City of South Bay City Workshop. January 06,2015

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1 City of South Bay City Workshop January 06,2015 Page 3058 A City Workshop of the City Commission of the City of South Bay, Florida was called to order by Mayor Shanique Scott in the Commission Chambers at 335 S.W. 2 nd Avenue, South Bay, Florida on January 06, 2015 at 6:08 p.m. Present: Mayor Shanique Scott Vice-Mayor Taranza McKelvin Commissioner Esther Berry Commissioner Joe Kyles Commissioner John Wilson Staff: Burnadette Norris-Weeks, City Attorney Leondrae Camel, City Manager Vicky Delbosquez, Human Resources Director Massih Saadatmand, Finance Director Mayor Scott mentioned discussion of a Strategic Planning Session follow-up on road projects and Capital Improvements. Commissioner Berry stated that she would begin discussion. She said that discussion regarding Capital Improvements would not be discussed tonight because she had not met with the City Manager to review funding for Capital Improvements. Commissioner Berry stated that the City needed to focus on the five year strategic plan. She mentioned the S.W.O.T Process (Strength, Weaknesses, Opportunities and Threats). She said "Historically the major strength for the City was land (US Hwy 27 and SR 80), major weakness was the lack of job opportunities and infrastructure (street improvement), the opportunity was the Intermodal Distribution Center or the Park of Commerce and the major threat was the Lake Okeechobee Breach. She said that City had recently received a letter from the Mayor Shelly Vana of Palm Beach County, which the letter addressed the FEMA Maps that were presently delayed because FEMA was not able to continue the process on collecting data. She said that the SW.O.T plan would continue to help the City grow and develop the City of South Bay. She said that the discussion would include any road projects and see where the City was and how to continue the momentum of information flow regarding a plan process for staff and residents. She mentioned the reconstruction of Martin Luther King Blvd and additional funding for other street/roads in the City of South Bay. Commissioner Berry stated that the major focus seemed to be Strategic Planning and road improvement. She said "Does the City have sufficient information and has that information been shared with the community".

2 Continuation of City Workshop Minutes January Page 3059 She shared a vision statement regarding fiscal planning and management on economic sustainability and improvement on quality of life, which she also shared last month with the Commission. Commissioner Berry asked the City Manager if the City received additional information regarding future road projects in the City of South Bay. The City Manager stated that City staff and one of the Commissioners met with Senator Abruzzo back in December regarding the prospect of additional funding, but as of today the City there were no new funding for roads within the City of South Bay. Commissioner Berry mentioned legislative priorities. She asked the Commission to consider including infrastructure and road improvement as a part of the legislative agenda priority to be presented in Tallahassee in March She mentioned Palm Beach County Day from March 3-5, She said that the Legislative agenda must include part of the Herbert Hoover Dike risk analysis. She referred the Commission back to the letter sent via from Palm Beach County Mayor Vana regarding the FEMAMaps. Commissioner Berry mentioned the Town Hall Meeting. She asked if the Commission if they would like to prefer the time of the meeting to gather information on the Strategic Planning Process or give the community an update of where the City was regarding project, programs, activities and the City's fiscal status. Commissioner Berry asked the City Manager to give an update regarding the landscaping and development on US Hwy 27. The City Manager stated that discussions have taken place regarding businesses locating in South Bay but have not had any developers that were interested at this time. Commissioner Wilson stated the developer interested in bringing a Checkers in South Bay was waiting on an asbestos inspection for the building that was scheduled for demolishing. Mayor Scott asked for clarification regarding the building of Checkers. Commissioner Wilson clarified that the development of the Checkers was from a private developer that already owns a gas station in South Bay, not a developer wanting to come into the City. Mayor Scott requested information on any new development in South Bay both private and public. The City Manager stated that the information regarding the Checkers was discussed for some years now with a private developer and City Staff. He said that there was more that was taken place with the development other than the asbestos piece. He said that the developer had to communicate with FDOT regarding the fees for a cutout before moving forward. The City Manager mentioned a conceptual street improvement plan. He said that the goal of the City was to infuse the improvement the conceptual improvement plan. He stated that the public and Commission will be involved with the rollout of the conceptual improvement plan regarding city infrastructure and road improvement. Commissioner Berry stated the City did not have a Bank. She said that she would like to see a depository in the City. The City Manager stated that Banks look for a certain amount of deposits for them to come into a City, the number was estimated at $500, weekly. He said that TD Bank was looking into building and not going into a used structure. He said whenever TD Bank looked into growing West of Palm Beach County a lot of municipalities where becoming members of the Bank and donating land to build on. He mentioned BB&T Bank where looking into a depository but did not mind going into a used structure. He said that the City Manager's office was out there searching to get a depository in South Bay.

