HomeMy WebLinkAbout2004-11-22 - City Commission Workshop Meeting MinutesCITY OF TAMARAC
CITY COMMISSION WORKSHOP MEETING
MONDAY, NOVEMBER 22, 2004
CALL TO ORDER. Mayor Schreiber called the Workshop Meeting of the City
Commission to order on Monday, November 22, 2004, at 9:30 a.m. in Room 105 of
Tamarac City Hall, 7525 NW 88t" Avenue, Tamarac, Florida.
PRESENT: Mayor Joe Schreiber, Vice Mayor Marc L. Sultanof, Commissioner Edward
C. Portner, Commissioner Beth Flansbaum-Talabisco, and Commissioner Karen L.
Roberts.
ALSO PRESENT: City Manager Jeffrey L. Miller, Deputy City Manager Michael C.
Cernech, Assistant City Attorney Vanessa T. Steinerts, and City Clerk Marion Swenson.
Mayor Schreiber led the pledge of allegiance.
1. NOVEMBE_R 24, 2004 AGENDA ITEMS:
a. Item No. 6(b). RFP AWARD AND AGREEMENT — DESIGN/BUILD OF
TAMARAC AQUATIC CENTER: (TR10562) Awarding RFP 04-12R and executing an
agreement with Catalfumo Construction, L.L.C. d/b/a Seawood Builders, for the
design/build of the Tamarac Aquatic Center for an amount not to exceed $3,256,682.00;
approving funding in the amount of $3,256,682.00 from the appropriate accounts.
Mayor Schreiber moved out of the regular order of business on the agenda to take up
item 1(b) as the developers had not yet arrived.
b. Item No. 6(c). DESIGNATING ABS PUMPS INC. AS A SOLE SOURCE
PROVIDER FOR PUMPS AND APPURTENANCES UTILIZED AT 43 WASTEWATER
PUMP STATIONS: (TR10581) Designating ABS Pumps, Inc., as a sole source
provider for pumps and appurtenances utilized at 43 City wastewater pump stations,
and authorizing expenditures for the purchase of pumps and appurtenances from ABS
Pumps, Inc., for an amount not to exceed $65,000.00 for the period of November 1,
2004 through September 30, 2005.
C. Item No. 6(d). DESIGNATING SANDERS COMPANY INC. AS A SOLE
SOURCE PROVIDER FOR PUMPS AND APPURTENANCES UTILIZED AT 20
WASTEWATER PUMP STATIONS: (TR10582) Designating Sanders Company, Inc.
as a sole source provider for pumps and appurtenances utilized at 20 City wastewater
pump stations, and authorizing expenditures for the purchase of pumps and
appurtenances from Sanders Company, Inc., for an amount not to exceed $55,000.00
for the period of November 1, 2004 through September 30, 2005. Utilities Director
Gagnon, Operations Manager London, and Purchasing/Contracts Manager Glatz
appeared. Utilities Director Gagnon suggested discussing items 1(b) and 1(c) on the
workshop agenda simultaneously, and gave a presentation on infrastructure
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rehabilitation, and explained how operational costs increase with the age of the
equipment, and scheduled rehabilitation minimizes costs and outages. Utilities Director
Gagnon introduced Operations Manager London, Maintenance Superintendent Lorenz,
and Maintenance Supervisor Jablonka. Mayor Schreiber complimented Utilities Director
Gagnon and his staff for their great work. Vice Mayor Sultanof questioned the life
expectancy of the existing equipment and the anticipated life of the new equipment.
Utilities Director Gagnon said the life span on the equipment is 20 years. Commissioner
Partner questioned the sole source providers and Utilities Director Gagnon explained
we purchase from these vendors to maximize the efficiency of the operation.
Purchasing/Contracts Manager Glatz discussed contracts and benchmarking.
Commissioner Portner asked about ABS stocking the necessary merchandise, and
Utilities Director Gagnon said their distribution center is located in Orange City, which
affords us ready access. Commissioner Portner said he thought we had received
money from Tallahassee for pumps, and questioned the electrical work done in-house.
