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HomeMy WebLinkAbout2006-08-21 - City Commission Workshop Meeting MinutesCITY OF TAMARAC CITY COMMISSION WORKSHOP MEETING MOND", AUGUST 21, 2006 CALL TO ORDER: Mayor Flansbaum-Talabisco called the Workshop Meeting of the City Commission to order on Monday, August 21, 2006, at 9:30 a.m. in Room 105 of Tamarac City Hall, 7525 NW 88"' Avenue, Tamarac, Florida. PRESENT: Mayor Beth Flansbaum-Talabisco, Vice Mayor Edward C. Portner, Commissioner Patte Atkins -Grad, Commissioner Marc L. Sultanof, and Commissioner Harry Dressler. ALSO PRESENT: City Manager Jeffrey L. Miller, Deputy City Manager Michael C. Cernech, Assistant City Attorney Julie Klahr, and City Clerk Marion Swenson. Mayor Flansbaum-Talabisco led the pledge of allegiance. 1. AUGUST 23, 2006 AGENDA ITEMS: a. Item No. 60). REQUEST FOR IN -KIND SUPPORT AND WAIVER OF ALL FEES — TASTE OF TAMARAC EVENT: (TR11018) Approving request 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 21, 2006, 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, Chamber of Commerce Executive Director Vicki Reid, and Wally Siegel, Chairman of the Parks and Recreation Board and Taste of Tamarac Day appeared. Director of Parks and Recreation Warner gave a presentation. Vice Mayor Portner suggested the cost for BSO security be included in the waiver. Commissioner Dressler said he is liaison to the Parks and Recreation Board and the Taste of Tamarac has become quite an event; aside from the City's support of the small business community, the publicity for the event has exceeded the City's boundaries. Commissioner Atkins -Grad said she was an exhibitor last year and this is a fabulous event. Mayor Flansbaum-Talabisco questioned the hours for the bus service and Director of Parks and Recreation Warner said there is sufficient time to get people in and out, and the bus service will end when everyone is transported out of the facility. Mayor Flansbaum-Talabisco asked for an expression of interest to include the cost of BSO in the waiver and all were in agreement. b. Item No. 6(g). ORGANIZATIONAL AND MANAGEMENT DEVELOPMENT SERVICES AGREEMENT: (TR11024) Awarding RFP. No. 06-1OR to and authorizing the appropriate city officials to execute an agreement with Philip Centonze for the provision of Organizational and Management Development Consulting Services to the City of Tamarac for a one year period at a cost not to exceed $75,000, providing for two additional one year renewals. Assistant City Manager Phillips, Purchasing/Contracts Manager Glatz, Management Analyst Hughes, and Philip Centonze appeared. Assistant City Manager Phillips gave a presentation on HPO and the Sterling initiative, August 21, 2006 City Commission Workshop Page 1 of 9 discussed the RFP, outlined the needs of the City of Tamarac and spoke of Mr. Centonze's qualifications and experience. Management Analyst Hughes spoke of the Sterling Committee, focus groups and the criteria teams. Commissioner Sultanof expressed concern about the number of employees involved in the committees and whether the daily work is still being accomplished. Assistant City Manager Phillips explained this is the most prestigious award a government can win in Florida, however it is more about the process and we are looking at ways to change how business is done in Tamarac so we can become more efficient; the award is secondary. Commissioner Sultanof spoke of dovetailing good government with the Sterling award. Vice Mayor Portner questioned measuring criteria and Mr. Centonze spoke of the various categories of Sterling, how the approaches and results align, and comparisons with cities of similar size. Vice Mayor Portner said customer service is ethereal, questioned how we measure up to neighboring cities, and asked why there are no commissioners on any of the criteria teams. City Manager Miller explained the process deals with government management theory practices. As leaders, it is the commission's responsibility to set the vision and strategic plan. Administration and staff then takes these activities and molds them into business plans for each department. The purpose of this philosophy is to help the commission achieve its goals. With regard to measuring customer satisfaction, about a year ago the city sent out a citizen survey, and if the City of Tamarac surveys its residents every few years, we will be able to track how people feel about our services and measure our results. Staff will report to the Mayor and City Commission on the status of their vision every quarter or six months