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HomeMy WebLinkAbout2002-10-21 - City Commission Workshop Meeting MinutesCITY OF TAMARAC CITY COMMISSION WORKSHOP MEETING MONDAY, OCTOBER 21, 2002 CALL TO ORDER: Mayor Schreiber called the Workshop Meeting of the City Commission to order on Monday, October 21, 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. Partner, 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. OCTOBER 23 2002 AGENDA ITEMS: a. Item No, 7. AMENDING CHAPTER 2 OF THE CODE — PROVIDING FOR PROCEDURES TO FILL VACANCIES ON BOARDS AND COMMITTEES: (TO1984) Motion to adopt Ordinance on first reading amending Chapter 2 of the Tamarac Code entitled "Administration", Article II "City Commission", Section 2-31, entitled "Appointed boards, commissions, committees to elect chairman, vice-chairman; absenteeism of members"; providing for procedures to fill vacancies; providing for codification. City Clerk Swenson gave a presentation and explained this is consistent with the Strategic Plan and Tamarac 2003, streamlining processes. b. Item No. 6(f), AETNA US HEALTHCARE HEALTH INSURANCE: (TR9932) Renewing the coverage for the city's health insurance program with Aetna US Healthcare for the plan year effective January 1, 2003; providing for premium rates and plan design changes; providing for the continuation of the current cost allocation of the health insurance premium between the city and employees; providing for a waiver reimbursement maximum; approving the appropriate budgetary transfer of funds. Human Resources Director Maria Swanson gave a presentation and explained the increase in insurance costs, co -pays and suggested changes to waivers and flexible benefits. Human Resources Director Swanson said employees should be encouraged to be selective in their use of urgent care over emergency room care as long as the emergency is not traumatic. Vice Mayor Partner said the anticipated rate increase was 46% but the negotiated increase is 26%, and asked where the excess money would go. Human Resources Director Swanson said the premium reductions for health insurance would offset the dental insurance costs, and that the savings could not be determined in full until after open enrollment when employees select their health plans; our current projections assume everyone will choose the same plan they currently have. Human Resources Director Swanson also stated that the savings did not just represent savings to the City, but to employees, as the revised rates reduced their out-of-pocket October 21, 2002 City Commission Workshop 1 Revised October 23, 2002 premiums. Commissioner Mishkin spoke about several hospitals closing their maternity wards. C. Item No. 8. AMENDING CHAPTER 6 ARTICLE V OF THE TAMARAC CODE — "PURCHASING PROCEDURES": (TO1933) Motion to adopt Ordinance on first reading amending Tamarac Code, Chapter 6, "Finance and Taxation," Article V "Purchasing Procedures, Section 6-146, Scope of Purchasing Authority," amending Purchasing and Contracts Manager's authority to execute contracts, g a reements and other instruments increasing amount from $10,000 to $30,000; amending Section 6- 151, "Exception to bid and proposal requirements", clarifying non-competitive items by adding services, to include specialized consulting or contracted services, and amending Purchasing and Contracts Manager's authority to execute agreements, increasing amount from $10,000 to $30,000 before commission action is required; and providing for codification. Assistant City Manager Cernech said this amendment is in harmony with the Strategic Plan and Tamarac 2003, streamlining processes; code revisions brought forward today and in the future affects every department. The improved process will allow Tamarac to remain forward moving, and is vital to maintain the current pace of operations. Purchasing/Contracts Manager Lynda Flurry gave a presentation. Mayor Schreiber asked who would have approval authority and Purchasing/Contracts Manager Flurry replied the City Manager. Commissioner Roberts said she is concerned about inclusion of specialized consulting contracts, and Purchasing/Contracts Manager Flurry assured the Commissioners that certain contracts would still be brought before the Mayor and Commission for approval. There was discussion about change orders and Assistant City Manager Cernech said change orders would be brought before the Commission. Commissioner Sultanof said it should be incumbent upon the City Manager to keep the Commissioners advised about items that are of specific concern to them. City Manager Miller said the Commission would be advised of anything that is not in the budget. Mayor Schreiber asked for an expression of interest and Vice Mayor Portner, Commissioner Mishkin and Commissioner Sultanof voiced their approval. Vice Mayor Portner questioned item 6(c) on the agenda; the decrease in the cost of insurance. METLIFE LIFE INSURANCE: (TR9930) Approving the renewal of