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Agenda 11-17-05 BOYNTON BEACH If any person decides to appeal any decision made by the Board with respect to any matter considered at this meeting, he will need a record of the proceedings, and that, for such purpose, he may need to ensure that a verbatim record of the proceedings is made, which record includes the testimony and evidence upon which the appeal is to be based. Continuation of the November 8, 2005 CRA Board Meeting Thursday, November 17, 2005 REVISED Chamber of Commerce Conference Room 6:30 P.M. I. Call to Order II. Roll Call III. Agenda Approval: A. Additions, Deletions, Corrections to the Agenda B. Adoption of Agenda IV. Public Comments: (Note: comments are limited to 3 minutes in duration, and will be responded to at the next board meeting): V. Old Business - Postponed Items 11-08-05 CRA Board Meeting: A. Resolution 05-06 to establish 401 (a) Contributions for Salaried Staff B. Consideration to allow CRA Staff to opt-out of major benefits and potentially receive 50% of the savings C. Consideration of HR Recruitment for a Planner D. Consideration of Implementing a Mechanism for Employee Recognition and accompanying Resolution 05-09 E. Consideration of a Boynton Beach CRA Cellular Telephone Policy BOYNTON BEACH COMMUNITY REDEVELOPMENT AGENCY 639 E. Ocean Ave. Ste. 103 Boynton Beach, FL 33435 Office: 561-737-3256 · Fax: 561-737-3258 www.boyntonbeachcra.org <"'.- -. "' BOYNTON BEACH VI. New Business: A. Consideration of an Amendment to the Agency's Administrative Manual Section 06.06.01 - Correction to vacation accrual rate B, Consideration of the CRA Police Program Contract Renewal C. Consideration of the purchase of Geographical Information Software D. Consideration to Extend the CRA Trolley Contract VII. Comments by Board Members VIII. Comments by Board Attorney IX. Comments by Staff X. Adjournment CRA BOARD WORKSHOP Thursday, November 17, 2005 A. Boynton Beach Boulevard Promenade Restroom Facility - Final Design Approval B. Human Resources Study of Job Descriptions and Classification & Pay Presentation: Florida Employer Solutions C. Retail Demand Analysis Presentation: The Chesapeake Group (Handouts available at meeting) BOYNTON BEACH COMMUNITY REDEVELOPMENT AGENCY 639 E. Ocean Ave. Ste. 103 Boynton Beach, FL 33435 Office: 561-737-3256 · Fax: 561-737-3258 www.boyntonbeachcra.org BOYNTON BEACH CRA AGENDA ITEM REQUEST FORM Requested CRA Date Final Materials Must be Requested CRA Date Final Materials Must be Turned into Meetinl!: Dates Turned Meetinl!: Dates CRA Office into CRA Office 0 January II, 2005 December 28,2004 (Noon.) 0 July 12,2005 June 28, 2005 (Noon) 0 February 8, 2005 January 25, 2005 (Noon) 0 August 9, 2005 July 26, 2005 (Noon) 0 March 8, 2005 February 22, 2005 (Noon) 0 September 13, 2005 August 30, 2005 (Noon) 0 April 12, 2005 March 29, 2005 (Noon) 0 October II, 2005 September 27, 2005(Noon) 0 May 10, 2005 April 26, 2005 (Noon) . November 8, 2005 October 25, 2005 (Noon) 0 June 9, 2005 May 26, 2005 (Noon) 0 December 13, 2005 November 29,2005 (Noon) NATURE OF 0 Consent Agenda 0 Old Business 0 Legal AGENDA ITEM 0 Director's Report . New Business 0 Future Agenda Items 0 Other Item DATE: November 2,2005 SUBJECT SUMMARY PARAGRAPH: Allow qualified CRA staff to opt-out of major benefits due them and receive a 50% payment in lieu of expense borne by the agency. The CRA could save additional dollars each year by not incurring unnecessary benefits cost for excepted staff. RECOMMENDATION: Allow qualified staff to opt-out of established benefits and receive 50% payment in lieu. FISCAL IMPACT: Increase positive cash flow to the agency dependent upon the amount of benefit saved. ALTERNATIVES: Not approve the opt-out benefit plan. CRA Staff . C:\Documents and Settings\brightI\Desktop\Agenda Summaries\Major Benefits Opt-Out-11.2.05.doc DUFRESNE {6 AsSOCIATES, CPA, PA CERTIFIED PUBLIC ACCOUNTANTS MAILING ADDRESS: POST OFFICE Box 1179 ORANGE PARK, FLORIDA 32067-1179 www.dufresnecpas.com SATELLITE OFFICE 237 NINTH AVENUE NORTH JACKSONVILLE BEACH. FLORIDA 32250 TELEPHONE: 904 270-8820 MAIN OFFICE 357 STILES AVENUE ORANGE PARK. FLORIDA 32073 TELEPHONE: 904 27<5-<59<50 FACSIMILE: 904 278-4665 November 14, 2005 Lisa Bright Interim Director Boynton Beach Community Redevelopment Agency 639 E. Ocean Avenue Suite 107 Boynton Beach, FL 33435 Dear Ms. Bright: You requested that we look into the question of whether or not the Boynton Beach Community Redevelopment Agency employees who do not participate in the health insurance plan offered to them can be compensated. This is commonly called "opt-out" compensation. Based on my conversations with other professionals and a search of the IRS website, I am not aware of any prohibition against opt-out compensation arrangements. Sincerely, ,.- Ii. :'~ ,t{~'l? t CL.J1u~i.[.0 J(/lr/J.7j- Dufresne & Associates, CPA, P A Job Descriptions JOB TITLE: SMALL BUSINESS DEVELOPMENT MANAGER CLASSIFICATION:EXEMPT OBJECTIVE Performs responsible, professional work, to assist in the economic development of the CRA District. Employees in this class are responsible for self- directed work programs that may involve recruiting of local businesses, redevelopment or related economic and business issues, providing assistance to business prospects and/or existing businesses in the relocation, permitting and regulatory processes. ESSENTIAL FUNCTIONS Provided herein is a general description of duties that may be assigned by the supervisor. CRA Executive Director reserves the right to establish, assign, reassign, and redistribute work to meet business needs. The statements herein do not preclude management from assigning other duties similar in nature, complexity, and responsibility to any position within this classification. The following is a general description of duties. The Executive Director may assign other duties and responsibilities as needed. . Researches and develops statistical analysis to promote Boynton Beach CRA as a competitive market for businesses to locate/expand in the Boynton Beach CRA District. . Implements, monitors and assesses expansion/relocation initiatives. . Identifies industry groups to target market with plans and implementation for programs. . Provides effective communication and support for the Economic Development Office in research, marketing and public relations. . Conducts outreach calls and visits to existing target industry companies to identify needs for expansions, business climate issues and provide business assistance. . Establishes proactive relationships with local, regional and national media to achieve story placement on behalf of the Economic Development Office. Performs basic administrative duties including written reports, memorandums, letters, and electronic correspondence, interaction with others, and communication through telephone and meetings. KNOWLEDGE, SKILLS AND ABILITIES . Thorough knowledge of the economic development process, including the design, implementation and evaluation of marketing strategies. . Thorough knowledge of federal, state and local laws, regulations, policies and procedures relating to economic development. . Skill in research and statistical principles. . Ability to work both independently and with direction. . Ability to exercise judgment and discretion in applying laws, regulations, policies and procedures. . Ability to establish and maintain effective inter- and intra-governmental business and professional associations. . Knowledge of the principles and practices of public or business administration. . Ability to make decisions recognizing established precedents and practices and to use resourcefulness and tact in solving new problems. . Ability to exercise judgment and discretion in applying and interpreting department rules, regulations, policies, and procedures. . Strong written and oral communication and interpersonal skills, to include the ability to develop effective proposals, prepare and maintain accurate records and reports, and public speaking skills. . Strong time-management skills, project management skills and ability to meet deadlines. . Skill in the use of standard office computer equipment and software applications and the ability to adapt to new software packages, as necessary. PREFERRED QUAL/FICA TIONS Bachelors degree in Business, Economics or Public Administration and at least five (5) years of relevant experience in business/industrial development or a directly-related field; or an equivalent combination of training, education and experience. 13 Job Descriptions JOB TITLE: SMALL BUSINESS DEVELOPMENT & GRANTS SPECIALIST CLASSIFICA TlON:EXEMPT OBJECTIVE Performs responsible, professional support work, to assist the Manager in the economic development of the Boynton Beach CRA District. Employees in this class are responsible for supporting work programs that may involve recruiting of local businesses, redevelopment or related economic and business issues, providing assistance to business prospects and/or existing businesses in the relocation, permitting and regulatory processes. ESSENTIAL FUNCTIONS Provided herein is a general description of duties that may be assigned by the supervisor. CRA Executive Director reserves the right to establish, assign, reassign, and redistribute work to meet business needs. The statements herein do not preclude management from assigning other duties similar in nature, complexity, and responsibility to any position within this classification. The following is a general description of duties. The Executive Director may assign other duties and responsibilities as needed. . Collects and prepares statistical data for analysis to promote the CRA District as a competitive market for businesses to locate/expand in Boynton Beach. . Carries of Implementation and monitoring of expansion/relocation initiatives. . Provides research to aid in the Identification of industry groups to target market with plans and implementation for programs. . Supports relationships with local, regional and national media to achieve story placement on behalf of the Small Business Development Office. . Performs basic administrative duties including written reports, memorandums, letters, and electronic correspondence, interaction with others, and communication through telephone and meetings. . Analyzes financial forecasts and reviews financial reports of other agencies for grant and contract management purposes. . Oversees budget overviews for unified budgets and special projects requiring CRA fiscal support. . Interprets federal guidelines and state regulations on fiscal matters for sub grantees and prospective applicants. . Evaluates and monitors projects and contracts for federal, state and City programs. . Oversees grant compliance and serves as fiscal liaison for fiscal affairs with other private and public agencies. . Prepares periodic reports on the fiscal status of grants and other resource programs. KNOWLEDGE, SKILLS AND ABILITIES . Knowledge of the economic development process, including the design, implementation and evaluation of marketing strategies. . Knowledge of federal, state and local laws, regulations, policies and procedures relating to economic development. . Skill in research and statistical principles. . Ability to work both independently and with direction. . Ability to support and maintain effective inter- and intra-governmental business and professional associations. . Knowledge of the principles and practices of public or business administration. . Ability to make decisions recognizing established precedents and practices and to use resourcefulness and tact in solving new problems. . Strong written and oral communication and interpersonal skills, to include the ability to develop effective proposals, prepare and maintain accurate records and reports, and public speaking skills. . Time-management skills, project management skills and ability to meet deadlines. . Skill in the use of standard office computer equipment and software applications and the ability to adapt to new software packages, as necessary. PREFERRED QUAL/FICA TIONS Bachelors degree in Business, Economics or Public Administration and at least three (3) years of relevant experience in business/industrial development or a directly-related field and professional related experience in the grants management process, grant-writing or related field; or an equivalent combination of training, education and experience. 14 Job Descriptions JOB TITLE: GRANTS COORDINATOR CLASSIFICA TlON: NON-EXEMPT OBJECTIVE Performs analytical work in writing, maintaining, reviewing and coordinating federal grant programs and contract administration. Serves a dual role in the grantee and/or grantor capacity. Develops and coordinates grant-funded programs for CRA. ESSENTIAL FUNCTIONS Provided herein is a general description of duties that may be assigned by the supervisor. CRA Executive Director reserves the right to establish, assign, reassign, and redistribute work to meet business needs. The statements herein do not preclude management from assigning other duties similar in nature, complexity, and responsibility to any position within this classification. The following is a general description of duties. The Executive Director may assign other duties and responsibilities as needed. . Prepares financial forecasts and reviews financial reports of other agencies for grant and contract management purposes. . Provides systemic budget overviews for unified budgets and special projects requiring City fiscal support. . Interprets federal guidelines and state regulations on fiscal matters for sub grantees and prospective applicants. . Coordinates with fiscal and operational staff within other agencies for grant application and management purposes. . Prepares applications for grant funding and maintains grant funding resource materials and publications. Evaluates and monitors projects and contracts for federal, state and City programs. . Monitors grant compliance and serves as fiscal liaison for fiscal affairs with other private and public agencies. . Prepares periodic reports on the fiscal status of grants and other resource programs. . May perform data processing related duties including using available statistical packages or programs, encoding data, performing data entry and retrieval, and routine computer terminal operations and programming/reprogramming. )WLEDGE, SKILLS AND ABILITIES . Knowledge of the rules, regulations and policies affecting budgetary, fiscal record keeping and data processing procedures. . Knowledge of federal and state grant programs and the fiscal procedure required in this specialized area. . Ability to prepare complex accounting and fiscal reports and statements. . Ability to establish and maintain effective working relationships with other federal, state and city operational units. . Ability to maintain detailed records, develops presentations of composite data, and performs comparative analyses of fiscal and operational performance data. . Knowledge of spreadsheet and database programs utilized by the CRA. PREFERRED QUALIFICA TIONS Graduation from an accredited four-year college or university with a degree in finance, business or public administration. Three or more years of professional related experience in the grants management process, grant-writing or related field. Or any equivalent combination of education, experience, and training that provides the required knowledge, skills, and abilities. 