HomeMy WebLinkAbout2004-06-14 - City Commission Special Workshop Meeting MinutesCITY COMMISSION
SPECIAL WORKSHOP MEETING
MONDAY, JUNE 14, 2004
CALL TO ORDER: Mayor Schreiber called the Special Workshop Meeting of the
City Commission to order at 9:30 on Monday, June 14, 2004 in Room 105 at
Tamarac City Hall, 7525 NW 881" Avenue, Tamarac, FL.
PRESENT: Mayor Joe Schreiber, Vice Mayor Marc L. Sultanof, Commissioner
Edward C. Portner, Commissioner Beth Flansbaum-Talabisco, and
Commissioner Karen L. Roberts.
ALSO PRESENT: City Manager Jeffrey L. Miller, City Attorney Mitchell S. Kraft,
Deputy City Manager Michael C. Cernech, and City Clerk Marion Swenson.
Mayor Schreiber led the pledge of allegiance.
City Manager Miller welcomed everyone to the Special Workshop meeting and
explained the Capital Improvement Plan (CIP) is a five-year work program and
funding plan for major infrastructure projects. City Manager Miller added that the
Mayor and City Commission is not expected to vote on or give an expression of
interest today on anything discussed at this meeting; this is just a first glimpse of
the projects for Utilities, Public Works, Stormwater, Community Development,
and Parks and Recreation.
Finance Director Newman said there has always been a CIP, but this is more
formalized. Finance Director Newman gave an overview of the plan, and added
that the Charter requires a Capital Improvement Plan. Commissioner Portner
asked how the plan is stronger and Finance Director Newman responded that in
the past the focus was on the budget year, without documenting years two -five.
Vice Mayor Sultanof questioned the budgeting aspect of future years and
Finance Director Newman said funding will be balanced by funds available from
the general fund and staff will try to establish level funding and appropriate funds
for the current year and conceptualize for coming years.
Mayor Schreiber said we always had a CIP but the problem is raising money;
and said the basis for the CIP, the need or desire, must present a sound reason
to spend $12 million in programs. Finance Director Newman said the City
determines what needs to be done; most projects fall into repair and
replacement, and that is why we are holding this workshop, so the commission
can decide if there is a public need.
Finance Director Newman explained the process to develop a plan, and
Commissioner Roberts asked what would happen if the City Commission's
priorities are not the same as staffs. Finance Director Newman said the
Commission is the authority that takes action. When the Commission feels
Special City Commission Workshop
June 14, 2004
1
comfortable with a project, then that project will become part of the budget
process and be adopted as appropriate.
Commissioner Portner questioned balancing, and Finance Director Newman
explained this is setting funding; staff does not want to spend so much money out
of the general fund one year so that taxes have to be increased the following
year. There will be prioritizing to match appropriate funds to projects.
Mayor Schreiber questioned taking money from the general fund for CIP's and
Finance Director Newman said CIP s are funded from multiple sources. Vice
Mayor Sultanof spoke of the road resurfacing program and said funds were not
taken from the general fund — bonds were issued but the debt service is paid out
of the general fund. Commissioner Portner questioned interest from investments
and asked if this money could be put into the general fund. Finance Director
Newman said all revenues generated from general fund investments go into the
general fund. As revenues rise, there is less reason to increase taxes.
Utilities Director Gagnon gave a presentation on utility projects, spoke of
upgrading infrastructure, and gave an overview of the 23 utility projects proposed
for the next five years.
Commissioner Flansbaum-Talabisco questioned the turnpike replacement of
mains and Utilities Director Gagnon said as part of the widening of the turnpike
several mains will be impacted which are in FDOT's right of way. Major mains
that go through the turnpike will need to be replaced. Commissioner Roberts
asked if this is funded and Utilities Director Gagnon explained last year a rate
adjustment was approved based on the five-year plan consultants put together.
All this is identified in the five-year plan.
