HomeMy WebLinkAbout2003-04-21 - City Commission Workshop Meeting MinutesCITY OF TAMARAC
WORKSHOP MEETING
MONDAY, APRIL 21, 2003
CALL TO ORDER: Mayor Schreiber called the Workshop Meeting of the City
Commission to order on Monday, April 21, 2003, at 9:30 a.m. in Room 105 of Tamarac
City Hall, 7525 NW 88t" Avenue, Tamarac, Florida.
PRESENT: Mayor Joe Schreiber, Vice Mayor Karen L. Roberts, Commissioner Edward
C. Portner, Commissioner Beth Flansbaum-Talabisco, and Commissioner Marc L.
Sultanof.
ALSO PRESENT: City Manager Jeffrey L. Miller, City Attorney Mitchell S. Kraft,
Assistant City Manager Michael C. Cernech, and City Clerk Marion Swenson.
PLEDGE OF ALLEGIANCE LED BY MAYOR SCHREIBER.
1. PRESENTATION OF COMPREHENSIVE ANNUAL FINANCIAL REPORT
C( AFR): Presentation of the Comprehensive Annual Financial Report (CAFR). Finance
Director Dona Newman introduced Jerry Chiocca, Rachlin, Cohen & Holtz, LLP, who
gave a presentation, and said that Tamarac is in a good strong financial position. Mr.
Chiocca noted the report has a different look this year due to GASBE 34 and responded
to questions from Commissioner Portner and Mayor Schreiber regarding the general
fund balance, sales tax revenue bonds, impact on general fund due to insurance
premium increases and the undesignated amount.
2. APRIL 23, 2003 AGENDA ITEMS:
a. Item No. 6(b). INTERLOCAL AGREEMENT — LAND USE AND PUBLIC
SCHOOL FACILITY PLANNING: (TR10100) Executing the Interlocal Agreement
entitled, "Interlocal Agreement for Public School Facility Planning Broward County,
Florida" between the School Board of Broward County, Florida, Broward County and
various municipalities in order to coordinate land use and public school facility planning
pursuant to state law (Case No. 7-MI-03). Community Development Director J.
Christopher King gave a presentation and introduced Chris Akagbosu, Broward County
School Board Coordinator Facilities, Management, Planning and Site Acquisition. Mr.
Akagbosu explained the county, school board and municipalities (collectively) will
appoint 5 members each to an oversite committee, with the cities determining how they
will choose their 5 representatives. Any given city under consideration for a school
location will have a floating representative, appointed by that city's City Manager, on a
site selection committee. Community Development Director King and Mr. Akagbosu
responded to questions from the Mayor and Commissioners regarding process and
procedures, membership make-up, co -location and shared use, specific school site
interlocal agreements, student generation rate and review of the current formula used,
resolution of disputes, student enrollment, population projections, school boundaries
and demographics.
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b. Item No. 7. APPOINTING MEMBERS TO THE CHARTER BOARD: (TR10095)
Motion to approve Resolution appointing five members to the Charter Board, four
members appointed by the Commissioner from each district and one member appointed
at -large, to serve for one year, with new appointments to be made in six years. City
Clerk Marion Swenson suggested the Mayor and Commissioners name their choices to
avoid duplication, since the Mayor's appointment can be from any of the districts.
Commissioner Portner named Floyd Bass, Commissioner Flansbaum-Talabisco named
Harvey Kram, Commissioner Sultanof named Sheldon A. Satty and Vice Mayor Roberts
named Bert Buckley. Mayor Schreiber said he has not decided on his appointment yet.
Official appointments will be made at Wednesday's regular city commission meeting.
