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HomeMy WebLinkAbout2006-04-24 - City Commission Workshop Meeting MinutesCITY OF TAMARAC NOTICE OF WORKSHOP MEETING CITY COMMISSION OF TAMARAC, FLORIDA MONDAY, APRIL 24, 2006 CALL TO ORDER: Mayor Flansbaum-Talabisco called the Workshop Meeting of the City Commission to order on Monday, April 24, 2006, at 9:30 a.m. in Room 105 of Tamarac City Hall, 7525 NW 88t" 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, City Attorney Samuel S. Goren, Deputy City Manager Michael C. Cernech, and City Clerk Marion Swenson. Mayor Flansbaum-Talabisco led the pledge of allegiance. 1. DISCUSSION RE: PROPOSED 1 % SALES TAX INCREASE TO PROVIDE FOR TRANSPORTATION PROJECTS IN BROWARD COUNTY: Former Broward County Commissioner John Hart appeared and explained a group of concerned citizens, led by the business community, want to take the question of the proposed 1 % sales tax for transportation projects for Broward County and surrounding municipalities to the people. Over the past 30 years the county has grown and demographic studies estimate 750,000-1 million people will come to Broward County over the next few years, bringing challenges with regard to education, affordable housing for workforce people, and a realistic world class transportation system. The 10 sales tax for transportation only would go into a trust account, not to be commingled with other funds. This money will not replace other plans for transportation, and is expected to generate approximately $260 million per year. Seventy-five percent of the funds will go to transit improvements and 25% will go to other related transportation improvements. The County is considering appointing a 9-11 member citizen committee to oversee the trust. Additionally, 10% of the funds will go back to the municipalities, which for Tamarac would mean about $850,000 per year; and the cities can use that money at their discretion, but only for transportation oriented projects. The funds from the 10 sales tax will also be used as a match for federal and state funds. Commissioner Hart asked the Mayor and City Commission to support the 10 sales tax and encourage the Broward County Commission to place this item on the upcoming ballot. Commissioner Sultanof said he was unable to vote on this matter at the MPO prior to the Mayor and City Commission being made aware of the plan and giving their approval. Vice Mayor Portner said he chairs the State Road 7 Collaborative Committee and they, too, are talking about transportation. Vice Mayor Portner questioned how we could be sure the funds will be dedicated, and Commissioner Hart said the ballot question will incorporate the projects that the funds will be dedicated for and the plan will be put into the ballot question. Vice Mayor Portner asked when the plan would be available for the Mayor and City Commission to see and Commissioner Hart said it should be printed within 4-5 April 24, 2006 City Commission Workshop Page 1 of 12 days. Vice Mayor Portner said he firmly disagreed with running light rail along 1-595 and asked if the members of the committee would be paid. Commissioner Hart said they would be volunteers and would serve 3-year terms. Vice Mayor Portner spoke of the increased number of cars on the road over the past years and said he is in favor of the 10 sales tax; there should be more transit lanes and fewer traffic lanes on the roads. Commissioner Hart said with gas prices climbing, people need alternative choices by which to travel. Commissioner Dressler clarified the 75/25 split of the funds and spoke about the economic impact on the middle class workers and the responsibility of local government to provide other cost efficient ways for people to get to work. Commissioner Dressler spoke of the dependency on fossil fuels, and noted the fact that Brazil has now moved to the use of ethanol. Commissioner Dressler asked Commissioner Hart how green his solutions will be and whether the buses will use fossil fuel. Commissioner Dressler asked that ethanol be considered in the final proposal, and said he is in favor of the 10 sales tax. Commissioner Hart responded future buses will be hybrids which will switch to non -fossil fuels. The actual impact to the average family for the 10 sales tax is about $45.00 per adult per year. Commissioner Dressler spoke about the trolley system in Boston and said he would be delighted to take a trolley from Tamarac to Las Olas Boulevard. Mayor Flansbaum-Talabisco said the White Paper was well written and very user friendly. Mayor Flansbaum-Talabisco questioned the University Drive Corridor, which is important to Tamarac and asked when we would see results for University Drive and State Road 7. Commissioner Hart said State Road 7 and Oakland Park Boulevard initiatives will be launched immediately as these roads reflect the highest use. As for University Drive, Commissioner Hart had no answer at this time, but added all projects will be addressed within the first 2-5 years. Mayor Flansbaum-Talabisco asked if University Drive would be addressed in the forthcoming information and Commissioner Hart said it would. Mayor Flansbaum- Talabisco asked Commissioner Hart if he had spoken to other cities and