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HomeMy WebLinkAbout2009-05-26 - City Commission Workshop Meeting MinutesCITY OF TAMARAC NOTICE OF WORKSHOP MEETING CITY COMMISSION OF TAMARAC, FLORIDA CITY HALL - CONFERENCE ROOM 105 TUESDAY MAY 26, 2009 CALL TO ORDER: Mayor Flansbaum-Talabisco called the workshop meeting to order at 9:30 a.m. on Tuesday, May 26, 2009, in Room 105, at Tamarac City Hall, 7525 NW 881h Avenue, Tamarac, FL 33321. PRESENT: Mayor Beth Flansbaum-Talabisco, Vice Mayor Patricia Atkins -Grad, Commissioner Pamela Bushnell, Commissioner Diane Glasser, and Commissioner Harry Dressler. ALSO PRESENT: Deputy City Manager/Interim Finance Director Michael C. Cernech, Assistant City Attorney Julie Klahr, Assistant City Manager Diane Phillips and City Clerk Marion Swenson. Mayor Flansbaum-Talabisco led the pledge of allegiance. 1. Item No. 6(I) on the Consent Agenda. APPROVAL OF CDBG RECOVERY SUBSTANTIAL AMENDMENT: (TR11627) A Resolution of the City Commission of the City of Tamarac, Florida, approving Second Substantial Amendment to the City of Tamarac's Fiscal Year 2008 Annual Action Plan for expenditure of the U.S. Department of Housing and Urban Development Community Development Block Grant Funds; to provide for the allocation of additional funds received pursuant to the American Recovery and Reinvestment Act of 2009 estimated to be $113,751.00 for the ninth program year (Case No. 14-MI-09); providing for conflicts; providing for severability; and providing for an effective date. Community Development Director Bramley and Public Works Director Strain appeared and gave presentations. Mayor Flansbaum-Talabisco confirmed the money was to be only used for public buildings. Commissioner Dressler questioned why solar panels are not installed on the Recreation Center Building since it has a new roof, and confirmed the flexible panels are new technology. Public Works Director Strain explained pitched roofs do not lend themselves well to solar panels. Commissioner Dressier questioned the percentage of kilowatt hour usage at the Tamarac Community Center and Public Works Director Strain addressed the matter saying we will save about 20%; we get credit for the electricity whether we use it or not; additionally, there are a lot of restrictions associated with the use of the $113,000. There was discussion regarding the directional exposure of the panels at the Tamarac Community Center. Commissioner Dressler questioned a battery backup and Public Works Director Strain said there would not be one. Commissioner Bushnell questioned the time within which we must spend the money and spoke of the significance of spending $113,000 to save 20% in electricity costs. Public Works Director Strain said we must spend at least 50% of the money within 120 days of approval. City Commission Workshop Meeting Tuesday, May 26, 2009 Page 1 of 8 Commissioner Dressler said while it may seem expensive, if we forecast out 20 years, electricity could be double the cost it is today; and discounting back the savings could be huge, far in excess of the $113,000. Mayor Flansbaum- Talabisco said because of very successful lobbying efforts and our plan, we have gotten this money. Mayor Flansbaum-Talabisco asked when we would go out to bid for the project and Public Works Director Strain said in 30 — 60 days. Mayor Flansbaum-Talabisco asked that the Mayor and City Commission be provided information regarding solar panels. Community Development Director Bramley added should the Commission approve the Second Amendment, we will then need to send the Resolution to HUD for their approval. Commissioner Glasser confirmed and we will have 120 days from HUD's approval of the plan to spend the money. 2. Item No. 6(e) on the Consent Agenda. TEMPLE BETH TORAH FEE REFUND: (TR11611) A Resolution of the City Commission of the City of Tamarac, Florida, authorizing a refund of $2,000.00 submitted by Manuel Synalovski of Cubellis, inc. Designated Agent for the property owner, Tamarac Jewish Center Inc., for a Special Exception application fee, collected for the Temple Beth Torah project (Case No. 11-MI-09); providing for conflicts; providing for severability; and providing for an effective date. Community Development Director Bramley gave a presentation and explained after reviewing the site plan it was determined that a special exception is not needed. Staff had accepted the application and check, but no action was taken. We now need to clear the record and refund the full amount. 