Commissioner Portner asked if it was possible to get funding from FDOT and
Utilities Director Gagnon and Vice Mayor Sultanof said no. Utilities Director
Gagnon added that state law that provides that anything in excess of the price
agreed to at the outset of the project (joint project agreement) is the responsibility
of FDOT. Utilities Director Gagnon spoke of sewer main upgrades, water and
sewer upgrades, and sewer pump station projects. Commissioner Portner
questioned the one-year project, and Utilities Director Gagnon explained certain
pump stations are in this year's budget. Utilities Director Gagnon spoke of
renovations to the water treatment plant, and then recapped anticipated
expenses for the projects.
Commissioner Roberts asked if there are foreseeable rate increases in years
2006-2009, and Utilities Director Gagnon replied other than the CPI, none are
anticipated.
Public Works Director Strain gave a presentation on public works projects.
Commissioner Portner asked if master water plan improvements are done in -
Special City Commission Workshop
June 14, 2004
2
house and Mayor Schreiber asked who would be responsible for correcting any
problems found. Public Works Director Strain said a contract was issued to
Craven Thompson for a study. It is not yet completed but they will highlight
problems to be corrected and funds will then be set aside to make corrections as
necessary, which work may be done in-house, depending upon the size of the
problem and work load. Commissioner Portner questioned the 100 year storm
and Public Works Director Strain explained it is a statistical analysis of storm
frequencies.
Public Works Director Strain spoke of boat ramp construction and easement
permits for access to the canals. Commissioner Roberts asked how many boat
ramps would be submitted and Public Works Director Strain said about five at
$10,000 each.
Vice Mayor Sultanof asked if the tanks would be replaced with double -lined tanks
and Public Works Director Strain said it is required.
Public Works Director Strain spoke of the guardrail replacement, the fire
alarm/sprinkler system sinking fund, roof replacement, and air conditioning repair
and replacement. Mayor Schreiber asked about using a solar system and Public
Works Director Strain said different systems are environmentally acceptable but
an analysis needs to be made of the maintenance for each system, as the
maintenance may bring the cost to a higher level. Public Works Director Strain
discussed vehicle replacement and the fire station facades and renovations.
Public Works Director Strain summarized the anticipated cost for the projects.
Community Development Director King gave a presentation on Community
Development projects and spoke of the GIS Base Map update. Commissioner
Portner questioned flying over the city and Community Development Director
King explained how the aerial maps are created using aircraft and field verifiers.
Community Development Director King discussed the 57th Street/Main Street
Project and relocation of existing infrastructure. Commissioner Roberts
questioned the fact that these funds may be a duplication of effort and already
discussed by Utilities and Public Works. Community Development Director King
explained the three departments have coordinated their efforts and each is
responsible for different elements, but there is no duplication of funding.
Vice Mayor Sultanof said the developers' money coming in will defray some
costs over the next four years. Vice Mayor Sultanof spoke about federal funds
that might be available for recreating the infrastructure, and Community
Development Director King explained that the cost projections are the worst case
scenario in the event the City had to fund everything. There may be grant money
available as well as public/private partnerships. Vice Mayor Sultanof spoke of
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June 14, 2004
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the development in West Palm Beach, where the developer came in and closed
off delinquent malls and put a lot of money into the project.
Commissioner Portner said he is also concerned about duplication of funding.
Commissioner Roberts questioned the Centex property and Community
Development Director King explained the rendering shows the property
designated for Main Street from Commercial Boulevard toward the Centex
Project, and Commissioner Roberts confirmed the Main Street project is slated
for the narrow strip of land between Commercial Boulevard and 57th Street.
Community Development Director King spoke of the east side development and
enhancement beyond the State Road 7 collaborative issue which will tie the City
together.
Commissioner Portner asked if anything would be done on Commercial
Boulevard and Community Development Director King said that must go through
the permitting process and if we do any work in FDOT's right-of-way then we
have to take over maintenance. Community Development Director King said he
has seen projects of that type go through regional planning, which poses little to
no impact on the cities' funds, and he will look into it.
