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HomeMy WebLinkAbout2006-01-23 - City Commission Workshop Meeting MinutesCITY OF TAMARAC CITY COMMISSION WORKSHOP MEETING MONDAY, JANUARY 23, 2006 CALL TO ORDER: Mayor Schreiber called the Workshop Meeting of the City Commission to order on Monday, January 23, 2006, at 9:30 a.m. in Room 105 of Tamarac City Hall, 7525 NW 88th Avenue, Tamarac, Florida. PRESENT: Mayor Joe Schreiber, Vice Mayor Beth Flansbaum-Talabisco, Commissioner Edward C. Portner, Commissioner Marc L. Sultanof, and Commissioner Karen L. Roberts. ALSO PRESENT: City Manager Jeffrey L. Miller, City Attorney Samuel S. Goren, Deputy City Manager Michael C. Cernech, and City Clerk Marion Swenson. Mayor Schreiber led the pledge of allegiance. 1. PRESENTATION BY UPTOWN DEVELOPMENT IMPROVEMENT GROUP: Cort Neimark appeared and gave a presentation on the Uptown Development Improvement Group (UDIG) and explained the group's interest in Tamarac's participation and support of the UDIG to establish a business improvement district for the uptown area. Portions of Ft. Lauderdale, Oakland Park, Tamarac, Pompano Beach and Unincorporated Broward County are under consideration and the district will run from Cypress Creek Road to Commercial Boulevard and westward from Dixie Highway. Commissioner Portner questioned the situation where a building was situated in Ft. Lauderdale and Oakland Park and Community Development Director Regan for Oakland Park said the two cities entered into an agreement. Commissioner Portner asked if anyone on Tamarac's board had been contacted and Mr. Neimark responded Economic Development Manager Berns met with the group and UDIG has given a presentation to the City Manager. Commissioner Sultanof spoke of Ft. Lauderdale dragging its feet on several other projects and wanted to know how much real input would come from Ft. Lauderdale. Mr. Neimark assured Commissioner Sultanof that Ft. Lauderdale is very supportive of the project. Commissioner Sultanof said he is in favor of what the group is trying to do but he would like them to look into possible funding from the MPO and the federal government and also get input from Ft. Lauderdale. Mayor Schreiber said Mr. Neimark's group has some good points and suggested bringing government offices from downtown into the uptown district. Mr. Neimark spoke of future workshops and shurettes, possible grants from the Broward County Cultural Affair; Division, and gave an overview of the site. Mayor Schreiber asked which Broward County Commissioners have been contacted and Mr. Neimark said Commissioners Jacobs and Eggelletion. Mayor Schreiber questioned the cost and Mr. Neimark explained Oakland Park and Ft. Lauderdale both contributed $10,000; however, he is not sure of the necessary monetary contributions at this time. Vice Mayor Flansbaum-Talabisco asked if these were arbitrary contributions and Mr. Neimark said the group asked for $10,000 and the money is being held in escrow. Mayor Schreiber said the Mayor and City Commission need more specifics. Mr. January 23, 2006 City Commission Workshop Page 1 of 7 Neimark explained he is only asking for an expression of interest for Tamarac's participation and support. Commissioner Roberts said the Mayor and City Commission talked about annexing some of the property and questioned the affect the district would have on the annexation, the affect on the tax base for Tamarac, and whether this will be an independent district. City Manager Miller explained we will still move forward with annexation; the areas discussed will be a benefit to Tamarac and profitable in the long run. At this point the discussion is relative to the mechanism of the cities to coordinate responsibilities and the idea makes good sense. Mayor Schreiber asked for an expression of interest to participate in and support the UDIG and all were in agreement. Mr. Neimark informed the commission there will be a cultural affairs grant application workshop on March 1, and shurettes will be held the latter part of spring, at which time representation from Tamarac will be requested. Vice Mayor Flansbaum-Talabisco said she sits on the Cultural Council; the education offered for grant writing is tremendous and she urged Mr. Neimark to take advantage of the program. 