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HomeMy WebLinkAbout2008-09-22 - City Commission Workshop Meeting MinutesCITY OF TAMARAC CITY COMMISSION WORKSHOP MEETING MONDAY, SEPTEMBER 22, 2008 CALL TO ORDER: Mayor Flansbaum-Talabisco called the Workshop Meeting of the City Commission to order on Monday, September 22, 2008, at 9:30 a.m. in Room 105 of Tamarac City Hall, 7525 NW 88th Avenue, Tamarac, Florida. PRESENT: Mayor Beth Flansbaum-Talabisco, Commissioner Edward C. Portner, Commissioner Patricia Atkins -Grad, and Commissioner Harry Dressler ABSENT: Vice Mayor Marc L. Sultanof ALSO PRESENT: City Manager Jeffrey L. Miller, City Attorney Samuel S. Goren, Deputy City Manager Michael C. Cernech, and City Clerk Marion Swenson Mayor Flansbaum-Talabisco led the pledge of allegiance. 1. SEPTEMBER 24, AGENDA ITEMS: a. Item No. 6(D) on the consent agenda. AGREEMENT — POSTAL CENTER INTERNATIONAL — MAILING SERVICES: (TR11459) Entering into an agreement with Postal Center International, Inc. for city-wide mailing services, utilizing Southeast Florida Governmental Purchasing Cooperative Group Contract #785-9915, effective October 5, 2008, through October 4, 2011. City Clerk Swenson and Purchasing/Contracts Manager Glatz appeared. Purchasing/Contracts Manager Glatz gave a presentation. Commissioner Dressler confirmed the company charges bulk rate and Commissioner Atkins -Grad said she is happy with the agreement. b. Item No. 6(C) on the consent agenda. SECOND RENEWAL OPTION TO THE EXISTING AGREEMENT WITH DRD ENTERPRISES INC. OF DAVIE FOR LIME SLUDGE REMOVAL, HAULING AND DISPOSAL: (TR11456) Exercising the second renewal option to the existing agreement between the City of Tamarac and DRD Enterprises, Inc. of Davie for lime sludge removal, hauling and disposal for a period of two years commencing on October 1, 2008 and ending on September 30, 2010 at a unit cost of $8.75 per cubic yard and an annual cost not to exceed $150,000.00. Utilities Director Gagnon, Water Plant Superintendent Harvey, and Purchasing/Contracts Manager Glatz appeared. Director of Utilities Gagnon gave a presentation. Commissioner Portner asked what lime sludge is and what it is used for. Water Plant Superintendent Harvey replied it is calcium and magnesium and in the past it was used for roadways, cleaning FPL stacks and agriculture. Mayor Flansbaum-Talabisco confirmed we have been using this company since September 2004, and the change orders were due to unit cost increases. C. Item No. 6(F) on the consent agenda. ACCEPTANCE OF FY 08/09 SHIP ALLOCATION: (TR 11472) Accepting the State of Florida's State Housing Initiatives September 22, 2008 City Commission Workshop Page 1 of 5 Partnership (SHIP) Program Budget in the amount of $529,737.00 by accepting the Fiscal Year 2008-2009 allocation of the program funds to be utilized according to the City's Local Housing Assistance Plan and Housing Delivery Goals Chart; that the appropriate City Officials are hereby authorized to appropriate said funds including any and all subsequent budgetary transfers to be in accordance with proper accounting standards. Community Development Director Bramley and Housing Administrator Bauldree appeared. Housing Administrator Bauldree gave a presentation. Commissioner Partner asked how many applications have been received at this point and Housing Administrator Bauldree said we allow for five grants for purchase money and we accepted 40 applications. Rehabilitation is an ongoing process based upon eligibility. We normally allot about 30 per year. Commissioner Atkins -Grad asked if this money is included in the budget and Housing Administrator Bauldree said it is budgeted but has to be formally accepted by the Mayor and City Commission. d. Item No. 6(G) on the consent agenda. AGREEMENT WITH C3TS TO PROVIDE DESIGN AND ENGINEERING SERVICES FOR THE CITYWIDE CULVERT IMPROVEMENT PROJECT: (TR11478) Executing Task Authorization No. #08-03E with Corzo Castella Carballo Thompson Salman, P.A. (C3TS) to provide professional engineering services for the design of Phase II of the Citywide Canal Culvert Improvement Project, in accordance with the City's continuing service agreement as authorized by Resolution #R-2006-131; authorizing an expenditure for said purpose in an amount not to exceed $41,800.00; authorizing budget amendments as needed for proper accounting purposes. Public Works Director Strain and Purchasing/Contracts Manager Glatz appeared. Public Works Director Strain gave a presentation. Commissioner Portner questioned how we decided on the locations, and said there is nothing set for the east side of Tamarac. Public Works Director Strain explained the culvert crossings looked at were primarily created out of cement bags and there is no quality structural integrity to those banks. Commissioner Portner confirmed the $41,800 is only for the design. Commissioner Atkins -Grad confirmed the $78,000 is the annual allotment for construction. e. Item No. 6(H) on the consent agenda. 