Loading...
HomeMy WebLinkAbout2017-09-13 - City Commission Workshop Meeting MinutesCITY OF TAMARAC CITY COMMISSION WORKSHOP WEDNESDAY, SEPTEMBER 13, 2017 CALL TO ORDER: Mayor Harry Dressler called the Workshop of the City Commission to order at 4.11 p.m. on Wednesday, September 13, 2017 in Conference Room 105, City Hall, 7525 NW 88th Avenue, Tamarac, FL 33321. ROLL CALL: Mayor Harry Dressler, Vice Mayor Debra Placko, Commissioner Marlon Bolton, Commissioner Michelle J. Gomez and Commissioner Julie Fishman were in attendance. Also in attendance were City Manager Michael C. Cernech, Assistant City Manager Diane Phillips, Assistant City Attorney David Tolces and City Clerk Patricia Teufel. PLEDGE OF ALLEGIANCE: Commissioner Gomez led the Pledge of Allegiance. 1. Public Art Sculpture Purchase Update - Community Development Director Maxine Calloway and Public Art Administrator George Gadson appeared. Mr. Gadson gave a presentation, a copy of which is on file in the City Clerk's Office. Mr. Gadson talked briefly about Inspiration Way and said the infrastructure for the art work is being put into place. Mr. Gadson talked about Don Gialanealla the artist for the Ibis sculpture and how they were able to negotiate the price down from $45,000 to $28,000. Mr. Gadson said the sculpture will be on the east side of Pine Island just before 81st Street. Mr. Gadson responded to a few questions from the Commission. 2. TR12974 - Comprehensive Signage Program - Change Order: Item No. 6 (d) on the Consent Agenda. (TR12974) A Resolution of the City Commission of the City of Tamarac, Florida, approving a net increase of five hundred five thousand and thirty seven ($505,037.00) dollars in the contract value for Baron Sign Manufacturing for the fabrication and installation of signs under the Comprehensive Signage Program for a total estimated expenditure of two million two hundred and sixty four thousand two hundred and thirteen ($2,264,213.00) dollars; authorizing the approval of Change Order Number 002 in the amount of one hundred and seventy one thousand eighty seven ($171,087) dollars, attached hereto as Exhibit "A"'; authorizing the inclusion of a City controlled contingency in the project budget in the amount of two hundred and sixty one thousand four hundred and one dollars ($261,401); authorizing an appropriation and expenditure of four hundred and sixty-six thousand four hundred and thirty-eight ($466,438.00) dollars; authorizing the City Manager or designee to approve line item change orders within the approved budget; providing for conflicts; providing for severability; and providing for an effective date. Community Director Maxine Calloway and Purchasing/Contracts Manager Keith Glatz appeared. Community Development Director Calloway gave a presentation, a copy of which is on file in the City Clerk's Office. Community Development Director Calloway discussed in detail the contract value; Change Order No. 1 and Change Order No. 2; proposed event banner and the Woodmont Development Agreement Contribution to the signs for Woodmont. Community Development Director Calloway gave a summary of the contract value; all changes to the contract and the current sign schedule. Community Development Page 1 of 5 COMMISSION WORKSHOP MEETING September 13, 2017 Director Calloway said they have 22 HOA's on a waiting list for signs. Community Development Director Calloway and Finance Director Mason responded to a few questions from the Commission. 3. T02360 - General Employees' Pension Fund Amendment: Item No. 8 (a) on Ordinance(s) First Reading. (T02360) An Ordinance of the City Commission of the City of Tamarac, Florida; amending Chapter 16, Pension and Retirement, Article III, Employees' Pension Plan and Article IV, Benefits, providing for the purchase of credited service for qualifying service in the United States Military; providing for the purchase of prior service following subsequent re-employment with the City; providing for language which limits the selection of a lump sum benefit option; providing for a non -service connected disability after two or more years of service; providing for a cost of living adjustment for Deferred Retirement Option Plan participants; providing for a savings clause; providing for severability; providing for codification and providing for an effective date. Human Resources Director Lerenzo Calhoun appeared and gave a presentation. Human Resources Director Calhoun outlined the changes to the plan and the objectives of the changes and said there is no actuarial impact to the plan. Human Resources Director Calhoun said the FPE reviewed the changes to the plan and signed a Memorandum of Understanding accepting the plan amendments. 