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HomeMy WebLinkAbout2024-01-08 - City Commission Workshop Meeting MinutesCITY COMMISSION MINUTES WORKSHOP MONDAY, JANUARY 8, 2024 10:00 AM CONFERENCE ROOM 105 CALL TO ORDER: Mayor Michelle J. Gomez called the Monday, January 8, 2024, City Commission Workshop, being held in Conference Room 105, to order at 10:01 a.m. ROLL CALL Present were Mayor Michelle J. Gomez, Vice Mayor Morey Wright Jr., Commissioner Marlon D. Bolton, Commissioner Kicia Daniel, and Commissioner Elvin Villalobos. Also present were City Manager Levent Sucuoglu, Assistant City Manager Maxine Calloway, City Attorney Hans Ottinot, and City Clerk Kimberly Dillon. PLEDGE OF ALLEGIANCE Mayor Gomez led the Pledge of Allegiance and moment of silence. AGENDA La. Inspiration Way Art Selection Maher Mansour, Assistant Community Development Director, and George Gadson, Gadson & Ravitz, provided a presentation, which is on file in the City Clerk's Office. Mayor Gomez noted there are 12 pads and eight (8) pieces were recommended. Mr. Gadson explained the four (4) pieces previously approved will stay in place. Mayor Gomez asked for an overview of the locations of the art on Inspiration Way. She asserted the presentation did not provide a complete picture. Assistant Community Development Director Mansour clarified that the Public Art Committee was not making purchase recommendations. He noted they had selected the eight (8) pieces provided from a larger pool of art. Discussion continued regarding the timing of the cycle. Commissioner Daniel stated she was glad to see a change from the art they had seen in the past. Consensus was to approve the eight (8) art pieces as presented. Commissioner Villalobos asked that there not be empty pads during the transition period. Mr. Gadson outlined improvements to the process. Commissioner Villalobos highlighted an issue with trees blocking the art piece near the hotel. City Manager Sucuoglu stated staff would investigate. l.b. Ronald Book Lobbying Services Agreement: State Lobbyist Neysa Herrera, Chief of Staff, provided a presentation, which is on file in the City Clerk's Office. Mayor Gomez advised that the firm had been active and open to ideas, as well as being proactive and good to work with. l.c. The Ferguson Group Lobbying Services Agreement: Federal Lobbyist Neysa Herrera, Chief of Staff, provided a presentation, which is on file in the City Clerk's Office. Mayor Gomez stated the Ferguson Group had also been very accessible and provided information to keep the Commission up to date on the legislature. l.d. T02547 - An Ordinance of the City Commission of the City of Tamarac, Florida, amending Chapter 10, Article 4 of the City of Tamarac Land Development Code, entitled "Development and Design Standards" by amending specific development and design standards for roadways, sidewalks, bicycle paths, drainage, parking, waste water, storm water, potable water, and irrigation systems, consistent with updated engineering standards; modifying dimensions of alleys, parking stalls, and required paved rights of way, to provide for consistency with the City of Tamarac Engineering Design and Processing manual; updating fire emergency access requirements for guard houses with security locking mechanisms; amending the City's right-of-way sign provisions to appropriately identify SR 869/Sawgrass Expressway and clarify the permitted location for the installation of billboard signs and their distance separation from residential property; and modifying the height of numerical building addresses on monument signs to enhance visibility and comply with fire code safety standards; providing for conflicts; providing for severability; providing for codification; and providing for an effective date. Maxine Calloway, Assistant City Manager and Community Development Director, and John Doherty, Public Services Director, provided a presentation, which is on file in the City Clerk's Office. Commissioner Villalobos left the dais at 10:32 a.m. Commissioner Villalobos returned to the dais at 10:34 a.m. Minutes January 8, 2023 —Workshop Page 2 Commissioner Villalobos asked how these items were identified. Assistant City Manager Calloway explained that following a Code change, conflicts are identified through the administration of the Code and staff compiles a list. Mayor Gomez referenced the sidewalk section and noted a potential conflict with an established development. City Attorney Ottinot stated staff would review. Discussion continued. Mayor Gomez stated she was glad they were working on the parking regulations, citing concerns with parking in Colony West. She commented on leaf blowing into drains and the need for bagging debris. Public Services Director Doherty advised this was included in another section of the Code. Mayor Gomez suggested a piece in the Tam -A -Gram. Mayor Gomez commented on the billboard restrictions, noting she did not think 1,500 feet seemed like enough separation and pointing out she thought there should be restrictions on appropriate advertising. Assistant City Manager Calloway provided additional clarification. I.e. Citywide Beautification Efforts/Shine Tamarac Maxine Calloway, Assistant City Manager and Community Development Director, and Levent Sucuoglu, City Manager, provided a presentation, which is on file in the City Clerk's Office. Commissioner Daniel asked if there were any updates on additional signage in the Woodmont area. Assistant City Manager Calloway advised funding had been received for eight (8) signs in the community, but the developer had not yet signed the easement agreement, so negotiation continues. Commissioner Villalobos commented that he believed the amount for the Curb Appeal program should be increased in the next budget season. He noted neglected hedges on commercial properties. Assistant City Manager Calloway stated