HomeMy WebLinkAbout2000-10-10 - City Commission Workshop Meeting MinutesCITY OF TAMARAC
NOTICE OF WORKSHOP MEETING
CITY COMMISSION OF TAMARAC, FLORIDA
CALL TO ORDER: Mayor Schreiber called the Workshop Meeting of the City
Commission to order on Tuesday, October 10, 2000, at 9:30 a.m. in Room 105 of
Tamarac City Hall, 7525 NW 88t" Avenue, Tamarac, Florida.
PRESENT: Mayor Joe Schreiber, Vice Mayor Karen L. Roberts, Commissioner Edward
C. Portner, and Commissioner Marc L. Sultanof.
ABSENT AND EXCUSED FOR CAUSE: Commissioner Larry Mishkin.
ALSO PRESENT: City Manager Jeffrey L. Miller, Assistant City Manager Tim
Hemstreet, Assistant City Attorney Vanessa T. Steinerts, and City Clerk Marion
Swenson,
City Manager Miller said Tamarac has been awarded the Florida Committee's Trust
Grant, which will reimburse Tamarac $258,000 (40% of the purchase price) for McNab
Park. City Manager Miller congratulated and thanked all who worked on this project.
Commissioner Sultanof asked whether Tamarac would still be entitled to anything under
the new bond issue for parks and recreation, and Special Projects Coordinator Phillips
responded. Lobbyist Mitch Ceasar thanked area legislators Campbell and Ritter for
their assistance on the project.
OCTOBER 11. 2000 AGENDA ITEMS:
a. Item #9(m), RENEWAL OF YEARLY AGREEMENT WITH CITY LOBBYIST:
(TR9169) Executing an agreement between the City of Tamarac and Mitchell Ceasar for
lobbying services; approving budget transfers. After discussion there was an
expression of interest among the Commission to move forward with an increase of
$400.00 per month for Mr. Ceasar. Mr. Ceasar thanked the Commission and said
Special Projects Coordinator Phillips has done a very good job. Mayor Schreiber
agreed.
b. Item #10, CITY OF TAMARAC'S VOTING DELEGATE TO THE NATIONAL
LEAGUE OF CITIES' ANNUAL BUSINESS MEETING: (TR9167) Appointing
as the City of Tamarac's voting delegate to the National League of
Cities' Annual Business Meeting at the Congress of Cities in Boston, Massachusetts;
appointing as first alternate delegate and as the
second alternate delegate to the National League of Cities' Annual Business Meeting at
the Congress of Cities in Boston, Massachusetts; directing the City Clerk to send a copy
of this resolution to the National League of Cities. Assistant to the City Manager Kristin
McKew gave a presentation. Commissioner Sultanof nominated Mayor Schreiber to
serve as the Voting Delegate and Commissioner Portner to serve as the Alternate
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October 10, 2000
Voting Delegate. Vice Mayor Roberts agreed with the nominations and Mayor
Schreiber and Commissioner Portner accepted the nominations.
City Manager Miller said Items 9(f) and 9(g) on the regular Commission agenda of
October 11, 2000 would be tabled.
Vice Mayor Roberts questioned whether there were any other cost factors in Item 9(h)
on the regular agenda. Item 9(h), EXTENSION OF LEASE FOR BUILDING
DEPARTMENT - TAMARAC TOWN SQUARE SHOPPING CENTER: (TR9150).
Executing a first lease amendment agreement between the City of Tamarac and IRT
Property Company to extend the current lease for an additional period of two (2) years
for the Building Department office space for an annual amount not to exceed
$65,000.00 which includes base rent, taxes, insurance and common area maintenance
fees. Ken McIntyre, Administrative Services Manager for the Building Department said
there were no other cost factors. There was discussion about moving the Building
Department back to City Hall, and Commissioner Sultanof asked about the cost to build
a facility on the land behind the BSO building. City Manager Miller said it would cost
between $1.5 and $2 million. Mayor Schreiber asked how many square feet the
building department encompasses at the shopping center and Ken McIntyre said about
4,000. There was discussion about housing the Building Department in a trailer. City
Manager Miller said the shopping center is a short-term solution, and we should be able
to build something within two years. There was discussion about the reason for
extending the lease, and Assistant City Manager Hemstreet explained it was due to
capping the Common Area Maintenance (CAM) and the rent. Commissioner Sultanof
suggested more negotiations with the landlord, and Vice Mayor Roberts asked to have
this looked into because she did not want to revisit this issue again in two years.