C. Item No. 8. APPOINTING MEMBERS TO THE REDISTRICTING COMMITTEE:
(TR10098) Motion to approve Resolution appointing five members to the redistricting
committee. City Clerk Marion Swenson made the same suggestion as in the previous
item. Commissioner Portner named Terry Hall, Commissioner Flansbaum-Talabisco
named Dr. Martin Bloomfield, Commissioner Sultanof named Diane Glasser and Vice
Mayor Roberts named Bert Buckley. Mayor Schreiber said he has not decided on his
appointment yet. Official appointments will be made at Wednesday's regular city
commission meeting.
d. Item No. 9. APPOINTING VOTING AND ALTERNATE VOTING DELEGATES
TO BROWARD LEAGUE OF CITIES: (TR10108) Motion to approve Resolution
appointing as the City's voting delegate to the Broward League of Cities;
appointing as the City's alternate delegate to the Broward League of Cities;
authorizing and directing the City Clerk to notify the Broward League of Cities of the City
of Tamarac's Appointments. City Clerk Marion Swenson said Commissioner Portner is
the current voting delegate and Commissioner Sultanof is the alternate. Mayor
Schreiber said he has never been selected in the 11 years he has served on the
Commission. After discussion, the expression of interest was to keep Commissioner
Portner as the voting delegate and Commissioner Sultanof as the alternate.
e. Item No. 6(f). SUPPORTING APPLICATION FOR LAND & WATER
CONSERVATION GRANT: (TR10073) Seeking grant funding in the amount of
$200,000 from the Department of Environmental Protection through the Land and Water
Conservation Fund for the development of Southgate Linear Park providing for a
$200,000 cash match and a total project cost of $400,000. Parks and Recreation
Director Kathleen Margoles gave a presentation and responded to questions from the
Mayor and Commissioners regarding the areas designated as gardens and commons,
large crowd control, traffic concerns, retention ponds, parking enforcement, staffing,
restroom and telephone facilities, trailhead, cost and funding sources.
f. Item No. 6(d). FY02 WATER AND WASTEWATER SYSTEM ANNUAL
REPORT: (TR10099) Receiving the Fiscal Year 2002 City of Tamarac Water and
Wastewater System Annual Report prepared by the City's Consulting Engineers,
Mathews Consulting, Inc., on behalf of the City of Tamarac Utilities Department as
required by Bond Covenants for Continuing Disclosure for the Taxable Water and
Sewer Utility Revenue Refunding Bonds Series 1996 and Refunding Bonds Series
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1992. Assistant Director of Utilities John Doherty introduced Support Services Manager
Keith Wilder who gave a presentation. Support Services Manager Wilder responded to
questions from Commissioner Portner regarding fixed assets and book value, pipe
replacement, water storage capacity, Ft. Lauderdale's charges for treating wastewater,
awards received by Tamarac, alleviation of excess inflow into the city's system, funding
sources for fixed asset replacement, rate study underway by consultants, and the
number of disconnects/reconnects per year and associated fees.
Mayor Schreiber called for a recess at 11:25 a.m. and reconvened the workshop
meeting at 11:35 a.m., with all present as before.
g. Item No. 6(e). VULNERABILITY ASSESSMENT —CITY WATER SYSTEM:
(TR10101) Executing Task Authorization No. 03-05E with Tetra Tech-WHS (Williams,
Hatfield and Stoner, Inc.), to provide a Vulnerability Assessment for the City's Water
System, in accordance with the City's Consulting Engineering Agreement as authorized
by Resolution #R-2001-185, and in compliance with the Public Health Security and
Bioterrorism Preparedness and Response Act of 2002, for a lump sum amount of
$49,930.00; approving funding from the appropriate budgeted Utilities Operational
account; authorizing the appropriate City Officials to administer the contract. Assistant
Director of Utilities John Doherty introduced Water Plant Superintendent John Harvey
who gave a presentation. Mayor Schreiber spoke about this being an unfunded
mandate and suggested the city find out if we have any recourse, and let our
representatives in Congress know this is unfair. City Manager Miller said a letter would
be sent. Commissioner Portner spoke about federal funds allocated for homeland
security and the balance not yet used, and Water Plant Superintendent Harvey said
wastewater would be the next focus with the same funding criteria.
