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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 July 07, 2008 City Commission Workshop Page 1 of 6 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 July 07, 2008 City Commission Workshop Page 2 of 6 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. July 07, 2008 City Commission Workshop Page 3 of 6 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 July 07, 2008 City Commission Workshop Page 4of6 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 July 07, 2008 City Commission Workshop Page 5 of 6 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 July 07, 2008 City Commission Workshop Page 6 of 6 F� J