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2007-08-27 Joint WorkshopC 1 L_ CITY OF OKEECHOBEE, BOARD OF COUNTY COMMISSIONERS AND OKEECHOBEE SCHOOL BOAR! AUGUST 27,2007 JOINT WORKSHOP SUMMARY OF •' •P DISCUSSION PAGE 1 OF 3 11 AGENDA III DISCUSSION 11 I. CALL TO ORDER. A. Prayer - Tom Conely, School Board Attorney B. Pledge of Allegiance - Joe Arnold, School Board Chairman INTRODUCTION OF BOARDS: School Board Chairperson Arnold called the August 27, 2007 joint workshop to order at 5:35 p.m. The workshop was held at the Okeechobee Freshman Campus Auditorium located at 610 Southwest 2"d Avenue. Mr. Conely offered the invocation. The pledge of allegiance was led by Chair Arnold. Mr. Arnold introduced those present as: Mayor James E. Kirk Council Member Lowry Markham Council Member Dowling R. Watford, Jr. Council Member Clayton Williams Council Member Lydia Jean Williams was absent Board of County Commissions Chairperson Ray Domer County Commissioner Cliff Betts was absent County Commissioner Noel Chandler County Commissioner Elvie Posey County Commissioner Marvin Wherrell Okeechobee County School Board Chairperson Joe Arnold School Board Member Gay Carlton School Board Member Kelly Owens was absent School Board Member India Riedel School Board Member David Williams City Staff Members Present: City Attorney John R. Cook City Administrator Brian Whitehall City Clerk Lane Gamiotea County Staff Members Present: Assistant County Administrator Jim Threewits Deputy Clerk Debi Lewis School Board Staff Members Present: School Board Attorney Tom Conely Superintendent Dr. Pat Cooper Assistant Superintendent Ken Kenworthy Board Secretary Gina Arbogast III. Presentation of Public School Facilities Element, Capital Improvements Chair Arnold then yielded the floor to Mr. David L. DeYoung of Kimley-Horn and Associates to present the Element, and Intergovernmental Coordination Element - Mr. David L. information regarding the joint School Concurrency issue effecting the Public School Facilities Element (PSFE), DeYoung, of Kimley-Horn & Associations, Inc. Capital Improvements Elements (CIE) and Intergovernmental Coordination Elements (ICE) of each of the Boards Comprehensive Plans. i•• AUGUST 27, 2007 - CITYICOUNTYISCHOOL BOARD JOINT WORKSHOP - PAGE 2 OF 3 II AGENDA III DISCUSSION II III. Presentation of Public School Facilities Element, Capital Improvements School Concurrency is a requirement to ensure adequate school capacity is available to support the impact of Element, and Intergovernmental Coordination Element continued. residential development within an adopted level of service standard. It is needed for accountability for new residential development. Collaborative planning to address future student growth. Regulatory oversight monitoring of residential development for school planning. Acceptable community -wide standards for schools level of service. The components of the program address capacity measures for schools and additions; financial feasible 5-year capital plan; school level of service standard; concurrency service areas, residential review for school capacity; and proportionate share mitigation. By July 1, 2008 all three boards must adopt and update an interlocal agreement. The school board must adopt the Financially Feasible 5-Year Capital Plan. The City and County must adopt a PSFE; Update their CIE and ICE. They must also incorporate school concurrency into the Land Development Regulations. The Interlocal Agreement was adopted in September 2006. Mr. DeYoung went on to explain the various aspects of what will be completed to adopt the above documents and additional items to be addressed. Such as, the Financially Feasability Plan addresses new and additions to existing schools; Boundary or program changes; Acknowledging the impact of a charter school or "school of choice on enrollment;" and Mitigation Agreements. The data and analysis must address current condition's assessment; student projections and generation rates; future school capacity projections; revenue sources and funding mechanisms. Mr. DeYoung then shared maps of the County highlighting growth areas and future school facilities. The data and analysis results establishes the level of service based on financially feasible capital program; identifies concurrency service areas by a series of maps; provides