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HomeMy WebLinkAbout2012-02-21 - City Commission Workshop Meeting MinutesCITY OF TAMARAC CITY COMMISSION WORKSHOP MEETING TUESDAY, FEBRUARY 21, 2012 CALL TO ORDER: Mayor Bushnell called the workshop meeting to order at 9:35 a.m. on Tuesday, February 21, 2012 in Room 105, Tamarac City Hall, 7525 NW 88tn Avenue, Tamarac, Florida. ROLL CALL: Mayor Pamela Bushnell, Commissioner Marion Swenson, Commissioner Michelle J. Gomez, Vice Mayor Diane Glasser and Commissioner Harry Dressler were in attendance. 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: Commissioner Dressler led the Pledge of Allegiance. 1. Item No. 6c on the Consent Agenda. RELAY FOR LIFE 2012 IN -KIND SUPPORT: (TR12154). A Resolution of the City Commission of the City of Tamarac, Florida, approving a request on behalf of the American Cancer Society for in -kind support for the Tamarac Relay for Life event, benefitting the American Cancer Society, to be held at Millennium Middle School on May 4-5, 2012; providing for permits, proper insurance and execution of lease agreement for in -kind equipment; providing for conflicts; providing for severability; and providing for an effective date. — Parks and Recreation Director Greg Warner and Kelly Lawrence, Community Representative, American Cancer Society. Mr. Warner stated that City staff was recommending that the Mayor and City Commission approve in -kind support totaling approximately $1,500.00 for the upcoming Relay for Life event at Millennium Middle School on May 4-5, 2012. Mr. Warner noted that the support included the use of table and chairs, a City staff person to handle event -related logistics, waiver of rental fees for a ballroom and the use of the City's showmobile. Commissioner Dressler noted that several members of the City Commission were cancer survivors and had served as previous chairs of the Relay for Life event in Tamarac. Mayor Bushnell stated that she was looking forward to attending this year's event. 2. Item No. 6(h) on the Consent Agenda. RFP 12-02R - POOL MANAGEMENT SERVICES: (TR12164). A Resolution of the City Commission of the City of Tamarac, Florida, authorizing the appropriate City officials to award RFP 12-02R and to execute an agreement with Pool Management, LLC, for swimming pool management services at the Caporella Aquatic Center, for a two-year contract; approving funding from the appropriate accounts; providing for conflicts; providing for severability; and providing for an effective date. — Parks and Recreation Director Greg Warner, Purchasing and Contracts Manager Keith G/atz, and Scott B/evins, President, Pool Management, LLC. Mr. Warner noted that pool management services for the Caporella Aquatic Center had been outsourced to Elliott Services since 2005. He also noted that all potential extension agreements to this agreement had been exhausted. A copy of Mr. Warner's powerpoint presentation is attached hereto. Mr. Warner said that the City of Tamarac had received a total of four very good proposals from Aquatic Management Services, Jeff Ellis Management, Pool Management LLC and USA Pools, Inc. Mr. Warner stated that Pool Management, the recommended proposer, had been serving the aquatic industry since 1996, with a special emphasis on customer service and building a strong programming base. He also said that all staff at the pool would have lifeguard, CPR and first aid certifications provided by the American Red Cross. Mr. Warner noted that City staff was recommending the award of a two-year contract. Mr. Blevins stated that his firm's objective was to increase pool revenues by thirty to forty percent, using Twitter, Facebook and other forms of social media and marketing strategies. Vice Mayor Glasser inquired whether the proposal was to add any new programs. Mr. Blevins said possible new programs included toddler swimming classes, aqua jogging, aqua aerobics, programs for seniors, and some sports -related programs. Mayor Bushnell inquired whether any swimming programs were presently offered for babies. Mr. Blevins stated that his firm would be pleased to offer a mom and baby swimming program. Mr. Warner said projected fiscal benefits of outsourcing pool management totaled more than $132,700, excluding some indirect costs such as human resources, purchasing and risk management. Commissioner Dressler inquired about the current estimated percentage of pool use at the Caporella Aquatic Center. Ms. Phillips said that staff would be pleased to provide this information to the Mayor and City Commissioners in the future. 