HomeMy WebLinkAbout2008-07-07 - City Commission Workshop Meeting MinutesCITY OF TAMARAC
CITY COMMISSION WORKSHOP MEETING
MONDAY, JULY 07, 2008
CALL TO ORDER: Mayor Flansbaum-Talabisco called the Workshop Meeting of the City
Commission to order on Monday, July 07, 2008, at 9:30 a.m. in Room 105 of Tamarac City
Hall, 7525 NW 88th Avenue, Tamarac, Florida.
PRESENT: Mayor Beth Flansbaum-Talabisco, Vice Mayor Marc L. Sultanof, Commissioner
Edward C. Portner, Commissioner Patte Atkins -Grad, and Commissioner Harry Dressler.
ALSO PRESENT: City Manager Jeffrey L. Miller, Assistant City Attorney Julie Klahr, Deputy
City Manager Michael C. Cernech, and City Clerk Marion Swenson.
Mayor Flansbaum-Talabisco led the pledge of allegiance.
1. JULY 09, 2008 AGENDA ITEMS:
a. Item No. 6(f) on the consent agenda. PHILIP CENTONZE AGREEMENT -
AMENDMENT #2: (TR11430) Authorizing the appropriate City Officials to Execute the
Second and Final Amendment to the Agreement between the City of Tamarac and Philip
Centonze for the provision of organizational and management development consulting
services at a cost not to exceed $75,000. Assistant City Manager Phillips, Management
Analyst II Hughes, and Purchasing/Contracts Manager Glatz appeared. Assistant City
Manager Phillips gave a presentation and discussed the background and expectations.
Management Analyst Hughes discussed direct and indirect team products, opportunities for
improvement (OFI's), the Sterling Challenge Application and site visit. Assistant City
Manager Phillips spoke of our next steps and benchmarking. Vice Mayor Sultanof confirmed
the teams were made up of employees from all levels of the organization, and complimented
everyone on their efforts. Commissioner Portner asked how Sterling differs from the
Baldridge Award and if the City intends to try for this after we receive the Sterling Award.
Assistant City Manager Phillips explained the Sterling is a Florida based award system
initiated at the Governor's level, based on the Malcolm Baldridge Award. City Manager Miller
said he believes it would be a logical step to try for the national award after we are successful
with the Sterling Award. Commissioner Portner asked for clarification between project and
goal oriented in the strategic plan, and Assistant City Manager Phillips explained the strategic
plan was originally project driven; however, we learned from the community and our
employees while the City had a direction and vision, they did not know what it was. We
changed the format of our Strategic Plan to be more goal oriented rather than project
oriented. Commissioner Portner questioned communication, and Management Analyst
Hughes explained we need to decide what information gets to what levels of our government,
and we need to make sure the same information is getting to all employees. Commissioner
Portner asked if the Sterling and HPO process entitles employees to come to any member of
the commission directly and Assistant City Manager Phillips explained this is a
Commission/Manager type of government and all information goes through the City Manager.
We have a structure in place and employees are to work through their supervisors.
Commissioner Portner questioned whether it is advantageous to the businesses and
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residential communities if Tamarac becomes a Sterling City. Assistant City Manager Phillips
explained we are using the Sterling format because it is more specific. HPO is about doing
more with less; streamlining the organization. Reinventing ourselves to do more with less is
vitally important in order to provide services at the high quality level residents and businesses
have come to expect. City Manager Miller added that under the Florida Governor's Sterling
process we have the responsibility to pass along what we learned in the process to other
applicants. City Manager Miller said he went to several conferences to talk about Sterling
and also goes to the various departments several times during the year to talk to them
regarding department processes. Commissioner Dressier asked for a quarterly report to be
provided to the Mayor and City Commission that includes identification of comparatives and
benchmarking as well as the objectives and quality matrixes used; also if that data is
accumulated in such a form that each department can send it to a central authority so the
Mayor and City Commission can get this information and understand how it is measured.
Assistant City Manager Phillips said we are in the process of working on that now.
Commissioner Dressler spoke of employee ownership and participation. Commissioner
Atkins -Grad questioned how many cities in Florida received the Governor's Sterling Award
and the Malcolm Baldridge Award. Management Analyst Hughes replied Jacksonville and
Coral Springs won the Sterling Award, and Coral Springs also won the Malcolm Baldridge
Award. Commissioner Atkins -Grad congratulated staff on their fiscal responsibility and a
superior presentation. Vice Mayor Sultanof spoke of Westinghouse's involvement with the
creation of Coral Springs, Mayor Flansbaum-Talabisco congratulated staff on the
presentation and added she would like to see this Mayor and City Commission be more
included in the process. City Manager Miller replied a number of things are happening this
year that will involve the Mayor and City Commission; it will again be time to revisit the
Strategic Plan and in the fall the Executive Team will put together thoughts and issues for the
new commission to consider at their retreat in early 2009. Commissioner Dressler said it is
his feeling that this commission is similar to a Board of Directors who set strategy and policy.
