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HomeMy WebLinkAbout2003-11-24 - City Commission Workshop Meeting MinutesCITY OF TAMARAC CITY COMMISSION WORKSHOP MEETING MONDAY, NOVEMBER 24, 2003 CALL TO ORDER: Mayor Schreiber called the Workshop Meeting of the City Commission to order on Monday, November 24, 2003, at 9:30 a.m. in Room 105 of Tamarac City Hall, 7525 NW 88th Avenue, Tamarac, Florida. PRESENT: Mayor Joe Schreiber, Vice Mayor Karen L. Roberts, Commissioner Edward C. Partner, Commissioner Beth Flansbaum-Talabisco, and Commissioner Marc L. Sultanof. ALSO PRESENT: City Manager Jeffrey L. Miller, City Attorney Mitchell S. Kraft, Assistant City Manager Michael C. Cernech, and City Clerk Marion Swenson. PLEDGE OF ALLEGIANCE LED BY MAYOR SCHREIBER: 1. NOVEMBER 26, 2003 AGENDA ITEMS: a. Item No. 6(b). AGREEMENT-7 _ FINANCIAL ADVISORY SERVICES FOR PROPOSED UTILITIES REVENUE _BOND: (TR10269) Awarding RFP 03-26R, "Underwriting and Financial Advisory Services", to and executing the Agreement for Professional Services with Kirkpatrick Pettis Smith & Polian Inc., for Financial Advisory services, in an amount not to exceed fifteen thousand dollars ($15,000), in conjunction with the proposed issuance of Utilities Revenue Bonds. Finance Director Dona Newman said items 1(a) and 1(b) are related regarding the bond financing for stormwater and utility projects discussed during this year's budget sessions. Finance Director Newman gave a presentation on the selection process. Mayor Schreiber spoke about his concern regarding Kirkpatrick Pettis not carrying liability insurance, and Finance Director Newman said Kirkpatrick Pettis is heavily capitalized and they have a good reputation. Additionally, they have been in business a long time and are a national company. Finance Director Newman said she feels certain they will live up to their obligations. The company has significant assets exceeding the $1 million insurance that was required. Commissioner Portner questioned reimbursible expenses, and Finance Director Newman explained these would be out of pocket expenses for the firm. Commissioner Portner questioned language in the accompanying letter regarding the Risk Manager's experience, and Risk/Safety Manager Tomaszewski explained she has no bond experience. Commissioner Portner asked if Risk/Safety Manager Tomaszewski is part of the finance team associated with the bonds, and Finance Director Newman said Risk/Safety Manager Tomaszewski is not. Mayor Schreiber asked if the insurance requirement was included in the RFP. Finance Director Newman responded the company has over $22 million in assets which would amply cover them instead of the $1 million insurance policy. Commissioner Sultanof confirmed that the company said in response to the RFP that they were self -insured. November 24, 2003 City Commission Workshop 1 b. Item No. 6(c). AGREEMENT — UNDERWRITING SERVICES FOR PROPOSED UTILITIES REVENUE BOND: (TR10270) Awarding RFP 03-26R, "Underwriting and Financial Advisory Services", to and executing an agreement with William R. Hough & Co., for underwriting services, in an amount not to exceed Four Dollars and Fifty -Five Cents ($4.55) per one thousand dollar ($1,000) bond issued, in conjunction with the proposed issuance of Utilities Revenue Bonds. This item was included as part of the discussion with item 1(a) above. C. Item No. 6(d). DEBT MANAGEMENT POLICY: (TR10284) Adopting a Debt Management Policy. Finance Director Dona Newman said the City of Tamarac's finances are stable and our debt position is conservative. Finance Director Newman gave a presentation and reviewed City's current debt position (citywide, general fund, and utilities), and citywide debt service (general fund debt service and utilities debt service). Finance Director Newman said the proposed policy does not suggest changes in the way we do business; it documents past practices. Finance Director Newman explained the different types of debt, the method of sale of bonds, and spoke of the financing team which consists of bond counsel, disclosure counsel, underwriter, financial advisor and city staff. Finance Director Newman said a debt management policy is a benefit to the city because adoption of a policy at the commission level affords us a higher credit rating and lower interest costs. Commissioner Sultanof said in the past it has been the desire of residents to purchase bonds and asked how the public is enticed to purchase bonds. Finance Director Newman said the team goes to New York to get ratings and bids on insurance, not to sell bonds. If the bonds are to be offered for sale to residents, that needs to be communicated to the underwriters. Commissioner Sultanof asked if the bonds were advertised and Finance Director Newman said