as the commission wishes. Commissioner Dressler asked where we are in the current process and questioned each department's method of setting measures and goals. Assistant City Manager Phillips said this is tied to the budget and departments are encouraged to make sure the things they measure are indicative of the level of success the department is eager to attain relative to the strategic plan. Commissioner Dressler confirmed one of the strategic goals of the Sterling award is to develop a culture in the workplace so all employees understand the process and buy into it and also confirmed there is synergy in the strategic process and goals of the city. Commissioner Dressler said Coral Springs' system is extremely quantitative and questioned whether the City of Tamarac is getting to that level. Commissioner Dressler said he would be satisfied with quarterly reports of no more than two pages consisting of an executive summary of the top 10 performance targets. Commissioner Dressler added he did not see the fiscal impact of this agreement as a cost but rather as an investment. Mayor Flansbaum-Talabisco said she agreed with Commissioner Dressler with regard to the executive summary. Mayor Flansbaum-Talabisco questioned the aggressiveness of the one-year period to attain the Sterling award and expressed concern over undue pressure placed upon staff. Assistant City Manager Phillips explained this is flexible. Vice Mayor Portner spoke of management by fact vs. management by gut and spoke of the book "The 1 % Factor' by John Susskind. Mayor Flansbaum-Talabisco said the commission is 100% behind working toward the Sterling award. C. Item No. 6(b). TAMARAC TOWNCENTER STREET + URBAN DESIGN GFIDE: (TR10992) Adopting the findings of the "Tamarac Towncenter Street + Urban Design Guide" document (Case No. 2-MI-06). Director of Community Development King, August 21, 2006 City Commission Workshop Page 2 of 9 Planning and Zoning Manager Ross and Russell Moore, RMPK Group, Inc. appeared. Mayor Flansbaum-Talabisco said Director of Community Development King's move to Fairfax County, VA is Tamarac's loss and asked him to return to Tamarac to see the project when it is completed. Director of Community Development King said this project has been several years in the making and incorporation of the design guide will make things simpler for developers. The comprehensive book will be adopted by reference into the Tamarac Code. Mr. Moore gave a presentation on the design guide. Commissioner Atkins -Grad said this is very exciting and asked when ground will be broken. Director of Community Development King said staff is working on a CIP along Phase 1 from Pine Island Road west to 94th Avenue and work should start within the year. Commissioner Sultanof spoke of City Place and Mizner Park and confirmed we will have parking accommodations, stores and residences, bike paths and a walkover on Pine Island Road going to 94t" Avenue, and added funding has already been received for the walkover. Director of Community Development King said the first Main Street project will come before the Mayor and City Commission at Wednesday's meeting. Vice Mayor Portner questioned 'parking NIC', number of floors for a 60' building, height restrictions next to existing residential communities, pedestrian distance between property line and end of building, setbacks, and percentage of retail space. Mr. Moore said NIC means not in contract. Director of Community Development King said 60' translates to 5 stories but it will be up to the individual developer and could be a six story building depending on the type of use and height needed per floor. We are looking for continuity with existing residential units. Commercial uses are allowed for on the 1S floor. Vice Mayor Portner suggested greening of the buildings in order to make the area more unique. Mayor Flansbaum-Talabisco agreed that greening is important and asked staff to look into it and come back to the Mayor and City Commission with some ideas. Vice Mayor Portner suggested a French Quarter look for the buildings and spoke of the signage and asked whether it could be different than the rest of the city, in conjunction with the style of the buildings. Vice Mayor Portner questioned the street lights and Director of Community Development King said these are the lights that Centex is required to use. Commissioner Sultanof said he would like not to see monument signs and said he is concerned about having gardens on rooftops; he needs more information about this. Commissioner Dressler said he concurs with