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HomeMy WebLinkAbout2003-06-23 - City Commission Workshop Meeting MinutesCITY OF TAMARAC WORKSHOP MEETING MONDAY, JUNE 23, 2003 CALL TO ORDER: Mayor Schreiber called the Workshop Meeting of the City Commission to order on Monday, June 23, 2003, at 9:30 a.m. in Room 105 of Tamarac City Hall, 7525 NW 88th Avenue, Tamarac, Florida. PRESENT: Mayor Joe Schreiber, Vice Mayor Karen L. Roberts, Commissioner Edward C. Portner, Commissioner Beth Flansbaum-Talabisco, and Commissioner Marc L. Sultanof. ALSO PRESENT: City Manager Jeffrey L. Miller, City Attorney Mitchell S. Kraft, Assistant City Manager Michael C. Cernech, and City Clerk Marion Swenson. Mayor Schreiber called for the Pledge of Allegiance. City Clerk Swenson introduced Richard Cooper, the new Office Specialist in the City Clerk's office. 1. JUNE 25, 2003 AGENDA ITEMS: a. Item No. 6(k). AGREEMENT BETWEEN CITY AND STREET FURNITURE ADVERTISING GROUP INC. FOR BUS SHELTER DESIGN CONSTRUCTION INSTALLATION AND MAINTENANCE: (TR10165) Awarding RFP No. 03-10R to and executing an Agreement with Street Furniture Advertising Group, Inc. to furnish bus shelters for the City of Tamarac for a ten year period beginning July 3, 2003 through July 2, 2013 with an option to renew for an additional five year period. Assistant to the City Manager Phillips gave a presentation and explained the RFP process, in particular, as it related to the RFP for Bush Shelters. Commissioner Sultanof asked who was on the evaluation committee and if the Finance Director was part of the committee. Assistant to the City Manager Phillips said the committee was composed of the Community Development Director, Program Manager for Public Works, herself and the Building Official, and input was gotten from the engineering staff. The finance department was involved in putting together the package and facilitating the committee. Mayor Schreiber said it is the County's obligation to provide bus shelters to the citizens. Assistant to the City Manager Phillips responded that it is a revenue issue, and gives Tamarac control of the design for shelters within the City limits as well as maintenance of the facilities. Mayor Schreiber asked if we checked with other cities to see if the bid was reasonable and Assistant to the City Manager Phillips responded in the affirmative. Commissioner Flansbaum-Talabisco asked if we are paying the price for wanting a more aesthetically pleasing product, and questioned why there was only one bidder. Assistant to the City Manager Phillips said in general, there are not a lot of shelter companies out there, and we did not get a proposal from the current company, Clear Channel. The proposed contract offers $30.00 per bus shelter and escalates through the term of the contract. As advertising is sold, there is an opportunity for Tamarac to share in the revenues (15%) if that figure is higher than the $30.00 per month. Commissioner Flansbaum-Talabisco asked how the $30.00 was arrived at and what the June 23, 2003 City Commission Workshop 1 jumping off figure was for the last contract. Assistant to the City Manager Phillips said the $30.00 was proposed by the vendor, and in 1994 it was $41.60 per shelter. In the 10th year this contract would generate about $65.00 per month. Commissioner Flansbaum-Talabisco asked that in the future more backup is provided for these types of items, for example, previous contracts as well as proposed. Mayor Schreiber asked if the County was contacted to find out who they deal with, and Commissioner Sultanof said the County does not have anything to do with bus shelters except in unincorporated areas. Commissioner Partner asked how many RFP's were sent out and if they were all in Florida. Senior Procurement Specialist Nicotra said about 6-8 were sent out and he would have to check the locations. Commissioner Portner expressed concern with the length of the contract. Barry Kutun, President, Street Furniture Advertising Group, Inc. gave a presentation and said there are only two providers in South Florida, Clear Channel and Street Furniture Advertising, and Clear Channel did not bid. The proposal calls for new solar powered bus shelters that cost about $10,000 per shelter, which is why the contract is for 10 years. Mr. Kutun spoke of the monthly fee to the City per bus shelter, and the 15% revenue from advertising. Mayor Schreiber said the new shelters will improve the appearance of the City, and asked if solar would