No preview available
HomeMy WebLinkAbout2004-12-20 - City Commission Workshop Meeting MinutesCITY OF TAMARAC CITY COMMISSION WORKSHOP MEETING MOND", DECEMBER 20, 2004 CALL TO ORDER: Mayor Schreiber called the Workshop Meeting of the City Commission to order on Monday, December 20, 2004, at 9:30 a.m. in Room 105 of Tamarac City Hall, 7525 NW 88th Avenue, Tamarac, Florida. PRESENT: Mayor Joe Schreiber, Vice Mayor Marc L. Sultanof, Commissioner Edward C. Portner, Commissioner Beth Flansbaum-Talabisco, and Commissioner Karen L. Roberts. ALSO PRESENT: City Manager Jeffrey L. Miller, Assistant City Manager Diane Phillips, City Attorney Mitchell S. Kraft, and City Clerk Marion Swenson. Mayor Schreiber led the pledge of allegiance. 1. DECEMBER 22, 2004 AGENDA ITEMS: a. Item No. 6(b). ASPHALT AND CONCRETE PATCHING AND RESTORATION WORK — NW 53Rb STREET DRAINAGE IMPROVEMENT PROJECT: (TR10604) Utilizing the City of North Miami Beach Bid Number 2001-10 for the asphalt and concrete services in conjunction with the NW 53rd Street Drainage Improvement Project in an amount not to exceed $30,210.00 to Arrow Asphalt and Engineering. Public Works Director Strain and Purchasing/Contracts Manager Glatz appeared. Public Works Director Strain gave a presentation. Mayor Schreiber questioned the completion date of the project and Public Works Director Strain replied by the end of January. Vice Mayor Sultanof thanked Public Works Director Strain and Purchasing/Contracts Manager Glatz for utilizing piggy -back bids, thereby saving the city money. b. Item No. 7. CONSOLIDATED ANNUAL PERFORMANCE EVALUATION REPORT (CAPER FY2003): (TR10594) Motion to approve Resolution authorizing the appropriate city officials to approve the Consolidated Annual Performance Evaluation Report (CAPER FY2003) for the U.S. Department of Housing & Urban Development (HUD)'s Community Development Block Grant (CDBG) Programs for HUD's Fiscal Year 2003; (Case No.19-MI-04). Community Development Director King gave a presentation. Vice Mayor Sultanof questioned CAPER and Community Development Director King explained the acronym - Consolidated Annual Performance Evaluation Report. C. Item No. 6(d). ACCEPTING AND APPROVING THE PERSONNEL MANUAL: (TR10603) Accepting and approving the City's Personnel Manual. Human Resources Director Swanson and Assistant Human Resources Director Cummings appeared. Human Resources Director Swanson gave a presentation and spoke of minor changes made to the various sections of the manual. Human Resources Director Swanson said the personnel manual is administrative in nature and 1988 language has been updated December 20, 2004 City Commission Workshop Page 1 of 3 to provide for review/approval of the manual by the City Manager. Human Resources Director Swanson said the manual applies to all employees, but if there is any conflict with the collective bargaining agreements, then the agreements apply. Vice Mayor Sultanof questioned the line of delineation between collective bargaining employees and other employees, and Human Resources Director Swanson explained in any areas where the same issue is covered in both places, the collective bargaining agreements are the guiding factors for those employees. Commissioner Portner asked about pay for employees on military duty and Human Resources Director Swanson explained our policy provides for a supplement for the employees if their pay in the military is below that which they would get from the City. If the military pay exceeds that which they would get from the City there is no supplement but we do continue to provide their benefits. Commissioner-Portner questioned the responsibilities of the Mayor and City Commission and Human Resources Director Swanson said that is outlined in the Charter. Commissioner Portner asked about grievance process as it relates to one employee against another. Human Resources Director Swanson replied that depends on the nature of the situation. Grievances are an employee's concern or issue with the City as an employer, e.g., violation of contractual agreement. To address a grievance the employee should go to the supervisor; from there it goes to the department director; the final step is to the City Manager or his designee. If the employee continues to pursue the grievance they may file for arbitration. Commissioner Portner asked if the grievance can be settled before it gets to the City Manager and Human Resources Director Swanson replied in the affirmative. Human Resources Director Swanson recognized and commended Assistant Human Resources Director Cummings in her handling of all discussions with the unions regarding the manual. Human Resources Director Swanson said the employees and