an update could be provided regarding Code Enforcement efforts. Commissioner Villalobos asked that the community be updated on the timeline for installation of the monument walls at Banyan Lakes. Commissioner Bolton asked what the holdup is with the Banyan Lakes sign. Assistant Community Development Director Mansour stated the manufacturer experienced difficulty in securing materials, but the sign was now in fabrication. He reviewed the Homeowners Association (HOA) sign approval process briefly. Assistant City Manager Calloway advised that she would follow up on the expected delivery date. Commissioner Bolton inquired as to the metrics for success in the SeeClickFix campaign. City Manager Sucuoglu responded briefly, noting the survey process to Minutes January 8, 2023 —Workshop Page 3 measure community perceptions, the number of partnerships established, grants received, and projects completed. Discussion continued. Commissioner Bolton asked if the Neighborhood Curb Appeal program could expand driveways. Assistant City Manager Calloway stated two (2) such projects had been completed, and she would provide detail on the locations. She advised that from what she has been told, the cost is beyond the grant amount. Commissioner Villalobos asked if the contractors know that the City has provided funds in the case of a driveway expansion. Assistant City Manager Calloway stated the property owner gets a quote prior to approval. Vice Mayor Wright referenced the Neighborhood Partnership Program and asked for clarification as to why every district except District 3 received the maximum. Assistant City Manager Calloway explained the program sometimes has to be readvertised because not enough applications are received. Vice Mayor Wright noted the Paradise Estate wall is an eyesore, but they do not have an HOA. He asked what could be done to support that community in making the wall more attractive. Public Services Director Doherty advised the project was in the City's Capital Improvement Plan (CIP) schedule for Fiscal Year 2027. He stated the wall would be extended, improved, and beautified. Vice Mayor Wright followed up on Commissioner Bolton's question regarding the SeeClickFix program and the metrics for success and tracking. City Manager Sucuoglu stated the measure of success for the program is typically the time from submission to resolution. Vice Mayor Wright stated he hears a lot of complaints from residents regarding the timeframes of the permitting process. He asked how that process would be streamlined and improved when engaging in beautification. City Manager Sucuoglu explained that most delays in the permitting process are an education issue, and noted there is a concierge service available to residents. Vice Mayor Wright asserted that improving these processes and making them more efficient should be part of the beautification process, as well, because it will make the City look better, faster. Discussion continued. Commissioner Villalobos asked about Spring Lakes Villa. He noted they are in the same position as Paradise Estate. Public Services Director Doherty stated that wall is also part of the Southgate Boulevard Wall Improvement Project, which the City has been having issues obtaining easements for. Commissioner Villalobos pointed out that most of the complaints regarding the permitting process stem from contractors not taking the time to familiarize themselves with the process. Minutes January 8, 2023 — Workshop Page 4 Commissioner Bolton agreed that the complaints related to the Building Department are mostly an issue with the contractor and their communication with the residents. He suggested a class for contractors on how to utilize the Building Department technology might be a benefit, along with sending follow-up via text rather than relying solely on email. Mayor Gomez advised there was also something to be said for a telephone call. She commented that it was too early to judge the success of the SeeClickFix program and the additional Code Enforcement, but the personnel was needed to follow through with submissions. Mayor Gomez asked about the timeline for the Minor Home Repairs program. Assistant City Manager Calloway stated the application comes out in late summer. Mayor Gomez commented on the need for the Commission to understand the program timelines so they can communicate the information to residents. Assistant City Manager Calloway corrected a previous comment regarding Banyan Lakes signage, explaining the sign was fabricated and staff would follow up with an installation date. Mayor Gomez asked that an updated list also be provided. Mayor Gomez called for a recess at 11:51 a.m. Mayor Gomez called the meeting to order at 12.06 p.m. Lf. 2024 Commission Meeting Schedule Discussion Kimberly Dillon, City Clerk, provided a draft Commission meeting schedule, including a list of meetings which may be impacted by religious holidays. Discussion ensued, and consensus was as follows: • Reschedule the Wednesday, April 25 Regular Commission Meeting to Monday, April 22 (with a short agenda) Commissioner Villalobos returned to the dais at 12:17 p.m. • Reschedule the Wednesday, June 12 Regular Commission Meeting to Monday, June 10, and cancel the June 10 Workshop. • Reschedule the September Wednesday, September 11 Regular Commission Meeting to Thursday, September 12. l.g. Discussion and Consensus to direct staff to prepare amendments to the City's Standards of Conduct and Lobbying Activities Ordinances to provide for greater transparency, decorum, and standards, to govern the Commission's ex-parte communications with applicants, lobbyists, and developers. Minutes January 8, 2023 — Workshop Page 5 Mayor Gomez reviewed the Standards of Conduct and sought consensus to direct staff to research and bring forward a potential revision to provide for greater transparency related to ex-parte