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HomeMy WebLinkAbout2019-02-06 - City Commission Special Meeting Minutes CITY OF TAMARAC STRATEGIC PLANNING WORKSHOP WEDNESDAY, FEBRUARY 6, 2019 CALL TO ORDER: Mayor Gomez called the Strategic Planning Workshop of the City Commission to order at 8:50 a.m. on Wednesday, February 6, 2019 at the Tamarac Recreation Center, Citrus Room, 7501 N. University Drive, Tamarac, FL, 33321. ROLL CALL: Mayor Michelle J. Gomez, Vice Mayor Debra Placko Commissioner Marlon Bolton, and Commissioner Julie Fishman were in attendance. Commissioner Mike Gelin joined the meeting at approximately 9:06 a.m. Also in attendance: City Manager Michael C. Cernech, and City Attorney Samuel S. Goren. Meeting Facilitators: The Champion Services Group, Inc. (CSG) Owner James Champion 3rd and Tom Simmons. Facilitator Champion noted this meeting is a continuation of the meeting on Monday, February 4, 2019 and noted the purpose for these discussions are of fundamental elements that make the City look from good to great. He also noted that what transpired during the campaign period of a candidate and what transpires as a commissioner are two (2) different things and as leaders, concentrate on the City's needs. Discussion ensued by Facilitator Champion and the City Commission related to Strategic Plan, prioritizing Joining the meeting at 11:30 a.m. were Assistant City Attorney David Tolces, Assistant City Manager Kathleen Gunn, City Clerk Patricia Teufel, Financial Services Director Mark Mason, Parks & Recreation Director Greg Warner, Building Official Claudio Grande, Public Services Director Jack Strain, Information Technology Director Levent Sucuoglu, Community Development Director Maxine Calloway, Fire Chief Percy Sayles, Human Resources Director Lerenzo Calhoun, Assistant to the City Manager Laura Karpaviciute. Economic Development Manager Lori Funderwhite, and BSO Captain Neal Glassman. Facilitator Champion recessed the meeting at 11:30 a.m. and reconvened at 11:41 a.m. Facilitator Champion set the tone of the Strategic Planning Session and went over the City's Mission and Vision and Goals. He noted the Mission sets expectations and what the benchmark is. The Goals are action oriented. Facilitator Champion held a team exercise and compared the characteristics of a truck, a bicycle built for two and for one person, and a helicopter about speed, parts, components and efficiency. CITY COMMISSION STRATEGIC PLANNING WORKSHOP February 6, 2019 Page 1 of 7 Facilitator Champion recessed the meeting for lunch at 12:08 p.m. and reconvened at 12:23 p.m. resuming the team exercise. Teams reported out on their exercise. Facilitator Champion noted characteristics of the report showed a collective effort, togetherness, flexibility and speed, enabling to see what we need and where we are. A SWOT Analysis exercise followed. Teams reported on their SWOT analysis and Mr. Champion provided feedback on the reports out. Facilitator Champion recessed the meeting at 1:16 p.m. and reconvened at 1:30 p.m. A Strategic Action Planning exercise followed. Departments validated and reported out on their exercise and review all Goals for the departments. Discussion took place as follows: District 4- Vice Mayor Placko The need for another session to drill down on specifically needs for their district District 3- Commissioner Fishman Leadership Tamarac — take it to the next level and start a Youth Council to work — (an advisory team) with the City Commission on things that are important to them. District 2- Commissioner E. Mike Gelin Removing Red Light Cameras Minority Outreach Program Changing Notification of LUPA from 400 feet to 1,000 feet Change Ordinance for New Home Development from 1 home 5 cars to 2 cars Summer Interns that are paid — learning about personal finances Running Track Sister Cities Better Communication with the residents regarding City Commission Meetings Popular Financial Report— easier/simpler breakdown of the Proposed Budget District 1- Commissioner Marlon Bolton Needs session to discuss what he needs for his district Youth Council idea is good Identify Honor Roll Students from various schools — Bumper stickers to parents City Commission Recognizes Students at Commission Meetings More social media Policy - giving more expanded platform to each Commissioner's level — getting the message across CITY COMMISSION STRATEGIC PLANNING WORKSHOP February 6, 2019 Page 2 of 7 Mayor At-Large — Mayor Gomez Students to do the Pledge of allegiance, Proclamations — introducing children to more involvement in the City-to get them involved