he said he has, plus there are 11 more on the agenda for the next few weeks. Everyone will be reached prior to this coming before the Broward County Commission. Mayor Flansbaum- Talabisco said the dedicated source of funding as well as the green issues should be brought up during future presentations, and she is in support of the 10 sales tax. Commissioner Sultanof asked the Mayor and City Commission for an expression of interest for him to register a positive vote on this at the MPO in May. All were in agreement. Commissioner Sultanof said he would vote in the affirmative in May and the Mayor and City Commission would prepare a Resolution as they normally do. Commissioner Sultanof left the room at 10:08 and returned at 10:10. City Attorney Goren said he would prepare a resolution for the next regular city commission meeting. 2. UPDATE ON TURNPIKE PROJECT: Nichole Kalil, FDOT and Bryan Williams, Project Engineer appeared. Ms. Kalil said the turnpike is its own district and the portion of the turnpike that runs through Broward County is part of the original stretch opened in 1957. North and southbound lanes are being added throughout Broward County and the project is funded by toll revenues. The project began in February 2006. The first April 24, 2006 City Commission Workshop Page 2 of 12 sections to be worked on are from Griffin Road to Atlantic Boulevard and the work is being outsourced. Mr. Williams is the engineer in charge of the work going through Tamarac. Road closures will be limited to nighttime hours and there is no anticipated increase in tolls after completion of the project. Additional road rangers will be hired and FHP will be more visible. Vice Mayor Partner questioned Ms. Kalil's statement regarding no anticipated toll increases and asked for a definitive statement that tolls will not be increased. Ms. Kalil said she is not authorized to make that statement; there is always the potential for an increase in tolls but in Broward County the turnpike is being widened using land it already owns. Commissioner Dressler asked that Ms. Kalil pass on to the person in charge of strategic planning that adding lanes only encourages more traffic. While the idea of more lanes is generally a good idea, the turnpike authority should be looking at HOV lanes for hybrid/ethanol based vehicles as well as vehicles with multiple passengers. Commissioner Dressler said he encourages people to go green. Commissioner Sultanof said there is a big problem on the turnpike from Griffin Road to Atlantic Boulevard and unless we do something now the problem will become insurmountable. Fuel is a federal problem which local governments can do nothing about. The MPO is going after the federal government for funds. Mayor Flansbaum- Talabisco questioned the bridges and ramps that are to be replaced and spoke of the one at Commercial Boulevard and asked about the impact to Tamarac residents. Mr. Williams said there would be a little more congestion because when there are signs in the road people tend to slow down. Additionally, changes to familiar situations cause issues. With regard to emergency services, the turnpike is consistently coordinating with affected cities. Mayor Flansbaum-Talabisco asked when this construction would be done and Mr. Williams said within the next 2-3 years. Mayor Flansbaum-Talabisco asked that ample notice be given to Tamarac residents and Ms. Kalil said notice is usually three weeks to one month ahead of the construction. Vice Mayor Portner asked about the possibility of moving the toll plaza at Commercial Boulevard back to the turnpike and Mr. Williams said it is not within the scope of the current construction. Vice Mayor Portner spoke of Sunpass lanes and the bottlenecks at Commercial Boulevard, and the Sunpass lane on the south side of Commercial Boulevard. Vice Mayor Portner asked to add a toll booth to that entrance to the turnpike. Ms. Kalil said statistics showed there are more Sunpass users at that exit, but she would bring that suggestion back to her office. Commissioner Atkins -Grad said she travels the turnpike extensively and Vice Mayor Portner's idea would probably be good heading north as there are many dangerous accidents at that site. Mayor Flansbaum-Talabisco moved out of the regular order of business on the agenda to take up Item 4(e) on the workshop agenda. e. Item No. 6(b). APPOINTING COMMISSION LIAISONS TO TAMARAC BOARDS AND COMMITTEES: (TR10907) Appointing commission liaisons to the Insurance Advisory Board, Investment Advisory Committee, Parks and Recreation Board, Public Information Committee, Social Services Board, and Veterans Affairs Committee to serve until the next general municipal election. City Clerk Swenson gave a presentation. Commissioner Sultanof said he would like to remain on the Veterans Affairs Committee and suggested Commissioner Dressler for the Investment Advisory April 24, 2006 City Commission Workshop Page 3 of 12 Committee and the Parks and Recreation Board; and Commissioner Atkins -Grad for the School Committee. Mayor Flansbaum-Talabisco recommended Vice Mayor Portner for the Public Information Committee. Mayor Flansbaum-Talabisco said we do not have a formal education committee but it is important