2. JANUARY 25, 2006 AGENDA ITEMS: a. Item No. 6(d). ANNUAL VEHICLE REPLACEMENT: (TR10869) Purchasing replacement and new vehicles utilizing the Florida Sheriffs Association Bid #05-13- 0822; authorizing an expenditure in an amount not to exceed $426,119; authorizing budget transfers as needed for proper accounting purposes. Public Works Director Strain and Purchasing/Contracts Manager Glatz appeared. Public Works Director Strain gave a presentation. Mayor Schreiber questioned the low mileage on a 10-year old vehicle and Public Works Director Strain said it was used solely for jobs within the city. Commissioner Portner questioned the new vehicle for public works and Public Works Director Strain said it is a pickup truck for the new crew leader position. Commissioner Portner questioned the fire vehicle and Chief Budzinski explained the fire department is replacing two existing inspectors' vehicles and the other vehicle used for the third inspector is being provided so all three inspectors will have the same type vehicle. Commissioner Portner questioned the utility vehicle and Utilities Director Gagnon said it is for the new water conservation specialist. Mayor Schreiber asked what this position will do and Utilities Director Gagnon said it is an outsource program to help customers save water and educate people regarding irrigation and processing. Commissioner Roberts questioned the difference in price for the pickup truck for public works vs. utilities. Public Works Director Strain explained one truck is larger and has a crew cab to cant' more staff. b. Item No. 6(e). TRAFFIC CALMING IMPROVEMENT PROJECT: (TR10879) Awarding Bid No. 05-22B to Tenex Enterprises, Inc. and executing a contract with Tenex Enterprises, Inc., the most responsive and responsible bidder for an amount of $769,113.25 for the NW 70th Avenue Traffic Calming Improvement Project, authorizing the City Manager to make necessary additions, deletions or revisions to the work plan pursuant to Sec. 6-156 of the Code of the City of Tamarac, Florida; authorizing budgetary transfers as necessary for proper accounting purposes. Public Works Director Strain and Purchasing/Contracts Manager Glatz appeared. Public Works Director Strain gave a presentation on the project. Mayor Schreiber questioned how the January 23, 2006 City Commission Workshop Page 2 of 7 project will affect University Drive and Public Works Director Strain explained the project will start 150' east of University Drive and 200'-300' north of McNab Road. Commissioner Sultanof questioned sidewalks and Public Works Director Strain said a portion of the north section of the project already has sidewalks so we do not need to put them in; the south section of the project has no sidewalks and homeowners are concerned about their safety walking in the area and sidewalks are integrated into the design. Commissioner Sultanof questioned whether sidewalks will become part and parcel of the city project and expressed concern about trees. Public Works Director Strain replied sidewalks will be handled the same as other sidewalks in the city; if existing trees are too close to the proximity of the sidewalks they will be root pruned and a bio barrier put in place. If a tree is on private property it is the homeowner's responsibility. Mayor Schreiber said he believed anyone wanting to plant a tree would need to acquire a permit, and spoke of the City of Tamarac's lack of control over trees. Mayor Schreiber questioned the status of the project and Public Works Director Strain said the design was presented to the Mayor and City Commission this past summer. The project should commence within six -eight weeks from approval of the resolution. Commissioner Roberts asked if there would be sidewalks from 74t" — McNab and Public Works Director Strain said yes. Mayor Schreiber questioned the affect on existing traffic while the project is in progress and Public Works Director Strain said it would slow traffic down and at all times two lanes of traffic would be maintained. Vice Mayor Flansbaum- Talabisco questioned the word "responsive" and Purchasing/Contracts Manager Glatz explained a responsive bidder would have followed all instructions in the submission of the bid documents and provided information, product(s) and methods and means to meet the specifications. Additionally, best pricing is taken into consideration. Vice Mayor Flansbaum-Talabisco asked if Tenex is the lowest bidder and Public Works Director Strain said they are. The City is required to pick the low bidder unless they are not responsive. Additionally, references were checked and this is the same company doing the work on