HomeMy WebLinkAbout2004-01-12 - City Commission Workshop Meeting MinutesCITY OF TAMARAC
CITY COMMISSION WORKSHOP MEETING
MONDAY, JANUARY 12, 2004
CALL TO ORDER: Mayor Schreiber called the Workshop Meeting of the City
Commission to order on Monday, January 12, 2004, at 9:30 a.m. in Room 105 of
Tamarac City Hall, 7525 NW 88th Avenue, Tamarac, Florida.
PRESENT: Mayor Joe Schreiber, Vice Mayor Karen L. Roberts, and Commissioner
Marc L. Sultanof.
EXCUSED FOR CAUSE: Commissioner Edward C. Portner and Commissioner Beth
Flansbaum-Talabisco
ALSO PRESENT: City Manager Jeffrey L. Miller, City Attorney Mitchell S. Kraft,
Assistant City Manager Michael C. Cernech, and City Clerk Marion Swenson.
Mayor Schreiber led the Pledge of Allegiance.
City Clerk Swenson said she distributed revised backup for item #7 on the regular
agenda, Temporary Ordinance 2032 as the title was changed to include the phrase
"providing for conflicts".
1. JANUARY 14, 2004 AGENDA ITEMS:
a. Item No. 6(k). OUTSOURCING UTILITY BILLING SERVICES: (TR10303)
Awarding Bid No. 03-28B entitled "Outsourcing Utility Billing Services" authorizing the
appropriate City officials to execute an agreement between the City of Tamarac and
Advanced Xerographics Imaging Systems (AXIS), Inc. for a two-year term commencing
on January 1, 2004, and ending on December 31, 2005, at a unit cost of $0.1314 per
bill, with two (2) optional one-year renewals. Finance Director Dona Newman
introduced Revenue Officer Michael Cox and Purchasing/Contracts Manager Keith
Glatz and gave a presentation. Finance Director Newman said this item was included in
the last budget process as a program modification. Finance Director Newman
described the current operations and the benefits of outsourcing of this process. Mayor
Schreiber asked who will handle customer complaints and Finance Director Newman
responded city staff will continue fielding calls. Mayor Schreiber asked if there would be
a dollar savings. Finance Director Newman said this service will cost slightly more but
would reduce the need for additional staff in the future. Commissioner Sultanof
questioned the total cost and checks and balances in place to ensure customers receive
their bills. Finance Director Newman said the cost is based on the number of bills sent
out which translates to approximately $29,452 per year. Finance Director Newman said
AXIS provides services to many cities and operates on a 24/7 basis, with a post office
branch in their building. Revenue Officer Cox said after electronic files are sent to
AXIS, they will send an e-mail providing immediate feedback which will be reviewed by
a billing representative.
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b. Item No. 6(d). BID AWARD — PHASE 5A OF THE STREET IMPROVEMENT
PROGRAM: (TR10309) Awarding Bid No. 04-06B for Phase 5A of the Seven Year
Comprehensive Street Improvement Program to Weekley Asphalt Paving, Inc.;
authorizing the appropriate City Officials to execute an agreement with Weekley Asphalt
Paving, Inc. for said work; authorizing an expenditure in an amount not to exceed
$390,013.77 which represents a contract award of $354,557.97 and a project
contingency of $35,455.80; authorizing the City Manager to make necessary additions,
deletions or revisions to the Phase 5A work plan pursuant to Section 6-156 of the Code
of the City of Tamarac. Public Works Director Jack Strain gave a presentation and said
the project encompasses the remaining streets in the Woodlands. Mayor Schreiber
asked about the completion date and Project Manager Jean Dupuis said about 120
days. Commissioner Sultanof asked if this is the last phase of the program, and Public
Works Director Strain responded the west end of Southgate Boulevard remains to be
done, as do city parking lots, parking lots at City Hall and BSO. Commissioner Sultanof
questioned if this work is within the scope of the initial financing and Public Works
Director Strain said yes. Commissioner Sultanof said the associations in his district are
happy about the job being done. Vice Mayor Roberts asked when Woodmont would be
finished and Public Works Director Strain said he would provide a schedule.