to have Tamarac represented as there are three schools in the city, and Commissioner Atkins -Grad should be the one to cover the schools. Commissioner Dressler asked if creation of a new committee would require modification of the charter and City Attorney Goren said it depends on the way it is established. Commissioner Sultanof left the room at 10:28 and returned at 10:33. City Attorney Goren continued there are two venues to create a board or committee, and if the Mayor and City Commission would like to create an education committee he will be happy to work with them on this. Commissioner Dressler deferred to counsel. Mayor Flansbaum-Talabisco suggested this be taken up at a future date but Commissioner Atkins -Grad can represent the City of Tamarac informally and keep us posted on what is going on in our schools. Vice Mayor Portner questioned the City of Character Committee and City Manager Miller said he would come back to the Mayor and City Commission at the next meeting with recommendations for formulation of the committee. Commissioner Dressler said many cities have diversity committees and asked if due to changes in Tamarac's demographics the City of Character Committee could be the same as a Cultural Diversity Committee. City Manager Miller said one of the purposes of the City of Character Committee was to represent every part of the population. Mayor Flansbaum-Talabisco said she believed Commissioner Sultanof wished to remain as liaison to the Social Services Board. City Manager Miller said that was true. Vice Mayor Portner recommended Commissioner Dressler as liaison to the Insurance Advisory Board. City Manager Miller said there is a strong chairperson for that board and when he canvassed the Commission no one showed interest in serving as liaison to that board. Additionally, the Risk Manager serves as staff liaison and as such, it may not be necessary to have a commission liaison to that committee, but if the Mayor and City Commission choose to appoint a commission liaison, that would be fine. Commissioner Dressler spoke of previous commitments and after discussion, declined the invitation to serve as commission liaison to the Insurance Advisory Board, but said he would be available for consultation as necessary. Mayor Flansbaum-Talabisco confirmed there is no requirement for commission liaisons to every board/committee and asked if there is any requirement for a commission liaison to attend every meeting. City Attorney Goren said it is a relationship issue and there is no requirement to attend every meeting. Commissioner Sultanof said Dr. Krause is a full student of insurance from every angle, Risk Management is in full control, and Human Resources Director Swanson is also involved. Commissioner Sultanof said he believed the commission liaison for the Insurance Advisory Board should be left vacant. Mayor Flansbaum- Talabisco said she realizes Commissioner Dressler has a full plate and she is comfortable with Commissioner Atkins -Grad serving as liaison to the education committee and formalizing the City of Character Committee in the future. Commissioner Sultanof said we have not had a formal education committee and questioned the need to create one as there is a commissioner already covering the April 24, 2006 City Commission Workshop Page 4 of 12 schools. Mayor Flansbaum-Talabisco said the demographics are changing and it is something to consider. Commissioner Dressler said he is in favor of an education committee to interface with representatives from the School Board to communicate the views of the Commissioners and parents; it is organizationally deficient not to have this committee. Commissioner Atkins -Grad said she is in support of an education committee. City Attorney Goren said the item appointing commission liaisons to boards/committees will appear before the Mayor and City Commission on Wednesday and if the Mayor and City Commission wishes, legislation can be drafted or it can be brought back to the Mayor and City Commission. Vice Mayor Portner suggested creating the education committee without bringing it back before the Mayor and City Commission. All were in agreement. Mayor Flansbaum-Talabisco asked if a commissioner can delegate attendance at a board/committee meeting should the liaison commissioner be unable to attend. City Attorney Goren said there is no provision for an alternate or delegate for alternate member. Mayor Flansbaum-Talabisco questioned flexibility and Commissioner Sultanof said no commissioner, vice mayor or mayor ever sat on the Planning Board as it is separate from the other boards/committees. Mayor Flansbaum-Talabisco asked for an expression of interest to appoint Commissioner Sultanof as commission liaison to the Veterans Affairs Committee and the Social Services Committee; Commissioner Dressler as commission liaison to the Parks and Recreation Board and the Investment Advisory Committee; Vice Mayor Partner as commission liaison to the Public Information Committee; and Commissioner Atkins - Grad as the commission education liaison. All were in agreement. Mayor Flansbaum-Talabisco returned to Item 3 on the workshop agenda. 