HomeMy WebLinkAbout1983-07-26 - City Commission Special Meeting Minutes5811 NORTHWEST 88TH AVENUE TAMARAC, FLORIDA 33321
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July 22, 1983
NOTICE OF SPECIAL MEETING
CITY COUNCIL OF TAMARAC, FLORIDA
Please be advised that the City Council will hold a Special
Meeting in lieu of the previously announced Budget Workshop
Meeting on Tuesday, July 26, 1983, at 1:00 p.m., in the Council
Chambers of City Hall, 5811 NW 88 Avenue, Tamarac, Florida.
The items to be considered are as follows:
1. Budget for FY 1983/84 - Conclusion of reviews for any
portions not discussed at prior workshop sessions.
2. Preliminar Miller e/First Hearin Date - Temp. Reso.
#2820 - Discussion and possible action setting an
initial mill.age rate and establishing date of first
public hearing.
3. Architect Negotiations - Discussion and possible action.
The City Council may discuss such other business as may come
before it.
The public is invited to attend.
Carol A. Evans
Assistant City Clerk
Pursuant to Section 286.0105, Florida Statutes
If a person decides to appeal any decision made by the city
Council with respect to any matter considered at such meeting or
hearing, he will need a record of the proceedings and for such
purpose, he may need to ensure that a verbatim record includes
the testimony and evidence upon which the appeal is to be based.
CITY OF TAP?ARAC, FLORIDA
SPECIAL CITY COUNCIL MEETING
July 26, 1983
Fape CALL TO ORDER: The meeting was called to order at 1:00 P.M.
1 July 26, 1983, in the Council Chambers in City Hall.
ROLL CALL: PRESENT: Mayor Walter W. Falck
Councilman Philip B. Kravitz
Councilman Jack Stelzer
ABSENT AND EXCUSED: Vice Mayor Helen Massaro
Councilman David E. Krantz
ALSO PRESENT
on Tuesday,
Laura Z. Stuurmans, City Manager
Steve Wood, Finance Director
Linda Schreiber -Baker, Deputy Finance Directo
Secretary, Patricia Marcurio
Mayor Falck read the notice of the meeting into the record.
1. Budget for FY 1983/84 - Conclusion of reviews for any portions not
discussed at prior workshop sessions.
>YNOPSIS OF ACTION: Reviewed budgets for the
lepartments of Finance, City Engineer, City
;lerk, Personnel, Recreation and the General
-und.
FINANCE DEPARTMENT
The City Manager referred to the sub total under Personnel Services
which is projected at an amount down from the current fiscal year.
She said this is attributable to the development of the Central Stores
and Data Processing activities and the allocation of those personnel
costs to those divisions, as well as a position of one Accounting Clerk
I that has been cut. She referred to the sub total under
Operating Costs and said there is a very small difference between the
$38,120 from the current year to the $39,525 projected for next year.
She said for Capital, the request has been for $1,000 in additional
files in the upgrade of office equipment.
CITY CLERK
Laura Stuurmans said the subtotal for Personnel Services is $236,930
and this is an increase of one position for a Mail/Printing Clerk.
There is an increase in the educational allotment which is predicated
on the increase of attending seminars. In the Operating Cost sub total,
the amount budgeted for next year is $54,900 which is increased from
the current budgeted amount of $37,350. The areas of increase have
been in the move from the City Attorney's office to the City Clerk's
office of the cost for codification which is found in Other Contractual
Services. The Data Processing cost of $7,950, Central Services and the
cost of advertising have been increased. In Office Equipment there is
a budgeted amount of $950 for a typewriter.
C/M Kravitz questioned the figure budgeted for Pensions and the
actual figure used was more and Laura Stuurmans said Pension correlates
with the type and tenure of employee and this department has experienced
some transitions which may have an effect on the actual at the close of
this year. He questioned why the budget was almost doubled for
Advertising and the City Manager said this is a necessary amount.
C/M Stelzer questioned what is covered by Contractual Services and
the City Manager said that is the code company. She said Minutes and
Tapes have been reduced because those costs have been charged to each
department.
7/26/83
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BUILDING AND COMMUNITY DEVELOPMENT
The City Manager said this budget reflects a merger of the costs that
were previously budgeted separately under Building Department and
Community Development. The projected salary costs for 83/84 are
$442,841 which is an increase from $285,415.34 which takes into con-
sideration the transition of an employee from the Community Development
Department and an additional employee to be assigned to that department.
She said under Operating Costs the sub total for the current fiscal year
is $25,458 and for next year is $65,550. She said the major portion of
that increase is attributable to the Professional Services account which
includes the cost for Richard Rubin's services, $5,000 for an update of
the Land Use Plan next year and also additional monies for the utilization
of outside part-time inspection services rather than projecting the
employment of full-time inspection personnel next year.
