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Home My WebLink About2019-04-08 - City Commission Workshop Meeting Minutes CITY OF TAMARAC CITY COMMISSION WORKSHOP MONDAY, APRIL 8, 2019 CALL TO ORDER: Mayor Michelle J. Gomez called the Workshop of the City Commission to order at 9:37 a.m. on Monday, April 8, 2019 in Conference Room 105, City Hall, 7525 NW 88th Avenue, Tamarac, FL 33321. ROLL CALL: Mayor Michelle J. Gomez, Vice Mayor Debra Placko, Commissioner Marlon Bolton, Commissioner Mike Gelin and Commissioner Julie Fishman were in attendance. Also in attendance were City Manager Michael C. Cernech, Assistant City Manager Kathleen Gunn, City Attorney Samuel S. Goren and City Clerk Patricia Teufel. PLEDGE OF ALLEGIANCE: Vice Mayor Placko led the Pledge of Allegiance. 1. Presentation on Broward County Local Small Business Enterprise Program and County Business Enterprise Program by Director of Broward County Commission Office of Economic and Small Business Development Sandy Michael McDonald. Mr. McDonald appeared and gave a presentation, a copy of which is on file in the City Clerk's Office. Mr. McDonald provided an overview of the Office of Economic Small Business Development agency which focuses on promoting business growth, job creation and educates business owners and entrepreneurs by providing Universal tips and tools Ineeded to succeed in business. He noted that the goals are to offer unique advantages to attract all types of businesses, creating equitable, countywide prosperity, ensure economic opportunities for people and businesses in Broward, and to deliver responsive, efficient, quality services to the public and internal customers. Mr. McDonald detailed each line of business in the areas of Economic Development & International Trade, Small Business Development and Community Relations & Outreach. He also talked about certifications available on Local as well as Federal Programs for small business development and eligibility for the certifications. Mr. McDonald talked about the Community Relations & Outreach which helps with technology assistance and the agency's job to try to identify as many businesses as possible, as they look for collaboration from every City that includes visits to the Chamber of Commerce. He talked about Cities and Local Preference Programs on how to favor communities and be competitive on what they offered. Mr. McDonald noted Broward County has a 10% Bid Credit and 30% of Surtax Dollars are earmarked for small businesses. He talked about #BizBeyond2019 which offers sessions available on how to understand working for Broward County, for businesses to network with each other. Mayor Gomez opened the floor to the City Commission for discussion. Mr. McDonald responded to questions from the City Commission regarding vendor contracts, RFP's, supporting local businesses, reaching out to Tamarac Chamber of Commerce and including Veterans agencies, and Broward County Procurement Code. 2. Discussion - Selection of Director, Alternate and Second Alternate to Broward League of Cities — ICity Clerk Patricia Teufel appeared and after a brief discussion no consensus was reached to appoint Mayor Gomez as Director, Commissioner Fishman as Alternate and Commissioner Bolton as Second Page 1 of 5 COMMISSION WORKSHOP MEETING April 8, 2019 Revised 4/22/19 Alternate. City Attorney Goren recommended to leave the item for the Regular meeting on Wednesday to vote. With no further discussion, Mayor Gomez moved to the next item on the agenda. 3. Presentation Regarding ADA Compliance - Human Resources Director Lerenzo Calhoun an Assistant City Attorney Julie F. Klahr appeared and gave a presentation, a copy of which is on file i the City Clerk's Office. Director Calhoun provided feedback on how it all started and legal concerns related to the increase on Web Accessibility lawsuits. Assistant City Attorney Klahr talked about pending litigations related to the visually impaired, the Winn-Dixie case, Juan Carlos Gil lawsuit and the standards for Websites WCAG 2.0. Attorney Klahr noted the City of Tamarac has a mechanism added at the bottom of notices the City Clerk creates that reads "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 of such need at least 72 hours (3 days) in advance. Additionally, if you are hearing or speech impaired and need assistance, you may contact the Florida Relay Service at either of the following numbers: 1- 800-955-8770 or 1-800-955-8771." Human Resources Director Calhoun talked about Legislations such as Section 504 of the Rehabilitation Act (1973) and Title II of the ADA (1990). Assistant City Attorney Klahr talked about Advance Notices of Proposed Rulemaking related to Website Content Accessibility Guidelines 2.0, ADA regulations that included Standards for Accessible Design, WCAG 2.1 and W3C. Director Calhoun noted the City of Tamarac will require to provide programs and services with accessibility to everyone on an equal basis, afford every individual the opportunity to benefit from programs and services provided and the removal of architectural and communication barriers in public areas existing facilities. He spoke about ADA Compliance and Limitations quoting 28 CFR § 35.150(a)(3 Director Calhoun discussed the four Principles of Accessibility under WCAG 2.0 in detail and these must be Perceivable, Operable, Understandable and Robust. He spoke about Website Accessibility Action Plan, Website Accessibility and Disclaimer Statements. Director Calhoun noted document conversion training was provided to employees on creating accessible PDF documents and forms and manual testing performed by third parties. Director Calhoun and Assistant City Attorney Klahr responded to questions from the City Commission regarding monitoring changes, adhering to new changes and agencies working with people with major disabilities. City Attorney Goren noted the Gil case was a settled matter with outside council, mitigating the expense. With no further discussion, Mayor Gomez thanked the presenters and move to the next item on the agenda. 