C. Item No. 6(l). AGREEMENT ADDENDUM — PRESTIGE PROPERTY
MANAGEMENT AND MAINTENANCE, INC.: (TR10317) Executing an agreement
addendum between the City of Tamarac and Prestige Property Management and
Maintenance, Inc. for grounds maintenance and landscaping services effective nuns pro
tuns to December 9, 2003 through such time as a new bid may be awarded; authorizing
an expenditure in an amount not to exceed $75,966.25 monthly. Public Works Director
Jack Strain gave a presentation and said additional beautification projects have created
more areas in the City to maintain, which has dramatically changed the scope of
services required. Public Works Director Strain said costs of all services were
estimated and amending the agreement would allow us to proceed on a month to month
basis until spring, at which time we will go out for bid. Mayor Schreiber said he would
like a survey done indicating what the cost would be if the city performed the work.
Public Works Director Strain said that is being worked on and prior to bid letting, the
Commission will be shown costs and impacts. Commissioner Sultanof asked if Public
Works Director Strain is satisfied with Prestige and whether they agree to this change.
Public Works Director Strain responded yes to both questions. Vice Mayor Roberts
asked Public Works Director Strain to check into the irrigation system on University
Drive in the vicinity of Tamarac Elementary School as the street appeared to be flooded.
d. Item No. 6(f). AGREEMENT RENEWAL — SUN RECYCLING, LLC: (TR10316)
Authorizing a one year renewal of the agreement between the City and Sun Recycling,
LLC for the disposal of City generated construction debris; authorizing the appropriate
City officials to execute an amendment to the agreement which exercises the option to
renew for a third one-year period; authorizing an annual expenditure in an amount not to
exceed $40,000. Public Works Director Jack Strain gave a presentation. Mayor
Schreiber questioned the cost and Public Works Director Strain said it has not
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increased. Commissioner Sultanof asked if the city gets any revenue out of the
tonnage, and Project Manager (Solid Waste/Recycling) D'Amato said the city pays for
the disposal but at a lesser rate since the company has the ability to sell some of the
materials.
e. Item No. 6(e). BID AWARD — GRANT'S PLAZAm REPUMP STATION
REHABILITATION PROJECT: (TR10315) Awarding Bid No. 04-02B to, and executing
an agreement between the City of Tamarac and Interstate Engineering Corporation, for
an amount of $292,000.00 for the Grant's Plaza Repump Station Rehabilitation Project;
approving funding for this project from the appropriate Utilities Operational account;
authorizing the appropriate City officials to administer the contract. Utilities Director Ray
Gagnon gave a presentation. Assistant Director of Utilities Jim Moore said the lowest
bidder out of four bidders came in well under the amount budgeted for this project.
Commissioner Sultanof asked if this is the same as Sunshine Plaza and Utilities
Director Gagnon responded Grant's is behind the Sunshine Plaza and this project will
be a rehabilitation of the current facility. Vice Mayor Roberts questioned possible
interruption of service and Water Plant Superintendent John Harvey said the pump
station will be down one week during which time affected customers will be served by
the water treatment plant.
f. Item No. 6(c). CHANGE ORDER NO. 1 — PSAC PARKING LOT OVERLAY:
(TR10313) Executing Change Order Number 1 to the agreement between the City and
Miller Construction Company for the overlay of the existing parking lot for the Public
Services Complex; authorizing an additional expenditure in an amount not to exceed
$54,000.00. Utilities Director Ray Gagnon gave a presentation. Commissioner
Sultanof questioned the source of funding for the additional expenditure. Finance
Director Newman explained the city received a $2 million reimbursement from the
County and funding comes from the fire station bond issue.
g. Item No. 6(h). AGREEMENT WITH IAFF, LOCAL 3080 — OCTOBER 1. 2003-
SEPTEMBE_R 30,_2006:_ (TR10319) Approving the agreement with the International
Association of Firefighters, Local 3080; authorizing the appropriate City officials to
execute an agreement with the International Association of Firefighters, Local 3080 for
the period from October 1, 2003 through September 30, 2006; authorizing the
preparation of amendments to Chapter 16 of the City Code for consideration by the
pension board. Human Resources Director Maria Swanson gave a presentation and
introduced Employee Relations Manager Dorothy Cummings. Employee Relations
Manager Cummings reviewed highlights of the agreement and proposed changes to the
pension plan. Mayor Schreiber said this is an historic agreement insofar as it is the first
time firefighters got a drop plan. Commissioner Sultanof asked if costs of these
changes fall within budget parameters and Human Resources Director Swanson said
yes, the costs from the actuarial for the ratified agreement are known and are within the
discussed budget. Pension changes will come back to the Commission via ordinances
and associated cost figures will be available at that time. Vice Mayor Roberts thanked
staff for doing a great job. Human Resources Director Swanson acknowledged
Employee Relations Manager Cummings, Chief Budzinski, Management and Budget
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Officer Sammartino, Management and Budget Analyst II Gresek and union employees
for their efforts.
