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HomeMy WebLinkAbout2000-06-26 - City Commission Workshop Meeting MinutesCITY OF TAMARAC WORKSHOP MEETING CITY COMMISSION OF TAMARAC, FLORIDA CALL TO ORDER: Mayor Schreiber called the Workshop Meeting of the City Commission to order on Monday, June 26, 2000, at 9:30 a.m. in Room 105 of Tamarac City Hall, 7525 NW 88th Avenue, Tamarac, Florida. PRESENT: Mayor Joe Schreiber, Vice Mayor Karen L. Roberts, Commissioner Edward C. Portner, Commissioner Larry Mishkin, and Commissioner Marc L. Sultanof. ALSO PRESENT: City Manager Jeffrey L. Miller, Assistant City Manager Tim Hemstreet, City Attorney Mitchell S. Kraft, and Interim City Clerk Marion Swenson. 1. JUNE 28. 2000 AGENDA ITEMS: a) Item #11(e), VOTING DELEGATE TO THE 2000 FLORIDA LEAGUE OF CITIES' ANNUAL CONFERENCE: (TR9058) Appointing as the City of Tamarac's voting delegate to the 2000 Florida League of Cities' annual conference; directing the Interim City Clerk to send a copy of this resolution to the Florida League of Cities. Assistant to the City Manager Kristin McKew gave a presentation. Mayor Schreiber recommended appointing Vice Mayor Roberts, who declined. Mayor Schreiber recommended appointing Commissioner Portner. All agreed. b) Item #11(f), AUTOMATIC AID: (TR9031) Executing an agreement between City of Tamarac, City of North Lauderdale & Broward County for Automatic Aid. Fire Chief Budzinski gave a presentation. There was discussion about Broward County requesting municipalities to provide fire/rescue service to unincorporated areas of the County. Commissioner Mishkin questioned the fire rescue assessment and expressed concern about Tamarac spreading itself too thin. Commissioner Mishkin urged the City to take a stand against this until the time the County puts forth some incentives. Fire Chief Budzinski responded and said there is a possibility for financial incentives from the County and the call volume in those areas is minimal. Mayor Schreiber said he believes the County has to correct inequities before any applicant for annexation would be acceptable, and we should not make the County an opponent at this time. Commissioner Portner asked whether the County would supply us with the equipment if Tamarac annexed any unincorporated areas and Fire Chief Budzinski said it is negotiable. Commissioner Sultanof said the original concept was that the County was to devote a certain amount of funds to each section before 2010, but the County has not done that and infrastructure is a problem. Commissioner Sultanof said Tamarac should not pick up the extra tab to put in fire lines. Commissioner Portner asked why Margate City of Tamarac Workshop Meeting Minutes June 26, 2000 1 is not one of the cities in the agreement, and Fire Chief Budzinski said they contracted to provide Fire Rescue services to Coconut Creek. c) Item #11(i), GRANT AWARD FROM BROWARD COUNTY IN THE AMOUNT OF $25,280.43 FOR PORTABLE INTENSIVE CARE SYSTEM: (TR9023) Accepting a grant award from Broward County, Florida, a political subdivision of the State of Florida, in the amount of $25,280.43, for a grant in aid funding for a Portable Intensive Care System; amending the Grants Fund budget of estimated revenues and expenditures in the amount of $25,280.43. Fire Chief- Budzinski gave a presentation. Commissioner Sultanof asked about the status of getting defibrillators under a State grant. Fire Chief Budzinski said the grant was submitted and is being reviewed at the State level. Commissioner Portner questioned TIMI-19-RETAVASE, and Fire Chief Budzinski and Chief Jim Terry responded. d) Item #11(1), AMENDING OF THE CITY'S CLASSIFICATION AND PAY PLAN: (TR9066) Amending the City's Classification and Pay Plan for Executive, Managerial/Professional and Administrative non -bargaining employees effective July 1, 2000. Personnel Director Maria Swanson and Colin Bensiger of Rachlin, Cohen and Holtz gave presentations. Mayor Schreiber asked how the levels are categorized, and Mr. Bensiger replied. Mayor Schreiber asked if additional funding could be built into the cost of a project to provide compensation for people on the staff who need to do additional work, and Mr. Bensiger replied that is more typically done with managers at a lower level than Director. Mr. Bensiger said Fire Rescue salaries bear watching in the future as this is a diverging marketplace and they are being paid more. Mayor Schreiber said it is unfair to compare Tamarac to larger cities that have more money and would pay more. Mayor Schreiber said in the past bargaining unit and non - bargaining employees received the same increases, and Personnel Director Swanson replied that changed with pay for performance. Mayor Schreiber spoke about employee loyalty being considered as part of performance and Mr. Bensiger said this is factored in when managers do the evaluations. Commissioner Portner spoke about pay for performance, and Personnel Director Swanson said managers evaluate and pay is based on performance, 5% base and 2.5% performance award. Managers can make recommendations to the Commission if a position is out of line with the market. This study establishes a better range for positions. Commissioner Partner said he believes people are drawn to other places by salary. Personnel Director Swanson said people leave for growth or additional responsibility, and