HomeMy WebLinkAbout2008-01-28 - City Commission Special Meeting MinutesCITY OF TAMARAC
SPECIAL CITY COMMISSION MEETING
ROOM 105
MONDAY, JANUARY 28, 2008
CALL TO ORDER: Mayor Flansbaum-Talabisco called the Special Meeting of the City
Commission to order on Monday, January 28, 2008, at 1:05 p.m. in Room 105,
Tamarac City Hall, 7525 NW 88 Avenue, Tamarac, FL.
PRESENT: Mayor Beth Flansbaum-Talabisco, Vice Mayor Marc L. Sultanof,
Commissioner Edward C. Portner, Commissioner Patte Atkins -Grad, and Commissioner
Harry Dressler.
ALSO PRESENT: City Manager Jeffrey L. Miller, Assistant City Attorney Julie Klahr,
Deputy City Manager Michael C. Cernech, Assistant City Manager Diane Phillips, and
City Clerk Marion Swenson.
Assistant City Manager Phillips gave an overview of the process and explained
invitations were issued to 12 firms and the City received seven responses. The
evaluation committee, consisting of Financial Services Director Chapman, Deputy City
Manager Cernech, Assistant City Manager Phillips, and Management Intern Campbell
went through the protocols. Commissioner Portner expressed his dissatisfaction at not
having had the opportunity to review all the responses, not just the short list.
Commissioner Dressler spoke of the unfavorable political climate. Assistant City
Manager Phillips said past efforts yielded $147,000 for the Recreation Center and
$610,000 in a Bill to pay for half of the overpass for the Main Street Project. We need
the other half of the money and it may not serve us to wait to seek additional
appropriations. Vice Mayor Sultanof said we are at a crossroad; this Commission has
always depended upon staff. Commissioner Atkins -Grad said she has confidence in the
staff involved in the research.
1. Presentation by Van Scoyoc Associates: H. Stewart Van Scoyoc, President;
David W. Jolly, Vice President; Thane A. Young, Vice President; and James M. Crum,
P.E., Vice President appeared. Messrs. Stewart, Jolly, Young, and Crum gave a
presentation and reviewed the slides (attached hereto and incorporated herein as part
of these minutes.)
Commissioner Portner left the room at 1:35 pm and returned at 1:37 pm.
Commissioner Portner asked who the firm is best associated with in the Florida
delegation and who, in the City, the firm would work closely with. Mr. Jolly replied there
is a close connection with staff from Senators Nelson and Martinez, and Mr. Stewart
said who the firm would work with is a decision to be made by the Mayor and City
Commission. Typically it is either the City Manager or his designee. Commissioner
Atkins -Grad asked if the firm has equal connections with both parties and which project
the firm considers to be its greatest municipal lobbying success, the amount of money
raised and the approach used to identify the sources. Mr. Jolly said the firm has
connections with both parties, and Mr. Thane said the most challenging project was an
January 23, 2008
Page 1 of 5
entire City that had been mapped into a flood plane, which was economically
devastating and brought building to a halt. The cost of the project was $75 million.
Sources for funding were identified in Washington, the District and State offices.
Commissioner Atkins -Grad asked what role Tamarac officials would play in the process.
Mr. Jolly said that is a function of the Mayor and City Commission's decision making
authority; the Commission sets its priorities and there is a day to day typical relationship
with the City Manager.
Commissioner Portner left the room at 2:08 pm and returned at 2:10 pm.
Commissioner Dressler questioned the time frame from initiation of the aforementioned
project to authorization of funds, and Mr. Thane said the project started 12 years ago
and they are still getting repaid from the federal government. Commissioner Dressler
asked from the time the project/proposal was initiated, when was the first check
received and Mr. Thane said the first funding was six years after the project started, due
to the fact that the federal government did not have authority to make that kind of
payment, as authorization opportunities only come up every few years.
Commissioner Atkins -Grad left the room at 2:15 pm and returned at 2:17 pm.
Mr. Stewart spoke of time frames within which to begin the City's process.
Commissioner Dressler questioned the probability of getting the other half of the money
since we have 50% of the overpass money in the authorization Bill; Assistant City
Manager Phillips said we continue to look for assistance in infrastructure needs
regarding Main Street. In the past we looked for monies for radio communication
equipment for fire services. Some projects are being looked at on a long term basis.
Commissioner Dressler asked about the approach to find additional funding and Mr.
Jolly replied the City needs to look at a wider range of opportunities; we need to look at
what has been sought in the past and then look at other areas. Mr. Crum spoke of
creating advocacy within the agencies, as they have to spend money and they look for
projects that fit their agency priority goals. Mayor Flansbaum-Talabisco said if we were
to approve this firm there would be a gap in time between today and the signing of a
contract; would the firm work for the City without charge during that gap period? Mr.