3. Item No. 6(d) on the Consent Agenda. CDBG OVERAGES: (TR11609) A Resolution of the City Commission of the City of Tamarac, Florida, acknowledging that two participants in the City's Community Development Block Grant ("CDBG") program received more than the maximum allocation of funding; ensuring that the City staff has taken the necessary administrative action to avoid a recurrence of this error; providing for conflict; providing for severability; and providing for an effective date. Community Development Director Bramley and Housing Administrator Bauldree appeared and gave a presentation outlining the reason for the overages. One recommendation that came out of this was to increase the maximum amount for funding sources in question. The City is currently reviewing the cap and will bring the information and recommendation back to the Mayor and City Commission at a future date in order to eliminate a recurrence. Mayor Flansbaum-Talabisco confirmed it is within the purview of the local agency to make cap changes. Commissioner Bushnell asked if someone only uses $25,000 of the $30,000 allotted, can the remainder be added on to another household, and Housing Administrator Bauldree said the amounts are calculated per household. Commissioner Glasser asked who oversees the repairs and Housing Administrator Bauldree said the City hires a general contractor who goes through the home and gives the City a list of repairs; there have been certain instances where the City has eliminated certain items from the list because they may have been cosmetic in nature. The City oversees every City Commission Workshop Meeting Tuesday, May 26, 2009 Page 2 of 8 line item of repairs. Vice Mayor Atkins -Grad asked if there are any specific areas in the community where this funding is allowed or not allowed and Housing Administrator Bauldree said it is based on income. Community Development Director Bramley explained the cap on projects would be in low/moderate income areas only. Commissioner Glasser questioned whether foreclosures are included in the process and Housing Administrator Bauldree explained this money discussed today is specifically for repairs. If a person purchases a home under the NSP we know they will come back after the purchase for repair money. Commissioner Dressler said the rules are complex and seem to change daily; Commissioner Dressler questioned the recently enacted legislation allowing tax credit for first time home buyers, and expressed his concern regarding double dipping. Housing Administrator Bauldree discussed the tax credit and said the legislature is trying to make changes to ensure that no fraudulent activities occur, by way of giving the money to the local entity to verify the purchase prior to going through the tax credit program. Housing Administrator Bauldree discussed the benefits to those who purchase property under their own, as well as those who purchase under the NSP, and said under the NSP, the question is whether the money should come back to the City. Vice Mayor Atkins -Grad left at 10:006 a.m. and returned at 10:09 a.m. 4. Item No. 6(b) on the Consent Agenda. SPYGLASS STORMWATER EASEMENT: (TR11595) A Resolution of the City Commission of the City of Tamarac, Florida, authorizing the appropriate City Officials to execute a stormwater easement with Spyglass Condominium Association, for the Stormwater Boat Ramp Project, authorizing and directing the City Clerk to record said agreement in the public records of Broward County; providing for conflicts; providing for severability; and providing for an effective date. Public Works Director Strain gave a presentation. Vice Mayor Atkins -Grad asked how many more boat docks the City has to place and Public Works Director Strain said two or three more if the property owners agree. Commissioner Glasser said she imagined most of the associations would be agreeable because people are concerned about the cleanliness of the canals. 5. Item No. 6(k) on the Consent Agenda. BID 09-08B - 2009 FIREWORKS DISPLAY: (TR11624) A Resolution of the City Commission of the City of Tamarac, Florida, awarding Bid #09-08B, "Aerial Fireworks Display", and executing an Agreement with Pyro Engineering, Inc., d/b/a Bay Fireworks, for an amount not to exceed $18,000, for the 2009 Fourth of July Fireworks. - Parks and Recreation Director Warner and Puchasing/Contracts Manager Glatz appeared. Director of Parks and Recreation Warner gave a presentation. Mayor Flansbaum-Talabisco questioned a rain date and Director of Parks and Recreation Warner said the agreement spells out if the show is rained out it will then be held on the next possible date weather permitting at no additional cost. This provision is good for six months. Commissioner Bushnell asked if there are any local branches of this company and Director of Parks and Recreation Warner City Commission Workshop Meeting Tuesday, May 26, 2009 Page 3 of 8 explained they contract with technicians throughout the United States and the company will contract with local certified pyrotechnicians. Vice Mayor Atkins - Grad said she is happy to see the company adheres to safety regulations, and questioned whether the City paid the company last year for the rain date. Purchasing/Contracts Manager Glatz explained we negotiated a settlement with the company that handled the fireworks for us last year. Commissioner Dressler asked if there is a provision in the agreement for underperFormance and Purchasing/Contracts Manager Glatz said there are several negotiating clauses in this contract. Director of Parks and Recreation Warner added we do not pay for the fireworks until after the display. The Fire Department goes out and counts the shells with the pyrotechnicians to make sure we receive the amount for which we contract. Commissioner Dressier confirmed the funds are already budgeted for the show. Mayor Flansbaum-Talabisco questioned the use of the Southeast Florida Governmental Purchasing Cooperative for better pricing. Purchasing/Contracts Manager Glatz explained July 4th is unique; the company is providing a show to the City and they do not want to spread themselves too thin because then the quality deteriorates, which is why for this type of event we want to remain independent and not go into a Coop situation. 