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HomeMy WebLinkAbout2004-02-13 - City Commission Special Workshop Meeting MinutesCITY OF TAMARAC SPECIAL CITY COMMISSION WORKSHOP MEETING CALL TO ORDER: Mayor Schreiber called the Special Workshop Meeting of the City Commission to order on Friday, February 13, 2004, at 9:00 a.m. at Satellite City Hall, 4267 W Commercial Boulevard, Tamarac, FL 33319. PRESENT: Mayor Joe Schreiber, Vice Mayor Karen L. Roberts, Commissioner Edward C. Portner, Commissioner Beth Flansbaum-Talabisco, and Commissioner Marc L. Sultanof. ALSO PRESENT: City Manager Jeffrey L. Miller, City Attorney Mitchell S. Kraft, Assistant City Manager Michael C. Cernech, Assistant City Attorney Vanessa T. Steinerts, Assistant to the City Manager Diane Phillips, Management Intern Bernadette Hughes, and City Clerk Marion Swenson. City Manager Miller welcomed everyone to the Special Workshop meeting and explained that some of the items discussed at today's meeting have more immediate time frames than others, and implementation of work on each item would be at the Commission's discretion. City Manager Miller gave a presentation on High Performance Organization (HPO). There was discussion regarding surveying residents, and Mayor Schreiber asked who would be in charge of monitoring the statistics. Commissioner Sultanof questioned whether the Commission needs more details than they now have regarding departments' progress. City Manager Miller said it is not the Commission's responsibility to monitor the day to day operations of the departments, but if a department starts failing and the Commission gets calls regarding services, statistics could then be produced. Mayor Schreiber asked how becoming an HPO will benefit the city and the residents, and City Manager Miller said we will become more efficient and save money; there is no cost to the city to become an HPO. City Manager Miller said Tamarac has been living on its growth and at some time in the near future we will be built out, so we need to find new and more efficient ways of doing business. Assistant City Manager Cernech said the City is already doing many things outlined for HPO's, and discussed revisions to the quarterly report as one way we have moved toward becoming an HPO. Commissioner Partner asked where HPO originated and also questioned the phrase "right thing to do". City Manager Miller said HPO evolved from a number of management experts over the years, and the Commission determines the right thing to do. Based on what he has heard this is the newest and best way to achieve the goals set out by the Commission. Mayor Schreiber asked what a professional surveyor would cost, and City Manager Miller said $10,000415,000. Vice Mayor Roberts said the $10,000 - $15,000 can be used differently to benefit the residents and employees, and felt a survey could be done in-house. Mayor Schreiber suggested using the Public Information Office, and said a survey is necessary only if February 13, 2004 City Commission Special Workshop 1 (Revised 02/24/04) there is a particular program to be put in place that would be beneficial to the residents. City Manager Miller explained the advantage of using a marketing firm is to put distance between the city and avoid criticism. Commissioner Flansbaum-Talabisco said money must be spent in order to make money and marketing firms tell us how to get where we want to be; they know what questions to ask and how to ask them. The bottom line is that we want to offer better service to our customers. Commissioner Portner said using a marketing firm would give us a sampling of the populous. Assistant City Manager Cernech added staff feels we may not be offering the type of programming that is of interest to certain segments of the community. Vice Mayor Roberts believed some of the Homeowner Association newsletters are printed in two languages, and the population of the elementary schools consists of many multi-lingual students. Commissioner Sultanof said he sees multi-lingual residents and citizens coming in to City Hall and they are provided service, case in point, the City Clerk's office offers services in English and Spanish; interests of Spanish speaking people should be able to be gotten from information at City Hall, and we are doing a good job reaching out to the Spanish speaking population. Commissioner Sultanof said he is in agreement with a marketing company if the city is going to survey regarding building a cultural or main street project. Commissioner Portner felt we do not know what people who do not attend meetings want, and the Public Information Committee wants to put something in the Tam -A -Gram to see what people want; scientific surveys get great answers. City Manager Miller said we can become an HPO without going through a survey, but just because someone does not come to meetings that person is still a resident of the City and pays taxes to support services. City Manager Miller spoke about the line