cut down on energy costs. Mr. Kutun said it would. Commissioner Partner asked what material the bus shelters are made of and Mr. Kutun responded galvanized steel, which will not rust, and which is sturdier than aluminum. Commissioner Partner said he does not approve of one bid for a contract and is concerned that the City is not getting the best deal; he will not approve any contract with just one bidder. b. Item No. 6(I). AGREEMENT BETWEEN CITY AND MARTIN OUTDOOR MEDIA INC. FOR BUS BENCH DESIGN CONSTRUCTION INSTALLATION AND MAINTENANCE: (TR10164) Awarding RFP No. 03-10R to and executing an agreement with Martin Outdoor Media, Inc. to furnish bus benches for the City of Tamarac for a five year period beginning July 16, 2003 through July 15, 2008 with an option to renew for an additional five year period. Assistant to the City Manager Phillips gave a presentation and introduced Scott Martin, of Martin Outdoor Media, Inc. Mr. Martin gave a presentation. Commissioner Flansbaum-Talabisco expressed concern that the trash receptacle did not have a cover. Mr. Martin spoke of trash service provided by his company. Commissioner Flansbaum-Talabisco asked if the benches were in use elsewhere, and Mr. Martin said no, these were designed specifically for Tamarac. Commissioner Flansbaum-Talabisco asked how much inventory Mr. Martin would keep on hand and he replied there would be a 20% overage. Commissioner Flansbaum- Talabisco questioned whether Messrs. Martin and Flutie were partners, since they both had the same job descriptions, and asked how many people worked for the company. Mr. Flutie replied he is the field supervisor and will oversee the project; there are seven employees. Commissioner Flansbaum-Talabisco questioned whether the City called all the references, and said there is a difference between a testimonial and a reference. Assistant to the City Manager Phillips said references were checked. Commissioner Partner questioned benches in Hollywood without advertising and whether Martin Outdoor Advertising was late in paying North Miami Beach, Mr. Martin said all required advertising was in place in Hollywood and contracts are adhered to. There was June 23, 2003 City Commission Workshop 2 discussion about the cost of the benches and the term of the contract. Vice Mayor Roberts asked how many bus benches are being considered and Assistant to the City Manager Phillips said 78 current benches were identified at transit stops, but the City also wants to replace those where customers were used to having them, and if it is in the best interest of the City, additional benches can be installed. The most recent report is that 131 benches are allocated by the current vendor, but some may not be at a transit stop. Commissioner Sultanof asked if some benches will be at the bus shelter locations, and Assistant to the City Manager Phillips said each shelter will have a bench provided, but benches are also located elsewhere. Commissioner Sultanof said he would like to see a one-year review and an open window to terminate the contract. Assistant to the City Manager Phillips explained language is built into the contract for a 30-day cancellation clause based on performance or convenience of the City. There is also a provision for the Company to provide quarterly reports to the City and the Building Department will monitor the contract. Commissioner Portner asked about the scoring, and Finance Director Newman said revenue scoring is determined by a pre-set weighted formula. There was discussion about the revenue scoring for Bench Ads and Martin Outdoor Advertising as well as qualifications and experience. Commissioner Sultanof asked if the committee met at one time or were the proposals given to the members independently; Finance Director Newman said written proposals were given to the committee members in advance of the meeting and they were instructed not to discuss the proposals with each other. Commissioner Sultanof said when a company has a track record he would like to feel that is taken into account as part of the equation. Vice Mayor Roberts said last year this Commission asked for an RFP as they were not happy with Bench Ads. Mayor Schreiber said the Commission has no business reviewing the Committee's decision. The Committee was selected by management to review the proposals and make a determination. The Commission cannot put them under the gun, and if this continues it will destroy and invalidate every committee doing this kind of