15 CJ) w <.9 z <( I U >- 0:: <( .....J <( CJ) o w CJ) o a.. o 0:: a.. >- 0::: <( ..J <( cU) w..J c<( z=>> wZ :Ez <(<( co 0 I It) 0 0 N 0 0 0 0 0 0 0 0 0 >- 0 0 0 0 0 0 0 0 0 0::: 0 0 0 0 0 0 0 0 0 :5 0 0 0 0 0 0 0 0 0 LO LO 0 0 0 0 0 LO 0 <( ('f) LO 0 0 LO 0 0 co c.o ....en en c.o c.o LO ~ ~ ~ ('f) N z..J w<( o:::=>> o:::Z =>>z 0<( co 0 I It) 0 0 N Y7 Y7 Y7 Y7 Y7 Y7 Y7 Y7 Y7 Z <.9 0:: 0 0:: Z W 0:: - 0 0:: Z ~ !::: ~ z w Z 0::: 0 ~ en en () z -I <( w <.9 0 w <( -I -I a... en z 0- 0::: 0::: -I 0 a... w z en 0 0 0 a... 0:: en w ~ <( ~ ~ LL ~ ~ ~ w a... () ~ 0 a... z ~ ~ z w w ~ 0 0::: ~ 0:: en 0::: w () en 0 > 0 <( 0 w 0 <( 0 () w OJ ~ <( 0::: CJ) w <.9 z <( I U W .....J ..... ..... (I) o ....., o w CJ) o a.. o 0:: a.. >- 0::: <( ..J <( cU) w..J c<( z=>> WZ :Ez <(<( co 0 I It) 0 0 N ~ <( ..J <( ....en z..J w<( o:::=>> o:::Z =>>z u<( co 0 I It) 0 0 N en a... 0 Z <.9 06 0:: 0:: 0 0:: Z W W 0 0:: E 0 () z w ~ ~ z z z () 0 ~ en en () z <( <( Z <.9 en z 0 w <( -I 0- 0::: 0::: -I 0:: Z a... <( z en 0 0 a... LL z I:- <( I:- 0 W en I:- () LL Z LL l:- LL W Z a... w I:- 0 Z 0 Z I:- ~ w 0::: en 0::: <( 0::: W en 0::: ~ () en -I > en <( 0 w 0 <( 0 a... 0 w <( ~ <( 0::: O Florida Employer solutions CLASSIFICATION AND COMPENSATION STUDY PRESENTED TO: Boynton Beach CRA and Board of Directors PRESENTED BY: O Florida Employer solutions Luis Ferrer, Chief Solutions Officer Maria Legarda, Chief Operations Officer Lee Ricci, HR Solutions Director November 10, 2005 Copyright @ 2005 Florida Employer Solutions, Inc. ,~ Florida E~ployer \,/JSolutlons Table of Contents A. Introduction........ ................................ ................ .....................3 B. Compensation Strategy......................... .............................. ...... 4 C. Project Approach. .................................................................... 5 a. Phase I, ......................................................................... 5 b. Phase II, .......................................................................... 6 c. Phase III .......................................................................... 7 d. Phase IV .......................................................................... 8 e. Phase V .......................................................................... 9 f. Phase Vi................... .................................................... ...1 0 g. Phase VII ........................................................................ .11 h. Phase VIII ...................................................................... 12 i. Phase IX .......................................................................... 13 j. Phase X . ........................................................................ .14 k. Phase XI ......................................................................... .15 I. Phase XII.......... ............. . .. .. .... ... ............. .. ... . . .. .. .. ... . . .... ... .16 D. Market Pricing Analysis ............................................................ 17 E. Detailed Survey Information.................................................... ..19 F. Market Comparison with Boynton Beach CRA ............................20 G. Recommendations ....... ...... .................................................... ..21 a. Organizational Charts...................................................... ..21 b. Pay Adjustments ............................................................. .23 Copyright @ 2005 Florida Employer Solutions, Inc. 2 O Florida Employer solutions I INTRODUCTION ~ Florida Employer Solutions (FES) was retained by Boynton Beach eRA (CRA) to conduct a comprehensive classification and compensation study consisting of the following components: 1. A salary survey within the appropriate public and private job markets to assure pay grade assignment and salary structure commensurate with the job assignment. 2. Analysis and recommended methods to resolving pay compression issues. 3. A review of and recommendations for resolving classification hierarchy inaccuracies within the job families of administrative support, accounting/fiscal classifications, building/construction inspectors and warehouse and inventory classes. FES developed a work plan designed to meet the needs expressed by the CRA's leadership. Our approach was focused on; 1. Assessing the strategic compensation philosophy of the CRA- by assessing the strategic direction of the organization, decisions on compensation, benefits, recruitment and retention can be matched with the future needs of the CRA. 2. Determining the needs and requirements of the CRA- this step in the study process outlines the actual needs of the CRA. 3. Assessing the availability of resources and structures- once the current and future needs are known, the availability of resources and supporting infrastructure is ~ssessed. 4. Conducting an external review- while the previous steps focus on the internal realities and needs, this portion of the study deals with the external factors (competitors, local economy, job demand, etc.) that might influence the compensation decisions of the CRA. 5. Reconciling the gap- the difference between current compensation and targeted compensation position. 6. Creating an action plan - an action plan that provides a framework for closing the compensation gap (differences). Copyright @ 2005 Florida Employer Solutions. Inc. 3 O Florida Employer solutions ~ COMPENSA TION STRA TEGY ~ FES met with Boynton Beach CRA's representatives, Ms. Lisa Bright, to discuss the CRA's needs and goals. It was discussed that this study shall be: ../ Internally equitable ../ Externally competitive ../ Affordable ../ Understandable ../ Legal! defensible ../ Efficient to administer ../ Capable of being reshaped for the future ../ Appropriate for the organization ../ Attract, retain and motivate employees ../ Create alignment of employee efforts and business objectives Consequently; it was recommended that a "Market Pricing" compensation study would be most appropriate for the CRA. Market Pricing is the technique of creating a job worth hierarchy based on competitive salary benchmark jobs inside an organization as determined by the relevant job market. In this method, job rates are set based on the organization's best estimate of the typical wage rates in the external marketplace for that job. ~ Job descriptions are used to match appropriate jobs ~ Market data are analyzed and benchmark jobs are arranged into a job worth hierarchy. ~ All other jobs are slotted into the hierarchy based on the whole job comparison (relative job worth). Under this process, external salary survey data is analyzed to establish the worth of benchmark jobs, as represented by the data, based upon the "scope" of the job (company size, industry type, geography, etc.). After a preliminary hierarchy is established based on market pay levels for benchmark jobs, job content is considered to ensure internal equity. Copyright@ 2005 Florida Employer Solutions, Inc. 4 O Florida Employer solutions 1 PROJECT APPROACH Phase I: Project Initiation Objective: To develop a project plan acceptable to all parties, gather pertinent project related data, finalize contractual negotiations, and establish a timeline for project activities and deliverables. Activities: ./ Met with CRA Representative and Departmental staff to discuss the projects goals and objectives, and to coordinated on-site activities. ./ Executed Project Contract. ./ Gathered required project data/information from the CRA, such as current class descriptions, current pay plan, administration policies and procedures, and organization charts. ./ Gathered employee information in required database format. ./ Established a mutually agreed-upon project work plan, time lines, deliverables, and monitoring procedures that will lead to the successful accomplishment of all project objectives. Deliverable(s): · Finalized Project Work Plan · Project Contract I . Phase II: Development of Compensation Study Survey Instrument Copyright @ 2005 Florida Employer Solutions, Inc. I {De~~------~--1 5 ,,,, Florida Employer Vsolutions Objective: To develop a salary & benefits survey instrument to gather compensation and employee benefits data from survey targets, establish a list of benchmark classifications for inclusion in the survey, and define benchmark organizations or agencies as target respondent organizations. Activities: ,/ Selected appropriate market survey target employers that offer comparable employment opportunities. ,/ Established list of benchmark classifications for inclusion in the salary survey. ,/ peveloped draft market salary & benefits survey instrument to gather compensation and benefits data. ,/ Reviewed draft survey with the CRA's Project Manager, revised as necessary and appropriate. ,/ Developed final Survey Instrument. Deliverable: · Memorandum of Understanding: Market Survey Targets and Benchmark Classifications · Draft Survey Instrument · final Survey Instrument I f'hase 11/: Conduct Compensation Study Survey Copyright @ 2005 Florida Employer Solutions, Inc. CR;;:';';~-;Jnd~;;t: L~ft:O';-. I.D_eleted~~#>lI __________.. .i Deleted: 11 11 6 O Florida Employer solutions Objective: To conduct a salary and Fair labor Standards Act compliance survey of included CRA Classifications and applicable Processes (including employee attraction and retention). Activities: ./ Conducted survey on site visits, telephone, mail, via internet and e-mail. ./ Reviewed/cleaned collected compensation & benefits data and compare to current CRA data. ./ Developed market compensation summary by benchmark classification and benefits plan comparison. Deliverable(s): · Verbal review of findings with key staff. I . ~ - Phase IV: Conduct Interviews Copyright @ 2005 Florida Employer Solutions, Inc. { Deleted: 11 7 O Florida Employer solutions 91fl._l:._. r~ wll~~LJ~L .~U~J I.L",,~LL. r._,,, ~II SR.:. "".t'le~~a~ I"el~ded if! the study and to conduct a job analysis of all included positions. Activities: ./ Conducted employee orientation meetings and distribute the Position Analysis Questionnaires (PAQ) and data gathering instrument to all personnel. The PAQ was written in an understandable and easy-to-read format. It was distributed to employees so that they may list the job duties and responsibilities that they regularly perform and any recent changes in work routine. The questionnaire captures job data for such factors as education levels, experience, decisions, guidelines, complexity, scope and effect, physical demands, and work environment. This will ensure that the entire proposed pay and classification plan "fits" together in a coordinated manner. ./ Gathered "Concerns" from managers, supervisors, and key staff for their identification of concerns regarding staffing, salary, and recruitment/retention issues. This was a key component to the communications process, whereby key staff was able to identify problems and clarify their own roles and responsibilities during the study process. ./ Reviewed the "Concerns" provided by administrators, managers, and supervisors to identify comments concerning position levels and descriptions. Compiled a summary of all perceived salary, staffing and retention issues for review and consideration. Deliverable(s): · Job Analysis Questionnaires (PAQ) · "Concerns" findings . Phase V: Analyze Study Survey Data Copyright @ 2005 Florida Employer Solutions, Inc. 8 O Florida Employer solutions Sl~_i:J._. T_ :=I~lI._., __"'1"11- ~..J ~..~I.7-- __'''1''_.._~1I~.. a L_.._fH_ d~~ r._... respondent organizations and agencies in order to develop a proposed compensation plan for the CRA. Activities: ~ Reviewed and analyzed market compensation data; compared to current CRA data. ~ Recommended any needed compensation and/or policy adjustments to the current system. ~ Created a salary design that meets the varying needs of different groups of employees within the CRA. ~ Reviewed and considered pay plan structure options including: Broad- banding, pay ranges, pay planning, management and protected classification sensitivity, incentive options, and job duty re-identification (as needed) ~ Reviewed and utilized both public and private marketplace sources. ~ Adjusted the compensation architecture as needed to ensure that both the current and future needs of the CRA are met. ~ Provided for internal CRA executive/administrative review. Deliverable(s): · Draft Salary & Benefits Survey Results I f'hase VI: Conduct Job Analysis & Develop Revised Pay Plan Copyright @ 2005 Florida Employer Solutions. Inc. l Deleted: 1 9 C~ Florida E~ployer Jlsolutlons 61,;':'_1:.__ T~ w..d~~l ~ jel:. ~..~ll~W ~r ~II 1..41~d~d t"wllI~..~, ~"d J~.~le" t!I revised pay and classification plan. Activities: ./ Reviewed the "Concerns" provided by staff to identify comments concerning position levels and descriptions. Compiled a summary of all perceived salary, staffing and retention issues for review and consideration. ./ Conducted position analysis and evaluated the structure of the current classification plan(s) in terms of: 1 . Supporting the overall goals and objectives of the eRA (focusing on pay compression and hierarchy inaccuracies); 2. Its ability to provide compensation comparability between and among various groups and classes of positions; 3~ Its ability to provide a meaningful salary level that accomplishes the CRA's philosophy of paying at the appropriate percentile; recognizing credentials, certifications and experience (length of service ); 4. Compliance with FLSA and all applicable legislation; 5. Streamlining the classification process to aid the Human Resources department in assignments of future jobs or in recognizing the needs for changed or additional job classes; and 6. Developing an initial set of recommended changes in the structure of the current classification system. ./ Reviewed recommended changes with the Project Manager and appropriate management staff and make appropriate revisions. ./ Determined the need for any new job classifications, as appropriate, based upon above analyses. ./ Developed appropriate employee attraction and retention recommendations. ./ Developed pay, adjustment performance(s) evaluation and guidelines. time schedule, incentive programs, impact new employee compensation ./ Developed current employee transition process. Phase VII: Conduct Job Analysis & Develop Revised Pay Plan Continued Copyright @ 2005 Florida Employer Solutions, Inc. ! Deleted: "---~-_...__._._..~----_..._-_.- 10 O Florida Employer solutions [L.~I~I"~" .~.Iwd 1"~1 I"L..{~). v' Developed guidelines for maintaining the classification system. v' Provided for internal CRA review. Deliverable(s): · Revised Grade Order List & Pay Plan(s) · Reclassification recommendations (if applicable) · Formula to meet authority specified percentile goal · Revised project applicable HR policies, practices procedures Phase VIII: Develop New Class Descriptions & Human Resources Manual Copyright @ 2005 Florida Employer Solutions, Inc. II O Florida Employer solutions 91.;~_!:.8. T ~ .~.i~.., ,~.Iu~ ~"eL. d~.~I~t' p, dwu,lt'lL,~ ru. ~II ineltld~d SR:. classifications and HR Manual Activities: ,/ Reviewed current CRA job descriptions. ,/ Revised (or develop as necessary) job descriptions for all included CRA classifications based on the job analysis, interviews, and PAQs that comply with all applicable laws and regulations. ,/ Developed review document indicating changes or revisions to job descriptions including the basis for proposed changes. ,/ Reviewed and Revised HR Manual as needed. Deliverable(s): · New/Revised Job Descriptions for included eRA classifications. · Revised HR Manual. Phase IX: Develop & Submit Draft Project Report Copyright @ 2005 Florida Employer Solutions, Inc. 12 Q. Florida Employer solutions SJ.