6. Item No. 6(f) on the Consent Agenda. AMENDMENT TO INTERLOCAL AGREEMENT — LOCAL OPTION GAS TAX ORDINANCE: (TR11612) A Resolution of the City Commission of the City of Tamarac, Florida authorizing the appropriate city officials to execute the 2009 Amendment to Interlocal Agreement between Broward County and City of Tamarac providing for division and distribution of the proceeds of the Local Option Gas Tax imposed by the Broward County Local Option Gas Tax Ordinance; providing for conflicts; providing for severability; and providing for an effective date. 7. Item No. 6(g) on the Consent Agenda. AMENDMENT TO INTERLOCAL AGREEMENT — ADDITIONAL LOCAL OPTION GAS TAX ON MOTOR FUEL ORDINANCE: (TR11613) A Resolution of the City Commission of the City of Tamarac, Florida authorizing the appropriate City Officials to execute the 2009 Amendment to Interlocal Agreement between Broward County and City of Tamarac providing for division and distribution of the proceeds from the Broward County Additional Local Option Gas Tax on Motor Fuel Ordinance; providing for conflicts; providing for severability; and providing for an effective date. 8. Item No. 6(h) on the Consent Agenda. AMENDMENT TO INTERLOCAL AGREEMENT -- FIFTH CENT ADDITIONAL LOCAL OPTION GAS TAX ON MOTOR FUEL FOR TRANSIT: (TR11614) A Resolution of the City Commission of the City of Tamarac, Florida authorizing the appropriate City Officials to execute the 2009 Amendment to Interlocal Agreement between Broward County and City of Tamarac providing for division and distribution of the proceeds from the Broward County Fifth Cent Additional Local Option Gas Tax on Motor Fuel for Transit; providing for conflicts; providing for severability; and providing for an effective date. Mayor Flansbaum-Talabisco asked that items 6, 7, and 8 on the City Commission Workshop Meeting Tuesday, May 26, 2009 Page 4 of 8 workshop agenda be discussed as one item. Deputy City Manager/Interim Financial Services Director Cernech and Controller Cajuste appeared. Controller Cajuste gave a presentation and said these are routine resolutions; the County gets a portion of the gas tax monies and the other portion is divided between the municipalities based on population. The tax is based on the volume of gasoline sold, not the price. Deputy City Manager/Interim Financial Services Director Cernech said this is one revenue stream that has remained fairly steady; however, as gas prices rise, people will drive less and the tax is based on volume. The revenue is on track so far to meet or exceed what has been budgeted. Commissioner Dressier questioned the language in the last paragraph of the executive summary regarding volume vs. price. Controller Cajuste confirmed Deputy City Manager/Interim Financial Services Director Cernech's statement. Vice Mayor Atkins -Grad said residents need to purchase their gas in Tamarac. 9. Item No. 60) on the Consent Agenda. ROOF TARPS RENEWAL: (TR11623) A Resolution of the City Commission of the City of Tamarac, Florida, authorizing the appropriate City Officials to exercise the Second Renewal Option for Bid Number 07-26B for roof tarps to the Sherwin-Williams Company for economy roof tarps and to Harpster of Philipsburg, Inc. for heavy grade roof tarps to provide for the purchase of annual requirements for roof tarps for the City of Tamarac and on behalf of the Southeast Florida Governmental Purchasing Cooperative for a period of one year, with the option to exercise up to one (1) additional one (1) year renewal, providing for conflicts; providing for severability; and providing for an effective date. Purchasing/Contracts Manager Glatz gave a presentation and said the City of Tamarac is the lead agency for this item. We have about 600 tarps in storage at the BSO lot and in case of an event this contract will be ready to utilize if we need to restock our supply during or after an event. There are provisions in the contract for expedited delivery. Mayor Flansbaum-Talabisco questioned whether there is a limit to the number of tarps we can store and Public Works Director Strain said only space limitations. Purchasing/Contracts Manager Glatz added in the aftermath of an event we will probably see FEMA tarps show up for the residents' use. Deputy City Manager /Interim Financial Services Director Cernech explained the strategy we employ for hurricanes is that we have a certain