He wants to have the quarterly reports so he can determine if the City is going in the direction
the Commission wants it to go. City Manager Miller explained the entire budget is set up with
performance measures for each department as well as objectives. Commissioner Dressler
said in order for the Mayor and City Commission to make good business decisions it is
necessary for them to understand exactly how each department is organized and what it
takes for each department to be most efficient.
b. Item No. 6(b) on the consent agenda. FY 2007/2008 1ST AMENDMENT - RE-
ALLOCATION OF FUNDS: (TR11414) Approving Amendment to the projects recommended
for inclusion in the Fiscal Year 2007 Annual Action Plan for expenditure of the U.S. Housing
and Urban Development Community Development Block Grant Funds estimated to be
$434,054 for the eighth program year (Case No. 05-Mi-07) Planning and Zoning Manager
Zickar asked to discuss Items 6(b) and 6(c) on the consent agenda together as they are
companion items. Planning and Zoning Manager Zickar gave a presentation. Commissioner
Portner questioned eliminating the money from the storm shutter program and Planning and
Zoning Manager Zickar explained we have received 2005 disaster money which will be used
for that program and the money allocated for storm shutters will be used for CDBG projects.
Vice Mayor Sultanof questioned receipt of money from the MPO for sidewalks and City
Manager Miller said the money may be part of the FDOT or Broward County money allocated
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for different projects; a report will be given to the Mayor and City Commission with regard to
that money. Commissioner Dressler confirmed this is an amendment to projects.
C. Item No. 6(c) on the consent agenda. FY 2008/2009 ANNUAL ACTION PLAN:
(TR11434) Approving the projects recommended for inclusion in the Fiscal Year 2008 Annual
Action Plan for expenditure of the U.S. Housing and Urban Development Community
Development Block Grant Funds estimated to be $418,811 for the ninth program year (Case
No. 07-MI-08). Planning and Zoning Manager Zickar gave a presentation. Commissioner
Dressler asked who decided the percentage of allocation for administration and who decides
where the money goes. Housing Coordinator James explained the maximum percentages.
City Manager Miller explained staff makes recommendations regarding programs and the
Mayor and City Commission decide how the money is spent. Vice Mayor Sultanof asked if
we must request the money every year and City Manager Miller replied we file CDBG
applications each year. Commissioner Portner asked if there is any way to take less in
administrative fees and use some of the money for other projects, and City Manager Miller
explained we try to make all our programs self supporting. We use the direct cost formula
and take staff salaries out of the grant money so we do not have to use property tax funding
for those positions. Vice Mayor Sultanof spoke of the task force with regard to foreclosures,
and City Manager Miller said Housing Administrator Bauldree has been to all meetings of the
task force. We initially planned to partner with the City of Sunrise for such a meeting;
however, they have twice as many foreclosures as Tamarac and we felt the number of
people would be unmanageable, so we will partner with the City of Coral Springs for the task
force meeting.
d. Item No. 6(d) on the consent agenda. DEVON NEIGHBORHOOD CONDOMINIUM
ASSOCIATION, INC. — AGREEMENT: (TR11431) Executing an agreement with Devon
Neighborhood Condominium Association, Inc. for the City of Tamarac through the Broward
County Sheriffs Office to exercise jurisdictional authority for traffic control and enforcement
within the property of the Devon Neighborhood Condominium Association, Inc., subject to the
requirements of Section 316.006(2)(b), Florida Statutes, and other such conditions as may be
required by the Broward County Sheriffs Office. Assistant City Manager Phillips and BSO
Chief Duguay appeared. Assistant City Manager Phillips gave a presentation. BSO Chief
Duguay explained that since this is private property BSO can and does patrol the area but
can not write traffic citations. Commissioner Dressler confirmed there is no fiscal or work
load impact to BSO. Mayor Flansbaum-Talabisco confirmed the biggest complaints are
speeding and running stop signs. Vice Mayor Sultanof questioned whether the speed limit
would be changed and BSO Chief Duguay explained while the agreement would allow BSO
to write citations, before that can happen an engineering survey would have to be conducted
to make sure the roads comply with State Statutes, as BSO can not enforce arbitrary speed
limits. The Association would have to make any necessary changes prior to enforcement
commencing. Assistant City Attorney Klahr confirmed the above statement made by BSO
Chief Duguay. Commissioner Dressler suggested that the survey be conducted prior to
entering into an agreement and Assistant City Attorney Klahr explained this is a condition
precedent to the agreement. BSO Chief Duguay confirmed that after the survey if the
neighborhood determined it did not want to make the suggested changes in the survey, BSO
would still patrol the neighborhood, but would not issue traffic citations.
