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HomeMy WebLinkAbout2011-06-20 - City Commission Workshop Meeting MinutesCITY OF TAMARAC CITY COMMISSION WORKSHOP MEETING MONDAY, JUNE 20, 2011 CALL TO ORDER: Mayor Bushnell called the workshop meeting to order at 9:36 a.m. on Monday, June 20, 2011 in Room 105, Tamarac City Hall, 7525 NW 88 Avenue, Tamarac, FL. PRESENT: Mayor Pamela Bushnell, Vice Mayor Michelle J. Gomez, Commissioner Marion Swenson, Commissioner Diane Glasser, and Commissioner Harry Dressler (arrived at 9:38 a.m.). ALSO PRESENT: City Manager Michael Cernech, Assistant City Manager Diane Phillips, Assistant City Attorney Julie Klahr and City Clerk Peter M. J. Richardson. PLEDGE OF ALLEGIANCE: Vice Mayor Michelle J. Gomez led the Pledge of Allegiance. 1. Item No. 6(b) on the Consent Agenda. DELL — MASTER LEASE AGREEMENT — PC LEASE: (TR12026) A Resolution of the City Commission of the City of Tamarac, Florida, authorizing the appropriate City officials to execute a master lease agreement with Dell Financial Services to lease one hundred and thirty-five (135) desk top and lap top computers for four years at an annual cost of $27,164.71, for a total cost of $108,868.84 at the end of the four years, providing for conflicts; providing for severability; and providing for an effective date. Information Technology Director Levent Sucuoglu, Financial Services Director Mark Mason and Purchasing/Contracts Manager Keith Glatz. Mr. Sucuoglu stated that City staffs proposal was to replace a total of 135 portable computers over the next four (4) years as part of the City's regularly scheduled technology replacement program. He noted that City staff was proposing that the personal computers be leased, rather than purchased. Financial Services Director Mark Mason noted that it would cost a total of approximately $2,000 less over the four year term to lease, rather than purchase the computers. Mr. Mason also noted that the proposed methodology would provide greater expense -related predictability relative to the City's budgeting process for computers. Commissioner Swenson inquired whether the computers would be new or refurbished. Mr. Sucuoglu said that the computers would be new. Commissioner Dressler inquired whether City staff had evaluated "cloud" -related technology options. Mr. Sucuoglu stated that staff had evaluated a number of potential options, but some type of end -user equipment was necessary to access the City's computer servers. Commissioner Glasser inquired about the status of the computers which would be replaced. Mr. Sucuoglu said that some would be kept for replacements, while others would be donated and the balance of the computers would be coordinated for on-line auction by the Purchasing Division. Page 1 of 5 City Commission Workshop June 20, 2011 Commissioner Dressler apologized for being a few minutes late, noting that he had been conferring with BSO Tamarac Chief Marc Duguay. Commissioner Dressler inquired about the affiliation of the court reporter in attendance at this morning's meeting. Luciano Isla, representing the Dade Waste Haulers Council, said that the court reporter was in attendance relative to Item #5 on this morning's workshop agenda. Mayor Bushnell inquired about the process for clearing data and information from the hard drives on the older/surplus computers. Mr. Sucuoglu said that Dell contracted with a provider who certified that the applicable hard drives had been wiped of City -related data. Mr. Cernech said that City staff would not be making a presentation to the Mayor and City Commissioners today regarding Item #5. He also noted that persons wanting to find out the status of the item for Wednesday morning's regular City Commission meeting were welcome to call the City Clerk's Office after 8:00 a.m. on Wednesday morning, June 22" d. Mr. Cernech said that Public Works Director Jack Strain and Purchasing/Contracts Manager Keith Glatz were available to answer questions from company representatives in the atrium area of City Hall. 2. Item No. 6(e) on the Consent Agenda. INTERLOCAL AUTOMATIC AID AGREEMENT WITH CORAL SPRINGS (TR12044)T A Resolution of the City Commission of the City of Tamarac, Florida, authorizing the City Manager or his designee and the appropriate City officials to approve and to execute an interlocal agreement between the City of Tamarac and the City of Coral Springs; allowing for the provision of Cooperative Automatic Fire and Emergency Medical Services through Automatic Aid; providing for conflicts; providing for severability; and providing for an effective date. Fire Chief Mike Burton. Fire Chief Mike Burton reviewed the proposal to enter into an interlocal automatic aid agreement with the City of Coral Springs. He noted that presently both Coral Springs and the City of Tamarac Fire Rescue Departments faced response time challenges when responding to calls on the portion of the Sawgrass Expressway located between Commercial Boulevard and the C-14 canal. Chief Burton noted that the Coral Springs City Commission had approved the proposed interlocal automatic aid agreement at a recent meeting. He also commended Tamarac Assistant Fire Chief Percy Sayles and Coral Springs Assistant Fire Chief Frank Babinec for their coordinated efforts in drafting the proposed automatic aid agreement between the two municipalities. 3. Item No. 9 (a) on Public Hearings. COMMUNITY DEVELOPMENT BLOCK GRANT FY 11/12 ACTION PLAN (TR12029): A Resolution of the City Commission of the City of Tamarac, Florida approving the projects recommended for inclusion in the Fiscal Year 2011 Annual Action Plan for expenditure of the US Housing and Urban Development Community Development Block grant funds estimated to be $377,497 for the twelfth program year (Case No. 11-MI-11); providing for conflicts; providing for Page 2 of 5 City Commission Workshop June 20, 2011 severability; and providing for an effective date. Community Development Director Jennifer Bramley and Housing Administrator Angela Bauldree. Housing Administrator Angela Bauldree presented a brief overview of the proposed FY 2011/12 Annual Action Plan for the Community Development Block Grant Program, noting that funds were included for a temporary full-time social worker, a part-time Fit4U Jazzercise program staff person and funding for minor home repairs in the amount of $245,372.00, with a cap of $30,000 per property. Vice Mayor Gomez and Commissioner Glasser expressed appreciation to Ms. Bramley and Ms. Bauldree for their ongoing efforts relative to the City's housing and CDBG programs. 