between what the Commission and staff does. Commissioner Sultanof said this is the best commission in the last 7-9 years. City Manager Miller added that as a Board, this commission has made more progress in the community than other communities in which City Manager Miller has worked, and City Manager Miller went on to discuss visioning. Mayor Schreiber, Vice Mayor Roberts and Commissioner Flansbaum- Talabisco spoke about bringing in a facilitator to work with the Commission and staff, similar to Dr. Mathes. Mayor Schreiber asked for an expression of interest with regard to whether the City should bring Dr. Mathes back to work with the Commission on its vision. Commissioner Portner said no, Mayor Schreiber, Vice Mayor Roberts, Commissioners Sultanof and Flansbaum-Talabisco said yes. Mayor Schreiber asked for an expression of interest with regard to whether the City should make a commitment to become a High Performance Organization. All were in agreement. City Manager Miller discussed the Governor's Sterling Award and reviewed the process for application, benefits of applying for the Governor's Sterling Award and criteria. City Manager Miller explained that Tamarac is at the Challenge level, and only Jacksonville and Coral Springs have received this award in Florida. Commissioner Portner asked February 13, 2004 City Commission Special Workshop 2 (Revised 02/24/04) about the benefits and economic advantages of the award, and City Manager Miller replied it is recognition that we are well above the norm in local governments, and it is a good recruiting tool. Applying for the award will improve organizational performance and the criteria for evaluation is a good way to measure the effectiveness of our services. City Manager Miller also discussed surveying residents to gauge satisfaction with City services, and renewing our commitment to performance measurement. Mayor Schreiber asked for an expression of interest for Tamarac to make a commitment to the Governor's Sterling Award Process and submit an application. All were in favor. Assistant City Manager Cernech gave a presentation on the new League of Cities Model City Charter and its potential for the City of Tamarac. Assistant City Manager Cernech said the purpose of the City Charter is to streamline and improve government, and if the Commission is in agreement with staff recommendations, information will be brought back at future workshops and the Commission can set its priorities. Staff will then set a multi -year plan for amending the Charter. Vice Mayor Roberts asked how the Charter Board fits into this plan, and Assistant City Manager Cernech said the Charter Board is not active; City Attorney Kraft added that the Charter Board was established for one year, which will conclude in April. The Charter Board is advisory in nature and the Commission has the responsibility and authority for Charter changes. Assistant City Manager Cernech said the Charter is 40 years old and replacement is not an option. Changes must be made incrementally through the election process. There was discussion regarding recall of elected officials, November elections, and Term Limits. Commissioner Partner said November elections came up before and it is his feeling that more people come out to vote in November. Mayor Schreiber said November elections are a financial benefit to the city but the disadvantage is that it is more difficult for people to campaign. Commissioner Flansbaum-Talabisco asked for an explanation of the process for November elections to go into effect. City Attorney Kraft explained the Special Act in Broward County that set March elections, and spoke about a provision in the Florida Statutes for cities to make changes by ordinance, however this is ambiguous. City Attorney Kraft said in light of the fact that the City of Weston is leading the movement for a local bill to allow cities in Broward County to change their election dates to November, the concern about the special act may be moot. Otherwise, judicial review may be necessary to make certain that a change in date can be made by ordinance. Commissioner Sultanof said he would like more information on the subject. Commissioner Flansbaum-Talabisco asked how this would impact the City, and Vice Mayor Roberts said there would be competition for political money should the election be moved to November. Additionally, there would be a conflict in voting years for cities such as Tamarac with three-year terms. Commissioner Portner said it would make for a more honest election, as people now raise obscene amounts of money for their campaigns. Vice Mayor Roberts said the Broward League of Cities Election Committee is against the change in election dates. February 13, 2004 City Commission Special Workshop 3 (Revised 02/24/04) Mayor Schreiber asked for an expression of interest for November Elections. Commissioners Sultanof, Flansbaum-Talabisco and Vice Mayor Roberts said no. Commissioner Portner and Mayor Schreiber said