in government Recognize students Agrees another session is needed Facilitator Champion agreed to a 4-hour session to integrate the needs expressed by the City Commission should it is agreed to proceed. Discussion ensued regarding recommendation. Facilitator Champion received feedback from Commissioner Bolton related to meeting productivity. Commissioner Fishman talked about and defined what a City-Wide Resiliency Plan means. Commissioner Gelin said City-Wide Resiliency Plan is too broad. Vice Mayor Placko talked about Goals. Commissioner Bolton talked about streamlining of the Hiring Process. Human Resources Director Calhoun talked about paper job applications that are now available on the NEO Gov electronic system and explained the process. He explained the market is tight having to cut the time frame down in order not to lose candidates. Additionally, Director Calhoun said there is an outside agency of physicians to conduct pre-employment testing providing results in a short timeframe meeting different laws in place. IT Director Sucuoglu responded to Mayor Gomez questions regarding Fiber Expansion and phase timelines. Mayor Gomez asked about having Wi-Fi on Parks after hours, start-off and cut-off time ability of the City's Wi-Fi. Mayor Gomez asked about Public Information Office projections, social media and based conversion. Additional issues discussed: No electronic agenda — keep the Agenda Books; Grant Program for Parks for Pups; Training Program for Firefighters regarding the DROP Plan; Expanding hours for programs at the Tamarac Community Center on evening and Sundays. Assistant City Manager Kathleen Gunn talked about "Who are we as a Community" creating an image of who Tamarac is, beautification falling into different departments, Public Art — CITY COMMISSION STRATEGIC PLANNING WORKSHOP February 6, 2019 Page 3 of 7 what it is making a destination, Parks & Recreation enhancing current parks, capturing old and young communities. Director Sucuoglu talked about plans for beautification, goals to be a Smart City, digital/directional signs to be part of the parks, as a national element of design/construction. A consensus was made by the City Commission to provide their input now instead of at another meeting, with all in agreement. City Commission indicated their priorities as follows: Julie Fishman — City-Wide Resiliency Plan Rework of committee structure and engagement with Commission related to committee's discussions at meetings and gave an example. Greg Warner noted committee structure needs to be tweaked, appointments and current board losing touch. Commissioner Fishman talked about board volunteers — look at the structure and find if we have the committees needed. Commissioner Gelin talked about interaction. City Manager Cernech talked about successful partnerships vital to the City, embracing the advisory boards provide opportunities, ideas and recommendations. Regarding the Public Art Committee, City Manager Cemech noted the City Commission needs to provide direction and offered ideas on the types of Committees that may be used such as Ad Hoc Committees and others. Vice Mayor Placko -Medical Mile Corridor and McNab Corridor— needs to know the Vision on the redevelopment and the Long-term goals on the 2040 Strategic Plan in order to be sensitive to the community. Commissioner Gelin talked branding that area to attract medical businesses and to read the paperwork receive to be able to ask questions. City Manager Cernech talked about University Corridor and should be brought back for further discussion on corridor redevelopment/enhancement and the impact on the community. Vice Mayor Placko talked about branding, image, and the need to take it a step further and decide on "who are we" realistically and with that comes the beautification effort. Commissioner Bolton — talked about the free paint program as houses look depressed. Revitalizing houses not just in his district but other districts as well. Assistant City Manager Gunn noted contacting Habitat for Humanity as they have a Pressure Cleaning and Paint Program. CITY COMMISSION STRATEGIC PLANNING WORKSHOP February 6, 2019 Page 4 of 7 Commissioner Bolton talked about renaming District 1 — provided examples such as East Side Tamarac or Historic Tamarac. Discussion ensued renaming each district based on for example, Tamarac Downtown. He noted to give an identity to each district. Commissioner Bolton talked about District 1 Revitalization Project and gave examples comparing to Cities like Sunrise and plans for visibility. Mayor Gomez talked about district 2 and also