3. PRESENTATION OF 2005 AUDIT REPORT (CAFR): Pablo Llerena, BKR Garcia, Financial Services Director Chapman and Controller Nealon appeared. Mr. Llerena gave an overview of the report and said Tamarac was given a clean opinion in accordance with accepted accounting principals. City Attorney Goren left the room at 10:45 and returned at 10:50. Vice Mayor Portner asked for more specificity with regard to fund balances and Mr. Llerena explained. Commissioner Sultanof said while we may be looking at $6 million in fund balance there is actually not that much available and we do not have the funds at the 10% cap. Financial Services Director Chapman went over the fund balance and spoke of the 10% cap in the charter and said at the last meeting the commission approved a budget amendment reducing the unreserved balance to $4.3 million, increasing the economic stabilization reserves and the CIP, based on expenditures of $43 million. Commissioner Dressler said the CAFR was done very well and he reviewed every number in the document. With regard to the 10% cap, organizations for profit call this money `free cash flow'; that which is left after spending money on fixed expenses. Commissioner Dressler questioned why the City of Tamarac is capped at 10%. Commissioner Dressler asked Financial Services Director Chapman for an opinion as to whether it should be a higher percentage. Financial Services Director Chapman said the philosophy of the founding fathers of Tamarac was if government April 24, 2006 City Commission Workshop Page 5 of 12 had too much money then it appeared taxes were too high. In today's thinking, for situations like hurricanes and unpredictable events, we need to have cash in the bank. GFOA recommends ranges for balances from 5% - 15%, and Financial Services Director Chapman said his perspective as Financial Services Director is to give the Mayor and City Commission more flexibility to set a fund balance. We should not go below the 5%-7% level but a higher fund balance would help the city maintain its credit rating and meet unexpected expenditures. Commissioner Dressler spoke of the $3 million that had to be reserved for litigation and hurricane expenses and said those amounts could eat up our current fund balance in a heartbeat. As fiduciaries of the city we should look at some flexibility for the 10%; we are entering into a 10-20 year hurricane season and do not know what monies we will have to spend; additionally, we cannot anticipate litigation. Financial Services Director Chapman thanked his staff and the outside auditors for a job well done. City Manager Miller congratulated the department directors for an outstanding job managing their budgets on a daily basis as there were no negative findings in management. City Manager Miller also thanked Mr. Llerena, Controller Nealon and Financial Services Director Chapman for their efforts. Vice Mayor Portner questioned customer deposits and asked whether they were not supposed to be returned. Controller Nealon said these are customer utility account deposits and every year, for customers in good standing, deposits are refunded. Mayor Flansbaum-Talabisco thanked Mr. Llerena and Financial Services Director Chapman for the presentation and said the introductory section of the CAFR explains the rest of the book and what is going on in the city; it is very user friendly. Mayor Flansbaum- Talabisco asked for clarification regarding BKR Garcia and Grau and Company. Mr. Llerena said Grau and Company, with offices in Miami and Boca Raton, split at the beginning of the year. The Miami Office was formerly Grau and Company, but is now BKR Garcia. Mr. Llerena spoke of the financial condition assessment of Tamarac and said over the past five years the tax and population is compared to other cities and Tamarac is in a favorable financial condition. Commissioner Dressler asked if this compared services provided in Tamarac and other cities and Mr. Llerena said Tamarac is in the top 50%. Mayor Flansbaum-Talabisco asked how many cities were included and Mr. Llerena said 40-50. City Attorney Goren said the legal status of the relationship between the audit firm and the city has been reviewed and the same principals that were previously contracted with are before you today. Mr. Llerena thanked staff and Financial Services Director Chapman for their help during the audit. 4. APRIL 26.2006 AGENDA ITEMS: a. Item No. 7. PURCHASE AND SALE OF REAL PROPERTY — TAMARAC JEWISH CENTER, INC. AND CITY OF TAMARAC. (TR10945) Motion to approve Resolution authorizing the appropriate city officials to execute an agreement for purchase and sale of real property between Tamarac Jewish Center, Inc. (seller) and the City of Tamarac (buyer) in the amount of Seven Hundred Twenty -Five Thousand Dollars ($725,000.00) for the city to purchase 50,000 +/- square feet of vacant land for the expansion of future economic development interests. City Manager Miller, Special Counsel Eakin, and Realtor Caplan appeared. City Manager Miller explained Attorney Eakin helped with previous land purchases and the instant resolution authorizes staff April 24, 2006 City Commission Workshop Page 6 of 12 and appropriate parties to execute a purchase agreement for land in the middle of the Main Street corridor; one acre located on the NE