Southgate. Commissioner Sultanof asked if funding was applied for through MPO as there is $8 million available for roads. Assistant City Manager Phillips responded preliminary discussions have been held with MPO and the cycle will open in the next 30-60 days; we will see if there is money available. Public Works Director Strain said we may be able to apply under a greenway grant. Mayor Schreiber said congress has approved several bills and there is money for traffic available throughout the United States. C. Item No. 6(h). AUTHORIZING SUBMISSION OF AN APPLICATION TO FEMA FOR A PREDISASTER MITIGATION GRANT: (TR10887) Authorizing the appropriate city officials to submit an application to the Federal Emergency Management Agency for Pre -Disaster Mitigation Program grant funds for the city-wide critical facilities upgrade project in the amount of $326,250 providing for a 25 percent cash match of $108,750 in city funds for a total project cost of $435,000 in the event of approval of the application; providing for acceptance of the award and executing of documents upon approval. d. Item No. 60). AUTHORIZING SUBMISSION OF A GRANT APPLICATION TO THE FLORIDA DEPARTMENT OF COMMUNITY AFFAIRS FOR EMERGENCY PREPAREDNESS AND ASSISTANCE TRUST FUND MUNICIPAL GRANT: January 23, 2006 City Commission Workshop Page 3 of 7 (TR10888) Authorizing the appropriate city officials to submit an application to the Florida Department of Community Affairs for Emergency Management Preparedness and Assistance Trust Fund Municipal Competitive Grant Program funds for the Emergency Communications Equipment Upgrade Project in the amount of $15,813 providing for a 2 to 1 cash match of $31,626 in city funds for a total project cost of $47,439 in the event of approval of the application; providing for acceptance of the award and executing of documents upon approval. Chief Budzinski and Special Projects Coordinator Gresek appeared. Chief Budzinski said Items 6(c) and 6(d) on today's workshop agenda are companion items and could be discussed together. Special Projects Coordinator Gresek gave a short presentation on the two grants. Mayor Schreiber asked if we have funding for 2006, as these grants will not be funded until 2007. Chief Budzinski responded the projects are currently not funded. Vice Mayor Flansbaum-Talabisco questioned the weather stations and Chief Budzinski explained they are small local weather stations for indication of pressure, wind speed and direction and will be outside each building then linked together through the EOC. Commissioner Sultanof said the past hurricane was long overdue yet we put together a command center and sustained ourselves pretty well, and questioned a contingency fund in the budget for hurricanes. City Manager Miller said there is a contingency and staff will come back to the Mayor and City Commission when they have completed revisiting and reviewing Hurricane Wilma. The Executive Team spent 12 hours reviewing the Emergency Operations plan, and staff will have a series of recommendations sometime in February. At that time staff will ask for pre -budget allocations and we will set aside funding for capital projects to aid us during future hurricanes. Commissioner Portner asked if the grants have been available all along, and Chief Budzinski said they were available beginning in 2000 but we were not successful in receiving any funding in the past. Special Projects Coordinator Gresek added the programs have changed this year; last year we were not allowed to apply for generators for critical facilities, while this year we can. Commissioner Portner asked if underground tanks were going to be replaced throughout the city and Chief Budzinski said fire protection prefers below - ground tanks, while environmentalists prefer above -ground tanks, which are now all double walled, have leak detection devices and are visible. Commissioner Portner asked if it is possible to have half underground and half above ground tanks and Chief Budzinski said in practice that is what has happened. The new tanks for generators are above -ground tanks but we still have underground tanks at the Public Works complex, and these are much larger tanks. Commissioner Portner asked if there is a way to detect underground leaks and Chief Budzinski said the tanks are being monitored for leaks. Commissioner Sultanof spoke of new gas stations having monitoring systems and double wall tanks and Chief Budzinski said the new tanks all have the new standards