HomeMy WebLinkAbout2002-03-25 - City Commission Workshop Meeting MinutesCITY OF TAMARAC
CITY COMMISSION WORKSHOP MEETING
MONDAY, MARCH 25, 2002
CALL TO ORDER: Mayor Schreiber called the Workshop Meeting of the City
Commission to order on Monday, March 25, 2002, at 9:30 a.m. in Room 105 of
Tamarac City Hall, 7525 NW 881" Avenue, Tamarac, Florida.
PRESENT: Mayor Joe Schreiber, Vice Mayor Edward C. Partner, Commissioner Marc
L. Sultanof, Commissioner Gertrude Mishkin, and Commissioner Karen L. Roberts.
ALSO PRESENT: City Manager Jeffrey L. Miller, City Attorney Mitchell S. Kraft,
Assistant City Manager Michael C. Cernech, and City Clerk Marion Swenson.
1. CHAMBER OF COMMERCE: Chamber of Commerce representative Andrew
Bern introduced himself and gave a presentation on the reorganization plan being
undertaken by the Chamber. Mr. Bern discussed quality networking and the
advantages of a Chamber, and said the most valuable partner is the city. Mr. Bern said
the challenge faced in January is also an opportunity to restructure and spoke about the
goals of becoming financially solvent, modifying office hours and hiring a membership
recruiter to increase revenues. Mr. Bern said the Chamber is requesting a $30,000
deferred payment loan or grant from the City and 60 days of staffing. Vice Mayor
Portner questioned staffing, the cause of the current situation, operating capital
remaining after the debt is paid off and possible merger with another Chamber if City
assistance does not resolve the Chamber's financial problems. Mr. Bern explained that
the current situation is a result of incomplete financial reports and the requested staffing
time may be shorter than the requested 60 days. Merging with another Chamber would
have to be considered but would likely be unnecessary since City assistance would give
the Chamber economic viability. Commissioner Roberts questioned monthly expenses
in both the current and proposed budgets and Mr. Bern explained that the current
budget reflects use of part-time staff. Commissioner Roberts expressed concern
regarding the use of public funds to help an entity that is not non-profit and recourse if
money is provided and the Chamber still fails. City Attorney Kraft said it is an
unsecured loan. Commissioner Roberts questioned whether the City could loan money
according to the memo from Assistant City Attorney Steinerts, and City Attorney Kraft
explained the public purpose provision in the law and said the Commission is allowed to
make a decision as to whether this fulfills a public purpose. Mayor Schreiber spoke
about the City giving to charities to help our economic development and said the
Chamber's work attracts businesses to the City. By helping them, the City would be
helped. Commissioner Roberts asked what the board members are doing to help the
Chamber and Chamber representative Kristin Degina responded that board members
pay membership dues and larger companies sponsor networking events.
Commissioner Sultanof said it behooves us to go forward with this in the form of a loan.
Vice Mayor Portner said there should be a stipulation making it a 6-year interest free
loan, with no payments due the first year. Mayor Schreiber said there should also be a
no penalty pre -payment clause. City Manager Miller said the resolution would be
amended to reflect the terms discussed and City Attorney Kraft added that the loan
documents would be drawn up as well.
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City Commission Workshop
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2. MARCH 26, 2002_AGENDA_ITEMS:
a. Item No. 8. UNDERWRITING SERVICES: (TR9673) Motion to approve
Resolution authorizing the selection of Salomon Smith Barney, for Senior Managing
Underwriter in connection with the intent to issue Sales Tax Revenue Bonds not to
exceed $13,500,000 to finance the construction of a fire station, a development services
building, a public works storage building, parks and recreational facilities, land
acquisition, site work, street improvements, and other capital improvements within the
City.
b. Item No. 9. ISSUING SALES TAX REVENUE BONDS, SERIES 2002:
(TR9674) Motion to approve Resolution supplementing and amending Resolution No.