yes. Assistant City Manager Cernech discussed term limits. Mayor Schreiber said he felt the elected officials and residents would be better served with four-year terms. Commissioner Flansbaum-Talabisco asked what the process would be and how term limits would affect Tamarac. City Attorney Kraft explained the process for a referendum and said the ordinance would provide for an effective date. City Attorney Kraft explained that a referendum for term limits and a referendum for expanding the term length are two different things, and would be separate ballot issues. Mayor Schreiber asked for an expression of interest for term limits. All agreed on no term limits. Mayor Schreiber asked for an expression of interest to expand the terms to four years. Mayor Schreiber and Commissioner Portner said yes. Vice Mayor Roberts, Commissioners Sultanof and Flansbaum-Talabisco said no. Mayor Schreiber asked for an expression of interest in adding recall of elected officials to the Tamarac Charter. All were in agreement not to add this language to the Charter. Assistant City Manager Cernech gave a presentation on managerial professionalism and added that changes to the Charter will guide future elected officials. Mayor Schreiber asked for an expression of interest to add language to the Charter regarding minimum qualifications for the City Manager. All were in agreement. Mayor Schreiber asked for an expression of interest to add language to the Charter regarding the City Manager as Chief Executive Officer (CEO). All were in agreement with Vice Mayor Roberts abstaining. Assistant City Manager Cernech gave a presentation on ethics. Mayor Schreiber asked for an expression of interest regarding whether the City should strengthen language in the Charter to reaffirm its commitment to the Merit Principle regarding hiring the more qualified for City jobs. Mayor Schreiber, Commissioners Portner, Sultanof and Flansbaum-Talabisco said yes. Vice Mayor Roberts said no. Mayor Schreiber called for a recess at 12:15 p.m., and reconvened the workshop meeting at 12:55 p.m., with all present as before. Assistant City Manager Cernech gave a presentation on foresight, cooperation, budget presentation, and Mayoral State of the City Address. Vice Mayor Roberts questioned February 13, 2004 City Commission Special Workshop 4 (Revised 02/24/04) the need for minute changes to the Charter, and Commissioner Flansbaum-Talabisco asked how the residents would be educated. Assistant City Manager Cernech described the methods used in the past to educate the public. Commissioner Flansbaum-Talabisco said this is a matter of checks and balances and protects the city. Mayor Schreiber asked for an expression of interest on whether the City should revise the Charter to better define the role of: the City Manager in achieving the goals of the Commission; the City Manager in ensuring the financial stability of the community; the Mayor in expressing the vision of the Commission, staff, and city needs to the community. Mayor Schreiber, Commissioners Portner, Sultanof and Flansbaum- Talabisco said yes. Vice Mayor Roberts said no. Assistant City Manager Cernech gave a presentation on Administrative Procedures; City Commission and staff roles and responsibilities. There was discussion regarding the amount of changes that would be made to the Charter, and the effect it would have on the voters. There was concern that the voters would question whether or not we are doing certain things now, and there was concern that the voters would not understand the referendum questions put before them. City Attorney Kraft explained that the details of enforcement could be contained in the code while the charter would specify the concepts. Mayor Schreiber asked for an expression of interest regarding the role of the City Commission and Role of City Staff. Mayor Schreiber, Commissioners Portner, Flansbaum-Talabisco, and Sultanof said yes. Vice Mayor Roberts said she is unsure. Due to the late hour, it was decided to move forward with the discussion on public art and future cultural opportunities for the City and leave the discussion of Charter Schools in Tamarac for a later date, to be determined. City Manager Miller discussed Public Art and Culture. Commissioner Sultanof said a theater will draw people and Commissioner Flansbaum-Talabisco asked how it would be promoted. City Manager Miller said it could be privatized, and with the schools cutting back on their music programs and more adults interested in programs it has become hard to accommodate everyone. If the art rooms are rented out, that will produce an additional funding stream. Vice Mayor Roberts said the theater in Coral Springs floundered for several years. Commissioner Sultanof said Main Street would complement a cultural center. Commissioner Portner spoke of a public/private partnership, but before entering into this venture the City should make sure it can be done and will be successful. City Manager Miller said when Coral Springs