corner of 915t Avenue and 57th Street. City Manager Miller explained it is difficult for larger developers to come in and show interest in Main Street because there are many individually owned parcels; the developers have asked the city to try to purchase as many of these parcels as possible and added $725,000 for the acre is a very good price. Attorney Eakin said we had an unwilling seller; there are two cell towers on the property that lease from the current owner. It is a long term lease with multiple renewals and provides a good income to the seller. It was agreed the seller could keep the advance rental from Nextel until February 2007. If we close by June we would give up advance rent for eight months totaling $20,000. The City will also pay Mr. Caplan $21,000 and if these figures were to be added to the selling price it would amount to $766,000 or $15.35 sq. ft. The purchase price should be okay with the appraisers. Statutes require we get two certified appraisals, phase one environmental audit and boundary survey. Attorney Eakin said he would research the title and write the title insurance. Commissioner Sultanof said based on today's market we have done well. Vice Mayor Portner asked what our needs are for the land and City Manager Miller spoke of a developer with a proposal that is under consideration as well as other developers who would be interested if there were not so many individually owned parcels. This is a corner piece of property at the heart of the Main Street Project which can be used for parking or an entry feature for the project such as a park or a clock tower. There are a number of things we can do with the property. Vice Mayor Portner said our return over the next 7 years is about $704,000 so eventually the actual cost of the property will be about a quarter million dollars, which makes this a very good purchase. Commissioner Dressler confirmed Mr. Caplan's role is buyer's agent and City Manager Miller said it is. We have been using Mr. Caplan's services for the last several years as the commercial realtor representing the City of Tamarac. Commissioner Dressler confirmed there would be no compensation to Mr. Caplan from the seller and Attorney Eakin said that is correct. Commissioner Dressler said he agrees with Vice Mayor Partner, this is a great deal for the city. Commissioner Atkins -Grad said it is a wonderful investment for the city and an excellent price. Mayor Flansbaum-Talabisco questioned the process and Attorney Eakin said if the resolution authorizing city officials to enter into a contract for purchase is passed he will have four originals signed and will send two back to the seller and begin due diligence. If the purchase price is justified we can proceed and go to closing. If the environmental report comes back positive we can move forward, assuming the title is clear and there is no problem with the survey. The last purchase the city entered into the appraisers came back and said the property was not worth the purchase price and we needed an additional environmental assessment. This contract contains a 30 day extension for due diligence. b. Item No. 6(d). OPPOSING LEGISLATION ELIMINATING CABLE FRANCHISING RIGHTS OF LOCAL GOVERNMENTS: (TR10942) Urging Congress and the Florida Legislature to oppose legislation that eliminates the cable franchising rights of local governments; directing that this Resolution be forwarded to Florida's Congressional Congregation, the Governor, the Broward County Legislative Delegation, Broward County League of Cities, and the Florida League of Cities. Assistant City April 24, 2006 City Commission Workshop Page 7 of 12 Manager Diane Phillips gave a presentation and said the pending legislation changes daily. The proposed legislation gives negotiation of franchise rights to the state and existing franchise holders can opt out; there is no provision for emergency stations and no provision in the franchise agreements for institution network or city facilities/buildings to be networked. Vice Mayor Portner said he adamantly opposed the legislation as it interferes with the city's rights to negotiate and takes away needed revenues. Commissioner Dressler said this is a disturbing trend nationally to take power away from local governments or use it to the benefit of large corporations. Commissioner Dressler said he also opposes the legislation as it takes the power away from the people. Commissioner Sultanof said he is opposed to the legislation but a problem is surfacing via corporations the size of Google, who bypass local governments. Mayor Flansbaum-Talabisco said this speaks to the issue of home rule and we must continue and persevere to maintain and protect our home rule. Vice Mayor Portner asked how our resolution will get to the legislature and Assistant City Manager Phillips said it will be transmitted by the City Clerk. C. Item No. 6(e). APPLICATION — 2006 TRANSPORTATION ENHANCEMENT PROGRAM — MEDIAN ENHANCEMENTS ALONG NOB HILL ROAD BETWEEN SOUTHGATE BOULEVARD AND WESTWOOD DRIVE: (TR10947) Seeking Federal Surface Transportation Program funds via an application through the Broward County Metropolitan Planning Organization to the Florida Department of Transportation in the amount