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HomeMy WebLinkAbout2007-08-20 - City Commission Workshop Meeting MinutesCITY OF TAMARAC CITY COMMISSION WORKSHOP MEETING MONDAY, AUGUST 20, 2007 CALL TO ORDER: Mayor Flansbaum-Talabisco called the Workshop Meeting of the City Commission to order on Monday, August 20, 2007, 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, Deputy City Manager Michael C. Cernech, City Attorney Samuel S. Goren, and City Clerk Marion Swenson. Mayor Flansbaum-Talabisco led the pledge of allegiance. Commissioner Portner read a statement into the record (attached hereto and incorporated herein as part of these minutes) regarding budget cuts, and offered alternative methods to remedy the tax cut situation, including a freeze on wages, reducing the City's charity contributions, a freeze on hiring, lowering the fees the City pays for the use of credit cards for our citizens, and cutting the payroll to our lobbyists, or the elimination of same. Commissioner Portner spoke in favor of keeping the bus service and raising the rate to $1.00. Commissioner Partner expressed concern regarding cutbacks in the Fire/EMS service, and added he can not vote to approve the budget unless a way to preserve the transportation system is found. Commissioner Portner spoke in favor of a utility tax, and suggested calling a town hall meeting in the Tamarac Community Center during the first two weeks of September to give fellow citizens the opportunity to voice their opinions and render their suggestions. Commissioner Portner also spoke of greening in City Hall and said he had conversations with City Manager Miller regarding solar panels, as well as tax relief for citizens who put solar panels on their homes. Commissioner Portner spoke of a citizen of the year award and asked the Mayor and City Commission to pass a resolution calling for the impeachment of Vice President Cheney. Commissioner Portner asked that City officials take the food stamp challenge. Vice Mayor Sultanof said Commissioner Portner's concerns are the concerns of the rest of the Commissioners, and in conversation with City Manager Miller he was told the bus system has no ridership. To take the bus system fully away is criminal, but we intend to provide bus service to our communities utilizing a city -owned bus. Additionally, Social Services has buses for doctor appointments and other transportation needs. With regard to a utility tax, we were told by Tallahassee that if we decide to put a utility tax into place we would not prevail. As far as the firefighters, we are in negotiations and the matter will be settled shortly. The City will maintain the majority of its services. Commissioner Dressler said the commissioners share their passions and it is not in the August 20, 2007 City Commission Workshop Page 1 of 8 public's interest to politicize the budgetary process. City staff worked over the summer on several different budgets because we do not know how much money we will have to spend this coming fiscal year. It has been a burden for staff to make decisions based upon uncertainties, and staff has looked out five-10 years. Residents are invited to attend commission meetings if they want to speak about the budget and make cost saving suggestions. Commissioner Dressler said he did not support a utility tax or the impeachment issue. Commissioner Atkins -Grad left the room at 9:50 and returned at 9:51. Commissioner Dressler said staff is negotiating with the bargaining unit to find a resolution to the situation within the constraints of our budget. Mayor Flansbaum-Talabisco asked City Manager Miller to respond to two issues: status of discussions with the firefighters, and status of proposals for the transportation system. City Manager Miller reminded everyone we find ourselves in this position because of actions taken by the State legislature. Department directors were told to cut 10% across the board, but that is not always possible as some activities are critical to the public health, safety and welfare. We have come up with an alternative Senior Transportation program consisting of one bus running eight hours a day, five days a week, and which will run all routes during the week on a set schedule. A copy of the plan has been forwarded to the Mayor and City Commission. Initially, the proposal from the Firefighters was to look at personnel and costs and theoretically cut 15 positions. We have reached an agreement with the union and are still working out the details. There will be drastic slashes in overtime expenditures. The five vacant positions will remain vacant and we have imposed a soft hiring freeze in the organization; certain positions are critical and will have to be filled. Mayor Flansbaum-Talabisco spoke of greening and environmental concerns, and said at the September 24th workshop there will be a discussion about greening. Mayor Flansbaum-Talabisco said residents and citizens have the opportunity to speak before the Mayor and City Commission at commission meetings twice each month. Mayor Flansbaum-Talabisco asked for an expression of interest to hold a Town hall meting on the budget, and after discussion all were in agreement to hold a Town Hall meeting before the 2"d public hearing on the budget. Mayor Flansbaum-Talabisco asked that the newspaper ad contain language stating that a presentation will be given and then a question and answer period will be held. City Manager Miller said he would coordinate the calendars. 