Community Development Director King spoke of the cultural arts center which
will attract residents to the Main Street area, and added this is based on the
outcome of the feasibility study. Funding has not been identified at this time.
Vice Mayor Sultanof suggested looking to the National Endowment for the Arts
for funding and also to gallery owners who would be willing to loan objects of art
to the City.
Commissioner Roberts said the survey needs to be done first to see if the
residents are willing to fund this project, and questioned whether the project
should be in the budget for next year. Community Development Director King
explained there is no particular year identified when funding would begin since
the feasibility study is not back yet; it is something for the Mayor and City
Commission to think about at this point. Additionally, the city will seek grant
funding and other opportunities for this project. Finance Director Newman said it
can be discussed at budget workshops and if the Mayor and City Commission
wish to show it in the CIP it can be put in for other years.
Mayor Schreiber added if it is put into the CIP without funding, there is no cost to
the City, but it becomes an idea for the future. Community Development Director
King said when looking at grant opportunities, grantors want to see that the City
has already identified certain projects, which can then lead to the City receiving
additional points toward the grant.
Special City Commission Workshop
June 14, 2004
4
Vice Mayor Sultanof spoke of changing demographics and said it is important to
plan ahead; we need a vision and projections, otherwise we are working with
blinders and in a vegetative state. Tamarac needs to evolve and blossom;
Tamarac has a vast potential.
Commissioner Portner said he is impressed with what is going on in Wilton
Manors and asked Community Development Director King if he has had any
contact with them and if Tamarac could do something similar to Wilton Manors.
Community Development Director King responded the planning community is
small and planners from other communities are in constant communication with
one another. Community Development Director King added that Wilton Manors
has a developer working with them who owns land and get things accomplished.
Tamarac property, on the other hand, is owned by many different property
owners and developers. As we go through incorporating our development
regulations for Main Street, we hope to entice developers to buy up property and
they will be as aggressive as those in Wilton Manors,
Commissioner Roberts questioned where the $12 million will come from since
grant funding is drying up, and Community Development Director King said we
will apply for every grant and funding source available and knock on developers'
doors.
Vice Mayor Sultanof spoke of developers in the City and said the Economic
Development Advisory Committee should be made into a 501(c)(3) corporation to
enable them to acquire funding for these projects.
Mayor Schreiber recessed the special workshop meeting at 11:20 a.m. and
reconvened the meeting at 2:10 p.m. with all present as before.
Parks and Recreation Director Margoles gave a presentation on park projects, in
particular the Aquatic Center, expansion of the Tamarac Sports Complex and
Southgate Linear Park. Parks and Recreation Director Margoles explained that
stipulations regarding passive and active usage for the Tamarac Sports Complex
expansion were tied to the grant funding from Broward County.
Commissioner Portner questioned the cost of the restrooms and concession
stand and Parks and Recreation Director Margoles responded it is a restroom,
concession stand and press box that TAF has asked for; the restrooms run about
$200,000 and the cost estimate for the concession stand is between $100,000 -
$150,000, and the press box will run about $50,000.
Vice Mayor Sultanof asked if there is additional money available, over and above
that from the County, and Parks and Recreation Director Margoles said there is
$1.6 million from Florida Communities Trust.
Special City Commission Workshop
June 14, 2004
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Parks and Recreation Director Margoles spoke about the Aquatic Center and
proposed activities for all ages. Commissioner Roberts questioned the zero
depth walk-in pool, and Parks and Recreation Director Margoles said it is not part
of the bid but it is an option.
City Attorney Kraft left the meeting at 2:30 p.m. and returned at 2:55 p.m.
Mayor Schreiber questioned the inclusion of Phase 2B, the Parks Maintenance
and Transportation facility, and Parks and Recreation Director Margoles said
there is no land for it elsewhere. There was discussion regarding aesthetics of
the Aquatic Center being affected by this facility, and Commissioner Portner
asked why the transportation division could not remain at their current location in
the BSO building. City Manager Miller responded that is hard to answer since we
do not know what BSO's expansion requirements will be in the future.