basic life insurance and accidental death & dismemberment coverage with Metropolitan Life Insurance Company at a reduced premium for basic life insurance and accidental death & dismemberment insurance coverage effective January 1, 2003; providing for the continuation of the existing cost allocation of the basic life insurance and accidental death & dismemberment insurance premium between the city and employees; approving the appropriate budgetary transfers of funds. Human Resources Director Swanson explained the reduction is based on her negotiations with the company. Mayor Schreiber spoke about the reduction of the property insurance rates, and Human Resources Director Swanson explained this was due to the increased deductible. Vice Mayor Portner questioned the 6 month extension in item 6(e). EXTENSION OF TEMPORARY MODEL SALES PERMIT — CENTEX HOMES: (TR9935) Extending a October 21, 2002 City Commission Workshop 2 Revised October 23, 2002 temporary model sales permit for a six (6) month period ending April 24, 2003, for the Southgate Village Project located at 8700 Southgate Boulevard. City Clerk Swenson explained the developer needed the signs for an additional 6 months. Vice Mayor Portner asked about the use of copper in item 6(i). PURCHASE OF WATER METER FITTINGS AND WATER LINE ACCESSORIES: (TR9945) Utilizing the City of Deerfield Beach Bid Number 2000-01/08, entitled "Water Meter Fittings and Water Line Accessories" issued on behalf of the Southeast Florida Governmental Purchasing Group; authorizing the purchase of water meter fittings and water line accessories in an amount not to exceed $60,000; approving funding from the appropriate Utilities Operational account. Utilities Director Gagnon explained that the code requires certain materials, but he anticipates amending the code to eliminate reference to materials and instead refer to the Utilities Materials Design Manual. There was discussion about PVC, polyethylene and copper. Commissioner Roberts asked why the code was not revised prior to this project, and Assistant Utilities Director Doherty said an ordinance would be brought to the Commission at the next meeting. Commissioner Roberts said the S.A.F.E. Program was her suggestion, and asked, in reference to item 6(k) what is normally done with the phones. PROJECT S.A.F.E DONATION: (TR9937) Supporting the Project S.A.F.E. Program; providing for a donation of cellular phone equipment to the Project S.A.F.E. Program. IT Director Sucuoglu said this is the City's first experience with phones being retired. Mayor Schreiber asked why they are retired, and IT Director Sucuoglu said the battery life becomes shortened and it is more expensive to replace the batteries than the phones. Vice Mayor Portner asked about the number of PC's being replaced and the cost in item 6(m). PURCHASE OF REPLACEMENT PERSONAL COMPUTERS AND PRINTERS: (TR9928) Purchasing replacement personal computers (PCs) and printers utilizing state of Florida Contract #250-000-03-1; authorizing an expenditure in an amount not to exceed $48,000. IT Director Sucuoglu said $48,000 was budgeted (20 personal computers and 20 printers). Vice Mayor Partner asked what is done with the old computers and IT Director Sucuoglu said some are given to employees who did not have computers, and some are used for replacement parts. 2. DISCUSSION RE: FINDINGS OF THE GEOTECHNICAL INVESTIGATION — EDGEWATER CANAL BANK COLLAPSE: Public Works Director Raj Verma introduced Ed Miguens, Professional Services Industries (PSI). Public Works Director Verma gave a presentation and said the localized failure of the limestone was caused by the wash out of the sandy soil. Public Works Director Verma discussed the alternatives based on the consultant's findings. Commissioner Sultanof asked who the developer of this community was, and Mr. Arico, Edgewater resident, replied it was Handler. Commissioner Sultanof spoke about use of a recycled material instead of concrete. Mayor Schreiber said according to the consultant's report, the city is not responsible for the collapse. Public Works Director Verma said the community has to decide whether to reestablish the slope or build a sea wall. Marvin Sobel, resident of October 21, 2002 City Commission Workshop 3 Revised October 23, 2002 Edgewater said he is of the opinion it is erosion that caused the collapse. Roxanne Cabuzzio, Edgewater resident, asked for confirmation of the cause of the collapse. Mr. Miguens said the stability analysis spoke to the safety factors. Public Works Director Verma said a copy of the final report would be forthcoming. Elaine Portner, Edgewater resident said it is the developer who is responsible. Ms. Cabuzzio said the crevice is now overgrown and poses a danger; she asked what the city could do to insure the safety of the area until the issues were resolved. City Attorney Kraft said based on Public Works Director Verma's presentation, this is private property and there is