1. AUGUST 22, 2007 AGENDA ITEMS: Mayor Flansbaum-Talabisco moved out of the regular order of business on the workshop agenda to take up Item 1(f), TR 11255. August 20, 2007 City Commission Workshop Page 2 of 8 f. Item 6(q) on the consent agenda. LAND ACQUISITION — TAMARAC JEWISH CENTER: (TR11255) Executing an Agreement for exchange of real properties between Tamarac Jewish Center, Inc. and the City of Tamarac for the City to acquire certain real property for the expansion of future economic development interests of the City of 4.5+/- acres of improved land currently owned by Tamarac Jewish Center, Inc. in exchange for the City's conveyance to Tamarac Jewish Center, Inc. of 2.59+/- acres of vacant land currently owned by the City; providing for findings and conclusions pursuant to Section 166.021 F.S. regarding economic development. Interim Public Information Officer/Economic Development Officer Berns, Craig Eakin, Special Counsel representing the City of Tamarac, and Jeff Eisensmith, representing Tamarac Jewish Center appeared. Interim Public Information Officer/Economic Development Officer Berns gave a presentation and explained this is to be a short term investment in long term planning. The property, once sold to a developer, will be added to the tax rolls and will provide additional space to Main Street and contribute to the overall success of the project. Vice Mayor Sultanof asked if during the time the Tamarac Jewish Center is under construction the City will court a purchaser for the property and Commissioner Portner asked if there are any options currently under consideration. Interim Public Information Officer/Economic Development Officer Berns said there are no current plans for proposed development; developers are watching the process. This is a significant step to implement Main Street. Attorney Eakin said he has fielded calls from Realtor Kaplan who indicated developers are looking to acquire property in this neighborhood. Developers do not want to get ahead of themselves until the City gains control of this property. City Manager Miller added he spoke with 40-50 developers and each time they said they would be more interested in the project if the City owned the land. This is not the only parcel that will come before the Mayor and City Commission. Commissioner Dressler spoke of the City's strategic plan, which is a long term plan, and added this transaction must be seen in relationship to that long term plan. Commissioner Dressler added this project and the FY2008 budget are not correlated. Acquisition of properties by cities is normal, but Tamarac has not done this in the past. It is called land banking. Commissioner Atkins -Grad added if we do not obtain the property it might jeopardize the future of Main Street. Vice Mayor Sultanof explained developers have come to Tamarac in the past and they did not have a direct plan. Mayor Flansbaum-Talabisco spoke of the length of time Tamarac Jewish Center has been in Tamarac and praised the school, camp, and services offered to the community. Mayor Flansbaum-Talabisco spoke of reports on the status of the construction and Mr. Eakin said the Building Department will be constantly aware of the status of construction on the new parcel and the Jewish Center has no problem keeping the Mayor and City Commission informed as to the status of the construction. Interim Public Information Officer/Economic Development Officer Berns said there are two incentives to move the project along: the City will hold $1 million until completion and after two years there is the option for the Jewish Center to rent back from the City for a period of six months. Mr. Eisensmith said it would take less than two years to plan and build; there have also been discussions regarding unknown issues, such as hurricanes, permitting and inspections. Mr. Eakin spoke of the force majeur clause in the lease. Vice Mayor Sultanof questioned an insurance claim that has not yet been paid to the Jewish Center and Mr. Eakin said the City is aware of it but it is separate and apart from financing for August 20, 2007 City Commission Workshop Page 3 of 8 the