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HomeMy WebLinkAbout1989-02-21 - City Commission Joint Special Meeting Minutes7525 NORTHWEST 88TH AVENUE TAMARAC, FLORIDA 33321.2401 TELEPHONE (305) 722.5900 January 27, 1989 NOTICE OF JOINT WORKSHOP MEETING CITY COUNCIL AND PUBLIC INFORMATION BOARD There will be a Joint Workshop Meeting of the City Council and the Public Information Board held on Tuesday, February 21, 1989 at 1:15 p.m. in the Council Chambers, Tamarac City Hall, 7525 N.W. 88th Avenue, Tamarac, Florida. This Workshop Meeting concerns the procedures of the Public Information Board. All meetings are open to the public. CAE/nr Carol A. Evans City Clerk AN EQUAL OPPORTUNITY EMPLOYER POLICY OF NONDISCRIMINATION ON THE BASIS OF HANDICAPPED STATUS CITY OF TAMARAC CITY COUNCIL AND PUBLIC INFORMATION BOARD JOINT WORKSHOP TUESDAY, FEBRUARY 21, 1989 CALL TO ORDER: Mayor Abramowitz called this meeting to Order on k"uesday, February 21, 1989 at 1:15 P.M. in the Council Chambers. RESENT: CITY COUNCIL Mayor Norman Abramowitz Vice Mayor Jack Stelzer Councilman Dr. H. Larry Bender Councilman Bruce Hoffman PUBLIC INFORMATION BOARD ABSENT AND EXCUSED: Louis Silverman, Chairman Muriel Davis Esther Garfinkle, Alternate Mae Walberg, Associate City Council Councilman Henry Rohr PUBLIC INFORMATION BOARD Ben Chicofsky Herman Shulman Sam Tepper, Alternate Maury Kramer, Associate Larry Kimler, Associate ALSO PRESENT: John P. Kelly, City Manager Richard Doody, City Attorney Pauline Walaszek, Special Services Secretary Mayor Abramowitz announced that the City Manager was informed an hour before this meeting that there would be a meeting at the Government Center in Fort Lauderdale regarding the 500,000 volt line proposed by Southern Bell. He said the City Manager would have to withdraw from this meeting at 1:30 P.M. City Manager Kelly said he has met with the Public Information Board several times and there were concerns concerning budgetary and policy matters. He said the Joint Workshop was called so that a conclusion could be made as to what direction the Public Information Board should be going. City Manager Kelly said the budgetary concerns involved the Parks and Recreation Department. He said the Public Information Board recently advertised the Parks and Recreation schedule as opposed to the Parks and Recreation Department doing it and there were concerns as to whether this procedure should continue. He said if the procedure was continued, the costs would have to be determined as well as the feasibility and procedure. At 1:20 P.M., Ben Chicofsky, member of the Public Information Board, ENTERED the meeting. Page 1 2/21/89 City Manager Kelly saic there were concerns regarding what could be printed in the Tam -A -Gram. He said there were concerns with Articles from political sources, such as Mayor, City Council, State Representatives, Senators, Tamarac Presidents Council, Lions and Kiwanis Clubs being printed in the Tam -A -Gram. He said he strongly recommended that a policy be adopted restricting these types of Articles so that the Tam -A -Gram was not perceived as a political paper. Mayor Abramowitz said he would like the meeting to be a personal, one to one, meeting. He asked the Public Information Board members to comment on this matter. He said the Public Information Board has done a great job with the Tam -A -Gram; however, changes occurred; therefore, the concerns of the Public Information Board and City Council should be heard. Muriel Davis, member of the Public Information Board, asked what the role of the City Manager was with the Public Information Board. She said the City Council appointed the members of the Board and she thought that the Board served at the pleasure of the City Council; however, the City Manager directed the Board from time to time. City Manager Kelly said as the Administrator of the City, it was his responsibility to make sure that the budgetary allotments given to the Board were utilized properly. He said he had vested interest in the information printed in the Tam -A -Gram regarding the City. At this time, Herman Shulman, Maury Kramer and Larry Kimler, members of the Public Information Board, ENTERED the meeting. Muriel Davis asked if the City Manager was involved with the Public Information Board for only budgetary matters and the content of the Tam -A -Gram and City Manager Kelly replied, yes. Muriel Davis had concerns regarding the Public Information Board's budgetary expenditures. She said the Board recently had a member who passed away and they purchased a fruit basket for his family; however, the Board was not allowed to pay for the basket from their budget. City Manager Kelly said no Department had this type of budget and Muriel Davis said this was an unusual circumstance. Mayor Abramowitz said there were rules and regulations that had to be followed and some of them may not