communication. Commissioner Daniel stated she did not think a change was needed, because when she meets with a developer, she asks the City Manager to join. Commissioner Bolton commented that while this may be a good thing in some regards it is coming at a time when it does not have the same potency. He advised that he was reluctant to meet with developers, and that would be a matter of public record. He asked City Clerk Dillon to provide a list of meetings held by members of the Commission with lobbyists to show others had met with developers and lobbyists more than he had. Mayor Gomez stated the item was not concerned with the existing lobbying process, but with setting standards for productive conversations going forward in an open forum. City Manager Sucuoglu advised that the information Commissioner Bolton requested could be pulled up by anyone on the City's website under Open Government. Commissioner Bolton read from the list of meetings held. Mayor Gomez stated her concern was with the requests being made of developers being discussed in a Commission Workshop and then being negotiated by staff rather than having each member of the Commission make requests separately. Commissioner Bolton asked Assistant City Manager Calloway to explain what a Development of Regional Impact (DRI) entails. Assistant City Manager Calloway explained briefly. She noted the business park was a DRI. She noted the scope is established by Statute and discussed the outreach requirements. Commissioner Bolton asked for clarification on what constitutes a large-scale development. Assistant City Manager Calloway advised that any amendment larger than 50 acres is considered a Large -Scale Land Use Amendment. Discussion continued regarding the process, timeline, and incorporation of comments from reviewing agencies. Commissioner Bolton asserted any indication given that developers were under duress due to Commissioner requests may be innuendo. Vice Mayor Wright discussed his own meetings with developers and asked Commissioner Bolton about his meetings. Discussion continued. City Attorney Ottinot advised that with respect to State law, elected officials can meet with a developer or concerned resident about any development. He stated this is the reason for the ex-parte communications. He noted that some cities have rules restricting this communication, and that is also permitted by law. He commented Minutes January 8, 2023 —Workshop Page 6 on proffers, and asserted the developers would say that they are voluntary. Discussion continued regarding ex-parte communications and the potential issues with restricting that communication. Mayor Gomez explained what she was asking for was not to restrict ex-parte communications, but to have a legal, organized mechanism for asking for items from a developer and discussing the requests in a workshop, then allowing for staff to complete the negotiations. Commissioner Villalobos asserted he believed the discussion should also apply to vendors. He stated the process of logging through City Hall is wonderful, but the private conversations that are not logged are an issue. He discussed concerns with the proffers in the Shaker Village project and with restaurants that opted not to come to Tamarac. Mayor Gomez stated she was not trying to pick apart the past, but move forward in a more organized, transparent, and collegiate manner. Commissioner Daniel stated each individual needs to deal with their own integrity and their own character. She noted she did not have an issue with a developer being required to make the City better and more beautiful while making the community better for the residents if they want to develop on Tamarac's land. She asserted as a business they can say no, and that is okay, and she likes the process the way it is. Commissioner Bolton commented that he has done his part by making ex-parte disclosures, and there are no secret meetings. Commissioner Bolton asked about the origin of a requirement in the Woodlands project for power washing. Assistant City Manager Calloway explained the item had been in the developer's presentation. Mayor Gomez stated she had no issue saying she had asked for the accommodation. Discussion continued regarding voluntary proffers on behalf of 13'b Floor. City Attorney Ottinot advised the 13"' Floor project had been approved and was quasi judicial, so should not be discussed in this forum. Discussion continued regarding negotiations with developers. Consensus was to place an item on the agenda related to transparency. ADJOURNMENT There being nothing further to discuss, the meeting was adjourned at 1:17 p.m. Minutes transcribed by Crysta Parkinson, Prototype, Inc. and submitted by Kimberly Dillon, City Clerk. Minutes January 8, 2023 —Workshop Page 7 Kimberly Dillon, City Clerk Michelle I Gomez, Mayor Note to the reader: The above signature is the City Clerk, of the City of Tamarac, Florida. If the minutes you have received are not signed, or completed as indicated above, they are not the official minutes of the City Commission Workshop held Monday, January 8, 2023. Pursuant to Chapter 286.0105, Florida Statutes, if a person decides to appeal any decision made by the City Commission with respect to any matter considered at such meeting or hearing, he may need to ensure that a verbatim record of the proceedings is made which record includes the testimony and evidence upon which the appeal is based. The City of Tamarac complies with the provisions of the Americans with Disabilities Act. If you are a disabled person requiring any accommodations or assistance, please notify the City Clerk's Office at (954) 597-3505 of such need at least 48 hours (2 days) in advance. Additionally, if you are hearing or speech impaired and need assistance, you may contact the Florida Relay Service by dialing 7-1-1. Minutes January 8, 2023 — Workshop Page 8