98-156, as replaced by Resolution No. 99-178 and as further amended and
supplemented by Resolution No. 99-192, authorizing the issuance of not exceeding
$13,500,000 Sales Tax Revenue Bonds, Series 2002 of the City of Tamarac, Florida, to
finance the construction of a fire station, a development services building, a public
works storage building, parks and recreational facilities, land acquisition, site work,
street improvements, and other capital improvements within the city; fixing certain terms
and details of such bonds; authorizing a negotiated sale of such bonds to Salomon
Smith Barney Inc. pursuant to the terms and conditions described herein; authorizing
the execution and delivery of a Bond Purchase Contract; approving the form of and
authorizing the distribution of a Preliminary Official Statement and authorizing the
execution and delivery of a Final Official Statement; selecting a Paying Agent and
Registrar and authorizing the execution and delivery of an agreement between the city
and the Bond Registrar and Paying Agent; ratifying the selection of Financial Guaranty
Insurance Company as Bond Insurer and providing for certain matters in connection
therewith; authorizing the execution and delivery of a Continuing Disclosure Certificate;
authorizing other required actions.
Commissioner Sultanof requested that Items 2(a) and 2(b) be tabled because of
concerns he has regarding the selection of the underwriter. Mayor Schreiber asked if
this would delay projects and Hal Canary, Public Financial Management, responded
that with the upward direction of interest rates, a week's delay could cost the city
several thousand dollars per year more in debt service. Bond Counsel Dwayne Draper
explained the issuing resolution is designed to come before the Commission only once
and requires the name of the underwriter. Commissioner Sultanof said he does not
want to cause a delay, but this does not afford the opportunity to know or talk to the
other underwriters that were considered but not selected. Assistant City
Manager/Interim Finance Director Michael Cernech explained the process of selecting
the underwriter and said Salomon Smith Barney is an international firm that is cognizant
of Tamarac's needs. Commissioner Sultanof said he is not happy with the process.
After discussion, a majority of the Commission, (Vice Mayor Portner, Commissioner
Sultanof, and Commissioner Mishkin) expressed an interest in tabling Temporary
Resolutions 9673 and 9674 from the March 26, 2002 agenda. Commissioner Sultanof
asked whether the fact that Salomon Smith Barney handled the road program entered
into the committee's decision, and Assistant City Manager Cernech said it did not.
Assistant City Manager Cernech also informed the Commission that cost proposals
were not looked at until the committee completed the interviews. There was an
expression of interest to conduct interviews of the underwriters on April 8, 2002, in a
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special workshop meeting immediately following the regular workshop meeting. Each
underwriting firm would be allowed 15 minutes for a presentation, and the
Commissioners would each be allowed five minutes at the end of each presentation for
questions. (The aggregate time for questions would be 25 minutes after each
presentation.) City Attorney Kraft asked if the Commission would stand by the original
cost proposals as submitted, and Mayor Schreiber said negotiations are not
contemplated; the Commission wants to be more informed to make a decision. City
Manager Miller said if the Commission selects somebody other than the recommended
underwriter, negotiations would need to be held and Mr. Canary said it would not take
more than a few days to conduct negotiations.
C. Item No. 7(g). ASSIGNMENT OF LEASE - MAINLANDS SECTION 1 & 2 CIVIC
ASSOCIATION, INC.: (TR9734) Executing an Assignment of Lease to Mainlands
Section 1 & 2 Civic Association, Inc.; authorizing the City Clerk to record the
Assignment of Lease in the official records book of Broward County. City Attorney Kraft
gave a presentation and said this would clarify the paper trail and there would be no
liability to the City.
d. Item No. 7(h). GRANT AWARD AGREEMENT AND CALCULATION
STATEMENT: (TR9721) Accepting a grant award in the amount of $255,890 from the
Florida Communities Trust; authorizing the appropriate City officials to execute a Grant
Award Agreement and Grant Award Calculation Statement between the City of Tamarac
and the Florida Communities Trust; authorizing and directing the City Clerk to record
said agreements in the public records of Broward County. Assistant to the City
Manager Phillips gave a presentation and said this Agreement accepts the grant award.
e. Item No. 7(i). ENGINEERING SERVICES — CAPORELLA PARK: (TR9714)
Approving and accepting Task Authorization No. 02-04E (MLA Proposal No. 4100) with
Miller Legg & Associates, Inc., to provide engineering services related to site evaluation
and design of improvements to Caporella Park - Phase II, per the existing agreement
with Miller Legg & Associates for continuing engineering services; authorizing an
expenditure not to exceed $32,180; approving all necessary budget transfers. Parks
and Recreation Director Margoles gave a presentation.