Mayor Flansbaum-Talabisco as to greening and there are many sub -tropical plants that can be considered. Commissioner Dressler asked for recommendations and alternatives from staff. Commissioner Dressler said Mediterranean style is overdone in South Florida and he would like this project to be distinctive. There is a glaring deficiency of entertainment in Tamarac and Commissioner Dressler questioned Economic Development's efforts to proactively market for entertainment in this downtown project. Director of Community Development King said Economic Development has been very proactive, and in order for the project to be successful it must be diverse. Mayor Flansbaum-Talabisco asked how Commercial Boulevard would look when the project is started and Director of Community Development King said architectural elements would be on both Commercial Boulevard and 57t" Street. Mayor Flansbaum-Talabisco asked if mature trees are specified as part of the landscaping and Director of Community Development King said it is not in the code but it can be looked into and addressed. Mayor Flansbaum-Talabisco suggested some elements in the design guide be incorporated August 21, 2006 City Commission Workshop Page 3 of 9 throughout the city. Commissioner Dressler said parking and fronting Commercial Boulevard must be addressed. Mayor Flansbaum-Talabisco called for a recess at 11:25 a.m. and reconvened the workshop meeting at 11:40 a.m. with all present as before. d. Item No. 6(c). ALLOCATION OF FLEX UNITS — MAIN STREET VILLAGE PROJECT: (TR11016) Allocating one -hundred twenty (120) flexibility units to the Main Street Village Project zoned MXD (Mixed -Use District) comprising approximately 5.36+/- acres and located between NW 915t Avenue and NW 94th Avenue, north of Commercial Boulevard and south of NW 57th Street within the City of Tamarac, Broward County, Florida (Case No. 12-MI-06). Director of Community Development King and Planning and Zoning Manager Ross appeared. Planning and Zoning Manager Ross gave a presentation and Commissioner Sultanof asked where the residential units are located. Director of Community Development King gave the location and said the first floor will be commercial, second floor is a parking garage, and from the third floor up there will be residences. Mayor Flansbaum-Talabisco questioned the name of the project and Director of Community Development King said this project will be called Main Street Village. e. Item No. 6(e). ACCEPTING THE STATE HOUSING INITIATIVES PARTNERSHIP (SHIP) PROGR AM BUDGET: (TR11021) Accepting the State of ., Florida's State Housing Initiatives Partnership (SHIP) Program budget in the amount of $541,572.00 by accepting the Fiscal Year 2006-2007 allocation of the program funds to be utilized according to the City's Local Housing Assistance Plan and Housing Delivery Goals Chart; appropriating said funds including any and all subsequent budgetary transfers in accordance with proper accounting standards. Director of Community Development King introduced Housing Administrator Bauldree. Mayor Flansbaum-Talabisco passed the gavel to Vice Mayor Portner and left the room at 11:45 a.m. Housing Administrator Bauldree gave a presentation. Commissioner Sultanof asked if there is still a roster and Housing Administrator Bauldree said staff is going through the list to see if people are still interested. Mayor Flansbaum-Talabisco returned at 11:50 a.m. and retrieved the gavel. Commissioner Sultanof asked if house painting in included in this program and Director of Community Development King said this is for structural rehabilitation; it is up to the resident to purchase and repaint their own homes. If they can not afford the paint, the County has a program offering free paint. Roof problems can be addressed through the Community Development Department. Commissioner Dressler asked to what extent these funds are applied to high priority areas such as Vanguard Village and Southgate Gardens. Director of Community Development King said the funds can be geared to these applicants; the city met with these residents and put them in touch with the August 21, 2006 City Commission Workshop Page 4 of 9 1 County CRA who is taking their applications. Commissioner Dressler confirmed Tamarac's Social Services Division is making efforts to educate people regarding available funding should they qualify. Director of Community Development King said the individuals in Vanguard Village and Southgate Gardens are emergency related and funds are earmarked for them by the City. Our waiting list has dwindled