3. Item No. 6(b) on the Consent Agenda. AWARD OF BID 12-03B TAMARAC MULTI- PURPOSE CENTER (MPC) RENOVATION PROJECT: (TR12153) A Resolution of the City Commission of the City Tamarac, Florida, awarding Bid No. 12-03B to, and approving an agreement with Cityworks Construction LLC for the Tamarac Multi - Purpose Center Renovation Project in accordance with Bid No. 12-03B for a contract amount of $256,777.90; a contingency in the amount of $38,500.00 will be added to the project account, for a total project budget of $295,277.90; 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 Services Director Jack Strain, Assistant Public Services Director John Doherty and Purchasing/Contracts Manager Keith Glatz. Mr. Doherty said that existing translucent panels at the Tamarac Multi -Purpose Center had outlived their life span, having been originally installed in 1990. In addition, he noted that the existing panels did not meet current building codes and were very maintenance intensive. Mr. Doherty noted that three rows of panels would be removed at a time during the installation of the Sure Board material. He stated that the total project budget was $256,777.90, with an additional contingency amount of $38,500.00. Mr. Strain noted that three representatives of the Broward County School Board had been invited to attend the pre -construction meeting and an opportunity to partake in the overall process. Commissioner Dressler inquired about the extent of facility use by Tamarac Elementary School. Parks and Recreation Director Greg Warner said that the Broward County School District paid one-half of the facility's electrical bill through the terms of an existing reciprocal agreement. Commissioner Swenson inquired whether the facility would be used as a hurricane shelter. Mr. Strain said that the multi -purpose center could possibly be used as such as a facility following a storm event, because the entire building was not hardened to required windstorm standards. 4. Item No. 6(e) on the Consent Agenda. BIKEWAYS — WOODLANDS BOULEVARD: (TR12157) A Resolution of the City Commission of the City of Tamarac, Florida, awarding Bid No. 12-08B to, and approving an agreement with, Kailas, Corp., for the Woodlands Boulevard bikeway project at Woodlands Boulevard, between Commercial Boulevard and Banyan Lane, in accordance with Bid No. 12-08B, for a contract amount of $55,195.00; a contingency in the amount of $8,385.00 will be added to the project account, for a total project budget of $64,300.00; 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 Services Director Jack Strain, Assistant Public Works Director John Doherty and Purchasing/Contracts Manager Keith Glatz. 5. Item No. 6(f) on the Consent Agenda. BIKEWAYS PHASE 1: (TR 12158) A Resolution of the City Commission of the City of Tamarac, Florida, awarding Bid No. 11- 13B to, and approving an agreement with, M&M Asphalt Maintenance, Inc., for the Tamarac Bikeway/Walkway System Project — Phase 1, beginning on NW 94th Avenue from West Commercial Boulevard to McNab Road; continuing west on McNab Road to Nob Hill Road; continuing north on Nob Hill Road to Southgate Boulevard, in accordance with Bid No. 11-13B for a contract amount of $1,101,100.50; a contingency in the amount of $70,000.00 will be added to the project account, for a total project budget of $1,171,100.50; 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 Services Director Jack Strain, Assistant Public Works Director John Doherty and Purchasing/Contracts Manager Keith Glatz. Mr. Doherty made a joint presentation regarding the proposed bikeway projects, including providing maps of both proposed bikeway projects. He noted that the proposed Woodlands Boulevard project proposed reducing the roadway to a two-lane divided roadway, with accommodations for a bikepath. Commissioner Gomez inquired about potential safety related improvements for the existing bike lane route along Commercial Boulevard. Mr. Strain said the existing bicycle lane on Commercial Boulevard met national safety standards. Mr. Strain stated that City staff was attempting to build a safety -oriented network for bicyclists. Commissioner Gomez noted that there were a number of sunken manhole covers on portions of the bike lanes along Commercial Boulevard. Mr. Strain said staff could work _. in conjunction with BSO relative to offering bicycling safety tips at homeowners association meetings. 6. Item No. 60) on the Consent Agenda. CITYWIDE VEHICLE REPLACEMENT (TR12150) A Resolution of the City Commission of the City of Tamarac, Florida, authorizing the appropriate City Officials to select, approve and award the purchase of new and replacement vehicles to contractors utilizing current agreements at the time of purchase, awarded by the State of Florida Department of Management Services, the Florida Sheriffs Association, and Broward County, in the best interest of the City; declaring certain equipment as surplus and directing that equipment be disposed via trade-in with the vendor or via sale through established internet markets to be selected; placing all proceeds in the appropriate funds from which the assets were originally purchased; authorizing an expenditure in an amount not to exceed $975,500; approving funding from the appropriate account; providing for severability; and providing