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HomeMy WebLinkAbout1994-05-02 - City Commission Workshop Meeting MinutesCITY OF TAMARAC CITY COUNCIL WORKSHOP MONDAY, MAY 2, 1994 CALL TO ORDER: Mayor Abramowitz called the Workshop to order on Monday, May 2, 1994, at 9:50 a.m. in Conference Room #1 of Tamarac City Hall, 7525 Northwest 88th Avenue, Tamarac, Florida. PRESENT: - Mayor Norman Abramowitz Vice Mayor Irving Katz Councilwoman Sharon Machek Councilman Larry Mishkin Councilman Joseph Schreiber ALSO PR&,jFNT* Robert S. Noe, Jr., City Manager (Arrived at 10:00 a.m.) Dina M. McDermott, Assistant City Manager Mitchell S. Kraft, City Attorney (Arrived at 10:00 a.m.) Stanley Hawthorne, Finance Director Vernon Hargray, Director of Public Services Thelma Fagelbaum, Deputy Finance Director Ed Doyle, Parks & Recreation Operations Manager Lauren Scott, Recreation Activities Supervisor Phyllis Polikoff, Secretary Mayor Abramowitz said Workshops would be held every Monday morning and V/M Katz said he would be unable to attend the Workshop scheduled for May 9, at 10:00 a.m., but he would be available that afternoon. 1. Parks and Recreation: Ed Doyle, Parks & Recreation Operations Manager, discussed the three Summer Camps identified as Camp Seminole (full-time - campers did not leave Tamarac Park), Camp Hurricane (full-time and campers would go on day trips approximately three times per week) and Camp Gator (coordinated with Tamarac Elementary's summer school Program and meet from July 6 through August 15 after summer school). He said children from Camp Gator also went on day trips and played at the Multi -Purpose Center. Mr. Doyle requested the enrollment in Camp Seminole be increased and he referenced Registration Day, May 21. He reiterated that Camp Seminole was on -site and was the most popular Camp. Mayor Abramowitz questioned whether the ratio of counselors to campers in Camp Seminole was based on HRS requirements. Mr. Doyle said, no, but HRS mandated restrictions on Before and After School Programs. Discussion was held on the 8-week summer recess and 6-week summer school Program. Mr. Doyle said children not attending summer school had an 8-week recess and children attending summer school had a 6-week recess. Discussion followed on the ratio of counselors to campers in Camp Seminole and the cost of one additional counselor for 50 additional children ($2,160 for nine weeks). Mr. Doyle discussed the training that all counselors would get, i.e., First Aid/CPR Certified and Emergency Water Safety. He said the ratio would be one counselor to 25 children with the additional 50 children and those counselors who worked at the City before were expected to City Council Workshop 5/2/94/PP Page 2 return and could handle the 1/25 ratio. He said the request to increase was not feasible if day trips were anticipated and discussion followed on the fifth counselor, the additional 50 children and the 1/25 ratio. V/M Katz said he opposed any counselor supervising 20 to 25 children and voiced concerns regarding health, safety and welfare. He said the number of children should not increase if funds were unavailable. Discussion continued with regard to on -site and off -site camp activities. Mr. Doyle said the majority of the time was spent in the Multi -Purpose Center and one counselor could oversee 20 children in a confined area. He added there was one Supervisor for each camp and the City did not agree with HRS's advisory of 1/25 ratio. C/M Schreiber questioned whether the increase in campers was likely and Mr. Doyle said, yes, and Camps Hurricane and Gator were not considered. Discussion followed on the cost per child, $137.50 for the eight week Program. Mayor Abramowitz stated the City spent approximately $30,000 for the Summer Camp Program. C/M Mishkin said the Summer Program was excellent, additional children could conceivably be non-residents which could bring in more than $30,000 and Mr. Doyle concurred. V/M Katz said the primary concern was the health, safety and welfare of the children and not the funds. Mr. Doyle said Tamarac had the best trained counselors in Broward County. C/W Machek suggested hiring an additional counselor if more than 20 children were on the waiting list. Mayor Abramowitz agreed and agreed that Tamarac had the best Program in Broward County and Council should know the financial status of the Camps and if the Camp lose money. V/M Katz questioned an Attorney General's Opinion regarding discrimination between residents and non-residents. City Attorney Kraft said discrimination pertained to the Multi -Purpose Center and it could pertain to funding sources. Discussion followed and Mayor Abramowitz said non-residents should not pay the same as residents, however, the Attorney General determined non-residents should not be discriminated against because the Multi -Purpose Center was built with State funds. Mayor Abramowitz suggested that City Manager Noe direct