City Manager Miller said the money Commissioner Portner referred to is for stormwater
pumps, and Utilities Director Gagnon said over the last four years we have redone the
electric in 22 out of 76 wastewater pump stations.
Mayor Schreiber moved back to item 1(a) on the workshop agenda.
a. Item No. 6(b). RFP AWARD AND AGREEMENT — DESIGN/BUILD OF
TAMARAC AQUATIC CENTER: (TR10562) Awarding RFP 04-12R and executing an
agreement with Catalfumo Construction, L.L.C. d/b/a Seawood Builders, for the
design/build of the Tamarac Aquatic Center for an amount not to exceed $3,256,682.00;
approving funding in the amount of $3,256,682.00 from the appropriate accounts. Parks
and Recreation Director Margoles, Purchasing/Contracts Manager Glatz, Betty Masi of
Seawood Builders, and Lawrence DeRose, P.E. of Design Consultants, Inc. appeared.
Parks and Recreation Director Margoles gave a presentation and commended the
members of the negotiating committee which included Assistant Director of Parks and
Recreation Warner, Assistant City Manager Phillips, Community Development Director
King and City Engineer Doherty, as well as herself. Parks and Recreation Director
Margoles also thanked Purchasing/Contracts Manager Glatz and Assistant City
Attorney Steinerts for their assistance in preparing the contract. Mayor Schreiber
questioned the project cost and time frame submitted by Coastal and said the Mayor
and City Commission should have all the information available so they could review and
compare vendors. Lawrence DeRose gave a presentation and explained this is a
qualification based process and after the vendor is selected the price is negotiated.
Vice Mayor Sultanof asked how much money we currently have for the project and how
much is expected from Broward County. Assistant City Manager Phillips reviewed the
amount of money received in the original grant as well as the amount the City set aside
for the project. Assistant City Manager Phillips spoke of land acquisition reimbursement
from Broward County, which would allow us to move forward with Phase II. Mayor
Schreiber said each Broward County Commissioner has an allocation of money that
they can give out; while Broward County Commissioner Lieberman did not give her
money to Tamarac, Broward County Vice -Mayor Graber has $1 million and we are
looking into getting some of that money. Vice -Mayor Sultanof said it would not be good
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to start the project and then have to stop and hold Phase II in abeyance; it is more
important to have everything in one pot. Vice Mayor Sultanof asked if change orders
have been included and Mr. DeRose responded there should be no surprises and no
change orders due to any problems on the part of the contractor. There was discussion
about the length of time to complete the project. and the difference in cost if each phase
were to be done independently of the other. Commissioner Roberts said she met with
Broward County Vice -Mayor Graber Thursday and brought our proposal to him. The
land preservation board approved the parcels and Broward County Vice -Mayor Graber
will bring it to the County Commission on December 7. One parcel is in Broward
County Vice -Mayor Graber's district and one parcel is in Broward County Commissioner
Lieberman's district, so he will discuss it with Commissioner Lieberman. Commissioner
Roberts said Tamarac was very smart to purchase the land first and then request
reimbursement. Commissioner Portner asked if it is possible to move forward with
Phase II even if we don't get the money from the County and before the bond issue
goes to the public in 2006. Deputy City Manager Cernech recommended against
spending perceived or hoped for bond money in advance of having the referendum
approved by the voters. The cost of the project has escalated over the years; if we
don't get the money from the County we have 50 days to resolve the issue.
Commissioner Portner asked about taking $1.3 million out of reserves and Deputy City
Manager Cernech said he did not recommend doing that either. In the CIP we
referenced using money from refunding to complete this project and the Sports
Complex. If there is no funding from Broward County then we will take Phase II and the
Sports project to the voters in 2006. Commissioner Portner said if the pool is built first
and then phase II is built, it will disrupt the area already completed. The way to do it is
all at once, based on deficit. Deputy City Manager Cernech said if the money is not
available we will break the project into two parts and we can live with this operationally.