h. Item No. 6(m). PURCHASE AND SALE OF REAL PROPERTY BETWEEN
ROBERT L. CUMMINGS, TRUSTEE AND CITY OF TAMARAC (TR10323) Executing
an agreement for purchase and sale of real property between Robert L. Cummings,
Trustee (seller) and the City of Tamarac (buyer) in the amount of seven hundred fifty
thousand dollars ($750,000.00) for the City to purchase 1.72 acres +/- of vacant land for
open space and recreational purposes. City Manager Jeffrey L. Miller gave a
presentation and said this property adjoins the 5-acre Caporella property dedicated for
Swim Central and we may have an opportunity to recoup the cost through the County's
next round of funding. Commissioner Sultanof questioned the nearby church site and
City Manager Miller said written correspondence was sent to the owner in furtherance of
acquiring the property. If a response is not received within the next 10 days, a request
for condemnation will be brought to the Commission.
Mayor Schreiber questioned item #6(i) on the consent agenda, Temporary Resolution
10320 and asked how much the company has been paid and what work has been
performed over the past year. CHANGE .ORDER NO. 2 — MCNAB ROAD PARK
DESIGN/BUILD CONTRACT: (TR10320) Executing Change Order Number 2 to the
McNab Road Park Design/Build Contract with Recreational Design & Construction, Inc.
for the substitution of St. Augustine sod for Bahia sod within the interior of the asphalt
jogging path area; authorizing an additional expenditure in an amount not to exceed
$17,742. Public Works Director Strain said just under $700,000 has been spent and he
is trying to expedite the work. City Manager Miller said there was concern with the
landscaping and drainage, and the project has been turned over to Public Works, who is
negotiating with the contractor. City Manager Miller noted the acquisition and
construction costs were paid for with grant money. Mayor Schreiber asked what the
cost of design was and Public Works Director Strain said approximately $120,000.
Public Works Director Strain said areas on the north end were designed as dry
detention and are actually retaining water; the company came up with a re -design which
requires permitting from the County. Once the permit is obtained, the north area will be
re -landscaped, which involves moving earth. Public Works Director Strain said it is
advantageous to do these tasks at the same time. Mayor Schreiber requested a copy
of the design. Commissioner Sultanof spoke about leveling of property where
commercial condo sales were to take place, and City Manager Miller said the property
adjoining to the east has been sold to City Furniture who will eventually build a beautiful
project. Vice Mayor Roberts asked if the contractor is responsible for the cost
associated with the change order since this is a design/build project. Public Works
Director Strain responded the change to the detention areas is at no cost to the city.
The change order is for interior grass as the original plan called for Bahia sod but it was
determined later that St. Augustine is more beneficial to the public. Commissioner
Sultanof asked if the grant specifies the type of grass and Assistant to the City Manager
Phillips said no. Commissioner Sultanof asked if Butters agreed to do something in this
area when he owned the property, and City Manager Miller said Butters is no longer
involved in the property and any commitments he made goes with the land.
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2. DISCUSSION RE: RECOGNITION OF THE OLDEST HOUSE IN TAMARAC:
Mayor Schreiber and Vice Mayor Roberts requested discussion of this item be
postponed to another time due to the absence of Commissioner Portner.
Vice Mayor Roberts said School Board member Kraft met with parents regarding
Millennium Middle School boundary issues. There was also discussion regarding
Tamarac Elementary School and the probability that Heathgate/Sunflower children may
be bussed to another school. Vice Mayor Roberts said affected parents want the city's
help. Mayor Schreiber said the problem rests with the School Board and asked Vice
Mayor Roberts to encourage her residents to vote. There was discussion regarding
how boundary lines are decided upon and the Commission expressed dissatisfaction
with bussing children from a 30-year established neighborhood. Mayor Schreiber also
spoke about poor planning on the part of the School Board with regard to the capacity of
new schools.
City Clerk Swenson spoke of the large amount of copies made for the agenda
notebooks and suggested that one copy of the bid document backup be placed in the
Commission office suite for reference purposes.
Mayor Schreiber suggested that the agendas for off -site meetings contain more items in
which the public could participate.
There being no further business to come before the City Commission, Mayor Schreiber
adjourned the workshop meeting at 10:45 a.m.
r
Marion Swenson, CMC
City Clerk
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