Parks and Recreation to proceed with their proposal to only increase Camp Seminole and he questioned the status of Camp Hurricane. Thelma Fagelbaum, Deputy Finance Director, said there was documentation on the entire Summer Recreation Program but not each individual Camp. Discussion continued on Camp Hurricane regarding additional children and an additional bus. Mr. Doyle referred to the Multi --- Purpose and Recreation Centers and said there would be a problem regarding space if 50 additional children were added. C/W Machek suggested the budget for Parks and Recreation for Fiscal Year 1994/95 should be revisited with regard to the cost per Camp and said the present cost of one child in Camp Hurricane was $10.45 per day. Mayor Abramowitz said parents were angry when Camp fees were increased and he requested financial data on the Camps. He also requested the cost of renting buses annually for Camp and the t F] LI City Council Workshop 5/2/94/PP Page 3 Senior Program and said it was cheaper to purchase a bus and to hire a driver. Mayor Abramowitz discussed buses, Grant money through the Broward League of Cities for transportation only and the Metropolitan Planning Organization (MPO). He said Summer Camp was a baby- sitting service. Dina M. McDermott, Assistant City Manager, noted the City's population was under 50,000, cutting the City from many Federal Programs. She said until the population went over 50,000, the City was covered by Broward County and she was not familiar with Grants through the Broward League of Cities. Mayor Abramowitz questioned the cost to rent a bus for a Senior trip. Mr. Doyle said, $350, but the City could do more if money was not spent for this purpose and he would look into the matter. He said Purchasing arranged transportation and Jane Coco, Adult Recreation Coordination, arranged the activity. C/M Schreiber suggested a Travel Agent could arrange a package which could be cheaper. Lauren Scott, Recreation Activities Supervisor, said a Travel Agent was also considered and Senior Trips did not come out of the General Fund. C/M Schreiber said it was cheaper to own a bus but there would be a problem if the bus broke down. C/M Mishkin discussed public transportation operations, Federal Revenue Sharing Funds and said it was cheaper to rent or contract for bus service. He referenced maintenance, the driver, liability insurance and the Administrator for the Program. He said it was easier to contact a transportation company and request a vehicle and the City should continue renting buses. He said Grant monies could operate the Recreation facility. Mayor Abramowitz disagreed. Discussion commenced on Camp Gator and Mr. Doyle recommended that no additional children should be considered at this time. V/M Katz said on -site activities, i.e., arts and crafts, games, etc., were not held in the Recreation Center or Multi -Purpose Center and recommended charging non-residents less than residents. Mr. Doyle reiterated that Camp Gator should not add more children at this time and that William Bell, Principal of Tamarac Elementary School, advised that Summer School would be only for those who needed it. He said children who attended Summer School in the past but not able to attend this year will probably request to be enrolled in Camp Seminole. Discussion continued and C/W Machek said the School Board advised that they would Approve Continuous Progress for five weeks for anyone who wanted to go and six weeks for children with special problems or who failed. She disagreed that Summer Camp was a baby-sitting service. TAPE 2 Discussion continued with the Summer Program and Mr. Doyle said Camp Gator should not be increased because there was a lack of space. Mayor Abramowitz said a request should be made to the Broward County School Board for funding. Mr. Doyle also agreed that Summer Camp was not a baby-sitting service. Mayor Abramowitz questioned enrollment in Camp Gator and Mr. Doyle responded that it was the only one open after registration and parents wanted children in Camp Hurricane and Camp Seminole. City Council Workshop 5/2/94/PP Page 4 Discussion commenced on Before School Programs and Mr. Doyle said most Programs were conducted at elementary schools by the teachers and only the City of Tamarac ran a Program for the school. Discussion was held on Agency Providing Programs and Mayor Abramowitz questioned where funds came from and Mr. Doyle answered, School Board. C/W Machek disagreed and said the cost for each child paid a teacher and non -teaching Staff. She said some Principal's made a great deal of money running their own Before and After School Programs. Discussion continued on what the money paid for and C/W Machek said funds put back into the Before and After School Account went for scholarships. Mr. Doyle said the Programs were run by the school and not the City and reiterated that only Tamarac ran a Program for the school. Mayor Abramowitz questioned