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HomeMy WebLinkAbout2011-06-06 - City Commission Workshop Meeting MinutesCITY OF TAMARAC CITY COMMISSION WORKSHOP MEETING MONDAY, JUNE 6, 2011 CALL TO ORDER: Mayor Bushnell called the workshop meeting to order at 9:32 a.m. on Monday, June 6, 2011 in Room 105, Tamarac City Hall, 7525 NW 88 Avenue, Tamarac, FL. PRESENT: Mayor Pamela Bushnell, Vice Mayor Michelle J. Gomez, Commissioner Marion Swenson, Commissioner Diane Glasser, and Commissioner Harry Dressler. ALSO PRESENT: City Manager Michael Cernech, Assistant City Manager Diane Phillips, Assistant City Attorney Julie Klahr and City Clerk Peter M. J. Richardson. PLEDGE OF ALLEGIANCE: Mayor Bushnell led the Pledge of Allegiance. 1. Item No. 6 c on the Consent Agenda. FY11 WASTEWATER MAIN REHABILITATION INFLOW AND INFILTRATION CONTRACT: (TR12031) A Resolution of the City Commission of the City of Tamarac, Florida, authorizing the appropriate City officials to accept and execute the agreement between the City of Tamarac and Sak Construction, LLC, utilizing Choice Facility Partners (CFP) contract #10/039MP-01 for an amount not to exceed $700,000.00 for the FY11 Wastewater Main Rehabilitation Inflow and Infiltration Project; authorizing the appropriate City officials to administer the contract; providing for conflicts; providing for severability; and providing for an effective date. — Utilities Director Ray Gagnon, Operations Manager Scott London and Purchasing/Contracts Manager Keith Glatz. Mr. Gagnon presented an overview of the rehabilitation process for the City's gravity sewer system, utilizing a Powerpoint presentation which is attached hereto. Mr. Gagnon stated that the rehabilitation process saved the City a lot of money and potential future maintenance difficulties. He also stated that City utility staff did a video inspection of approximately twenty percent of wastewater mains on an annual basis. Mr. Gagnon noted that the rehabilitation of wastewater mains took place once every two years. Commissioner Dressler inquired about the possibility of undertaking the rehabilitation contract on an annual basis. Mr. Gagnon stated that although contractors generally preferred a larger amount of work, City staff could evaluate the possibility of contracting this type of work on an annual basis. Mr. Gagnon also noted that many problem leaks were repaired as soon as they were identified during the video inspection process. Mayor Bushnell inquired whether or not the proposed firm for the contract award had local staff. Mr. London stated that the firm had crews available throughout the State of Florida, with some of these crews being based in the south Florida area. 2. Item No. 6(b) on the Consent Agenda. SUNSET POINT PARKING EXPANSION PROJECT (TR12030): A Resolution of the City Commission of the City of Tamarac, Florida, awarding Bid No. 11-14B to and approving Page 1 of 4 City Commission Workshop June 6, 2011 an agreement with Colonna Construction Co., Inc., for the Sunset Point Parking Expansion Project at 11000 West McNab Road in accordance with Bid No. 11-14B for a contract amount of $65,632.75; a contingency in the amount of $9,845 will be added to the project account, for a total project budget of $75,477.75; authorizing an expenditure from the appropriate accounts; authorizing budget amendments for proper accounting purposes; providing for conflicts; providing for severability; and providing for an effective date. — Public Works Director Jack Strain and Purchasing/Contracts Manager Keith Glatz Mr. Strain noted that the proposed parking lot expansion project would essentially double the number of parking spaces at Sunset Point Park. Commissioner Dressler congratulated Parks and Recreation staff for the high utilization rate of the Sunset Point Park facility. Commissioner Glasser noted that Sunset Point Park was in her neighborhood and a lot of people learned about the park's existence by word of mouth. Mayor Bushnell inquired whether residents of the neighboring Captiva neighborhood had been made aware of the proposed parking lot expansion at Sunset Point Park. Mr. Warner said that City Parks and Recreation staff had worked with the Captiva Association's Board to ensure that park patrons improperly parking in the Captiva parking lot would be potentially subject to towing. Vice Mayor Gomez inquired how long it would take to complete the project. Mr. Strain said he estimated that the project would likely be completed in sixty (60) days or less. Mayor Bushnell inquired about the peak period for use of parks in Tamarac. Mr. Warner said park use was consistently fairly high, with usage somewhat less during the heat of summer. Commissioner Glasser said it was too bad that Sunset Point Park could not be somewhat larger to accommodate additional potential patrons. 