they were. Jeff Larson, Senior Vice President, Regional Manager, Kirkpatrick Pettis, said bonds are offered in preliminary statements and on the Internet one or two weeks before the bonds are placed. They can be advertised in a local newspaper and be made available for local residents. Bonds have individual maturity dates and sell in $5,000 denominations. The first priority is to sell bonds and residents who purchase bonds must accept the interest rate. Kevin Conitz, Senior Vice President, William R. Hough & Co. said six -seven year bonds will be set aside in the amount of approximately $250,000 of the largest maturity of bonds for one week or so after sale. After that, the underwriter has the right to sell bonds. Mayor Schreiber asked Mr. Conitz' about past experience regarding local participation and Mr. Conitz responded at least $50,000 up to $300,000 is sold locally. Mr. Conitz said he believes everyone who wished to purchase bonds last time they were sold had the opportunity to do so. Advertisements will be placed in the local newspaper and a flyer will be prepared for the commissioners. Mr. Conitz said there are strict rules that must be followed when advertising the sale of bonds, but every effort will be made to accommodate the wishes of the Commission. Commissioner Portner asked if each advisor on the financing team received a commission, and if all were needed. Finance Director Newman said it is best to have all four as each has a specialty and this is a highly regulated and technical field. Commissioner Portner questioned refinancing the 6.2% bonds and Finance Director Newman said the last time this was reviewed the City was told there was no financial advantage to refinance; the cost of refinancing would be higher than the recouped November 24, 2003 City Commission Workshop 2 savings. Additionally, there are rules that regulate the number of times a bond can be refinanced. Commissioner Portner asked if any cities comparable to Tamarac are debt free or if the State is debt free. Finance Director Newman replied in the negative. Commissioner Portner asked what the interest rate of new debt is and Finance Director Newman said preliminary estimates indicate true interest costs of 4.22%. Commissioner Portner questioned true interest and Finance Director Newman said it is the total cost to issue bonds and the interest rate over the life of the bond. d. Item No. 6(f). GRANT APPLICATION TO BROWARD COUNTY CULTURAL AFFAIRS DIVISION FOR EDUCATION AND COMMUNITY DEVELOPMENT GRANT:_ (TR10294) Approving the Parks and Recreation Department's grant application to the Broward County Cultural Affairs Division for an Education and Community Development Grant in the amount of $14,400.00 with a City match of $14,400.00 to provide an educational series in public art culminating in a concept for a public art project provided through a partnership with local professional artists in FY2005 at City of Tamarac recreation facilities. Parks and Recreation Director Kathleen Margoles gave a presentation and explained that this is for an education program (three eight -week courses) for public art for seniors and teens (13-18 years old). The two groups will be educated on the role of public art, the role of public implementation of public art, and development of conceptual public art projects. There will be presentations, field trips and collaboration on a project. Commissioner Sultanof asked if this program will be for school children and Parks and Recreation Director Margoles said not for the very young children. Commissioner Sultanof asked if this would fall into the program presented by the library in their facility in the children's' wing. Parks and Recreation Director Margoles responded we will be working with the library, using their services for research components of the project, and this will be a complement to the library's program. Commissioner Portner asked if the courses would include all arts and Parks and Recreation Director Margoles said public art could be festivals, music, landscaping, and culture. Those involved in the program would explore these mediums and then choose one for the project. Commissioner Portner asked about transportation to the Ft. Lauderdale museum, and Parks and Recreation Director Margoles said there would not be trips to the museum; there would be trips to the airport, parks, and other places that display public art. The trips would be made using our transportation. The City's match will be staff, our site, and transportation. Commissioner Partner asked if the City had this program before, and Parks and Recreation Director Margoles said there have been other grants, but not for this program. We are concentrating on public art because there are several ongoing projects in the