over the last eight months to 100 and this is a manageable amount of people. In the future we may run ads for very low and low income families to apply. Commissioner Dressler asked if we would run a bi-lingual ad and Director of Community Development King said we would. Vice Mayor Portner asked how allocations are made to cities and Director of Community Development King said through doe stamps, and added that Tamarac is an entitlement city. f. Item No. 6(i). CONVEYANCE OF REAL PROPERTY — CITY PARK DEVELOPMENT: (TR11015) Accepting a conveyance of real property, lands commonly known as parcel A portion of parcel "A" of the "Bruce Plat", according to the plat thereof as recorded in Plat Book 135, Page 11 of the public records of Broward County, Florida, to secure land to facilitate the development of a City park (Case No. 11-MI-06). Director of Community Development King and Planning and Zoning Manager Ross appeared. Director of Community Development King said there are city wells on the property owned by Prestige Homes, which the City needs access to in order to maintain. Additionally, residents in homes to the east and north of this project asked for a park to be developed on the property. Commissioner Dressler questioned landscaping previously requested for property fronting University Drive and Director of Community Development King said that has not yet been satisfied; the developer is looking into varying types of vegetation for additional screening. There was discussion regarding palm trees. Vice Mayor Portner asked if there would be an exercise station in the park and Director of Parks and Recreation Warner said the walking path is not that large and an exercise station may not be a good fit. Commissioner Dressler asked to whose advantage is conveyance of the property and Director of Community Development King said the City is trying to acquire more open space and address concerns from the residents, as well as beautify University Drive. Additionally, our water wells are on the property. Commissioner Sultanof said since the water wells are on the property, the city must protect them. Commissioner Atkins -Grad said this is a good opportunity to go along with the start of the theme for Main Street and bring that theme throughout the city. Mayor Flansbaum-Talabisco said she, as well as Commissioner Dressler, has received numerous calls regarding University Landings and the City will do what it can as soon as possible to make this less problematic. Additionally, we are not limited to trees; we can use hedges for beautification and privacy. Mayor Flansbaum-Talabisco asked about the time frame and Director of Community Development King said we are looking toward finalizing the landscaping plans and then Public Works will go out for bids; this should be done in the next few months. Mayor Flansbaum-Talabisco asked Director of Community Development King to research flowering plants that would be low maintenance and colorful. August 21, 2006 City Commission Workshop Page 5 of 9 g. Item No. 6(f). AGREEMENT — MASTER PLAN REVIEW OPEN SPACE STUDY AND NEEDS ASSESSMENT UPDATE FOR PARKS RECREATION AND SOCIAL SERVICES MASTER PLAN: (TR11019) Executing an agreement with Glatting, Jackson, Kercher, Anglin, Lopez and Rinehart, Inc., for a Master Plan Review, Open Space Study, and Needs Assessment Update for the City of Tamarac Parks, Recreation and Social Services Master Plan for a total cost not to exceed $40,000.00; approving funding from the appropriate Parks and Recreation account. Director of Parks and Recreation Warner and Purchasing/Contracts Manager Glatz appeared. Director of Parks and Recreation Warner gave a presentation. Commissioner Dressler said prior to his first meeting with Director of Parks and Recreation Warner and the Parks and Recreation Board he asked for a copy of the master plan and it does not contain certain elements, such as changes in demographics of the City and open space. Commissioner Dressler said he hopes these issues will be identified going forward the next five years. Commissioner Dressler said Director of Parks and Recreation Warner and the Parks and Recreation Board have done a great job finding important information that is cost effective. Vice Mayor Portner questioned attachment A, Scope of Service, public kickoff events, and statistical needs assessment. Director of Parks and Recreation Warner spoke of a needs assessment which is different than a citizen satisfaction survey and more specific to the needs of Parks and Recreation. Events will include input from residents, mail outs