4. TO2390 - 1st Budget Amendment: Item 8 (a) on Ordinance(s) - First Reading. (T02390) An Ordinance of the City Commission of the City of Tamarac, Florida, amending Ordinance 2018-12, which adopted the City of Tamarac Operating Budget, Revenues and Expenditures, the Capital Budget, and the Financial Policies for the Fiscal Year 2019, by increasing the total revenues and expenditures by a total of $2,992,471 as detailed in Attachment A attached hereto and summarized in Attachment B; providing for conflicts; providing for severability; providing for an effective date. Financial Services Director Mark Mason and Financial Services Budget Manager Jeff Streder appeared and gave a presentation, a copy of which is on file in the City Clerk's Office. Director Maso spoke about the purpose of the Ordinance which is governed by Florida Statute 166.241(3) whic states the budget amendment must be adopted in the same manner as the original budget unles Page 2 of 5 COMMISSION WORKSHOP MEETING April 8, 2019 Revised 4/22/19 otherwise specified in the charter of the respective municipality. He provided a summary and Overview of Amendment #1 and listed legislation approved by the City Commission related to extensions, projects and task authorizations taken place during the fiscal year. Director Mason Iresponded to questions from the City Commission regarding new hires and with no further questions, Mayor Gomez thanked the presenters and moved to the next item on the agenda. 5. Legislative Aide Update - Human Resources Director Lerenzo Calhoun appeared and gave a presentation, a copy of which is on file in the City Clerk's Office. Director Calhoun provided background of previous discussion at the February 25, 2019 Workshop meeting related to a Tri- County Governmental Agencies survey regarding the use of Legislative Aides. He discussed Article II, Section 2.32 — Legislative Aides, of the City Code updated in 1975. Director Calhoun summarized the requests received from the City Commission and provided two options to choose from. Option #1 — Hire Second Administrative Coordinator for the Mayor and Vice-Mayor. Option #2 — Amend the Ordinance regarding Legislative Aides, and Hire Temporary Part-Time Employees through the traditional hiring process. Director Calhoun advise there is funding available now to hire a 2nd Administrative Coordinator. Mayor Gomez opened the floor for discussion. Commissioner Gelin held discussion regarding Amending the Code, hiring full-time staff dedicated to each City Commissioner and read an article from a media reporter. Commissioner Bolton discussed the issue of Legislative Aides, community ambassadors at no cost, supporting pay of $700 per month, and he is not sharing support staff with others. Vice Mayor Placko asked City Attorney Goren if the Charter allows Legislative Aides to be paid. City Attorney Goren responded no and explained that it would have to be Ia change in the Charter. Vice Mayor Placko said there is not enough assistance in the office and it would be helpful to hire a part-time person who knows her. Commissioner Fishman talked about the demands she signed up of her residents of District 3 and noted 5 part-time persons would be cost effective. Director Calhoun talked about part-rime positions hours are 20 to 25 hours per week and must work with staff not to exceed the 25 hours limit. Commissioner Gelin suggested Commission positions be reclassified to full-time. Vice Mayor Placko suggested that future candidates must know the position is not a part-time position and asked to put schedules. Commissioner Fishman suggested putting parameters on what they are supposed to do, using funds for the correct item. Mayor Gomez suggested moving away from the title of Legislative Aide to Administrative Support and supported Option #1 as best suited option and added that one person is not enough to handle it all. Commissioner Gelin had discussion regarding City Commission as policy makers that can change the Code of 1975. City Attorney Goren referred to Section 2-32 of the City Charter and explained that if the Charter is not changed, then the paid staff member is considered a City Employee. Additional discussion ensued by the City Commission regarding the options given, needing more help and in what capacity. Commissioner Fishman left the meeting at 11:58 a.m. returning at 12:01 p.m. Mayor Gomez asked the City Commission for a consensus to select Option #1 or Option #2. Commissioner Fishman needs to know the financial cost on either item in order to make a decision. ICommissioner Gelin supported Option #2, capped at 25 hours per week. Vice Mayor Placko supported Option 2, capped at 20 hours per