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HomeMy WebLinkAbout2001-04-06 - City Commission Strategic Planning Workshop Meeting MinutesCITY OF TAMARAC STRATEGIC PLANNING WORKSHOP CITY COMMISSION AND EXECUTIVE TEAM WOODMONT COUNTRY CLUB APRIL 6, 2001 CALL TO ORDER: Mayor Schreiber called the Strategic Planning Workshop to order at 9:15 a.m., at Woodmont Country Club, Tamarac, Florida. PRESENT: Mayor Joe Schreiber, Vice Mayor Marc L. Sultanof, Commissioner Edward C, Portner, Commissioner Gertrude Mishkin, and Commissioner Karen L. Roberts. ALSO PRESENT: City Manager Jeffrey L. Miller, City Attorney Mitchell S. Kraft, Assistant City Manager Tim Hemstreet, Assistant City Attorney Vanessa T. Steinerts, Assistant to the City Manager Kristin McKew, Personnel Director Maria Swanson, Fire Chief Jim Budzinski, Community Development Director J. Christopher King, Interim Public Information Officer Diane Phillips, Finance Director Robert Lange, Parks and Recreation Director Kathleen Margoles, Building Official Paul Gioia, Information Technology Director Levent Sucuoglu, Utilities Director Raymond Gagnon, Public Works Director Raj Verma, Firefighter/Union Representative Randy Correll, Consultant, Tom Seigfried, Emergency Services Consulting Group, and City Clerk Marion Swenson. City Manager Miller welcomed everyone and said the focus of this workshop is public facilities. Tamarac is one of the fastest growing communities in Florida and is becoming a younger community, which creates a need for additional facilities and parks and recreation facilities, The strategic planning sessions help the City stay within the budgetary parameters, determine needs and set priorities, allowing Tamarac to keep up with growth, and because of this process, Tamarac is a progressive City government. Another strategic planning session, scheduled th for May 4 , would deal with the rest of the issues in the strategic plan. City Manager Miller said a public facilities task force was appointed about 4-5 months ago to research swim central, a new fire station and general office space. The finance department was also involved with the task force, and it was determined that some public facilities would have to be financed, as Tamarac could not continue to follow the "pay as you go" plan. City Manager Miller said the task force did an admirable job looking into needs and available funding. Tom Seigfried, Consultant with Emergency Services Consulting Group (ESCG), gave a presentation on Fire Station #3. Commissioner Portner questioned flashover and whether building codes are stricter today than they were in the past. Commissioner Roberts asked about response time. Mr. Seigfried and Fire Chief Budzinski addressed their concerns. Mayor Schreiber asked about false alarms and whether anything could be done to reduce or eliminate them. Mr. April 6, 2001 Strategic Planning Workshop 1 Seigfried said there is an ordinance that sets criteria to monitor false alarms. There was discussion about EMS response time. Mayor Schreiber said the proposed fire station on University Drive did not take into consideration a heavily traveled University Drive, which would cause a problem for fire trucks getting in and out during peak hours. Mr. Seigfried said an emergency vehicle control (Opticon) is needed on each truck, and the Opticon system helps alleviate the problem. Commissioner Roberts said the University Drive location is a poor choice because it is next to a school that already has a transportation problem. Between the hours of 8-9 a.m. and 2-3 p.m., they will not be able to get out of the driveway, and they will have to make a u-turn. Commissioner Portner spoke about 5:00 p.m. gridlock at the station on Commercial Boulevard and the Turnpike, and said the University Drive location cannot support a fire station. Vice Mayor Sultanof said there are too many variables, and it is an impossible situation. Commissioner Roberts expressed concern over getting rid of the fire station on Pine Island Road, and Fire Chief Budzinski said one of the reasons for locating the fire station on University Drive is that the largest volume of calls occurs in zone 7, which is the Sunflower Heathgate area. Vice Mayor Sultanof said if Tamarac is anxious to pick up the response time, but cannot get out into the street due to traffic, that seems to be a conflict. Mayor Schreiber said this location is not the most practical. Commissioner Portner asked about consequences if response time is over the recommended time, and Fire Chief Budzinski said chances of surviving a live - threatening injury are reduced. Mayor Schreiber said a possibility might be to have a vehicle in a central location in the zone. Fire Chief Budzinski said that concept is sometimes used by default, when the vehicles are on the road, Commissioner Roberts said if a vehicle is parked at University Hospital, in a sub -station, then a new station is not needed. Commissioner Portner said he did not want a station on University Drive. Fire Chief Budzinski said activity level in Tamarac indicates that this is the best location. Commissioner Roberts spoke about the cost factor if the City owns the land and if the City has to purchase land. Randy Correll said the firefighters support the University Drive location, and explained that the main arteries are the quickest ways to go through a City. Vice Mayor Sultanof asked how many fires there are in Tamarac, on an average, and Fire Chief Budzinski said Tamarac responds to about 100 fires a year. Mr. Seigfried spoke about system status management used by private companies, and said putting a unit in a parking lot changes the scope of work and efficiency levels drop. Mr. Seigfried said locating the station on University Drive gives the department visibility. Commissioner Portner questioned page 21 of the report, and asked about improving response time in the eastern part of the City. Fire Chief Budzinski said automatic aid is often used in that part of the City, and the consultant's