Commissioner Roberts said we are hopeful we will get $750,000 by the end of the year
and then we can work on the remaining funds needed. Mayor Schreiber asked about
the measurements of the whole design and City Manager Miller said it is about 5 acres.
Ms. Masi said if we need additional days to make a decision on phase II she can offer
more time; also there are sources available for public financing which she can bring
forward if necessary.
d. Item No.8. AMENDING ARTICLE IV OF THE CITY CHARTER — SECTION 4.02
"CITY COMMISSION; ELECTION TERMS AND QUALIFICATIONS" TO INCREASE
TERMS OF OFFICE: (T02070) Motion to adopt Ordinance on first reading amending
Article IV, Section 4.02 of the City Charter, entitled "City commission; election, terms
and qualifications" to increase terms of office for the City's mayor and commissioners
from three-year terms to four-year terms; providing for an implementation date;
providing that if the amendment is approved by a majority of the voters at the March 8,
2005, election, then such amendment shall become a part of the City Charter upon
certification and acceptance of the election results; providing for codification. Assistant
City Attorney Steinerts gave a presentation. Commissioner Flansbaum-Talabisco said
on October 5 she notified everyone that she would be out of town for the Thanksgiving
holiday. These are two very important items that will come before the Commission and
she does not want to miss her vote on Wednesday. Commissioner Flansbaum-
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Talabisco asked for an expression of interest to move Temp Ord. 2070 and Temp Ord.
2071 to the December 8, 2004 commission meeting. Commissioner Roberts asked City
Clerk Swenson if there would be enough time to get the referendum questions on the
ballot if the items were moved to December and City Clerk Swenson said there would
be. Commissioner Roberts agreed it is important for Commissioner Flansbaum-
Talabisco to have a vote on these items since she was the one who brought up
expanding terms. Commissioner Flansbaum-Talabisco said she is in favor of four-year
terms but not in favor of eliminating term limits. There was discussion as to the timing
of the items and Commissioner Roberts said they were brought up before but were not
amenable to the entire commission at that time. Mayor Schreiber asked for an
expression of interest to delay the two ordinances to December and all were in
agreement to defer the items to December 8 and December 22. Vice Mayor Sultanof
spoke about political involvement in making these changes to the charter and said he
did not want staff involved in selling the items to the public. He is not against the people
voting on these two items but he is against the presentation of the items to the public by
staff. Vice Mayor Sultanof spoke of previous discussion of these items, and the fact that
they were to take affect in 2007. Vice Mayor Sultanof also mentioned a statement
made by Mayor Schreiber when he was a commissioner, and the fact that when similar
changes were proposed at that time, Mayor Schreiber did not want to make those
changes. Commissioner Roberts said she was the deciding vote at the last workshop
to bring this before the voters, and she voted yes so the people could have their say.
Mayor Schreiber confirmed that Vice Mayor Sultanof objected to the City Manager
and/or staff getting involved with the presentation of these items to the public, and Vice
Mayor Sultanof added he also objects to a change in the charter at this time, except
what was previously discussed. Commissioner Portner said this was brought up at a
workshop and proposed for 2007, and he was told at that time that it was self
aggrandizing as it would affect Mayor Schreiber and Commissioner Roberts; in
retrospect if they want to run again then the changes can be made effective 2005.