Stewart said between now and the contract signing, should the firm get a heads up from
the City, the firm would move forward so as not to miss any federal deadlines. Mayor
Flansbaum-Talabisco said she appreciates the philosophy of a broader agenda and
greater depth. Communication between the firm and staff is most important; how would
the firm communicate with staff and the commission. Mr. Jolly said the firm would
satisfy whatever type of communication the commission desires. Mr. Stewart said there
is daily communication between the contact person and the City and reports are
structured as appropriate with the Commission. Mayor Flansbaum-Talabisco spoke of
the proposed fees, and confirmed they include all services, work product, expenses and
other deliverables for $7,500/month, and questioned extraordinary accommodations.
Messrs. Jolly and Stewart said these are for out of town travel. Mayor Flansbaum-
Talabisco said the presentation was very informative and she learned a tremendous
amount today. Commissioner Portner asked how many cities the firm represents in
Broward County and Mr. Jolly said none.
January 23, 2008
Page 2 of 5
Mayor Flansbaum-Talabisco called for a recess at 2:40 pm and reconvened the meeting
at 2:55 pm with all present except for Commissioner Portner, who left the meeting at
2:50 pm.
Vice Mayor Sultanof left the room at 2:55 pm and returned at 3:00 pm.
2. Presentation by Marlowe & Company: Gregory D. Burns, Principal and Mary
Anne Servian, Florida Policy Advisor appeared. Mr. Burns gave a presentation and said
the firm represents 40 cities and counties throughout the country, as well as several
other governmental entities. Florida is the firm's second largest client base and the firm
has a good working relationship with the Florida delegation. Ms. Servian said
communication is important and she had much success working with the firm when she
worked for Sarasota as Commissioner and then Mayor. They were successful every
year for six years. Mr. Burns said the three hallmarks of the firm are service, knowledge
and results. They have had over a 90% success rate. Vice Mayor Sultanof questioned
how the firm would handle Florida and Mr. Burns replied specific staff would be
assigned. Commissioner Atkins -Grad asked about equal connections between
Democrats and Republicans in Washington and Mr. Burns said it is a bi-partisan firm.
Commissioner Atkins -Grad asked about the firm's greatest municipal lobbying success,
the project money raised and the approach used to identify the funding. Mr. Burns
replied the greatest success was the Federal Courthouse in Ft. Pierce, which after 16
years of the City trying on its own, money was appropriated within 18 months ($53.8
million) with the firm's assistance. Commissioner Atkins -Grad asked what role the
elected officials and staff would play in the process and Mr. Burns said whatever role
the Mayor and City Commission wants to play; however, contact is usually with the City
Manager or his designee. Conversations can be held daily; at a minimum there is a
monthly report for the client. Commissioner Dressler asked how different it is lobbying
for a City or a County and Mr. Burns said there is not much difference. Commissioner
Dressler said there is money in the pipeline for the Recreation Center and in the
Transportation Corrections Bill for the overpass, and asked how the firm would
approach getting money necessary to complete the projects. Mr. Burns said they would
look at the annual appropriation process as well as grants. Mayor Flansbaum-Talabisco
asked how the firm proposes to handle the situation, should they be chosen, during the
interim period. Mr. Burns explained, pending a verbal hire, an administrative person
would begin working on city projects immediately. Mayor Flansbaum-Talabisco
questioned the three out of town trips built into the firm's fee and Commissioner
Dressler spoke of the difference between earmarks and authority.
Vice Mayor Sultanof left the meeting at 3:40 pm.
Mayor Flansbaum-Talabisco called for a recess at 3:43 pm and reconvened the meeting
at 4:10 pm. City Clerk Swenson called the role. All were present except Commissioner
Portner who left the meeting at 2:50 pm, and Vice Mayor Sultanof who participated in
this portion of the meeting telephonically.
3. Presentation by The Ferguson Group: William Ferguson, Jr. and Valerie Levine
Gelnovatch appeared. (Attached hereto and incorporated herein and made part of
these minutes are slides referred to by Mr. Ferguson and Ms. Gelnovatch.) Mr.
January 23, 2008
Page 3 of 5
Ferguson gave a presentation and said local government is a specialty of the firm and it
is 50/50 Democratic and Republican. The firm has a non -partisan environment. Ms.
Gelnovatch gave a presentation and said the firm has the largest representation of local
governments in Washington and a success rate of 90% with clients receiving funding for
one of their top three priorities each year. The firm has a close relationship with the
Florida delegation, and addresses a wide variety of issues. Vice Mayor Sultanof asked
how the Mayor and City Commission would be kept informed and Ms. Gelnovatch said
in whichever way the Mayor and City Commission wished; phone, e-mail, report or in
person. Vice Mayor Sultanof asked how conflicts of interest could be avoided and Ms.