report indicates that it is not economically feasible to increase April 6, 2001 Strategic Planning Workshop 2 service to that area, as a low number of calls are run there. Commissioner Portner and Vice Mayor Sultanof expressed objection to that part of the report. Commissioner Roberts questioned the disclaimer and ownership of the documents, and said it was known before the report was prepared that the Commission was against the University Drive location. There was discussion about ownership of the report and the use of ESCG's copyright. City Attorney Kraft said anything in the City's possession becomes a public document. City Manager Miller explained that while the wording of the disclaimer is poor, it is, in effect, merely to protect the computer models of the fire station. Mr. Seigfried said the concern is with competition, not with the City. Mayor Schreiber said it is the Commission's decision to determine where the fire station should be located. Mayor Schreiber said many times consultants are hired when staff can do the job in-house. Vice Mayor Sultanof and Commissioner Roberts agreed another station is needed, and all agreed the University Drive location was not desirable. Commissioner Roberts asked how long it would take to build the station, and City Manager Miller said it depends on whether or not the City owns the land. Commissioner Portner asked about the future of EMS, and Mr. Seigfried said it is on the move, and anticipates walk up clinics in the future. Mayor Schreiber called for a recess at 10:45 a.m. The Strategic Planning Workshop resumed at 11:10 a.m. with everyone present as before. City Manager Miller said the City is looking at various options, and a decision does not have to be made today. Community Development Director J. Christopher King gave a presentation on One -Stop Permitting, Community Development Director King said the Building Department's lease at Tamarac Town Square costs the City approximately $65,000 per year, and none of the money can be recouped, Additionally, the Public Works Department recently leased three trailers at a cost of $60,000- $65,000 per year; a total cost to the City of $130,000-$140,000 a year in leases. Community Development Director King said he looked at the possibility of creating one -stop permitting at the Public Works compound, which facility would house the Building Department, a portion of Community Development, a portion of Fire personnel, and utilities and engineering review functions. This gives developers one location in which they can process their applications and expedite permitting. The Building Department presently has 4,000 sq. ft., and Public Works has requested $500,000 to add 5,000 sq. ft. to their facility. This is a total of 9,000 sq. ft. If some fire and community development functions were also moved into the building, about 10-15,000 sq. ft. would be needed. There had been talk in the past about an annex to City Hall property, but moving to the P ublic Works compound is more functional because then Public Works can get the space they need, and no one other than the Building Department would be April 6, 2001 Strategic Planning Workshop 3 relocated, along with a handful of staff members. Community Development Director King gave a presentation on the new building fagade, and spoke about removing the gates at the front. Commissioner Roberts asked if the gates were for safety purposes, and Community Development Director King said they would be moved to the back area, Mayor Schreiber questioned the size of the property, and Community Development Director King said it is about 4-4.5 acres; part wetlands and part for development. Community Development Director King said that creating this facility would allow expedited permitting, staff interaction, free - flow between engineering and utilities, and one -stop permitting functions. Commissioner Portner asked about the two-story building going to the one story building, and Commissioner Roberts asked if it could be flipped to make the larger part the two-story building. Community Development Director King said if the Commission wished, the entire building could be made two -stories. Commissioner Mishkin suggested that the roof could be enforced so another story could be added at a future time, and Vice Mayor Sultanof said if a two-story building is going to be built, it should be done at the time of construction. Mayor Schreiber asked about removing the existing structures to improve the appearance of the entire complex, and Building Official Gioia said it costs about $120 a sq. ft. for construction, and demolition adds another $15-$18 a sq. ft. Community Development Director King said the $140,000 a year the City currently spends on leases would go to the construction cost, and the building would pay for itself in 15-20 years. Commissioner Portner asked how much revenue the Building Department generates, and Building Official Gioia said $1.2 million - $1.3 million per year. Vice Mayor Sultanof asked when the Building Department lease expires and Community Development Director King said 2003. Community Development Director King explained that the City started looking at this property when a developer expressed interest in purchasing the back property fronting on Hiatus Road. If the property is sold the money could be used to fund construction of the facility. Commissioner Roberts said she did not want to give up green space in the City. Community Development Director King said ball fields could be relocated to this property to make room for a larger swim central at Tamarac Park, and the back area could also be used for parks and recreation facilities. Commissioner Roberts asked about the fire station, and Community Development Director King said the fire station is another option. Commissioner Roberts asked about using the second story for an emergency command center, and Fire Chief Budzinski said that would be a good location. Commissioner Portner asked about the extra space that would