h. Item No. 6(h). EMERGENCY RESPONSE PLAN — CITY WATER SYSTEM:
(TR10102) Executing Task Order Work Authorization No. 03-06E with Tetra Tech-WHS
(Williams, Hatfield and Stoner, Inc.) to provide an Emergency Response Plan for the
City's water system, in accordance with the City's Consulting Engineering Agreement as
authorized by Resolution #R-2001-185, and in compliance with the Public Health
Security and Bioterrorism Preparedness and Response Act of 2002, for a lump sum
amount of $25,800.00; approving funding from the appropriate budgeted Utilities
Operational account; authorizing the appropriate City Officials to administer the
contract. Assistant Director of Utilities John Doherty introduced Water Plant
Superintendent John Harvey who gave a presentation. Water Plant Superintendent
Harvey explained that 6 months after the vulnerability assessment is done, Tamarac is
required to come up with an emergency response plan.
i. Item No. 60). INSURANCE PREMIUM INCREASE: (TR10106) Authorizing
payment in the amount of $113,482 to be paid by May 2003 to the Florida Municipal
Insurance Trust (FMIT) for additional premium generated by the Final Annual Premium
Audit for Fiscal Year 2002 for the Property, General Liability, Automobile Liability,
Automobile Physical Damage, and Workers' Compensation Lines of Coverage with the
Florida Municipal Insurance Trust. Human Resources Director Maria Swanson gave a
presentation. Commissioner Sultanof asked if this is budgeted and Human Resources
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Director Swanson responded yes; however, this item is being brought back to the
Commission since the dollar amount is above the amount previously authorized.
Commissioner Portner questioned the reason for the increase, and Human Resources
Director Swanson said medical costs are increasing and events in the market play a
large part. Mayor Schreiber spoke about insurance companies and investments, and
suggested legislation whereby insurance companies would be considered a utility.
Human Resources Director Swanson said Risk/Safety Manager Tomaszewski is
focusing on safety and workers compensation in combating premium increases.
j. Item No. 6(c). MID -YEAR BUDGET AMENDMENT: (TR10097) Amending the
annual budget of estimated revenues and expenditures for the fiscal year 2003;
amending the personnel complement. City Manager Jeffrey L. Miller said the city is in
good financial condition, but there are needs that must be addressed. Finance Director
Dona Newman introduced Management and Budget Officer Sammartino who gave an
overview of mid -year budget amendments. There was discussion regarding City Hall
roof, and Vice Mayor Roberts asked how many years the city has been putting $50,000
away toward roof renovation and the total cost. Management and Budget Officer
Sammartino said $150,000 was saved toward the project over the past three years, and
the project will cost approximately $350,000. Commissioner Sultanof questioned
whether the original contractor would take responsibility for the panels, and Mayor
Schreiber suggested reviewing the original agreement. Assistant City Manager
Cernech said the replacement roof would be similar to the existing roof, but due to
developing technology over the years, we will not experience the same conditions as
when the roof was first installed. Mayor Schreiber asked if the entire roof would be
replaced and Assistant City Manager Cernech responded that just the panels would be
replaced. Project Manager (Solid Waste Recycling) D'Amato explained the structure of
the roof is in good shape, but it is prudent to replace the panels as soon as possible
because the leaks may damage the structural components. The discoloration is due to
the fireproofing that the City demanded when the roof was initially installed, and the City
was told, at that time, that the fireproofing would cause discoloration. The contractor
has assured us that with the new technology there will be no discoloration, and, the
warranty will be extended for an additional five-year period. Commissioner Sultanof
questioned shrinkage and Project Manager (Solid Waste Recycling) D'Amato said she
would check with the contractor.
There was discussion regarding the two new superintendents and vehicles for Public
Works. Assistant City Manager Cernech explained that the mid -year amounts were for
half a year plus the cost of two new vehicles. Amounts budgeted for FY04 would not
include vehicles.