The City Manager said in the area of Capital, there had been no pro-
jection for the current fiscal year, however, for next fiscal year
the recommendation is for $17,700 which includes $12,000 for two new
vehicles, $1,200 for new office equipment and upgrade of existing
equipment, $4,500 for radio communication equipment for building
inspector calls. C/M Stelzer asked how many vehicles are used by the
Building Department now and Mr. Stevens said there are eight and he
is trying to rotate them. C/M Kravitz questioned why the amount for
Professional Services is so much higher than last year and Mr. Stevens
explained that this is the area where $7,500 was added for part-time
inspectors. C/M Kravitz said Printing/Binding was estimated last year
for $610 and this budget is projected at $1,500; Mr. Stevens said
Permit Applications and Cards are needed and they expect to need this
amount.
CITY ENGINEER
The City Manager said salary costs have increased in this budget from
$129,145.06 to $221,582 because of the effect of bringing back fully
within the General Fund the,cost that previously were attributed 50/50
between General Fund and the Utilities. Under Operating Costs, current
budget is $14,480 and projection for next year is $16,490. Areas of
increase are an additional $1,000 in.Professional Services, which
include the services of Williams, Hatfield & Stoner, which are not
attributable to either of the utility functions. D.P. Services,
Central Stores, Auto Parts and Office Supplies are all increased.
For Capital Purchases, $500 has been requested for Office Equipment
and $500 for Office Furniture.
RECREATION DEPARTMENT
Laura Stuurmans said the salaries are projected at $158,871 which is
an increase from $88,588.52 which represents the transfer of three
employees from the Public Works Department to perform maintenance
functions for the Recreation Department under the supervision of the
Recreation Director. It also includes the hiring of one initial
maintenance worker to round out the crew needs. She said in Operating
Costs, the projection for the next fiscal year is $90,400 which includes
the $1,500 the City will provide under the category of Recreational
Activities for the July 4th co -sponsored event with the Veterans Alliance.
She said the areas where there has been an increase are
the cost for instructors and other activities in the amount
of $22,000. She said this is the first year this has been indicated as
an expenditure of the General Fund and is balanced by the revenue side
of the budget because the cost for these individuals is reflected there.
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The City Manager said the Central Stores Services is an addition to
this budget. The Recreational Activities has increased from $8,800 to
$11,400 and the Parks Maintenance cost, which were previously shared
between Public Works and the Recreation Department,have been increased
from $10,500 to $25,000. In Capital Equipment, the Recreation Director
has requested $30,800 worth of equipment and machinery needs, she said she
advised the Director that there would be no cost reflected in the
Manager Recommended column. However, when Council reviews the Parks
and Recreation Fund Special Budget in the month of September, these
Capital Costs will be reflected as expenditures from that fund.
C/M Kravitz said the Recreation Director has requested an additional
$500 be included in the Meetings/Seminars area to allow the Parks
Commissioner to attend and he recommended adding this amount. The
City Manager said they discussed this and she felt this should be
decided by Council. The City Manager said as additional modifications
are made to this budget, they should be reflected before the first
hearing date but in terms of the bottom line amount being discussed
today, she requested it remain status quo.
PERSONNEL INSURANCE
Laura Stuurmans said the Insurance portion of the Personnel Insurance
budget is reflected at $175,000 in general policy coverages for next
fiscal year over $115,000 for the current year. She said in Personnel
Services, the current year budget is $89,738.70 and the projected for
next year is $109,993. She said in the current fiscal year there are
three and a half individuals and the half person has been upgraded to
a full time position. Under Operating Costs, currently $112,338.70
to $135,148 and the impact is primarily in the area of D.P. Services and
Central Stores operation.
GENERAL FUND BUDGET
Laura Stuurmans said the amount in the Expenditure Area total is
$9,787,142 and the Expenditure Summary does reflect the increase of
$1,400 in the area of Charter Board, $1,500 requested in Parks and
Recreation and in the area of Capital Reserve it has been decreased
Tape by the amount of $75,000.
2
Mayor Falck said he would recommend the amount given as a contribution
each year to the Area Agency for Aging Fund be increased by $500.