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e. Item No. 6(g) on the consent agenda. DECLARING EQUIPMENT AS SURPLUS AND
DONATION OF SURPLUS COMPUTER EQUIPMENT: (TR11432) Declaring certain
equipment as surplus and directing that certain computer equipment be disposed of via
donation to the City of Tamarac Chamber of Commerce and Millennium Middle School.
Information Technology Director Sucuoglu and Purchasing/Contracts Manager Glatz
appeared. I.T. Director Sucuoglu gave a presentation and said of the local schools only
Millennium Middle School wanted the computers. The Chamber of Commerce was also
contacted and wanted two computers. Commissioner Dressler questioned the reason for our
contributions and I.T. Director Sucuoglu explained under direction from the Mayor and City
Commission we look for opportunities locally to donate our computer equipment prior to
putting it out for auction. Mayor Flansbaum-Talabisco said this was started several years ago
and is a good way to reach out to the community.
f. Item No. 60) on the consent agenda. ACQUISITION OF RADIO EQUIPMENT FOR
THE REPLACEMENT OF THE CITY'S 800 MHZ RADIO SYSTEM: (TR11433) Accept and
execute an agreement for the acquisition of radio equipment for the replacement of the City's
800 MHZ radio system via the use of a sole source lease -purchase agreement from
Motorola, Inc., utilizing Broward Sheriffs Office Agreement #07C-206 in the amount of
$544,554.79 and authorizing the appropriate City officials to administer the contract.
Information Technology Director Sucuoglu and Purchasing/Contracts Manager Glatz
appeared. I.T. Director Sucuoglu gave a presentation on the current status, proposed
system, lease -purchase agreement, and grant funding. Vice Mayor Sultanof questioned the
fact that Motorola was having some internal problems and asked if this would affect our
service contract. Steve Wurster, Senior Account Manager for Motorola explained that the
difficulties Motorola is having at this time have no bearing on the public safety radio side of
the corporation. Vice Mayor Sultanof questioned the federal grant and Assistant City
Manager Phillips explained we have already secured $200,000 for the project, and our
$450,000 grant request is pending; we Learned last week that Tamarac was not included in
the immediate rounds of appropriations being put forward; we are working with our federal
lobbyist on this. Vice Mayor Sultanof questioned BSO's inclusion in this project and I.T.
Director Sucuoglu explained we are utilizing the BSO Contract for the purchase of equipment
from Motorola. Vice Mayor Sultanof suggested asking BSO for some funding.
Commissioner Atkins -Grad left the room at 11:15 a.m. and returned at 11:18 a.m.
Commissioner Dressler questioned the disfunctionality of the system and I.T. Director
Sucuoglu explained we have to maintain some physical connection between the remote sites
using wired lines and microwaves. Commissioner Dressler questioned interconnectivity
between Fire and Police with the new system and I.T. Director Sucuoglu explained they have
a separate radio system but it is programmable to communicate with our service during times
of emergency. Fire Chief Budzinski explained all radios are programmed to be able to
communicate with City radios. We have interoperability with BSO and the City radios.
Commissioner Dressler questioned the lease -purchase and I.T. Director Sucuoglu explained
from a technical perspective and past experience we expect 8 — 10 years service from this
equipment, if not more. Mayor Flansbaum-Talabisco questioned funding of the system and
Assistant City Manager Phillips explained we use a lease -purchase because on the federal
level we can not refund ourselves retroactively and we are not purchasing until the end of the
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E
agreement in the hopes we can purchase the equipment with federal monies. We had
requested the money to be earmarked through a particular vehicle and our project was not
included in the first round. We are now looking into other venues. Commissioner Portner
asked when this would be implemented and I.T. Director Sucuoglu said in about 60 days.