make sense. He said the City Manager would be remiss if he allowed this one instance because the other Boards and Committees would want this to be done. He said the rules and regulations were legal Statutes and could not be allowed without following the proper procedures. Mayor Abramowitz said monitoring this type of matter was City Manager Kelly's job and the budget could not be changed at a whim. Esther Garfinkle, D'.stribution Supervisor of the Tam -A -Gram and Alt,,rnate member of the Public Information Board, said the room allotted to the Public Information Board should be equipped with adequate furnishings such Page 2 1 1 2/21/89 n as a desk, filing cabinets and chairs. She said several distributors have commented on how oddly the room was compared to the other offices in the City. Esther Garfinkle said there were 17,000 copies of the Tam -A -Gram distributed in the City and every member of the Board had seven areas which they would monitor. She said the Board was hoping to begin distribution in the rental areas as well as the various Condominium Associations. Ben Chicofsky, member of the Public Information Board, said the main concern of the Board was their budget of $9,000.00 per year. He said the distribution of the Tam -A -Gram has increased and the work was done voluntarily. He said the Board was presently being penalized for doing additional work for the Parks and Recreation Department. He said the Board printed the schedule for the Parks and Recreation Department to save them money and to give them a better distribution; however, the costs were not being shared by the Department. City Manager Kelly said furniture was being ordered for the Public Information Office. He said from the $9,000.00 allocated for the Public Information Board this year only $2,674.00 was expended during four months. He said if it was determined that the Tam -A -Gram was expanded and additional funds were needed, a recommendation would be made to the City Council to supplement the budget; however, it was not necessary at this time. Ben Chicofsky said the Board could create a paper consisting of more than four pages; however, because of expenses, only four pages could be published. He asked the City Council to consider this. At 1:30 P.M., City Manager Kelly WITHDREW from the meeting. Louis Silverman, Chairman of the Public Information Board, said 4 years ago there was a circulation of 109 people and now there were 17,000 copies being distributed. He said the residents, each selected from each Section in the City, volunteered to come to the City, pickup their Section's copies and distribute them. He said there were approximately 700 citizens involved voluntarily in the distribution of the Tam -A --Gram. He said the Public Information Board held a Distributors Luncheon every year for the people involved in the Tam -A -Gram and it's distribution. Chairman Silverman had concerns with the editorial responsibility of the Tam -A -Gram. He said when he became the Chairman, he met with several of the members of the Board regarding proposed Articles in the Tam--A-Gram; however, he found that this was a violation of the Sunshine Law. He said now the Articles being submitted to the Tam -A -Gram must be reviewed by the City Manager before finalizing the issue. He said he thought that the Mayor and City Council were the people that decided what the Public Information Board could or could not print. Chairman Silverman said Articles regarding the Lions Club, Chamber of Commerce, Library, Governmental and State, etc., were placed in the Tam -A -Gram to advise the residents of the events in the City. He said the Page 3 2/21/89 residents indicated that they would like information regarding these things as opposed to the City solely. He said he would like these matters included in the Tam -A -Gram and possibly increase the number of pages of the Tam -A -Gram. Mayor Abramowitz said he agreed that the Tam -A -Gram should be reviewed by the City Manager because over the years he found Articles printed in the Tam -A -Gram that should not have been printed. He said an Editorial Comment should not be in the Tam -A -Gram because Chairman Silverman was a Board member and no different than the other members. He said there were Fiscal restraints on the amount of money allotted for the Tam -A -Gram. Mayor Abramowitz said the various Organizations in the City were very important and informative; however, the Tam -A -Gram was not the Fort Lauderdale News/Sun Sentinel or the Miami Herald. He said the Tam -A -Gram pertained to and involved the City of Tamarac and only City information should be printed in the Tam -A -Gram. He said Chairman Silverman may feel that his artistic integrity was being challenged; however, there was a serious error concerning the Cities of Lauderhill and Tamarac paying for half of a traffic light. He said this information was not