~_J1._. T~ J~.~I~.... ~ J.,;;;fl .~....~.l, ,~.I~.. ~..J .~.I~~ ~~ "~~~~~~'J ~..d appropriate, produce Final Results Report for the CRA. Activities: ./ Integrated project data and deliverables from previous project tasks into a draft report for internal CRA review. ./ Revised draft report as necessary and appropriate; develop and deliver final report to the CRA ./ Presented draft project findings to eRA management. Deliverable(s): · Draft Report Il'hase X: Revise/Review Draft Report Objective: To develop a final draft report for the eRA Activities: Copyright @ 2005 Florida Employer Solutions, Inc. 1 ~leted: 1 J 13 ,t1 Florida Employer V/solutions ,/ Revised draft report as necessary and appropriate based on technical review, database additions/update, and CRA administrative review; develop and deliver final report to the CRA. ,/ Incorporated applicable HR procedures. ,/ Incorporated Pay and Classification recommendation with HR issues and recommend revisions for optimal output. ,/ Reviewed and revised evaluation forms (as needed). ,/ Finalized current employee transition process for internal assurance of fairness. ,/ Presented a final draft of project findings to eRA management. Deliverables: . Recommendations on HR related issues . New HR procedures forms (as appropriate) . Transition Process . Final Draft Report I'hase XI: Develop & Submit Final Project Report Objective: To develop a final report of project results findings and recommendations for the CRA. Copyright @ 2005 Florida Employer Solutions, Inc. 14 O Florida Employer solutions Activities: ./ Integrate project data and deliverables from previous project tasks into a draft report for internal CRA review. ./ Revise final draft report as necessary and appropriate; develop and deliver final report to the CRA. ./ Present project findings to CRA administration. ./ Provide all study documentation to the CRA. Deliverables: . Final Report . All Study Documentation I . I MARKET PRICING ANAL YSIS Data collection, compensation philosophy and compensation strategy all played a significant role in market pricing for Boynton Beach CRA, with the emphasis on Copyright @ 2005 Florida Employer Solutions. Inc. ~ed: 11 I IS /~ Florida Employer V/solutions t"~.1 J~l~.. ..i..~lI~.. lI~J l~ 1I,~ v~.. ~"l .. .~.Iwl J~l~ ::l~1I.~, ~d ~.. J~b~. Il i~ I.. .....v. t~"l to note that extensive collaboration between the CRA staff and our firm was essential in order to achieve validation around both this process and the selection of benchmark jobs. Published Salary Surveys The purpose of collecting market data was to make informed decisions about the CRA's compensation program. These decisions involved pricing jobs, analyzing pay trends, identifying pay practices and establishing a job worth hierarchies. Factors such as sample size, participant base, statistical analyses, survey methodology, and job-matching procedures were taken into consideration during the selection of published salary surveys. As safety precautions, FES utilized surveys that; ./ Contained information provided by survey participants that was based on data more than 3 months old. ./ There were at least five providers reporting data upon which each disseminated statistic was based. ./ No individual provider's data represented more than 25% on a weighted basis of that statistic. ./ Were conducted by independent parties ./ Provided an effective date no older than 12 months. The following surveys were utilized during this study: )> World at Work 2004-05 Salary Budget Survey )> Watson Wyatt Skilled Trades 2005/2006 )> Mercer Metropolitan Benchmark Survey, 2004 )> IOMA Yearbook 2005 )> FPPA and League of Cities 2005 Survey )> Department of Labor Website, Bureau of Statistics )> EAF National Wage and Salary Survey, 2004/2005 Benchmark Jobs In order to conduct a fair market pricing study, FES identified benchmark jobs that serve as a proxy for all jobs. While conducting benchmark comparisons, FES Copyright @ 2005 Florida Employer Solutions. Inc. 16 O Florida Employer solutions ~~. .d;,,~l~d ~~.. ....~.I~~..~ I:,~~~d ~.. j~L ~~. ,l~. ,l ~..<::I d~~~, 1...1I~,. ~..J . ,~l .. .~. ~1.1 L.1 title. Benchmark jobs are detailed in the following pages. Findings The tables below and in the following pages demonstrate the market median rates for the bench marked jobs along with the CRA's current average salaries. The following CRA positions have actual average salaries with a variance of at least 10% below market median rate. PLANNING DIRECTOR FINANCIAL DIRECTOR The CRA did not have any positions with actual average salaries with a variance of 10% above market median rate. Copyright @ 2005 Florida Employer Solutions, Inc. 17 O Florida Employer solutions External Factors The Consumer Price Index for Urban Wage Earners and Clerical Workers for the month of July 2005 reflects a 3.7% higher than previous year. The same growth rate is expected during the next 12 months. o S 175 II '<t 10 ~ 10 al ,.... t 170 -0 .EO 165 2000 2001 2002 Year 2003 2004 The 2004-05 Salary Budget Survey from WorldatWork, the leading not-far-profit professional association dedicated to knowledge leadership in compensation, benefits and total rewards, reports the following salary increase forecasts for the year 2005: Since all market data for this study was aged to beginning of calendar year 2005, the above forecasted projections along with current CPI data, should be utilized to estimate future market compensation data. Copyright @ 2005 Florida Employer Solutions, Inc. 18 U E iii C 0 0:: 5 0 '0 <J) ... Co:l I-- ~ CU Ul () >- ~ C w 0:: 0 0:: 0:: 0:: 0 Q. 0 0 0 0 0 E Q.. <:> Ul I-- UJ .i: I-- I-- () '" E ..... cu () () w W '0 ..... 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Q) 0 0 15 f- '0 .C W ...... ~ f- f- U 0 U U W W u:: fa ;:: :J w w > a:: '" ~ U) a:: a:: i= 15 0 - a:: 15 15 :J 0 W U W N 0 "C 0.. (9 -' W > @ <( .!! w z (} G5 i= :E u.. ~ 'm w Z :J Ol :x: z u 0 ~ <( f- ~ G - (f) w Q) 0 z ~ G5 a. 0 C lD 0.. u:: U O~OlNOlooom~O~M~"'Ol~OO~OOOOl~O~ ~~~~~~~~~~",~~~~~~~~~~~8~ oomom~~IDm~~~riM~ciNOO~~O~Nom NNMNvMMMma~ommmoowmOONao ~,....... ,.... ,....,....,....... ~~WM~~~M~~W~~~W*~WW~W~W~ O,....M~moooam~NNN~Ma~OGm~o~ g~~~~~~~~~w~~~~~~R~~~~8~ ~~~.~~ciMN~~~~riN.wriWN~M~O NNNNMMMM~~m~~~~~oo~~~oomooc WWWMWWWWWWWWWWWMWWWMWWWM ow~~mO,....OONMN~m,....~MOMNmooo ~~~i~8~~~~~~N~~~~re~~8~8~ ~~~~~~~~ffi~~~~~~g~~~t~~Rg WWWMWWWMWWWMWWWMWWWMWWWW C o .....I.~.....I u.a::u. w (f) -'-'-' u.u.u. > 0-, -'(9u. u.OJ(f) u: -'-'-' u.u.u. (f)(f)(f) www u.u.u. 0\ - Qj~~ a.~~ CIl.!1.!1 CIlUU "'-- 000 000 lD<(<( ~ ~ o 0 ~ --0 00_ .~.~ ~ 00." 0l0l0 C C Ol 'c"c 'c c c c OJ OJ OJ a: a: a: 5 tl ~ (5 I.... '- CIl CIl Ill-- oeo c:_~ OJ c c il:88 ~ o :> CIl .,,; 0 o E .., ~ ~ ouu 00.9 '000 ~ ~ ~ 000 ~ ~ ~ ~-.;:;:;::::; :;J :;J :;J 000 CIl CIl CIl LljLljLlj "' "' "' III "' "' <(<(<( "'~'" 000 000 "INN "''''''' 000 000 NNN "''''''' 000 000 "INN '" '" '" 000 000 "INN "''''''' 000 000 "INN c ~ o ... ~ ~ c ~ c: Q) !f Q) .c: ... - o II) "0 Q) Q) c: ~ :J ... .2 "0 c: ro Q) ~ "0 Q) E .~ Q) .c: ... II) II) ~ "0 "0 ro o ... .... Q) "E o .~ II) ~ :J ... (.) :J .... ... II) ro c: o ffl I 'c ro E> ~ Q ~ .1 i iii ~ !i,...'.....J LL .., o E iii c .2 '5 '0 (J) ~ 0. E w ~ -c .Q u. 10 o o '" @ E C> .~ a. o () ..... N ~ ~ ~:;::: 0..0 E o- w ...... ~ ~ .- - a.. .2 0 LL. ~ o i t: III .c (J ICII .. o \0 ~ N N U .!: ui C .2 S o (j) ~ o a. E w ro :2 (; u:: U) a a '" @ E 01 .C >- a. o o O. Florida Employer solutions Pay Adjustments Based on the data provided above, it is recommended that the CRA's Board of Directors make a compensation strategy and philosophy based on the agency's financial and operational needs. Below are options: Year 1: Lag the market Match Market Period J Lag Market Period I County Pay Time · The agency would set its pay equal to current market levels at the beginning of the fiscal/calendar year. · The agency's pay level will "lag" the market as the year progresses. · Periodic adjustments can be made as necessary Year 2: Lead-lag the market Lead Market Period J Lag Market Period I Time · The agency will consciously set its pay at mid-year anticipated market level. · The agency will "lead" the market in the first half of the year and "lag" the market in the second half. Copyright @ 2005 Florida Employer Solutions. Inc. 23 /~ Florida Employer \'/!solutions Year 3: Lead the market County Pay Lead Market Period Match Markel Period Time · The agency will consciously set its pay at year-end anticipated market level, not at the current market levels. · The agency's pay levels will "lead" the market until the start of the following year. Copyright @ 2005 Florida Employer Solutions. Inc. 24 JOB DESCRIPTIONS Job Descriptions TABLE OF CONTENTS CRA EXECUTIVE DIRECTOR 3 Receptionist............................................................................................. .4 CRA ASSISTANT DIRECTOR 5 FINANCE DIRECTOR 6 Bookkeeper................................................. .............................................7 PLANNING DIRECTOR 8 Planner.................................................................................................... 9 Real Estate Administrator........................................................................ .10 Project Coordinator................................................................................ .11 MARKETING AND COMMUNICATIONS MANAGER 12 SMALL BUSINESS DEVELOPMENT MANAGER 13 Small Business Develoment & Grants Specialist..........................................14 Grants Coordinator................................................................................. .15 2 Job Descriptions JOB TITLE: RECEPTIONIST CLASSIFICA TlON: NON-EXEMPT OBJECTIVE The purpose of this classification is to perform important routine receptionist and public contact work that may encompass a combination of a variety of tasks including switchboard operation, reception, data entry, light typing, and general office work. Work is performed according to departmental guidelines and requires the exercise of tact and efficiency when dealing with the general public. ESSENTIAL FUNCTIONS Provided herein is a general description of duties that may be assigned by the supervisor. CRA Executive Director reserves the right to establish, assign, reassign, and redistribute work to meet business needs. The statements herein do not preclude management from assigning other duties similar in nature, complexity, and responsibility to any position within this classification. The following is a general description of duties. The Executive Director may assign other duties and responsibilities as needed. · Greets the public, either in person or through a single or muiji-line telephone system · Provides general information and directions to callers and visitors. · Schedules appointments. · Maintains record and filing systems. · Performs light typing and data entry. · May perform data processing related duties on a CRT and/or PC display terminal to include data entry and retrieval. · May perform basic administrative duties including preparing memorandums, letters, and electronic correspondence, interaction with the public, and communication through telephone and public greetings. · Performs generaVclerical tasks, which may include answering telephone calls, making copies, sending/receiving faxes, filing documents, or processing incoming/outgoing mail. KNOWLEDGE, SKILLS AND ABILITIES · Working knowledge of business English, spelling, and arithmetic. · Working knowledge of office practices and procedures. · Ability to make recommendations and to use resourcefulness and tact in solving new problems. · Ability to ascertain priorities and meet deadlines and objectives. · Ability to greet the public and deal effectively wnh questions or problems, exercising tact and good judgment. · Ability to maintain established records and files. · Ability to communicate effectively, both orally and in writing. · Ability to maintain and establish effective working relationships. PREFERRED QUAL/FICA TlONS High school diploma or equivalent, and less than six (6) months of relevant general office/clerical experience; or an equivalent combination of training, education and experience. 4 Job Descriptions JOB TITLE: CRA EXECUTIVE DIRECTOR CLASSIFICA TION: EXEMPT OBJECTIVE This is a highly visible and responsible administrative and operational position managing and directing the Community Redevelopment Agency programs. An employee in this classification is responsible for planning, initiating and directing programs and projects for the physical and economic improvement and redevelopment of the designated community. Work is performed under the direction of the Boynton Beach Community Redevelopment Agency Board (CRA Board). The position has considerable latitude for independent judgment, initiative and is reviewed by observation of results achieved, periodic conferences and reports. ESSENTIAL FUNCTIONS The CRA Board reserves the right to establish, assign, reassign and redistribute work to meet business needs. The statements herein do not preclude the CRA Board from assigning other duties similar in nature, complexity and responsibility of this classification. . Initiates, plans and directs the implementation of the adopted redevelopment plan. . Plans, organizes, assigns, directs and reviews the activities of professional, technical and clerical personnel engaged in the compilation, analysis and interpretation of data and preparation of reports and recommendations affecting community planning and redevelopment. . Oversees the preparation of the CRA Redevelopment Plans and authorizes implementation. . Oversees the selection, assignments, training and evaluation of staff. . Administers consultant agreements for redevelopment services provided to the CRA. . Serves as an in-house consultant and represents the CRA in dealing with other agencies with respect to related matters. . Negotiates the acquisition and disposition of real estate for the CRA and manages the real estate assets held. . Directs processes and procedures into workable projects through the preparation of objectives, descriptions, budgets, work programs, reports and contract materials. Oversees the preparation of the annual operating budget and capital plan for presentation and approval by CRA Board; and approves and reviews budgetary and financial reports prepared by the controller. . Represents the CRA on matters within the scope of Community Redevelopment Agency activities. . Initiates and develops new programs and projects to further the CRA's objectives for the revitalization of blighted areas and the provision of affordable housing. . Conducts public relations activities to promote CRA programs and projects. . The CRA Executive Director may perform related duties as directed when such duties are logical and appropriate assignment to the position. KNOWLEDGE, SKILLS, AND ABILITITLES . Experience in economic development, public relations, urban revitalization . Knowledge of financial packaging for development projects. . Ability to coordinate public system with private sector activity. . Extensive knowledge of federal, state and municipal legislation impacting municipal government enforcement regulations. . Ability to present technical information clearly, concisely and in a compelling manner both orally and in writing to lay groups, the general public, City management and the CRA Board. . Ability to establish and maintain effective working relationship with employees, City and government officials, community leaders and the general public. . Ability to identify strengths and weaknesses in subordinates and provide coaching in the development of their skills while establish a positive atmosphere, which provides challenge and encouragement. . Strong customer service skills, including both internal and external customers. PREFERRED QUAL/FICA TIONS Graduate from an accredited college or university with a Bachelor's Degree in public or business administration, urban and regional planning, or related field. Eight (8) years of progressively responsible work experience in community redevelopment, urban renewal, real estate, finance and public relations, the majority of which shall have been in a responsible managerial capacity with budgetary development and responsibility. A . . '<;ter's degree is preferred and may substitute for a portion of the required work experience; or an equivalent of training and experience. 