privatized it their Center for the Arts became successful. Commissioner Flansbaum-Talabisco and Vice Mayor Roberts asked if we would be in competition with Coral Springs and Kings Point; Commissioners Portner and Sultanof said there is a large enough population to accommodate it; people will go where there is a theater. February 13, 2004 City Commission Special Workshop 5 (Revised 02/24/04) Mayor Schreiber asked for an expression of interest for the City to hire a consultant to conduct a feasibility study. Commissioners Flansbaum-Talabisco and Sultanof, Vice Mayor Roberts and Mayor Schreiber said yes. Commissioner Portner agreed but with the $50,000 cap on how much the City should spend. Assistant to the City Manager Phillips gave a presentation on Public Ark, and spoke about funding sources. Vice Mayor Roberts said she would prefer to see a line item for public art rather than charge a percentage to development. Assistant City Manager Cernech calculated the estimated amount that would fall to the City and be set aside in a separate account for public art based on 536 new units for a new development at%% would be approximately $200,000. Vice Mayor Roberts said the money would be better put toward schools. City Manager Miller said there must be a nexus between the fee and what it is used for. Commissioner Sultanof suggested a public/private partnership. City Manager Miller said for a facility, a public/private partnership would work. What we are looking at with the percentage funding method is the purchase of art through impact fees. Mayor Schreiber suggested creating patrons of the arts, and perhaps something similar to Ft. Lauderdale's method of selling bricks with inscriptions. Commissioner Sultanof added that art in many places is loaned out and said a committee is needed. Assistant to the City Manager Phillips said for loaned art we may need insurance. Vice Mayor Roberts agreed with the institution of a committee but said she is not sure she agrees with the funding. Vice Mayor Roberts added that ball fields are needed more than art at this time. Commissioner Portner asked which other cities funded public art through a fee, and Assistant to the City Manager Phillips replied Tampa, Palm Beach Gardens, Coral Springs, Sarasota, Stuart, and Miami Beach. Mayor Schreiber asked for an expression of interest for the City to develop an ordinance that specifies the membership and role of the Public Art Committee and provides for funding of the program. Mayor Schreiber, Commissioners Portner, Flansbaum- Talabisco, and Sultanof said yes. Vice Mayor Roberts said yes to the committee and no to the funding method. Assistant to the City Manager Phillips gave a presentation on park development, and spoke about the funding shortfall, but said the City would continue to look for funding. There was discussion regarding surveying residents to see if they want a Center for the Arts and park system elements. Depending on the outcome of the survey, it may be necessary to issue general obligation bonds. Assistant City Manager Cernech said if we are going to be successful we must first find out what our niche will be, and then see if the public wants to go in that direction. Vice Mayor Roberts added that she was not in agreement with spending $50,000 for a feasibility study. Mayor Schreiber asked for an expression of interest on whether the City should bring a referendum to the voters for General Obligation Bonds. All were in agreement. February 13, 2004 City Commission Special Workshop 6 (Revised 02/24/04) Commissioner Portner questioned the feasibility of murals on private property, as he had a request from Tamarac Lakes South to place a mural on the side of the maintenance building. City Manager Miller said the code would need to be revised to allow people to do this. There was discussion about Don Carter Lanes having a mural on their building, and City Manager Miller said it was done illegally. Commissioner Partner asked for discussion of the mural to be placed on the February 23 workshop. Commissioner Flansbaum-Talabisco said this meeting was very productive and it is exciting to work on things that affect the City. Commissioner Flansbaum-Talabisco commended the Commission on working together so professionally and respectfully. Vice Mayor Roberts agreed. Mayor Schreiber said this is an example of what can happen. Commissioner Flansbaum-Talabisco spoke of the long table in Room 105 and said the oval table setup in the conference room at Satellite City Hall is more comfortable and conducive for discussion. Staff said they would make arrangements for this to happen. It was decided that the Charter School matter would be discussed at another special workshop, date and time to be determined. There being no further business to come before the City Commission, Mayor Schreiber adjourned the Special Workshop Meeting at 3:15 p.m. Marion Swenson, CMC City Clerk February 13, 2004 City Commission Special Workshop 7 (Revised 02/24/04)