they do not necessarily live out their career in Tamarac. Commissioner Portner spoke about rewards for loyalty and Personnel Director Swanson said this is a good point and the City Manager is looking at ways to reward loyalty. Mayor Schreiber suggested Tamarac needs a fitness center and childcare facility. Commissioner Portner asked what percent of the budget is earmarked for salaries, and Management and Budget Officer Ralston said 80%-85% goes to salaries and benefits. Vice Mayor Roberts said she was not happy with the cities chosen for the survey, and asked if the range is going to raise the minimum that or is it going to a proposed mid point. Personnel Director Swanson said the pay system City of Tamarac Workshop Meeting Minutes June 26, 2000 2 1 1 remains the same and the only people whose pay is affected are those who are below minimum. The proposal sets the framework for pay for performance the future. Mayor Schreiber said the impact on the budget is very minimal. Vice Mayor Roberts said different supervisors evaluate employees differently and City Manager Miller said that is monitored, and there was concern about that when the program was put together five years ago, but the forms are very precise, and the evaluation goes through the Department Director and then Personnel. Controls are built into the system. Mayor Schreiber said employee loyalty in Tamarac is exemplary, but the human factor was left out of the report. Commissioner Portner asked about contracts for directors. Mayor Schreiber said the contract would need a clause to protect the City. Mr. Bensiger said many cities are moving in that direction, and Commissioner Mishkin asked if any cities in South Florida have contracts with key personnel. Mr. Bensiger responded yes. Commissioner Mishkin said this should be looked at, and he would like to hear the experiences of other cities. Commissioner Portner said he would like to have that aspect of employment for directors or anyone else designated as key personnel looked into, and City Manager Miller said staff would review this. At 10:35 Mayor Schreiber called for a recess. The Workshop Meeting reconvened at 10:45 with everyone present. e) Item #11(q), WOODLANDS CHANGE ORDER: (TR9063) — Authorizing a Change Order to add approximately 3.6 miles of roads to be milled and resurfaced to the contract with Weekley Asphalt Paving in an amount not to exceed $186,812.00. Public Works Director Raj Verma gave a presentation. Mayor Schreiber asked when the work would start, and Public Works Director Verma said it should be done by October. Vice Mayor Roberts questioned item 11(h) on the agenda, GRANT APPLICATION - AUTOMATIC VENTILATOR UNITS: (TR9060) Applying to Broward County Regional EMS Council for grant funding in the amount of $13,475 for the purchase of seven automatic ventilator units. Vice Mayor Roberts asked where the units are going to be placed, and Assistant City Manager Hemstreet responded they are going into rescue vehicles. Mayor Schreiber asked what would happen to the old ones, and Chief Jim Terry said the old ones are disposable. Vice Mayor Roberts asked for an explanation of item 11 Q) on the agenda, DEPARTMENT OF ELDER AFFAIRS - "ELDER READY COMMUNITY": (TR9061) Submitting a proposal to the Florida Department of Elder Affairs in the amount of $24,500 for the City's evaluation of the Department of Elder Affairs Elder Ready Community" assessment. Parks and Recreation Director Margoles responded. Commissioner Partner questioned item 11(n) on the agenda, AGREEMENT FOR FIREFIGHTER EXAM: (TR9057) Executing an agreement between the City of Tamarac and Darany and Associates for providing consulting services related to the Fire Rescue City of Tamarac Workshop Meeting Minutes June 26, 2000 3 Lieutenant Promotional Examination Process for an amount of $11,500.00. Fire Chief Budzinski responded. There was discussion about the cost. Mayor Schreiber questioned item 11(o) on the agenda, DIRECTOR OF UTILITIES: (TR9067) Appointing Raymond Gagnon as Director of Utilities, effective June 28, 2000. Mayor Schreiber said the salary should be part of the Resolution. City Manager Miller said this information would be included in future Resolutions. City Manager Miller said Item #14 on the June 28, 2000 agenda will be tabled as we have not heard from the State Department of Community Affairs, and Item #15 will also be tabled as there are several items in the backup that need to be corrected. There was discussion about the Finance Director's position. Item #2 on the Workshop Agenda, Budget Presentation — Expenditures, was not discussed. 3. TAF LEAGUE SIGN-UP SIGNS ON MEDIAN STRIPS: TAF issue of placing league sign-up signs on median strips. Mayor Joe Schreiber said this request is for temporary signs. Community Development Director King said signs in median strips would have to be approved by the County and State DOT. If the signs do not meet specific standards they will not be allowed. Commissioner Mishkin said we should figure out a way to reduce the number of signs in Tamarac. Commissioner Portner said this is to inform young people that there is a league, and we want to do as much as we can for young people as we do for seniors. Commissioner Sultanof suggested marquees signs. Commissioner Portner asked if the leagues were advertised in the newspapers, and Parks and Recreation Director Margoles responded. Vice Mayor Roberts said advertising is not Tamarac's responsibility, as we do not run the TAF. Vice Mayor Roberts said signs on median strips are lawsuits waiting to happen and the City should designate certain spots in the City where banners can be put up, maybe Tract 27 Sports Complex or parks. City Manager Miller suggested looking at the issue further. Perhaps changeable copy signs in several different locations within the City, and strategic areas of main traffic flow. Mayor Schreiber said a sign in front of City Hall should be lit and asked to have a letter sent to TAF telling them we are looking into the issue. 