Commissioner Portner recommended approval at this time, and asked that the City
Manager and Building Department create plans for a new Building Department facility
within the next two years. Mayor Schreiber recommended that the legislative delegation
put a bill together to limit and cap the CAM.
Vice Mayor Roberts asked, regarding Item 9(i) on the regular agenda, where the
document centre would be located. Item 9(i), LEASE OF XEROX DOCUMENT
CENTRE: (TR9083) Authorizing issuance of a Purchase Order to lease a DC470SDX
Digital Copier/Printer with network scanning capabilities from Xerox Corporation, for a
period of thirty-six (36) months at a cost of $1,910.44 per month; utilizing Putnam
County Bid #97-2. City Clerk Swenson said it would be in the City Clerk's offices.
Mayor Schreiber asked about the lease figures for three and four years, and Wanda
Stewart, Xerox Sales Associate responded. There was discussion about purchase
versus lease, and Purchasing/Contracts Manager Flurry said that government agencies
tend to lease rather than purchase, and explained there is flexibility in a lease
agreement with regard to buy-outs. Vice Mayor Roberts asked about contingencies in
the event of a power failure, and Ms. Stewart said Xerox is self insured and would
replace the equipment.
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Mayor Schreiber asked whether the contract in item 90) on the regular agenda
precludes using another vendor. Item 90), RENEWAL OF RFP 98-20R - OFFICE
DEPOT: (TR9155) Approving a one year renewal of RFP #98-20R entitled "Office
Supplies" issued to Office Depot on behalf of the Broward Governmental Cooperative
Purchasing Group. Purchasing/Contracts Manager Flurry gave a presentation.
Mayor Schreiber questioned the contract and increased cost in Item 9(k) on the regular
agenda. Item 9(k), AWARD OF BID #01-02B FURNISH DELIVER AND DISCHARGE
OF QUICKLIME: (TR9156) Awarding Bid #01-02B entitled "Furnish, Deliver and
Discharge of Quicklime" for a period of one year with four additional one year options to
renew, issued on behalf of the Broward County Governmental Cooperative Purchasing
Group to Chemical Lime Company; authorizing the appropriate City officials to execute
an agreement with Chemical Lime Company as part of said award.
Purchasing/Contracts Manager Flurry gave a presentation.
2. CITY OF TAMARAC QUARTERLY MANAGEMENT REPORT: Management
and Budget Officer John Ralston gave a presentation. Commissioner Portner asked
whether Tamarac gets any portion of the money BSO collects from seizures, asked
about cost allocation adjustment, the vacated position in the City Clerk's office, and fund
equities. Assistant City Manager Hemstreet responded. Commissioner Portner asked
about the physical inventory dollar amount, and Assistant City Manager Hemstreet said
he would get the figures to Commissioner Portner. Commissioner Portner questioned
the meaning of paperless society, and City Clerk Swenson responded. Assistant City
Manager Hemstreet said the City Clerk's office has made great strides in the use of
technology (use of e-mail and new computer software) in transmitting documents.
Commissioner Portner questioned fees regarding liens, and Community Development
Director King responded. Commissioner Portner asked about the $5 million in grants,
and Special Projects Coordinator Phillips explained that this number reflects some
grants that have been acquired but not yet processed. Commissioner Portner
questioned the actual v. budgeted amount in the stormwater program, and Management
and Budget Officer Ralston explained that this budget item has not yet been expended.
Mayor Schreiber asked for a definition of "unreserved", whether the monies could be
used for other programs, and questioned the Fire Rescue Fund. Assistant City
Manager Hemstreet responded.
Mayor Schreiber called for a recess at 11:10 a.m. The Workshop Meeting of the City
Commission reconvened at 11:20 a.m. with all present as before.
3. CHARTER CHANGE CAMPAIGN: Public Information Officer Moore gave a
presentation. Mayor Schreiber asked what the cost was for the campaign and Public
Information Officer Moore said $12,500, with 1/3 of that representing postage.
Commissioner Sultanof said the November 7 ballot very large and he wants people to
know that they should go through the entire ballot and not stop at the federal and state
items. Public Information Officer Moore said he has contacted the media and is doing
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everything possible to get that information to the public. Commissioner Partner said he
would like to see Mayor Schreiber and Commissioner Sultanof at the next meeting(s) of
the Democratic Clubs to get the information to their constituents.