work. Commissioner Sultanof said the buck stops here and the Committee is not a volunteer committee, it is made up of staff. Commissioner Sultanof said when he questions he does so for his own information so he can ascertain his vote. He does not impugn the Committee, and the Commission must ultimately award the contract. The Commission does not vote for just what the committee recommends. Commissioner Sultanof said he appreciates what the committee does but will ask questions as long as he is in office. Commissioner Portner said he feels he has the right to challenge the committee, but he does not intend to impugn their integrity. He is still curious why one company is in business for so long and did not get the maximum number of points. Mayor Schreiber asked if the representatives from Bench Ads wished to speak. Vice Mayor Roberts said she does not understand why the other vendor is being asked to speak, as he is not on the agenda. Larry Smith, attorney for Eric Nadel of Bench Ads spoke about qualifications and experience and said his client did not get the full value of points because of perceived problems in the past. If past experience with the City was at issue, then Martin Outdoor Advertising should have gotten a zero on that category. Bench Ads has been in business for 24 years while Martin Outdoor Advertising has been in business for seven years. Mr. Smith spoke of a letter from Mr. Dupuis wherein Bench Ads was praised. Mr. Smith spoke of the change in term of the contract from five to ten years, and said Bench Ads is willing to negotiate and meet or June 23, 2003 City Commission Workshop 3 beat the amount quoted by Martin Outdoor Advertising. Eric Nadel, President of Bench Ads said his company never missed a payment and was never late. There was discussion about the prototype bench from Palm Beach. Mr. Nadel said he would like to continue doing business with Tamarac. Mayor Schreiber said we need to operate on a level playing field, and City Manager Miller said it is a level playing field; everybody had the same process to follow. There was discussion regarding the bid and the renderings. C. Item No. 6(h). FUND BALANCE POLICY: (TR10142) Adopting a fund balance policy. Finance Director Dona Newman gave a presentation and spoke about the policy and said the change made from the last time the Commission was presented with this policy is that it is a proposal from the City Manager, not the Finance Department. Vice Mayor Roberts said transfers were made at mid -year to bring the funds up and start funds, and questioned the enterprise funds. Finance Director Newman said it is required that the funds are separate, and the policy provides a road map for the fund balance. Commissioner Portner asked if need be can small fund balances be transferred into the general fund, and Finance Director Newman responded in some cases. Mayor Schreiber asked if the policy would create a problem where the City may have to increase the ad valorem taxes and Finance Director Newman said whether the policy is adopted or not the City may run into a situation where it has to increase ad valorem taxes, but the policy will not create a need to do so. Mayor Schreiber called for a recess at 11:25 a.m. and reconvened the workshop meeting at 11:40 a.m. with all present as before. d. Item No. 6(e). GRANT FUNDING FROM FEDERAL MEDIATION AND CONCILIATION SERVICE THROUGH LABOR-MANAGEMENT COOPERATION PROGRAM TO SUPPORT TAMARAC EMPLOYEE SAFETY COMMITTEE: (TR10166) Seeking grant funding in the amount of $125,000 from the Federal Mediation and Conciliation Service through the Labor -Management Cooperation Program to support the Tamarac Employee Safety Committee and enhance the City's Safety Program providing for a $12,500 cash match and a total project cost of $137,500. Human Resources Director Maria Swanson introduced Special Projects Coordinator Kim Perron, who gave a presentation. Special Projects Coordinator Perron said a full- time safety coordinator would be hired to implement safety programs. Vice Mayor Roberts asked if this is a new position and Special Projects Coordinator Perron responded it would be for 18 months, and under the grant would not be required to be picked up by the City after that time. Special Projects Coordinator Perron said implementing a new safety program will pay for itself and the intention is to keep the position. Commissioner Portner asked if this is part of OSHA and Special Projects Coordinator Perron explained that while it is