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HomeMy WebLinkAbout2002-08-26 - City Commission Workshop Meeting MinutesCITY OF TAMARAC CITY COMMISSION WORKSHOP MEETING MONDAY, AUGUST 26, 2002 CALL TO ORDER: Mayor Schreiber called the Workshop Meeting of the City Commission to order on Monday, August 26, 2002, at 9:30 a.m. in Room 105 of Tamarac City Hall, 7525 NW 88t" Avenue, Tamarac, Florida. PRESENT: Mayor Joe Schreiber, Vice Mayor Edward C. Portner, Commissioner Gertrude Mishkin, Commissioner Marc L. Sultanof and Commissioner Karen L. Roberts. ALSO PRESENT: City Manager Jeffrey L. Miller, City Attorney Mitchell S. Kraft, Assistant City Manager Michael C. Cernech, and City Clerk Marion Swenson. 1. AUGUST 28, 2002 AGENDA ITEMS: a. Item No. 6(d). AGREEMENT - STREET LIGHT MAINTENANCE: (TR9830) Authorizing the removal of six (6) existing street lights along Pine Island Road from Commercial Boulevard north approximately one thousand six hundred (1,600) feet; authorizing the installation of eleven (11) street lights in the same location by Broward County; authorizing the appropriate City Officials to enter into an agreement with Broward County assigning maintenance of said street lights to the City of Tamarac. Project Manager Amber D'Amato gave a presentation. Mayor Schreiber questioned maintenance costs and Project Manager D'Amato said the cost of the additional lights would be approximately $200 per year. Public Works Director Verma spoke about maintenance and said the average total cost for each pole is about $12.00-$15.00 per month, depending on the location. Tamarac pays $75.00 per hour to an outside contractor to replace bulbs, and it would not be cost effective for us to do this ourselves. Vice Mayor Portner asked if we maintain other street lights in the City, and if the lights from the turnpike to Rock Island Road on the north side of the road are ours. Project Manager D'Amato said we maintain lights all over the city and Public Works Director Verma said he would check on ownership of the lights in question. Commissioner Mishkin verified the number of lights involved. b. Item No. 6(e). AGREEMENT WITH ARBOR CARE FOR TREE MANAGEMENT SERVICES: (TR9847) Executing an agreement with Environmental Services, Inc., d/b/a Arbor Care for providing tree management services at the City of Tamarac Water Treatment Plant utilizing Cooper City's Bid #96-8 effective through September 30, 2002; authorizing an expenditure of funds in an amount not to exceed $30,571. Utilities Director Gagnon gave a presentation. Water Plant Superintendent Harvey said 80-85 trees would be cut down and 107-110 trees would be topped and elevated around the water plant. Mayor Schreiber questioned the total cost of the job and Water Plant Superintendent Harvey said $30,571.00. Vice Mayor Portner asked if the trimming and cutting of trees would prevent youngsters from jumping over the fence and Utilities Director Gagnon said it would address security issues. Commissioner Roberts asked if the trees are on city property, and if so, why we needed permission from the golf course and the residents for trimming. Utilities Director Gagnon said customers living there like the barrier created by the trees, and the city addressed the issue as a courtesy. August 26, 2002 City Commission Workshop 1 C. Item No. 60) STATE OF FLORIDA DIVISION OF CULTURAL AFFAIRS CHALLENGE GRANT: (TR9867) Seeking grant funding from the State of Florida Cultural Affairs Challenge Grant Program in the amount of $10,000 with a city match of $10,000 to provide a series of cultural program presentations at the Tamarac Community Center. Parks and Recreation Director Kathleen Margoles gave a presentation. Vice Mayor Portner asked if the cultural themes had been decided upon yet, and Parks and Recreation Director Margoles said for the purposes of the grant the following themes were identified: Chinese, Middle East, Irish, African/Caribbean, and Polynesian. d. Item No. 7. TAMARAC STORMWATER MANAGEMENT FEES: (TR9854) Motion to approve Resolution modifying the fees applicable to the Tamarac Stormwater Management Utility as established. Public Works Director Raj Verma gave a presentation. Mayor Schreiber suggested notifying the public of the reasoning behind the increase, and making them aware it is not just for canals. Commissioner Roberts said the residents of Heathgate/Sunflower are thrilled with the results of the harvester. Commissioner Roberts said she understands the need for the $2.00 per month increase, but questioned the language in Section 3 of the Resolution, "per acre or fraction thereof'. Public Works Director Verma explained this is vacant land. Commissioner Roberts also questioned Section 4 of the Resolution, "a fee for processing of a petition for appeal of discontinuance of