4. POLITICAL SIGN ORDINANCE: Community Development Director King gave a presentation. Vice Mayor Roberts said she had 56 signs during her campaign and refunding deposits is an incentive to take the signs down. A flat rate may not be enough motivation to remove signs. Vice Mayor Roberts asked if the flat rate is cost effective for Code Enforcement to pick up the signs if they are not properly removed and Community Development Director King said Code officers are on the road every day, they will not have to make extra trips. Mayor Schreiber suggested adding a penalty provision, and City Attorney Kraft said another alternative is to raise the amount of the deposit. Commissioner Portner suggested a $500 flat fee and Vice Mayor Roberts suggested $200. City of Tamarac Workshop Meeting Minutes June 26, 2000 4 5. GRANT APPLICATION FOR COPSMORE PROGRAM: BSO Chief Goldstein said federal funding is available for a civilian position to expand the policing unit, which will allow for more police on the road. This position will be used for the CAT program, to hand out clubs, to go to housing and condominium complexes, for bicycle registry and home and business security surveys. The grant is for one year, and 75% is federal funding with a 25% match that can come from the law enforcement trust fund. There will be no cost to the City for the first year, however there is a commitment of retention for the second year. There may possibly be federal funding for third year, but it is not available now. A commitment is needed from the City to retain the position. Assistant City Manager Hemstreet said the City would have to amend contract with BSO to add the additional position at a cost of about $30,000, which includes benefits. Chief Goldstein said if Tamarac does not want to continue the position after first year, it could be absorbed into the Sheriffs office. Vice Mayor Roberts asked if the position had to actually be retained or just planned for, and Special Projects Coordinator Phillips responded. Vice Mayor Roberts asked what would happen if the position does not work out, and Assistant City Manager Hemstreet said the issue was raised because of the way federal funding worked in past years, where cities added positions at the time of the grant and then abolished the positions. This grant is to work with the COPS grant to put officers on street. Due to a prior commitment, at 11:50 a.m. Mayor Schreiber passed the gavel to Vice Mayor Roberts. Commissioner Mishkin asked what prevents Tamarac from using law enforcement funds for the second year, and Chief Goldstein said law enforcement trust funds couldn't be used for salaries. Commissioner Sultanof suggested looking at the position after the first year, and maybe during the second year BSO can take over the position perhaps at another location. Commissioner Sultanof suggested that Assistant City Manager Hemstreet BSO provide this in writing. Commissioner Portner asked if the City or BSO is committed for the second year. Chief Goldstein said after the first year if Tamarac is not interested the person will be absorbed into BSO and transferred elsewhere. City Manager Miller as long as there is a guarantee that Tamarac or BSO will retain the position we can meet the grant requirements. This is an entry-level clerical position. If it does not work out that person can be put on Tamarac or BSO's payroll. Assistant City Manager Hemstreet said the position would have to be put into BSO's payroll, and Chief Goldstein said he does not think the Sheriffs office will take over funding for that position. City Manager Miller said since the Commission has concerns about this grant it is best not make the application at this time. 6. LYONS INDUSTRIAL PARK. — CAPORELLA PROPERTY: Community Development Director King gave a presentation and explained that in 1984 restrictive covenants were placed on the property to run for 20 years. Several options were discussed to purchase the property, and Finance suggested a combination of donation City of Tamarac Workshop Meeting Minutes June 26, 2000 5 LI of the property by the owner, as well as Tamarac paying a small portion of the price. Vice Mayor Roberts said it came to her attention that after 20 years this property is being placed on the market, and the owner may wish to receive a tax benefit. Vice Mayor Roberts asked for an expression of interest to have City Manager Miller pursue the matter. Commissioner Partner, Commissioner Sultanof, Commissioner Mishkin and Vice Mayor Roberts expressed interest in pursuing the matter. There being no further business to come before the Commission, Vice Mayor Roberts adjourned the workshop meeting at 12:05 p.m. City of Tamarac Workshop Meeting Minutes June 26, 2000 6