in part, we currently do not have sufficient staff. If we can reduce the number of accidents, costs to the city will decrease; presently the frequency is not decreasing fast enough. Commissioner Portner questioned the percentages and Risk/Safety Manager Tomaszewski said we are staying constant at 45-55 every year. Commissioner Portner asked about the position after 18 months and Special Projects Coordinator Perron said it is recommended that the position remain in the budget. Commissioner Sultanof agreed the grant is a plus June 23, 2003 City Commission Workshop 4 and the city has had individual instruction to the departments in the past. Commissioner Sultanof spoke about the make-up of the safety committee and asked if the Fire Department has more accidents. Risk/Safety Manager Tomaszewski explained her function with the safety committee and said by the very nature of the Fire Department, they have more accidents but they also have a lot of good measures in place already. Vice Mayor Roberts asked if after the initial period the position would be reviewed to see if it is warranted and Special Projects Manager Perron said it may take 2-3 years to determine the results. Human Resources Director Swanson said this position was cut years ago and she would like to see it in place regardless of getting the grant as workers camp is increasing nationwide. Mayor Schreiber said safety is a paramount factor and loss experience increases in the absence of a trainer. e. Item No. 6(i). AMENDMENT OF CITY'S CLASSIFICATION AND PAY PLAN: (TR10171) Amending the City's classification and pay plan for Executive, Managerial/Professional and Administrative non -bargaining employees effective July 1, 2003, Human Resources Director Maria Swanson introduced Employee Relations Manager Cummings, who gave a presentation and explained the two recommendations being brought forth; a 5% increase to the minimum and maximum of the pay ranges and putting managerial fire service employees in their own grouping. Mayor Schreiber said 5% is not wise at this time because FPE contract negotiations yielded a 3% increase and because of the pending fire negotiations. Human Resources Director Swanson explained FPE received a 3% COLA and their pay plan is adjusted every year before the Commission; the firefighters' plan is also amended every year. The non -bargaining pay plan is not adjusted annually; it was last adjusted 18 months ago. Increasing the minimum and maximum of the ranges will not affect employees' salaries, with the exception of one employee. Human Resources Director Swanson explained the pay for performance system directs raises for non -bargaining employees and this is only an adjustment to the structure; additionally, we need to keep the plan competitive to attract and retain employees. Vice Mayor Roberts questioned item 7 on the regular agenda, AMENDING SECTION 22-96 OF THE CODE — ADDING REQUIREMENT FOR AUTOMATIC ANNUAL ADJUSTMENTS TO WATER AND WASTEWATER RATES AND CHARGES PURSUANT TO THE U.S. CPI: (T02011) Motion to adopt ordinance on first reading amending Chapter 22 entitled, "Utilities", Article III entitled, "Rates and Charges and Billing Procedure", Division 2 entitled, "City of Tamarac Utility", Section 22-96, entitled, "Rates and Charges Applicable to City Utility", adding the requirement for automatic annual adjustments to water and wastewater service availability charges and consumption rates pursuant to the U.S. Consumer Price Index for the period; providing for codification, and asked if the CPI was researched back five years to determine annual figures. Utilities Director Gagnon said it has been approximately 3%. Vice Mayor Roberts asked what the impact would be on consumption of 6,000 gallons and Utilities Director Gagnon responded assuming a 2% CPI, the average bill will increase 89 cents. Commissioner Sultanof asked if cost of disposal of wastewater is increasing. Utilities Director Gagnon said it has increased by about $300,000 in the last year; 8.04 million gallons per day are stored at the water treatment plant and additional capacity June 23, 2003 City Commission Workshop 5 may have to be purchased. Vice Mayor Roberts asked if additional capacity within the next five years is projected and Utilities Director Gagnon responded according to the consultants, no. Regarding item 6(g) on the consent agenda, Vice Mayor Roberts asked how much we currently pay for hearings. AGREEMENT — BROWARD COUNTY MINIMUM HOUSING/UNSAFE STRUCTURES BOARD: (TR10138) Executing an Interlocal Agreement between Broward County and the City of Tamarac providing for hearings by the Broward County Minimum Housing/Unsafe Structures Board at a cost of $150.00 per noticed case plus associated costs. Building Official Jones responded $150.00 per noticed case plus associated costs. 