construction of the new Center. There was discussion regarding due diligence on the part of the City and the Jewish Center. Mayor Flansbaum-Talabisco said she would like to make sure the Mayor and City Commission receive executive summaries as the project progresses. City Attorney Goren explained this is a real estate transaction between the City of Tamarac and the owner of the property and there is a municipal and public purpose to acquire the property for economic development purposes. Mayor Flansbaum-Talabisco called for a recess at 11:00 a.m. and reconvened the workshop meeting at 11:15 a.m. All were present as before except for Vice Mayor Sultanof, who did not return to the meeting. Mayor Flansbaum-Talabisco returned to the regular order of business on the agenda. a. Item 60) on the consent agenda. AMENDMENT #1 TO AGREEMENT BETWEEN CITY OF TAMARAC AND PHILIP CENTONZE FOR PROVISION OF ORGANIZATIONAL AND MANAGEMENT DEVELOPMENT CONSULTING SERVICES: (TR11253) Executing Amendment #1 to the Agreement between the City of Tamarac and Philip Centonze for the provision of Organizational and Management Development Consulting Services extending the Agreement for an additional one year period at cost not to exceed $75,000. Assistant City Manager Phillips, Management Analyst Hughes, Purchasing/Contracts Manager Glatz and Phil Centonze appeared. Assistant City Manager Phillips gave a presentation. Commissioner Dressler said he is pleased to see the City involved in this process; with the budgetary challenges we are facing the best thing an organization can do is look for deficiencies and provide the highest level of services. The money put into this process will come back tenfold. Commissioner Dressler asked what measure will be used to determine the return on the Sterling Award process, and Mr. Centonze said there is no single measure to quantify; we will measure the performance measures for the strategic plan (long and short term). Commissioner Dressler spoke of productivity measures, as well as cost savings and delivery. Mr. Centonze said the Sterling model is the best way to help make better use of the resources we have (efficiency) to provide the same and better level of service to our residents despite budgetary reductions. Mr. Centonze added although he has worked as a consultant for the City of Tamarac for the past year, it is the teams who are coming up with improvements, and he is transferring his expertise and knowledge to them so they can continue to make improvements when he is no longer serving as a consultant. Commissioner Portner said Tamarac has always been a high performance organization and with the budget crunch, he does not feel it is wise to renew the consulting agreement at this time. Commissioner Dressler said at the time we face budgetary challenges, that is when we need to be most efficient. This is the time and circumstance where it is rational to allocate funds to increase productivity and efficiency in an organization. It is standard and customary in the corporate world for people to understand if we are going to spend money during tough times it should be spent on things that bring higher productivity or efficiency to the services offered. Commissioner Dressler said he does not see this as a cost but rather an investment. Commissioner Portner said he does not feel we need to move forward with the Sterling Award at this time, we need to use common sense. Mayor Flansbaum-Talabisco said the biggest August 20, 2007 City Commission Workshop Page 4 of 8 change she has seen is citizen involvement. We are helping our residents and this is a long term investment. There is no question we must look at every dollar spent; from a management perspective, we are making improvements and our customers are being served better. It is about delivering the best services to our residents and balancing difficult decisions. We should keep up with and move forward with this process. Commissioner Portner asked what damage would be done if the process were to be interrupted for one year and City Manager Miller said we would lose momentum. Employees were excited when he spoke to each department, in that they were all consulted regarding the City's vision and strategic plan and how they do their jobs each day. If we were to stop the process at this point we would be taking a step backward. City Manager Miller added he did not care if we win the Sterling Award or not, because becoming a better organization is the result of this process. b. Item 6(k) on the consent agenda. REQUEST FOR IN -KIND SUPPORT AND WAIVER OF ALL FEES — TASTE OF TAMARAC EVENT: (TR11254) Approving requests from the Tamarac Chamber of Commerce for in -kind support and to waive all fees for the Taste of Tamarac event to be held at the Tamarac Community Center on Saturday, October 