including monitoring; we are required to comply with commercial standards. Special Projects Coordinator Gresek added the first grant does not allow for response and communication equipment, but the second grant does. Commissioner Roberts questioned the 10 wireless laptops for the EOC and Chief Budzinski explained the EOC is equipped with laptops but they are not wireless. e. Item No. 7. AMENDING CHAPTER 24 AND CHAPTER 10 OF THE TAMARAC CODE: (TO2106) Motion to adopt Ordinance on first reading amending Chapter 24 January 23, 2006 City Commission Workshop Page 4 of 7 entitled "Zoning", Article V, "Off Street Parking", Section 24-580, "Specifications" and Chapter 10 entitled, "Land Development Regulations", Article V, "Improvements", Section 10-186, "Private Accessways" of the City of Tamarac Code of Ordinances to incorporate and differentiate driveway specifications pertaining to single-family residential and all other zoning districts, providing for a maximum width of driveways in residential districts, distinguishing that circular driveways must maintain fifteen feet (15') between driveway openings with a minimum 7.5 foot radius, and allowing for a grandfather clause (Case No. 24-Z-05); providing for codification. (TABLED AT THE JANUARY 11, 2006 MEETING.) Commissioner Roberts said because of her concern regarding the original 75' frontage for circular driveways she had asked to have this item tabled from the January 11, 2006 meeting, and thanked the Mayor and City Commission for their consideration of this request. Commissioner Roberts said she met with Community Development Director King and the new ordinance reduced the lot width to 60' and side setbacks to 3'. Community Development Director King confirmed the information. Commissioner Sultanof questioned grandfathering and Community Development Director King explained that which is in existence now may stay. For new driveways, homeowners must comply with the ordinance once it is adopted. City Attorney Goren confirmed the ordinance will be brought before the Mayor and City Commission on Wednesday, as revised. 3. UPDATE ON FEDERAL LOBBYING ACTIVITIES: Assistant City Manager Phillips gave an overview of activities with the Russ Reid Company and said a list of priority projects has been given to them, all of which are part of our strategic plan. The projects will dovetail nicely with federal legislation and Bills. The projects are the Tamarac Community Center expansion, Recreation Center renovation, pedestrian overpass for Main Street, and emergency preparedness. Mayor Schreiber asked how the $15 million bond issue would be affected, and Assistant City Manager Phillips explained Director of Financial Services Chapman made sure there was flexibility for expenditure of the bond money, and if the Russ Reid Company is successful in getting funding for any of our priority projects, then the Mayor and City Commission can identify another project as a priority project to which they would like to direct the bond money. Assistant City Manager Phillips said the next step in the process is for the City Manager and one commissioner to go to Washington with the Russ Reid Company on March 15t Mayor Schreiber asked if this needs to be placed on an agenda and Assistant City Manager Phillips said it did not. Commissioner Sultanof suggested Commissioner Portner go to Washington as he already met with the Russ Reid Company and his presence would provide continuity. Mayor Schreiber asked for an expression of interest and all were in agreement that Commissioner Portner should go to Washington with the Russ Reid Company and the City Manager. Vice Mayor Flansbaum-Talabisco said she recently read about Grau and Company and while she does not feel there is anything untoward going on in Tamarac, she would like the City Manager to provide a report regarding the checks and balances in place in Tamarac and to assure the Mayor and City Commission that nothing like what happened in Davie will happen in Tamarac. Commissioner Sultanof explained that in Davie, Grau and Company's contract did not include auditing, but in Tamarac's January 23, 2006 City Commission Workshop Page 5 of 7 agreement with Grau and Company, they are obligated to be our auditors. City Manager Miller said everyone is distressed about what happened in Davie. There is an extremely remote chance of anything like that happening in Tamarac. There is a series of controls on both sides of the fence in Tamarac, financial as