2. UPDATE ON ANNEXATION: Community Development Director J. Christopher King gave a presentation and said only four areas are left out of the original eight under consideration. Last month Commissioners approved a resolution requesting Tamarac be considered as the city in which to annex Mira Lago, Kozy Kampers, and the section north of Caporella Park. A developer purchased the Omega property and his intention was to become annexed into Tamarac for future residential development. Community Development staff contacted Broward County Legislative Delegation to see about pursuing this land and in discussions, we were told that we would have to take the entire area, not just the small piece of property, and the surrounding area is heavy industrial, backs up to the airport, and is an area of concern as far as being up to city standards. Community Development Director King said areas Tamarac is looking at are not included in funding by the county. Commissioner Portner said it was his belief the county did set aside money to take care of these unincorporated areas and he feels there is a written agreement stating this. Commissioner Sultanof said even if the county did the infrastructure, there would be no revenue for maintenance. Community Development Director King said that some of that property is not taxable because there is a church and a mental health center there. Vice Mayor Roberts said we had priorities and these are not on the priority list, and with regard to 64th Avenue, half the street is in Tamarac and half is in Lauderhill. Vice Mayor Roberts questioned if there is any way the city could look at de -annexing half of the street and in that way, Tamarac would not be responsible for maintaining the trees. Commissioner Flansbaum-Talabisco said this is in her district and she would like to be included in discussions regarding the street and trees. Mayor Schreiber asked Community Development Director King to look into this to see what could be done. Assistant City Manager Cernech said he was in contact with Desiree Giles Smith about a year ago and their was no interest in doing anything at that time. The trees buffer Woodlands homes and the golf course from 64th Avenue. Lauderhill wishes to eradicate the buffer because they are invasive, exotic trees; however, the homeowners and the golf course wish to keep the buffer. There was discussion about other challenges such as easements and problems that arose during negotiations on 44th Street years ago. Assistant City Manager Cernech said there is a chain -link fence which is hidden by the buffer. Mayor Schreiber said additionally, there is a gate that is supposed to be kept open but has not been. Commissioner Flansbaum-Talabisco suggested perhaps finding a less expensive tree trimmer would be the answer. Assistant City Manager Cernech said it is expensive to trim the buffer June 23, 2003 City Commission Workshop 6 but it is the cost of doing business. Commissioner Sultanof said there is a cost to run and maintain the city; property values must be maintained and we should continue to trim the trees. Commissioner Flansbaum-Talabisco said the golf course has maintenance people and perhaps it would be worthwhile to talk to them to see if they would trim the trees. Commissioner Flansbaum-Talabisco added she will look into it. Community Development Director King said his report was merely an update to the Commission as to the available properties. Commissioner Portner said he wants to continue pursuing annexation of the remaining available properties and Mayor Schreiber asked what the costs would be. Community Development Director King said he will have to go back and review, because the last figures available are 2001 figures. Mayor Schreiber asked for a report evaluating the pros and cons of the situation. 