amount of supplies on hand to deal with the first several days after an event. We do not rely on FEMA, and thanks to everyone who has participated in the process we have the necessary contracts in place. Mayor Flansbaum-Talabisco said it is incumbent upon the elected officials when out and about to add information regarding the roof tarps, as well as batteries and other hurricane supplies. We want to be as prepared as we can. Deputy City Manager/Interim Financial Services Director Cernech added we have contracts in place and they are at our expense. We have money set aside in the budget for hurricane reserves. Companies know we are good customers and we pay our bills, so in the event of a hurricane it is safe to say they (vendors) look forward to doing business with Tamarac. Purchasing/Contracts Manager Glatz added this contract provides us with price protection. Vice Mayor Atkins - City Commission Workshop Meeting Tuesday, May 26, 2009 Page 5 of 8 Grad said during Hurricane Wilma she lost the roof on her house but she did not know the City offered tarps to residents, and asked how we can let our constituents know about this. Deputy City Manager /Interim Financial Services Director Cernech said when the Mayor and City Commission is out in the community he strongly encourages they tell people the City is prepared, but also tell people about being prepared on their own. People should go out and purchase bottled water, batteries, etc. on a basic level prior to the hurricane season. The City has literature that can be provided for the Mayor and City Commission to distribute. There is also a hurricane preparedness section in the Tam -A -Gram and the Fire Department has publicized hurricane preparedness and self reliance. After an incident, the City tries to help people recover with a variety of things. Mayor Flansbaum-Talabisco said June 15t starts the hurricane season and requested an update at the next workshop meeting in order to refresh the Mayor and City Commission regarding what is available to the residents and advise of new avenues available to get the information out to the public. Deputy City Manager /Interim Financial Services Director Cernech said the matter will be put on the next workshop agenda. It has been two full hurricane seasons since an event and people have let their guard down, both on the individual as well as agency levels. We will remain vigilant. Mayor Flansbaum-Talabisco said this Commission is more active than other Commissions have been with regard to getting out into the community. The District 2 meeting is coming up and we can ramp up our hurricane discussions at that meeting. Commissioner Glasser said her district's meeting will not be until September; however, she meets with her constituents once each month at the Kings Point Clubhouse, and next month's meeting will be about hurricanes. The Fire Department will be there to give out information, and Commissioner Glasser said she will also distribute information from the City. Commissioner Glasser suggested information regarding hurricane preparedness be distributed at Homeowner meetings. Mayor Flansbaum-Talabisco spoke of the fact that many residents do not have family members here and after Hurricane Wilma there were many calls to the Fire Department asking us to check on their loved ones in Tamarac. People need to have backup phone numbers available. Commissioner Bushnell questioned who distributed the tarps, who installs them, and if there is a charge for the tarps. Purchasing/Contracts Manager Glatz said a distribution point will be set up for the tarps. Public Works Director Strain explained the Building Department helps distribute the tarps and they are also available in the Public Works yard after an event. The Tam -A -Gram Extra, which was distributed to all clubhouses, gives a listing of distribution points in the City. Inspectors drive through the City after a storm and they carry about 10 tarps on each truck. These tarps are offered to people who are in need of them. If they have no one to install the tarps, they are told they need to hire someone to assist them. There is no charge for the tarps. Mayor Flansbaum-Talabisco called for a recess at 10:50 a.m. and reconvened the workshop meeting at 11:00 a.m. with all present as before. City Commission Workshop Meeting Tuesday, May 26, 2009 Page 6 of 8 10. Item No. 6(c) on the Consent Agenda. THIRD AMENDMENT TO AGREEMENT FOR PUBLIC TRANSPORTATION SERVICES: (TR11607) A Resolution of the City Commission of the City of Tamarac, Florida authorizing the appropriate City Officials to execute the Third Amendment to the Agreement between the City of Tamarac and Broward County for Public Transportation Services, providing for conflicts; providing for severability; and providing for an effective date. Parks & Recreation Director Warner and Community Services Manager Maldonado appeared. Director of Parks and Recreation Warner discussed the background of the transit service. Community Services Manager Maldonado spoke of core services and para-transit