utility service", and said this is an extreme increase. Commissioner Sultanof asked who the vacant land belongs to and Public Works Director Verma said it is privately owned. Vice Mayor Partner said the increase in fees will generate $970,000, and asked what the actual costs are going to be. Public Works Director Verma explained the monies will fund the programs and projects identified, including replacement of stormwater pumps. Vice Mayor Portner spoke of available money in Tallahassee for Stormwater projects, and asked how that would affect this increase. Public Works Director Verma said regardless of what happens in Tallahassee, the increase will stand. Commissioner Roberts left the room at 10:10 a.m. and returned at 10:13 a.m. Vice Mayor Portner questioned item 6(f) on the consent agenda and asked how we are going to recoup the costs. ASSESSMENT ROLL - NORTH SECTION 7: (TR9864) Approving an assessment roll for the North Section 7 Assessment Area, establishing the lien associated therewith; directing that the assessment rolls be certified to the Broward County Tax Collector. Support Services Manager Wilder said it is an annual assessment over five years, and this is year four of five. Vice Mayor Portner questioned item 6(g) on the consent agenda, in particular language in paragraph 4 of the staff memo "allows the purchasing officer to procure, without following purchasing procedures, ... ". SOUTHEAST FLORIDA GOVERNMENTAL PURCHASING COOPERATIVE - PURCHASE OF ST. AUGUSTINE/FLORITAM SOD: (TR9845) Utilizing the Broward Community College contract Number 200-001 issued on behalf of the Southeast Florida Governmental Purchasing Cooperative; authorizing the purchase of St. Augustine/Floritam sod in an amount not to exceed $90,000; authorizing budget transfers required for proper accounting procedures. City Attorney Kraft explained that the code provides for alternatives to bids and proposals, such as piggy -backing onto another city's August 26, 2002 City Commission Workshop 2 bid. Project Manager D'Amato said the resolution authorizes the purchase through a purchasing co-op, not a piggy -back onto a bid. Vice Mayor Portner questioned the difference between the two and Purchasing/Contracts Manager Flurry explained. Vice Mayor Portner questioned item 6(k) on the consent agenda, in particular the language "matching funds are encouraged, but not required. U.S. DEPARTMENT OF HEALTH AND HUMAN SERVICES — HEALTHY VISION 2010 GRANT: (TR9868) Seeking grant funding from the U.S. Department of Health and Human Services in the amount of $10,000 to sponsor vision -related health programs at the Tamarac Community Center. Assistant to the City Manager Phillips gave a presentation and explained that we will use staff time and existing programs, which are already in our budget, as matching funds. Mayor Schreiber questioned item 6(c) on the consent agenda, and asked why we are agreeing to the encroachment. UTILITY EASEMENT ENCROACHMENT AND HOLD HARMLESS AGREEMENT — ANDREW T. MEDDERS: (TR9862) Executing a Utility Easement Encroachment and Hold Harmless Agreement with Andrew T. Medders for landscaping to be placed within utility easements located at 9417 NW 72 Court, Tamarac, FL 33321; authorizing and directing the City Clerk to record said agreement in the public records of Broward County. Assistant Director of Utilities Doherty explained that while it is a public utility easement, there are no utilities the ground at present. The hold harmless agreement provides that if, at a later date, there is a need to place utility lines in the ground, the shrubs will be removed at the property owner's expense, and the encroachment and hold harmless agreement runs with the land. Mayor Schreiber questioned item 6(h) on the consent agenda, in particular whether the city must accept the property. QUIT CLAIM DEED — BROWARD COUNTY: (TR9859) Accepting a Quit Claim Deed from Broward County, Florida, of county -owned property, located in Tamarac, Florida, acquired by the county by virtue of the property being delinquent ad valorem tax payments lands. City Attorney Kraft explained the city already has the property and the resolution establishes a paper trail. Mayor Schreiber questioned item 6(m) on the consent agenda, in particular offsite access. SUPPLEMENTAL AGREEMENT - FIRST UNION NATIONAL BANK: (TR9870) Executing a supplemental agreement to the existing agreement between the City of Tamarac and First Union National Bank as authorized by City of Tamarac Resolution 2001-289, for First Connect® AssetVision Services. Assistant City Manager Cernech explained this allows certain employees who have access to the system to work from a remote location in the event of a power failure. Mayor Schreiber called for a recess at 10:25 a.m. and reconvened the meeting at 10:40 a.m. with all present as before. 