Gelnovatch explained the firm looks at projects to see if they can be funded out of more
than one account. If not, they look to see if there is a regional connection between
projects and if the requesting entities will work together, which may be more favorable
to the senators. Mr. Ferguson added the firm does not take more than two clients in a
congressional district. Vice Mayor Sultanof asked how soon the firm would begin
working if chosen and Mr. Ferguson said immediately.
Vice Mayor Sultanof went off the record at 4:38 pm.
Commissioner Atkins -Grad asked what the firm's greatest municipal lobbying success
was as well as the amount of money raised and the approach identified to secure the
funds. Ms. Gelnovatch spoke of the project with Charlotte County after Hurricane
Charley, and said it was the most gratifying project she can recall, helping them
reorganize themselves. This led to a four-year relationship and monies were received
in terms of appropriations. Commissioner Atkins -Grad questioned the firm's workings
with Broward County as it relates to State Road i and Ms. Gelnovatch said each year it
is the same process as it would be with Tamarac; the last transit funding was put into
the airport project. Commissioner Atkins -Grad questioned the role of the elected
officials and staff and Ms. Gelnovatch said time is spent with new clients to get
everyone into the process; the firm works with the Mayor and City Commission through
the City Manager. Commissioner Atkins -Grad questioned the number of years the firm
has been working with Broward County and Ms. Gelnovatch said nine years.
Commissioner Dressler questioned the FY2009 appropriations deadlines and Mr.
Ferguson said there are committee deadlines and each member has a deadline as well.
The firm tries to prepare all materials for the Committee. Ms. Gelnovatch spoke of
some specific deadlines. Commissioner Dressler questioned whether, if the Mayor and
City Commission voted today to establish a relationship with the firm, there is enough
time to identify a broader and deeper federal agenda than what the City had in the past.
Ms. Gelnovatch said the firm is ready to go; they have done their homework.
Commissioner Dressler asked if the firm has any feel for a turnaround time for the City's
applications and Mr. Ferguson said the City could expect to get money in this
appropriation cycle. Commissioner Dressler spoke of flexibility in previously designed
strategic goals and Mr. Ferguson said there is a lot of work going on in Climate Change
which will generate as much or more money than homeland security. Mayor
Flansbaum-Talabisco reported she just returned from Washington and the U.S.
Conference of Mayors' annual winter meeting and prior to that she attended the Summit
on Climate Protection where President Clinton launched his foundation. Money will be
available from the foundation; Mayor Flansbaum-Talabisco asked if the firm has contact
with the U.S. Conference of Mayors, where grants are available. Mr. Ferguson said the
January 23, 2008
Page 4 of 5
1
I
firm is working with the Conference of Mayors on climate initiatives. Mayor Flansbaum-
Talabisco spoke of eCivis which is a proprietary system and asked if this could be
thrown in as part of the package. Mr. Ferguson said he could not make policy with
respect to the program as it is a different company. Mayor Flansbaum-Talabisco asked
that it be taken out of the mix.
Mayor Flansbaum-Talabisco called for a recess at 5:15 pm and reconvened at 5:25 pm
with all present as before; Vice Mayor Sultanof via telephone and Commissioner
Portner absent.
The Mayor and City Commission ranked the firms, with 1 being the firm they most would
like to contract with; after tallying the rankings, The Ferguson Group had 4 points;
Marlowe and Company 12 points, and Van Scoyoc and Associates 8 points.
Vice Mayor Sultanof seconded by Commissioner Dressler moved to direct staff to
negotiate with The Ferguson Company for Federal Lobbying Services for the City of
Tamarac and bring a contract back to the Mayor and City Commission. If no agreement
can be made with The Ferguson Company, staff is directed to negotiate with the next
firm, Van Scoyoc, and if no agreement can be made with Van Scoyoc, then with
Marlowe and Company. On roll call Vice Mayor Sultanof voted "yes", Commissioner
Dressler "yes", Commissioner Atkins -Grad "yes", and Mayor Flansbaum-Talabisco
"yes". Motion carried.
With no further business to come before the Mayor and City Commission, Mayor
Flansbaum-Talabisco adjourned the Special Commission meeting at 5:30 p.m.
The City Commission may consider and act upon such other business as may come
before it. In the event this agenda must be revised, such revised copies will be available
to the public at the City Commission meeting.
e h Flansbaum-Talabisco, Mayor
Marion Swenson, CMC
City Clerk
January 23, 2008
Page 5 of 5
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