whether the City made or lost money on. the Before and After School Programs. Mr. Doyle said the Before School Program made money. Ms. Fagelbaum said the City subsidized $100,622 towards both Programs and she explained projected actual figures, i.e., Total Revenues to -date - $135,000 and Expenditures to -date - $235,622. Discussion followed on Program personnel and who paid when the School Board was the Agency. C/W Machek said money was given to the Principal to run the Program and there, were no overhead costs. Mayor Abramowitz questioned the difference between City run and School Board run Programs. C/W Machek said School Board Program included tutoring, extra computer Programs and time to do library research. She said the City's Program consisted of socializing, playing and interacting with other children and that the parents and Principal Bell were happy with the City's Program. Mayor Abramowitz questioned whether the School Board could run a Program and C/W Machek said, yes, and referred to the Jewish Community Center, Young Men's Christian Association, etc. V/M Katz said a School Board run Program could allow children the use of computers, instruction in mathematics, science and another subjects. Discussion continued on the School Board in conjunction with Camp Gator. V/M Katz said personnel costs could be diminished if the School Board and/or the School provided instructional services and part and/or all costs should be absorbed by the School Board. C/W Machek said the teachers would still have to be paid. Mayor Abramowitz said Tamarac spent more hours on the Before School Program than other Agency. C/W Machek questioned whether the Before School Program was run in Tamarac Elementary School. Mr. Doyle said, no. C/M Schreiber discussed projected actual figures and that the School Board did not include overhead and he suggested the School Board be requested to subsidize the Programs. Mayor Abramowitz said this was done and City Manager Noe said, no. Mayor Abramowitz said the needs of the children and parents was primary and he did not object to the School Board providing the services. V/M Katz said the parents wanted instructional services more than socializing. C/W Machek said parents of children in Tamarac Elementary School were happy with the present Program. C/M Mishkin said the cost of the School Board running the Program City Council Workshop 5/2/94/PP Page 5 was less than half of the City's and the cost of After School Program was comparable. He said the School Board provided a better service because of their facilities and he referenced the less usage at the Multi -Purpose Center. Mayor Abramowitz said Council should consider the possibility and feasibility of the School Board running the Program. He questioned why the City should be different and whether the School Board could say, no. Discussion continued and Mayor Abramowitz recommended that everything remain status quo but the City should request funding from the School Board. C/M Schreiber questioned whether the School Board or the Principal authorized the Programs. C/W Machek said there was a bid process and the Principal ran the Program but Tamarac Elementary School's Before and After School Programs were run by Parks and Recreation. She discussed a Coral Springs After School Program run by the Young Men's Christian Association at the school and the Principal advised he could run a better Program. She said many vendors could run a Program but all Tamarac parents were happy with the City -run Program. TAPE 3 C/M Schreiber questioned whether the City had any options. C/W Machek responded that if Principal Bell was told the City would no longer run the Program, he could contact a vendor and a decision would be made whether the Program was run at the school or elsewhere. Discussion continued on the salary of the 9-member Staff, the Before and After School Program and Principal Bell of Tamarac Elementary School. V/M Katz suggested scheduling apother Workshop and inviting Principal Bell and/or members of the School Board. Mayor Abramowitz agreed. C/M Schreiber questioned whether some expenses could be eliminated if Programs were run in the School. Ms. Fagelbaum said, yes. Mayor Abramowitz disagreed and said charge -backs would have to remain and the School Board would have to run the Program in order to eliminate these expenses. Discussion followed on who would remain from the 9-member Staff if Principal Bell decided to run the Program. Mr. Doyle said the Youth Services Coordinator would remain but not the part-time counselors. Discussion was held on the City's Before and After School and Principal -run Programs. Vernon Hargray, Director of Public Services, said some programs were eliminated and the Before and After School Programs were not Park and Recreation programs. He said Parks and Recreation Staff should have been involved in other activities but were unable to do so. C/W Machek suggested that Mayor