factual and the City Manager was told that he was remiss in allowing the information to be printed. Mayor Abramowitz said no one was trying to decrease the editorial integrity of the Tam -A -Gram; however, the Tarn -A -Gram was a City paper and funded by the City and taxpayers. He said he applauded the Public Information Board's work on the Tam -A -Gram in making the paper better. V/M Stelzer said Chairman Silverman used to bring the Articles proposed for the Tam -A -Gram to him for review before printing. He said this procedure was created to avoid mistakes in the Tam -A -Gram; however, the procedure became very time consuming and he suggested that the City Manager, as the City Administrator, be responsible for reviewing the information before it was printed. He said the City Manager was doing a very good job in editing the information and placing information in the Tam -A -Gram regarding the various Organizations would be very costly and time consuming. Chairman Silverman said there had been a time lag in getting the information to the City Manager, typesetter and printer. Mayor Abramowitz said Chairman Silverman contacted him on this matter and it was taken care of immediately. Chairman Silverman said the matter was not corrected completely; however, since the Assistant to the City Manager was hired, it may be corrected. He said having a typesetter in the City improved the amount of time needed for creation of the Tam -A -Gram. Chairman Silverman said the Sections of the City were divided into six parts and one member was assigned each part. He said the members would be responsible for monitoring their Sections and seeing if additional distribution was needed. Page 4 1 1 1 2/21/89 Chairman Silverman said the Board members were very concerned with the Public Information Board Office not being furnished appropriately and Mayor Abramowitz said the City Manager informed the Board that this matter was being corrected. Chairman Silverman said he felt that the Public Information Board's function was to distribute booklets to the residents regarding Federal, State, County and City information; therefore, a table should be available in the Reception area for the information. Mayor Abramowitz said there was a board available in the Reception area for the information and Chairman Silverman said the Board was not appropriate because the information was not visual to the residents. Chairman Silverman said the Parks and Recreation Department had a board that was functional and City Hall should have something similar to it. Mayor Abramowitz said this matter would be investigated. Chairman Silverman said the Public Information Board used to visit the various Communities and inform them of the City's functions and intentions. He said this was no longer being done because equipment and facilities were not available. Mayor Abramowitz said he would not approve of this because the Public Information Board should not be responsible for informing the residents of Departmental concerns. He said the Public Information Board would not have the appropriate information to do this type of Public Relations work. Chairman Silverman said City personnel could be responsible for relaying the information to the residents and Mayor Abramowitz said this procedure was presently being done by the City Council and City Staff. Mayor Abramowitz said recently, an Ordinance was drafted for the Public Information Board allowing the Associate members to be changed to Alternate members. He said since the first reading of the Ordinance, the City Council received several calls from other Boards and Committees regarding why the Public Information Board was being treated better than them. He said even though the requests of the Boards and Committees were justified, it was not possible to allow for some and not others. Mayor Abramowitz said the Public Information and Social Services Boards were large with volunteers and there was a financial restraint that would not allow the City to ask every volunteer to participate in Board and Committee functions. He said he was very proud and thankful for the volunteers; however, he would like each Board and Committee to ask themselves if their requests were feasible to the City as opposed to their individual Board. He said when the City Council made a decision, they had to determine if the decision would be feasible to the City. Chairman Silverman said the residents needed a map of the City and the Planning Department said they would be able to supply a map; however, it would require funding. He said he would -like the City Council to consider this matter with the possibility of financing the project through outside assistance. Page 5 2/21/89 Mayor Abramowitz suggested that the Board submit a proposal to the City Manager regarding this matter for recommendations to the City Council. He suggested the cost and suggestions