3. Overview of City Emergency Management Plan — Assistant Fire Chief Jeff Moral and Community Education Preparedness Specialist Van Schoen Assistant Fire Chief Jeff Moral said that the Tamarac Fire -Rescue Department was responsible for coordinating a number of different types of hazards and related emergency preparedness, but today's Powerpoint presentation would focus on hurricane preparedness, since the annual hurricane season commenced on June 1st. A copy of the presentation is attached hereto. Chief Moral noted that the National Weather Service would be providing hurricane watches 48 hours in advance and hurricane warnings 36 hours in advance of the anticipated severe weather system. Chief Moral reviewed a number of steps taken to date this year to ensure optimum preparedness for the upcoming hurricane season, including the replacement of the emergency generator at Fire Station 41, updating of vendor contacts and establishing necessary supply redundancies. Commissioner Glasser inquired about plans for potentially evacuating certain Tamarac residents from their residences during severe weather. Chief Moral noted that although the City of Tamarac does not have an emergency shelter, the American Red Cross provided sheltering involving certain special circumstances and needs. Commissioner. Dressler inquired whether there was Page 2 of 4 City Commission Workshop June B, 2011 a supply of blue tarps to cover damaged roofs and windows. Chief Moral said the City had a supplemental supply to augment supplies from FEMA and other disaster assistance organizations. Commissioner Dressler inquired about the status of emergency generators at area service stations. Chief Moral noted that a number of service stations and grocery stores along major roadway corridors had installed emergency power generators to continue operations following extensive power outages. Commissioner Dressler emphasized the vital importance of readiness for hurricanes and other emergencies occurring in the future. Mayor Bushnell emphasized the importance of encouraging everyone to bring in loose objects and potential projectiles prior to severe weather events such as hurricanes. There was a break in the proceedings between 10:48 and 11:07 a.m. The workshop re -convened at 11:07 a.m. will parties noted at the commencement of the meeting in attendance. 4. Update on Solid Waste Franchise — Public Works Director Jack Strain, Budget/Contracts Manager Troy Gies and Purchasing/Contracts Manager Keith Glatz Mr. Strain outlined the recent timeframe relative to the City's solid waste franchise agreement utilizing a slide presentation, a copy of which is attached to this meeting summary. Mr. Gies provided an outline of refuse and recycling carts, noting that the introduction of recycling carts generally translated into a twenty percent increase in recycling participation. He stated that residents would be given the option of having 35, 65 or 95 gallon trash collection cans and either 35 or 65 gallon recycling carts. Mr. Strain noted that persons who provided applicable documentation from their physician would be able to receive side door trash collection, rather than having to wheel their carts to the curb for collection. Vice Mayor Gomez inquired about the process to distribute the refuse and recycling carts to City residents. Mr. Strain said that the vendor would be responsible for making arrangements with individual residents to provide applicable carts for refuse and recycling services. Vice Mayor Gomez inquired whether cans would have to be in a certain location for pick-up. Mr. Strain said that both refuse and recycling cans would generally be collected from property lines along the road side. Commissioner Glasser inquired about the possibility of providing some condo associations with lids which could be held up for a short period of time to accommodate the needs of some users. Mr. Strain said that City staff could certainly look into potential options to address this matter. Commissioner Dressier inquired whether trash would be picked up from 50-gallon containers following the start of the new program. Mr. Strain said that only the vendors refuse and recycling cans would be picked up and dumped once the program commenced. Mayor Bushnell stated that in some communities such as Mainlands 1 and 2, some residents produced very little trash on a twice -weekly basis. Mayor Bushnell inquired whether residents would have the Page 3 of 4 City Commission Workshop June 6, 2011 flexibility to change cart sizes. Mr. Strain said yes, with the vendor being as flexible as possible, within reason. Vice Mayor Gomez inquired whether staff would have informational brochures and on- line information about details of the refuse and recycling program and related matters. Mr. Gies said that both the vendor and City staff would provide a variety of timely program information to customers. Mayor Bushnell inquired where the carts should be stored when a home did not have a garage. Mr. Strain said the carts should be stored on the side of the residence. Mayor Bushnell inquired whether trash and recycling containers