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HomeMy WebLinkAbout2012-05-07 - City Commission Workshop Meeting Minutes_ CITY OF TAMARAC CITY COMMISSION WORKSHOP MEETING MONDAY, MAY 7, 2012 CALL TO ORDER: Mayor Talabisco called the workshop meeting to order at 9:33 a.m. on Monday, May 7, 2012 in Room 105, Tamarac City Hall, 7525 NW 88th Avenue, Tamarac, Florida. ROLL CALL: Mayor Beth Talabisco, Commissioner Pamela Bushnell, Commissioner Michelle J. Gomez, Vice Mayor Diane Glasser and Commissioner Harry Dressler were in attendance. ALSO PRESENT: City Manager Michael Cernech, Assistant City Manager Diane Phillips, Assistant City Attorney Jacob Horowitz and City Clerk Peter M. J. Richardson. PLEDGE OF ALLEGIANCE: Mayor Beth Talabisco led the Pledge of Allegiance. 1. UPDATE ON TAMARAC PARKS AND RECREATION FOUNDATION. Parks and Recreation Director Greg Warner, Carol Courtney, President, and Rick Richter, Treasurer, Tamarac Parks and Recreation Foundation Carol Courtney, President of the Tamarac Parks and Recreation Foundation Board of Directors, and Greg Warner, Parks and Recreation Director, provided an update on the recent activities of the Parks and Recreation Foundation. Mr. Warner stated that a number of potential projects were in limbo, pending the Foundation's receipt of its 501 (3) status. He also said that the Foundation's proposed "Buy a Brick" program would potentially be housed at the Gary B. Jones Park for People and Pups, in light of the fact that many people would welcome the opportunity to memorialize their departed animal companions. Mr. Warner also noted that the Foundation was in the process of collecting e-mail addresses of persons interested in receiving future announcements and updates about the Foundation's activities and programs. Ms. Courtney stated that the Foundation had recently conducted a number of fund-raising activities, including a raffle at the Taste of Tamarac event, which raised approximately $1200.00 for the Tamarac Parks and Recreation Foundation. Ms. Courtney also noted that the Foundation would be holding a fund-raising golf tournament for the Tamarac Parks and Recreation Foundation on June 1st. Commissioner Bushnell commended the Foundation's Board of Directors for doing a great job to date and suggested the possibility of the Foundation hosting a "Canadians versus Americans" golf tournament in the future. Mayor Talabisco said that the Can -Am Golf Tournament had been held for a number of years at the Woodlands Country Club and had been very well -received and enjoyed by the event's participants. Both Commissioner Dressler and Commissioner Gomez expressed appreciation to Ms. Courtney, Mr. Richter and all of the Foundation's Board members for doing a wonderful job in coordinating the Foundation's activities and programs to date. Mayor Talabisco inquired about the status of the Foundation's 501(c)(3) status. Mr. Warner said the Foundation anticipated receiving approval of their 501(c)(3) application prior to individuals filing requests for potential tax deductions. Mayor Talabisco inquired whether or not there were any potential legal impediments or conflicts to prevent herself or members of the City Commission from providing the Foundation Board of Directors with the names of potential corporate sponsors. Mr. Horowitz said that there was no conflict or other legal impediment which precluded members of the City Commission from sharing potential corporate sponsorships information with members of the Tamarac Parks and Recreation Foundation Board of Directors. 2. RECYCLEBANK DEMONSTRATION. Public Services Director Jack Strain, Budget/Contracts Manager Troy Gies, Harold "Butch" Carter, Government Affairs Manager, Waste Management, Inc. of Florida and Jeremiah Smith, Director, Community Solutions — Southeast Recyclebank, Inc. Jeremiah Smith, Director of Community Solutions for Southeast Recyclebank, provided the Mayor and City Commissioners with a detailed overview of the Recyclebank website. Mr. Smith stated that the penultimate objective of the Recyclebank program was to have as many residents as possible encourage their neighbors to recycle and to be good stewards of our environment. Mr. Smith responded to a number of questions from the Mayor and City Commissioners relative to program implementation matters. Mayor Talabisco inquired when the Mayor and City Commissioners would be able to initially review the results from the Recyclebank program implementation in the City of Tamarac. Public Works Director Jack Strain suggested that program statistics could be made available to the Mayor and City Commissioners on a quarterly basis. Mr. Smith said that an initial report could be provided thirty days