2009 FLORIDA RECREATION DEVELOPMENT ASSISTANCE PROGRAM FRDAP GRANT: (TR11481) Submitting an application to the Florida Department of Environmental Protection for Florida Recreation Development Assistance Program (FRDAP) Grant funds for the Aquatic Center Annex Skate Park Project in the amount of $200,000 providing for an equal match of $200,000 in prior grant funding in the event of approval of the application; providing for acceptance of the award and execution of documents upon approval. Assistant Director of Parks and Recreation Probert and Special Projects Coordinator Gresek appeared. Special Projects Coordinator Gresek gave a presentation. Commissioner Dressler asked that consideration be given to an article in the Tam -A - Gram to educate our residents on how grants work and what matching grants are, in addition to other funding sources. All were in agreement. Mayor Flansbaum-Talabisco said she would also like to see included some recent projects that we were able to fund through grants, and to add this information to our website. Commissioner Atkins -Grad agreed this would be a way to prevent dissemination of misinformation. September 22, 2008 City Commission Workshop Page 2 of 5 f. Item No. 6(J) on the consent agenda. FIRST AMENDMENT TO AGREEMENT FOR PUBLIC TRANSPORTATION SERVICES: (TR11485) Executing the first amendment to the agreement between the City of Tamarac and Broward County for Public Transportation Services. Assistant Parks and Recreation Director Probert and Community Services Manager Maldonado appeared. Assistant Parks and Recreation Director Probert gave a presentation and addressed changes with regard to ridership. Commissioner Dressler spoke of State funding for roads rather than funding for mass transit, and the fact that those who are hurt by cuts in transportation are the young, the poor and seniors. Commissioner Dressler suggested the City lobby the County Commission so that they will not make drastic cutbacks to transportation. City Manager Miller said the City will be okay for the next year; but we will have to get with the County to make sure we keep the bus service operating. The young, poor and seniors do not have a strong voice downtown where major decisions are being made. Commissioner Dressler added it is not the County's fault they are in this situation; rather the fault of the State and FDOT. Mayor Flansbaum-Talabisco addressed information in the backup regarding exploration of stops at popular locations, such as Target, Winn Dixie and schools. Community Services Manager Maldonado said this is being looked into to provide more popular locations for our riders. Mayor Flansbaum-Talabisco said it is mandatory we do everything possible to explore those options; public transportation is not a luxury. Commissioner Portner spoke of the failed referendum a few years ago with regard to the '/2 cent tax for transportation, and the problems of educating the public on the necessity of taxes in order to provide the services they need to live quality lives. City Manager Miller said in order for a referendum to be successful there needs to be a champion led by a prominent business person or elected official with region wide representation, and it needs to be organized from the bottom up. In urban areas, mass transit is the most effective way to move people. Commissioner Portner added in most cities he has visited there is some form of light rail. Commissioner Dressler agreed with Commissioner Portner. g. Item No. 6(E) on the consent agenda. AWARDING RFP 08-21 R, WORKERS'_ COMPENSATION INSURANCE, EMPLOYERS LIABILITY INSURANCE AND CLAIMS ADMINISTRATION: (TR11462) Authorizing the appropriate City officials to award RFP 08-21 R, Workers' Compensation Insurance, Employers Liability Insurance and Claims Administration with Florida Municipal Insurance Trust (FMIT) for a one (1) year period beginning October 1, 2008 at a cost of $314,698 and payment of any increase resulting from the annual premium audit; with additional one year renewals possible based on negotiation of favorable rates and coverages and City Commission approval. Human Resources Director Swanson, Risk/Safety Manager Tomaszewski and Purchasing/Contracts Manager Glatz appeared. Risk/Safety Manager Tomaszewski gave a presentation and introduced representatives from FMIT: John Lund, Director of Financial Services, David Murray, Marketing and Public Risk services, and Jim McGinn, Account Executive. Mr. Lund spoke of AIG and various competitors of FMIT. Commissioner