27, 2007, from 12:00 p.m. to 3:00 p.m.; providing for proper insurance and execution of hold harmless agreement. Director of Parks and Recreation Warner and Vicki Reid, Executive Director, Tamarac Chamber of Commerce appeared. Commissioner Portner asked how the Chamber is doing financially and Ms. Reid said they are in the black. Commissioner Portner asked Ms. Reid if the Chamber would donate $500 back to the City. Commissioner Atkins -Grad said the Taste of Tamarac is a wonderful event and an asset to the City. Mayor Flansbaum-Talabisco asked for an expression of interest for the Chamber to donate $500 to the City of Tamarac and Commissioner Partner said yes, Commissioners Dressler and Atkins -Grad and Mayor Flansbaum-Talabisco said no. C. Item 6(n) on the consent agenda. AWARDING RFP 07-23R — OCCUPATIONAL HEALTH AND SAFETY CONSULTING SERVICES: (TR11258) Awarding Request For Proposal (RFP) 07-23R, "Occupational Health & Safety Consultant" to and executing an agreement with Environment, Safety and Health, LC for Occupational Health and Safety Consulting Services in an amount not to exceed $88,375 through November, 2008, authorizing the City Manager to approve expenditures for these services. Human Resources Director Swanson, Risk/Safety Manager Tomaszewski and Purchasing/Contracts Manager Glatz appeared. Human Resources Director Swanson gave a presentation. d. Item No. 7 on the regular agenda. CDBG ANNUAL ACTION PLAN — 8T" PROGRAM YEAR: (TR11213) Motion to approve Resolution approving 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). Community Development Director Bramley appeared and gave a presentation. Community Development Director Bramley said there were no questions or comments from the public during the 30-day period. August 20, 2007 City Commission Workshop Page 5 of 8 e. Item 6(o) on the consent agenda. CHANGE ORDER — SOUTHGATE LINEAR PARK PROJECT: (TR11260) Executing Change Order No. 3 to the contract with DiPompeo Construction Corporation, for the additional cost and time incurred as a result of increasing the quantity of embankment volume necessary to complete the Southgate Linear Park Project; authorizing an additional expenditure in the amount not to exceed $69,993.00. Public Works Director Strain and Purchasing/Contracts Manager Glatz appeared. Public Works Director Strain gave a presentation. Commissioner Atkins -Grad said we are getting the work done almost at cost and Commissioner Dressler questioned subrogation. Commissioner Portner asked Public Works Director Strain if he anticipated any more change orders for this project and Public Works Director Strain said while he could not guarantee there will be no more change orders, he did not anticipate any, other than if we were to get a storm there may be a need for an extension of time. Mayor Flansbaum-Talabisco asked for a report when the matter is resolved. g. Item 6(r) on the consent agenda. MAINSTREET (PHASE ) ASSESSMENT AREA: (TR11262) Relating to certain Capital Improvements; describing the real property to be located within the proposed Main Street (Phase 1) assessment area; determining that such real property will be specially benefited by the capital improvements; establishing the method of assessing the project costs of the capital improvements against the real property that will be specially benefited thereby; establishing other terms and conditions of the assessments; establishing a public hearing to consider imposition of the proposed assessments and the method of their collection; directing the provision of notice in connection therewith. Management and Budget Officer Sammartino, Purchasing/Contracts Manager Glatz and Assistant City Attorney Cirullo appeared. Management and Budget Officer Sammartino gave a presentation and discussed the history leading up to this point and added this item and Item 6(s) on the consent agenda, TR11263, are companion items, and GSG is the group we used for the fire assessment. Commissioner Portner questioned the assessment figures and Management and Budget Officer Sammartino said the initial assessment, which is still being worked on, was $6.00 per ft. for initial prepayment; $7.50 per ft. for adjusted prepayment; and $.90 per ft. for 20 year payments. Mayor Flansbaum-Talabisco said the key is that revenues received by the City under the assessment program will be utilized to fund capital improvements on Main Street so that citywide general revenues can be used for other services. h. Item 6(s) on the consent agenda. PROFESSIONAL SERVICES CONTRACT --- GOVERNMENT SERVICES GROUP, INC. (GSG): (TR11263) Awarding a Professional Services Contract for an amount of $37,500, plus applicable costs for statutorily required first class notices, to a joint venture of Government Services Group, Inc. and Nabors, Giblin and