3 Job Descriptions JOB TITLE: CRA ASSISTANT DIRECTOR CLASSIFICA TlON: EXEMPT OBJECTIVE This is a highly responsible position assisting the Executive Director in the operation of the agency and the Implementation of projects and programs contained in the Community Redevelopment Plan. The Assistant Director will be involved to varying degrees in all facets of the organization including project management, budgeting, HR administration, and public relations. Work involves extensive interaction with the CRA Staff and business community, citizen groups, government officials, public and private agencies and City staff. ESSENTIAL FUNCTIONS The Assistant Director works under the general direction of the Executive Director and exercises considerable judgment in the completion of assignments. The following is a general description of duties. The Executive Director may assign other duties and responsibilities as needed. · Represent the CRA at various meeting and functions; make presentations to board, committees, and the public. · Provide management and oversight of assigned projects and coordination of projects assigned to staff. · Meet with City staff and the public regarding redevelopment activities. · Assist in capital project planning and the preparation of annual budget, including the evaluation of funding requests by other agencies and organizations. · Ensure that programs, projects and plans are carried out in accordance with City ordinances, applicable federal and state laws, and approved redevelopment and development plans. · Reviews applications for grant funding to ensure compliance with program requirements, and oversees process for grant recipients and maintain files in accordance with program requirements. · Assist in the hiring, training, supervision and evaluation of professional staff. Legal interface with CRA matters. Assist with inter-governmental coordination activities; represents the CRA at multi-governmental meetings; reviews development petitions, including plan amendments of adjacent jurisdiction, and distributes similar information on local pemions to adjacent jurisdictions. · Prepares or completes various forms, reports, correspondence, schedules, staff reports, technical review comments, legal advertisement, budget documents, performance appraisals, flow charts, or other documents. · Receives various forms, reports, correspondence, budget documents, staff reports, technical reports, technical review comments, conditions for approval, development applications, site plans, master plans, legal advertisements, census data, traffic impact studies, .comprehensive plan, community redevelopment plan, regulations, statutes, codes, ordinances, maps, manuals, reference materials, or other documentation; reviews, completes, processes, forwards or retains as appropriate. · Maintains a comprehensive, current knowledge of applicable laws/regulations; maintains an awareness of news trends and advances in the profession; reads professional literature; maintains professional affiliations; attends workshops and training sessions as appropriate. KNOWLEDGE, SKILLS, AND ABILITIES · Bachelor's degree from an accredited college or university with a major in Business Administration, Real Estate Development, Urban Planning, public Administration or related field. · Strong operations management skills, great communications skills and team motivator · Extensive knowledge of Human Resources · Knowledge and understanding of federal, real estate and local regulations relative to urban redevelopment, including Florida Statute Chapter 163. · Understanding of local redevelopment process including design, regulatory requirements and financing. · Understanding of local redevelopment history, neighborhood plans, and land use regulations a plus. · Strong communication skills, both written and verbal. PREFERRED QUAL/FICA TIONS Graduate from an accredited college or university with a Bachelor's Degree in public or business administration, urban and regional planning, or related field. Five (5) years of progressively responsible work experience in community redevelopment, urban renewal, model cities, real estate, , 1ce and public relations, the majority of which shall have been in a responsible managerial capacity with budgetary development and ,agement responsibility. A Master's degree is preferred and may substitute for a portion of the required work experience; or an equivalent of raining and experience. 5 Job Descriptions JOB TITLE: FINANCE DIRECTOR CLASSIFICA TlON:EXEMPT OBJECTIVE Professional, technical, and supervisory accounting work of a highly responsible nature in the operation and direction of financial accounting systems performed under general direction of the Executive Director. A primary purpose of the position is to insure the integrity of the financial data and to maximize revenues while maintaining accurate accounting of all expenses. An employee in this position exercises independent judgment in the performance of advanced professional accounting and financial analysis work requiring the application of accounting principles, concepts and practices to a wide of variety of complex issues. ESSENTIAL FUNCTIONS This position is highly responsible in the operation and direction of financial accounting systems for the CRA. Encompasses a broad range of functions including budget preparation, financial analysis, forecasting, tracking and reporting systems. The Finance Director works under the general direction of the Executive Director and exercises considerable judgment in the completion of assignments. The following is a general description of duties. The Executive Director may assign other duties and responsibilities as needed. . Manages, updates, and maintains general ledger. . Job Costing . Approves monthly financial statements and manages cash flow maximization . Tracks City projects that require CRA funding and work with City project accountants. . Prepares and presents Annual Budget and any budget adjustments or budget amendments. . Coordinates the preparation of annual operating and capital budgets. . Conducts financial analyses and prepares reports as requested. . Coordinates annual audit and oversees audit process. . Oversees and maintains banking relationships. . Controls, distributes and documents disbursement of funds to insure compliance with reporting requirements. . Strategic financial forecasting. . Prepares agenda back-up for budget related items. . Coordinates with the City and other agency staff on budget and financial matters. . Acts as employee HR accounting administrator . Supports Assistant Director on Insurance Administration KNOWLEDGE, SKILLS AND ABILITIES . Thorough knowledge of professional accounting principles and practices, including GASB. . Excellent oraVwritten communication skills. . Ability to supervise administrative support functions including budget, payroll, purchasing, worker's compensation and finance systems management. . Knowledge of and ability to use software to prepare and analyze financial statements, reports, and presentations. . Ability to establish and maintain effective working relationships with co-workers, other agency staff, and the public. PREFERRED QUAL/FICA TIONS Graduate from a four-year college or university with a Bachelor's Degree in Accounting, Business Administration or related field. Possession of a Certified Public Accountant Certificate is desirable. Seven (7) years of professional accounting experience, at least two (2) of which must have been in responsible government accounting, finance, budget administration, or auditing; or an equivalent combination of education, training, and experience. 6 Job Descriptions JOB TITLE: BOOKKEEPER CLASSIFICA TlON: NON-EXEMPT OBJECTIVE Performs accounting and financial support work of considerable variety and complexity. Work includes coordination of accounts payable, accounts receivable, journal entries. Work includes handling matters of a sensitive and/or confidential nature, with external agencies, and the general public. ESSENTIAL FUNCTIONS Provided herein is a general description of duties that may be assigned by the Controller. CRA Executive Director reserves the right to establish, assign, reassign, and redistribute work to meet business needs. The statements herein do not preclude management from assigning other duties similar in nature, complexity, and responsibility to any position within this classmcation. The following is a general description of duties. The Executive Director may assign other duties and responsibilities as needed. . Maintains financial and budgetary records. · Assists with the preparations of interim financial reports. · Assists with property management accounting records, transactions, entries and statements for property and accuracy. · Prepares accounts payable, accounts receivable, and journal entries for Controller approval. · Performs routine clerical tasks requiring use of standard automated office systems, Le.; computers, telephones facsimile machine, photocopiers, calculators and adding machines. KNOWLEDGE, SKILLS AND ABILITIES · Basic understanding of bookkeeping principles and practices. Knowledge of application of data processing and accounting systems. Ability to make arithmetic computations with speed and accuracy and perform filing, posting and other clerical work. · Ability to operate a personal computer and related software including but not limited to word processing, spreadsheet and electronic mail. · Ability to establish and maintain effective working relationship with coworkers PREFERRED QUALlFICA TIONS High School Diploma/GED: vocational training or work experiences demonstrating ability to perform the essential functions of the work. Applicant must have a minimum of three (3) years of accounting experience; or an equivalent combination of education, training, and/or experience. 7 /f1Y' /\\( ~",._p :.'~"'.t.' . ~a:EI' . Job Descriptions JOB TITLE: PLANNING DIRECTOR CLASSIFICA TION: EXEMPT OBJECTIVE The purpose of this classification is to perform professional and technical work developing, researching and maintaining public planning studies and programs. Work involves technical and creative responsibility conducting research and preparing detailed studies on land use, zoning, conservation, housing, transportation, population, coastal management, historic preservation, urban design, and other areas of comprehensive planning activities. ESSENTIAL FUNCTIONS Provided herein is a general description of duties that may be assigned by the supervisor. CRA Executive Director reserves the right to establish, assign, reassign, and redistribute work to meet business needs. The statements herein do not preclude management from assigning other duties similar in nature, complexity, and responsibility to any position within this classification. The following is a general description of duties. The Executive Director may assign other duties and responsibilities as needed. . Prepares urban design projects of varying complexity; participates in drafting plans; prepares zoning and land use maps; collects and compiles survey data for reports. . Prepares work programs with detailed description of data analysis and plan content requirements; ensures that programs are consistent in format and in accordance with legislative criteria for content. . Prepares staff reports; analyzes and recommends amendments to the land use plan; presents findings to various boards and citizen groups as required. . Assists in updating and maintaining the Comprehensive Plan. . Designs and prepares preliminary drafts of varying complexity of layouts for Boynton Beach CRA projects; redesigns plans to obtain desirables results. . Maintains liaison with other regional planning activities as they relate to the interest of the Boynton Beach CRA. . Receives and responds to inquires on land use issues from engineers, contractors, other agencies and the general public. . Prepares routine memos, correspondence, and reports and may prepare, or assist in the preparation of written documentation for the eRA. . May coordinate activities of development review committees, review applications, and assist applicants with project evaluations. . May perform data processing related duties on a CRT and/or PC display terminal, including using available statistical software packages, encoding data, data entry and retrieval, and limited programming. . Performs basic administrative duties including written reports, memorandums, letters, and electronic correspondence, interaction with the public, and communication through telephone and meetings. . Performs generaVclerical tasks, which may include answering telephone calls, making copies, sending/receiving faxes, filing documents, or processing incoming/outgoing mail. . Consults with City Planning & Development staff and other officials to review/resolve problems, receive advice/direction, and provide recommendations. . Conducts codes reviews resulting in recommendations to amend land development regulations. KNOWLEDGE, SKILLS AND ABILITIES . Strong written skills as pertaining to ordinance creation, planning document narrative, grant writing, etc. . Interprets and applies applicable city codes, ordinances, regulations, and comprehensive plan pertaining to zoning, land use, and site development. . Must have general drafting-rendering / sketching skills. Preference shall be given to personnel with both planning and architectural degrees. . Must have a working knowledge of a CAD programs, including but not limited to general drawing, rendering, etc. PREFERRED QUAL/FICA TlONS Bachelors Degree in Urban & Regional Planning, Architecture or closely related field; supplemented by Seven (7) years high level experience and/or training that includes urban planning, site plan review, community development, project management, architectural design, drafting & reading skills, document development skills, and computers operations with preference for CAD experience; or any equivalent combination of education, training, experience which provides the requisite knowledge, skills, and abilities for this job. 8 Job Descriptions JOB TITLE: PLANNER CLASSIFICA TION:EXEMPT OBJECTIVE The purpose of this classification is to provide daily CRA Planning & Architectural activities, including development review process, planning document development, updates to CRA plans, project oversight, self assembly programs, comprehensive planning. ESSENTIAL FUNCTIONS Provided herein is a general description of duties that may be assigned by the supervisor. CRA Executive Director reserves the right to establish, assign, reassign, and redistribute work to meet business needs. The statements herein do not preclude management from assigning other duties similar in nature, complexity, and responsibility to any position within this classification. The following is a general description