4. Item No. 6(i) on the Consent Agenda. AWARD BID NO. 11-01B FOR LAGOS de CAMPO SIDEWALK PROJECT TR12043 . A Resolution of the City Commission of the City of Tamarac, Florida, awarding Bid No. 11-01B to and approving an agreement with Spearhead Development Group, Inc., for the Lagos de Campo Boulevard sidewalk installation project, located on Lagos de Campo Boulevard between McNab Road and Pine Island Road, in accordance with Bid No. 11-01B for a contract amount of $155,959.35; a contingency in the amount of $23,39390 will be added to the project account, for a total project budget of $178,989.25; authorizing an expenditure from the appropriate accounts; authorizing budget amendments for proper accounting purposes; providing for conflicts; providing for severability; and providing for an effective date. Public Works Director Jack Strain and Purchasing/Contracts Manager Keith Glatz Public Works Director Jack Strain stated that the proposed sidewalk installation project would include some portions relative to ADA access, while other sections of sidewalk would be constructed where there were presently no sidewalks in place. Mr. Strain noted that the total project budget was $178,989.25, including a contingency of $23,393.90. Mr. Strain estimated that it would take approximately six months to complete the Lagos de Campo sidewalk project. Commissioner Dressler expressed appreciation to Vice Mayor Gomez and City Manager Michael Cernech for identifying the value of this project to the community and for coordinating the use of Community Development Block Grant funds to pay for the project. Vice Mayor Gomez stated that this was a team effort between City staff and the City Commission. Commissioner Glasser noted that there was some existing shrubbery along portions of the existing sidewalk or potential locations for sidewalks. Mr. Strain said this shrubbery would be trimmed back to accommodate the installation of sidewalks. Mayor Bushnell inquired whether additional CDBG funds were available for sidewalk projects. Ms. Bramley stated that there would likely be some future CDBG funds available for sidewalk projects, if this were the City Commission's direction to City staff. Mayor Bushnell inquired about the process for suggesting potential sidewalk projects. Mr. Strain said that persons with suggestions for potential sidewalk projects could contact the City's Public Works Department, Page 3 of 5 City Commission Workshop June 20, 2011 S. Item No. 8 (a) on Ordinances — First Reading. SOLID WASTE FRANCHISE AWARD (TO2225). Motion to adopt an Ordinance of the City Commission of the City of Tamarac, Florida, on .first reading awarding RFP No. 09-16R and approving a franchise agreement with Waste Management Inc. of Florida for furnishing collection and disposal of residential solid waste and recycling and commercial solid waste; authorizing the appropriate City Officials to execute the franchise agreement with Waste Management Inc., of Florida and to take action consistent with the intent of this Ordinance; providing for the ability to revise rates for solid waste and recycling collection and disposal services through the adoption of a resolution by the City Commission; providing for conflicts; providing for severability; and providing for an effective date. Public Works Director Jack Strain and Purchasing/Contracts Manager Keith Glatz As referenced on Page 2 of this document, discussion relative to this item was removed from today's City Commission workshop. 6. FIRE RESCUE ASSESSMENT UPDATE: Financial Services Director Mark Mason and Fire Chief Mike Burton. Financial Services Director Mark Mason noted that the City of Tamarac's fire -rescue assessment had been in place since 1996-1997, with the current residential assessment for the past three years being $193.00 per unit. Mr. Mason presented a comprehensive overview of the assessment variables, and noted that if the assessment were based on 100% recovery, the assessment would increase to $294.00. He stated that City staffs proposal was to have an 85% recovery rate for 2012, translating to an assessment of $250.00. Mr. Mason also said that a recovery rate of 90% or $264.00 was proposed for 2013. He stated that the preponderance of communities in Broward County proposed to increase their fire rescue assessments for 2012. Mr. Mason said that City staff would be requesting that the Mayor and City Commission set the 2012 fire rescue assessment rate at their July 13, 2011 meeting. Mr. Burton noted that improved recordkeeping had made it possible to do a more thorough job of call reporting and accounting for larger -ticket items in the Fire Rescue Department. Commissioner Swenson stated that she would prefer moving ahead with the 90% recovery rate for the assessment, if staff concurred. Commissioner Dressler said that City staff had done a good job of forecasting and he suggested that the City Commission have a strategic goal of not increasing the City's budget at all or only by some prudent CPI (consumer price index). Vice Mayor Gomez said that she would reserve her questions for City staffs presentation at the upcoming budget session next Tuesday. Commissioner Glasser stated that the fire rescue assessment had to be scrutinized in greater detail relative to the difficult fiscal circumstances facing many residents of the City of Tamarac. Mayor Bushnell stated that this matter needed to be discussed in greater detail in a budgetary sense. Mayor Bushnell inquired whether regionalization would have any effect on future fire rescue assessments. Chief Burton said that there could potentially be incremental impacts in the assessment rate over Page 4 of 5 City Commission Workshop June 20, 2011 11 1 1 time. Mayor Bushnell noted that the City Commissioners and herself had a lot of materials to review before next Tuesday's meeting related to budgetary matters. 7. Other Business There being no further business to come before the City Commission, Mayor Bushnell adjourned the workshop meeting at 11:09 a.m. ���` dF• TA Mq,p �i. r E3TAgL�SHED • o 1 g63 : a gEAL O; Page 5 of 5 eter M. J. Kichardson., CRM City Clerk City Commission Workshop June 20, 2011