4. TR12997 - Agreement with City College for Emergency Medical Services (EMS) Internship Program Item No. 6 (g) on the Consent Agenda. (TR12997) A Resolution of the City Commission of the City of Tamarac, Florida, approving a five (5) year -term Agreement for Emergency Medical Services (EMS) Internship Program between the City of Tamarac and City College to allow Emergency Medical Services (EMS) students to ride along on City's fire rescue vehicles as part of a preceptorship program and receive education and training from Tamarac Fire Rescue personnel with an effective date upon execution by all parties, authorizing appropriate City Officials to execute the Agreements for EMS Internship Program and Business Associate; providing for conflicts; providing for severability; and providing for an effective date. 5. TR12998 - Agreement with Emergency Education Institute, LLC for Emergency Medical Services (EMS) Internship Program: Item No. 6 (i) on the Agenda. (TR12998) A Resolution of the City Commission of the City of Tamarac, Florida, approving a five (5) year -term Agreement for Emergency Medical Services (EMS) Internship Program between the City of Tamarac and Emergency Education Institute, LLC. to allow EMS students to ride along on City's fire rescue vehicles as part of a preceptorship program and receive education and training from Tamarac Fire Rescue personnel with an effective date upon execution by all parties, authorizing appropriate City Officials to execute the Agreements for EMS Internship Program and Business Associate, providing for conflicts; providing for severability; and providing for an effective date. Fire Chief Mike Burton appeared and gave a brief presentation on Item No. 4 TR12997 and Item No. 5 — TR12998 as they were similar items. Fire Chief Burton said Tamarac has a long-standing relationship with these schools and we are basically providing training to these students. These agreements are beneficial to Tamarac as it enables us to recruit some of the ride -along students. The Commission thanked Fire Chief Burton for his presentation. Page 2 of 5 COMMISSION WORKSHOP MEETING September 13, 2017 6. TR 13006 - Change Order No. 1 for Grounds Maintenance Services: Item No. 6 (f) on -- the Consent Agenda. (TR13006) A Resolution of the City Commission of the City of Tamarac, Florida, to approve Change Order Number 1 to the Agreement with Prestige Property Management and Maintenance, Inc. for landscape maintenance services of certain public rights -of way and City parks; authorizing an amount not to exceed $95,000.00 to be added to the contract for variable cost services for a total annual cost of $1,331,078.39; authorizing a Budget Amendment in the amount of $95,000.00 which will be included in a budget amendment pursuant to F.S. 166.241(2); providing for conflicts; providing for severability; and providing for an effective date. Public Services Director Jack Strain and Purchasing/Contracts Manager Keith Glatz appeared. Public Services Director Strain gave a presentation, a copy of which is on file in the City Clerk's Office. Public Services Director Strain went over the contracted services; service locations; the current contract; the locations and services added since January 2015; the budget allocation and contract costs. Public Services Director Strain responded to a few questions from the Commission. 7. TR13000 - Boulevards Drainage Repair Project: Item No. 6 (e) on the Consent Agenda. (TR13000) A Resolution of the City Commission of the City of Tamarac, Florida, awarding Bid No. 17-16B to and approving an Agreement with Johnson -Davis, Inc. for the Boulevards Drainage Repair Project for a contract amount of $295,518.00, a contingency in the amount of $44,328.00 will be added to the account for a project total of $339,846.00; authorizing an appropriation in the amount of $165,496.00 which will be included in a Budget Amendment pursuant to F.S. 166.241(2); authorizing an expenditure from the appropriate accounts; providing for conflicts; providing for severability; and providing for an effective date. Public Services Director Jack Strain and Purchasing/Contracts Manager Keith Glatz appeared. Public Services Director Strain gave a presentation a copy of which is on file in the City Clerk's Office. The Commission thanked Public Services Director Strain for his presentation. 8. Other City Manager Cernech said he would like to provide the Commission with a hurricane update now rather than during the City Manager Report during the Regular Commission Meeting. City Manager Cernech said we have had a significant number of employees working around the clock for the last 6 or 7 days. City Manager Cernech acknowledged the exceptional job the City's employees did to get prepared for the storm and then cleaning up after the storm. Crews will be out from 7:30 a.m. to 7:30 p.m. until things have been cleaned up. With regards to structural damage we have no damage to buildings, there is no significant residential damage and none have been declared uninhabitable. Tamarac seems to have withstood the storm fairly well. There is rain scheduled for the next few days which could hamper cleanup efforts. City Manager Cernech said debris removal will begin Monday morning and public services will be out removing debris at first light. City Manager Cernech informed the Commission that some employees went out during lulls in the hurricane to remove debris. City Manager Cernech reported that debris from the major