Ray Munitz said he would recommend that the City contribute at least
$1,000 because of the percentage of use within the City. The City
Manager continued reviewing the Ad Valorem projection at $2,441,000,
Franchise Tax/Electric - $1,100,000, Franchise Tax/Telephone -
$37,000, Franchise Tax/CATV - $25,000, Franchise Tax/Solid Waste -
$35,000, Newspaper Collection - $1,000, Burglar Alarm Permits/Fees -
$100,000, Aquatic Weed Control - $12,000, Cigarette Tax - $75,000,
State Revenue Sharing - $863,000, Alcoholic Beverage License -
$13,500, Gas Rebate/City Vehicles - $9,000, County Road/Bridge Tax -
$50,300, County Occupational License Returns - $55,000, Local Option
Gas Tax Returns - $252,000, Protective Inspection Fees which represents
the return to the City for fire protection service cost that will be
initiated in the new fiscal year - $90,000, Ambulance Fees - $55,000,
Police Special Detail Fees - $75,000, Parking Lot/City - $4,500,
Parks/Recreation Program Activity Fees - $22,000, Summer Recreation -
$10,000, Interim Service Fees - $90,000, Engineering Fees Unrestricted -
$250,000, Planning Fees/Revenues - $75,000, Parking Violations -
$12,000, Fines/Forfeitures/County - $140,000, Police/General/Miscellan-
eous - $12,000, Miscellaneous Revenue Receipts - $50,000, Interest
Income Earnings - $270,000, Appropriated Fund Balance - $1,500,000,
Receipts Transferred in D.P. Services/Utilities East - has been merged
in the inner service fund. Transfers of Vehicle Maintenance/Utilities
West - $71,300, Receipts Transferred in from Capital Reserve - $427,382,
Transferred in Administrative Services/Utilities West - $80,000, In
Lieu of Tax/Utilities East - $7,260, Receipts Transferred in D.P./
Utilities West - will be reflected in the D.P. account.
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In Lieu of Tax/Utilities West - $153,000, Total Revenues projected for
the current budget are $8,625,639.83 and for next fiscal year the
amount is $9,787,142. She said last year's budget was funded by a
millage levy of 3.076 per $1,000 and this year the projection is
2.98 per $1,000. C/M Kravitz questioned why there was a drop in
Summer Recreation from the estimated actual of $14,806.44 to the
$10,000 projected and she said this is just a guess predicated on the
past budgets. C/M Kravitz questioned the Engineering Fees Unrestricted
and the City Manager said this figure of $250,000 was derived in
consultation with the Engineering and Planning Departments and is
a matter of speculating what projects will be coming in and the rate
of activity in the course of the next fiscal year. Mr. Wood said
many of the funds have been collected already.
C/M Kravitz questioned the Interest Income figure which is projected
at $270,000 and Mr. Wood said the base is being depleted and will not
be as large in the following year because some of the fund balance is
being used. Ray Munitz questioned the Appropriated Fund Balance shown
as $1,500,000 and Mr. Wood said there is an operating deficit of
approximately $700,000 and this would reduce this to approximately
$300,000.
2. Preliminary Milla e/First Hearin Date - Temp. Reso. #2820 - Dis-
cussion and possible action setting an initial millage rate and
establishing date of first public hearing.
SYNOPSIS OF ACTION: APPROVED.
RESOLUTION NO. R PASSED.
C/M Stelzer read the Resolution by title and the City Manager said she
added a Section 2 which gives the Mayor and City Manager the authority
to name an alternate date if the County turns down the City's first
selection. C/M Kravitz MOVED the ADOPTION of Temp. Reso. #2820 setting
an initial millage rate of 2.98 per $1,000 and establishing the date
for the first public hearing on Tuesday, September 6, 1983 at 7:00 P.M.
SECONDED by C/M Stelzer.
VOTE:
ALL VOTED AYE
3. Architect Negotiations - Discussion and possible action.
SYNOPSIS OF ACTION:- Discussions were held with
Council and representatives from Miller & Meier
& Assoc. and the meeting was recessed to a future
date subject to call.
Jon henning said that the initial interviewing procedure is over and
the method specified in the Statues which states, in Professional
Services such as architects, Council should hear the credentials of
three or more professionals and afterward, specifically not negotiating
fees, the Council should rank them. He said the next stage, which is
where Council is now, they have submitted their vote to the City Manager,
votes were tabulated, and the ranking was established. There is nothing
in the Statutes that states how soon the experts must be interviewed.
He said the next step is negotiations with #1, which is Mi11er & Meier
& Assoc. and negotiations must be concluded with them, either by rejecting
or accepting them, before Council may go on to #2. Ile said once #1 is
rejected, however, Council cannot co back to them until they have moved
on to #2 and then #3 respectively. If, after negotiating with both #2
and #3 an agreement cannot be reached, Council may go back to #1 and
start over again or begin the process by obtaining three new professional
applications.
Jordan Miller, President of Miller & Meier said they came prepared to
show Council ways the project can be phased as well as planned for the
best use possible for the City's needs.
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Mr. Miller gave the fee schedule for the five parts of each project:
15% 1. Schematic Design
20% 2. Design Development - which means taking those schematics
and developing the building and all of its parts to the
design, i.e. taking the air conditioning and deciding how
it will be done.