City that require educating the public. Commissioner Portner asked about necessary materials for the program, and Parks and Recreation Director Margoles said just art supplies, such as paper, pencils, and pens. Commissioner Portner questioned Item 6(e) on the consent agenda, in particular what the development is going to be. VACATION OF EASEMENT — PARCEL "A" OF "ASH PLAT NO. 1" PLAT: (TR10286) Granting a Vacation of Easement of a fifteen foot (15') utility easement along the west and south lines of Parcel "A" of the "Ash Plat No. 1" Plat, according to the Plat thereof as recorded in Plat Book 166, Page 50 of the Public Records of Broward County, Florida (Case No. 16-P-03). Community Development November 24, 2003 City Commission Workshop 3 Director King said since it is a quasi-judicial item he is prohibited from speaking about the item, but he could say it is similar to other light industry. Commissioner Portner questioned Item 6(h) on the consent agenda, in particular staff's reason for recommending approval. REIMBURSEMENT OF FEES.- ST. MALACHY CATHOLIC CHURCH: (TR10250) Approving an occupational license flee refund in the amount of $1,352.25 and building permit fees refund in the amount of $135.00 not to exceed a total amount of $1,487.25 to be issued to the St. Malachy Catholic Church located at the northeast corner of NW 615t Street and University Drive for the operation of the Saint Malachy Annual Carnival conducted on Thursday, October 16, 2003 through Sunday, October 19, 2003 (Case No. 16-MI-03). Community Development Director King said the funds collected go back to the school; the carnival is a major fundraiser. This year the church did well in complying with city/state requests for code requirements. In the past, staff has recommended against reimbursement; this time staff recommends approval of a waiver of a portion of the building permits and full refund of the occupational license for the special event. Commissioner Portner asked what the church made off the event and Community Development Director King said he did not know. Vice Mayor Roberts asked if they paid the fees up front, and Community Development Director King said they did. 2. PRESENTATION OF AGENDAS AND BACKUP ON CD ROM: City Clerk Swenson said much of the credit for this project goes to Lillian Pabon, Records Coordinator, who worked on creating the CD. City Clerk Swenson gave a presentation and explained the CD to the commission. Mayor Schreiber asked if the intent was to do away with the agenda loose leafs, and City Clerk Swenson said eventually that was the intent. Mayor Schreiber questioned how this would interface with the anticipated audio/video system, and City Clerk Swenson explained each commissioner would have a screen at their place on the dais, and there would be a screen for the public to view also. Vice Mayor Roberts asked if this would be available for use when the Commission holds meetings off site, and City Clerk Swenson said she would have to check with IT Director Sucuoglu to see if provisions had been made in the bid for mobility of the audio/visual equipment. 3. DISCUSSION OF POTENTIAL ACQUISITION OF LAND ADJACENT TO SWIM CENTRAL SITE: City Manager Miller spoke rcof the possibility of acquiring additional land next to the five acres donated by Centex; next to the proposed Hampton Hills project. City Manager Miller said he spoke with the SFWMD and was told it would be possible to fill in the canal, which would then combine the parcels to increase the total acreage to 10 acres. City Manager Miller said it is his understanding that funds are available from the Broward County Land Acquisition program, and he is requesting authorization from the Commission to move forward and have the realtors, real estate lawyer and staff begin negotiations with the property owners to see if the City can acquire the additional acreage. Staff would come back to the Commission before entering into an agreement. Additionally, City Manager Miller said he would like to explore the situation to see if the City can get County funding for this acquisition. Vice Mayor Roberts said she had a concern regarding filling in the canals, especially with November 24, 2003 City Commission Workshop 4 water flow to Plum Bay and other areas in the vicinity. City Manager Miller said it would be a small area to fill in; only the stretch along the property managed by Jack Cumming and the property owned by the Spiritual Warfare Training Institute, plus there would be an underground culvert. Mayor Schreiber said the end result would be whether the value of the investment is worth the cost. Commissioner Sultanof said an important factor is that we have the opportunity to take the land. Commissioner Sultanof said his concern is for the Aquatic Center