Abramowitz attend the Advisory Board meeting and reiterated that parents were happy with the City -run Program. Discussion continued on the cost per child for the Before and After School Programs. Mayor Abramowitz questioned whether parents would be happier if they paid a lesser amount but the children received the same care as they did when the City ran the Program. C/W Machek voiced her opinion regarding parents and the City not wanting children in the Multi -Purpose Center or Parks and Recreation Department. Mayor Abramowitz disagreed and said Tamarac spent a great deal of time and money on the children. City Council Workshop 5/2/94/PP Page 6 Discussion continued on the budgeted and projected actual figures regarding the Before and After School Programs. City Manager Noe suggested a meeting with Messrs. Doyle, Hargray and Principal Bell. Mayor Abramowitz agreed and said he hoped the City could save money but have some Program through the School Board. Discussion continued on doing the same thing to eliminate expenses with regard to Senior trips. Mayor Abramowitz requested City Manager Noe invite Principal Bell to a Council Workshop for input. City Manager Noe said any changes to the Before and After School Programs would take place next year and Mayor Abramowitz agreed. Captain Michael Goldstein, District Commander, said the City contracted with the Broward Sheriff's Office in 1989 for Police services, the City's Police Department was disbanded and Police Officers were absorbed into the Broward Sheriff's Office. He said the Broward Sheriff's Office has had a good relationship with the City and he was responsive to the City's needs. Captain Goldstein said the Contract was amended in 1991 to address areas of Unincorporated Broward County, i.e., Broadview and North Andrews Gardens, and he referred to the Sub -Station on Sample Road. He said he would be overseeing the unincorporated areas because they impacted Tamarac's crime rate and noted that a three- man Selective Enforcement Team was created at no cost to the City. He said service was not affected and explained that patrol cars went from the City into Unincorporated Broward County and patrol cars came from the Unincorporated Broward County into the City. Captain Goldstein said the Contract will expire September 30 and he referred to the two-year option to renew which will be negotiated by June 1. He said the monetary figures were "in line", manpower was sufficient and he did not foresee any problems. He said eight Community Service Aides, two Secretaries and 90 sworn personnel were assigned to the district including Unincorporated Broward County's contingent of 13 Deputies and one Supervisor. Discussion was held on incidents at Tamarac Lakes North and South and Lime Bay Condominium and when the Selective Enforcement Team was assigned, the criminals were arrested. V/M Katz related an incident at the Woodlands and C/M Mishkin also related an incident. He said residents should be made aware that the Broward Sheriff's Office provided programs to make people conscious of scams and swindles and programs should be noted in the Tam -A -Gram. Mayor Abramowitz RECESSED the Workshop at 11:45 a.m. and said the Reconvened Workshop would begin at 1:30 P.M. Mayor Abramowitz called the Reconvened City Council Workshop to order at 1:35 P.M. PRESENT; Mayor Norman Abramowitz Councilwoman Sharon Machek Councilman Larry Mishkin ABSENT* Vice Mayor Irving Katz Councilman Joseph Schreiber City Council Workshop 5/2/94/PP Page 7 ALSO PRESENT: Robert S. Noe, City Manager Dina M. McDermott, Assistant City Manager Carol A. Evans, City Clerk/CMC Roger Anderson, Risk Manager Phyllis Polikoff, Secretary SuildinQ Department Dan Wood, Building Official, welcomed Councilwoman Machek and Councilman Mishkin, distributed a brochure and said under the South Florida Building Code, the Building Department was required to have an Appointed Building Official, Chief Structural, Plumbing, Electrical and Mechanical Inspectors and other Inspectors would have powers and duties delegated by their respective Chiefs. He said all Building Department Inspectors had to be Certified by the Board of Rules and Appeals and the State now required all inspectors, Plan Reviewers and Code Administrators to be State Certified. He said Tamarac's Building Department was selected from among 100 communities in three States to participate in a National pilot program survey which would rate Building Departments in the Country for effectiveness and compliance to the Codes. Mr. Wood distributed a brochure which included an organizational chart and list of services, i.e., permits and Occupational Licenses. He referred to applications and plans for structural, mechanical and plumbing construction projects, applications and plans for ground and building signs, on -site inspections and maintaining records for electric, plumbing, structural and mechanical permitting projects. He also