2. DISCUSSION — SISTER CITIES PROGRAM: Assistant City Manager Michael C. C6mech explained the staff needs direction from the Commissioners to formalize and further its relationship with Fatsa, Turkey. Staff has been in contact with Sister Cities International, which is a very good resource for cities entering into these relationships, and we have been advised it is important to identify the goals for both Fatsa and Tamarac, as August 26, 2002 City Commission Workshop 3 well as what each city would each like to achieve from this relationship. A formal communication from Mayor Schreiber to the Mayor of Fatsa is needed, delegating a staff member as a point contact. Assistant City Manager Cernech suggested IT Director Sucuoglu to be the city's direct point of contact, as he is from Turkey, knows the customs and speaks the language. Mayor Schreiber said 95% of interaction with sister cities is social and cultural, and very little is for economic benefit. It is a good will exchange. Mayor Schreiber spoke about the trips to Fatsa and their representatives' visit here, and said he did not think it was a good idea to send employees to Fatsa. Mayor Schreiber suggested checking with Ft. Lauderdale to see what we can learn from their experience with sister cities, and added that we need to slow down. Assistant City Manager Cernech said when the budget was proposed for FY03 it was felt that it would fund two trips annually for us and also allow for visitors from Fatsa to come here twice during the year. Tamarac has already had an exchange and interaction between the chief elected officials, and now it is important to solidify the relationship. Commissioner Sultanof said three neighboring cities have established relationships with Turkey and he is interested in knowing about their programs. Assistant City Manager Cernech said that will be researched; this is new ground for all of us, and we will be talking to the neighboring cities who have ties with Turkey. Commissioner Sultanof said he is interested in first hand knowledge; Sister Cities International is too broad. Commissioner Roberts said that Lauderhill's Commissioner Mirsky went to Turkey with officials from Lauderhill and Sunrise, but Tamarac needs to slow down and make sure of protocol. When the delegates from Turkey arrived last time, staff had short notice and went out of their way to do everything possible to accommodate the International visitors, and she does not want that to happen again. Commissioner Roberts said she is disturbed about the visitors attending the Lauderhill meeting, and not attending ours. Plus, a proclamation was presented to the Lauderhill delegates at the meeting, but not to the Tamarac visitors. Vice Mayor Portner said his trip to Turkey was strictly business and he works very hard for Tamarac. Mayor Schreiber said this meeting is to identify procedures to follow from here on forward. Another meeting will have to be set up as soon as possible so staff and the commission can develop ground rules. Commissioner Roberts said she wants staff to check with other cities to see how they handle the sister cities program. Mayor Schreiber asked to have that information brought back to the next meeting where this is discussed, so we can profit and benefit from the relationship. Vice Mayor Portner asked whether we could or could not send personnel to a foreign country and City Manager Miller said we could but only at the direction of the commission. Also, we need to be sure staff is agreeable. Mayor Schreiber moved out of the regular order of business to take up item 4 on the agenda. 4. DISCUSSION — CITY'S POLICY ON USER FEES FOR CITY FACILITIES: Vice Mayor Portner said members of the American Legion have a problem getting a space for their meetings and paying user fees. Vice Mayor Portner asked if there is a minimum of 4 hours to use any room in the Tamarac Community Center, and Parks and Recreation Director Margoles said there is not a minimum. It can be either by contract, or there is an hourly rate which varies depending on the size of the facility. The rate for one room in the Recreation Center is $18.00 per hour; for the Community Center the rate is $30.00 per hour. Vice Mayor Portner asked if the $18.00 fee has ever been waived, and Parks and August 26, 2002 City Commission Workshop 4 Recreation Director Margoles said we have not waived any fees; the commission discussed this issue several months ago and decided not to waive the fees for this group. Vice Mayor Portner said the group's meeting lasts for 2 hours and they cannot afford the fee. Commissioner Roberts said if we waive the fee for this group, we will need to do it for other groups. Many times other rooms can be used, for example, the popular library, Heartlands