3. DISCUSSION RE: SOUTHERN REGIONAL LITTLE LEAGUE TOURNAMENT TO BE HELD AT TAMARAC PARK: Parks and Recreation Director Kathleen Margoles gave a presentation and said District 10 and Tamarac have been selected to be the site for the Southern Regional Little League Tournament, and they have requested support from Tamarac, via fields, tents, fence, park staffing, promotion of the event and cash assistance of $3,000. Additionally, they have asked for assistance in the way of donations of hotel rooms. Vice Mayor Roberts asked if any Tamarac children are on the teams and Parks and Recreation Director Margoles said she did not know. Vice Mayor Roberts said she has a problem feeding and lodging young adults who may not be from our city. When our teams travel, they have fundraising events to help defray the costs. Mayor Schreiber said he understands local kids play and in order to get recognition, they need financial assistance. Parks and Recreation Director Margoles said she recommends providing what we can within our budget, such as staff, tents, fields and additional publicity. Parks and Recreation Director Margoles said it is her understanding that the teams have already spoken with the Chamber for lodging and food. Commissioner Portner said we are looking at $5,000 and this is for the children of Tamarac; we should do the event in taste and good style. Commissioner Flansbaum-Talabisco said most events are planned in advance and questioned why we received such short notice; were we not their first choice? Parks and Recreation Director Margoles said the district administrator told her that everyone is expected to take their turn; Tamarac has had a charter for 40 years and has not yet hosted the games. Commissioner Flansbaum-Talabisco said she was in agreement with Commissioner Portner; this is a good thing for the city. Commissioner Sultanof said the Little League is a national organization and Tamarac merchants sponsor many teams, and it behooves us to bring this into the city. It would be a feather in our cap and he is in favor of doing the job. The committee should work with the chamber and local business people. There was discussion regarding lodging and City Manager Miller said he needed authorization setting a limit at $5,000 and he will negotiate the best deal. All except Vice Mayor Roberts expressed interest in allotting the maximum of $5,000 and serving as a host city. 4. DISCUSSION OF PIONEER _.DAYS NOMINATION: Assistant to the City Manager Diane Phillips gave a presentation and Commissioner Portner nominated Marion Faye who has lived in Tamarac over 40 years. Mayor Schreiber suggested June 23, 2003 City Commission Workshop 7 Tony Silvestri and Commissioner Sultanof said either Mr. Silvestri or Tina Celentano. Vice Mayor Roberts said she would like to see Tina Celentano nominated and Commissioner Partner said he would rescind his nomination for Marion Faye if the rest of the Commission wanted Tina Celentano. All were in agreement for Tina Celentano. 5. DISCUSSION RE: PROPOSED TRIP TO CURITIBA_BRAZIL: Commissioner Edward C. Portner said he would like to visit Curitiba and come back with a report on their transportation system. Mayor Schreiber said the same information can be gotten from the State Road 7 committee. Commissioner Portner proposed to write to the mayor of Curitiba to get an invitation from him and Commissioner Sultanof agreed that Commissioner Portner should see about getting a sponsorship. Vice Mayor Roberts said she could not justify this trip and Commissioner Flansbaum-Talabisco said that if Commissioner Partner were to get in touch with the mayor of Curitiba and they invite him and pay for the trip, she is afraid the community will look at the Commission and be skeptical of what this is about and why it is happening; it opens a big can of worms. Commissioner Sultanof suggested finding out how the chair of MPO paid for the Los Angeles trip and asked for a report on how this could be funded. City Manager Miller reported on a water outage that occurred over the weekend and asked Utilities Director Gagnon to give a report. Utilities Director Gagnon reported that there was a boil water order for 1,100 Tamarac residents over the weekend as a Ft. Lauderdale water main servicing east Tamarac broke. Commissioner Portner said he received calls from residents on the east side who were without water and he called Utilities Director Gagnon. Utilities Director Gagnon and staff were out distributing bottled water to residents and kept him updated throughout the day. City Manager Miller extended his compliments to Utilities Director Gagnon and his staff and said they did a great job. There being no further business to come before the City Commission, Mayor Schreiber adjourned the workshop meeting at 1:25 p.m. Marion Swenson, CMC City Clerk 1 June 23, 2003 City Commission Workshop