There was discussion regarding parking of buses at the aquatic center and
impending traffic concerns. Mayor Schreiber said there are other parcels we can
utilize for this purpose, either the rear of City Hall or the parcel behind BSO, and
added parking the buses at the aquatic center will detract from the beauty of the
facility.
Parks and Recreation Director Margoles said traditionally, park maintenance is
situated at a park location.
Vice Mayor Sultanof left the room at 2:40 p.m. and returned at 2:45 p.m.
Vice Mayor Sultanof asked what it would cost to build the facility to house the
maintenance and transportation personnel, and Parks and Recreation Director
Margoles said it is part of Phase 2B and not currently under design. This facility
stands by itself.
Commissioner Flansbaum-Talabisco suggested the building could be
camouflaged; however, traffic is another issue.
Mayor Schreiber and Commissioner Roberts said they did not like the idea of the
parks maintenance and transportation facility located at the aquatic center.
Mayor Schreiber suggested using the sports complex for this facility and Parks
and Recreation Director Margoles said it is not possible because of the
requirements attached to the grant, but the City can look at other sites which may
be more appropriate.
Deputy City Manager Cernech asked the Mayor and City Commission to keep in
mind the City is looking at development of the five acre aquatic center property
and the additional five acre parcel as one 10 acre parcel. The CIP Committee is
very supportive of moving the transportation and maintenance to this site.
Special City Commission Workshop
June 14, 2004
6
Parks and Recreation Director Margoles spoke about the Southgate Linear Park
and the conceptuals. Commissioner Roberts asked if the additional FPL lines
would affect the construction of the park and Parks and Recreation Director
Margoles said it needs to be looked into during the design phase. Vice Mayor
Sultanof said it was his understanding in the last session with FPL they said they
would not put additional lines at that location, and Parks and Recreation Director
Margoles said her understanding is they would put single poles there, but we
could design around the poles.
Commissioner Portner asked about a skate board path and Parks and
Recreation Director Margoles said all the paths would be multi -purpose paths.
Commissioner Roberts said at the public hearings there was talk about an
observation deck near the bathrooms and Parks and Recreation Director
Margoles said the issue with the observation deck is ADA access, and it may be
very costly to construct an observation deck.
Parks and Recreation Director Margoles spoke about landscaping and Mayor
Schreiber said he believed the area along the C-14 Canal was higher than the
road and asked if this would be balanced. Parks and Recreation Director
Margoles said the park project would be designed with varying elevations. Parks
and Recreation Director Margoles added that Tamarac made a commitment to
being a beautiful City and this park will reinforce that commitment.
Parks and Recreation Director Margoles reiterated the funding already in place
and those phases not funded.
Commissioner Portner questioned the yearly cost to maintain the swim area and
Parks and Recreation Director Margoles said it is estimated at approximately
$400,000 per year, which is included in the funding scenarios to be presented.
Commissioner Portner left the meeting at 3:11 p.m. and returned at 3:13 p.m.
Parks and Recreation Director Margoles discussed Watersedge, a/k/a The
Shather Property, and said the City applied for grant reimbursement from
Broward County. Parks and Recreation Director Margoles reviewed the
elements included in the application.
Parks and Recreation Director Margoles said a bikeway feasibility study would
cost $75,000 and Commissioner Portner asked if designated bike areas are on
the streets and whether we needed right-of-way from the County. Parks and
Recreation Director Margoles said the County encourages bikeways, but it may
not be feasible to do for the entire City.
Finance Director Newman discussed unfunded park projects that total $10
million, and said there are several ways these can be funded; pay as you go,
Special City Commission Workshop
June 14, 2004
7
issue debt, or a blend of the two. Finance Director Newman added the City will
always try to get funding for its projects, but it will never get 100% funding.
Finance Director Newman reminded the Mayor and City Commission that they
are not to make any decisions today; the options are being laid out for them.
