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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. January 12, 2004 City Commission Workshop 1 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 January 12, 2004 City Commission Workshop 2 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 January 12, 2004 City Commission Workshop 3 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. January 12, 2004 City Commission Workshop 4 1 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 January 12, 2004 City Commission Workshop 5