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.
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Page 4 of 4 City Commission Workshop June 6, 2011
Workshop
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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
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Projected Averaged Sewage Flow
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Federal iance
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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
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Living document
Locai Strategy
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Tamarac EOC
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Personal Responsibility
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1. Planning is a esponsibility ;
2. Create a fal�i vance
3. Have emer- s re dy
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Reminder for 3 rsonnel:
Prepare to bring clothing, toiletries,
bedding, medications and other
personal items you may need over 3
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6/3/2011
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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