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HomeMy WebLinkAbout2007-01-22 - City Commission Workshop Meeting MinutesCITY OF TAMARAC CITY COMMISSION WORKSHOP MEETING MONDAY, JANUARY 22, 2007 CALL TO ORDER: Mayor Flansbaum-Talabisco called the Workshop Meeting of the City Commission to order on Monday, January 22, 2007, at 9:30 a.m. in Room 105 of Tamarac City Hall, 7525 NW $$t" Avenue, Tamarac, Florida. PRESENT: Mayor Beth Flansbaum-Talabisco, Vice Mayor Edward C. Portner, Commissioner Patte Atkins -Grad, Commissioner Marc L. Sultanof, and Commissioner Harry Dressler. ALSO PRESENT: City Manager Jeffrey L. Miller, Assistant City Attorney Julie Klahr, Deputy City Manager Michael C. Cernech, and City Clerk Marion Swenson. Mayor Flansbaum-Talabisco led the pledge of allegiance. 1. JANUARY 24. 2007 AGENDA ITEMS: a. Item No. 6(e). AWARDING RFP NO. 07-04R TO AMBIT MARKETING FOR CONSULTANT BRANDING SERVICES: (TR11121) Awarding RFP No. 07-04R to and authorizing the appropriate City officials to execute an agreement with Ambit Marketing for the provision of Consultant Branding Services for a six month period at a cost not to exceed $47,000. Economic Development Officer Berns, Kathy Koch and Stan Brown of Ambit Marketing, and Purchasing/Contracts Manager Glatz appeared. Economic Development Officer Berns gave a presentation and introduced Ms. Koch and Mr. Brown. Ms. Koch gave a presentation and said at the end of the process Tamarac will have a new brand, a strategy for promoting the brand, and a method to implement it. Commissioner Sultanof said he is not comfortable with the word "brand", confirmed that staff will be fully aware of what we are doing, and asked if Ambit Marketing will vanish after the project is completed. Ms. Koch and Mr. Brown said the company would like to stay to market the project, but that is not part of their current agreement with the City. Ms. Koch explained, using examples of Kleenex and Rolex, which are quality products, that "branding" is promising what we are and what someone involved with us will get. Ms. Koch added branding typically is accompanied by a slogan or logo. Commissioner Dressler said he did not want to see the branding process confused with a simple logo, adding he is a student of the Peter Drucker Marketing School, and urged Ambit Marketing to take the Drucker approach to analysis -- 'in strategic planning an organization must know who you are and who you want to be; who your customers are and who you want your customers to be; what you are selling and what you want to provide'. Vice Mayor Portner asked Ms. Koch and Mr. Brown what their image was of Tamarac and Mr. Brown said a city in transition. Vice Mayor Portner said Ambit Marketing will have to take resistance to change into consideration, and asked if the company planned to advertise Tamarac in various publications. Ms. Koch said the company would come up with a plan for marketing Tamarac. Vice Mayor Portner questioned how, with limited land available, we can attract businesses from other areas January 22, 2007 City Commission Workshop Page 1 of 6 to relocate here, if the consultants are aware of the downtown area planned for Tamarac, and their fee for this service. Mr. Brown said Tamarac's brand will not be that of huge offices and industrial parks, but a residential community with a history, able to bridge the gap between age groups. Ms. Koch said they are aware of the downtown plans and Ambit's fee is $47,000. Commissioner Atkins -Grad said in her background as a realtor she has seen branding for years, and this is a great opportunity for Tamarac. Mayor Flansbaum-Talabisco asked how the consultants would go about putting together the focus groups and the outreach to the community, adding the residents will provide good information. Ms. Koch said they will be identified as civic leaders and people from varying age groups. Mayor Flansbaum-Talabisco said excellent points have been made across the board and it is important that no one is left out of the process. Vice Mayor Portner said he is against focus groups because they take all the creativity away from individuals. City Manager Miller said this item is on Wednesday's agenda for approval. After that we will begin going through the steps outlined by the consultants. b. Item No. 6(c). AGREEMENT WITH IAFF, LOCAL 3080 — OCTOBER 1, 2006- SEPTEMBER 30, 2009: (TR11120) 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, 2006 through September 30, 2009; authorizing the preparation of amendments to Chapter 16 of the City Code for consideration by the Pension Board; providing for the transfer of funds. Human Resources Director Swanson, Fire Chief Budzinski and Assistant Director of Human Resources Cummings appeared. Human Resources Director Swanson discussed key points in the agreement, and the resulting pension ordinance that will come before the Mayor and City Commission in February. Vice Mayor Portner questioned the cap on sick leave days and Fire Chief Budzinski said there is a cap on the amount for which someone can be compensated. Commissioner Dressler asked Human Resources Director Swanson