department heads worked very hard on the manual over the years. Vice Mayor Sultanof questioned the disposition of the old personnel manual and Human Resources Director Swanson said it would be archived. City Manager Miller recognized and commended Human Resources Director Swanson for a yeoman's job in coordinating the manual and added that by doing the manual in- house the City saved about $50,000. Commissioner Portner questioned Item 4(a), Investment Report, on the City Commission Agenda, in particular whether the increase in the treasury yield was due to the City's Investment Advisor, Kirkpatrick Pettis Capital Management. Controller Nealon explained the increase has no direct bearing on the firm. With regard to Item 6(c) on the consent agenda, Commissioner Portner questioned the number of people on the waiting list and whether HUD funding has been cut. Item 6(c). SUBMISSION OF HOME PROGRAM DESCRIPTION: (TR10607) Approving the submission of the HOME Program Description to Broward County for the use of funds through the HOME Investment Partnerships Program Consortium Fiscal Year 2005/2006 for the City of Tamarac's Minor Home Repair Program with an option to shift funding into the First -Time Homebuyer Program; approving the federally required set - aside of fifteen percent (15%) for Community Housing Development Organizations (CHDOS) (Case No. 20-MI-04). Community Development Director King said there are several hundred on the list, and explained funding was cut and our funding was reduced December 20, 2004 City Commission Workshop Page 2 of 3 1 from $519,000 to $509,000. Commissioner Portner inquired how we can get more money from HUD and Community Development Director King said funding is based on the City's population, and calculations are made in Washington, D.C. When all of our funding is allocated we refer people to the County and if the County has money left, the residents are placed on the County's waiting list. At this time the County is above capacity. The County's Community Development Division has been hired to assist us in getting funding distributed to those on the list; there will be approximately $800,000 available to distribute over the next 6-7 months; we hope to assist 50 or more residents. At this time some people on the list may have moved out of the City or no longer need assistance. Vice Mayor Sultanof spoke of problems with Fannie Mae and the affect on HUD, and confirmed that those on the list are first-time home buyers as well as those who need repairs to their homes. Mayor Schreiber said it is a difficult situation to have enough funding for all who apply; the City did a good job for United Way and perhaps we can get some money from them for assistance; additionally we might want to look into public/private partnerships. The City must be innovative. Vice Mayor Sultanof added in addition to Mayor Schreiber's suggestions the City look into Jimmy Carter's Habitat for Humanity Program, as renovations are included in the program. Commissioner Flansbaum-Talabisco added she is on the United Way Allocation Committee and she is available to assist. Community Development Director King said we will explore all avenues. Commissioner Roberts questioned emergency repairs, in particular for those who are not on the list. Community Development Director King said these types of repairs are taken on a case by case basis, assessments made as to whether they are life/safety issues, and funding is set aside for emergency assistance. Commissioner Portner said he would like the Mayor and City Commission to consider changing the election date from March to November, beginning with 2006. Local elections bring out a minimum number of voters and he feels there would be greater voter turnout in November. Commissioner Roberts said she wants to keep local elections in March as there would be less competition for campaign contributions. Commissioner Flansbaum-Talabisco said she would rather have seen this on the agenda for discussion, as she is not prepared to talk about it today. Vice Mayor Sultanof spoke about alternatives to voting only on Election Day — e.g., having 2-3 days of voting, and added the Commission needs to be more prepared to discuss this matter. Mayor Schreiber explained early voting is not within our control, we can only decide on changing the Election Day date. Mayor Schreiber asked to have the matter of changing the election date from March to November set for the next workshop agenda. There being no further business to come before the Mayor and City Commission, Mayor Schreiber adjourned the workshop meeting at 10:10 a.m. Marion Swenson, CMC City Clerk December 20, 2004 City Commission Workshop Page 3 of 3