limited liability on Tamarac's part. Mayor Schreiber moved out of the regular order of business to take up Item #4. Mayor Schreiber explained that the Commission has a previous commitment, so he suggested recessing the meeting at approximately 11:45 a.m. and reconvening at 2:00 p.m. 4. DISCUSSION - UPDATE ON WESTWOOD PIGGING OPERATION: Utilities Director Ray Gagnon discussed the pigging operation and said it was a success. In the weeks immediately following the pigging, due to discoloration of the water, credits were given to homeowners for filters. There have been only four complaints in the last three months; three were from the same person. Chlorine residuals are up 3%, turbidity is now 81 % better than before the cleaning, and the water color is 37% better than before cleaning. There has been a significant fire flow increase and no water pressure complaints. This is not a permanent fix, and the department is still investigating lining and replacement of the pipes. Commissioner Roberts asked what the recurring complaint is, and Operations Manager Scott London reported water color in the filter. Mayor Schreiber asked how this could be resolved, and Utilities Director Gagnon said it is customer perception. Commissioner Sultanof asked if the resident who had trouble with her tile has had her problems resolved, and Operations Manager London said a stain remover was given to homeowners. 5. DISCUSSION — CANCELLATION OF DECEMBER 23 COMMISSION WORKSHOP AND DECEMBER 25 COMMISSION MEETING: Assistant to the City Manager Diane Phillips asked for direction from the Commission, and Mayor Schreiber asked if there would be a problem eliminating those meetings. City Manager Miller said there would be no problem. All were in favor of canceling the Commission workshop of December 23 and the Commission meeting of December 25. Due to the time, Commissioner Roberts asked if Item 7 could be discussed. 7. DISCUSSION -- SENIOR HOMESTEAD EXEMPTION: Commissioner Roberts said she would like the commission to consider a $5,000 senior homestead exemption. City Manager Miller said staff had done some preliminary figuring, without the inclusion of William Markham's figures. Assistant City Manager Cernech explained the figures were computed to include a five year period, taking into account various exemptions, starting at $5,000 and going to $25,000. Assistant City Manager Cernech said the impact to Tamarac at $5,000 would be $70,000, based on the tax appraiser's estimate. October 21, 2002 City Commission Workshop 4 Revised October 23, 2002 If that is accurate, it can be absorbed into the 2004 budget. As the amount of the exemption increases, so does the impact on the budget. Mayor Schreiber said the appraiser advised him that the County approved about 2,800 homes in Tamarac. Commissioner Sultanof said he is in favor of the $5,000 exemption, but would like to see the tax appraiser's figures. Vice Mayor Partner said he would like to hear how the City Manager intends to find money to reimburse the city. City Manager Miller said he would try to make it revenue neutral and adjust the fees accordingly, for example an addition to the millage rate or fire rescue fee. Mayor Schreiber recessed the workshop meeting at 11:40 a.m., and advised the meeting would reconvene at 2:00 p.m. Mayor Schreiber reconvened the workshop meeting at 2:00 p.m., with all present as before. 3. DISCUSSION — ENHANCEMENT OF CANAL MAINTENANCE PROGRAM: Public Works Director Raj Verma said there are issues with residents regarding maintenance of canals, and recommended the Mayor and Commission authorize an extension of the lease of the harvester until the new equipment arrives, possibly sometime in January. The estimated cost is $45,000. Public Works Director Verma said 3,500 grass eating carp would be introduced into the system, and they would be bought using a piggyback bid. Public Works Director Verma explained most of the complaints were from Kings Point, and it boils down to a level of service demanded by the residents. Mayor Schreiber said the harvester is helpful but the residents expect the canals to be cleaned to the edge and the machinery cannot get in that close. The residents of Kings Point anticipate hiring a company to do the work. There was discussion about cost to the city; a discussion of the company that did the work for the Woodlands ensued, and problems the Woodlands experienced with the company. Vice Mayor Portner said he is extremely irritated that the Mainlands is being bypassed and said the entire city, east and west, should be taken care of, not only Kings Point. Stormwater Supervisor Wes Tipton said weeds were treated chemically in the Mainlands, and the dead weeds float to the surface. Public Works Director Verma explained that two entities could not be responsible for cleaning canals at the same time and a decision would have to be made whether the Kings Point community wanted to hire a private company or not. Mayor