discussed signage, all generations and people being informed. Commissioner Bolton expressed his surprise when he was advised how much money was spent in District 1 and suggested having the information available for public knowledge. Commissioner Gelin talked about Small Business Opportunities, Transparency and informing the residents. Commissioner Bolton noted he asked Grecia with the help of Laura Karpaviciute to list ideas to recap of what the meeting was, how to implement and e-mail the information to all residents, and place on residents' doors with the intent of informing all residents. Giving a chance for residents not in favor to be notified and voice their concerns. Mayor Gomez agrees with all the discussions that have been suggested today. Added her items of choice: Medical Mile — University Hospital Image — support Tamarac Hospitals 24-hour Code Enforcement — having more officers will help communities, i.e. parking cars after-hours. Commissioner Fishman items of choice: Schools and Education Stakeholder Group Reading Centers throughout the City Vice Mayor Placko talked about the Free-Paint program. Assistant City Attorney Tolces noted non-profit organizations select a house & pressure cleaned homes, painting homes on Saturdays. Assistant City Manager Gunn talked about Condos in need of a facelift. CITY COMMISSION STRATEGIC PLANNING WORKSHOP February 6, 2019 Page 5 of 7 Commissioner Bolton noted the Beautification Program should be expanded to include painting. Community Development Director Calloway will look into incorporating painting to the program. Mayor Gomez requested before and after pictures be taken showing support on the initiative. Commissioner Bolton noted Tamagram pages with City Commission names and pictures. Commissioner Gelin talked about having e-mails, electronic sign up for District Meetings, and adopting Sister Cities Program for people to learn about other cultures. PIO Sr. Strategic Communications Officer Elise Boston noted the TAG newsletter released quarterly, and the monthly Electronic New Letter. Mayor Gomez held additional discussion about residents' feedback on wanting to receive the information and how often to receive it. Commissioner Bolton now likes the TAG and talked about how his mother-in-law uses the newsletter. He talked about app notification of events and newsletter links on website. Mayor Gomez talked about the newsletter and it must have consistency. Commissioner Bolton suggested each City Commission having a link to their newsletter. Facilitator Champion added it must have consistency and structure. Commissioner Fishman suggested the idea to push One Tamarac and why for each Official to attend the event. Mayor Gomez talked about business recognition to those around for a long time and for their commitment to the City and recognize new businesses. Facilitator Champion talked about business such as Big Cheese Restaurant displaying signed pictures of players and the President of University of Miami saying this is the place to come. Acknowledging the relationship with businesses build as well as with the constituents. Mayor Gomez talked about signage, and pictures with residents at the events and photos at galleries for the event. Commissioner Bolton shared comments from the owner of the Rejoice Café, who approached him and stated that the Tamagram gave his business increased exposure. Commissioner Bolton made a suggestion for signage at those communities in need. Mayor Gomez talked about the signage cost, and communities without an HOA. Mayor Gomez suggested the following programs: Play Ball 2019 Cities for Puppies AARP Program Obesity Program Commissioner Gelin TAG to be Commission focused CITY COMMISSION STRATEGIC PLANNING WORKSHOP February 6, 2019 Page 6 of 7 Pictures of residents at events with City Commission Members. City Commission agreed with Facilitator Champion that the process just completed was encouraging. Facilitator Champion asked City Manager to coordinate the next step, 4-hour session, finalizing the exercise and opened the floor for the City Commission to comment on their session experience today. Facilitator Champion closed the session noting the session was proactive and should keep that momentum moving forward. He noted this session was a good challenge and asked the City Commission to remember to have mutual respect, dignity and to honor tradition while pioneering change. With no further business to discuss, the meeting was adjourned at 5:01 p.m. Lillian Pabon, CMG Assistant City Clerk CITY COMMISSION STRATEGIC PLANNING WORKSHOP February 6, 2019 Page 7 of 7