of Tamarac, University Hospital; the group needs to check these out. Vice Mayor Portner said he did not feel the group needed to check around every month for a room; they did a lot for this country and we should understand their plight. Commissioner Mishkin said since money has been allotted for the Sister Cities Program, she felt we could find money for the American Legion. Mayor Schreiber said if we do this for the American Legion, we need to do it for everybody. Commissioner Sultanof said he had suggested that as the liaison to the Veterans' Committee, he would find a room outside City facilities for the American Legion to use for meetings, but that has not been explored. They may want to consider changing their meeting days or times. Mayor Schreiber asked how much revenue is derived from various organizations meeting in our facilities, and Parks and Recreation Director Margoles said she would find out. Mayor Schreiber suggested instead of them paying up front for their contract, they could pay monthly, and Parks and Recreation Director Margoles said that has been suggested. Roman Williams, Post Adjutant, Post 265 spoke about other rooms the group has used in the past, and said the Legion is very active in Tamarac and has done everything the commission suggested. Mayor Schreiber asked if they are eligible for the same funding the city provides to other charitable organizations and City Attorney Kraft said if they are a 501(c)(3) organization, yes. Post Adjutant Williams said the American Legion is looking for a permanent home. Mayor Schreiber suggested building a facility at Veterans' Park where all Veterans' Organizations could meet; the commission could provide funding as we do for other charities, to pay the rental wherever the Legion meets, and in the meantime, develop a veterans' meeting hall in conjunction with Parks and Recreation. Commissioner Sultanof said he would like to give the American Legion relief until a plan is formulated. Vice Mayor Portner said funding the activities takes away the dignity of the organization. City Manager Miller said the budget would have to be amended to include the American Legion in the charitable groups for $500.00 for the year. Mayor Schreiber asked for an expression of interest and Commissioner Sultanof, Commissioner Mishkin, Commissioner Roberts and Mayor Schreiber said yes. Vice Mayor Portner said no. Commissioner Sultanof said he would look for a meeting place for September. 3. DISCUSSION - PIONEER DAYS 2002 NOMINATION: Assistant to the City Manager Diane Phillips gave a presentation and asked the Commissioners to name a Pioneer for this year. Mayor Schreiber wanted to know why Tamarac has not been invited to host the Pioneer Days celebration, and suggested Carl Alper, Lou Sohn and Wally Coghlin as possible Pioneers. Commissioner Roberts suggested Helen Massaro, but Vice Mayor Portner said he believed she no longer resided in Tamarac. Commissioner Sultanof suggested contacting Tina Celentano. Assistant to the City Manager Phillips said the information came in while the Commissioners were on vacation, and a nominee needs to be named by the end of this week. Commissioner Sultanof suggested Herb Hayes. Mayor Schreiber asked for an expression of interest, and all agreed on Herb Hayes. August 26, 2002 City Commission Workshop 5 Vice Mayor Portner said he attended another city's commission meeting this month, and was impressed by their civility to each other. Vice Mayor Portner suggested any commissioner who requests a proclamation be allowed to read the proclamation or join the mayor in presenting it, and he would also like to see the voting sequence changed, giving everyone a chance to vote last. Mayor Schreiber said it is the privilege of the mayor as an executive officer of the city to vote last. Commissioner Sultanof said he would like to see all the commissioners included in presentation of employee service awards. Mayor Schreiber said he has no objection to including the commissioners in presentations of proclamations or employee service awards. Commissioner Sultanof said changing the voting sequence does not detract from the mayor's position, and regarding civility, this commission is better than any commission before it. Asked for an expression of interest to change the voting sequence, Commissioner Roberts said no, Commissioners Sultanof and Mishkin said further discussion is needed, Vice Mayor Partner said yes, and Mayor Schreiber said no. Mayor Schreiber agreed the commissioners are entitled to participate in presentations of awards and proclamations. There being no further business to come before the City Commission, Mayor Schreiber adjourned the workshop meeting at 11:40 a.m. Marion Swenson, CMC City Clerk LJ 1 August 26, 2002 City Commission Workshop 6