There was discussion about the $20,000 for traffic studies for the Southgate Linear Park
and Mayor Schreiber said the county should share the cost of eliminating one lane on
Nob Hill Road, Vice Mayor Roberts questioned the $27,500 for installation of F-type
curbing at the Woodlands entrance, and the $22,000 for the speed hump pilot project on
70t" Avenue. Assistant City Engineer Burgio explained a study is being done regarding
speed humps and there was discussion regarding whether it was more cost effective to
install the temporary rubber humps or go with asphalt and then remove the asphalt if the
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program did not produce the desired results. Assistant City Manager Cernech said he
did not think the consultants would recommend the rubber speed humps on 70tn
Avenue, but staff also feels if we do place speed humps on 70t" Avenue, requests for
speed humps will come in from other neighborhoods. Commissioner Portner said
speed humps are an impediment, especially for fire vehicles, and recommended more
traffic enforcement.
With regard to the Community Requests, Waterways, there was discussion about re-
grading of the swale on NW 94 Avenue to allow for parking in front of the schools.
There was mention of the bank allowing for parking in their lot. Assistant City Engineer
Burgio said a new product called Geoblock will be installed under the sod in front of the
two schools to stabilize the surface. Vice Mayor Roberts said the area is not only used
for drop-off and pick-up, but also when there are functions at the schools.
Mayor Schreiber called for a recess at 12:50 p.m., and reconvened the workshop
meeting at 1:30 p.m. with all present as before.
Finance Director Newman discussed recycling and Vice Mayor Roberts asked if the
cost would be transferred to the residents and where the $10,000 would come from.
Finance Director Newman said it would not be transferred to the residents, and the
money would come from the general fund. City Manager Miller explained this is needed
for additional containers.
Finance Director Newman spoke about transfer of money to fleet fund, and explained
the $350,000 start-up funding. Vice Mayor Roberts asked if there is a change in the
economy would this be a problem down the road, and Finance Director Newman said
the process could be changed if necessary. Finance Director Newman said the vehicle
replacement would be projected over 20 years so a level funding amount could be
decided upon. This fund is for regular fleet vehicles.
Finance Director Newman explained the Recreation Superintendent is a new position,
which is needed due to new parks and duties being added to the City.
Commissioner Partner asked what the menorah is like, and Parks and Recreation
Director Margoles said it is compatible with the tree recently purchased. Vice Mayor
Roberts questioned the senior programs, and Assistant Director of Parks and
Recreation Warner explained the increase in attendance, as well as the new programs
added to those already in place.
Discussion regarding the Fire Department Apparatus Replacement Program ensued,
and it was explained that some of the equipment was identified as being unreliable and
needed to be replaced as soon as possible. This program will also become pay as you
go, with seed money to start up. Commissioner Portner asked if these figures included
staffing for the new fire house, and Chief Budzinski said this is strictly replacement of
existing equipment.
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Management and Budget Officer Sammartino discussed general election costs, and
Vice Mayor Roberts said the City Clerk and staff did a great job on the election,
however, she would like to see a letter sent to the County Commissioners and
Supervisor of Elections regarding rising costs, and perhaps, recouping some monies
spent. Mayor Schreiber said he did not think it would do much but it was worth a try.
Additionally, Mayor Schreiber suggested consolidation of precincts for future elections.
Vice Mayor Roberts questioned the amount of tax taken out of the Commissioners'
paychecks.
Commissioner Portner questioned the life of the computer equipment, and asked how
many computers IT maintains for employees. IT Director Sucuoglu said we have about
280 computers. Commissioner Flansbaum-Talabisco asked what is done with those
that are discarded, and IT Director Sucuoglu said some are kept for spare parts, some
are auctioned, and some are donated to various organizations.
There was discussion about the $5,900 for BSO Training, and Vice Mayor Roberts said
this money is what is left from the original deal when our police department changed to
BSO, and it is their money to use.
Commissioner Portner questioned item #11 on the regular agenda. AMENDING
CHAPTER 8 OF THE TAMARAC CODE: (T02004) Motion to adopt Ordinance on first
reading amending Chapter 8, Flood Prevention and Protection, Section 8-1. Definitions,
of the Tamarac Code, adding the definitions: area of special flood hazard, lowest floor,
manufactured home, special flood hazard area and start of construction; providing for
codification. Building Official Jones explained that to maintain our flood insurance rating
we need to be consistent with the FEMA program.