be included in the proposal. Chairman Silverman said the Board was interested in creating a brochure regarding the different areas and Departments of the City. He said the City Manager's Office informed the Board that as soon as an Assistant to the City Manager was hired the matter would be considered. He said he was looking forward to getting this information created. Mayor Abramowitz said the Chamber of Commerce in Tamarac was recently reactivated and has been operating successfully. He said the City and the Chamber of Commerce were discussing the possibility of a brochure being created by the Chamber of Commerce. He said the Chamber of Commerce had financial restrictions; however, a fund raiser was being planned in the future for a project of this type. Chairman Silverman said a deceased member of the Public Information Board, Jack Leff, investigated, compiled and formatted information regarding the History of Tamarac. He said he would like to have this information published for the residents. Mayor Abramowitz said the history information submitted by Jack Leff was very lengthy and the City would not be able to expend the funds for the project. He said the information submitted may be used in the future; however, it was not possible to do anything with it now. Melanie Reynolds, Resident of Sands Point, said in 1975 and 1976, she and V/M Stelzer were the only people interested in the City's Charter. She said during this time, a Charter Review Commission was enacted. She said a Public Information Committee was created in the Charter because of the slanted news being printed in the newspapers. She said the Committee was only supposed to handle City Hall information. Mrs. Reynolds said the City Council's main source of law was the Charter and the Home Rule Bill indicated that the matters of the Charter relating to acquainted Boards could not be changed without a Referendum. She said for several years, many active residents have tried to have the Public Information Board deleted from the Charter because the provisions were not being followed. Mrs. Reynolds said the Public Information Board was the Public Information Committee as stated in the Charter and an Ordinance was created for the Committee. She said the City Council should consider taking this provision out of the Charter because it was not being followed accordingly. Mrs. Reynolds said the Public Information Board was printing a paper that had nothing to do with the intent of the Charter. City Attorney Doody said he would like to investigate the Charter before commenting on this matter. (SEE PAGE 8 for additional comment) Page 6 2/21/89 Ben Chicofsky asked why the Parks and Recreation Department would not be assisting the Board financially in having the Parks and Recreation Schedule printed in the Tam -A -Gram. He suggested that money be transferred from the Parks and Recreation Department Budget to the Public Information Board Budget to handle the additional costs. Mayor Abramowitz said he understood that the Parks and Recreation Department would have an insert in the Tam -A -Gram listing the Parks and Recreation events. Mike Couzzo, Director of Public Works/Parks & Recreation, said he was invited to meet with the Public Information Board regarding the possibility of having an additional insert in the Tam -A -Gram to provide additional exposure for the Parks and Recreation Department. He said he felt this procedure was very good because the Tam -A -Gram reached 17,000 residents as opposed to only approximately 4,000 presently on the Parks and Recreation mailing list. Mr. Couzzo said the Board indicated that there would be additional costs involved and he informed the Board that the schedule could only be inserted in the Tam -A -Gram quarterly because of budget matters providing the process was approved by the City Manager and City Council. Mayor Abramowitz asked if the Parks and Recreation Department would pay for the additional insert in the Tam -A --Gram from their budget and Mr. Couzzo said this type of reimbursement was discussed. Mayor Abramowitz asked what was being done with this process and Mr. Couzzo said he suggested that the Public Information Board recommend this process to the City Council so that financial arrangements could be made. Mayor Abramowitz asked if the Parks and Recreation Department was comfortable with this arrangement and if the process would be beneficial to the City. Mr. Couzzo replied, yes. Mayor Abramowitz asked Chairman Silverman if he was comfortable with the arrangement and Chairman Silverman said this process was his idea because of the existing procedure in the Parks and Recreation Department. Chairman Silverman said he reviewed the existing procedure in the Parks and Recreation Department and determined that it would cost the Department less money and increase their circulation as well as increase the