of $307,000 for median enhancements along Nob Hill Road between Southgate Boulevard and Westwood Drive; providing for a 10 percent cash match of $35,000 in local funds for a total project cost of $342,000 in the event of approval of the application; providing for acceptance of the award and executing of documents upon approval. Public Works Director Strain and Special Projects Coordinator Gresek appeared. Public Works Director Strain said this is the third time we have applied for this funding for the north half of Nob Hill Road. We are in the process of completing the design for the south half of Nob Hill Road and will then move forward; the north half will mirror the south half. Special Projects Coordinator Gresek said this year priorities at the MPO changed. In the past safety and mass transit were stressed; this year improvements to transportation access amenities and environmental quality are priorities. Commissioner Sultanof said the MPO voted for this project in the past and they are trying to get federal monies involved. d. Item No. 6(f). AWARDING BID FOR CITYWIDE JANITORIAL SERVICES: (TR10940) Awarding Bid No. 06-08B to Cleaning Systems, Inc., for citywide janitorial services; authorizing the appropriate city officials to execute an agreement with Cleaning Systems, Inc.; authorizing an annual expenditure in an amount not to exceed $211,800; approving a budget transfer of $13,000 within the general fund. Public Works Director Strain said the janitorial services contract is for all city facilities. The previous contractor tried, over the past nine months, to get their service to a level meeting the city's requirements, but to no avail, so at renewal time the project was put out to bid. The existing contractor did not bid, and Cleaning Systems, Inc. is the new low bidder. There is an increased cost over the previous contract due to the expanded scope of the April 24, 2006 City Commission Workshop Page 8 of 12 project. We are adding the Swim Center and other buildings not previously contracted for, plus we anticipate better service. f. Item 6(c). AGREEMENT RENEWAL FOR AUDITING SERVICES: (TR10941) Exercising the first renewal option to the existing agreement between the City of Tamarac and BKR Garcia Company, PLLC, (formerly Grau & Co.), for annual auditing services for fiscal year ending September 30, 2006; for a not to exceed cost of $89,500. Financial Services Director Chapman explained that pursuant to Florida Statutes we must have an outside independent auditor to audit our books on an annual basis. This is the end of the three-year agreement and this will be the first annual optional renewal (there are two renewals available for this contract). Staff recommends we complete the first renewal based on the performance we have received from the company. Commissioner Sultanof asked if the fee would be the same as previously paid and Financial Services Director Chapman said the three-year agreement had an escalated fee every year; this renewal is $6,000 higher than last year, but the cost is within reason. City Attorney Goren explained we are extending the contract with the same people previously contracted with; the principals who did the audit this time are the same as last year. There was a bifurcation of the Miami and Boca offices; the same principals are legally authorized to extend the contract and modify it as necessary. Commissioner Dressler questioned litigation with regard to the company and City Attorney Goren said there is indemnification language in the contract that would prevail and the company's obligation to indemnify the city would continue. Should the pre- existing firm choose not to indemnify us we would look to the current vendor. Mr. Llereno explained BKR Garcia Company has tail insurance. City Attorney Goren explained that preexisting obligations or liability coverage are provided for with this contractor. g. Item No. 6(g). AUTHORIZING FOUR -WEEK COMMISSION VACATION: (TR10906) Authorizing a four -week consecutive period (July 15, 2006 — August 13, 2006) during which time the City Commission will not schedule any regular meetings pursuant to Section 4.06 of the City Charter. City Clerk Swenson explained the four - week vacation for the City Commission. There was no discussion. 5. OVERVIEW OF THE CITY BUDGET AND BUDGET PROCESS: Overview of the City budget and budget process. Financial Services Director Chapman and Management and Budget Officer Sammartino appeared. Management and Budget Officer Sammartino gave an overview of the budget and said our fiscal year runs from October 1 through September 30. We are now beginning work on the FY2007 budget. After adoption, the budget can be changed if necessary. The purpose of the budget is to fund the plans, goals, and work for the year. Management and Budget Officer Sammartino explained the various funds in the budget and spoke of revenues and expenditures. Vice Mayor Partner questioned the cost to build our own water treatment plant and City Attorney Goren said we can not do that as it is a federal program and we are in a relationship with Broward County for the long term, which was generated through federal legislation many years ago. Management and Budget Officer Sammartino reviewed the budget process and the calendar for the next few months. April 24, 2006 City Commission Workshop Page 9 of 12 Commissioner Sultanof asked the Financial Services Department to review the recycling situation regarding disposal and dumping. The trash company is falling behind in picking up the recycling and the public is not fully aware that our recycling program is deteriorating. Tamarac is the 5th city in Florida to receive an award for recycling. Commissioner Sultanof asked how much money we are losing when we do not dump the recycling. Mayor Flansbaum-Talabisco asked that a copy of the information be provided to the entire Mayor and City Commission. 