week. Commissioner Bolton supported Option #2, asked to amend the Code via an Ordinance to have paid Legislative Aides and remove car allowance, using Page 3 of 5 COMMISSION WORKSHOP MEETING April 8, 2019 Revised 4/22/19 the funds to pay an Administrative Aide. Having a consensus for Option #2, Mayor Gomez directed Director Calhoun to do more research on the fiscal impact. She noted there is still a need for one person in the office. Additional discussion ensued related to changing the Code of Ordinances. Mayor asked Director Calhoun what additional information is needed in order to complete drafting th Ordinance before it is presented to the City Commission for consideration. Director Calhoun w research comparable Legislative Aides salaries in the area part-time, duties and responsibilities and work with the City Attorney's Office and the City Manager's Office to revise and reflect on the revised ordinance. With no further discussion, Mayor Gomez thanked Director Calhoun and moved to the next item on the agenda. 6. TO2391 - Comprehensive Procedures for City Commission Meetings: Item No. 8 (b) on Ordinance(s) - First Reading (T02391) An Ordinance of the City Commission of the City of Tamarac, Florida, amending Chapter 2 of the City's Code of Ordinances, entitled "Administration", specifically amending Article II, entitled "City Commission", by amending Section 2-34, entitled Comprehensive Procedures for City Commission Meetings"; providing for codification; providing for conflicts; providing for severability; providing for an effective date. City Attorney Samuel S. Goren appeared. City Attorney Goren walked the Mayor and City Commission through the proposed changes to the ordinance as discussed at the last Strategic Planning Session. The first set of changes occurs on page 4 of 13 in regard to commission meeting agendas. Item #2 — added language regarding proclamations and read suggested changes. He noted Page 5 of 13, Order of Business - Sub-section 3d, Proclamations and Special Recognitions that relates to recipients not in attendance to accept the proclamation or recognition. On Page 6 of 13, a consensus was to move the City Commission Reports to the end of the agenda. He concluded with subsection h1, subsection b — the length of tim for a Commissioner to speak under City Commission Reports on the agenda. Mayor Gomez opene the floor for discussion. Commissioner Gelin noted the Code provides for 3 proclamations each, supported not to read proclamations where the recipients are not present to accept, did not support moving Commission Reports to the end of the meeting and Commission Reports should be limit to 10 minutes each. Vice Mayor Placko asked to consider items imperative to discuss on Commission Reports and the use of social media more. She had discussion on the voting order process to consider the district that is impacted first. The City Clerk talked about the current voting process. Commissioner Bolton requested a print out of the voting order process with the agenda books. Mayor Gomez directed the City Clerk to incorporate the voting order list moving forward into the agenda books. Commissioner Gelin noted he is not in favor of moving Commission Reports to the end of the meeting and requested to table the item for later discussion as he had to leave. City Attorney Goren reminded the City Commission this is item is on the next Regular Meeting Agenda and any member of the City Commission has a right to make a motion to table at that time and get support either way. Commissioner Gelin excused himself and left the meeting at 12:26 p.m. Mayor Gomez noted she is trying to run an efficient government agency and to have 3 proclamations in total whether they are read or not; find out if recipients will be attending one week in advance and • not attending then mail proclamations to the recipients before the meeting. Mayor Gomez supporte Commission Reports be limited to 5 minutes. Further discussion ensued regarding proclamation Page 4 of 5 COMMISSION WORKSHOP MEETING April 8, 2019 Revised 4/22/19 - staff time spent creating proclamations, using social media to contact people and consideration given to public participation. Commissioner Fishman talked about people leaving the meetings before their items of interests were heard and agreed moving Commission Reports to the end of the meeting but Idisagreed with time limits, and talked about serving the residents efficiently. Vice Mayor Placko said Commission meetings are for the residents and supported moving away from the Commission Reports. Mayor Gomez asked for a consensus with all in agreement on having 3 Proclamations and moving Commission Reports to the end of the Agenda. Mayor Gomez supported moving Commission Reports to the end of the meeting and a 10 minutes time limit. Commissioner Fishman spoke about civility and procedures in place for them to work through, and Robert Rules of Order Parliamentary procedures. Commissioner Bolton expressed his views related to the way he expresses himself and it is not intended to offend the Commission but for him to be able to speak his mind. 7. Other There being no further business to come before the City Commission, Mayor Gomez adjourned the meeting at 1:03 p.m. , o,_,,r--,_ L':c\-4*----, Lillian Pabon, CMC Assistant City Clerk I I Page 5 of 5 COMMISSION WORKSHOP MEETING April 8, 2019 Revised 4/22/19