Vice Mayor Partner asked what L.L.P. stands for in Item 7(e) on the consent agenda.
BILL OF SALE ABSOLUTE - CITY FURNITURE DISTRIBUTION CENTER: (TR9692)
Accepting a Bill of Sale Absolute from Advance Business Associates, L.L.P., for the
Water Distribution and Sewage Collection System Improvements installed for the City
Furniture Distribution Center, located at 6701 Hiatus Road, for City ownership;
authorizing and directing the City Clerk to record said document in the public records of
Broward County. Utilities Director Gagnon said it stands for Limited Liability
Partnership.
Vice Mayor Portner asked why the City is using seven companies in Item 7(j) on the
consent agenda. AWARD OF BID - PRINTED MATERIALS: (TR9732) Awarding Bid
02-12B "Furnish & Deliver Printed Materials" for a two year period with two additional
two year renewal options to the following companies: A Plus Printing, Diamond
Printing, Executive Printers, Intertec Industries, The Printing Mart, Suncoast Marketing,
and United Business Forms, for providing citywide printing services.
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Purchasing/Contracts Manager Flurry said the bid was awarded to the lowest bidder,
and some bidders were lower on some items than others. Mayor Schreiber asked if any
of the bidders are local, and Purchasing/Contracts Manager Flurry said one company is;
bids were solicited from companies in Tamarac, however, many did not respond.
Vice Mayor Portner asked about paying relocating costs in Item 7(k) on the consent
agenda. AGREEMENT COMMERCIAL BOULEVARD INTERCHANGE
IMPROVEMENTS PROJECT: (TR9718) Accepting and executing an agreement with
the State of Florida Department of Transportation for funding the relocation of
underground utilities to eliminate conflicts at Commercial Boulevard and Florida's
Turnpike for a total contract amount of $121,201; and approving funding for this project
from the appropriate Utilities accounts including the appropriation of $121,201 from
Retained Earnings. Utilities Director Gagnon said we are in their right of way, tenants at
will, and this agreement is the first of its kind in Tamarac.
3. YEAR END AUDIT: Assistant City Manager/Interim Finance Director Michael
Cernech introduced G. Jerry Chiocca, CPA, of Rachlin, Cohen and Holtz and Bill Nealon,
Tamarac Controller. Mr. Chiocca gave a presentation. Vice Mayor Portner asked for an
explanation of capital contributions (impact fees and developers' fees) picked up as
revenue. Mr. Chiocca responded and explained that this is due to GASB 34. Controller
Nealon said last year stormwater was a special revenue fund, but now it is an enterprise
fund. Vice Mayor Partner asked what GASB stands for and Mr. Chiocca said
Government Accounting Standards Board. There was discussion about handling
money in Parks and Recreation, and Mayor Schreiber asked whether there is a policy
regarding handling of money. Mr. Chiocca said there is. Mayor Schreiber asked about
the shortage in the General Obligation Bond fund, and Mr. Chiocca said this is due to
timing of receipt of assessments. Mayor Schreiber asked about an internal auditor, and
City Manager Miller said this was talked about a while ago. Past City Manager Noe had
hired an internal auditor for a short time, however, after the internal auditor left, we were
not able to find a satisfactory individual to fill the position. The position has been
downgraded and a management analyst hired to look at any system problems. Mayor
Schreiber asked about Utilities West, and Controller Nealon said five years ago we had
two separate utilities, and this is historical information. Mr. Chiocca thanked the finance
staff for their cooperation.
There being no further business to come before the City Commission, Mayor Schreiber
adjourned the workshop meeting at 11:25 a.m.
.. rMarion Sw9gson, CMC
.. City Clerk
n
March 25, 2002
City Commission Workshop
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