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HomeMy WebLinkAbout2008-08-25 - City Commission Workshop Meeting MinutesCITY OF TAMARAC WORKSHOP MEETING MONDAY, AUGUST 25, 2008 CALL TO ORDER: Mayor Flansbaum-Talabisco called the Workshop Meeting of the City Commission to order on Monday, August 25, 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 Patricia Atkins -Grad, and Commissioner Harry Dressler ABSENT: Commissioner Edward C. Portner ALSO PRESENT: City Manager Jeffrey L. Miller, Assistant City Attorney Julie Klahr, Deputy City Manager Michael C. Cernech, and City Clerk Marion Swenson PLEDGE OF ALLEGIANCE LED BY MAYOR FLANSBAUM-TALABISCO: Mayor Flansbaum-Talabisco announced the passing of City Attorney Goren's father, Nathan Goren, over the weekend, and asked everyone to remain standing after the pledge for a moment of silence. Mayor Flansbaum-Talabisco led the pledge of allegiance. 1. AUGUST 27, AGENDA ITEMS: a. Item No. 6(n) on the consent agenda. DESIGNATING WACHOVIA BANK N.A. AS THE CITY DEPOSITORY AND PROVIDER OF BANKING SERVICES: (TR11455) Designating Wachovia Bank, N.A., as the City depository and provider of banking services; and executing an agreement for a period of five (5) years, with an option to renew the agreement for one (1) additional two (2) year period. Financial Services Director Chapman and Purchasing/Contracts Manager Glatz appeared. Financial Services Director Chapman gave a presentation. Mayor Flansbaum-Talabisco noted that Financial Services Director. Chapman rated Commerce Bank #1. Vice Mayor Sultanof said he does not believe in moving away from a business that knows Tamarac's programs. Commissioner Atkins -Grad said she researched Commerce Bank and they are moving a branch into Tamarac; she has not determined whether Wachovia is the right choice for us and she has an appointment today with one of the attorneys representing Commerce Bank. Commissioner Dressler asked Financial Services Director Chapman why he ranked Commerce Bank as No. 1, and Financial Services Director Chapman replied they gave a good pricing structure which put them one point over Wachovia. While he is responsible for all operating banking services he does not deal with the bank on a day to day basis, as Customer Service and Parks and Recreation do, and when the committee spoke as a group they decided that Wachovia was the clear winner at 461 points vs. 438 points for Commerce Bank. Commerce Bank did not provide all the information in the same form as the other three bidders, nor did they give all the information asked for; so they were given the benefit of the doubt in prices on their RFP. Commissioner Dressler said other elements are important besides costs, such as customer service, dealing with staff and the efficiency reporting factors. August 25, 2008 City Commission Workshop Page 1 of 5 Financial Services Director Chapman added Commerce Bank has no references in Florida and we have had a good working relationship with Wachovia. Commissioner Dressler asked if the committee looked at analyst ratings and Financial Services Director Chapman said it is not part of the criteria, as the City's operating account is kept at a minimal balance and it is not an investment account. Mike Hannah, Director of Government Banking for Wachovia spoke of analysts covering Wachovia and said Tamarac will not benefit nor be hurt by an increase or decrease in Wachovia's stock price. Wachovia Bank has an AA rating and S&P AA- rating, which is better than other competition except for Bank of America, and Wachovia Bank is a qualified public funds depository. Mayor Flansbaum-Talabisco said because of previous work experience, she understands what it is like to participate in this process. Many times the underdog will try harder and there is also a lot to be said for familiarity. Mayor Flansbaum- Talabisco questioned the costs and earned interest and asked why the committee did not call other States in which Commerce Bank currently does business. Financial Services Director Chapman responded we looked at what they provided to us; we specifically asked for Florida entities. Mayor Flansbaum-Talabisco asked at what point it would be fair to write other questions down and address them, and Assistant City Attorney Klahr responded when the bid was put out we gave the criteria and can not change mid stream. Mayor Flansbaum-Talabisco asked Financial Services Director Chapman why he ranked Commerce Bank #1 to which he replied he is an equal participant in the committee. The decision was a consolidated group decision. Banking services are very important in the public sector as it affects safety and security. Staff has to have a confidence level in the vendors they use so that if there is a problem it can be fixed immediately and the public funds are never in question. There was only a one point difference between Commerce and Wachovia. Additionally, this committee felt interviews were not necessary. There was discussion regarding an error in the bid documents wherein Commerce Bank stated "Boca Raton" instead of Tamarac. Commissioner Atkins -Grad asked if Boca Raton was contacted and Purchasing/Contracts Manager Glatz said Boca Raton went with Bank of America. Commissioner Atkins -Grad asked if Wachovia Bank would sharpen its pencil and lower the fee. Financial Services