Schreiber said there is a benefit to hiring a private company as it takes the responsibility off the city. Commissioners Sultanof and Mishkin said lawn waste should not be thrown into the canals. Public Works Director Verma said he received the Prospect Road agreement from the county and it is being processed for approval. Public Works Director Verma reported that the Broward County Mosquito Control District advised him they do not consider the area of treatment a breeding ground for mosquitoes. If the Mayor and Commissioners are agreeable to extending the lease for the harvester until the city's equipment arrives, he will have a resolution ready for Wednesday's meeting. There was no opposition to Public Works Director Verma's request. October 21, 2002 City Commission Workshop 5 Revised October 23, 2002 6. DISCUSSION — ACQUISITION OF MONTEREY GOLF COURSE PROPERTY: Assistant City Manager Michael Cernech gave a presentation and explained the various alternatives available to the city regarding purchase of the golf course. Assistant City Manager Cernech said it still must be determined whether there are deed restrictions associated with the property and whether the $2 million grant from Broward County can be transferred to the golf course purchase. Parks Superintendent Lance Moll explained the amenities being considered should this property be purchased by the city and turned into a park. Additionally, meetings would have to be held with the residents of the neighborhood to determine their preference in keeping the property a golf course or turning it into a park. Commissioner Roberts suggested keeping part of the property a nine hole golf course, and turning the rest into a park. Assistant City Manager Cernech said if the commission were interested, staff would look into the golf course scenario, deed restrictions and the possibility of the County allowing us to move the money. Vice Mayor Partner asked about an option on the property. City Manager Miller said this is an alternative, but first we must make sure the options we are considering are possible. Assistant City Manager Cernech said since he did not hear significant opposition to any of the options, he would pursue and report back at the next workshop. 8. DISCUSSION — CITY COMMISSION PROCEDURES: City Manager Miller said several weeks ago the Commission asked staff to look at the resolution regarding commission policies and procedures and determine any differences between what we are doing now and what the resolution prescribes. Staff identified several differences. Assistant to the City Manager Phillips said there are some sequence differences; the Commission and staff reports appear on the agenda prior to the legislation, but the resolution provides that the reports take place after the legislation is considered. Commissioner Sultanof recommended the Mayor designate the pledge rotationally to each of the Commissioners. Mayor Schreiber was in agreement. Commissioner Sultanof suggested the Mayor give his report to set the tone for the meeting, then hear commission reports, City Attorney and City Manager reports and after that, public participation. Commissioner Sultanof added that the City Attorney is the parliamentarian and interprets Roberts Rules of Order. Commissioner Sultanof spoke about page 5 of Resolution R97-303, item 7(c) and (e), no limit to commissioners' ability to speak. Commissioner Roberts said she is concerned about the mayor giving his report first. Mayor Schreiber said he has no objection to that. Vice Mayor Portner spoke about page 11 of the resolution item 9.2, and asked to revise to a voice vote followed by a roll call. Mayor Schreiber said he is opposed to that, and according to Roberts Rules of Order the presiding officer votes last. Mayor Schreiber said by taking this away from him it diminishes his office. Commissioner Sultanof asked for clarification, and City Attorney Kraft said Roberts Rules was developed a long time ago, and it states the presiding officer votes last. Roberts Rules does not speak to demeaning the office. It is interpretation. Commissioner Sultanof said the commission feels the Mayor should be the voting delegate for the city. Votes should not be political, but should be made for the good of the city. Commissioner Roberts said voting last all the time allows the Mayor to grandstand. There was discussion about changing the October 21, 2002 City Commission Workshop 6 Revised October 23, 2002 1 voting sequence so the Mayor does not always vote last. Mayor Schreiber said if it would make the commissioners happy he would agree. Mayor Schreiber asked when the changes would take affect, and City Attorney Kraft said a resolution would need to be approved. There being no further business to come before the City Commission, Mayor Schreiber adjourned the workshop meeting at 3:25 p.m. / r MARION S NSON, CIVIC CITY CLERK October 21, 2002 City Commission Workshop 7 Revised October 23, 2002