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HomeMy WebLinkAbout2006-02-21 - City Commission Workshop Meeting MinutesCITY OF TAMARAC CITY COMMISSION WORKSHOP MEETING TUESDAY, FEBRUARY 21, 2006 CALL TO ORDER: Mayor Schreiber called the Workshop Meeting of the City Commission to order on Tuesday, February 21, 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, Assistant City Attorney Julie Klahr, Deputy City Manager Michael C. Cernech, and City Clerk Marion Swenson. Mayor Schreiber led the pledge of allegiance. FEBRUARY 22, 2006 AGENDA ITEMS: a. Item No. 6(b). ANNUAL EQUIPMENT PURCHASE: (TR10893) Purchasing replacement heavy equipment utilizing various governmental purchasing agreements including Florida Sheriffs Association and Florida Department of Transportation; authorizing an expenditure in an amount not to exceed $281,694; authorizing budget transfers as needed for proper accounting purposes. Public Works Director Strain and Purchasing and Contracts Manager Glatz appeared. Public Works Director Strain gave a presentation and Commissioner Portner questioned the increase in price from 1988 to date. Public Works Director Strain explained this is due to inflation. Mayor Schreiber asked if the new vehicles are better products and Public Works Director Strain said the equipment is the same but the fuel economy is better. Commissioner Portner asked if there is different equipment used for catch basins and canals. Public Works Director Strain explained while the machines are the same two different machines are used due to the difference in hazardous material. Commissioner Sultanof asked if the old equipment would be auctioned and Purchasing and Contracts Manager Glatz said it would. b. Item No. 6(c). MUTUAL AID AGREEMENT—FLORIDA WATER/WASTEWATER AGENCY RESPONSE NETWORK: (TR10896) Executing the Mutual Aid Agreement for Water/Wastewater as provided by the Florida Water/Wastewater Agency Response Network. Utilities Director Gagnon said during the last major hurricane it was several days before FEMA arrived with generators. This agency, through the state, responded within six hours and we would like to have this mutual aid agreement in place for the upcoming season. Commissioner Sultanof questioned expedition of the generator program for high rises and gas stations and Utilities Director Gagnon explained gas stations and high rise buildings come under a different program. Commissioner Portner questioned refund of monies from FEMA and Utilities Director Gagnon said this is a reimbursement issue. City Manager Miller said the City has been reimbursed from February 21, 2006 City Commission Workshop Page 1 of 7 FEMA for expenses incurred during the hurricane and Financial Services Director Chapman said a number of project worksheets have been submitted to FEMA and the city collected all monies from Hurricane Rita; a majority of monies ($220,000) for Hurricane Katrina, and $1.5 million from Hurricane Wilma. As invoices come in we pay them and submit to the state for reimbursement. We have been getting our funding within 5-10 days. Commissioner Sultanof questioned whether these monies are grants and Financial Services Director Chapman said the terms used are semantics. Grants are associated with specific projects and we must then meet performance guidelines and show the money was spent for specific things, and we must show FEMA the money was expended for specific items. Commissioner Sultanof questioned whether monies given by FEMA are considered loans and Financial Services Director Chapman said those monies are not loans. Mayor Schreiber spoke of FEMA's involvement in regard to paying for repairs for people who did not have flood insurance. C. Item No. 6(d). U.S. DEPARTMENT OF HOMELAND SECURITY - ASSISTANCE TO FIREFIGHTERS GRANT: (TR10899) Accepting grant funding in the amount of $61,000 from the Federal Emergency Management Agency Assistance to Firefighters Grant Program; authorizing the appropriate city officials to execute a project agreement between the U.S. Department of Homeland Security and the City of Tamarac for grant funding in the amount of $61,000 with a cash match of $15,250 in city funds for a total project cost of $76,250, to provide for firefighter health and safety equipment. Chief Budzinski and Special Projects Coordinator Gresek appeared. Special Projects Coordinator Gresek gave a presentation on the grant and the city's match. d. Item No. 6(e). PURCHASE OF 4 TOWABLE GENERATORS -- MILLENIUM PRODUCTS: (TR10900) Purchasing four (4) towable generators from Millenium Products utilizing the United States General Services Administration Contract #GS-07F- 0231 N in an amount not to exceed $97,941.44; authorizing the appropriate budget amendments for said purpose. Utilities Director Gagnon and Purchasing/Contracts Manager Glatz appeared. Utilities Director Gagnon explained the generators are to maintain service at the lift stations during power outages. Commissioner Portner asked if the unappropriated fund balance is surplus funds. Utilities Director Gagnon said two generators were budgeted for under the operating fund and he is now asking for two additional generators, not previously budgeted, to be paid for out of CIAC funds. Commissioner Portner questioned the number of generators the city has and Utilities Director Gagnon said with the four new ones the city will have 12 generators. In the future he will come back with a proposal for two additional generators for the rehabilitated lift