Loading...
HomeMy WebLinkAbout2008-03-18 - City Commission Retreat Meeting MinutesCITY COMMISSION RETREAT COLONY WEST CYPRESS ROOM TUESDAY, MARCH 18, 2008 Mayor Flansbaum-Talabisco called the City Commission Retreat to order on Tuesday, March 18, 2008, at 9:11 a.m., at Colony West, Cypress Room, Tamarac, FL. PRESENT: Mayor Beth Flansbaum-Talabisco, Vice Mayor Marc L. Sultanof, Commissioner Edward C. Portner, Commissioner Patte Atkins -Grad, and Commissioner Harry Dressler. ALSO PRESENT: City Manager Jeffrey L. Miller, City Attorney Samuel S. Goren, Deputy City Manager Michael C. Cernech, Assistant City Manager Diane Phillips, Human Resources Director Maria Swanson, Public Works Director Jack Strain, Director of Utilities Ray Gagnon, Community Development Director Jennifer Bramley, Fire Chief Jim Budzinski, BSO Chief Marc Duguay, I.T. Director Levent Sucuoglu, Financial Services Director Steve Chapman, Director of Parks and Recreation Greg Warner, Building Operations Manager Ken McIntyre, Public and Economic Affairs Officer Andy Berns, and City Clerk Marion Swenson. FROM THE PUBLIC: Bernard Roberts. City Manager Miller welcomed everyone to the Commission Retreat and gave a brief overview of the session. Public Works Director Strain and Director of Utilities Gagnon gave a presentation on the Capital Projects, and discussed active and proposed projects. Vice Mayor Sultanof questioned whether the 3.5 acres not being used for the new Public Services Complex would be sold. City Manager Miller explained we are trying to get the facility completed and after that we will review our options. The real estate market is not at its peak and we would like to hold on to the property for a while to make sure the City does not need it for some purpose in the future. It will be up to the Mayor and City Commission at a later date. Commissioner Portner questioned the number of acres City Hall currently occupies and Community Development Director Bramley said it is one plat with two parcels. Vice Mayor Sultanof asked if any money issued by the MPO through the federal government is available for the sidewalk resurfacing and Public Works Director Strain said historically MPO money is not available for repair and replacement of sidewalks. Commissioner Portner questioned the use of bull -noses, and Public Works Director Strain explained we use F-curbing, which does not present too many problems. There was discussion regarding the covered walkway between the Tamarac Community Center and the library. There was discussion regarding the removal of trees at the Sports Complex and new landscaping. Commissioner Atkins -Grad questioned the abundance of the number of grass pallets at Southgate Linear Park and Director of Parks and Recreation Warner explained it City Commission Retreat March 18, 2008 Page 1 of 4 is sod for the final cleanup and it will all be used. Commissioner Atkins -Grad asked if there will be roundabouts on the rest of Southgate Boulevard and Public Works Director Strain said there would not. There was discussion regarding parking for Temple Beth Torah. There was discussion regarding the skateboard park, in particular landscaped areas, shade element, benches, concession stand and hours of operation. Public Works Director Strain said there would not be shade elements in the concrete area but perhaps there would be some shade around the perimeter. Director of Parks and Recreation Warner explained seating will be bleacher type and there will be a small office area with restroom facilities that we may be able to do something with at a later date. The facility will be lit until 9:00 p.m. and we do not foresee manning the facility at this time. Commissioner Portner questioned the installation of a phone in the park that would go directly to the fire station in case of emergency and Fire Chief Budzinski said the phone system does not lend itself to that, plus when the firefighters are out on a call, there is no one to answer the phone. There was discussion of Waters Edge Park and Bike Paths. The Community Center expansion and Southgate Linear Park, Phase II are being put on hold. It is anticipated that the Public Service Complex currently under construction will free up space at the existing Tamarac Community Center and the development of the Sabal Palms project will allow for a parcel that is to be deeded over to the City which will provide a more appropriate space to expand closer to the East side of the City. Mayor Flansbaum-Talabisco called for a recess at 10:20 a.m. and reconvened the Commission Retreat at 10:35 a.m. with all present as before. City Manager Miller discussed HPO and the Sterling process. Commissioner Portner questioned 'excellence' and City Manager Miller spoke of the vast number of awards and recognitions the organization has received, and the fact that we encourage excellence in our employees every day. City Manager Miller discussed a high performance organization's strengths, spoke of our opportunities for improvement, and the process used to get us to this point. Commissioner Dressler said as a result of the resident/business survey, one of the key issues that came out was police enforcement visibility, and asked if there is an action plan in place. BSO Chief Duguay said BSO stepped up its community involvement through Homeowner Associations and the schools; the mounted unit is visible weekly, and we have increased our bicycle patrols. (Vice Mayor Sultanof left the room at 10:49 a.m. and returned at 10:53 a.m.) BSO Chief Duguay added we are letting people know that BSO is the police force for Tamarac. Commissioner Dressler asked if it is necessary to document this for the Sterling audits and City Manager Miller said it was documented when we applied for the Challenge. The examiners will ask questions as a result of the process. Assistant City Manager Phillips explained with regard to visibility, in the Tam -A -Gram there is a