HomeMy WebLinkAbout2004-06-21 - City Commission Workshop Meeting MinutesCITY OF TAMARAC
WORKSHOP MEETING
MONDAY, JUNE 21, 2004
CALL TO ORDER: Mayor Schreiber called the Workshop Meeting of the City
Commission to order on Monday, June 21, 2004, at 9:30 a.m. in Room 105 of Tamarac
City Hall, 7525 NW 881h Avenue, Tamarac, Florida.
ROLL_ CALL: Mayor Joe Schreiber, Vice Mayor Marc L. Sultanof, Commissioner
Edward C. Portner, Commissioner Beth Flansbaum-Talabisco, and Commissioner
Karen L. Roberts.
ALSO PRESENT: City Manager Jeffrey L. Miller, City Attorney Mitchell S. Kraft,
Assistant City Manager Diane Phillips, and City Clerk Marion Swenson.
PLEDGE OF ALLEGIANCE LED BY MAYOR SCHREIBER:
1. JUNE 23., 2004 AGENDA ITEMS:
a. Item No. 6(b). VOTING DELEGATE — 2004 FLORIDA LEAGUE OF CITIES
ANNUAL CONFERENCE: (TR10471) Appointing a Voting Delegate from the City of
Tamarac to the 2004 Florida League of Cities Annual Conference; directing the City
Clerk to send a copy of this resolution to the Florida League of Cities. Assistant City
Manager Diane Phillips gave a presentation and Vice Mayor Sultanof questioned why
an alternate was not included. Assistant City Manager Phillips said only a delegate is
being requested this year. Commissioner Roberts and Vice Mayor Sultanof said they
would not be attending the conference. Commissioner Flansbaum-Talabisco said she
had a full plate at this time. Commissioner Portner nominated himself and all were in
agreement that Commissioner Portner be nominated as the Voting Delegate. Vice
Mayor Sultanof asked that the status of an alternate be checked.
b. Item No. 6(e). _PURCHASE OF BASEBALL _FIELD BLEACHERS: (TR10467)
Approving the purchase of eight sets of baseball field bleachers to include installation,
at a total cost not to exceed $42,760.25, from Contract Connection, Inc., utilizing the
City of Jacksonville, Florida, Price Agreement Contract for Park and Playground
Equipment, Bid No. SC-0549-03; approving funding from the appropriate capital
improvement account. Assistant Director of Parks and Recreation Warner gave a
presentation. Vice Mayor Sultanof asked if there are federal, state or county funds
available and Assistant City Manager Phillips said typically, grants do not cover worn or
replacement equipment. Assistant Parks and Recreation Director Warner spoke of new
standards on equipment that need to be met and Vice Mayor Sultanof said if
government requires it, then perhaps grants are available. Assistant City Manager
Phillips said possible funding would be investigated. Commissioner Roberts confirmed
the 5% discount from utilizing the City of Jacksonville bid, and Commissioner Portner
questioned whether the discount was 5% or 7%. Purchasing/Contracts Manager Glatz
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explained we got a better discount at 5% than the contract price (2%). Commissioner
Portner asked when the new standards go into effect and Assistant Parks and
Recreation Director Warner said they have been in effect for 2-3 years but only need to
be met when replacing existing equipment; the new bleachers will include side and back
railings and kickboards under the seats so children cannot fall through. Commissioner
Portner recommended consideration be given to guardrails when the Commission sits
on the dais so that they do not fall backwards.
C. Item No. 6(f). AGREEMENT — SANITARY SEWER REHABILITATION:
(TR10464) Executing an agreement for the FY04 Inflow and Infiltration Project for
sanitary sewer rehabilitation with Insituform Technologies, Inc., utilizing Manatee
County Contract RFP 00-6019FL, valid through September 4, 2004, for an amount not
to exceed $600,000.00; authorizing the appropriate City officials to administer the
contract. Utilities Director Ray Gagnon gave a presentation and said the rehabilitation
for each section will take one day. Mayor Schreiber asked about the process and
interruption in service. Operations Manager London explained the process and said it
requires no excavation. Commissioner Portner asked which neighborhoods adjoining
Faircrest, Vanguard and Forsyth would be rehabilitated, and Operations Manager
London said parts of Wedgewood, Heathgate/Sunflower, and the south side of McNab
are included. Commissioner Portner questioned whether there were any funds left over
from the FY03 appropriation and Utilities Director Gagnon responded about $10,000,
which will go back into the utility retained earnings funds.
d. Item No. 6(h). AWARDING RFP AND EXECUTING AGREEMENT FOR AUDIO-
VISUAL EQUIPMENT: (TR10476) Awarding RFP 04-07R, "Furnish and Install Audio
Visual Equipment" to and executing an agreement with Custom Fit, Inc., to furnish and
install audio-visual equipment in the Commission Chambers, Conference Room 105
and the Community Center Ballroom, in an amount not to exceed $112,335.00. IT
Director Levent Sucuoglu gave a presentation. Commissioner Portner questioned the
screens in Room 105 and IT Director Sucuoglu explained they are projection screens
that come down from the ceiling with two projectors. IT Director Sucuoglu said both the
RFI and RFP process was designed by Purchasing/Contracts Manager Glatz and
described the two phases. IT Director Sucuoglu noted that Purchasing/Contracts
Manager Glatz took personal time to meet with Custom Fit, Inc. in Virginia.
Commissioner Flansbaum-Talabisco questioned the discrepancy in bids, and
Purchasing/Contracts Manager Glatz said this concerned him also and upon his
investigation he realized that Custom Fit, Inc. is a young company with a functional, not
fancy office, and the company has G.S.A. contracts enabling it to offer better pricing.