Nickerson, P.A. (NG&N) for Phase Two of the Main Street Assessment Program; authorizing budget amendments for proper accounting purposes. i. Item 6(t) on the consent agenda. AGREEMENT WITH TENEX ENTERPRISES, INC. — TAMARAC COURTYARD COVERED PEDESTRIAN WALKWAY PROJECT: August 20, 2007 City Commission Workshop Page 6 of 8 (TR11251) Awarding RFP #06-26R and executing an agreement with Tenex Enterprises, Inc. for the design/build of the Tamarac Courtyard Covered Pedestrian Walkway Project in an amount not to exceed $470,170.30 from the appropriate accounts; authorizing budget amendments as needed for proper accounting purposes. Public Works Director Strain appeared and gave a presentation and explained the City has not been able to get a commitment from the County to continue the walkway to the front entrance of the library. City Manager Miller explained this was an idea that was favorably received by the County prior to tax reform and the County is still researching and trying to find a way to do this. Mayor Flansbaum-Talabisco said she spoke with County Commissioner Ritter over the weekend and she will go to bat for Tamarac. The County has the same fiscal constraints as we do and if we do not move forward with this project we will lose the money. If we do not get money from the County now, in the future if they come up with the money they can add on to our design. Public Works Director Strain explained this is a modular design that can be added to at a later date. Commissioner Dressler said this is an example of the law of unintended consequences. Mayor Flansbaum-Talabisco asked that once this item is approved, Assistant City Manager Phillips get back in touch with the County. Commissioner Portner suggested every County Commissioner be called with regard to this project. 2. REPORT TO CITY COMMISSION RE: LOCAL MITIGATION STRATEGY REQUIRED FOR CRS ANNUAL RE -CERTIFICATION: Director of Building & Code Compliance Jones appeared and gave an update which is required under the flood plain management program. Mayor Flansbaum-Talabisco asked if the information would be passed on to the residents and Building and Code Compliance Director Jones said it would. 3. REPORT ON CITY CLASSIFICATION — INSURANCE SERVICES OFFICE, BUILDING CODE EFFECTIVENESS GRADING SCHEDULE ISO: Director of Building & Code Compliance Jones appeared and said this related to the evaluation of building codes and enforcement in the community. Commissioner Portner questioned the last rating compared to this one and Building and Code Compliance Director Jones explained in 1998 the ISO effectiveness rating was 4. Currently, based on 2006 information we dealt with issues regarding Hurricane Wilma and were still able to maintain a building code effectiveness rating of 4. City Manager Miller said it is a credit to Building and Code Compliance Director Jones and his staff, who did a phenomenal job after Hurricane Wilma. The department is operating efficiently and competently. 4. DISCUSSION RE: CHANGING REGULAR CITY COMMISSION MEETING OF WEDNESDAY. SEPTEMBER 12, 2007 TO TUESDAY. SEPTEMBER 11, 2007 DUE TO ROSH HASHANAH HOLIDAY: City Clerk Swenson appeared and gave a presentation. Mayor Flansbaum-Talablsco asked for an expression of interest to move the September 12, 2007 meeting to September 11, 2007 and all were in agreement. 5. DISCUSSION RE: CANCELLATION OF REGULAR CITY COMMISSION MEETING OF DECEMBER 26, 2007 DUE TO HOLIDAY: City Clerk Swenson appeared and gave a presentation. Mayor Flansbaum-Talabisco asked for an August 20, 2007 City Commission Workshop Page 7 of 8 expression of interest to cancel the December 26, 2007 meeting and all were in agreement. 6. DRAFT RESOLUTION SUPPORTING BROWARD COUNTY CHARTER AMENDMENT PROVIDING FOR TRANSPORTATION MEASURES: Draft resolution supporting the Broward County Planning Council's proposed amendment to the Broward County Charter authorizing Broward County, at the request of an affected municipality, to approve or deny action by municipalities with regards to road closures based upon the effect such action would have on the access to essential services; urging all municipalities in Broward County, the Broward County Charter Review Commission, the Broward County Commission, the Broward League of Cities, and the electors of Broward County to support the Planning Council's proposed charter amendment. City Attorney Goren appeared and gave a presentation and said this is a concept request and there are issues regarding home rule authority. This provides cities that have an issue with regard to a city street closure, (said street connecting two cities, where there may be public safety such as fire and police issues), a venue to exchange views. City Manager Miller said he discussed the proposed resolution with the City Attorney and it is his belief we should