if she believes the agreement addresses issues of personnel retention and Human Resources Director Swanson said it does; however, the market is a moving target and very competitive. Fire Chief Budzinski spoke of long term retention, and added the first few years are when firefighters are most mobile and a number of agencies in Broward County as well as some outside of the County are competing for firefighter/paramedics in entry level positions. Commissioner Dressler asked if the contract smoothed out the job succession issues and Fire Chief Budzinski said yes, particularly with Captains' positions. Commissioner Dressler questioned the 4% across the board pay adjustment for years two and three, and spoke of proposed legislation to cap city revenues, and if that was to be enacted, wondered if the City would be able to afford the 4% pay adjustment and pondered where the money would come from. City Manager Miller said the City would be locked in for three years of the contract and we would have to make reductions in other parts of the organization to support this adjustment. On the short term the money is available; public safety is the basis of local government. Commissioner Dressler confirmed, if the cap is passed, public safety could be impacted. Human Resources Director Swanson commended all those who participated in the negotiations. January 22, 2007 City Commission Workshop Page 2 of 6 (f). N 401(A) MONEY C. Item o. RETIREMENT _ _ CORPORATION PURCHASE RETIREMENT PLANS: (TR11122) Terminating ICMA Retirement Corporation 401(A) Money Purchase Retirement Plans 109525, 109597 and 109905 to allow those participants who elected to participate in a defined benefit plan the option to cash out or roll over all or a portion of their remaining balances in the plan; amending ICMA Retirement Corporation 401(A) Money Purchase Retirement Plan 109972 to provide both 5% and 10% contribution levels for Executive, Managerial/Professional and Non -Represented Administrative employees employed by the City in a full time capacity, hired prior to October 1, 2005 who did not elect to participate in the defined benefit plan. Human Resources Director Swanson and Benefits Specialist Carles appeared. Human Resources Director Swanson said this is a housekeeping item. There are currently four ICMA (401 a) plans which have been established over the years, and this is a way to consolidate into one plan. Human Resources Director Swanson discussed the various options available to participants and said a letter will be sent to the employees outlining the options. d. Item No. 7. AMENDING CHAPTER 6 OF THE CITY OF TAMARAC CODE OF ORDINANCES, "FINANCE AND TAXATION": CREATING SECTION 6-41, "FUND BALANCE POLICY": (T02129) Motion to adopt Ordinance on first reading amending Chapter 6 of the City of Tamarac Code of Ordinances, entitled "Finance and Taxation", by amending Article 11, entitled "Fees and Funds"; specifically creating Section 6-41, to be entitled "Fund Balance Policy"; providing the City Manager with the authority to adjust funding in order to balance the budget with or without the approval of the City Commission; providing for codification. Financial Services Director Chapman said over the past years large undesignated fund balances have shown up on the annual audit report and this ordinance will allow the City Manager to designate areas as we go through the audit process with regard to placement of surplus and to shore up deficits. When the audit report is presented by the auditors to the Mayor and City Commission, additional amendments can be made at that time. We will be able to show our undesignated fund balance at or below the cap set by Charter. Commissioner Sultanof said he is very happy this ordinance has come to pass; over the years we have had far less than the 10% undesignated fund balance. Commissioner Dressler questioned whether this is a simple accounting mechanism and Financial Services Director Chapman said it is to measure reserve balances. The first order of business in each fund is to assure adequate reserves. Vice Mayor Portner asked what power the Mayor and City Commission is relinquishing to the City Manager and Financial Services Director Chapman said none. Mayor Flansbaum-Talabisco said this has been a topic of conversation for longer than she has been on the commission, and this ordinance will clear up misconceptions once and for all. 2. DISCUSSION RE: VISIONING STATEMENT AND COMMUNICATIONS PLAN: City Manager Miller, Deputy City Manager Cemech, Assistant City Manager Phillips, and Management Analyst Hughes appeared. City Manager Miller said the vision statement is part of the strategic planning process, and after the last retreat with the Mayor and City Commission, the Mayor and City Commission's ideas were provided to all levels of the organization through the Sterling process for feedback and thoughts on January 22, 2007 City Commission Workshop Page 3 of 6 how best to implement this vision. Assistant City Manager Phillips reviewed the process used to get to the vision statement and said all levels of the organization have been involved in