g. Item No. 6(h) on the consent agenda. ASSIGNMENT OF AGREEMENT FROM
CAPRI ENGINEERING TO NOVA ENGINEERING: (TR11435) Approving the assignment of
the City's contract with Capri Engineering, LLC for Building Inspection and Plan Review
Services to NOVA Engineering and Environment, LLC. Purchasing/Contracts Manager Glatz
and Assistant City Attorney Klahr appeared. Purchasing/Contracts Manager Glatz gave a
presentation and said this is a housekeeping matter, since the company has been taken over
by the parent company and there is a name change. There is no change in principals. Vice
Mayor Sultanof confirmed the City Attorney's Office is aware of the change. Commissioner
Atkins -Grad said the information in the backup is very clear. Commissioner Dressler spoke
of wording with regard to 'contacts or contracts' and Assistant City Attorney Klahr said it could
be either, as the company was absorbed by the parent company and the same people are
still there. The Mayor and City Commission is merely accepting and acknowledging the
agreement. Commissioner Portner confirmed this has to do with Broward County inspectors,
and City Manager Miller confirmed this is a private firm that will supply inspectors if there is a
need and if the County is unable to provide inspectors for us. They are a little more
expensive than the county.
h. Item No. 6(e) on the consent agenda. RECOGNIZING THE NEED FOR A
COLLABORATIVE, MULTI -JURISDICTIONAL APPROACH TO ADDRESS COUNTY -WIDE
WATER RESOURCE NEEDS: (TR11440) Recognizing the need for a collaborative, multi -
jurisdictional approach to address county -wide water resource needs; establishing the
Broward Water Resources Task Force composed of elected County and City Commissioners,
and officials representing the South Florida Water Management Districts and Water Control
Districts; authorizing the designation of a technical/professional staff work * - p to advise the
task force; providing for staff support; providing for reporting and maintenance of records.
Mayor Flansbaum-Talabisco and Assistant City Attorney Klahr appeared-,_ Assistant City
Attorney Klahr explained the request for a countywide task force to look iW processes to
study water resources and needs across the county. Commissioner Dressler asked where
the funding will come from and Assistant City Attorney Klahr said she would check into it.
Mayor Flansbaum-Talabisco questioned provision of staff; and Assistant City Attorney Klahr
said she would find out for Wednesday's meeting. Commissioner Dressler said he sits on the
MPO, and questions whether it is necessary to add another layer of agency with dubious
value. City Manager Miller said the policy group is made up of elected officials and staff is
the working group. He does not believe there are any Broward County Regional Groups that
deal with this issue. Director of Utilities Gagnon spoke of a joint meeting between the district,
county and municipalities to discuss integration of natural resources; they want to review the
regionalization of water supplies and set up a task force, and the task force will select staff.
Commissioner Atkins -Grad said this emanates from the League of Cities. Commissioner
Dressler said we can rely on staff to come back in six months for a semi annual review to tell
the Mayor and City Commission if this task force is valuable. Director of Utilities Gagnon
spoke of $46 billion for putting in redundant water use methods. Commissioner Dressler said
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there is no dedicated funding source, and Director of Utilities Gagnon said that is the one
thing the task force is tasked with doing.
i. Item No. 6 (i) on the consent agenda. SUPPORTING THE NOMINATION OF ROSE
CURE-PERSAD AS CITY EMPLOYEE OF THE YEAR FOR THE 2008 FLORIDA LEAGUE
OF CITIES, INC. CITIES OF EXCELLENCE AWARDS PROGRAM. (TR11439) Supporting
the Nomination of Rose Cure-Persad as City Employee of the year for the 2008 Florida
League of Cities, Inc. Cities of Excellence Awards Program. Parks & Recreation Director
Warner and Community Services Manager Maldonado appeared. Director of Parks and
Recreation Warner gave a presentation and spoke of Social Services Supervisor Cure-
Persad's history with the City of Tamarac. Director of Parks and Recreation Warner said
Social Services Supervisor Cure-Persad's biggest strength is working with the residents.
Community Services Manager Maldonado said Social Services Supervisor Cure-Persad has
excelled in everything she has done. Community Services Manager Maldonado described
Social Services Supervisor Cure-Persad's efforts with our transportation system. Vice Mayor
Sultanof said Social Services Supervisor Cure-Persad is an outstanding employee and has
done a lot of work with residents at Kings Point. Commissioner Dressler said he endorses
the nomination, and if Social Services Supervisor Cure-Persad does not win City Employee
of the Year for the 2008 Florida League of Cities, Inc. Cities of Excellence Awards Program,
then the City of Tamarac should recognize her in a dramatic fashion. Mayor Flansbaum-
Talabisco agreed with Commissioner Dressler.
Assistant City Attorney Klahr said she would cover Tamarac office hours on Tuesday and
attend the Commission meeting on Wednesday.
There being no further business to come before the Mayor and City Commission, Mayor
Flansbaum-Talabisco adjourned the workshop meeting at 11:45 a.m.
Marion Swenson, CMC
City Clerk
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