3 Continuation of City Workshop Minutes January Page 3060 Commissioner Wilson mentioned the travel to Tallahassee for Palm Beach County Day He said that the Commission needed to also mention the South Bay Community Center. He asked if the Commission work as one City or work with the Sister Cities (Belle Glade and Pahokee). Commissioner Berry talked about regionalism and coming together as one. Commissioner Wilson stated "When the Commission speaks on infrastructure and Herbert Hoover Dike; that was what all Cities needed". Mayor Scott asked if the Commission wanted to direct the City Manager to get with the other Sister Cities City Managers regarding Palm Beach County Day Commissioner Berry stated that she would like for the Commission to consider three things, "where to go from here", "what priorities would you like in the legislative priorities" & "what would you like to take with you". She stated that City was not ready for the Town Hall meeting to discuss the legislative priorities but could give an overview. The City Manager stated that the agenda for Palm Beach County day was scheduled to begin at 4:00 p.m. on March 03, He stated that March 03,2015 was a regular scheduled Commission meeting. Mayor Scott adjourned the City Workshop at 6:58 p.m. a ~AQA.~. Mud1 JeS$iflgueroa, City Clerk ~

4 City ofsouth Bay Regular City Meeting January 06, 2015 Page 3061 A Regular City Meeting of the City Commission of the City of South Bay, Florida was called to order by Mayor Shanique Scott in the Commission Chambers at 335 S.W. 2 nd Avenue, South Bay, Florida on January 06, 2015 at 7:00 p.m. The pledge of Allegiance to the Flag of the United States of America was given by all in attendance. Present: Mayor Shanique Scott Vice-Mayor Taranza McKelvin Commissioner Esther E. Berry Commissioner John Wilson Commissioner Joe Kyles Staff: Burnadette Norris-Weeks, City Attorney Leondrae Camel, City Manager Vicky Delbosquez, Human Resources Massih Saadatmand, Finance Director Edgar Kerr, Public Works Director Mayor Scott called for voting conflicts. There were none. Mayor Scott mentioned a draft proclamation for an Expression of Sympathy for Lester Lovely. She mentioned a change regarding the date of his passing. Commissioner Berry asked for each Commissioner to sign the Proclamation. Mayor Scott confirmed that all Commissioners will be added to the Proclamation for signature. Mayor Scott called for public comments. Robert Rease with Palm Beach County Glades Employment made a comment relating to the P.E.A.CE Organization. He said that over the past three years the P.E.A.CE Organization had been working to help the unemployment level in the City. He said that he had discussion with the County regarding a First Source Ordinance relating to employment. He said that the County did recommend a Glades Employment Incentive Program. He mentioned a County meeting on January 13, 2015 to discuss the agreement regarding the Glades Employment Incentive Program, he urged the Community to attend. He thanked the City for their support to the P.E.A.CE Organization. Consent Agenda Mayor Scott requested to table the minutes.

5 Continuation of Regular City Meeting Minutes January 06, 2015 Page 3062 Commissioner Kyles made a motion to table the City Minutes for December 16, 2014 until the next meeting. The motion was seconded by Commissioner Wilson. The vote was unanimously approved. Resolution The City Clerk read Resolution for the record. Commissioner Wilson stated that he had an issue with the word "scheme" in Resolution He said that he could not support the Resolution with the word scheme, due to the word meaning illegal. The City Attorney clarified that the language came directly from the Florida Statutes. She said, in the context the word "scheme' was not meant to mean mischievous or devious but a plan of action. Commissioner Kyles made a comment relating to the "qualification". He asked if the qualification for the lump-sum bonus program were the same as the qualifications for merit raises in the Employee Handbook. The City Manager stated that the current evaluation tool for the bonus program were also used for merit raises. Commissioner Kyles asked the City Attorney if the word "scheme" had to be in the Resolution. The City Attorney stated that the word could be implemented as "Bonus Criteria". Mayor Scott mentioned including steps relating to the bonus program. The City Attorney stated that Exhibit "A" mentioned steps relating to the process of the bonus program. Mayor Scott mentioned a tool or grid that guided the Commission to grade or rank the employee. The City Manager stated that the evaluation tool that is currently used by the City is in place to be in line with Resolution Mayor Scott mentioned the wording "consider all Employees for the bonus". The City Attorney stated that what has been done in the past was consider all full-time employees for purposes of meeting the statutory intent. She said legally it was fine to do all full-time employees. Mayor Scott asked "what was the proposed lump sum". The City Attorney stated that the Commission would decide what year to do the bonus or to not do a bonus at all, depending on the financial situation of the City and its discretion. Commissioner Berry asked "after the policy was approved, what step does the Commission take to add the policy as an addendum to the City's Handbook". The City Attorney stated that the policy would be reviewed for consistency to the handbook and refer the policy to the Resolution. Mayor Scott mentioned discussion of the Handbook. She requested to workshop the City Handbook. Mayor Scott asked for approval of Resolution Commissioner Berry made a motion to approve Resolution a Resolution of the City Commission of the City of South Bay, Florida establishing a Lump-Sum Bonus Payment Policy Pursuant to Florida Statutes, Providing for an effective date with changes. The motion was seconded by Commissioner Kyles. The vote was Commissioner Wilson, no; Commissioner Kyles, yes; Commissioner Berry, yes; Vice-Mayor McKelvin, yes; and Mayor Scott, yes.