Director Chapman said we have negotiated costs in the bid documents. Vice Mayor Sultanof said when we have a company that has performed as well as Wachovia has we should stay with them. Vice Mayor Sultanof left the room at 10:25 a.m. and returned at 10:30 a.m. Mayor Flansbaum-Talabisco thanked everyone for their diligence, and said the contract is for five years, and at any point in the five years, Financial Services Director Chapman and City Manager Miller can come to the Mayor and City Commission for any reason to discuss the contract. Mayor Flansbaum-Talabisco asked if there have been instances when a contract such as this has been split between two depositories and Financial Services Director Chapman explained this is an operating account and there is efficiency in using one bank. Commissioner Atkins -Grad left the room at 10:30 a.m. and returned at 10:35 a.m. August 25, 2008 City Commission Workshop Page 2 of 5 b. Item No. 6(d) on the consent agenda. AGREEMENT FOR MICROFILMING AND DOCUMENT IMAGING SERVICES — DRS GROUP: (TR11447) Approving the purchase of microfilming and document digitizing services from the DRS Group and authorizing the appropriate city officials to execute an agreement utilizing a Greater Orlando Aviation Authority Agreement for a total not to exceed $80,000 annually for an initial period of 24 months effective with the approval of this agreement with three (3) additional one (1) year renewal options; approving funding from the appropriate account. City Clerk Swenson, Purchasing/Contracts Manager Glatz, and Records Coordinator Pabon appeared. City Clerk Swenson gave a presentation and Purchasing/Contracts Manager Glatz said the company has good references. Records Coordinator Pabon added we are looking forward to beginning the process on building department permits and plans. Commissioner Dressler asked that for future reference, under fiscal impact in the staff memos, any difference in costs either up or down between the new and existing agreements be shown. Commissioner Dressler and Mayor Flansbaum-Talabisco complimented Records Coordinator Pabon on the way she handles City records and her outstanding performance. C. Item No. 6(g) on the consent agenda. INSTALLATION OF IMPACT RESISTANT GARAGE DOORS - BID NO.08-16B: (TR11442) Awarding Bid No. 08- 16B and executing an agreement with Door Systems of South Florida for the wind hardening and replacement of the garage doors at Fire Station 41, Fire Station 78, Utilities Building and the Public Works Building in an amount not to exceed $62,471.00 from the appropriate accounts; authorizing budget amendments as needed for proper accounting purposes. Public Works Director Strain and Purchasing/Contracts Manager Glatz appeared. Public Works Director Strain gave a presentation. Vice Mayor Sultanof confirmed this is in the CIP and asked when the project will begin. Public Works Director Strain said since there is a grant involved the City will only pay 25% of the cost and the project will commence as soon as the legislation is approved. Mayor Flansbaum-Talabisco questioned an impact on insurance costs and Public Works Director Strain said any time hardening is done there is an impact on risk. d. Item No. 6(i) on the consent agenda. APPROVAL OF SHIP ANNUAL REPORTS: (TR11454) Approving the annual report for the State Housing Initiative Partnership for FY 2005/2006 and the interim reports for FY 2006/2007 and FY 2007/2008. Community Development Director Bramley and Housing Administrator Bauldree appeared. Community Development Director Bramley gave and presentation and Housing Administrator Bauldree spoke about the reports being a funding source requirement. Commissioner Dressler questioned qualifying criteria and our ability to spend all the funding allotted. Commissioner Atkins -Grad and Mayor Flansbaum- Talabisco asked for a listing of the actual families and houses that benefitted from this program. Housing Administrator Bauldree said that could be mapped out for the Mayor and City Commission. Community Development Director Bramley explained an overview would be presented to the Mayor and City Commission at the September 23 Special Workshop meeting. August 25, 2008 City Commission Workshop Page 3 of 5 e. Item No. 6(I) on the consent agenda. EMS GRANT- COMPUTER (HARDWARE_) EQUIPMENT: (TR11443) Purchasing laptop computers ($29,959.00) and warranty ($2,500.00) from Insight Public Sector in the amount of Thirty Two Thousand Four Hundred Fifty Nine ($32,459.00) Dollars. Fire Chief Budzinski, EMS Division Chief Sheridan, and Purchasing/Contracts Manager Keith Glatz appeared. f. Item No. 6(m) on the consent agenda. EMS GRANT- COMPUTER SOFTWARE: (TR11444) Purchasing Emergency Medical Services (EMS) computer software ($37,750.00), training ($4,800.00) and annual warranty ($4,795.00) from DocuMed Systems International, Inc. in the amount of Forty Seven Thousand Three Hundred Forty Five ($47,345.00) Dollars. Fire Chief Budzinski, EMS Division Chief Sheridan, and Purchasing/Contracts Manager Glatz appeared. Fire Chief Budzinski gave a presentation on items 6(I) and 6(m) as they are companion items. Mayor Flansbaum-Talabisco left the room at 10:40 a.m. and returned at 10:43 a.m. Vice Mayor Sultanof thanked Fire Chief Budzinski and fire staff for their participation during Hillary Clinton's