postpone action on this item as he would like to see some kinks worked out through the League of Cities or Charter Review Board. City Manager Miller said he does not think the Planning Council should have authority over elected Boards. Decisions should be made by the Broward County Commission, if by anybody, and there should be another step in the process. If two cities can not agree on street closures, it would be good to have access to mediation. Mayor Flansbaum-Talabisco said she likes the idea of having another tool in the toolbox if the occasion arises to go to the mat with another City. She can see the merit to waiting longer to see what language is worked out. Commissioner Dressier said he found the language overly broad and it does not speak to the issue of mediation. He is in favor of not voting on this item at this time. Mayor Flansbaum-Talabisco asked City Manager Miller and City Attorney Goren to keep it on the radar screen. City Attorney Goren said today's discussion was informal and he would keep the Mayor and City Commission updated. Commissioner Portner questioned Item 4(a), June Investment Report, in particular the definition of a weighted yield. Controller Nealon appeared. Commissioner Dressler and City Manager Miller explained it is an average of the three investment yields, in essence, the interest. Commissioner Portner questioned inflation and Commissioner Dressler explained the Chairman of the Federal Reserve Bank said he would rely upon the economic data and make a decision at a future time. There being no further business to come before the Mayor and City Commission, Mayor Flansbaum-Talabisco adjourned the workshop meeting at 12:45 p.m. Marion Swenson, CIVIC City Clerk August 20, 2007 City Commission Workshop Page 8 of 8 Commissioner Edward C. Portner 8/14/07 Madam Mayor, Fellow Commissioners, Mr. Miller and the complete staff and employees of the City of Tamarac: Since our Special Workshop meetings on the Budget on June 19 and June 23, I have been immensely disturbed by the shortfall of projected income from taxes and the projected results of the shortfall of the many items that were proposed to be cut. TWO ITEMS IN PARTICULAR ARE VERY DISTURBING: 1. THE PROPOSED CUTS IN OUR FIRE AND EMS DEPTS. AND 2. THE TOTAL ELIMINATION OF OUR TRANSPORTATION SERVICE i.e., the City buses. I can and will assert my opposition to some of the recommendations made by Mr. Miller, our City Manager. Like our Mayor and fellow Commissioners, I am certain we have all received perhaps hundreds of phone calls, letters and 1 petitions from our fellow citizens that would make me want to respond. BUT REGARDLESS, MY CONSCIENCE makes me want to do what I can to help, and to attempt to remedy this situation. I have spoken privately with Mr. Miller about my concerns and have made several recommendations, all of which he has said he would take into consideration. THESE INCLUDE A FREEZE ON WAGES, REDUCING OUR CHARITY CONTRIBUTIONS, A_F_REEZEON HIRING LOWERING THE FEES WE PAY FOR THE USE OF CREDIT CARDS FOR OUR CITIZENS AND CUTTING THE PAYROLL OR OUR LOBBYISTS, OR THE ELIMINATION OF SAME. If there is one service we should save, it is the bus transportation system. This is not just a Senior Program. It is a service for all who live in Tamarac. Our charge at this time is $.25 per trip. I have received calls and letters suggesting N that we raise the rate to $1.00. Many who proclaim that they live on a fixed income agree that this is not unreasonable. We are all aware of how important this issue is to all. My other concern has been our Fire and EMS Dept. I have been informed, unofficially, of the release of a number of our Firefighters and EMS Personnel. This should not occur. These positions should be preserved. Getting back to our bus transportation system, unless we find a way to preserve this system, I CANNOT VOTE TO APPROVE THIS BUDGET. This statement is not made to pander to any one group of people, but to all who live in Tamarac. This system was put into effect by the former MAYOR NORMAN ABRAMOWITZ who is now deceased. HE HAD THE VISION to foresee this need and I believe that we need this system now more than ever. 3 d Another way to preserve the system and enable the City to pay for it, once again, I suggest WE SERIOUSLY CONSIDER ENACTING THE UTILITY TAX. I know no one likes taxes, but we must have a bus system and therefore, we have to find a way to pay for it. Having said all that, I feel WE NEED A SPECIAL TOWN HALL MEETING in our Community Center to allow our fellow citizens to voice their opinions and suggestions as to how we may be able to save this much needed system. THIS SHOULD OCCUR IN THE FIRST TWO WEEKS OF SEPTEMBER so that we may be able to adjust the budget wherever possible. I call upon all citizens to heed this call. Thank you. M