6 Continuation of Re.:ular City Meetin.: Minutes January Pa.:e 3063 Rosenwald Report Vice-Mayor McKelvin stated that Rosenwald will be sending 12 safety patrols to Washington DC this year. He asked everyone to keep the kids in their prayers. Commissioner Berry mentioned the annual Martin Luther King [r Oratorical Contest will be held on the January 16, 2015 and sponsored by Rosenwald Elementary and the City of South Bay. Finance Report Commissioner Kyles asked when the City audit would take place. The Finance Director clarified that the audit would begin the second week of February, 2015 and completed by the end of the Month of March. City Manager Report The City Manager stated that at the previous Commission meeting the Commission wanted information on the compressed work week schedule. He presented a draft policy that was presented to the Commission December Mayor Scott clarified that the information relating Commissioner Wilsons request for a compressed work week schedule died for lack of a second. She mentioned the Commission Procedures and stated if a motion dies for future agenda items, that item would not be brought back until after three months. Commissioner Wilson stated that he had resent his motion that he made regarding the compressed work week schedule to receive additional information. He said that the information was given to the Commission, so he did not understand why the Commission had to wait another three months to make a decision. Mayor Scott stated that there were procedures in place but it was at the discretion of the Commission to follow through with a motion. Commissioner Wilson made a motion to approve a compressed work week schedule for City Employees. The motion was seconded by Commissioner Kyles. The vote was Commissioner Wilson, yes; Commissioner Kyles, yes; Commissioner Berry, no; Vice-Mayor McKelvin, no; and Mayor Scott, no. The City Manager mentioned a draft partnership concept with Florida City Gas that was presented to the Commission. He mentioned one change under "partnership benefit" #2 "Florida City Gas would provide the City of South Bay $25, for use in Parks and Recreation budget, will include but is not limited to use for activities, improvements and beautifications". He said in the contract FCG asked for energy conservation seminars, as well as training within the City for the resident regarding the usages of natural gas. He said that $3, of the $25, would be used to purchase marketing material for the FCG concept. He also stated that the City Attorney had reviewed the agreement. He mentioned that the process for the beautification at the pig launcher site is still on going and is separate from the agreement He stated that the FCG was scheduled to be on the January 27, 2015 Town Hall Meeting. Mayor Scott asked if the contribution regarding the $25, be a one-time contribution or an on-going contribution. The City Manager clarified that it would be a one-time contribution. He said that FCG would continue to do different thing, as long as the City asks, as it related to donations and support.. TP.; -"... " - "r

7 Continuation of Regular City Meeting Minutes Ianuary Page 3064 Commissioner Kyles requested clarity relating to the FCG Partnership Concept. He asked "did FCG agree to an agreement with the City because the residents had issues with the pig launcher". He mentioned the easement approved by Commission to FCG and the site of the pig launcher, which was not approved by the Commission. He said that he did not agree with a partnership with Florida City Gas. The City Manager mentioned an Ethics Training for the Commission. He said that the Commission will be getting an in reference to Ethics Training Dates. The City Manager mentioned Palm Beach County Day in Tallahassee 2015 March He mentioned a Palm Beach County Fire Rescue Annual Report, which would be placed on the City website. He mentioned a Workshop for Economic Development Training in Davie FL was January 13, He asked if anyone was interested in attending please get with his office. He mentioned a leak at the Commerce Center and he was unsure of what the cost would entail. He mentioned his contract, which stated that an evaluation had to be done annually. He presented to the Commission, a draft City Manager evaluation, which was an approved ICMA Manager's Evaluation, a draft City Manager performance template, and the current performance evaluation template used previously by the City. He asked the Commission to consider approving the new City Manager's evaluation template, to move forward with evaluating the City Manager. Commissioner Kyles made a motion to approve the new City Manager's evaluation template. The motion was seconded by Vice-Mayor McKelvin. The vote was unanimously approved. The Commission agreed to submit the City Manager's evaluations no later than Friday, January 09,2015. CityAttorney Report The City Attorney mentioned the City of South Bay v City of Belle Glade case. She mentioned the need to schedule a joint session. She said that the court could order that the parties go to mediation. She mentioned the notice scheduled for summary judgment for the January 21, She said that the court had ordered mediation before January 21, She stated that she had been in conversation with the City Manager and stated that January 12, 2015 would be a good date to meet before summary judgment. She stated that if Belle Glade had someone representing from their Commission to attend mediation than South Bay should have someone selected to represent South Bay Commission. Commissioner Wilson recommended Commissioner Kyles to represent the City during mediation. The Commission gave consensus to have Commissioner Kyles represent South Bay during mediation. The City Attorney mentioned a Comment given by resident to the City Manager regarding Public Comment procedures. She briefly went through the procedures regarding public comment, reference in Commission Procedures. She also presented the Commission with the Commission Procedures highlighting the section regarding public comments for the record. -, :,,...