stations. Commissioner Partner said he heard that during Hurricane Wilma Tamarac almost flooded and asked if we will be able to avoid flooding with the new generators. Utilities Director Gagnon said while almost every city surrounding Tamarac had flooding, Tamarac did not. e. Item No. 6(f). DESIGN/BUILD OF THE TAMARAC PUBLIC SERVICE CENTER FUEL ISLAND AND UNDERGROUND FUEL STORAGE TANK REPLACEMENT PROJECT: (TR10889) Awarding RFP#06-04R and executing an agreement with MGI- Morgan General Mechanical Group, Inc. for the design/build of the Tamarac Public February 21, 2006 City Commission Workshop Page 2 of 7 Service Center Fuel Island and Underground Fuel Storage Tank Replacement Project for an amount not to exceed $244,800.00 from the appropriate accounts. Public Works Director Strain and Purchasing and Contracts Manager Glatz appeared. Public Works Director Strain explained that in accordance with EPA rules and regulations all single wall tanks must be replaced by the end of 2009. There was only one qualified responder and it is critical that this project is completed before hurricane season. Commissioner Sultanof questioned electrical monitors and Public Works Director Strain said the new tanks will have electrical monitoring systems in addition to the monitoring wells. Commissioner Portner asked if the island would be demolished and Public Works Director Strain said it would. Commissioner Portner asked when the project would begin and Public Works Director Strain said the contractor will start tomorrow with the design portion of the project and permits for removal of the tanks. The project should be completed by the 2"d week in June. Commissioner Portner questioned language in the memorandum 'improvements other than building construction' and Management and Budget Officer Sammartino explained this is an account title. f. Item No. 6(g).SIDEWALK REPAIR AND MAINTENANCE: (TR10894) Utilizing the City of North Miami Beach Bid Number 2001-10 for the repair and maintenance of sidewalks in public rights -of -way, in accordance with the FY2006 City Capital Improvement Sidewalk Replacement Program and City ordinances; authorizing the execution of an agreement with Arrow Asphalt and Engineering, Inc. for said work in an amount not to exceed $55,000. Public Works Director Strain and Purchasing and Contracts Manager Glatz appeared. Public Works Director Strain said this is a result of the ordinance this past September, and $5,000 has been spent due to hurricane damaged sidewalks. Commissioner Portner asked who constituents should contact if they notice cracks in the sidewalks, and also asked if a sweep has been done of the entire city. Public Works Director Strain said a sweep was done before the hurricane, but if someone finds a crack in a sidewalk they should contact Public Works. Cracks are graded by severity of liability. Commissioner Roberts asked how the reimbursement program is coming along and Public Works Director Strain said everyone who applied within the time limit has been reimbursed. Commissioner Roberts asked if notices went out to those who pulled permits to repair sidewalks and Public Works Director Strain said that was not part of the resolution. City Manager Miller explained there was a lot of publicity about this activity and the commission's decision was well publicized. g. Item No. 6(i). CHANGE ORDER NO. 4 — SEAWOOD BUILDERS — ELECTRIC GEOTHERMAL HEATING SYSTEM: (TR10864) Executing Change Order Number 4 to the contract with Catalfumo Construction, L.L.C. d/b/a Seawood Builders, for the additional cost and time incurred for changing the pool heating system from a gas burning heating system to an electric geothermal heating system at the Caporella Aquatic Complex Project; authorizing an additional expenditure in the amount not to exceed $52,377.49. Director of Parks and Recreation Warner, Public Works Director Strain and Purchasing/Contracts Manager Glatz appeared. Parks and Recreation Director Warner gave a presentation and explained this is an upgrade to the system originally proposed by the builder. In discussions with two other cities that use the electric geothermal heating system it was determined that there was a savings of February 21, 2006 City Commission Workshop Page 3 of 7 $4,000 per year in fuel costs. Public Works Director Strain added the geothermal unit is more efficient. Commissioner Sultanof questioned the possibility of a shut down during a power outage and Public Works Director Strain said even with a gas unit if there is a power outage there is no electricity to run the pump. Commissioner Sultanof asked about a backup system and confirmed that if there is no power the Aquatic Center would close down. Parks and Recreation Director Warner said if there is no power there would be no lights and the Aquatic Center will not be open. Public Works Director Strain added the Aquatic Center is not a critical facility and it is not efficient to spend money for backup power. Normally, power outages not associated with hurricanes are not of long duration, but for longer duration outages we could have our electrician hook up a generator. Vice Mayor Flansbaum-Talabisco asked if it is usual for a developer to give only one option, and added without due diligence on the city's part we would have less than we wanted. Public Works Director Strain said a developer usually builds with equipment that is most cost efficient for them and they do not look at the long term use. By spending an additional amount of money now the city will save money in the long run. Vice Mayor Flansbaum-Talabisco questioned the life span of the equipment and Public Works Director Strain said 10-15 years. Commissioner Portner said the "Say I Do Again" event was a wonderful idea and a great event. 