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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 November 22, 2004 City Commission Workshop Page 1 of 6 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 November 22, 2004 City Commission Workshop Page 2 of 6 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- November 22, 2004 City Commission Workshop Page 3 of 6 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 November 22, 2004 City Commission Workshop Page 4 of 6 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. November 22, 2004 City Commission Workshop Page 5 of 6 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 1 November 22, 2004 City Commission Workshop Page 6 of 6