and surveys, and the statistical data will provide benchmarking information. h. Item No. 6(k). TENEX ENTERPRISES AGREEMENT — McNAB ROAD BEAUTIFICATION PROJECT: (TR11020) Approving the purchase and installation of brick pavers with Tenex Enterprises, Inc., at a cost not to exceed $98,500.00, for the McNab Road Median Beautification Project, utilizing pricing established in the City of Tamarac, Florida contract Bid No. 05-2213; authorizing the City Manager to make necessary additions, deletions or revisions to the work plan pursuant to Section 6-156 of the Code of the City of Tamarac, Florida; authorizing budgetary transfers as necessary for proper accounting purposes. Public Works Director Strain and Purchasing/Contracts Manager Glatz appeared. Public Works Director Strain gave a presentation. Commissioner Sultanof questioned authorization of the City Manager to make necessary revisions and Public Works Director Strain said the City Manager can allow for adjustments to the Purchase Order if the cost goes down. 2. PRESENTATION — WATER AND SEWER UTILITIES A LOOK TO THE FUTURE: Utilities Director Ray Gagnon, Financial Services Director Steve Chapman, Duane Draper, Esq., Bryant, Miller and Olive and Jeff Larson, D. A. Davidson, appeared. Director of Utilities Gagnon gave a presentation. Financial Services Director Chapman spoke of debt payments and defeasance of the 1992 bonds which will free up restricted impact fee revenues to pay off and pay for additional capital. We will save $800,000 in interest costs. Commissioner Dressler asked if there is any way to smooth out by reserve now for later and Financial Services Director Chapman said 2010 borrowing will be 100% impact fees, used to pay debt. By collecting more impact fees today we can lower that number in the future. Commissioner Dressler asked why August 21, 2006 City Commission Workshop Page 6 of 9 we can not borrow now when the rates are low and Financial Services Director Chapman replied there are regulatory prohibitions. Commissioner Dressler said the assumption of CIAC fees from 2014 — 2024 assumes a certain rate of developmental growth that will generate impact fees, and asked how we know we will have that level of impact fees. Director of Utilities Gagnon said these are only projections. Commissioner Dressler said his concern is that with the average age in the city declining, water usage will go up dramatically, and asked if that is factored in; Director of Utilities Gagnon said the utility demand will increase because the population per unit will increase and this is why Tamarac has an aggressive water conservation program. Commissioner Dressler questioned the agreement with the County and asked why we would want to pay for excess capacity. Director of Utilities Gagnon said we have an agreement to purchase our portion of sewer treatment and if they make us purchase 1.5 million gallons per day and we do not use it then we can sell it to surrounding cities. We will not run out of water. With the RO plant we can take brine water out of the ground and make it drinkable. Vice Mayor Portner questioned alternative water supplies and Director of Utilities Gagnon said the Florida aquifer is an alternate water supply. Commissioner Atkins -Grad expressed concern about water conservation and suggested that we put into law the fact that restaurants can not put water on tables unless specifically asked for by customers. Mayor Flansbaum-Talabisco asked for an expression of interest and all agreed. Commissioner Dressler suggested we also talk to surrounding cities for economy of scale regarding recycling water from medians and golf courses. Director of Utilities Gagnon said we can buy reuse credits which would give us the ability to use more fresh water. Mayor Flansbaum-Talabisco said rather than an ordinance which would be hard to enforce, perhaps educating businesses and bringing them into a partnership with the City of Tamarac would be a better way to go. All were in favor. City Manager Miller said he would bring back options to the Mayor and City Commission. Financial Services Director Chapman introduced Duane Draper and Jeff Larson. Financial Services Director Chapman spoke about amending and restating the resolution to the Utility Building. Mr. Draper explained changes to the resolution passed at the last meeting and substituting a source of security and reducing borrowing. This will be more consistent with the 2004 bonds. Mr. Larson spoke of general fund revenues, and the fact that the restating will be a covenant, not a lien. Vice Mayor Portner