of duties. The Executive Director may assign other duties and responsibilities as needed. · Coordinates daily work activities; organizes and prioritizes, monitors status of work; consults with CRA and City staff, assists with complex/problem situations, and provides technical expertise. · Provides information and assistance to the public, city officials, other departments, or other individuals concerning city codes, land development regulations, zoning regulations. · Performs staff review aspect of the development review process. · Develops reports, recommendations, conclusions, and studies relating to planning work activities. · Prepares/presents results of evaluations/analyses on development proposals or special projects, including technical data, at public meeting, hearing, and workshops. · Works with the City to maintain and distribute computerized and hard-copy information on popular/census data. · Maintains computerized and hard-copy records of previously reviewed and/or approved development projects. Attends meeting, serves on committees, and makes presentations as needed. KNOWLEDGE, SKILLS AND ABILITIES · Must demonstrate superior written skills as pertaining to ordinance creation, planning document narrative, grant writing, etc. · Interprets and applies applicable city codes, ordinances, regulations, and comprehensive plan pertaining to zoning, land use, and site development. · Consults with City Planning & Development staff and other officials to review/resolve problems, receive advice/direction, and provide recommendations. · Conducts codes reviews resu~ing in recommendations to amend land development regulations. · Must have general drafting-rendering / sketching skills. Preference shall be given to personnel with both planning and architectural degrees. · Must have a working knowledge of a CAD programs, including but not limited to general drawing, rendering, etc. PREFERRED QUALlFICA TlONS Bachelor's Degree in Urban & Regional Planning, Architecture or closely related field; supplemented by three years experience and/or training that includes urban planning, site plan review, community development, project management, architectural design, drafting & reading skills, document development skills, and computers operations with preference for CAD experience; or any equivalent combination of education, training, experience which provides the requisite knowledge, skills, and abilities for this job. Must possess and maintain a valid Florida driver's license. 9 Job Descriptions JOB TITLE: REAL ESTATE ADMINISTRATOR CLASSIFICA TION: EXEMPT OBJECTIVE The purpose of this classification is to perform responsible public contact work acquiring property for the Boynton Beach CRA projects. Works with various agencies in acquiring property that is to the use and benefit of the public. ESSENTIAL FUNCTIONS This position is highly responsible in the operation and direction of financial accounting systems for the CRA. Encompasses a broad range of functions including budget preparation, financial analysis, forecasting, tracking and reporting systems. The Controller works under the general direction of the Executive Director and exercises considerable judgment in the completion of assignments. The following is a general description of duties. The Executive Director may assign other duties and responsibilities as needed. . Provides information to the public and board regarding real property transactions. . Coordinates with contracted title companies to obtain ownership information for acquisition projects. . Prepares closing statements for Real Property transactions; reviews closing statements by outside firms. Processes release and occupation of easements for residents. . Assists and coordinates with contracted appraisers in obtaining necessary property valuations for acquisition/disposal projects. . Seeks, negotiates, and acquires fee simple and/or easements interest in .Real Property. . Analyzes price proposals, financial reports and other data to determine reasonableness of prices. . Maintains control of all records for Real Property projects; updates status and enters data into computer. . Researches and prepares documentation in support of agenda items brought to the Board of Directors; prepares material for meetings, notices, and related reports. . Negotiates with property owners in securing titles for various interests, or to enter or use property. . Negotiates rights-of-way for CRA activity requiring access to, or use of private or public lands; upon conclusion of negotiations closes acquisition by use of such media as deeds, easements, partial releases of mortgages, contracts, and County and State settlement agreements; supervises the preparation of documents. . Searches public records for current or past ownership of certain property and other real property needs. . Reviews and analyzes legal surveys, maps, construction drawings, title abstracts, deeds, and official records, etc. . Uses basic drafting skills to prepare maps and exhibits for use at board meetings and public hearings involved in land acquisition. . Performs field inspections of current active jobs. KNOWLEDGE, SKILLS AND ABILITIES . Knowledge of Real Property legal principles and terminology; real estate procedures in acquiring and closing property. . Knowledge and understanding of the Florida Statutes relative to real property matters. . Knowledge of common drafting techniques and equipment. . Ability to interpret engineering and construction drawings, diagrams, and appraisals. . Negotiating and writing skills, including the ability to write and maintain reports, business correspondence, and manuals. . Good written and oral communication skills; quantitative skills, including basic algebra and geometry. . Ability to ascertain priorities and meet deadlines and objectives. . Ability to make recommendations and to use resourcefulness and tact in solving new problems. . Ability to follow technical and complex written and oral instructions in conducting difficult procedures and tests. . Knowledge of standard office computer equipment and software applications. . Ability to establish and maintain effective working relationships. PREFERRED OUAL/FICA TlONS Bachelors Degree in Urban & Regional Planning, Architecture or closely related field; supplemented by two years previous experience and/or training that includes urban planning, site plan review, community development, project management, architectural design, drafting & reading skills, document development skills, and computers operations with preference for CAD experience; or any equivalent combination of education, training, experience which provides the requisite knowledge, skills, and abilities for this job. Must possess and maintain a valid Florida driver's license. 10 Job Descriptions JOB TITLE: PROJECT COORDINATOR CLASSIFICA TION: EXEMPT OBJECTIVE This is a responsible position performing professional, managerial and technical work formulating and conducting CRA projects and small-scale improvement development from budgeting through project completion. Serves as a resource on various CRA acquishion, planning, development, and management issues. Duties include participation at various levels in design, estimation, and supervision of CRA projects. ESSENTIAL FUNCTIONS Provided herein is a general description of duties that may be assigned by the supervisor. CRA Executive Director reserves the right to establish, assign, reassign, and redistribute work to meet business needs. The statements herein do not preclude management from assigning other duties similar in nature, complexity, and responsibility to any position within this classification. The following is a general description of duties. The Executive Director may assign other duties and responsibilities as needed. · Manages multiple professional services contracts including requests for proposals, negotiations, and service delivery; reviews submittals; advises; comments and makes recommendations on achieving project goals. · Manages projects and processes including determination of appropriate methodology, bid award recommendation, project observation, progress reporting, problem resolution, change order recommendations, and final inspections. · Researches, develops, recommends, directs, and implements if necessary, solutions to a variety of constraints to the smooth flow of project development. · Assists consultants, staff, and contractors in resolving permitting issues related to project planning and development. · Provides administrative departmental support in areas such as scheduling, cost estimating, budgeting, land acquisition, program planning, and project management. Performs basic administrative duties including written reports, memorandums, letters, and electronic correspondence, interaction whhothers, and communication through telephone and meetings. KNOWLEDGE, SKILLS AND ABILITIES · Knowledge of applicable State and local statutes and ordinances. · Knowledge of geographic information systems (GIS), site, building, and recreational facility design standards. · Ability to interpret blueprints and plans and to conceptualize 3-dimensionally. · Ability to plan, organize, direct and appraise the work of professional and technical employees and consultants, and to manage contractors and vendors in the performance of their obligations. · Ability to determine requirements and provides necessary design input, and estimate costs for a proposed project. · Ability to write complex documentation both for technical and non-technical audiences. · Ability to make decisions recognizing established precedents and practices and to use resourcefulness and tact in solving new problems. · Strong written and oral communication skills, to include the ability to develop effective proposals, preparation and maintenance of accurate records and reports, and public speaking skills. · Ability to establish and maintain effective working relationships with public officials, department heads, representatives of other organizations, peers, subordinates, and the general public. · Ability to exercise judgment and discretion in applying and interpreting department rules, regulations, policies, and procedures. · Skill in the use of standard office computer equipment and software applications including project management software and CADD. PREFERRED QUALIFICA TlONS Bachelor's degree in architecture, landscape architecture, engineering, or related field and at least five years of capital project management experience; or an equivalent combination of training, education and experience. Possession and maintenance of a valid Florida Driver's License. 11 Job Descriptions JOB TITLE: MARKETING AND COMMUNICATIONS MANAGER CLASSIFICA TlON:EXEMPT OBJECTIVE The Marketing and Communications Manager implements, monitors and executes administrative work in planning, developing and implementing a variety of marketing and promotional activities including event preparation, and logistical and financial requirements for events relating to the CRA District. Plans and coordinates special event programming designed to increase economic revitalization within the CRA District. Responsibilities include providing marketing, and promotion of CRA District as a destination of choice. ESSENTIAL FUNCTIONS Provided herein is a general description of duties that may be assigned by the supervisor. CRA Executive Director reserves the right to establish, assign, reassign, and redistribute work to meet business needs. The statements herein do not preclude management from assigning other duties similar in nature, complexity, and responsibility to any position within this classification. The following is a general description of duties. The Executive Director may assign other duties and responsibilities as needed. . Manage CRA collateral including oversight of the creation and generation of materials, e.g.; press releases, event manuals, event application and event application and event wrap up report. . Manage activities of the Business Development Programs, survey programs, and award programs. . Create and support volunteer programs . Compiles, prepares, and may be responsible for distributing daily/weekly/monthly/annual reports, legal notices, news releases, public service announcements, and other materials of the agency. . Arranges calendars and coordinates schedules for meetings, Travel/Seminarrrraining Logistics, and travel for agency functions. . Maintains Event logs, web files and filing systems to ensure efficient event/promotional activity operations. . Processes various correspondence and forms relevant to each events e.g.; Vendor registration forms, sponsorship forms, volunteer registration. . Manage promotional activities, and special events for the CRA area. . Completes City permit applications and department al processes. . Creates, develops and implements standard press releases, event manuals and procedures. . Oversees promotional items. KNOWLEDGE, SKILLS AND ABILITIES . Considerable knowledge of the operations and of Events. . Considerable knowledge of business English, spelling, and arithmetic. . Ability to establish and maintain effective working relationships with employees and the general public, and to deal with public relations problems tactfully and courteously. . Performs computer related tasks requiring broad working knowledge of a wide variety of standard computer applications, e.g.; word processor, database systems, spreadsheet programs, reports presentation packages, calendar schedulers, electronic file maintenance, Photoshop, and Adobe Acrobat. . Performs special projects as assigned. . Responds to inquiries, concerns and complaints from the general publics; provides resolution, or directs to the appropriate department/entity. . Must demonstrate superior written skills as pertaining to press releases, promotional materials, media communications, advertisements, and event related materials, etc. PREFERRED QUALlFICA TlONS Graduate from an accredited college or university with an Associate's Degree in Communications, Marketing and or Publics Relations or related field and five (5) years of work experience in the fields of marketing, events planning and public relations or an equivalent combination of training, education and experience. 12 cr\ i~~'"' BOYNTON BEACH CRA AGENDA ITEM REQUEST FORM :. ~"..... ;(. .,' Requested CRA Date Final Materials Must be Requested CRA Date Final Materials Must be Turned into Meetinl!: Dates Turned Meetinl!: Dates CRA Office into CRA Office 0 January II, 2005 December 28, 2004 (Noon.) 0 July 12, 2005 June 28, 2005 (Noon) 0 February 8, 2005 January 25, 2005 (Noon) 0 August 9, 2005 July 26, 2005 (Noon) 0 March 8, 2005 February 22,2005 (Noon) 0 September 13, 2005 August 30, 2005 (Noon) 0 April 12, 2005 March 29, 2005 (Noon) 0 October II, 2005 September 27, 2005(Noon) 0 May 10, 2005 April 26, 2005 (Noon) . November 8, 2005 October 25, 2005 (Noon) 0 June 9,2005 May 26, 2005 (Noon) 0 December 13, 2005 November 29, 2005 (Noon) NATURE OF 0 Consent Agenda 0 Old Business 0 Legal AGENDA ITEM 0 Director's Report . New Business 0 Future Agenda Items 0 Other Item DATE: November 3,2005 SUBJECT SUMMARY PARAGRAPH: Like all of South Florida, Boynton Beach is experiencing exponential real estate growth. As a major participant in the redevelopment process, the CRA is integral to catalyzing real estate development within its district. While exciting, this growth has created a demand for professional staff with experience in land development regulations, planning and zoning to handle the voluminous requests from the private sector. CRA planning staff is not only attempting to meet these private sector requests, but also is developing the zoning infrastructure governance documents, such as Design Guidelines, 20/30 Plan Update, etc. RECOMMENDATION: Recruitment of a Planner to provide professional support to the Planning Director. FISCAL IMPACT: Pay range approximately: $48K - $65K. ALTERNATIVES: Not approve. CRA Staff T:\AGENDAS & MONTHLY REPORTS TO THE BOARD\2005-2006\CRA Board Meeting.11.8.05\Recruitment CRA Planner. 