for an effective date. — Public Services Director Jack Strain, Financial Services Director Mark Mason, Budget/Contracts Manager Troy Gies and Purchasing/Contracts Manager Keith Glatz. Mr. Strain and Mr. Gies stated that City staff were utilizing a new heuristic for vehicle replacements, including replacement criteria such as vehicle service type, maintenance and repair ratio, vehicle condition, age index, mileage index and reliability (frequency of repairs). A copy of the applicable powerpoint presentation is attached hereto. Mr. Gies stated that vehicles having a replacement index score of 30 or above, a total of fifteen vehicles, were being recommended for immediate replacement. In addition, he said that City staff was recommending two new vehicles, one for Community Development - Code Enforcement and one for the Fire -Rescue Department. Commissioner Glasser inquired what happened to surplus vehicles. Mr. Glatz said that the vehicles were listed on the City's internet auction, and generally brought in 10-30% more than previous auctions which were not hosted on the internet. There was a break in the proceedings between 11:25 a.m. and 11:38 a.m. The workshop meeting reconvened at 11:38 a.m. with all parties noted at the beginning of the meeting in attendance. 7. Item No. 6(g) on the Consent Agenda. MAJOR ARTERIAL CORRIDOR STUDY — CONTRACT FOR CONSULTING SERVICES: (TR12160) A Resolution of the City Commission of the City of Tamarac, Florida, approving the award and execution of an agreement to provide a major arterial corridor study and related ancilliary services to Keith and Schnars, P.A., in the amount of $90,000.00; providing for conflicts; providing for severability; and providing for an effective date. — Community Development Director Jennifer Bramley, Community and Economic Affairs Officer Andy Berns and Purchasing/Contracts Manager Keith Glatz. Ms. Bramley and Mr. Berns stated that the firm of Keith and Schnars had been recommended by a selection committee to provide a major arterial corridor study, including University Drive, Commercial Boulevard and McNab Road. Ms. Bramley said _ that City staff anticipated receiving a preliminary report from Keith and Schnars in early summer of 2012, with an implementable study to follow. Commissioner Dressler said _ he had an antipathy to walls that were painted. He inquired whether it was possible to revisit signage at the City's entryway on Pine Island Road and Southgate Boulevard. Ms. Bramley said that Chase Bank had set aside a fair amount of land for a sign easement. She stated that City staff could possibly work with Chase Bank officials on this matter. Commissioner Dressler also expressed concern that wooden fences deteriorated very quickly in South Florida's climatic conditions. Commissioner Gomez inquired about the possibility of providing information about the major arterial corridor study at upcoming district meetings. Ms. Bramley noted that Keith and Schnars had a community bus which was used as a portion of the firm's community outreach efforts. 8. Item No. 8(a) Ordinances — First Reading. REVISIONS TO CITY PURCHASING CODE: (T02243) Motion to adopt an Ordinance of the City Commission of the City of Tamarac, Florida, on first reading repealing Tamarac Code Chapter 6 entitled "Finance and Taxation" Article V, to be titled the "Tamarac Procurement Code", providing for codification; providing for conflicts; providing for severability; and providing for an effective date. — Financial Services Director Mark Mason and Purchasing/Contracts Manager Keith Glatz. Mr. Mason said that today marked City staff's third workshop presentation relative to the City's Procurement Code. Mr. Glatz detailed proposed changes to the Procurement Code, highlighting small purchase procedures, minimum insurance requirements, the prohibition of contingent contracts and appeals and remedies relative to bidding processes. Commissioner Dressler inquired whether the Broward County Ethics Code presently involved procurement matters, or was this matter forthcoming in the future. Ms. Klahr stated that the Broward County Inspector General presently had some jurisdiction and authority relative to procurement related matters. Commissioner Dressler stated, for the record, that he had objections to any outside of the City having oversight of the City's procurement code, based up the issue of home rule. He also said that for someone to question this was a violation of the State Constitution. Ms. Klahr said that Mr. Goren would have a report at tomorrow's City Commission regarding pending litigation with Prestige Homes, including a request for setting of a shade session in the future. Commissioner Gomez thanked BSO staff for putting door hangers in her community, reminding residents to lock their doors. There being no further business to come before the City Commission, Mayor Bushnell adjourned the workshop meeting at 12:33 p.m. Peter M. Richardson, CRM City Clerk