referred to enforcement and interpretation of City and South Florida Building Code and National Fire Association Building Codes and Ordinances, Certificates of Occupancy for all final construction projects and new professional and commercial tenants, Federal, State and Broward County monthly reports pertaining to construction activities. Mr. Wood additionally referred to documentation sent to the Office of Natural Resource Protection regarding permitted projects, being a member on the Plan Adjustment, Site Plan Review and Bid Specification Committees, customer service, documentation for annual recertification to the Community Rating System with regard to the National Flood Insurance Program through the Federal Emergency Management Association, monitoring activities of unpermitted construction through stop Work Orders in conjunction with Code Enforcement, monitoring activities of bus bench ads and the bus shelter contract. Mr. Wood also provided representation on Pension and Safety Advisory Boards and Social Committee and provided reciprocal inspection personnel in accordance with an Agreement with Lauderdale Lakes, Lauderhill and Oakland Park. He said Tamarac had a CRS 9 rating with regard to the Community Rating System which allowed citizens to get a 5% rate reduction on flood insurance premiums. Mr. Wood said the Department requested additional Inspectors and support Staff and funds for the balance of Fiscal Year 1993/94. He requested Council Approval on an amended Permit Fee Schedule and said the Sign Ordinance needed revisions regarding language, placement of directory signs and sign criteria. He said new developments would be built by Lennar, Pulte, Regency and Gemstar Homes and would keep the Department busy for the next five years. City Council Workshop 5/2/94/PP Page 8 He said September 1 would begin mandatory inspections required by the South Florida Building Code as a result of Hurricane Andrew. Mayor Abramowitz questioned the status of the property on Northwest 70 Avenue and McNab Road. Mr. Wood said the Applicant was working on the water supply and placement of a fire hydrant and the development would consist of single-family homes. C/M Mishkin questioned the relationship of the Plan Adjustment and Plan Review Committees with regard to the Building Department. Mr. Wood referred to site plans and plats and anything that leads up to construction and advised builders or developers of handicapped parking, etc., which could cause problems in the future. He said Planning and Zoning allowed projects which fell within the specified zoning categories. Mayor Abramowitz explained that a developer would first go to Community Development (zoning) for Approval of a project and on to the Plan Review Committee comprised of members of the Building, Fire, Community Development, Engineering and the Broward Sheriff's Office. Mr. Wood said V/M Katz was a Member of the Plan Review Committee and if the Committee Approved, a developer could apply for a Building Permit. Mayor Abramowitz agreed the Code needed revision and he said Council made the final decision to Approve or grant a waiver. C/W Machek questioned whether the Building Department would remain open during lunch if Council Approved the request for additional Staff. Mr. Wood said it was possible and he noted a training period for the additional Staff. C/W Machek questioned when she would get her political sign refund. Discussion followed about the refund and Mr. Wood said he would handle this matter. Mayor Abramowitz agreed more Staff was needed. Mr. Wood said someone was hired to replace a retiree, a Data Entry Operator was replaced but additional Staff in the field was still needed. C/M Mishkin questioned the number of vacancies remaining in this Fiscal Year's budget. Mr. Wood said, none. Mayor Abramowitz discussed Building Inspectors and citations to unlicensed contractors. He said he would request all Building Inspectors be licensed and authorized to give citations and the City could get a great deal of revenue. Carol Evans, City Clerk/CMC, distributed a binder indicating what the City Clerk's Office did and presented a proclamation. She said the binder also included an Organizational Chart, copies of the Tam -A ---Gram and Sundial. Ms. Evans said Nancy Wilson and Karen Jackson did desk -top publishing, i.e., Tam -A -Gram, Sundial with Nancy Wilson as Editor, layouts, proclamations, awards, certificates, monthly calendar and the Pension Board Agenda. She referred to Pat LaBello and Lillian Pabon who were responsible for records retention and were overseen by Patricia Marcurio, Office/Records Manager. She said records retention pertained to microfilming, destruction of records and storage of records in a Coral Springs facility., Ms. Evans said the Office handled mail, two Secretaries did 1 I I 1 City Council Workshop 5/2/94/PP Page 9 minutes, involvement with the Bids, Expressions of Interest and Requests for Proposals. She