basis for the PSFE; provides a method to assess the impact of residential growth on the public school system by using the student projections and generation rates. The PSFE will be based on the data and analysis; uses the inter -local agreement to establish Goals, Objective and Policies; addresses emergency preparedness and includes school map series. Then the CIE will be updated annually to include school district 5-year capital improvement plan and estimated review summary; demonstrates financial feasibility; achieves and maintains adopted level of service. Finally the ICE will be updated to include coordination procedures with the school district. Another matter to adopt and address is a Regulatory Review Process. This is a residential application submitted to the local governments; who in turn review to find the application complete. The application is then transmitted to the school district; who in turn reviews the application and notifies the City and/or County regarding school capacity availability. When the City and/or County completes development review processes they will do so as "approved," "approved with militation," or "denied." Mr. DeYoung went on to explain who the proportionate share militation is used for and options that will be included for the proposed developer. AUGUST 27, 2007 - CITYICOUNTYISCHOOL BOARD JOINT WORKSHOP - PAGE 3 OF 3 i• AGENDA DISCUSSION III. Presentation of Public School Facilities Element, Capital Improvements The next step in this process is to transmit to the Department of Community Affairs the adopted inter -local Element, and Intergovernmental Coordination Element continued. agreement; a copy of the adopted PSFE, and updated CIE and ICE by both the City and County. Which again, must be completed by July 1, 2008. Then the school currency will be incorporated into the City and County's LDR's, requiring a final ordinance to be adopted to amend their LDR's. IV. ADJOURN WORKSHOP. Please take notice and be advised that if a person decides to appeal any decision made by the City Council with respect to any matter considered at this meeting, helshe may need to insure that a verbatim record of the proceeding is made, which record includes the testimony and evidence upon which the appeal is to be based. City Clerk media are for the sole purpose of backup for official records of the Clerk. 1 There was a brief question and answer period. Mr. DeYoung thanked everyone for working so well together noting that Staff from the City, County and School Board are always so professional, open communication between the three entities is uncommon in most other counties, and each of the Boards could be proud to know they have the group of leaders that they have. There being no further discussion, the workshop was adjourned at 6:30 p.m. Kimley-Horn will be following up with the Boards individually to present their required documents for adoptions. ATTEST: Lane`Gamiotea, CMC, City Clerk James E. Kirk, Mayor CITY OF OKEECHOBEE 5 BOARD OF COUNTY COMMISSIONERS r. AND OKEECHOBEE SCHOOL BOARD AUGUST 27, 2006 JOINT WORKSHOP HANDWRITTEN MINUTES OF WORKSHOP DISCUSSION I. CALL TO ORDER. School Board Chairperson Arnold called the August 27, 2007 joint workshop to order at 5:30 p.m. The workshop was held at the Okeechobee Freshman Campus Auditorium located at 610 Southwest 2"d Avenue. A. Prayer - Tom Conely, School Board Attorney B. Pledge of Allegiance - Joe Arnold, School Board Chairman II. INTRODUCTION OF BOARDS: Mayor James E. Kirk PRESENT CITY Staff Members Present: Council Member Lowry Markham PRESENT City Attorney John R. Cook Absent Council Member Dowling R. Watford, Jr. PRESENT City Administrator Brian Whitehall Council Member Clayton Williams PRESENT City Clerk Lane Gamiotea Council Member Lydia Jean Williams ABSENT Board of County Commissions Chairperson Ray Domer PRESNT County Staff Members Present: County Commissioner Cliff Betts Absent County Attorney Laura McCall County Commissioner Noel Chandler Assistant County Administrator Threewits County Commissioner Elvie Posey Deputy Clerk Debi Lewis & Lynn County Commissioner Marvin Wherrell County Planning Director Bill Royce Okeechobee County School Board Chairperson Joe Arnold School Board Staff Members Present School Board Member Gay Carlton School Board Attorney Tom Conely School Board Member Kelly Owens