be created in City Hall by moving some staff to the new facility, and City Manager Miller said the process had not gotten that far yet. All agreed to pursue this option further, as a two-story building. Parks and Recreation Director Kathleen Margoles gave a presentation on Swim Central. Parks and Recreation Director Margoles said a basic 50-meter pool would cost about $1.5 million and Vice Mayor Sultanof asked if this included the facility around the pool, Parks and Recreation Director Margoles said it only April 6, 2001 Strategic Planning Workshop 4 covers the construction of the pool and heating system. If the project is located at Tamarac Park there are existing facilities there. Parks and Recreation Director Margoles discussed planned activities at the pool. Mayor Schreiber asked who is responsible to pay for the swimming lessons, and Parks and Recreation Director Margoles said the Broward County grant would cover children's lessons. Adults would have to pay, and there would be a fee to use the pool. There was discussion about maintenance of the facility, which would cost $400,000 per year, offset by revenues. There was discussion about the park land trust. Finance Director Robert Lange gave a presentation on the financial position of the City. Finance Director Lange said the City is financially stable and there is $2.8 million in the fund balance, that is undesignated. Finance Director Lange reviewed the revenues and expenditures, and Commissioner Roberts asked which costs are included in the figures. Finance Director Lange said all projects discussed are included. There was discussion about the projected balanced budget in FY2003. Assistant City Manager Tim Hemstreet spoke about the public facility task force, and said there is $4 million available against which to borrow, The task force tried to accommodate the fire station, swim central and one -stop permitting. Assistant City Manager Hernstreet said the most cost effective location for the fire station is Tamarac Park, as Hiatus Road is not within a 6-minute response time of some locations. Assistant City Manager Hemstreet said the recommendation should fit all pieces of the puzzle and fit the money available. There was discussion about the Tamarac Park parcel and the Hiatus Road parcel. Assistant City Manager Hernstreet said if the ball fields were moved to the Hiatus Road parcel there would be more room for the pool and the third fire station. Commissioner Roberts asked if there are modifications in the plans whether the work can still be done for $4 million and Assistant City Manager Hernstreet said it depends on what the modifications are. Commissioner Portner asked if any other sites had been looked at, and Assistant City Manager Hernstreet said a fire station could be put at the sports complex, and that would serve Kings Point. The Recreation building would be demolished and the pool would be constructed in place of it. Then they would still have the ball fields. Commissioner Roberts said if the fire station were taken out they would still have the ball fields and the pool, and the recreation building would not have to be removed. Commissioner Roberts said she would not like to remove the recreation center unless it was absolutely necessary. Parks and Recreation Director Margoles said the recreation center is a poorly designed building and does not meet the needs of the community. Commissioner Roberts said utilization of the Community Center being what it is does not behoove the City to demolish the building. Mayor Schreiber said by demolishing the recreation center, the City would be making problems and antagonizing the families in that area. Commissioner Roberts said she did not want the fire station in that location. Community Development Director King said if the fire station was not put in this location, the recreation center could stay. Mayor Schreiber said he did April 6, 2001 Strategic Planning Workshop 5 not want the fire station at Tamarac Park. Assistant City Manager Hemstreet said the potential of putting the fire station at the sports complex is that it would serve the Kings Point area, Another possibility is a piece of land on the east side of University Drive, which is on the market for $600,000 (next to Merrill Gardens). Mayor Schreiber said he believes the prime reason for erecting a third fire station is for more space to accommodate personnel and equipment. Vice Mayor Sultanof and Commissioner Roberts said they prefer Hiatus Road. Vice Mayor Sultanof said the City needs a staging area and Hiatus Road would be perfect. Assistant City Manager Hemstreet said that would not be a good place for a station to service the community. Commissioner Roberts referenced the consultant's report that says there is only a 1% difference in option two and option 3. Fire Chief Budzinski said that does not address the service issue east of University Drive. Commissioner Roberts asked about using station 41 for that area, and Fire Chief Budzinski said the response time is an issue, and the best solution is to relocate station 41 to the sports complex and put a new station on University Drive. Commissioner Portner asked how many people would be working in Commerce Park, and Community Development Director King said about 9,000. Vice Mayor Sultanof said some day there might also be a hotel in that area. City Manager Miller said it is his understanding that the school site is not the preferred location for the fire station. The ball fields can be relocated to the Hiatus Road site, which would allow swim central to expand, and consider expanding the current fire station into the back. Vice Mayor Sultanof and Commissioner Roberts said they disagreed, as this would cause more problems. Commissioner Roberts said a third station is needed, but she did not think the people would accept putting ball fields in an industrial area. Mayor Schreiber adjourned the meeting at 12:35 p.m. J . MARION SWENSV(�N,.!p ," CITY CLERK April 6, 2001 Strategic Planning Workshop 6