well as purchasing. We have a sophisticated HTE system in place as well as multiple sign offs and checks. Our vendors are qualified and we do background and reference checks. City Manager Miller said he had asked Director of Financial Services Chapman for a report on controls and asked for further tightening and recommendations. When City Manager Miller is finished solidifying these recommendations, he will send the report to the Mayor and City Commission with his recommendations and will discuss what happened in Davie and how Tamarac can strengthen its processes. Mayor Schreiber said nobody in Davie was determining whether the services were being performed. Mayor Schreiber asked the commissioners if they had any questions on agenda items. Commissioner Portner questioned Item 6(c) on the consent agenda, Temporary Resolution 10882, in particular how we went from 24" — 6" — 8" main and who is responsible for this. BID AWARD AND AGREEMENT — CORNERSTONE BUSINESSES, INC. — MCNAB ROAD WATER MAIN PROJECT: (TR10882) Awarding Bid No. 06-01 B to Cornerstone Businesses, Inc., and executing an agreement between the City of Tamarac and Cornerstone Businesses, Inc., for an amount of $486,830.20 for the McNab Road Water Main Project — University Drive to Brookwood Boulevard; approving funding for this project from the appropriate Utilities Operational and CIAC funds; authorizing the appropriate City officials to administer the contract. Utilities Director Gagnon and Assistant Utilities Director Moore appeared. Utilities Director Gagnon said this occurred way before the current administration. Assistant Utilities Director Moore said we are now at the point where we are trying to correct the problem. Utilities Director Gagnon explained as McNab Road was upgraded a spot was missed in the main and this will fix the problem. Commissioner Roberts asked how long the project will take and questioned possible traffic jams. Assistant Utilities Director Moore said the county is involved and monitoring the project closely. The project time is approximately 120 days and the county may require it be done at night. Work will begin within 4-6 weeks after approval of the resolution. Commissioner Portner asked for an explanation of the work and Assistant Utilities Director Moore said a pit on either side of the street would be dug and the line would be strung under the road. It must be no less than 4' under existing lines. The old line will be left where it is. Commissioner Roberts asked when we would know if we are doing an open cut and Utilities Director Gagnon said we are planning on open cutting as of now; if there are any changes he will let the Mayor and City Commission know. Commissioner Portner questioned Item 6(g) on the consent agenda, Temporary Resolution 10883, in particular granting an easement in perpetuity to FPL. PUBLIC UTILITY EASEMENT - CAPORELLA AQUATIC CENTER PROJECT: (TR10883) Granting a perpetual Public Utility Easement to Florida Power and Light, Bellsouth, and Comcast for the installation of underground utility facilities through the Caporella Aquatic Center Project located at 9301 NW 58t" Street; authorizing and directing the City Clerk to record said agreement in the public records of Broward County. Public January 23, 2006 City Commission Workshop Page 6 of 7 1 1 Works Director Strain said this is standard language for easements. Additionally, this will serve the Centex development. Commissioner Roberts asked what the City would get from Centex in return and Public Works Director Strain spoke of the transformer and underground power, which will be hurricane proof and more aesthetic. Commissioner Portner questioned the difference between the words "shall" and "must". City Attorney Goren explained there are mandatory and practatory words; shall, will and must are mandatory words and have equal meaning. City Attorney Goren asked for a Shade Session regarding the Southern Coating litigation, and indicated this matter could be settled later this week, but he must get direction from the Mayor and City Commission. City Attorney Goren said Attorney Hochman is available on Wednesday and suggested 8:30 a.m. Wednesday, January 25, 2006 as the date and time for the Shade Session. All were in agreement. There being no further business to come before the Mayor and City Commission, Mayor Schreiber adjourned the workshop meeting at 11:15 a.m. Marion Swenson, CIVIC J City Clerk January 23, 2006 City Commission Workshop Page 7 of 7