11.8.05.doc rI.....~... . ( (y\. \ i r i "\" /......, r~ . ,; ;. .~ .,If". Job Descriptions JOB TITLE: PLANNER CLASSIFICA TION: Non-Exempt OBJECTIVE The purpose of this classification is to perform professional and technical work developing, researching and maintaining public planning studies and programs. Work involves technical and creative responsibility conducti esearch and preparing detailed studies on land use, zoning, conservation, housing, transportatiqn, population, coastal ma , ~ ~, historic preservation, urban design, and other areas of comprehensive planning activities. ' , III" ESSENTIAL FUNCTIONS .::1 <IIPpltj Ilpll ", ';-. li'l' 'I IJ Adm:n/s~:res urban design projects of varying comp~xily; P'I~~.;jh" d;affing plans;" ":'"If' zoning and land use maps; collects and compiles survey data for reports. . 'j'I;;:!,I;" ~;::<.,;:., _ ":qi!;!~!!!dpj'<l/' 2. Prepares work programs with detailed descriPtiOh()fd_~~raIYSiS~n~;plan content requir~~~~i~; ensures that programs are consistent in format and in accordance withlegl$,!~tiVe,ci'iteriafor content. .,1' . 3. Prepares staff reports; analyzes and r mmends amendmentste't~e land use plan; presents findings to various boards and citizen groups as required. 4. 5. ~outs for Boynton Beach CRA projects; 6. 7. ndence, and reports and may prepare, or assist in the preparation of written ment review committees, review applications, and assist applicants with 10. sing related duties on a CRT and/or PC display terminal, including using available ges, encoding data, data entry and retrieval, and limited programming. 11. Performs badministrative duties including written reports, memorandums, letters, and electronic correspondene ,interaction with the public, and communication through telephone and meetings. 12. Performs general/clerical tasks, which may include answering telephone calls, making copies, sending/receiving faxes, filing documents, or processing incoming/outgoing mail. (' "), ,,"-' Job Descriptions . Written Skills 1. Must demonstrate strong written skills as pertaining to ordinance creation, planning document narrative, grant writing, etc. Urban Planning 1. Interprets and applies applicable city codes, ordinances, regulations, and comprehensive plan pertaining to zoning, land use, and site development. 2. Consults with City Planning & Development staff and other officials JR!i[i~~reSolve problems, receive advice/direction, and provide recommendations.'iW!i'. 3. Conducts codes reviews resulting in recommendations to amend tan~!':~~!I~~ulations. "il;l". 'i!11111111111' Architectural,':", lilllll h 1. Must have general drafting-rendering / sketching skills. Preference shall be given to and architectural degrees. 2. Must have a working knowledge of a CAD programs, includlh~~ut not lirr,ijl~q to general drawing;I' it ~~:ring, etc. The following duties are normal for this position. The omission of specific staWments of the duties does not exclude them from the classification if the work is similar, related, or 10~'M~1 assignment for this cla:s$ification. Other duties may be required and assigned. 'llmll!iliillllli'l . ";'1 li'illi:;,i.,llii!!!;:':,::;"" PREFERRED QUALIFICATIONS "1'1 "':'ili';':!!:j".. Bachelors Degree in Urban & R...e,...g,.. iO.. nal Plan....ning. Archn;~ e 911~:~i~i1i~.ill'~; supplemented by two years prev~us experience and/or training that .il'l~t .,ban planning, si.' IIPfan review, ~f\!jmunity development, project management, architectural design, drafting &J~ai .J11~cument develo t skills, and 'computers operations with preference for CAD experience; or any equivaI7l'lt,gpOlbination (j'i~ucation, training perience which provides the requisite knowledge, skills, and abilities for this job. Must posse$~'(ind maintaflifa valid Florida drivlicense. . . PERFORMANCE APTllfJDES Data Utin~t~h: Requires theF~~ill;to evaIU~~rr;,:.audit,deduce and/or assess data using established criteria. Humani~~ctions: Requires th~a~jUty to int~~~~(~rofesSionaIlY in a public capacity. -".,.;. <:> .',., ..,., E ui ment Mil':;" Tools and ials Utilization: Requires the ability to operate, maneuver and/or control the actions of equipment, maC11lt1lY, tools, and/or Jt11~terials used in performing essential functions. Verbal Aptitude: Requir~s;~~abilityt() utilize a variety of references, descriptive, advisory and/or design data and information. Mathematical Aptitude: Requires the ability to perform addition, subtraction, multiplications and division; ability to calculate decimals and percentages; may include ability to perform mathematical operations involving basic algebraic principles and formulas, and basic geometric principles and calculations. Functional Reasonin~: Requires the ability to exercise independent judgment to apply facts and principles for developing approaches and techniques to resolve problems. 2 ((7~' 1(' <'I ~. .....,. . /' :_." ,f- ".~ ;~~. Job Descriptions Situational ReasoninCl: Reasoning the ability to exercise judgment, decisiveness and creativity in situations involving broader aspects of organizational programs and operations, moderately unstable situations, or the direction, control and planning of an entire program or set of programs. 938' 3 -({( ,... ~. _.': BOYNTON BEACH CRA AGENDA ITEM REQUEST FORM :. ,<;-, ..~ ;1 . ljj Requested CRA Date Final Materials Must be Requested CRA Date Final Materials Must be Turned into Meetinl!: Dates Turned Meetinl!: Dates CRA Office into CRA Office 0 January 11,2005 December 28, 2004 (Noon.) 0 July 12,2005 June 28, 2005 (Noon) 0 February 8, 2005 January 25, 2005 (Noon) 0 August 9,2005 July 26, 2005 (Noon) 0 March 8, 2005 February 22, 2005 (Noon) 0 September 13,2005 August 30, 2005 (Noon) 0 April 12, 2005 March 29,2005 (Noon) 0 October II, 2005 September 27, 2005(Noon) 0 May 10, 2005 April 26, 2005 (Noon) . November 8, 2005 October 25, 2005 (Noon) 0 June 9,2005 May 26, 2005 (Noon) 0 December 13,2005 November 29,2005 (Noon) NATURE OF 0 Consent Agenda 0 Old Business 0 Legal AGENDA ITEM 0 Director's Report . New Business 0 Future Agenda Items 0 Other Item DATE: November 3, 2005 SUBJECT SUMMARY PARAGRAPH: In reviewing the eRA Administrative Policy Manual and in discussion with Attorney Spillias, it was determined that the CRA has no mechanism to implement employee recognition. Attorney Spillias provided an interpretation of Statute 163 outlining prohibitions as well as the development of a policy to permit the Board to provide bonuses for recognition of outstanding service beyond the call of duty (copy of email attached). An example of outstanding service by an employee has been provided for discussion purposes. RECOMMENDATION: Approval of Resolution 05-09 Implementing a Policy to Recognize Outstanding Service Beyond the Call of Duty of any CRA Employee. FISCAL IMPACT: At the Board's discretion. ALTERNATIVES: Not approve. CRAStaff 93bl T:\AGENDAS & MONTHLY REPORTS TO THE BOARD\2005-2006\CRA Board Meeting.11.8.05\Empl Recognition.Res 05-09.11.8.05.doc RESOLUTION NO. 05 - 09 A RESOLUTION OF THE BOYNTON BEACH COMMUNITY REDEVELOPMENT AGENCY, TO ADDRESS THE CONCEPT OF IMPLEMENTING A POLICY TO RECOGNIZE OUTSTANDING SERVICE BEYOND THE CALL OF DUTY OF ANY CRA EMPLOYEE; PROVIDING FOR CONFLICTS; PROVIDING FOR SEVERABILITY; PROVIDING FOR AN EFFECTIVE DATE. WHEREAS, the Boynton Beach Community Redevelopment Agency Board (hereinafter "CRA") wishes to recognize tho~(J CRA employees who perform outstanding work, or achievements that enhance the Agency; and WHEREAS, CRA does not wish to elaborate on specific works or achievements that might qualify for special recognition, h.\.lt it does wish to retain the right to use its discretion in the type of accomplishment it chooses to recognize; and WHEREAS, CRA will treat each situation separately and not be bound by any prior work or achievement it has recognized in the past. NOW, THEREFORE, BE IT RESOL VED BY THE BOARD OF COMMISSIONERS OF THE BOYNTON BEACH COMMUNITY REDEVELOPMENT AGENCY: SECTION 1. CRA empowers the Director to authorize the recognition of any Agency employee that the CRA deems eligible in whatever manner the CRA chooses including but not limited to the granting of bonuses or other remunerative consideration for unique or significant accomplishments, achievements 'or service above and beyond an employee's regular and expected job responsibilities. SECTION 2. All resolutions or parts of resolutions in conflict herewith are hereby repealed to the extent of such conflict. SECTION 3. If any clause, section, other part or application of this Resolution is held by any court of competent jurisdiction to be unconstitutional or invalid, in part or application, it shall not affect the validity of the remaining portions or applications of this Resolution. SECTION 4. This resolution shall become effective immediately upon its passage and adoption. "'..{ 1 Board Member offered the foregoing Resolution and moved its adoption. The motion was seconded by Board Member and upon being put to a vote, the vote was as follows: JEANNE HEA VILIN, Chair HENDERSON TILLMAN, Vice-Chair DON FENTON, Board Member ALEXANDER DEMARCO, Board Member JAMES BARRETI' A, Board Member MARIE HORENBURGER, Board Member STEVE MYOTI', Board Member The Chair Person thereupon declared this Resolution approved and adopted by the CRA Board of the Boynton Beach Community Redevelopment Agency, Boynton Beach, Florida, this day of ,2005. By: Jeanne Heavilin, Chair Person BOYNTON BEACH COMMUNITY REDEVELOPMENT AGENCY Legal in form and valid if enacted: Kenneth Spillias CRA Attorney PASSED AND ADOPTED BY THE BOYNTON BEACH COMMUNITY REDEVELOPMENT AGENCY BOARD, THIS DAY OF 2005. T:\RESOLUTIONS\2005-2006\RESOLUTION NO 05-09 931?::, 2 Page 1 of2 Bright, Lisa From: Kenneth Spillias [kspillias@lIw-law.com] Sent: Thursday, October 20, 2005 10:21 AM To: Bright, Lisa Subject: RE: Staff Recognition Lisa, There are no 163 prohibitions, but there are other Florida Statutes that apply and that need to be complied with. Section 215.425, F.S. prohibits extra compensation to any employee after the service has been rendered. The statute has been interpreted many times by the Attorney General to prohibit lump sum payments of any kind, including bonuses, etc., unless provided for by contract. There is, however, a provision in the statute that provides that the provisions of the section "do not apply to . . . extra compensation given to . . . special district employees pursuant to. . . resolutions of governing boards of special districts." This would appear to authorize a bonus payment (which the certificate you are suggesting would amount to) so long as the Board has adopted a resolution containing a policy. The resolution should not be situation specific, Le., it shouldn't just apply to Robert in this one instance. ApaUoyoouldbe dev~oped which would permit the Board to .providebonuses for recognition of outstanding service beyond the call of duty. It might be limited as to circumstances, amount, etc., and would always be in the discretion of the Board, in other words there would not be any guarantee of a bonus to any employee just because they have performed beyond the call (Le., no precedent set by providing recognition in one situation). Hope that helps. If you need anything else, let me know. Ken Kenneth G. Spillias Lewis, Longman & Walker, P.A. 1700 Palm Beach Lakes Blvd. suite 1000 West Palm Beach Fl, 33401 Phone: (561) 640-0820 Fax: (561) 640-8202 From: Bright, Lisa [mailto: BrightL@cLboynton-beach.f1. us] Sent: Thursday, October 20, 2005 8:20 AM To: Amy Dukes Cc: Kenneth Spillias Subject: Staff Recognition Amy, Would you let me know if 163 has any restrictions on recognition for staff? Robert Reardon has saved the agency over $34K this year alone and a projected total of $600,000 g. " v 10121/2005 BOYNTON BEACH CRA AGENDA ITEM REQUEST FORM Requested CRA Date Final Materials Must be Meetinl!: Dates Turned into CRA Office 0 January II, 2005 December 28,2004 (Noon.) 0 February 8, 2005 January 25, 2005 (Noon) 0 March 8, 2005 February 22, 2005 (Noon) 0 April 12, 2005 March 29, 2005 (Noon) 0 May 10,2005 April 26, 2005 (Noon) 0 June 9,2005 May 26, 2005 (Noon) NATURE OF 0 Consent Agenda AGENDA ITEM 0 Director's Report DATE: November 3, 2005 Requested CRA Date final Materials Must be Turned into Meetinl!: Dates CRA Office 0 July 12, 2005 June 28, 2005 (Noon) 0 August 9, 2005 July 26, 2005 (Noon) 0 September 13, 2005 August 30, 2005 (Noon) 0 October II, 2005 September 27, 2005(Noon) . November 8, 2005 October 25, 2005 (Noon) 0 December 13, 2005 November 29, 2005 (Noon) 0 Old Business 0 Legal III New Business 0 Future Agenda Items 0 Other Item SUBJECT SUMMARY PARAGRAPH: In reviewing the CRA Administrative Policy Manual it was determined that there was not a policy to address guidelines, criteria and conditions for reimbursement of business use of personal cellular telephones. The policy outlines appropriate administrative procedures and guidelines to handle such use along with a mechanism for employee reimbursement. RECOMMENDATION: Approve the Cellular Telephone Allowance Policy FISCAL IMPACT: At the discretion of the Executive Director to determine job related appropriateness. Once established for each position; the maximum reimbursement is $60.00 per position with accurate documentation provided to the accounting department as established in the governing policy. ALTERNATIVES: Not approve. CRA Staff 93:./c T:\AGENDAS & MONTHLY REPORTS TO THE BOARD\2005-2006\CRA Board Meeting.11.8.05\Cellular Telephone Policy.11.8.05.doc CELLULAR TELEHPONE ALLOWANCE POLICY PURPOSE: The purpose of this policy is to provide a set of guidelines governing the use of cellular telephones by the Boynton Beach Community Redevelopment Agency (CRA) employees and to provide guidelines, criteria and conditions for reimbursement of business use of personal cellular telephones. ELIGIBILITY: As a general rule, the CRA shall not provide cellular telephones or cellular service to its employees. The Agency does recognize, th~gh, that some positions within the organization would be enhanced by the availability of cellular service for the employee. These positions are defined as positions in which there is: 1. a need for the employee to be out ofthf,office for a portion of the work week; and 2. a demonstrable need for the employee to be accessible while out of the office. Employment positions that meet these criteria may request reimbursement for their cellular telephone from the Executive Director. The Executive Director shall be the final determinant of which positions shall warrant the need and extent of the business use of cellular telephones. REIMBURSEMENT PLAN: Employees that may need to use a cellular telephone to conduct CRA business and who have requested and been approved for reimbursement by the Executive Director, may be eligible for reimbursement of a percentage ofthe base amount of their cell plan plus taxes up to a maximum of $60 per month. Reimbursement shall be requested and authorized by completing a Cellular Telephone Reimbursement Request form and attaching a copy of their ceUular plan contract identifying the number of minutes covered by the plan, the plan rate, any additional fees and what they are for. The CRA shall reimburse for the cost of basic cellular service plus taxes up to a maximum of $60 per month. Reimbursements shall be done through payroll or accounts payable. Cellular phone reimbursements will be processed at the beginning of the month. OTHER: Staffthat are receiving reimbursement for cellular telephones obligate themselves to keeping their telephone charged and turned on so as to be reachable, replace lost or stolen telephones promptly, pay their cellular telephone bills on a timely basis, notify the CRA of changes to their cellular plan that would change their reimbursement amount, present a copy of a current cellular plan contract upon request to verify plan information, and adhere to any and all other requests and stipulations that insure the safeguarding of the CRA's investment. 