arterial roads have been removed and 2"d arterial roads were also Page 3 of 5 COMMISSION WORKSHOP MEETING September 13, 2017 cleared and then we started clearing debris from the residential streets. City Manager Cernech said debris removal is complicated and we cannot go on private property. Residents seem to be doing a good job picking up debris and getting the debris to the curb and swales. City Manager Cernech said some neighborhoods with private streets are not eligible for FEMA reimbursement and we are working with those private communities to get the debris put in the proper place for removal. City Manager Cernech said we are working to get approval from FEMA which is a complicated process. Community Development Director Calloway is distributing a Hold Harmless Agreement to HOA's s so that we can pick up the debris, assuming we get approval. This is different than in the past and we must get FEMA's permission prior to removal in order to be eligible for reimbursement. City Manager Cernech said AshBritt is here for debris removal but we do not yet have any cutting crews to cut up trees. We anticipate the crews arriving shortly. Another challenge with FEMA is that we are now limited to two residential passes to pick up debris. City Manager Cernech advised that every City is working with FEMA to get this changed as this is just not practical. City Manager Cernech said we have designated hurricane reserves to deal with these expenses if we have to and we will do what is right for the people of Tamarac. City Manager Cernech said we are anticipating the first residential pass for debris will begin on Monday. Commissioner Gomez said she would be happy to reach out to the HOA's and COA'S to help them with the hold harmless agreements. City Manager Cernech said Community Development Director Calloway has drafted the agreement and it is under review and if we need assistance we will reach out to the Commission for your assistance. Vice Mayor Placko asked if the first pass on Monday would be City-wide. Public Services Director Strain explained the debris cleanup process and said we cannot provide a specific schedule. Public Services Director Strain said complexes will have to get a contractor to cut up the debris and get it out to the ROW or swale for pickup. City Manager Cernech explained the FEMA debris rules and procedures. Public Services Director Strain explained the process for separating vegetation debris and other debris such as fencing. City Manager Cernech reported that the parks will be open tomorrow morning and Caporella Park will open later in the day. Two panels at Veteran's Park were damaged and we will have to figure out a way to protect them in the future. The Artist is preparing a 9th panel and hopes to have the two panels repaired for that unveiling on Veteran's Day. City Manager Cernech thanked Parks & Recreation Director Warner's staff for feeding the rest of the employees the last few days and thanked Fire Rescue personnel for being very hospitable when we were at the EOC. City Manager Cernech said Fire Rescue does a good job of working the Emergency Management Plan and noted that they did run calls throughout the storm. City Manager Cernech praised BSO for running the 911 system during the storm. Page 4 of 5 COMMISSION WORKSHOP MEETING September 13, 2017 City Manager Cernech said the stormwater system did a good job of handling the vast amount of rain. However, there were a few neighborhoods that experienced flooding; Mainlands 6 and 7, Central Parc and Manor Parc because the water did not flow the way it was supposed to. Staff went out before and during the storm and manually pumped out Mainlands 7. After the event, we moved the pumps to Mainlands 6 and we were able to drain that area. This problem will have to be addressed as the system was approved by Broward County. We will have to identify solutions and work with the County to modify that system. City Manager Cernech said we are working to coordinate a meeting to talk to the people in those communities and let them know that we will have to resolve this and resolve it quickly. City Manager Cernech reported that we still have sporadic electrical outages and we have been doing welfare checks on the vulnerable population. The Human Resources staff has been reaching out to our nursing homes and ALF's to make sure they have power. We are continuing to work with FPL where power continues to be out. City Manager Cernech said most of Kings Point has power but there are still a few buildings that do not. We are asking people to be patient. FPL has done a very good job of getting assets in place and restoring power. City Manager Cernech said from this event we will learn to be better prepared in the future. City Manager Cernech said staff is here to answer any questions. City Manager Cernech responded to a few questions from the Commission. There being no further business to come before the City Commission for consideration, Mayor Harry Dressler adjourned the meeting at 5:45 p.m. r MIT.i •-1, 6MV _ Page 5 of 5 COMMISSION WORKSHOP MEETING September 13, 2017