credibility of the Tam -A -Gram. Mayor Abramowitz asked if the Public Information Board was comfortable with this process and felt that it was beneficial to the City and Chairman Silverman replied, yes. Mayor Abramowitz suggested that the Board, City Manager and Public Works Director meet and discuss the procedure and present it to the City Council. C/M Bender asked Ben Chicofsky what the Board needed budgetarily and Ben Chicofsky said the Board wanted to produce a map and history booklet. Mr. Chicofsky said these things could not be accomplished because the funds were not available to do so. Page 7 2/21/89 C/M Bender suggested the Board prepare a proposed budget and Ben Chicofsky said the Board presented the City Council with a Budget; however, there were additional Articles that the Board wanted to add to the Tam -A -Gram. Referring to Mrs. Reynolds concern regarding the Charter, City Attorney Doody said he would advise the City Council that there was no distinction between Board or Committee. He said he was relying on the Law Dictionary which defined a Committee as, "A person or assembly or a board or person is to whom the consideration, determination or management of any matters committed." He said the definition of Board is, "A committee or persons organized under the authority of law." Larry Kimlex, Associate member of the Public Information Board, said he was informed from a Staff member in the Parks and Recreation Department that the process of the insert in the Tam -A -Gram was not appropriate because the Department would have to send the schedules to those people who were not receiving the Tam -A -Gram. Mayor Abramowitz said the decision of the process would be made by the City Council and not the City staff. He said staff could recommend a decision; however, the City Council would make their own determination. Mae Walberg, Associate member of the Public Information Board, said she was receiving several complaints regarding the events schedule at the Parks and Recreation Department. She said by the time the residents received the Tam -A -Gram containing the schedule, the events were already booked up. She asked if additional buses could be provided to allow additional residents to participate. Mayor Abramowitz said this suggestion would be reviewed; however, it was better for the Department to receive too many signups rather than not enough because of the cost factor. He said that the Parks and Recreation Department was doing a wonderful job especially with such a limited budget. Mayor Abramowitz announced that on March 20, 1989, Congressman Harry Johnston would be holding a Town Hall meeting in the Council Chambers and, on March 22, 1989 Regular City Council Meeting, Senator Peter Weinstein and Representatives Peter Deutsch and Ben Grabber would be attending to meet their constituents. He said Representative Peter Deutsch would also be holding a Town Hall meeting in the Council Chambers after March 22, 1989. He said he requested the information be placed on Channel 19. Mae Walberg asked if this information could be placed in the Tam -A -Gram and Mayor Abramowitz replied, yes. Mayor Abramowitz said this information was City business. Chairman Silverman said several City Administrators appear before the Presidents Council regarding City matters. He asked why the information given at the Presidents Council could not be printed in the Tam -A -Gram. Mayor Abramowitz said he found that there were political conversations'at certain times and he did not want the Tam -A -Gram used as a political avenue. He said political matters in the Tam -A -Gram were demeaning, disruptive, harmful and an insult to the residents who did not want Page 8 2/21/89 1 to become involved in political issues. He said the various Organizations were very worthwhile; however, if the Organization had nothing to do with the City of Tamarac, it should not be included in the Tam -A -Gram. Chairman Silverman said the Public Information Board would not be in existence if it -was not for the Presidents Council and Mayor Abramowitz asked if the Presidents Council paid for the Tam -A -Gram. Chairman Silverman replied, no. Maury Kramer, Associate member of the Public Information Board, thanked the City Council for allowing the Public Information Board to appear before them. He reminded the City Council and the Public Information Board that a previous member of the Board, Ed Solomon, passed away. Mayor Abramowitz said he would dedicate the Meditation at the Regular City Council meeting on February 22, 1989, to Ed Solomon. With no further business, Mayor Abramowitz ADJOURNED this meeting at 2:25 P.M. CAROL A. EV NS, CITY CLERK "This public document was promulgated at a cost of $73.50 or $4.90 per copy to inform the general public, public officers and employees of recent opinions and considerations of the City Council of the City of Tamarac. Page 9