Absent Superintendent Dr. Pat Cooper School Board Member India Riedel Assistant Superintendent Ken Kenworthy School Board Member David Williams Board Secretary Gina A r h o gci S* III. Presentation of Public School Facilities Element, Capital Improvements Element, and Intergovernmental Coordination Element - Mr. David L. DeYoung, of Kimley-Horn & Associations, Inc. Mr .David DeYoung began the discussion by stating his appreciation to Bill Royce (County Planning & Development), City Administrator Brian Whitehall and Assistant Superintendent Ken Kenworthy, who coordinated so well with Kimley-Horn staff, they also worked well together. Gave a little back ground about himself - worked for Palm Beach County School system with specifically, School Currenency issues. Palm Beach County School Board was the first to implement School Concurrency when it was an option only. Since then, he has been working as a consultant to help other schools with concurrency elements. Basic info, updates & tech info. Requirement that adequarete school capacity has available to support the impact of redisentia developmetn within adopted level of service.. It is needed for accountability for new residential development. Collaborative plannnign to address future student growth. Regulatory oversight moniotoritn of residential development for school planning. Acceptable comunit wide Components that the currenty program addresses: capacity measure, finaical feability, level of service standign that were addressed in the interlocal agreement, service areas. Capacity. Proportionate Share Mitigation. By July 1, 2008 all parities adopt updated interlocal agreement. The school board must adopt Penalties if we do not do it. State will with hold construction funds from school board. Will not approve comp plan amendments from the County and City governments. Interlocla Agreement Financially Feasiblity Plan Data and Analysis Growth Areas Fuure Schol Facilities Level of Service Concurrency Service Areas, five year maximum, Concurrency service areas map Data and Analysis Results Capital Improvement and Intergovernmental Coordination Elements Updated annually to include school district five year capital improvement plan and estimated revenue summary. Demponstrates financial feasibility. Achieves and mainatain adopted LOS. Updated to included coordination procedures with the school district. Regulatory Review Process. Residential application submittal to local government. Local government finds application complete. Application transmitted to school district. School district reviws application and notifies local government regardign school capacity availability. Local government complees development review process (approval, approval with mitigation, denial). Propportionate Share Mitigation. Used by developer when school capacity does not exist wihtin concurrency servcie area. Must be directed toward a capacity project identified in the school district five year capital pland and satisfy the demands created by the development. Must be formalized wiht a finding tri-party agreement. Proportionate share mitigation: Mitigation options may include: Donation of land buildings. Renovation of existing school facilities. Construction of permanent student stations. Construction of schools in advance of the time set forth in school districts five year plan. Financial contribution/mitigation bank. What are the next steps? Transmit to the DCA adopted ILA to the state for their review. Once they come back from the state, you have opportunity to adopt them. New public school faciliteis element. Updated CIE and ICE elements. Adopte elements no later than July 1, 2008. Incorporate school concurrentcy into the land LDR. You are ahead of other communities. Posey- di dyou say they are or are not count relocatables. We recommend you adopt they are not . Joe, section 8 how do we keep things quiet with the land deals? Instead of buying acres at certain address we could say a parcel between a certain address, if that would be acceptable to the city and county? You could get create with the notification requirements and as to who gets those notices. Same FS why isn't the level of servcie the factor here? Good questions, lot of rural county issues with who pays for what included in agreements because they want each side to say who pays for