9'".<C\~.. '...~ . BOYNTON BEACH COMMUNITY REDEVELOPMENT AGENCY AUTHORIZATION FOR REIMBURSEMENT FOR BUSINESS USE OF EMPLOYEE'S PERSONAL CELLULAR TELEPHONE Employee's Name: Employee Social Security #: Service Provider: Base Plan Amount: Minutes: Total Monthly Payment: % to be reimbursed: As Executive Director, I verify that the employee listed above is required, due to legitimate business need, to maintain cellular telephone service to conduct official CRA business. I hereby authorize the employee listed above to use his/her personal cellular telephone, the telephone number of which is listed above, for the conducting of official CRA business. The CRA will pay the employee a cellular telephone allowance for the use of his /her personal cellular telephone in accordance with the CRA's Cellular Phone Allowance Policy at a percentage deemed appropriate, but not to exceed a maximum of $60.00 per month. As Employee, I verify that the duties of my position with the CRA require the use of cellular telephone service that I agree to be reimbursed for the use of my personal cellular telephone according to the rate defined above. By accepting this reimbursement, I agree to keep my telephone charged and turned on so as to be reachable, replace lost or stolen telephones promptly, pay my cellular telephone bill on a timely basis, notify the CRA of changes to my cellular plan that would change the reimbursement amount, present a copy of current cellular telephone bill upon request to verify my plan information, and adhere to any and all other requests and stipulations that insure the safeguarding of the CRA's investment. Executive Director: Date: Employee: Date: Please attach a copy of your current cellular telephone bill showing the regular monthly plan charges, the number of minutes covered by the plan, the plan rate, and any additional fees with an explanation of such fees. 0"- ,,-._1 BOYNTON BEACH CRA AGENDA ITEM REQUEST FORM Requested CRA Date Final Materials Must be Meetinl!: Dates Turned into CRA Office 0 January 11, 2005 December 28, 2004 (Noon.) D February 8, 2005 January 25,2005 (Noon) 0 March 8, 2005 February 22, 2005 (Noon) D April 12,2005 March 29, 2005 (Noon) D May 10, 2005 April 26, 2005 (Noon) 0 June 9, 2005 May 26, 2005 (Noon) NATURE OF AGENDA ITEM . Consent Agenda D Director's Report DATE: 11/03/05 Requested CRA Date Final Materials Must be Turned into Meetinl!: Dates CRA Office D July 12,2005 June 28, 2005 (Noon) D August 9, 2005 July 26, 2005 (Noon) 0 September 13,2005 August 30, 2005 (Noon) D October II, 2005 September 27, 2005(Noon) II November 8, 2005 October 25, 2005 (Noon) . November 17, 2005 November 29, 2005 (Noon) II December 13, 2005 0 Old Business D Legal D New Business D Future Agenda Items D Other Item SUBJECT SUMMARY PARAGRAPH: Amend the Agency's Administrative Manual section 06.06.01 to reflect a change in the number of hours an employee accrues vacation time for the first through fifth years of service. RECOMMENDATION: Change Item B (Accrual Rate) to all employees to earn 3.08 hours per payroll during their first through fifth year of employment. 3.08 hours per payroll equates to two (2) weeks vacation per year. EXPLANATION: Upon employment employees were told they would receive two (2) weeks vacation per year. FISCAL IMPACT: None. ALTERNATIVES: Deny request ~.. CRA Staff T:\AGENDAS, CONSENT AGENDAS & MONTHLY REPORTS TO THE BOARD\AGENDAS ITEM REQUEST FORMS\CRA Board Meeting 11-17-05\Request For Change in Vacation policy.doc BOYNTON BEACH CRA AGENDA ITEM REQUEST FORM Requested CRA Date Final Materials Must be Meetinl!: Dates Turned into CRA Office 0 January II, 2005 December 28,2004 (Noon.) 0 February 8, 2005 January 25, 2005 (Noon) 0 March 8, 2005 February 22, 2005 (Noon) 0 April 12, 2005 March 29, 2005 (Noon) 0 May 10,2005 April 26, 2005 (Noon) 0 June 9,2005 May 26, 2005 (Noon) NATURE OF AGENDA ITEM . Consent Agenda o Director's Report DATE: 11/11/05 Requested CRA Date Final Materials Must be Turned into Meetinl! Dates CRA Office 0 July 12, 2005 June 28, 2005 (Noon) 0 August 9,2005 July 26, 2005 (Noon) 0 September 13, 2005 August 30, 2005 (Noon) 0 October II, 2005 September 27, 2005(Noon) III November 8, 2005 October 25,2005 (Noon) . November 17, 2005 November 29,2005 (Noon) III December 13,2005 0 Old Business 0 Legal 0 New Business 0 Future Agenda Items 0 Other Item SUBJECT SUMMARY PARAGRAPH: Staff has met with the City's Police Department to discuss improved operations for the CRA Police Program. Many of these recommended changes include scheduling improvements, relocation of the police unit to MLK, purchasing the budgeted police automobiles, staff supervision and other topics. Staff recently was apprised that the police contract had not automatically renewed on its anniversary date of August 3,2005 and seeks board direction for the coming year. RECOMMENDATION: Discuss the eRA Police Program and provide staff with direction. FISCAL IMPACT: $363,425 ALTERNATIVES: Not renew the police contract. CRA STAFF: cY.~ T:\AGENDAS, CONSENT AGENDAS & MONTHLY REPORTS TO THE BOARD\AGENDAS ITEM REQUEST FORMS\CRA Board Meeting 11-17-05\Police Program.doc ..' I , ,. ; ",. .-~_. . . f -f. ... R () ..., - t a..1.. AGREEMENT FOR THE PROVISION OF SUPPLEMENTAL POLICE SERVICES Heart of Boynton District and Central Business District TIllS AGREEMENT, made and entered into this ~ day of A~T ,2004, by and between the BOYNTON BEACH C01vfM;UNITY REDEVELOPMENT AGENCY (hereinafter "CRA") and the CITY OF BOYNTON BEACH, Florida (hereinafter "City") is for the provision of specific police services associated with the special conditions within the Heart of Boynton District and the Central Business District, both areas being located withiI1 the City's Community Redevelopment Area; WHEREAS, the CRA desires to contract with the City for additional policellaw enforcement services within the areaS of the City known as the Heart of Boynton.District and the Central Business District for the safety and protection .of the residents of and visitors to these areas of the City of Boynton Beach; and WHEREAS, the City, by and through its Police Department, des4"es to assist in the effort by providing supplemental police services within the Heart of Boynton and Central l3usiness Districts in the Community Redevelopment Area. . NOW THEREFORE, in consideration of the mutual promises and covenants contained herein, and other good and valuable consideration, the receipt and adequacy of which are acknowledged, the CRA and the .City agree as follows: ~_ 1.0 Recitals. The foregoing recitals are true and correct and are hereby Incorporated into this. Agreement.' 2.0 Services provided. by the City. 2.1 The City agrees to provide supplemental police services within the areas of the City of Boynton Beach known as the Heart of BoyntoIi District and the Central Business District ("Districts"), said areas being more particularly depicted in Composite Exhibit "A" attached hereto and incorporated herein. 2.2 The City agrees the services to be provided by assigned personnel (police and civilian) under the Contract .are supplemental and in addition to baseline police services. The City agrees that it will not reduce its current level of police services within the Heart of Boynton and Central Business Districts, .particularly in the areas of corinnwrity policing, patrol, criminal investigations, records dispatch, and special operations. The manner and method of performance of services is specified in this Agreement and in the Index Codes and Plan of Operations speCifically referred to in Section 6.0 of this Agreement. . 2.3 The duties and extent of services of the assigned personnel shall include; but shall not be limited to: 6297 Page 1 H:\1990\900182.BB\AGMT\Police Supplemental Services to CRA.doc Rev. 07 -OS-04 . , I' (k) The City police department shall designate a command 'Officer as the. Administration Liaison Officer, who will work in concert with' the CRA Executive Director or designate. The Administrative Liaison Officer will perform the following duties: 2.4 3.0 3.1 equipment: (a) (b) (1) Coordinate the dissemination and processing of police and security reports, provide supervisory assistance, coordinate problem resolution and in carrying out the provisions oftms Agreement. (2) Establish and maintain an ongoing line of communication with City police personnel. (3) Prepare monthly reports in accordance with section 5.2 of this Agreement for review by the CRA Executive Director, City Police Chief, appropriate police department staff, community representatives, and political leadership, e.g. mayor, city commission members, members of the CRA BGard. (4) Initiate and monitor an ongoing line of communication with resident leaders to effectively employ the community policing concept and to address concerns raised by community leaders in a timely manner. (5) Assist or advise the planning and implementation of other grant-funded security programs within the CRA. (6) Est8;blish a clearly defined process for repoI't&g non-:-emergency criminal actiVities. The City will, at all times, provide supervision, control and direction of work activities and assignments of police personnel, including disciplinary actions. It is expressly understood the police. department shall be responsible for the compensation of the officers and all employee benefits, as Well as ,'any injury to officer, their property, or the City's property while on the CRAls property and acting within the course and scope of their employment. Services provided by the'CRA. The CRA will provide the following in-kind accommodations, services, and Accommodations. When suitable space becomes available or the structure housing CRA offices is built, CRA shall provide a satellite office to be used by the City officers assigned to the CRA. Services. Utilities, routine and extraordinary maintenance by CRA personnel. Page 3 6299 H:\1990\900182.BB\AGMT\Police Supplemental Services to CRA.doc Rev. 07-08-04 5.1 Communications. The City agrees that the CRA will have access toa11 public. information not exempt from disclosure under Chapter 119, Florida Statutes, which in ~Y way deals with criminal activity in any of the CRA's communities covered by this Agreement. It is further agreed that, upon request and at the statutory rate, the City police department will provide to the CRA copies of such incident reports, arrest reports, or other public documents which document or substantiate actual or potential criminal activity in or connected with the Districts. 5.2 Reporting. The City police department will require all assigned:police officers complete a monthly log at the conclusion of each shift and forward the origiI1.a1 report to the CRA with the monthly report to the CRA's designee. This report will include, but not be limited to, the following data: (a) Hours worked (b) Calls/requests for service (c) Referrals to City/CRAlother agencies (d) Suspicious persons/name/description/vehicle license number (e) Vehicles abandoned/towed/stolen (f) Drug paraphernalia confiscated/found (g) Arrests/citations (h) Property stolen/recovered (i) Assistance to residents and visitors CD Broken lights/sidewalks/Graffiti (k) Conflict resolution of apparent or actual conflict between two or more persons (1) Weapons violations/seized . . ,,:'". - The City police dep,artment will be responsible for media coordination. The City police department will relay to the CRA Executive Director or designate, information related to any major crime or incident that occurs within the Districts, preferable before the.media is informed, or as soon as possible. 5.3 Evaluation. Th~ City and CRA agree that ev81uations shall include: (a) hours worked as reported on monthly report (b) response time to emergency and non-emergency calls targeted to communities by City-paid officers (c) comparison of crime and workload in the targeted communities for the past years (d) arrests including drug violations ( e) vehicles towed (f) positive contacts (g) referrals (h) trespass~rs removed (i) calls for service CD weapons seized (k)property stolen/recovered (1) community feedback. . Page 5 H:\1990\900182.BB\AGMT\Police Supplemental Services to CRA.doc Rev. 07-08-04 6301 . . 9.0 Termination. 9.1 The CRAmay terminate this Agreement upon ninety (90) days written notice to the City. Such notice shall be delivered by Certified Mail, Return Receipt Requested, to the address specified in section 10.0 9.2 The City may terminate this Agreement upon ninety (90) days written notice to the CRA. Such notice shall be delivered Certified Mail, Return Receipt Requestedto the address specified in section 10.0. 10.0 Notices. Any notices required pursuant to the terms of this Agreement shall be sent by Certified Mail, Return Receipt Requested, to the principal place of business of each of the parties hereto, as specified below: CRA: CRA Executive Director Boynton Beach Comni.unity Redevelopment Agency 639 East Ocean Avenue, Suite 207 Boynton Beach, Florida 33435 CITY: City Manager City of Boynton Beach 100 East Boynton Beach Boulevard Boynton ~each, Florida 33435 And'to: Police Chief City of Boynton Beach Police Department 100 East Boynton Beach Boulevard Boynton Beach, Florida 33435 11.0 Construction of Laws. The Agreement shall consist this Agreement and any subsequent written addenda agreed upon by both parties. 12.0 Severability. If any provision of this Agreement or application thereof to any person or situation shall to any extent, be held invalid or unenforceable, the remainder of this Agreement, and the application of such provisions to persons or situations other than those as to which it shall have been held invalid or unenforceable shall not be affected thereby, and shall continue in full force and effect, and be enforced to the fullest extent permitted by law. 13.0 Modification of Agreement. This Agreement may be modified upon mutual consent of the parties only in writing, and executed with the same dignity herewith. 14.0 Binding Authority. Each person signing this Agreement on behalf of either party individually warrants that he or she has full legal power to execute this Agreement on Page 7 6303 H:\1990\900182.BB\AGMT\Police Supplemental Services to CRA.doc Rev. 07-08-04 ~.'.. \. ~ '. .'- ~\ ';: . - .-- . .....--.-. '. 