3. DISCUSSION RE: ESTABLISHMENT OF NEW CITY COMMITTEES:
Commissioner Portner suggested establishing an education committee that Vice Mayor
Roberts could chair, but Vice Mayor Roberts said there is already a task force for
Tamarac and Challenger elementary schools. Mayor Schreiber asked for an expression
of interest for an Education Committee and Commissioner Portner and Commissioner
Sultanof said they were in favor, Commissioner Flansbaum-Talabisco, Vice Mayor
Roberts and Mayor Schreiber said no. Commissioner Portner suggested a Public
Safety Committee, with Vice Mayor Roberts as liaison, and Vice Mayor Roberts said
there are already the CERT Program, Community Council, and Citizen Council for
Homeland Security. Commissioner Portner suggested an Economic Development
Committee, to seek funding. City Manager Miller suggested that if the Commission is
interested in something similar to Coral Springs, he would come back with a staff report.
Commissioner Sultanof said a foundation would be more adaptable to what the City has
in mind. Commissioner Flansbaum-Talabisco asked what the difference is between a
committee and foundation and City Manager Miller said a committee is advisory and a
foundation holds its own non-profit status to carry out some motions for the commission.
There is usually a seed amount and then the foundation develops its own funding.
Commissioner Sultanof said in Coral Springs, the foundation is independent from the
City and was established to entice large corporations and bring economic growth. After
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the initial seed money, they drew no more money from the city. Commissioner
Flansbaum-Talabisco asked who the foundation would report to, and City Manager
Miller said he would research it and bring back information to the Commission in 60
days.
Commissioner Portner spoke of an Elder Affairs Committee, which would coordinate
with the Social Services Committee, to visit the elderly and inform them of their rights
and what the City can do for them. Commissioner Sultanof expressed agreement with
Commissioner Portner's suggestion, and said the Board has to be revitalized and needs
some impetus to move forward. Parks and Recreation Director Margoles said the
Social Services Board is an advisory board to serve all residents, recommend programs
that will provide assistance and follow up. Most of the Social Service Board's functions
have been taken over by the Social Services division of Parks and Recreation; the
Board needs to have some direction as to what they should be looking at. They are
ambassadors in the community, but they are floundering. It is appropriate for the
Commission to charge them with studying something, and task them to bring back a
report at a specific time. People with an interest and expertise in these areas should be
the ones appointed to the Board. Commissioner Portner suggested changing the name
from Social Services Board to Elder Affairs, but Parks and Recreation Director Margoles
said since the Board is referenced in the Charter, a referendum would be needed to
make any changes; it would be better to have a sub -committee of Elder Affairs, which
could then be sunsetted after its tasks are completed. Commissioner Portner asked to
have an advertisement in the newspaper regarding the subcommittee. Mayor Schreiber
asked for an expression of interest for a subcommittee and Vice Mayor Roberts,
Commissioner Sultanof and Commissioner Flansbaum-Talabisco were in agreement.
Mayor Schreiber directed the City Manager to review the Social Services Board and
Elder Affairs Sub -Committee and report back to the Commission.
4. DISCUSSION RE: CITY COMMISSION LIAISON POSITIONS: Commissioner
Portner said Commission Liaisons should go to committee meetings and bring back
information to the rest of the commissioners. There was discussion about Commission
Liaisons to various committees, and City Clerk Swenson stated that officially
Commissioner Portner was the Commission Liaison to the Annexation Committee and
Commissioner Sultanof was the Commission Liaison to the Veterans' Affairs
Committee; according to Sec. 2-33 of the Tamarac Code, a liaison shall serve until the
next election. City Clerk Swenson suggested that the Commissioners think about which
committees they would like to be liaisons to, and discuss their choices at the next
workshop. The formal appointments could be made at the June meeting along with
appointments to the Boards and Committees.
There being no further business to come before the City Commission, Mayor Schreiber
adjourned the workshop meeting at 3:25 p.m.
Marion Swenson, CMC
City Clerk
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