Commissioner Flansbaum-Talabisco added that extending terms to 4 years would be a
cost saving element for the city.
e. Item No. 9. AMENDING ARTICLE IV OF THE CITY CHARTER — SECTION 4.02
"CITY COMMISSION; ELECTION TERMS AND QUALIFICATIONS" TO REMOVE
TERM LIMITS: (TO2071) Motion to adopt Ordinance on first reading amending Article
IV, Section 4.02 of the City Charter, entitled "City commission; election, terms and
qualifications" to remove term limits for mayor and commissioners effective with the
March 8, 2005, municipal election; providing that if the amendment is approved by a
majority of the voters at the March 8, 2005, election, then such amendment shall
become a part of the City Charter upon certification and acceptance of the election
results; providing for codification. All were in agreement to postpone this item until the
December 8, 2004 meeting.
f. Item No. 10. AMENDING CHAPTER 6 OF THE TAMARAC CODE — SECTION
6-156(b)(2). "CHANGE ORDERS": (TO2067) Motion to adopt Ordinance on first
reading amending Tamarac Code Chapter 6 entitled "Finance and Taxation" Article V,
"Purchasing Procedures", Section 6-156(b)(2), "Change Orders" increasing City
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Manager's approval authority for change orders from $10,000 to a maximum of
$30,000; providing for codification. Deputy City Manager/Interim Finance Director
Cernech and Purchasing/Contracts Manager Glatz appeared. Deputy City Manager
Cernech gave a presentation and explained this would be a more efficient way to
conduct business. Commissioner Roberts said she had no problem with the
amendment and asked if staff would notify the Mayor and City Commission of any
change orders that fell within the parameters of the ordinance. Deputy City Manager
Cernech said the Mayor and City Commission would be notified. Mayor Schreiber
questioned whether this would apply to the City Manager only or also to his authorized
designee. Assistant City Attorney Steinerts said the City Manager can designate
someone to act in his absence.
2. DISCUSSION — EARLY VOTING: Commissioner Portner asked if the Supervisor
of Elections would provide early voting for the municipal elections. City Clerk Swenson
replied in the affirmative. Commissioner Portner asked if early voting could be held in
the Tamarac Community Center gymnasium and City Clerk Swenson said the
Supervisor of Elections sets the locations. Commissioner Roberts said at the NW
Council of Mayors' Luncheon this month, Dr. Snipes informed everyone there may be a
county referendum on proposition 4, casinos, and if that happens the county will pick up
a lot of the cost of the elections.
3. DISCUSSION --- PROPOSED REVISIONS TO COMMISSION PROCEDURES:
Commissioner Beth Flansbaum-Talabisco said in order to avoid `Monday morning
surprises', and due to the fact that some items are extremely important, but not included
on the agenda when it is presented to the Mayor and City Commission, she would like
to see something added to the Commission Procedures so the situation can be avoided
in the future. Commissioner Flansbaum-Talabisco cited the term limit and expansion of
terms items that were brought up at the last workshop for discussion. By having
advance notice of items on the agenda it gives everyone the opportunity to do their
research. Commissioner Roberts said if something is brought up and a member would
like more time for research they would only have to say they would like to look into it
further and put the item on the next workshop agenda. This is done many times. Vice
Mayor Sultanof explained sometimes a subject is brought up without anyone knowing
anything about it and if something is going to be requested to be brought up at a
workshop the initiator should allow the City Manager to bring the item forward so the
rest of the commission has an idea what is going to come before them. Commissioner
Flansbaum-Talabisco said the purpose of the agenda is to make the Mayor and City
Commission aware of what is going to be discussed, and the rules are our friends, they
help us to make better decisions, do our jobs and represent the City. Mayor Schreiber
said at times the City Manager comes forward and asks to have something added to the
agenda during the meeting and it is up to the Mayor and City Commission to decide
whether the addition is warranted or not. Commissioners Roberts and Portner added
there is no backup to this particular item so the Mayor and City Commission did not
have any knowledge of what was to be discussed.
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City Manager Miller said he received a letter from Saltz Michelson, the architects for the
24-room addition at Tamarac Elementary School, requesting a postponement of Item
#14 to the December 8 agenda. Mr. Michelson will be out of town and unable to attend
the meeting. Commissioner Flansbaum-Talabisco suggested asking someone else to
appear on Mr. Michelson's behalf.
There being no further business to come before the Mayor and City Commission, Mayor
Schreiber adjourned the meeting at 10:55 a.m.
Marion Swenson, CIVIC
City Clerk
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