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
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March 18, 2008
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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
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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
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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
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