services. Director of Parks and Recreation Warner discussed budgetary challenges beginning in FY2008 and reductions in staff and service. Basic challenges are staffing levels — to maintain the level of service we currently have; Broward County's proposal to reduce the per hour payment to the City; and County restrictions on the maximum fare. The Third Amendment is specifically to expand the time of the current agreement to the end of the year, because the County is dealing with budgetary issues. Commissioner Glasser said she understands the City's challenges; however, there are people who would like to be able to go to the mall in order to enjoy a quality of life. The City needs to map out a plan to enable people to get from one bus to another so they can get to the mall, but we must be specific and not leave this matter up to the County. Mayor Flansbaum-Talabisco asked if the County's restriction on fares is challengeable. Assistant City Attorney Klahr said this is more of a lobbying issue and an issue of the cities getting together and discussing their needs and the method of meeting those needs. Mayor Flansbaum-Talabisco asked that Assistant City Attorney Klahr bring this matter back to City Attorney Goren for him to present to the League of Cities. Mayor Flansbaum-Talabisco said she would be happy to spearhead the discussions. Director of Parks and Recreation Warner discussed the fares and the number of riders over the past year, as well as the fact that the County has a minimum ridership requirement; if we raise the fare it may be difficult to meet the minimum ridership. Assistant City Attorney Klahr said that can be discussed in connection with the issue. Mayor Flansbaum-Talabisco said during the holiday season we offered trips to the mall, but it is her understanding that the mall does not permit buses on their property, so seniors and others who ride the City buses must be dropped off and cross at a major intersection. Mayor Flansbaum- Talabisco questioned the charge to take people to the mall during that time. Community Services Manager Maldonado said she will check whether this applies to City vans. The charge was $1.00 per trip (one way). Mayor Flansbaum-Talabisco added seniors do not like using cabs and she believes people will pay a little more for a bus ride to the mall. Mayor Flansbaum- Talabisco asked that Director of Parks and Recreation Warner look into the use of private service vans. Director of Parks and Recreation Warner said the City has a spare backup vehicle and we are looking into contracting with agencies that provide drivers at $30.00/hour. We can set up a pilot program and track gas, vehicle depreciation and ridership; hopefully we can come up with a revenue neutral program. Commissioner Glasser said this does not have to be a daily City Commission Workshop Meeting Tuesday, May 26, 2009 Page 7 of 8 trip. Mayor Flansbaum-Talabisco said while she is not against using a temporary agency, there are a lot of people out of work and we can probably cut costs by hiring a part time driver. Director of Parks and Recreation Warner said he will figure out the options and the associated costs. Commissioner Dressler said given the fact that we are likely to face draconian financial circumstances next year, if we are able to figure out some revenue neutral plan he would most likely support it. Commissioner Dressler said we must not cater to one part of the City over another, and he would like everyone to consider that setting up a transportation system to benefit the Coral Square Mall might be at a deficit to small business owners in Tamarac. Mayor Flansbaum-Talabisco said we already have a system that stops at various shopping areas in Tamarac and if we can come up with a revenue neutral and fair system, she would be apt to support it also. Additionally, there may be others in addition to seniors who would benefit from such a program. Community Services Manager Maldonado reminded the Mayor and City Commission that the City is putting forth an aggressive marketing campaign for transportation and we will continue to educate our riders. Vice Mayor Atkins -Grad asked that the cost for a taxi from, for example, Lime Bay to the Coral Square Mall be calculated and brought back to the Mayor and City Commission. Commissioner Bushnell said it is a good idea to also check into individual shuttle services, which would limit liability for Tamarac and still provide good service. Vice Mayor Atkins -Grad suggested looking into TOPS. Commissioner Glasser said she does not want to do away with our current transportation system; she had this idea in mind and thanked the Mayor and City Commission for participating in the discussion. Director of Parks and Recreation Warner said he would try to get the information for the next workshop meeting. There being no further business to come before the Mayor and City Commission, Mayor Flansbaum-Talabisco adjourned the workshop meeting at 11:35 a.m. Marion Swenson, CMG City Clerk 1 City Commission Workshop Meeting Tuesday, May 26, 2009 Page 8 of 8