regular article that includes BSO as a partner with the City Commission Retreat March 18, 2008 Page 2 of 4 City of Tamarac. The annual report contains a page dedicated to public safety. Commissioner Portner spoke of leadership and the fact that he would like to see directors discuss what they are doing to lead their departments. The Commission should have more knowledge than they do currently. Commissioner Portner thanked the Mayor and City Commission and City Manager for their leadership. Commissioner Dressler said he would like to have quarterly updates during workshop meetings, about 5 -- 10 minutes for each director, with regard to accomplishments. If the Mayor and City Commission have questions they can then meet one on one with the department director. Vice Mayor Sultanof said he would want the City Manager to have prior knowledge of any meeting that may take place between a Department Director and a Commissioner. City Manager Miller said he makes sure the Commissioners all receive the same information, whether it is disseminated one on one or as a group. Mayor Flansbaum- Talabisco said she would prefer the information be given to the Mayor and City Commission quarterly at a workshop meeting. Commissioner Portner spoke of the many calls the Commissioners receive each day and said he felt these should be tracked and the information provided to the City Manager. I.T. Director Sucuoglu spoke about the Customer Request Tracking system. City Manager Miller said the Sterling Examiners will be here the week of April 6 — 11, 2008 and in June they will provide us with a written report. Commissioner Portner said the more our economy lessens, graffiti and gangs will be more prevalent as people become frustrated with their finances. Assistant City Manager Phillips spoke of the Strategic Plan, and the Department Directors gave a short presentation on each of their strategies and successes, as follows: Community Development Director Bramiey spoke of the increased amount of information that is now available in Spanish. Director of Utilities Gagnon said we have identified customers and their needs and created an employee language database. Human Resources Director Swanson said many languages are represented in our workforce. Commissioner Dressler expressed concern this would become an element for hiring, and spoke of perceived discrimination against individuals who only speak English. Human Resources Director Swanson assured the Mayor and City Commission that there is no discrimination against those who only speak English; the information is not captured in the job application, it is post -hiring information and those who speak a foreign language are not required to translate for others. Commissioner Dressler spoke of cultural assimilation and asked what the City is doing to help people assimilate. Director of Parks and Recreation Warner said we offer English classes for Spanish speaking residents as well as Spanish classes. Vice Mayor Sultanof spoke about those who speak Yiddish in Tamarac, as well as those who came from other countries and learned English. Commissioner Portner said he believes we will find that second generations will tend to forget their primary home language and English will be the language spoken. Public and Economic Affairs Officer Berns spoke of the Frequently Asked Questions document, and the fact that City Commission Retreat March 18, 2008 Page 3 of 4 departments are available to speak to Homeowner Associations; Commissioner Portner asked how receptive the HOAs are and Public and Economic Affairs Officer Berns said some are more active than others. Mayor Flansbaum- Talabisco said that information would give the Mayor and City Commission a handle to reach out to the HOAs in their travels throughout the City. Commissioner Dressler said he agreed with Mayor Flansbaum-Talabisco and he would like to be included in the Fire and Police presentations to Associations in his district. Public Works Director Strain spoke of water conservation initiatives. Financial Services Director Chapman spoke of identification and elimination of operational redundancies. Fire Chief Budzinski spoke of community partnerships to develop departmental internship programs. Commissioner Portner asked if any of the cadets have considered joining the Fire Department, and Fire Chief Budzinski said some have. Human Resources Director Swanson spoke of the program to mitigate the largest cost for Workers Compensation injuries, the strains and sprains. I.T. Director Sucuoglu spoke of utilization of technology to provide input or data information and gather community feedback. Director of Parks and Recreation Warner spoke of increased Fire Rescue presence within the community. City Clerk Swenson spoke of Tamarac University and the benefits to the City and the community. Mayor Flansbaum-Talabisco asked if the numbers would increase from the current 25 students per term and Assistant City Manager Phillips said there is concern that if we increase the number of students we will lessen the opportunity for dialogue. BSO Chief Duguay spoke of providing support services to ensure the communities remain safe and attractive, and the increased collaboration and coordination between the Fire Department and other departments. Community Development Director Bramley spoke of developing an understanding of the unique needs of each neighborhood and commercial area and developing a process to identify areas in decline and ensure future vitality. It was decided to move the Financial Projections and FY 09 Budget to the first item on tomorrow's agenda, and to continue, beginning at 8:30 a.m. If time runs short we will move the E-Government Update to a future workshop agenda. Mayor Flansbaum-Talabisco recessed the Commission Retreat at 12:12 p.m. until Wednesday, March 19, 2008, at 8:30 a.m. i MARION SWENSON, CIVIC CITY CLERK 1 City Commission Retreat March 18, 2008 Page 4 of 4