after program implementation, with subsequent reports provided on a quarterly basis, as suggested by Mr. Strain. Mayor Talabisco inquired whether or not minor program adjustments or tweaks could be made, as necessary. Mr. Smith said that program modifications could be made as necessary, based upon input from applicable City of Tamarac representatives. Commissioner Gomez inquired about the possibility of an automatic rollover program for unused Recyclebank participation points. Mr. Smith said that individual action was needed in order to roll over any unused points. Commissioner Gomez inquired how residents without internet access could participate in the Recyclebank program. Mr. Smith said that persons without internet access could set up their Recyclebank account telephonically and speak to a live operator, rather than responding to electronic prompts. Commissioner Gomez inquired about the possibility of offering program participants the option of donating points to the Tamarac Parks and Recreation Foundation, Tamarac Historical Society or other similar programs. Mr. Smith said that Recyclebank staff would be pleased to discuss potential options with City staff relative to this matter. Commissioner Bushnell inquired about the process for local businesses to participate in the Recyclebank consumer participation program. Mr. Smith said that Recyclebank would send a team of staff to the Tamarac area to seek out potential retail and commercial program participants. Commissioner Dressler said he would be most pleased when none of the program participation points expired in the future. Commissioner Gomez inquired about the possibility of sweeping unused program points to local school programs and similar activities. Mr. Strain said although it was possible to have a pooling of points, some of the program's sponsors might not be pleased with such a program element. Commissioner Dressler requested that Recyclebank's quarterly report to the Mayor and City Commissioners include metrics on a quarterly basis relative to what percentage of program participation points went unused or expired. Commissioner Dressler also noted that his role as a City Commissioner was to make the cost of the City of Tamarac's waste collection program as low as possible. Mr. Smith noted that unused program points were included in the periodic reports which would be provided to the City of Tamarac by Recyclebank. Commissioner Gomez was out of the room from 10:56 to 10:58 a.m. Mr. Gies said that one of the City's goals was to get as close as possible to 100% redemption of Recyclebank program points. Mr. Strain suggested that the overall status of the City's Recyclebank program be initially reviewed after six months. Mayor Talabisco said that this was a good plan of action. There was a break in the proceedings between 10:58 and 11:11 a.m. 3. Item No. 6(b) on the Consent Agenda. TAMARAC ADA RENOVATION PROJECTS: (TR12153) A Resolution of the City Commission of the City of Tamarac, Florida, awarding RFP No. 11-23R to, and approving an agreement with, Asset Builders, LLC for the Tamarac Design/Build ADA Restroom Renovation Project in accordance with RFP No. 11-23R for a contract amount of $71,205.38; a contingency in the amount of $10,860.00 will be added to the project account, for a total project budget of $81,885.38; 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 Services Director Jack Strain and Purchasing/Contracts Manager Keith Glatz Mr. Strain noted that ADA compliance related renovations had recently been completed at the Gary B. Jones Dog Park Facility and would be initiated for various restroom facilities throughout the City if TR12153 were adopted by the City Commission at Wednesday evening's meeting. Mr. Strain said that City staff was recommending awarding the contract to Asset Builders LLC to address ADA compliance matters in restroom facilities. 4. Item No. 6(e) on the Consent Agenda. EXTENDING AGREEMENTS WITH ASHBRITT AND DRC FOR DISASTER DEBRIS REMOVAL (TR12195) A Resolution of the City Commission of the City of Tamarac, Florida, approving the extension of the agreements with Ashbritt, Inc. and DRC Emergency Services, LLC for disaster debris removal services; authorizing the appropriate City Officials to execute an extension with Ashbritt Inc. and DRC Emergency Services, LLC for disaster debris removal services; providing for conflicts; providing for severability; and providing for an effective date. Public Services Director Jack Strain and Purchasing/Contracts Manager Keith Glatz Mr. Strain and Mr. Glatz noted that the City of Tamarac had enjoyed a very good and professional relationship with both Ashbritt and DRC for disaster debris removal services in the past. Mr. Strain said staff was recommending that the Mayor and City Commission extend the existing agreements with Ashbritt and DRC for disaster debris removal through this year's potential hurricane season. 