Finance Director Newman reviewed the various scenarios for funding as laid out
in pages 43-46 of the attached document.
Finance Director Newman explained the City has put together its best
recommendations to fund the projects, and hopes to receive reimbursements on
its property purchases. If the reimbursements come through they will be used to
pay for the Aquatic Park and Sports Complex Expansion in 2005. Finance
Director Newman said she also recommends raising the rest of the money
through General Obligation Bonds, which referendum can come before the
residents in March 2006 as part of the citywide election. The operational costs
connected with the Aquatic Center and Sports Complex can be offset with
revenue generated from the Aquatic Center, with the rest raised by a 1/4 mil ad
valorem increase. Finance Director Newman said if the Commission decides to
move forward with this then the numbers need to be firmed up, and the bikeway
feasibility study needs to include construction for the project.
Commissioner Roberts asked when the General Obligation Bonds would go into
affect should the public vote for it, and Finance Director Newman said the bonds
would have to be validated and then the money issued, bringing us to August
2006. The money can be budgeted for FY2006 but not spent until after the
referendum, and construction can then begin in 2007.
Commissioner Portner left the meeting at 3:37 p.m.
City Manager Miller asked the Mayor and City Commission to review the options
presented today, and during the Parks and Recreation budget discussions in
July, let staff know which of the options they wish staff to pursue.
Commissioner Roberts asked why the referendum would be held in March 2006
rather than holding a referendum next year, and Deputy City Manager Cernech
explained the timing of the referendum is based on community feedback which
placed the ball fields and swimming pool as priorities. Public Works and Utilities
projects in the CIP for 2005 and 2006 are significant and we need time to ramp
up for additional park projects. The Sports Complex is a major overhaul and the
Aquatic Center is a large project. Additionally, the two additional parcels at the
Aquatic site come into play and we have submitted grant requests for
reimbursement for the Cummings property. Some requirements have precluded
the City from submitting a request for reimbursement and there are other
scenarios for the Church property that have not been brought forward yet. We
are also in the midst of getting a feasibility study for the art center. There is
overcrowding in Tamarac Schools and dialogues have been established
Special City Commission Workshop
June 14, 2004
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1
1
regarding this issue, which will be discussed at another workshop. There are
also parking issues associated with the schools and with Main Street. There are
additional active recreation needs in the City which may be accommodated on
the Church site. These all tie into the March 2006 referendum, and staff believes
we can have all these issues sorted out by the end of 2004, which will then give
us one year to prepare for the March 2006 referendum. During the first three
months of 2005 we will conduct the survey and plan for feedback so the
referendum will be successful. This will give the Mayor and City Commission
everything they want. Additionally of the $11 million proposed, $3.8 million will
be paid with cash reimbursements. This leaves $7.2 million for General
Obligation debt, and we expect, as we resolve other issues, the price of
improvements will increase; we expect to add other elements to the proposals.
There being no further business to come before the City Commission, Mayor
Schreiber adjourned the special workshop meeting at 3:40 p.m.
MARION SWENSON, CIVIC
CITY CLERK
Special City Commission Workshop
June 14, 2004
9
wi
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t Construction or acquisition of new facilities
f Additions to existing facilities
*Construction or acquisition of new infrastructure
#Addltionsto msting:infrastrueture
t Repair and Replacement to facilities and infrastructure
* Replacement Plans;:
f Minimum cost of� Sa,000
t Minimum life of 3:years
* Staff recommends new projects throagh CIR process
♦ Committee appointed by City Manager prepares
bafaricaed program
Incorporates level annual funding from General Fund
♦ Commission adopts first year of C1P as part of. Annual
8crdget process
+ Commission approves conceptually the outer four years
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$200,000 - CIP
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$ 5010M - CIP
Lighting; repaWng, landscaping
5 Year Pen
FUNDING
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age children.
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♦Open recreational swimming.
*Summer Camp instruction.
+Certification courses.
*.Aqua exercise.
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