40% 3. the Contract Document
5% 4. Bidding Phase
20% 5. Supervision
Mr. Miller said all of these five phases are budgeted individually and
each one is a generally accepted percentage of their fee. Mr. Miller
said they get paid monthly to a maximum of those percentages, for example,
schematic design is 15% of the total. Mr. Henning said the scope of
the job is the location of the building on the site along with the
design of the Police Department facility and the renovation of this
building after that is built. Mr. Henning questioned whether Council
wants Miller & Meier involved in the site planning, layout of the
parking area, etc.)of the other two buildings on this site and Mayor
Falck said it seems logical to do that. Mr. Kenyon said they could
schematically design all of this as a master plan in order to
determine the cost of the complete concept and then go on with the
parts the City wants to bold now. He said they would take the budget
of that total project and just get 15% of the fee were they to do that
total project.
Mayor Falck suggested recessing the meeting to a future date to be
determined later to finalize the details. Mr. Henning said in lieu
of Performance Bonds, the City might desire to keep a certain amount
out until the service is completed.
The meeting was recessed at 4:45 P.M. subject to call.
ATTEST:
ASSIST CITY CLERK
This public document
per copy, to inform
recent opinions and
was promulgated at a cost of $ dye', ems, or $ 67 t 7
the general public and public officers and employees about
considerations by the City Council of the City of Tamarac.
6 - 7/26/83
/pm
CITY OF TAMAR C
APPROVED AT ME� G OF 8
City Clerk
The City Manager said there has been a great deal of discussion con-
cerning the proposed Police facility as well as a City Hall complex.
She and the Finance Director discussed, in terms of financing these
major capital City improvements, the possibility of one bond issuance
to cover the new Police facility as well as the renovation of this
building. She said there has also been discussion concerning a pro-
jected need within the next ten years of a new City Hall building,
in addition to that, a Public Works facility and Community facilities.
She said the bond issuance could cover all of those items mentioned
with the work being done in phases, however, one of the prerequisites,
if that was Council's intent in terms of financing, would be to have
conceptual plans for all the facilities that would be covered under
that bond issuance.
Mr. Miller said they have done conceptual plans for other cities and
as an approximation, if Tamarac were to build a $1,500,000 Police
facility, it would come out to almost exactly 7%. If it were a
$2,000,000 facility, the fee would go down slightly. Mr. Miller said
the Police Chief is considering roughly 18,750 square feet and they
would have to meet with him to determine exactly what his needs are.
Mayor Falck questioned how much it would cost to put something of this
size on the City property and Mr. Miller said it is difficult to
estimate with just square footage as a guide but in other facilities
with the same square footage, it was about $100/square foot. The
City Manager asked if that was inclusive of major mechanical type
Fape equipment and Mr. Miller said yes.
3
Mr. Miller said a $500,000 remodeling project would come out to a little
more than 8%. C/M Stelzer asked if this would include supervision and
Mr. Miller said yes. Craig Kenyon, representative of Miller & Meier,
said there are two types of supervision, one is a Clerk of the Works
who would be here full time every day that a contractor is here and
this is usually provided on a very complicated project but in con-
struction of the type requested here, this would not be necessary.
He said a. Superintendent would be provided. Mayor Falck asked about
the possibility of getting a grant and Mr. Kenyon said the possibility
exists that is called Discretionary Funds which is 20% of the Federal
amount which works,out to several million dollars state-wide. He said
Lauderdale Lakes was the only City in aroward County to his knowledge
that sought this. Mr. Miller said they have a Consultant that works
with them and he could investigate the possibility of this further.
Mayor Fal-ck asked how long this might take from beginning to end and
Mr. Miller said it would probably take a little over a year for the
Police facility. Mr. Henning said it has not been determined as yet
whether all three buildings will fit properly on this property or
whether or not they will be one floor buildings or may have to be two
or three floors. Mr. Miller said they would master plan the land so
that the City could accomplish all three buildings. C/M Stelzer asked
if all architects deal with these fees and Mr. Kenyon said if it is a
State project they must use these charts.
In discussing the fee schedule further, Mr. Miller said for the re-
modeling portion of the project, it would cost 8.C% which would include
a supervisor as well as supervision that must be furnished by the
General Contractor. Mr.'Miller said they will be present to insure
that the General Contractor does his job properly. C/M Stelzer asked
to what extent they become involved in the bids and Mr. Miller said they
review them and advise whether they are receptive to the City's needs,
as well as write the specs and plans. He said the combination of the
specs, plans and contract make up the agreement with the City. Mr.
Kenyon said the percentage �luideline is a safety factor in planning as
well since their fee range is a percentage of the construction, as it
goes up and down, it must still meet the City's budget needs. Ray
Munitz asked if there is a procedure of how payment will be made and
Mr. Miller said their work is broken up into five parts.
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