what for on site an doff site in advance so that the school will open on time, all tied to together and tied more than los than to forcing the communication, which may not be such an issue in okeechobee. Spoke with other board members of other counties, schools with districts for radius, to keep one student from a particular develpment from school speicific. There is possibility that a developer could build the charter school, then it fails, then the school district is suppose to take facilites over and most of the time it has to make changes. Charter schools need to be built and made part liek other. Should note that they would be allowed to attend the school adjacent to the development. Dowling what is a student station. It is a space for student, or a seat. Each cost is listed by student for different grade levels. Posey - questions on capacity of schools and boundary changes. Dowling - can we change the word from shall to may ? Yes you can, we do not recoomend. Updated ICE, page 7 , c you enter into a written agreement to work out the plan for the specific school, changes for each site. City CIE, policy 4.4 page 6, the financially feasible school district five year capital improvement plant (tenantive faciliteis work program) which achieves and maintains the adopted level of servcie standards for pbulci school, as approved by the Okee Co school board shall be included and adopted each year as part of the city annual budgeting process. This sounds like we need to address their needs during our budget time? Yes that is the basic intent, the idea is you all work out items way a head of time. Joe - pg 10 impact fee study - student station costs are listed. Joe - caught on pretty well to items that can cause friction. Ray, level of service, current FISH capacity? County wide level of service, existing and then future school transportation cost are taken into consideration. Counties that have no development opportunity areas such as a large lake or interstate, conservation areas, those are removed from the boundaries of the review area. Concurrency only involves new growth. Existing schools, roads, traffic is not considered in the concurrency. Dicussed the issues of adding buildings to existing schools due to growth of a development. Thank everyone for having me tonight. IV. ADJOURN WORKSHOP. There being no further discussion, Chairperson adjourned the workshop at 6:30 p.m. Please take notice and be advised that if a person decides to appeal any decision made by the City Council with respect to any matter considered at this meeting, he/she may need to insure that a verbatim record of the proceeding is made, which record includes the testimony and evidence upon which the appeal is to be based. City Clerk tapes are for the sole purpose of backup for official records of the Clerk. aB/2a/2887 14:87 B6346252a4 KEH<ENWIlIDN PAGE 82/82 :;EBEE COVNft ScIIOOLBO.DD OKEE DoDD OFCOuhn CoMMISSIU1'fEkS OJ CBOBEE CITY CODCIL . ~genda for Joint Workshop August 27. 2007 5:30 p.m. Frf,!shman Campus Auditorium 610 S.W. 2nd Avenue . Okeechobee. FL 34974 I. CaIIID Order A. Prayer - Tom Conelt. School Board Attomey B. Pledge of Alegianc8. - Joe Arnold, SChoOl Board Chairman IL IntrodUCtion of Bo8rd~ III. Presentation of PUb:lSchoOI Facilities Element, Capital Improvements Element, and Intergovernmell . Coordination Element Mr. D81rid L DeYoung, AICP Kimley-Horn & Associates, Inc. What is School Concurrency? Rcyuitement that AiCLI[ ne school capacit)' he acailahle to ,uplu,rt the impact of rc;idential �le\clohmcnt v\ithin an aLlopted Ic\cl ol, set ice standard II US). t " . r olr d A„ GCn = School Concurrency is needed for... ■ ACC011nta11111t� I' r nc\c rrsidcnlial dcvclopmcIII ■ CollahofLm,, : l•lanninp W address futtnc >tudcnt �ro��th ■ Rc_ul;rtor� o�cr>icht nnnutotimaof rc'idc mal for school planning ■,lcccptablcconnnunm-��idcxt:uulardslix schools Ic�cl n1 -,nice _ a, 0i R t Concurrency Components The School C'oncurrcnCv Program addresses: ■ ('upaCity Measure — schools and additions ■ I inanciall\ Feasible l ear Capital 1 Ian A%ailahilih Standanl lint ? can of Cll' ■ School Levcl of Scr\ice StanLLIld ILOS) ■ Concurrence Service Areas WS:A I ■ Residential Rev icty lur School Capacity a Proportionate Sharc Mitigation — binding tri-party agreement `6lreechobee County Ruhlic Schnnl rnnrtn Required