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Dates eRA Office 0 July 12,2005 June 28, 2005 (Noon) 0 August 9, 2005 July 26, 2005 (Noon) 0 September 13,2005 August 30, 2005 (Noon) 0 October II, 2005 September 27, 2005(Noon) . November 8, 2005 October 25, 2005 (Noon) 0 December 13,2005 November 29,2005 (Noon) 0 Old Business 0 Legal . New Business 0 Future Agenda Items 0 Other Item SUBJECT SUMMARY PARAGRAPH: As outlined and approved at the CRA Board Meeting of October 11, 2005, it was established that the International City Manager's Association Retirement Corporation (ICMA-RC) will administer the agency's 401(a) program. Resolution No. 05-06 is the mechanism establishing contribution amounts for salaried staff. RECOMMENDATION: Review and recommend percentages based on the existing organizational chart and recommend guidelines for pay grade contributions. FISCAL IMPACT: To be determined by the board. ALTERNATIVES: Not recommend payments for the 401(a) plan. CRA Staff C:\Documents and Settings\brightl\Desktop\Agenda Summaries\Resolution No. 05.06.11.2.05.doc RESOLUTION NO. 05 - 06 A RESOLUTION OF THE BOYNTON BEACH COMMUNITY REDEVELOPMENT AGENCY, TO SET THE AMOUNT OF 401(a) CONTRIBUTIONS IN LIEU OF RETIREMENT FOR THE SALARIED STAFF OF THE CRA BEGINNING OCTOBER 01,2005; PROVIDING FOR CONFLICTS; PROVIDING FOR SEVERABILITY; PROVIDING FOR AN EFFECTIVE DATE. WHEREAS, CRA wishes to make lump sum contributions in lieu of retirement for the salaried staff as outlined in the CRA 401(a) plan; and WHEREAS, the CRA Board shall set the limit of contributions for each fiscal year beginning October 01, 2005 according to the attached list. NOW, THEREFORE, BE IT RESOLVED BY THE BOARD OF COMMISSIONERS OF THE BOYNTON BEACH COMMUNITY REDEVELOPMENT AGENCY: SECTION 1. CRA authorizes the Controller to contribute lump sum payments to the salaried employees as stipulated on the attached schedule in accordance with the plan procedures of the CRA 401(a) plan adopted on October 1,2005 (Resolution No. 05-03). SECTION 2. All resolutions or parts of resolutions in conflict herewith are hereby repealed to the extent of such conflict. SECTION 3. If any clause, section, other part or application of this Resolution is held by any court of competent jurisdiction to be unconstitutional or invalid, in part or application, it shall not affect the validity of the remaining portions or applications of this Resolution. SECTION 4. EFFECTIVE DATE This resolution shall become effective immediately upon its passage and adoption. Board Member offered the foregoing Resolution and moved its adoption. The motion was seconded by Board Member and upon being put to a vote, the vote was as follows: JEANNE REA VILIN, Chair HENDERSON TILLMAN, Vice-Chair DON FENTON, Board Member ALEXANDER DEMARCO, Board Member JAMES BARRETT A, Board Member I MARIE HORENBURGER, Board Member STEVE MYOTT, Board Member The Chair Person thereupon declared this Resolution approved and adopted by the CRA Board of the Boynton Beach Community Redevelopment Agency, Boynton Beach, Florida, this _ day of ,2005. By: Jeanne Heavilin, Chair Person BOYNTON BEACH COMMUNITY REDEVELOPMENT AGENCY Legal in form and valid if enacted: Kenneth Spillias eRA Attorney 2 401(a) CONTRIBUTION LEVEL PER POSITION DIRECTOR % $ ASST. DIRECTOR % $ CONTROLLER % $ PLANNING DIR. % $ EVENTS COORD. % $ ADMIN. ASST. % $ MARKETING % $ 10/18/2005 BOYNTON BEACH CRA AGENDA ITEM REQUEST FORM Requested CRA Date Final Materials Must be Meetinl!: Dates Turned into CRA Office 0 January 11, 2005 December 28, 2004 (Noon.) 0 February 8, 2005 January 25, 2005 (Noon) 0 March 8, 2005 February 22, 2005 (Noon) 0 April 12, 2005 March 29, 2005 (Noon) 0 May 10, 2005 April 26, 2005 (Noon) 0 June 9, 2005 May 26, 2005 (Noon) NATURE OF AGENDA ITEM . Consent Agenda o Director's Report DATE: 11/11/05 Requested CRA Date Final Materials Must be Turned into Meetinl!: Dates CRA Office 0 July 12, 2005 June 28, 2005 (Noon) 0 August 9, 2005 July 26,2005 (Noon) 0 September 13,2005 August 30, 2005 (Noon) 0 October II, 2005 September 27, 2005(Noon) November 8, 2005 October 25,2005 (Noon) . November 17, 2005 November 29,2005 (Noon) December 13,2005 0 Old Business 0 Legal 0 New Business 0 Future Agenda Items 0 Other Item SUBJECT SUMMARY PARAGRAPH: The CRA Director of Planning desires to upgrade the Geographical Information System software used by the CRA Planning staff. The software purchase is required by the City Planning and IT staff to coincide with their database; however, said purchase is a SOLE SOURCE purchase and will not require competitive bidding per the CRA purchasing policy. RECOMMENDATION: $4,065.05 Allow the CRA Controller to purchase ARCINFO software from ESRI, Inc for FISCAL IMPACT: The Planning department will be unable to utilize GIZMO, the City's land use software thus making it difficult to perform their parcel searches. ALTERNATIVES: None CRASTAFF: ~f :4L T:\AGENDAS, CONSENT AGENDAS & MONTHLY REPORTS TO THE BOARD\AGENDAS ITEM REQUEST FORMS\Agenda Item Request Form SAMPLE.doc 7. l. ...,......'.'. . .... , j " ,-",,' ESRI ESRI Headquarters 380 New York St Redlands, CA 92373 (909) 793-2853 Environmental Systems Research Institute "The GIS Leader" November 16, 2005 To Whom It May Concern: Subject: ESRI Sole Source Justification for Geographic Information System Software and Maintenance This letter confirms that ESRI, as owner and manufacturer, is the only source from which all ESRI@ software and maintenance services can be ordered. ESRI is the sole domestic source for the purchase ofthe following software licenses: ArcInfo™, ArcInfo Workstation extensions (ArcNetwork™, ArcGrid™, ArcTMM, ArcCOGO™, ArcStorm™, and ArcScan™), ArcEditor™, ArcView Maintenance Activation Fee, ArcGIS Server, ESRI Developer Network (EDN), NetEngine™, Maplex 3.x, Military Overlay Editor (MOLE™), ArcSDE, Xplore ArcPad Hardware Bundled Solution Offers, and Production Line Tool Set (PL TS) In addition, ESRI is the sole domestic provider of software maintenance for all ESRI software (technical support plus ESRI software updates/upgrades). ESRI distributes certain software licenses through resellers and distributors, excluding those listed above. ESRI is also the sole source of certain proprietary training courses. If you have further questions, please feel free to call our Contracts Department at 909-793- 2853. Sincerely, Elianne Loya c: o ...... c: ~ o CO -- co c: o -- ......., CO N -- C CO 0) L- a o Introductions o Review of CRA Re o Project Appro oClassifi oOr Florida Employer i$ A professional Human Resow~: Outsourcing Firm offering and cost effectiveHR 8O'J.:I 1 Presenters< SMART PEOPLE, SMART BUSINESS eRA Requ~~ . Original Request -AFJ~ . Compensationarra . Organiz;ation~1 . Job 2 Project ApprC") o Assessing thestf! & businessphi"1 o Determini'" requi o A Project Ap,prQ~, . Phase I: Project In; . Phase 1/: Develop t " Compensatio Instrume oP 3 Project Appr~~! o Phase VI: Condur;t..... Develop Revisel1l:. o Phase VIII: Descr:iP> OPhcfJ p Compensation o Internally equitable o Externally competitive o Affordable o Understandable o Legal/defen~i~ o Efficie .0 4 Published Salary o Pricing jobs o Analyzing pay trends o Identifying pay pr o Establishing .. Surveys o World at Work 2004-05 Sa o Watson Wyatt Skilled T o Mercer Metropofit . o IOMA Year o FPI?A . 5 o The tables below and in the market median rate$f, with the CRA's current . The fOllowittg.~ variance. of at Overall . Overall, the eRA's cu)~r; for benchmark median 6 External Fac~~' The 2004-05 Salary Buc.;jS from Worldat' Employee Category Nonexempt HoW"ly Non\Jr1iQn Nonexempt Salaried 7 Market Comp$ini' Job TIde RECEPTIONIST BOCKEEPER PLANNING DIRECTOR Compensation . Lag the Market . Lead/Lag . Lead 8 Organizational Cha . ;)~BEAOf 2006 Ore c..... wlh liED Organizational Chart(~.lIt. e. QrYOf .. BOYN1ON BEACH 9 Job Descriptior;J" . Based on functionalr: . (Please refer Summary . Original Request - April · Compensation and. . Organizational'. 10 Q&A oThank You for 11 CONSULTING CONTRACT (revised) THIS CONTRACT is made and entered into on this day of ,2005, by and between DOUGLAS C. HUTCHINSON ("HUTCHINSON") and BOYNTON BEACH COMMUNITY REDEVELOPMENT AGENCY ("CRA"). RECITALS The CRA and HUTCHINSON acknowledge the following as the basis for this contract: A. The CRA is desirous of immediately retaining the services of HUTCHINSON to serve as a consultant to the CRA, and HUTCHINSON agrees to provide such servIces. B. In selecting HUTCHINSON as a consultant, the CRA is relying upon HUTCHINSON'S expertise as the former Executive Director of the CRA. C. The CRA and HUTCHINSON wish to reduce their agreements to writing in order to describe their relationship with each other, and to provide a basis for effective communication and guidelines. TERMS. CONDITIONS AND COVENANTS Accordingly, based upon the foregoing premises and in consideration of the mutual covenants and promises contained in this Contract, the CRA and HUTCHINSON agree as follows: ARTICLE I Agreement for Services 1.1 The CRA hereby contracts with HUTCHINSON to serve as a consultant for the CRA and HUTCHINSON agrees to provide services as hereinafter set forth. 1.2 This contract does not create an employer/employee relationship between CRA and HUTCHINSON, nor will HUTCHINSON receive employment benefits as a result of this contract. ARTICLE II Duties, Obligations and Conflicting Employment 2.1 Subject to the Executive Director's and CRA Board's direction and supervision, HUTCHINSON shall serve as consultant to the CRA on various projects on an as-needed basis. Except during Board meetings or workshops. HUTCHINSON shall communicate with the CRA Board and its members through the Executive Director unless otherwise specified by the Executive Director. 2.2 HUTCHINSON shall provide phone and office equipment as needed for the performance of this contract. 1 2.3 While HUTCHINSON is contracted to provide services as a consultant for the CRA, he shall not engage in any conflicting employment or consulting work unless he has obtained express written consent from the CRA Board. For purposes of this section, "conflicting employment or consulting work" shall be defined as (1) employment or consulting which places HUTCHINSON in the position of simultaneously serving the CRA and another client or clients ("Third Party Client") on a matter in which the CRA has expressed a direct interest or policy and the interest of the Third Party Client is contrary to the CRA's expressed interest or policy: (2) representing a Third Party Client on any matter within the boundaries of the CRA for which HUTCHINSON is providing consulting services to the CRA: (3) lobbying city, county, state or other legislative or executive agencies advocating positions HUTCHINSON knows to be contrary to expressed CRA interests: (4) any action or representation otherwise prohibited as a conflict of interest by ordinance or statute. 2 ARTICLE III Duration of Contract 3.1 This contract shall be for a term of 60 days from the date of execution of this contract unless extended in writing and agreed to by both parties at least five (5) business days before the expiration of the term. ARTICLE IV Compensation 4.1 HUTCHINSON shall be compensated in the following manner: 4.1.1 HUTCHINSON'S hourly rate for consulting services is $85.00. 4.1.2 HUTCHINSON shall be paid a $3,400 monthly retainer due upon the first accounts payable cycle after the execution of this contract and on the first of the month each monthly accounts payable cycle thereafter. The retainer shall provide up to 40 hours of work per month. Hours over the 40 hours will be billed at $85.00 per hour. Un-used retainage hours will not be rolled over to the next month or reimbursed. Time records and invoices for payment shall be submitted by HUTCHINSON no later than five (5) days prior to the accounts payable cycle date upon which payment is required. 4.1.3 HUTCHINSON shall submit his invoice for services above the 40-hour retainage to the Executive Director. The invoice shall be broken down by project (including a brief but explanatory description) and the number of hours or minutes spent on each project for both retainage and any additional billable hours. The total monthly invoice(s) for both retainage and additional billable hours may not exceed $8,025.00 unless pre- approved by the Executive Director. Payment for additional hours, if any and expenses as defined in 1,1.1 shall be due to HUTCHINSON '.."ithin 30 days after invoice submittal. 4.1.4 If approved by the Executive Director, HUTCHINSON may be reimbursed for out-of-pocket expenses. HUTCHINSON shall be reimbursed $.485 per mile for meetings approved by the Executive Director which are out of Boynton Beach. ARTICLE V Termination of Contract 5.1 This contract can be terminated in writing with or without cause by either party with a written 5-business day notice at which time a final invoice shall be submitted by HUTCHINSON due and payable within 30 days. 3 ARTICLE VI Insurance 6.1 If professional and/or other insurance is required by the CRA for HUTCHINSON to perform the consulting work contemplated herein, the cost of the insurance shall be paid by the CRA. ARTICLE VII Miscellaneous 7.1 Modification or Amendment of Contract. No modification of or amendment to this contract shall be valid unless reduced to writing and signed by both parties. 7.2 Assignment. This Contract is not assignable. HUTCHINSON shall not subcontract any portion of the work of this Contract without the prior written consent of the Executive Director. 7.3 Severability of Provisions. If any provision of this Contract or the application of any provision to any party or circumstance shall be prohibited by or invalid under applicable law, the provision shall be ineffective to the extent of such prohibition or invalidity without invalidating the remaining provisions of this Contract or their application to other parties or circumstances. 7.4 Governing Law and Venue. This Contract and the terms, conditions, and covenants contained in it shall be governed by and construed in accordance with the laws of the State of Florida, and any action brought in connection with this Contract shall be brought in Palm Beach County, Florida. 7.5 Entire Agreement. This Contract contains the entire agreement between the CRA and HUTCHINSON. All prior agreements and understandings, whether written or oral, pertaining to this Contract are fully abrogated and of no further force and effect from and after the date of this Contract. 7.6 Execution. This Contract may be executed in duplicate or counterparts, each of which shall be deemed an original and all of which together shall be deemed one and the same instrument. No term, condition, or covenant of this Contract shall be binding on either party until both parties have signed it. 7.7 Notice. Whenever either party desires to give notice to the other party, it must be given by written notice, sent via certified U.S. mail, with return receipt requested, by hand delivery or by facsimile transmission with receipt of delivery, addressed to the party for whom it is intended and the remaining parties, at the places last specified, and the places for giving of notice shall remain such until they shall have been changed by written notice in compliance with the provisions of this section. The CRA and HUTCHINSON designate the following as the respective places of giving notice: 4 CRA: Boynton Beach Community Redevelopment Agency Attention: CRA Chairperson 639 E. Ocean Avenue, Suite 107 Boynton Beach, Florida 33435 Telephone: 561-737-3256 Fax: 561-737-3258 COPY TO: Kenneth G. Spillias, Esq. Lewis, Longman & Walker, P.A. 1700 Palm Beach Lakes Boulevard, Suite 1000 West Palm Beach, Florida 33401 Telephone: 561-640-0820 Fax: 561-640-8202 HUTCHINSON: Douglas C. Hutchinson 9480 South Military Trail, Unit 4D Boynton Beach, Florida 33436 Telephone: 561-734-7762 EXECUTED on the respective dates set forth below: DOUGLAS C. HUTCHINSON BY: Douglas C. Hutchinson DATE: BOYNTON BEACH COMMUNITY REDEVELOPMENT AGENCY BY: CRA Chairperson DATE: 1:\Client Documents\Boynton Beach CRA\2419-000\MisclAgreements\60-dayonsultingcontract 11-8-05 redlined.doc 5