beach and I my understanding I haven't double checked it you know obviously since I left but um I will double check if we can make it tighter. Okay, I don't think we can. If not, no big no biggie. if you know if that type of activity falls um you know within that category that I mean that's effective too. Okay, let me I'll just do some research on that. Thank you. Yeah, no problem.

All right, guys. Well, that concludes the agenda review tonight. Um I'll open it up to any further questions, discussion items, anything that um you guys want to see added. Um, and uh, yeah, we can go from there.

Awesome. Dan, so I just need to get a staff presentation or an update on like the Forest Hills Park, the pave road paving in Chapel Hill, and then the drainage project. I know there's this has been a a long process, but I think we need some public answers. We need some clarification, and we need some timelines on when all this stuff is going to be done. And if it's a matter of like budgetary issues, then potential remedies of you know either allocating some things in the budget, some type of uh you know amendment that may be needed to accomplish this these things because I just I just don't want I I I don't want any more like you know hey this is what we're doing and there's no followup. So, I just want a staff presentation for the capital of the neighborhood because I keep getting a lot of emails um specifically about the roads, the drainage project, storm water, which has been kicked down the road time and time and time and time again and it's just unacceptable and I don't think it's staff's fault. I know a lot of it as far as the storm water project goes is because of like the funding and and grant money and you know this neighborhood pays an enormous amount of taxes and you know I think it's time to deliver and um you know I don't want to reference you know a citywide map and advalarum contribution versus what we're receiving in certain neighborhoods and so I want to make sure that you know we're being fair across the city as a whole, especially when there's needs in different neighborhoods. And this neighborhood has a huge need for storm water drainage and flooding as well as that that park um specifically like the playground in the castle. And then um the the road paving, the speed bumps. I want to thank staff for like everything uh related to that. I think there's two different streets and then one of them was an accident and

that was remedied. So thanks Will uh for that. He has been a great responsive advocate and um you know he's he's been awesome to have. So we're really lucky to have you, Will, um in the city. But I just want to get a a a presentation, you know, and something that's measurable and uh realistic and you know, potential remedies of what we can do for those three big items.

Yeah, those uh those items are there's three different uh three different aspects there. So there's the parks and recreation aspect of it, there's the utility aspect of it, and there's a public works aspect of it. So would you want those put together in a presentation style slide or do you want a discussion on those three items? Um, I think it can be merged together. Um, you know, and I I I would I think all those fall under Andrew, all those departments if I'm not mistaken. And so

so I think you know there's an avenue where everything's under uh under him and so you know if he's comfortable presenting that great or if everyone wants you every department head or director wants to go over that specific uh portion that's fine. I just want to make sure that um this is at the forefront and that this is no longer kicked down the road specifically with the um storm water. I know a lot of the paving has been done and I know a lot of I just want to make sure that we have a public account that like the discussion is hey you know we're up in the air because the roads need to be paved but then there's a storm water project but it's contingent on potential funding. So I think we need just kind of need to talk about this and then find a path forward. So I I would suggest that um we had talked about before doing updates, you know, quarterly presentations um in the in the meetings on CIP. So we can go back to looking at that, doing some quarterly updates. Um we have a new CIP manager that I think is starting at the beginning of the next month. So um that'll be a great time to start. He'll come on board and we can start bringing that forward for sure. And that'll bring that

Go ahead. I think that's I think that's great. Um, but again, I don't want for someone brand new to get thrown into these projects, especially if they don't have like a historical context, and that wouldn't be fair to that individual, which would then postpone the timeline, probably another two to three months. So, I would not want to wait um that long. I don't want to wait. I I just don't that's not right by the citizens. In my perspective, this is I can do the first one. I can do the first one. That's not a problem. Yeah. I I'm I'm saying that we're going to look at doing this quarterly in the future so that we're providing more regular updates so that I I hear you loud and clear. The community wants to hear updates on the projects whether they're funded or not. What's the status so they can see when the outer years are coming

and what what and the remedies because I know there's remedies. I know that we're there we're identifying we're we're identifying funds in different budgets, different accounts. We're putting in the fund balance. We're putting in our reserve. we're putting in reserve. Sorry. So, I know there's potential remedies and I know there's creative thinking that we can utilize to get these things done. Well, that'll be actually a great discussion going into budget. So, we're we're getting ready to go. We'll come in and do a uh I can tell you the budget for this year with CIP is very thin just because there's not a lot of money going from the general fund into the CIP. Um but

that dra that drainage project is a utility the storm water is a utilities project. Correct. Yes sir. The drainage right now is is is being done. The design I think the and Punam can speak to that that portion is being um I think it started. Um we can give you an update on that project. But the the actual construction like you said we when we first looked at that project we are looking for grant funding. Um but yeah, as you as we're freeing up money within the budget, we can look at funding other additional projects, you know, specifically like forest park forest park playgrounds. We got we got ones at Hester that need to be done. So there's multiple things that we all need to look through and and just prioritize.

Yeah. Yeah. So, in this presentation, I'd like to have what potential remedies we can have. Um, and if that includes like, hey, the remedy is moving this line item to the front for this budget year of 26 to 27, include that in the presentation. Whatever whatever potential solutions we have, let's put that in there. That way, at least for myself, I'll advocate that for that as we go into our budget workshops and any other discussions regarding, you know, the city's financial position, you know, at a uh larger level. I heard you loud.

Dan, if you want me to uh speak to it a little bit. We've uh finished the design for Chapo Hill and right now we're looking for grant money for the construction. It has been budgeted in the utility CIP but as you know those dollars are all the dollars are stretched a little bit. So we absolutely can bring the information forward and whatever the uh commission decides and directs us to do that's what we'll follow through. Thank you. All right guys uh any any other questions? All righty. Have a good night everyone. Good night.