appearance in Tamarac. g. Item No. 6(c) on the consent agenda. FILTER MEDIA REPLACEMENT - PACKAGE FILTERS 5 AND 6: (TR11445) Awarding Bid No. 08-20B to TLC Diversified and execute an agreement between the City of Tamarac and TLC Diversified for an amount of $217,700.00 for the filter media replacement - Package Filters 5 and 6 project located at the Tamarac Utilities Water Treatment Plant site; approving funding for this project from the appropriate utilities operational accounts; and authorizing the appropriate city officials to administer the contract. Utilities Director Gagnon, Assistant Director of Utilities Moore and Purchasing/Contracts Manager Glatz appeared. Director of Utilities Gagnon gave a presentation and Vice Mayor Sultanof confirmed funding is from the operating account. Mayor Flansbaum-Talabisco confirmed several years ago a cutaway model of the filter was brought before the Mayor and City Commission. Commissioner Dressler asked if Tamarac tests its water for arsenic and Water Plant Superintendent Harvey responded in the affirmative and added levels of arsenic are below detectable levels. h. Item No. 60) on the consent agenda. SUPPORTING THE FLORIDA FOREVER PROGRAM: (TR11446) Supporting the Florida Forever Program; urging the reauthorization of and continued funding for the Florida Forever Program or a successor program; directing City Clerk to transmit a copy of this resolution to the Broward League of Cities, the Florida League of Mayors and such other agencies as may be necessary. Mayor Flansbaum-Talabisco and Assistant City Attorney Klahr appeared. Mayor Flansbaum-Talabisco said this has been a State supported for a long time and the resolution calls for continued support. Assistant City Attorney Klahr explained the program is scheduled to sunset in 2010, and Tamarac's resolution requests the State to continue funding this program or a successor program past the sunset date. Vice Mayor Sultanof said the Broward League of Cities is on board with this resolution. August 25, 2008 City Commission Workshop Page 4 of 5 i. Item No. 6(k) on the consent agenda. URGING 2009 FLORIDA LEGISLATURE TO EQUALIZE FUNDING BASED ON POPULATION: (TR11451) Urging the 2009 Florida Legislature to equalize funding based on population to provide each region of Florida, including South Florida, its fair share of state funding. Mayor Flansbaum- Talabisco and Assistant City Attorney Klahr appeared. Mayor Flansbaum-Talabisco said South Florida provides more money to the State legislature than we get in return, and we are asking them to review this situation. Assistant City Attorney Klahr added South Florida subsidizes other areas in the State and we would like the money to come back to this area. While there is growing disparity, the legislative delegation is aware of the issue. Mayor Flansbaum-Talabisco said Wednesday morning Senator Ring is scheduled to appear at the Commission meeting and the Mayor and City Commission can question him at that time. j. Item No. 6(b) on the consent agenda. SUPPORTING MOTHERS AGAINST PREDATORS: (TR11452) Expressing support of the activities of Mothers Against Predators (MAP), a group of parents, political leaders, and law enforcement representatives who strive to protect children against online predators and urging all Broward County Municipalities to support MAP. Commissioner Atkins -Grad and Assistant City Manager Phillips appeared. Assistant City Manager Phillips gave a presentation. Vice Mayor Sultanof said there are no sexual predators living in Tamarac. Assistant City Manager Phillips replied Tamarac passed an ordinance regulating sexual predators in Tamarac, but this resolution is to regulate correspondence through the internet. Commissioner Atkins -Grad said this is a big concern; she is involved in the schools and sees firsthand this frightening situation. Commissioner Atkins -Grad said she does not want to take a chance on Tamarac children, or children in other areas having problems. Mayor Flansbaum-Talabisco said last week Commissioner Atkins - Grad received a mailing from Congresswoman Wasserman -Schultz, who along with Senator Biden is presenting legislation on the federal level via the Protect Our Children Act. Mayor Flansbaum-Talabisco said she would like City Manager Miller to draft a letter for the Mayor and City Commission's signatures, to be sent to Congresswoman Wasserman -Schultz and Senator Biden with a copy of Tamarac's resolution and detailing Commissioner Atkins-Grad's work on this new committee. Additionally, Mayor Flansbaum-Talabisco said she would like to see all Broward Cities receive a copy of the resolution; she believes Tamarac is the first city to pass such a resolution. On September 2 there Congresswoman Wasserman -Schultz will attend a meeting at Attux Middle School in Hollywood, and Mayor Flansbaum-Talabisco said she would like Assistant City Manager Phillips to notify Congresswoman Wasserman -Schultz that Commissioner Atkins -Grad will be in attendance. Commissioner Dressler added a copy of the resolution should also be forwarded to Bill O'Reilly. There being no further business to come before the Mayor and City Commission, Mayor Flansbaum-Talabisco adjourned the workshop meeting at 10:55 a.m. ,l Marion Swenson,'CMC City Clerk August 25, 2008 City Commission Workshop Page 5 of 5