Documents ■ All parties adopt. ( pdatcd Intcrloral :AgrCement ■ School Board adoption of I inancialh fcasihlcl he-)carC appal Plan ■ Local goy ernrncnt adoption of I'ahllC SChool taCIIIIICI Ilcnunt =I",] I I pdawd C'al,ital hnprowuQm I Icnxnt (CH:I l pdated Intergovernmental Coordination Hement ( ICI[ I Gin ;` ya rc Penalties for Non -Compliance ■ The School Board nun be subject to Sanctions t\ hich withhold State tilnds Ior school construction. ■ fhe local gmernntcnt may he subject to nuntetan sanctions and prohibited from adopting_ comprehensk c plan amendmmnts that increase residential dcnsit\. Can„ rc County Interlocal Agreement (ILA) t he Intcrlocal :ACI'CClllell[ for Public School Pacilm PLmnine 11 A) leas updated to prop ide a delailcd plan lilt >chool concurrene\ includine. ■ l'niform Ic\el (11 semce>tandards foreach school tcpc ■ Defined 1:011CUIM1Cv sen ice areas ■ Monitoring and el:duation ■ Cahltal II11pi'O�ellle111 plalwill'-, Illlanclal Ie;KIbdIIC ■ Compleaal 8eptc tuber 14. 1000 - 4ekeechobee County Financially Feasible Plan ■ New schools or additions ■ Boundary or program changes ■ Ackno\vledging the impact of a charter school or 'school of choice' on enrollment ■ Mitivation agreements Data and Analysis Requircd lirr Public School hacilitics Dement ■ 0IIIent conditions assessment ■ Student projections and generation rates ■ I ulurc school capacit\ projections ■ Revenue sources and ILndin_ mechanisms Can;c._ _ County Growth Areas Cou Future School Facilities Level of Service CSA Utilization Enrollment Capacity C=11191= 11. rc Level of Service Type of School Level of Service E,:.-., P,i nannl FISH Caps ly Cons —ny Utilization Rate 100, 1 750 1.200 Ne.r H..,i1 S:,nc_:: 1.500 con .d L. K Concurrency Service Areas District -Wide (5 Years Max.) Less Than District -Wide Con :=_ R 4)keechobee Coun Concurrency Service Area Data and Analysis Results ■ I :,labli"he, I .ev el of Set.v ice bard on linancialb, fcasihle Capital Program ■ Identifies Concurrcnc% tics ice Area, -- Map Series ■ Pro\ ides hasis fur the Public school I acilities I'Ilenient ■ Prov ides a method to asses, the impact of residential gro%vth on the public School sstem — Student projections — SUICICnt generation rates eechobee County Public School Facilities Element (PSFE) ■ Required new contprehenSi\ e plan elknunl ■ Nlu,t be consistent \\ith I[ A and each local eon ernmcnl ■ Adopted by each participating local government Based on d;uu and anah 1. lse, II :A to c,tahli,h ,,mk. and policies �,� AddresSes entcr_enes prepaiednc>, ll' Includes school snap series C=I1 u. . n Capital Improvements (CIE) and Intergovernmental Coordination (ICE) Elements ■ C 11= updated ❑nnualh to inrlu.I: school D1,1110 Fn c-) ear l apical Intprm cmclit flan and I`SlIIliated Ite� cnue tiunnn;tn Denutnstnue, linancial I�a�ihilin .AchleA CS ;utd mainuu n, ad��ptcd I.t tti ■ ICI- Updatcd to include coordination proc,.durc. mth the School I>istrict Carl :....aM Regulatory Review Process ■ Itcsidcntial application suhmiticd to loc;tl zo\ernmcnt ■ Local -,o\crnmcnt finds application comhlcte ■ .Application transmitted to School District ■ School I)istrict rc\icx\s application and notit'ics local gMcrnmcnt regarding. school capacity �ailabiht\ ■ Local government completes de\clopment rc\ iea process (approval. approv al �\ ith i� mitigation. (1enial) Can „—.— Proportionate Share Mitigation ■ used by a developer when school capacity does not eXist within concurrence service area ■ Must be directed toward a capacity project identified in the School District Fire -bear Capital Plan and satisfy the demands created by the development ■ dust be formalized with a binding tri-party a reement Can :;w— K Oechobee County Public School oncurr ncy Proportionate Share Mitigation ■ Mitigation options may include: Donation of landibuildin-s Renovation of existing school facilities ('onstruction of permanent student stations - ('onstruction of schools in adk ance of the time set forth in School District's Five -Year Plan —Financial contribution/mitigation bank Next Steps ■ Transmit to the Department of C`onununity Affairs: — Adopted ILA New Public School Facilities Element —Updated CIE and ICE Elements ■ Adopt Elements no later than July I. 2008 ■ Incorporate School Concurrency into the Land Development Regulations c>6►1 ;"::,gym Questions ???