8 Continuation of Regular City Meeting Minutes January Page 3065 Commissioner Wilson stated that the language regarding the public not allowed speaking after 7:30 needed to change. Mayor Scott clarified that the public were not allowed to speak unless the Commission made motion for them to speak. Commissioner Wilson stated if someone came in at 9:10 p.m. after public comments, they should be entitled to speak. Future Agenda Items Commissioner Berry asked for the Commission to direct the City Manager to place the Army Corp of Engineers regarding the Herbert Hoover Dike on the agenda. The City Manager stated that the Army Corp of Engineer were scheduled to present an update in February. Mayor Scott asked for an update regarding South Bay signage. The City Manager stated that he had provided information from Alphabet Signs for the signage. He said the companies are asking "what is the City's budget for signage". Mayor Scott mentioned excess funds in the budget. She requested three quotes from three companies relating to LED signage for South Bay. The City Manager stated that staff was waiting on responses from other companies. Mayor Scott relinquished the gavel and made a motion to direct the City Manager to get three quotes from three different companies for LED marquee signage for South Bay, by the next meeting. The motion was seconded by Commissioner Wilson. The vote was Commissioner Wilson, yes; Commissioner Kyles, yes; Commissioner Berry, no; Vice-Mayor McKelvin,yes; and Mayor Scott, no. Mayor Scott mentioned the New Year Card to the residents. Commissioner Berry stated that there would be a new concept discussed at a future meeting. Commissioners Comments Commissioner Wilson asked if there was anything wrong with the water, due to his issue at his residency relating to the water output. The City Manager stated that he was not aware of anything wrong with the water but he would contact PBC Water Utilities to get additional clarity. Commissioner Wilson also asked for an update relating to mosquito spraying. The City Manager stated that the County had a meeting scheduled to discuss aerial spraying in the Western Community. Commissioner Wilson mentioned Palm Beach County Day in Tallahassee, FL. He said that he would like to be there prior to the meeting beginning on March 03, Mayor Scott mentioned cancellation of the first City Meeting in March at the next Commission Meeting. The City Manager clarified that there will be a Resolution a at the next meeting to cancel March 03, 2015 City Meeting. Commissioner Wilson thanked everyone who attended the meeting. Commissioner Wilson made a motion to allow Mayor Steve Wilson to speak. The motion was seconded by Mayor Scott. The vote unanimously approved. Mayor Wilson made a comment relating to the sister cities being reunited as one as it regarded Palm Beach County Day. Mayor Scott acknowledged Mrs. Wilson for being the legislative aid for Melissa McKinley.

9 Continuation of Regular City Meeting Minutes January Page 3066 Commissioner Kyles thanked everyone who attending the meeting. He mentioned the sister cities coming together as one. Commissioner Berry mentioned strategically planning for 2015 input. She asked those who were in attendance to address their selves by name. She also thanked everyone who attended the meeting. Vice-Mayor McKelvin asked everyone to keep Rosenwald Students in their prayers as it regarded the Washington Trip this year. Mayor Scott stated that the City was moving forward. She mentioned Saturday, January 10, 2015 trip to the Kravis Center. She said that the previous trip was a success. She also thanked everyone who attended the meeting. Mayor Scott adjourned the City Meeting.

City of South Bay City Workshop December 02, 2014

City of South Bay City Workshop December 02, 2014 Page 3040 A City Workshop of the City Commission of the City of South Bay, Florida was called to order by Mayor Shanique Scott in the Commission Chambers