would need to be screened. Mr. Strain said that the screening of trash and recycling containers would continue to be required. Mayor Bushnell stated that up to 75% of residents in some senior communities did not have a trash can. Mr. Cernech said if the Mayor and City Commission felt that staff s perspective on this matter was out of line, City staff would be pleased to address this matter. Mr. Strain said that City staff would work with the vendor to address any matters arising from new equipment requirements relative to trash and recycling pick-ups. Stating that some people chose to resist changes, Commissioner Swenson suggested moving ahead with the excellent program proposal outlined by City staff relative to refuse and recycling collection. Commissioner Dressler stated that the City of Tamarac had a reputation for accommodating people whenever practical to do so. Mayor Bushnell extended best wishes for a happy birthday to Commissioner Swenson. 5. Other Business There being no further business to come before the City Commission, Mayor Bushnell adjourned the workshop meeting at 12.19 p.m. •.q V�'<•. '•.Q-yam Peter M. J. Ric ardson, CRM ESTABLISHED ¢= City Clerk O 1963 : 4 '•�`�SEAL..0 ... co t41 1 Page 4 of 4 City Commission Workshop June 6, 2011 Workshop ,tune The City of Tamarac Sanitary Sever Rehabilitation (I & I noduefion Progmm) Asset Management Plan • Inventory Assets • Determine Asset Condition • Plan Rehabilitation or Replacement • Implement Plan Gravity-Sartitary Sewer • Reduces freatm t and Dispo ost • Eliminates Service InterriVions • Extends Asset Useful Life • Less Expensive than Replacement • Meets Regulatory Needs • Meetsstrategic Goal ##2, to Provide a "Strong Economy in a Hearty ) nvironmenf What is Infiltration ? • The seepage of ground water into a sanitary sewer system What is Inflow? Direct discharge into a sanitary sewer system, usually from a rainstorm event through manhole covers, roof drains and cross connections with the storm water system. know ? Sand and fine soils'can also infiltrate along with rain water, c #ing sinkholes and erosion which can col e roadways and sidewalks The I & I program can locate other problems in the system • Line clogging and sewage backups in homes and businesses can occur when pipes begin to deteriorate. Collapsed Pipe Canals and Ground water sources can become contaminated with toxic chemicals due to leakage of the wastewater system. Repairs are made by lining the damaged pipe with a POLY/RESIN or PVC insert that prevents further infiltration & inflow BEFORE AFTER The Re THE REPAM Projected Averaged Sewage Flow to Broward County for Treatment 10.0 w�mraarrpwxm as —wan wnro¢an gp 9,0--GulnrtLavlt(l1�p Uny 2 9 8:6 TaA 8.0 ,. a ao a 7.0 6.0 2000 2003 2M 2009 2012 2015 2019 2021 2025 Utilities Department rommiftd tea__. Continuously pro a public health by providing and wastewater service in a e and cost effective ComAn sio - TAMARAC Flmb aboDPO F Endl pPc�c�oc NNW? hope. Advisory Hurricane watch = 48 hours notice of possible hurricane _ condi�i HuWirlpibleF ng = 36 hours note sustained . COdaREO i res p c C,ty the aCn;ii, . ".ri01i•%pr 2n1C0,11CY I Mn 11 anal le'c P'�L�IZ ".'I,Gr 3litns d0 OP,r'.211� ry , Pv ,�; jparations IT "Hot Test" of City EOC 37 WebEOC rained Federal iance COOP{ Hurric p`tepared State Hit e Griffith exercise MARC Unit deployments CERT Classes CERT Leadership Meetings Preparations Installed lightn tection to EOC Installed r ed doors and impact a$ Fire St. 41 Replaced t. 41 generator ,Chain saw.trairling City Emergency Planning CEMP: City Emergency Management Plar? Updated June 1, 2011 tes are now easiarAy wly developed EM Site on thelrlt 't, a Of Operations Plan Living document Locai Strategy Updated/approved 2011 Tamarac EOC P.IN 1 r F :.Ining and Personal Responsibility �_� 1. Planning is a esponsibility ; 2. Create a fal�i vance 3. Have emer- s re dy for c,r n f rid for City response Reminder for 3 rsonnel: Prepare to bring clothing, toiletries, bedding, medications and other personal items you may need over 3 days a 6/3/2011 4 �f6)xb» City of Tamarac Public Works Department Solid Waste and Recycling Procurement Timeline And Proposal Overview Solid Waste and Recycling January 2009: Commission Workshop on solid waste and recycling contracts, support for comprehensive solid waste and recycling competitive procurement including residential solid waste and recycling and commercial solid waste. June — Dec 2009 Draft RFP for Residential Solid Waste and Recycling and Commercial Solid Waste Services developed with assistance from Consultants. Determination based on Consultants recommendations, current economic conditions, and industry trends to grant exclusive franchise for residential solid waste and recycling and commercial solid waste. Solid Waste and Recycling November 2009: Current Contracts with All Service Refuse and Waste Management extended to accommodate the ongoing procurement process December 16, 2009 RFP 09-16R Solid Waste, Recycling, Yard Waste and Bulk Waste published January 28, 2010 Mandatory pre -proposal conference held at City Hall Solid Waste and Recycling March 2010: City Attorney reviewed City Solid Waste Ordinance and recommended updates and revisions to conform to State Statute language and to include language on the proposed single vendor of residential and commercial solid waste services. April 2010: Proposals received from five (5) vendors: Choice Environmental, Republic (All Service), Southern Waste Systems, Waste Management, and Waste Pro. Received a "non -bid" from Ace Waste. 