5. Item No. 6(f) on the Consent Agenda. EXTEND AGREEMENT WITH SAIC-BDR FOR DISASTER DEBRIS MONITORING (TR 12196) A Resolution of the City Commission of the City of Tamarac, Florida, approving the extension of the agreement with Science Applications International Corporation for disaster debris monitoring services; authorizing the appropriate City officials to execute extension with Science Applications International Corporation for disaster debris monitoring services; providing for conflicts; providing for severability; and providing for an effective date. Public Services Director Jack Strain and Purchasing/Contracts Manager Keith Glatz Mr. Strain said that the City of Tamarac had enjoyed a very good relationship with SAIC-BDR and its predecessor firms to handle disaster debris monitoring services. Mr. Strain stated that City staff was recommending continuation of the existing agreement through the upcoming hurricane season, with competitive bids being sought for services in late 2012 or early 2013. 6. Item No. 6(d) on the Consent Agenda. TELEPHONE SYSTEM UPGRADE TR12194 A Resolution of the City Commission of the City of Tamarac, Florida, authorizing the appropriate City officials to execute the required agreements with Adcap Network Systems to purchase equipment and services to upgrade the City's VoIP telephone system, utilizing State of Florida contracts #730-000-09-1 and #250-000-09-1; authorizing an expenditure for an amount not to exceed $95,343; providing for conflicts; providing for severability; and providing for an effective date. IT Director Levent Sucuoglu, IT Systems and Network Manager James Twigger and Purchasing/Contracts Manager Keith Glatz Mr. Twigger noted that the City had originally purchased the system hardware, including desktop phones, in 2005. Mr. Twigger said that when the system was originally purchased, a total of thirty physical servers were needed to operate the equipment. He noted that technological advancements such as virtualization, had made it possible to reduce the number of servers needed to only three. Mr. Twigger said that staff anticipated that the project would be completed by June and would be implemented after normal working hours and on weekends. Commissioner Dressler inquired whether City staff had considered cloud -based VoIP options. Mr. Sucuoglu said that City staff would consider potential cloud solutions for future applications. Commissioner Bushnell requested details about the projected $120,000 in savings from implementation of the system upgrade. Mr. Twigger said that implementation of the system upgrades would reduce a typical monthly telephone bill from $14,000 per month down to approximately $2000 to $3000 per month. 7. Item No. 6(c) on the Consent Agenda. CODE OF ETHICS — SPONSORSHIP OF NON-PROFIT CHARITABLE ORGANIZATIONS (TR12192) A Resolution of the City Commission of the City of Tamarac, Florida, recognizing a sponsorship or co-sponsorship relationship between the City of Tamarac and those charities and organizations listed in Exhibit "A", attached hereto and incorporated herein, as may be amended from time to time, for the express purpose of compliance with Section 1-19(c)(5)(a)(4) of the Broward County Code of Ordinances; providing for conflicts; providing for severability and providing for an effective date. Assistant City Attorney Jacob Horowitz Mr. Horowitz said that he had provided the Mayor and City Commissioners with hard copies of the applicable Broward County disclosure forms pertaining to charitable solicitation matters. He noted that the resolution pertaining to this matter contained a list of applicable non-profit charities and organizations. Mr. Horowitz responded to questions from the Mayor and City Commissioners regarding various aspects of sponsorship of non-profit charitable organizations. Noting that some members of the City Commission were involved with the annual Relay for Life event in Tamarac and related activities, Ms. Phillips said that City staff would amend the attached listing of non-profit charitable organizations to include the American Cancer Society. Mayor Talabisco inquired whether there were any additional items of business today. Mr. Cernech invited the Mayor and members of the City Commission to inspect the -- newest addition to the Fire Department's fleet, a quint apparatus, in the rear parking lot of City Hall. There being no further business, the workshop was adjourned at 11:39 a.m. Peter M. JJRich!ardso_n, CRM City Clerk