said Belle Vitrofsky was a part-time Secretary for the Charter Board when she had no duties in the City Clerk's Office and the Receptionist handled all incoming calls, made long-distance calls and kept a scrapbook of City articles since the early 1970's. Ms. Evans said the Office was responsible for handling the elections and most Council and Charter Board members saw her Office first. She said Voter Registration services were provided and Tamarac was #1 in Broward County this year and #2 last year. Ms. Evans said lien searches were performed and last year the Office earned $25,000 last year, Pension Board elections were done and items were put in Channel 19. Ms. Evans said the phone system was a priority and needed revamping with regard to direct dialing and the Purchasing Officer should be helpful. She said the Office was running within the budget and she did not foresee any problems in the future and nothing was coming up mid -year for review. Ms. Evans said she was very proud of her Staff because they worked very hard and cared about producing a good product. Mayor Abramowitz agreed and discussion followed on a visitor and Ms. Evans said the visitor was a Kodak representative invited to give prices on microfilming equipment. C/M Mishkin questioned whether Ms. Evans was involved with the computer up -grades. Mayor Abramowitz said, no, because computer up -grade was an Management Information System function. Mayor Abramowitz questioned the status of the Xerox Copier. Ms. Evans said the Copier was working well, copies were run under a different budget and approximately 55,000 copies were run per month. She said her Office ran all Council back-up. Roger Anderson, Risk Manager, said the Department covered safety, employee benefits, property/casualty insurance and the self - insured programs. He said Staff consisted of three professional and one -and -a -half clerical employees and he referred to Kathy Calabria who did employee benefit counselling and gave an orientation to new employees. He said the former Safety Coordinator, Christine O'Donnell, left and resumes were being reviewed. TAPE 5 Mr. Anderson said Risk Management provided safety training and overview, accident investigation and analysis, benefits, counselling and answering questions pertaining to employee problems and he referred to Casualty Insurance and self -insured programs. Mr. Anderson noted 100o in Property Insurance for replacement costs and coverage for buildings. He said the City lacked good excess insurance which covered expenses associated with building replacement, i.e., rental of office or temporary space with mobile -type quarters. He said the current excess policy was for $10,000 and would bring proposals to Council for their input. City Council Workshop 5/2/94/PP Page 10 Mr. Anderson referred to Fidelity Insurance and the $100,000 Bond covering former Finance Director, Mary Blasi. He said the City should purchase a Blanket Fidelity policy to cover all employees and he would also bring proposals to Council for their input. Mr. Anderson voiced safety concerns and said a professional with a strong safety background should be considered. He said in 1993, Florida Legislature passed the Occupational Safety and Health Act. which enforced safety standards and a $5,000 penalty per day/per violation could be levied to a maximum of $50,000. He mentioned Confined Space Training which was to be implemented in 1993 and said Risk Management was within their budget and he did not foresee any problems this year on operations or Casualty Insurance. Mayor Abramowitz referred to Jim O'Brien, former Safety Officer before Christine O'Donnell, and said Mr. O'Brien was very quick getting to an accident site and taking pictures. He said whoever is hired as Safety Officer should be out in the field and not sitting in an office. Mr. Anderson agreed. City Manager Noe thanked the Department Heads and said he wanted to schedule a bus trip this month for Council and Staff to visit the Water Plant and Public Services Complex. Mayor Abramowitz and C/M Mishkin concurred. C/W Machek mentioned the Sign Ordinance and requested status on the phone system and revisions to the Charter Board with regard to elections. Mayor Abramowitz said everything discussed at a Workshop would eventually come before Council. He said Workshops would be held pertaining to the timeframe for putting something on referendum and City Attorney Kraft was working on that and a Workshop would follow thereafter. He said Public Hearings would be held once a decision was made. City Manager Noe said Staff had a list of needed Workshops with regard to priorities and a copy would be provided to Council. Mayor Abramowitz disagreed with scheduled Workshops and noted that time priorities were primary and City Manager Noe should advise the Mayor and a Workshop would be scheduled. Mayor Abramowitz ADJOURNED the Workshop at 2:15 P.M. Carol A. Evans, CMC City Clerk