6. DISCUSSION RE: TELEVISING COMMISSION MEETINGS: Discussion regarding televising commission meetings. Mayor Flansbaum-Talabisco, IT Director Sucuoglu and Public Information Officer Crockett appeared. Mayor Flansbaum- Talabisco said this subject has come up time and again, as recently as when she was campaigning. IT Director Sucuoglu said he met with Comcast and the local AN contractor and was told we need a four camera system in the chambers; a community calendar information channel (which is channel 78), four VCR's, cable TV transport, web casting, and an AN system integration. The cost for hardware is $40,000; system integration $25,000; CATV Transport $12,000; web casting $12,000; and a system operator $12,000 per year, for a total cost of $101,000. The operator cost of $12,000 is an ongoing expense. The overall system implementation time is about 150 days. Commissioner Sultanof questioned the cost of the operator and IT Director Sucuoglu said about $12,000 per year. Commissioner Sultanof asked if this would be an independent operator or would the city be responsible for benefits. IT Director Sucuoglu said there are several options and it depends upon how high a production requirement we ask from that person. Commissioner Sultanof said he has attended meetings in Deerfield, Coral Springs and Plantation, all of whom televise, and the meetings went on until midnight -- 1:00 a.m., and asked if there would be an additional cost if our meetings were to last that long. In that case, $101,000 would not be the bottom figure. Vice Mayor Portner said it appears that those who do not have service from Comcast will not be able to view the commission meeting. IT Director Sucuoglu said that is correct. Vice Mayor Portner asked how many people in Tamarac do not have Comcast and Public Information Officer Crockett said Comcast estimates almost 23,000 households are served by Comcast and approximately 10,000 do not have Comcast. Public Information Officer Crockett said part of the reason IT Director Sucuoglu addressed webcasting is that in the citizen survey 63% of the homes in Tamarac have internet access, and if they have high speed they may be able to watch the meetings over webcast. Vice Mayor Portner said the numbers do not sit well with him. He can not see the commission meetings being televised and those without Comcast can not see the meetings unless they have internet access. Vice Mayor Portner asked how many in Tamarac have internet access. Public Information Officer Crockett said according to the citizen survey, 63% responded, which number may be skewed by the change in demographics. Vice Mayor Portner questioned whether it would be less expensive and more productive to send city buses to the homeowner and condo associations to pick up people who wished to attend the meetings. Mayor Flansbaum-Talabisco asked out of the $101,000 which are the fixed costs and IT Director Sucuoglu said everything except the operator. Commissioner Dressler quoted Thomas Jefferson, who said "Democracy can only succeed with an educated public." Many times over the years the public has not come April 24, 2006 City Commission Workshop Page 10 of 12 forward with their comments. It is essential we do everything possible to bring the workings of local government to the people. We must use everything at our disposal to educate people regarding the issues. The public should have the opportunity to hear everything, not just things that come from special interest groups and 'corpocacies'. Commissioner Dressler said he wants people to hear all the issues; not being aware of the crucial issues contributes to the low turnout in local elections and depreciates democracy. As long as it can be rationalized, the ultimate cost is our freedom. Voters must know what the real issues are and the opinions of the people they elected. We need to do this and rely on staff to bring us creative solutions to problems, such as grandstanding. Commissioner Sultanof said Tamarac is the only city in Broward County that puts its commission meetings on the road four times a year. Commissioner Sultanof said what disturbs him most is not the money; Tamarac has the most educated population among cities but they may not hear the commissioners on the dais; we say young people can not come to morning meetings as they have jobs to go to and older people are too tired to come out at night. Commissioner Sultanof said past mayors did not want to televise commission meetings. People will only want to know if the camera is on them; people on the dais talk on and