2. UPDATE ON BUILDING DEPARTMENT ACTIVITIES: Director of Building and Code Compliance Jones gave an overview of the past four months in the Building Department and said applications were up 49%, permits issued were up 33% and inspections up 41 %. Director of Building and Code Compliance Jones said the increased work load has been accomplished without the addition of new inspectors. Mayor Schreiber said this should be publicized so people understand why it is taking longer to get help. Director of Building and Code Compliance Jones said every building official in the county has the same issues. Mayor Schreiber commended Director of Building and Code Compliance Jones on his efforts in trying to correct problems with contractors and Director of Building and Code Compliance Jones said he has a dedicated staff and he appreciates the support from the Mayor and City Commission and the understanding of the public. Commissioner Sultanof commended Director of Building and Code Compliance Jones and staff on the magnificent job they are doing. Vice Mayor Flansbaum-Talabisco asked if the city is actively recruiting for new inspectors and Director of Building and Code Compliance Jones responded in the affirmative and added we also get help from inspectors from Pembroke Pines, despite their own increased work load. Director of Building and Code Compliance Jones explained recruitment in the industry is not easy as applicants must be properly licensed and certified as well as have two years experience in high velocity zones. Vice Mayor Flansbaum-Talabisco expressed concern that we are close to a new hurricane season and repairs have still not been made to many buildings. Director of Building and Code Compliance Jones said the buildings that have not been repaired are more susceptible to damage; roofs that have been replaced are up to a higher standard than those done 10 years ago. Commissioner Roberts said residents in her district were not told everything they needed for permits at one time. Director of Building and Code February 21, 2006 City Commission Workshop Page 4 of 7 Compliance Jones said staff tries to communicate the requirements and they go by a check sheet for certain types of permits. Mayor Schreiber said the department has improved from the way it was years ago. Everything is supposed to be done in one stop. Assistant City Attorney Klahr asked for a shade session on Wednesday, February 22, 2006 beginning at 8:30 a.m. (prior to tomorrow's regular meeting) in order that the City Attorney can get direction from the Mayor and City Commission in the matter of Britt v City. All were in agreement. 3. DISCUSSION — MOVING THE MONDAY MARCH 20 2006 WORKSHOP TO TUESDAY MARCH 21 2006 AT 2:00 PM: Assistant City Manager Phillips explained workshops are traditionally the Monday before a commission meeting. Due to the installation of the new commission on March 21st at 10:00 a.m. it has been suggested the March 20th workshop be moved to March 215t at 2:00 p.m. so the seated commission has the opportunity to meet in workshop setting before the regular meeting. Commissioner Portner suggested delaying the workshop and commission meeting to the following week. Assistant City Manager Phillips said a lot of the candidates follow the issues and agendas and backup information is distributed on the Thursday before the meeting, said information is available to anyone interested in it. Additionally, the City Manager's office is available to speak with anyone who needs additional information. Commissioner Roberts asked why items are on the agenda that may be of concern. City Manager Miller said it is his understanding the land use plan amendments for Sabal Palm and Monterey Golf Course are on the agenda for March 22nd. The developer requested the March 22nd meeting as he needs to forward the applications to Broward County and the State. These large plan amendments are only considered twice a year. Commissioner Portner suggested holding the workshop and regular meeting on Thursday and Friday of that week. Commissioner Roberts suggested holding a special workshop on March 20th for the newly elected people. City Manager Miller explained Director of Community Development King told him the county only allowed the developer until March 22nd to turn in the applications. After the transmittal date the county, State and regional agencies have 60 days to review the applications. The items will come back to the Mayor and City Commission mid June for second reading. Vice Mayor Flansbaum-Talabisco said the developer has not met with the neighborhoods and urged delaying consideration of this project until the residents have a complete understanding of what is being proposed and has the opportunity to hear and discuss all the facts. Commissioner Roberts said the items are going to the Planning Board on March 1st and the residents will have an opportunity to speak at that time. City Manager Miller said given the magnitude of the application and land use change proposed, there is a lot of misinformation in the community. Staff has no objection to going into the communities and holding informational meetings. At this time staff does not suggest delaying the process, but rather moving forward