4. DISCUSSION OF USER FEES — PARKS AND RECREATION DEPARTMENT
AND SOCIAL SERVICE FACILITIES AND SERVICES: Discussion of establishment of
user fees for the Parks and Recreation Department Facilities and services at the
Tamarac Community Center and Tamarac Park locations, as well as City transportation
services, effective Fiscal Year 2001. Recreation Superintendent Greg Warner gave a
presentation. Vice Mayor Roberts questioned the lower fees for the Senior Center
Program, and Recreation Superintendent Warner said the City is passing on the
savings of lower administrative costs. Mayor Schreiber questioned the 80% paid to
instructors, and Recreation Superintendent Warner said this is standard across the
board. Commissioner Portner asked if there is a personal trainer at the fitness center
and Recreation Superintendent Warner said they are facility attendants, not personal
trainers. Vice Mayor Roberts asked about the deluxe membership, and Mayor
Schreiber asked what documentation is needed for room rentals. Recreation
Superintendent Warner responded. Vice Mayor Roberts expressed concern about
doubling the room rental fees, and Recreation Superintendent Warner said comparison
studies were done for rooms of the same size. There was discussion of the hourly rates
and proposed increase in some of the fees, as well as discussion about fees for the
para-transit system, fitness center, and fees for Tamarac employees to use the facilities.
Mayor Schreiber, Vice Mayor Roberts Commissioner Portner and Commissioner
Sultanof agreed that Tamarac employees should be charged a fee. Vice Mayor Roberts
felt the proposed para-transit fee of $1.00 each way was excessive and suggested
$1.00 round trip or a flat yearly fee. Commissioner Sultanof said $1.00 round trip is
more palatable. There was discussion about the kitchen facilities in the Community
Center and the caterer's suggestion to provide a kitchen for the facility. Mayor
Schreiber asked if this was legal and proper, and Commissioner Sultanof asked how
Sunrise handles this. Commissioner Portner asked the City Manager and Legal
department to draft a contract for the Commission's review, and City Manager Miller
suggested user fees be placed on the next workshop agenda for discussion and also on
the October 25, 2000 regular agenda.
The Commission moved out of the regular order of business on the agenda to discuss
Item Number 6 on the workshop agenda.
6. KIDS VOTING BROWARD — REQUEST FOR VOLUNTEERS FOR
NOVEMBER 7, 2000 ELECTION: City Clerk Swenson gave a presentation.
Commissioner Portner and Vice Mayor Roberts said they would volunteer to be present
at the polls on November 7, 2000 to assist the students in voting. Commissioner
Sultanof asked to be notified when the training is scheduled to take place, and asked
whether staff would be able to volunteer.
7. DISCUSSION OF ADDITIONAL SENIOR HOMESTEAD EXEMPTION:
Commissioner Sultanof said he would like the Commission to give consideration to the
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additional senior homestead exemption for Tamarac. There was discussion about the
amount of money this may entail for Tamarac, and Commissioner Portner said he would
like to see the legislature close the loopholes in this law. Vice Mayor Roberts asked
how many Broward County cities offer the additional senior homestead exemption, and
Commissioner Sultanof said nine. Vice Mayor Roberts said she does not support the
law as it stands now, but if the legislature closes the loopholes, she would then support
it. Commissioner Portner agreed with Vice Mayor Roberts. Mayor Schreiber said the
Commission could pass a resolution urging the State Legislature to close the loopholes.
Commissioner Portner asked for a copy of the Bill.
5. CITY GOVERNMENT WEEK_ - OCTOBER 22-28, 2000 AND CITY
_GOVERNMENT DAY - OCTOBER 23, 2000: Public Information Officer Moore gave a
presentation. Vice Mayor Roberts said she would be out of town on October 23ra
8. DISCUSSION OF COMMISSION VOTING SEQUENCE: Commissioner Portner
suggested rotating the voting order so that the Chair does not always vote last.
Assistant City Attorney Steinerts said the rules of order passed in 1997 provide that the
Chair of a meeting always votes last, and Mayor Schreiber agreed. Commissioner
Sultanof said that rotating the votes would not affect the authority of the Mayor and
asked Assistant City Attorney Steinerts to look into what transpired prior to 1997.
Commissioner Portner said he would like a sign on the Community Center building, and
City Manager Miller said he would look into it.
Commissioner Sultanof left the workshop meeting at 12:43 p.m.
Mayor Schreiber mentioned the resignation of Henry Rohr from the Consumer Affairs
Committee, and City Manager Miller said he is aware of the resignation and it would be
processed through the City Clerk's office.
There being no further business to come before the Commission, Mayor Schreiber
adjourned the workshop meeting at 12:45 p.m.
Marion Swenson, CMC
City Clerk
City Commission Workshop Meeting
October 10, 2000
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