putting together the vision statement. Commissioner Sultanof said we are on the right track and it is important that our consultants know where we are going. Commissioner Sultanof said he is delighted to be on this commission and is proud to be part and parcel of a city that provides a wonderful way of life for its residents. Commissioner Atkins -Grad said the vision statement is very appropriate as every one of us is here by choice. Vice Mayor Portner said some of us may not be here 20 years from now and asked City Manager Miller to invite some high school students from the surrounding high schools, to come before the Mayor and City Commission no later than April, to discuss their vision for Tamarac. City Manager Miller said getting community input is what the sterling process is about, as is the basis for Tamarac University. Mayor Flansbaum-Talabisco asked that 8th graders from Millennium Middle School also be included. Mayor Flansbaum-Talabisco said between the marketing presentation and this discussion, the residents should realize how exciting and forward thinking we are; the beauty of being on a Board like this is we can throw our ideas out for discussion and have a collective going forward with the best interest of the city at heart. The vision statement says it all; this is an exciting morning and an exciting year to come. Commissioner Sultanof said he serves on the MPO and other cities come to him and ask what we are doing in Tamarac; we are on the move; this is an exciting time. Commissioner Atkins -Grad spoke of the pleasant editorials and poems that have been in the newspaper over the past few weeks and said it is all positive reinforcement. Mayor Flansbaum-Talabisco asked for an expression of interest to move forward with the vision statement and all were in agreement. 3. DISCUSSION RE: STATUS REPORT FOR FLOOD PLAIN MANAGEMENT: Building and Code Compliance Director Jones said our rating has been enhanced by CRS from 8-7, which affords a 5% discount for residents who live in special flood hazard areas. The County has adopted flood mitigation strategies and part of the County's strategy is that every year this report be presented to the commission in order for us to hold onto our credits. Commissioner Sultanof reported that he read in the "Wall Street Journal" that Allstate and State Farm are rendering the 5% discount, but residents must call to claim the discount. Building and Code Compliance Director Jones said the discount should be automatic and Building and Code Compliance is available to assist residents if they have concerns. Vice Mayor Portner asked if the pipe work done in the City counts for a reduction in liability and Building and Code Compliance Director Jones replied some projects in the City support the mitigation efforts. Vice Mayor Portner asked where the high flood zone risks are located in Tamarac and Building and Code Compliance Director Jones said they are scattered throughout; 80% of the city is in a special flood hazard area. Commissioner Sultanof said Tamarac saved $15,000 on city buildings and rates were changed in many places. Some areas in the city no longer have to cant' flood insurance, such as Kings Point, which saves residents a large amount of money. Commissioner Dressler asked if we monitor the distance between ground level and the aquifer and City Manager Miller said SFWMD monitors it for intrusion of brackish water from the Everglades. Commissioner Dressler said should the legislature continue its attack on financial control and eroding home rule January 22, 2007 City Commission Workshop Page 4 of 6 control, future projects such as the stormwater pump stations and culvert project would be jeopardized. City Manager Miller agreed and said it is a big concern of City Managers. If the property tax is capped we will not be able to do our long range bonding, which is necessary for large capital expenditures. Some measures currently being talked about in Tallahassee do not bode well for municipalities. Commissioner Sultanof said it is not apropos at this time to discuss these things until we hear from Tallahassee, as cities can make other considerations and there are other methods for financing projects, but cities can not stop building. City Manager Miller said we will look at other financial mechanisms should the cap occur; taxing authority comes from Tallahassee so our options are limited. Mayor Flansbaum-Talabisco questioned public awareness of the flood hazard program and Building and Code Compliance Director Jones said letters are sent to every resident along with a flood hazard brochure. 