with community meetings. Vice Mayor Flansbaum-Talabisco said without having had community meetings, people are angry, upset and misinformed, and she suggested staff go into the communities as soon as possible to begin the meetings. City Manager Miller added this is primarily a transmittal situation and the developer has a number of steps to go February 21, 2006 City Commission Workshop Page 5 of 7 through after this. Commissioner Roberts said the developer should be working with the community; so far the developer has done nothing and wants to rush the project through. City Manager Miller said this is not a city application; the city would simply present what is in the application and the process. The developer will be invited to participate in the neighborhood meetings. Commissioner Portner said many rumors are floating around; he has attended meetings in the Mainlands and the majority of people are placid about what is going to happen and waiting to hear the facts. Commissioner Portner said he promised the Mainlands residents that before the process begins there will be meetings and that the right information will be gotten to the residents, and asked for their patience. There was discussion about a special workshop for the new members of the commission, and City Manager Miller explained there could be no special workshop until the new members are sworn in on the 21 st. The new members of the commission will be sworn in at 10:00 a.m. on the 21st and after lunch, at 2:00 p.m. is when the workshop is suggested to be scheduled. Assistant City Attorney Klahr said the Tamarac Charter stipulates the term of office of any duly elected member of the commission begins at 10:00 a.m. the Tuesday following the election. City Manager Miller said since this is a quasi-judicial item the commission is not able to discuss it at a workshop. Assistant City Attorney Klahr explained the workshop will be a staff presentation regarding the application. The first hearing is a transmittal hearing and then the item will come back to the Mayor and City Commission several months later. There will be no evidence or testimony at the workshop. All were in agreement for staff to hold neighborhood meetings before the Planning Board meeting takes place. All were in agreement to move the March 20th workshop to March 21st at 2:00 p.m. Commissioner Sultanof asked for clarification regarding an island being worked on by North Lauderdale, and said at a previous meeting Commissioner Roberts brought up the fact that debris on the island is visible by Tamarac residents. At that time the responsibility to clean up the island rested with North Lauderdale and this item did not at any time appear on a workshop agenda for discussion by the Mayor and City Commission or for authority to negotiate with North Lauderdale. Commissioner Sultanof said he read in the newspaper that elected officials from Tamarac and North Lauderdale attended a meeting regarding the border island, which was heavily damaged by Hurricane Wilma, and at that meeting it was decided that both Tamarac and North Lauderdale would accept responsibility for repair. Commissioner Sultanof asked who designated this meeting and since it is not our mess, who authorized that Tamarac would participate in the cleanup? City Manager Miller said this item did not come before the Mayor and City Commission for action; no staff was authorized to deal with North Lauderdale, nor were any funds authorized, nor was there any negotiation on this matter. Commissioner Roberts explained she called Mayor Brady as many of her residents were upset about the island. She asked Mayor Brady to come and talk to her residents and tell them his plan. Mayor Brady attended the neighborhood meeting, as well as Vice Mayor Flansbaum-Talabisco and Deputy City Manager Cernech. The residents volunteered their help. Commissioner Roberts said it would be improper to spend taxpayers' funds for private property or for another city. Commissioner Sultanof said this should have come to the City Manager so he could say that Tamarac is not contributing. Commissioner Roberts said one can not stop another city from saying February 21, 2006 City Commission Workshop Page 6 of 7 1 1 what it wants to say. She received many phone calls about this, as well as did North Lauderdale. City Manager Miller said there have been a lot of complaints in the City Manager's office about what is going on in North Lauderdale. The view corridors across the canal affect Tamarac residents. When he got the calls he contacted North Lauderdale to make sure they were working on their property, not ours; North Lauderdale did a survey to confirm they were working on their property only. Vice Mayor Flansbaum-Talabisco said that strip of land affected residents in her district also and she received many phone calls from residents. A number of residents in Commissioner Roberts's district are willing to volunteer with no commitment by anybody for city funds. Commissioner Portner said he previously asked the City Manager's office to check with Governor Bush regarding an abatement of the gas tax for 90 days and questioned the status of that request. Assistant City Manager Phillips said to date there has been no answer from the Governor's office. There being no further business to come before the Mayor and City Commission, Mayor Schreiber adjourned the workshop meeting at 11:00 a.m. Marion Swenson, CMC City Clerk - February 21, 2006 City Commission Workshop Page 7 of 7