2 Solid Waste and Recycling June 2010: Recommendation of RFP Evaluation Committee (Michael Cernech, Mark Mason, Jack Strain, and Troy Gies) is to award RFP to Waste Management subject to successful negotiation of an agreement July 14, 2010: Revisions to City Ordinance Chapter 19: Solid Waste. Adopted upon second reading, the Ordinance updates language to conform to State Statute; allow the single vendor of residential solid waste and recycling and commercial solid waste services; and establishes an annual license for residential construction and demolition (C&D) and for commercial recycling. Solid Waste and Recycling July 2010: Ace Waste files lawsuit against City of Tamarac for displacement, City files counterclaim for relief in the above manner August 2010: City Attorney advises three-year notice, per Section 403.70605 Florida State Statutes, to all current franchised commercial solid waste haulers advisable as a conservative measure to defuse Ace Wastes Claim of displacement, and that a 45- day notice is required prior to public meeting regarding three-year notice ki Solid Waste and Recycling September 2010: Completed development and editing of initial draft agreement, incorporating comments from City staff, City Attorney and consultant Public Meeting seeking public comment in October 27, 2010: reference to Tamarac Taking Over the Solid Waste and Recycling Collection and Disposal Services Solid Waste and Recycling October, 2010 Attorneys for Ace Waste present information regarding potential violation of a final judgment from an anti-trust suit issued in 2004. City determines that negotiation process should be put on hold until we obtain direction from the U.S. Department of Justice and the Florida Attorney General al Solid Waste and Recycling January, 2011 Department of Justice and Florida Attorney General issue joint opinion that award of a contract based on a competitive process does not violate the final 2004 anti-trust judgment March 14, 2011 First negotiation session with Waste Management April 14, 2011 Final negotiation session with Waste Management Solid Waste and Recycling April — May, 2011 Preparation and Execution of Final Agreement with Waste Management Solid Waste and Recycling Broward Cities currently utilizing carts for solid waste and/or recycling ■ Coconut Creek (recycling only) ■ ■ Cooper City ■ ■ Davie ■ ■ Deerfield Beach (recycling only) ■ ■ Fort Lauderdale ■ ■ Hollywood ■ ■ Lauderdale Lakes ■ ■ Lauderdale -by -the -Sea (refuse only) ■ ■ Lauderhill ■ Miramar (refuse only) Oakland Park (refuse only) Pembroke Pines Weston (refuse only) West Park Wilton Manors (refuse only) Dania Beach (refuse only) Hallandale Beach (refuse only) Parkland (recycling only) Broward County Waste and Recycling Services and the Resource Recovery System are encouraging all cities to adopt the cart system for recycling Solid Waste and Recycling Carts vs. Bins The 65 Gallon (left) and 95 Gallon (above) carts have smaller "footprints" than two recycling bins (18 gallons) and requiring no heavy lifting. Z Solid Waste and Recycling Currently: Household Garbage Two 30-gallon cans or bags twice weekly - household garbage only Resident must provide cans / bags Frequent complaint of animals / pests tearing at bags and tipping cans Proposed: 95 Gallon Cart twice weekly — provided by contractor 190 Gallon capacity weekly, 58% increase Includes household garbage and yard waste Deters pests and animals Wheeled cart for convenient to move Can downsize to 65 Gallon, if requested Solid Waste and Recycling Recycling Currently: 18 Gallon curbside recycling bin No cover — newspapers and paper not recycled if wet Increased litter (spilled bins, wind, etc.) Proposed: 35 Gallon Cart once a week Wheeled cart for convenience Covered keeps recycling dry and in place Can upgrade to 65 Gallon, if requested VA Solid Waste and Recycling Bulk Waste and Multi -Family Bulk Waste: No significant changes Weekly for single-family and quarterly for multi -family With 95 Gallon Carts, much yard waste (e.g. palm fronds and trimmings) will go with garbage Multi -family Solid Waste and Recycling: Old and damaged 95 gallon recycling carts will be replaced Dumpsters will be cleaned and disinfected more regularly One vendor for both solid waste and recycling City of Tamarac Public Works Department Solid Waste and Recycling Procurement Timeline And Proposal Overview