Mayor Schreiber asked how soon the work would be completed and Vice Mayor
Sultanof questioned funding. IT Director Sucuoglu responded approximately 60 days
for completion and funds allocated for AV systems were the result of the AT&T cable
television franchise agreement previously approved by the City.
Mayor Schreiber moved out of the regular order of business to take up item 1(f).
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f. Item No. 7. AMENDING CHAPTER 16 - OF THE TAMARAC _CODE
FIREFIGHTER PENSION PLAN: (T02052) Motion to adopt Ordinance amending
Chapter 16, Pensions and Retirement, Article V. "Firefighters — Declaration of Trust"
providing for eligibility to serve as a trustee-, amending Chapter 16, Pensions and
Retirement, Article VI "Firefighter Pension Plan" providing for definitions; providing for
the purchase of credited service for military and firefighter service prior to employment
by the City of Tamarac; establishing a Deferred Retirement Option Program (DROP);
providing for a cost of living adjustment for certain participants; providing for
codification. Human Resources Director Maria Swanson introduced Firefighter Pension
Board Attorney Robert Sugarman and elected trustee Randy Correll, and gave a
presentation on the three primary amendments to the pension plan: purchase of up to
two years of credited fire and military service, DROP plan, and COLA, which is the
major cost item to the City. Commissioner Portner asked if an employee signs an
irrevocable letter of resignation for 2 years, do they then under the DROP plan have to
leave after 2 years, and Human Resources Director Swanson said yes. Mayor
Schreiber asked if the COLA was agreed upon in the contract, and Human Resources
Director Swanson explained the bargaining unit voted for the contract based on the City
and pension board agreeing to the COLA. Under the current Ordinance, retired
firefighters cannot serve as elected trustees; under the proposed Ordinance, if an
elected trustee enters the DROP plan, that trustee can finish his or her term as an
elected trustee on the pension board. Human Resources Director Swanson spoke
about premium insurance tax revenue and the actuarial impact statement.
Commissioner Roberts asked how many firefighters will be affected by the DROP and
Randy Correll explained about 50%.
e. Item No. 6(i). AGREEMENT WITH BROWARD COUNTY FOR CONSULTING
SERVICES — ADMINISTRATION OF HUD CDBG AND HOME PROGRAMS AND
SHIP _ PROGRAM: (TR10477) Awarding RFP No. 04-01 R to and authorizing the
appropriate City officials to execute an agreement between the City of Tamarac and
Broward County to provide consulting services for the administration of the U.S.
Department of Housing and Urban Development Community Development Block Grant
and Home Investment Partnership Programs for a maximum annual rate of fifteen
percent (15%) ($77,850.00) of the annual grant allocation and to provide consulting
services for the administration of the State of Florida State Housing Initiatives
Partnership Program for a maximum annual rate of eight percent (8%) ($34,362.00) of
the annual grant allocation for a period beginning upon execution by Broward County
through September 30, 2005 with a provision for two (2) additional one-year renewals
(Case No. 10-MI-04). Community Development Director J. Christopher King introduced
Economic Development Manager Tarquine and Purchasing/Contracts Manager Glatz,
and gave a presentation. Community Development Director King said he was notified
by the county late Friday afternoon that the County Attorney's office is concerned with
language in the agreement and hopefully this can be worked out by Wednesday's
Commission meeting; if not, the item will have to be tabled. Mayor Schreiber asked if
. we would be better off with the county and if their fees are lower. Community
Development Director King responded the county was the most responsive bidder and
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fees were not discussed with the other bidders. Mayor Schreiber asked if the County is
awarded the contract would there be fewer problems with the applicants and contractors
and Community Development Director King said the county would be responsible for
administering contracts, not vendors; however, Economic Development Manager
Tarquine has many years of experience in this area and also worked in Broward
County, and has contacts with the County and contractors. Additionally, Tamarac is
redefining our housing program to keep residents and contractors informed as to what
they can and can not do. Mayor Schreiber spoke about doing a better job screening the
applicants and contractors, and Community Development Director King said a financial
screening is done for each applicant, and we will redefine the educational process for
residents and contractors. Vice Mayor Sultanof asked Building Official Jones to explain
the process of checking contractors, and Building Official Jones said most work done
through SHIP and CDBG requires building permits and licensed contractors. If a
contractor fails to abide by the regulations there is redress against the contractor and
compensation for invalid acts. The Building Department has no problem assisting
residents. Vice Mayor Sultanof asked if the county dictates which banks to use to obtain
mortgages for first time home buyers and Community Development Director King
explained after applicants are cleared and qualified, they are informed they can seek a
financial institution; there is no recommendation made by the City or county. Vice
Mayor Sultanof added that the bar for the amount allotted for which applicants can apply
for on mortgages has gone up to $250,000. Commissioner Portner referred to the three
firms discussed in the backup and asked what is reasonable and responsive to which
Community Development Director King replied this is based on information provided
from the review committee, could be the location, could be responsive to who they have
contracts with and how they are dealing with them, and could be based on their
reputation. Commissioner Portner questioned the problem with the language in the
agreement and City Attorney Kraft said through negotiation, the language was agreed to
by both parties and now it appears the County Attorney is not recommending approval
to the County Commission.
There being no further business to come before the City Commission, Mayor Schreiber
adjourned the workshop meeting at 10.40 a.m.
Marion Swenson, CMC
City Clerk
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