Portner addressed several items in the staff memo which Human Resources Director Swanson and Risk/Safety Manager Tomaszewski clarified. Commissioner Dressler made a disclosure stating he is a Trustee and Board Member of the FLC General Employee Trust, and said in an opinion received from the City September 22, 2008 City Commission Workshop Page 3 of 5 Attorney, there would be no conflict with him voting on this matter. City Attorney Goren confirmed under Chapter 112, there is no conflict or special gain/loss by Commissioner Dressler's vote on this matter. Commissioner Dressler confirmed discrepancies in financial ratios between FMIT and PGIT and Financial Services Director Chapman spoke about for profit and non-profit organizations. Mayor Flansbaum-Talabisco questioned legal fees and Risk/Safety Manager Tomaszewski said they are paid for by FMIT. Mayor Flansbaum-Talabisco confirmed the process to work through a claim. Risk/Safety Manager Tomaszewski spoke about PGIT references and differences in premiums. Commissioner Dressler confirmed the reduction in premium from FY08 is attributable to over 18% reduction in workers compensation rates, employee multiplier, incentive credits and negotiations. Commissioner Dressler said we can do a better job educating Tamarac residents on how we save them money, and congratulated staff on the substantial savings. City Manager Miller added when people look at the TRIM notice each year they do not realize how hard the executive team works to negotiate all contracts to keep our budgets down; our executive team treats the public's money as if it were their own. This year we lowered the budget by 5%, in a time when inflation is 6.5% in Florida. h. Item No. 6(I) on the consent agenda. ACCEPT AND AWARD BID NUMBER 08- 18R ENTITLED "EMPLOYEE VOLUNTARY BENEFITS": (TR11482) Accepting and awarding Bid Number 08-18R entitled "Employee Voluntary Benefits" to the most responsive and responsible proposer, American Family Life Assurance Company of Columbus (AFLAC), for employee voluntary benefits; authorizing the appropriate City officials to execute agreements with American Family Life Assurance Company of Columbus (AFLAC) for employee voluntary benefits. Human Resources Director Swanson, Benefits Specialist Carles, and Purchasing/Contracts Manager Glatz appeared. Benefits Specialist Carles gave a presentation, and said this is the result of a review of the business plan. City Attorney Goren left the room at 10:55 a.m. and returned at 10:59 a.m. Commissioner Dressler confirmed out of the four proposals, two were from different AFLAC agents. 2. STATUS REPORT FOR FLOOD PLAIN MANAGEMENT: Building Director Grande and Building Operations Manager McIntyre appeared. Building Operations Manager McIntyre gave a presentation and spoke of the local mitigation agreement with Broward County, as well as savings to Tamarac citizens. Outreach notices go out quarterly and in support of the program, the Chief Electrical Inspector has completed an Emergency Flood Plain Course through FEMA. The City's rating is 7, and maintaining that rating gives the citizens $675,000 worth of reduced premiums. Commissioner Dressler asked if there are different rates offered through different insurance companies and Public Works Director Strain said the rates are federally subsidized so they are the same. Commissioner Partner asked for a definition of a flood and Public Works Director Strain explained anyone who files a flood insurance claim and gets paid; however it does not mean the property was flooded; it could be how the property is configured. September 22, 2008 City Commission Workshop Page 4 of 5 1 Mayor Flansbaum-Talabisco asked if the information is on the website and Building Operations Manager McIntyre said it is. 3. DISCUSSION RE: MOVING OCTOBER 8 2008 REGULAR COMMISSION MEETING TO OCTOBER 7, 2008 DUE TO YOM KIPPUR: City Clerk Swenson gave a short presentation and there was an expression of interest by Mayor Flansbaum- Talabisco, Commissioner Portner, Commissioner Dressler, and Commissioner Atkins - Grad to move the regular commission meeting from October 8 to October 7 at 7:00 p.m. City Attorney Goren spoke about the meeting scheduled for September 23 for funding the Special Magistrate. It is his understanding the incoming president of the Broward Police Chiefs' Association will make a presentation and many police and BSO officers will be in attendance. City Attorney Goren said he will represent the BLC and City of Tamarac at the meeting. There being no further business to come before the Mayor and City Commission, Mayor Flansbaum-Talabisco adjourned the workshop meeting at 11:10 a.m. Marion Swenson, CIVIC City Clerk September 22, 2008 City Commission Workshop Page 5of5