on; Deerfield, Coral Springs and Plantation meetings last until 12:15 a.m. If the meeting is productive then it is okay, but everyone wants to be on camera. Does the coverage warrant what we are trying to do? We must do a good job keeping people informed. Public Information Officer Crockett said it is hard to measure the benefits of televising meetings; those cities that do televise their meetings report that the citizens favor televising, but they do not know how many people actually watch the meetings on television. If we started televising meetings the question could be added to future surveys in order to find out how many take the opportunity to watch the meetings on television. The results of our citizen survey did not have any suggestions to televise. Our questions were geared to participation and any services the City of Tamarac does not offer that citizens would like to see provided. Public Information Officer Crockett said she has reason to believe while the meetings may initially go for longer periods, eventually that would wane over time. Some communities start their meetings earlier to accommodate the length of the meetings and some cities have a written policy in place that a meeting will not go past a certain time. Public Information Officer Crockett spoke of creating additional public records and competing with broadcast TV. Additionally, people do not promise they will watch commission meetings should they be televised. Commissioner Sultanof said anyone can come to the City Clerk's office and get a tape of the proceedings. There is no lack of information for the public. Public Information Officer Crockett said there is no equipment in place to televise offsite meetings. Vice Mayor Portner asked if there is any reason Comcast could not come with hand held cameras to televise offsite meetings? Public Information Officer Crockett said they do not support that in the franchise agreement. Vice Mayor Portner said if offsite meetings could be televised it would show the Mayor and City Commission bringing government to the people. IT Director Sucuoglu said it is available as a contracted service but is not covered under the existing conditions. Commissioner Dressler said these meetings can also be broadcast by tape delay in the evenings and this is very valuable. IT Director Sucuoglu questioned if we televise meetings whether we would still need to take the meetings on the road. Mayor Flansbaum-Talabisco confirmed the internet service would only work if April 24, 2006 City Commission Workshop Page 11 of 12 one had high speed access and IT Director Sucuoglu said it could be set to work on different speeds, but for optimum viewing high speed would be best. Mayor Flansbaum-Talabisco asked how many cities currently televise their meetings and Public Information Officer Crockett said the numbers do not reflect all the cities. Mayor Flansbaum-Talabisco said she would like to see the numbers broken out more clearly between ongoing and one time costs, and she knows there are still questions to be answered. It is important to Mayor Flansbaum-Talabisco to continue this discussion and include information regarding the system operator, what we can get from Comcast, what it entails to take our commission meetings to the public, and concerns about length of meetings should we televise. Mayor Flansbaum-Talabisco said on the campaign trail this came up many times but the citizen survey did not speak directly to that question. Mayor Flansbaum-Talabisco said she suspects if the meetings are televised people will tune in, and she would like to have these questions answered so the discussion can continue with more specifics. Vice Mayor Partner asked if the meetings can be commercially sponsored and IT Director Sucuoglu said while the city has a sponsorship policy the meetings would be aired over public access television, so it would not be allowed. City Attorney Goren said there can be no advertisement during the meetings. Vice Mayor Portner asked about a public foundation sponsor and City Attorney Goren said that may be possible; a collaborative with a non-profit would not be inappropriate but they would not be given commercial time to advertise. Mayor Flansbaum-Talabisco asked the City Attorney to get more information regarding sponsorship and asked the City Manager to let the Mayor and City Commission know when the information has been gathered and the item is ready to be brought back to the Mayor and City . Commission. 7. DISCUSSION RE: LEGISLATION SUPPORTING MANDATORY INSTALLATION OF GENERATORS OF ELECTRIC POWER AT GASOLINE SERVICE STATIONS: Discussion regarding mandatory installation of generators of electric power at gasoline service stations. 8. DISCUSSION RE: OPPOSING LEGISLATION INCREASING THE NUMBER OF SCHOOL DISTRICTS IN BROWARD COUNTY: Discussion regarding opposing legislation increasing the number of school districts in Broward County. Commissioner Dressler asked to have items 7 and 8 deferred to another time. There being no further business to come before the Mayor and City Commission, Mayor Flansbaum-Talabisco adjourned the workshop meeting at 12:25 p.m. pr Marion Swenson, CMC City Clerk 1 April 24, 2006 City Commission Workshop Page 12 of 12