and he would not like to see a repetition of the situation that the City had with The Greens, where they thought the property designated for a park belonged to their neighborhood, and Commissioner Sultanof asked how the situation could be averted. City Manager Miller said it would be the commission's call. When the site plan is approved the Commission can designate access to the park off 581h Street. Commissioner Sultanof asked if enough landscaping would be placed around the park to make sure Hampton Hills had no claim of access off their property. Commissioner Sultanof asked if the SFWD would pay for the conduit and City Manager Miller said it could be explored. Mayor Schreiber said a public park is accessible to everyone in the public. Community Development Director King said a buffer will separate the park from the Hampton Hills development. Mayor Schreiber asked for an expression of interest for the City Manager to begin the process of negotiating for the acquisition of the property and everyone was in favor. 4. DISCUSSION REGARDING A CHARTER SCHOOL FOR TAMARAC: Commissioner Portner said Tamarac is in need of a high school and a proposal is being made by the School Board for a high school in Sunrise and one in North Lauderdale. Commissioner Portner said the Cinnamon Plaza Building is almost entirely vacated and asked if City Manager Miller would look into it to see if the building could be used as a Charter School location. City Attorney Kraft said there are two issues here; whether the City holds the Charter or whether a private company comes in and opens a Charter School. Commissioner Partner suggested the City purchase the building and a private company run the school. Mayor Schreiber said he believed that facility is too small for a high school. Mayor Schreiber said Pembroke Pines had a lot of success putting in Charter Schools using a private company. Perhaps we could attract them to come forward and make a presentation on what Tamarac could do. Commissioner Portner said he would like to investigate the possibilities. Mayor Schreiber asked for an expression of interest and all agreed to look into the possibilities. City Manager Miller said it is his understanding that the commission wants to explore the idea of a Charter School in general and have alternatives placed before them; staff will come back to the commission with alternatives. 5. DISCUSSION REGARDING ESTABLISHING A RESIDENTIAL COLOR PALETTE: Commissioner Partner said he received an e-mail regarding a house at 6008 NW 70 Avenue that had been painted purple. Lauderhill is taking up the matter of house colors, and before it gets out of hand in Tamarac, Commissioner Portner said he would like an expression of interest for a color palette. Mayor Schreiber said this is a serious matter; how much control does the commission want to have over the people in the City. Mayor Schreiber questioned whether the commission has the right to do that; there are good points and bad regarding this issue. Mayor Schreiber suggested November 24, 2003 City Commission Workshop 5 exploring the matter. Commissioner Portner said in his community there is a two-story home that is painted purple while the rest of the neighborhood's homes are painted in earth tones. There should be latitude, but it should not repress the value of the homes. Commissioner Sultanof said in many communities the organizations/associations have a very close call on what people can paint. For example in Westwood 21 the association asked the people to reconsider their color choice and after deliberation, the homeowner acceded. Commissioner Sultanof said the association should be the first stop to keep the neighborhoods in good order. Commissioner Portner said what if there is no association? Mayor Schreiber said if there is no association or no deed restrictions, then it falls upon the City and we need to look at it from both sides. Vice Mayor Roberts said there are differences in shades of various colors. Commissioner Sultanof asked when people purchase a home in Tamarac and come forward for permits, if the house is not painted or the roof needs maintenance, how does that fall into place? Building Official Jones said the code requires owners of property to maintain the exterior of the property in a clean condition. It does not regulate color. Mayor Schreiber asked for an expression of interest to look into a color palette. Commissioners Portner and Talabisco and Mayor Schreiber said yes to exploring code amendments. Vice Mayor Roberts and Commissioner Sultanof were not in favor. There being no further business to come before the City Commission, Mayor Schreiber adjourned the workshop meeting at 11:00 a.m. Marion Swenson, CMC City Clerk November 24, 2003 City Commission Workshop 6