4. DISCUSSION RE: TIMELINE FOR MAIN STREET ASSESSMENT DISTRICT: Financial Services Director Chapman and Management and Budget Officer Sammartino appeared. Financial Services Director Chapman said we have our outside consultant running the numbers and looking at the affected property owners in order to spread out the cost equally. Management and Budget Officer Sammartino discussed the time line. Commissioner Sultanof and Vice Mayor Portner confirmed this assessment district is commercial only. Vice Mayor Portner asked if grants for the infrastructure are available and Assistant City Manager Phillips said we are currently looking for grants on the federal level. Vice Mayor Portner said he sees this as a repressive tax and because of this, developers may not want to join the Main Street project; he prefers to search all avenues before moving forward with this. Financial Services Director Chapman replied if we receive grant funding we can always reduce the assessment. Commissioner Dressler said the Mayor and City Commission previously authorized the study; Commissioner Dressler questioned at what point do we determine the special assessment would be an impediment to development? Financial Services Director Chapman said he understands Vice Mayor Portner's concerns; a small number of property owners will be carrying the burden for the improvement district and the study will show how much the burden is for these property owners. Commissioner Dressler said he does not feel this is a burden, bur rather an incentive for business — being offered an opportunity to develop property without having to fully participate in all expenses. Financial Services Director Chapman said if we have nothing in place we will not be able to get the developers to build to our specifications. By extracting this non -ad valorem tax we will be able to build at one time; it is up to the Mayor and City Commission whether they want the infrastructure to be completed at one time or wait over years as development occurs. Commissioner Sultanof said if people want to do business here they will have to pay for the privilege. Commissioner Atkins -Grad said every restaurant recently opened in Tamarac is packed; residents are thrilled not to have to travel out of _the City; Main Street will be the same. Mayor Flansbaum- Talabisco said developers and property owners know the cost of doing business. At the end of the day we have our City's best interest in mind. Residents are delighted to know the developers and property owners will absorb the cost. It is a win/win situation. January 22, 2007 City Commission Workshop Page 5 of 6 5. DISCUSSION RE: TRAFFIC CAMERAS AT INTERSECTIONS: Commissioner Patte Atkins -Grad spoke of neighboring cities considering putting in cameras at intersections and added the state is also talking about it. Commissioner Atkins -Grad asked BSO Chief Dugger if there are statistics for running red lights in Tamarac. BSO Chief Dugger said there are no specific statistics, but of the 200+ crashes per month in Tamarac, the majority of them are due to following too closely and speeding. Pembroke Pines considers running a red light a code compliance issue. BSO Chief Dugger said we need to look at the cost of the cameras as the cameras currently in place over major intersections can not be used by the City to track those who run red lights. The issue at hand is safety; there are many methods available but cost, staffing and effectiveness need to be looked at. Commissioner Sultanof agreed a study needs to be done and safety is imperative. Vice Mayor Portner said he is against cameras used to track those who run red lights and added the photo captures license tag numbers; if a person is using someone else's vehicle, the owner of the vehicle will be penalized. Vice Mayor Portner said this is an invasion of privacy, and until a way is found to properly enforce these violations, he is not in favor of the cameras. Mayor Flansbaum-Talabisco questioned the state's standing on this issue and Assistant City Attorney Klahr said the ticket is considered a civil code enforcement issue. There was a Bill proposed last session which will either be re -proposed or an alternate proposal made, but she has no information on it at this time. Some proponents would like this to move forward as a traffic violation matter, but it has not happened. Mayor Flansbaum-Talabisco said more information is needed as this is a health and safety issue. Deputy City Manager Cernech suggested we watch Pembroke Pines and see how they fare with this issue rather than reinvent the wheel. We can then come back before the Mayor and City Commission with ideas based on Pembroke Pines' experience. However, this will take some time, as they need to fully implement their system. Assistant City Attorney Klahr explained Pembroke Pines will merely issue warnings for a while. Mayor Flansbaum- Talabisco said in the meantime, the Mayor and City Commission and BSO Chief Dugger can go to the Homeowner Associations and speak to residents throughout the City and encourage them to drive safely and let them know traffic is on our minds. Mayor Flansbaum-Talabisco asked for an expression of interest for Deputy City Manager Cernech's suggestion and all were in agreement. Commissioner Dressler asked to have Item 6(g) removed from the consent agenda to the regular agenda for Wednesday's meeting. All were in agreement. There being no further business to come before the Mayor and City Commission, Mayor Flansbaum-Talabisco adjourned the workshop meeting at 12:05 pm. Marion Swenson, CMC City Clerk January 22, 2007 City Commission Workshop Page 6 of 6