asked how much the debt will be reduced and Financial Services Director Chapman said several hundred thousand dollars. Mr. Larson said the 1992 and 1996 bonds are archaic. Mr. Larson explained the floating and fixed rates and said on September 13 we will have to make a choice of which type of rate we will use. Commissioner Dressler confirmed defeasing the bonds will have a positive impact on our credit rating. a. Item No. 7. AMENDING AND RESTATING RESOLUTION R-2006-134 — AUTHORIZING ISSUANCE OF A CAPITAL IMPROVEMENT REVENUE NOTE, SERIES 2006: (TR11012) Motion to approve Resolution amending and restating Resolution No. R-2006-134 in its entirety; authorizing the issuance of a Capital Improvement Revenue Note, Series 2006 of the City in the principal amount of not to August 21, 2006 City Commission Workshop Page 7 of 9 exceed $6,000,000 to finance the cost of constructing improvements to the Issuer's Water and Sewer Utility; providing that the Note shall be a limited obligation of the City payable from Non -Ad Valorem Revenues budgeted and appropriated as provided herein; providing for the rights, securities and remedies for the Owner of the Note; making certain covenants and agreements in connection therewith. b. Item No. 8. BOND DEFEASANCE — WATER AND SEWER UTILITY REVENUE REFUNDING BONDS, SERIES 1992: (TR11014) Motion to approve Resolution providing for the use of not to exceed $1,400,000 of legally available revenues and not to exceed $5,500,000 of legally available impact fees, each of which derive from the City of Tamarac, Florida Water and Sewer Utility, to purchase certain federal securities to be deposited in an escrow account for the purpose of legally defeasing and paying the debt service on the City's Water and Sewer Utility Revenue Refunding Bonds, Series 1992; approving the form of and authorizing the execution of an Escrow Deposit Agreement and appointing the Escrow Holder thereunder; authorizing publication of a Notice of Defeasance; authorizing certain other matters in connection therewith. 3. DISCUSSION RE: CITIZEN EDUCATION CAMPAIGN FOR CHARTER CHANGES: Assistant City Attorney Klahr and Public Information Officer Crockett appeared. Assistant City Attorney Klahr said two draft resolutions have been presented to the Mayor and City Commission in order for them to decide whether to educate or advocate for the upcoming Charter Amendment. Florida Statutes provides that if the City wishes to provide information to constituents it needs to be in one of two forms: informative or advocacy. Regardless of which way the Mayor and City Commission decide to go, the new election law requirements state that reporting documents need to be filed and disclosure needs to be made. This is an electioneering communication similar to a PAC. In local government you can communicate or advocate on behalf of a position and allow the constituency to hear your opinion. You must also provide for a budget. The Mayor and City Commission must decide the following: if you want to place the item on the upcoming agenda; which item you desire to place on the agenda; the amount of money you will budget for the campaign. Public Information Officer Crockett said she recommends voter education rather than advocacy. Information will be forthcoming in the October Tam -A -Gram and there will be two separate mailings in September and October explaining impact and cost savings. Mayor Flansbaum- Talabisco said the way to go is informative as she does not want this to appear self- serving. Mayor Flansbaum-Talabisco and Commissioner Dressler said they would like the opportunity to see the information before it gets mailed to residents. City Manager Miller said with the tight campaign schedule the items will be reviewed by the City Attorney and Public Information Officer. Mayor Flansbaum-Talabisco asked for an expression of interest to place the resolution informing the public on Wednesday's agenda with a budgeted amount of $35,000. All were in favor. Vice Mayor Portner said this country has a major obesity problem and he would like to have a resolution drafted similar to a resolution he has seen from another city, requiring all restaurants in the area to agree not to use trans fat oils. Mayor Flansbaum- August 21, 2006 City Commission Workshop Page 8 of 9 1 Talabisco asked City Manager Miller to research this. There being no further business to come before the Mayor and City Commission, Mayor Flansbaum-Talabisco adjourned the workshop meeting at 1:40 p.m. Marion Swenson, CIVIC City Clerk August 21, 2006 City Commission Workshop Page 9of9