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HomeMy WebLinkAbout1323 - MINUTES - City Commission MINUTES DANIA BEACH CITY COMMISSION WORKSHOP MEETING JAN UARY 10, 2002 1. CALL TO ORDER: Mayor Flury called the meeting to order at 4:35 p.m. 2. ROLL CALL: Present: Mayor: Pat Flury Vice-Mayor: Robert Chunn Commissioners: John Bertino C.K. McElyea Bob Mikes City Attorney: Tom Ansbro City Manager: Ivan Pato City Clerk: Charlene Johnson 3. Discussion of Capital Improvement Program. City Manager Pato mentioned that the City Commission had previously approved debt service to cover a Capital Improvement Program in the budget and that there is now a need to determine a priority list of projects to be pursued. Debt Service: Dave Keller, Finance Director, presented a list of projects to be discussed. He explained that the funding for the Capital Improvement Program would have to be borrowed and that this is a good time because interest rates are so low. This year's budget provides for appropriations to pay off this year's debt service on an estimated $2,750,000.00 figure. The interest rate would depend upon the amount borrowed and Mr. Keller anticipated a 15 year term on the loan. Mayor Flury clarified with Mr. Keller that he projected 4% as an interest rate during the budget process and with current interest rates around 2% the amount could probably be increased to $3,000,000.00 without increasing the budgeted debt service amount. Mayor Flury clarified that grant money is not included in the CIP list. Mr. Keller,explained that $1.2 million grant from Broward County for the Swim Central project, however, the grant is on a reimbursement basis. Broward County has agreed to reimburse the City after '/ of the work is completed, which means that the City must spend $300,000 before the reimbursement requests could begin. Once the project is finished, the City would receive the $300,000 back, which could be used to repay the principal and interest on the CIP program or reprogram the money for Capital projects in the following year. Grants: • MINUTES 1 JANUARY 10, 2002 WORKSHOP MEETING Commissioner Mikes suggested the possibility of pursuing grant funding for the 803 NW 1st Street • project (BSO Substation). City Manager Pato agreed that grants could be pursued for some of the interior work from the Law Enforcement Trust Fund. However, the amount projected is the bare minimum to finish the building. He advised that BSO was expected to spend around $60,000 for furnishings and that the City had spent $20,000 to $25,000 so far. It appeared that $108,000 had been allocated as an acquisition amount in the beginning. City Manager Pato advised that an Assistant City Manager would be hired within the next two weeks and that they would have grant experience and be working on special projects as well. City Manager Pato advised that the Front Porch Grant merely secured the designation for the City to be a Front Porch Community and once the designation is complete, other grant opportunities would become available to the City. Mr. Pato could not report on the status of the Front Porch Grant at this time. Street Closures: City Manager Pato advised that $100,000 has been provided in the list to finish the permanent street closures. This, of course, is contingent upon the results of the 6-month trial period, which is expected to be completed sometime in April. The City Commission generally agreed to leave the amount as presented. Pier: Mayor Flury thought that more than $100,000 had been budgeted for the pier project. Finance Director Keller agreed that $650,000 had been presented during the budget. However, the amount was reduced to cover the architectural drawing costs after discussions with the City Manager in response to Commission requests to reduce Capital Improvement spending at least through the first half of the fiscal year due to the tragedy on September 11th. Mayor Flury expressed her dissatisfaction with the time it has taken to finish the pier restaurant project. Commissioner Mikes advised that there were two failed attempts to move forward on a pier restaurant by the previous Commission. He mentioned problems encountered with advertising the RFP with the restaurant operator committing to expending a large capital amount to build the restaurant shell with $400,000 being contributed by the City. In addition, once the RFP's were received and reviewed and a lease awarded to Tarpon Bend (Whiskey Creek Food & Tackle), problems arose on who would operate the restaurant and then the corporation wanted to sell stocks after the lease was approved. Commissioner Mikes stressed the importance of moving in a conservative mode due to the ongoing war in Afghanistan and felt that the past City Commission had conducted themselves in a prudent manner in regards to the pier restaurant project. Commissioner Bertino recommended moving forward with a loan since interest rates are so low. He suggested that Finance Director Keller pursue a loan program structured on a "draw down" basis with interest accruing on the amounts being drawn down. City Manager Pato was of the opinion that it would be best to obtain the architectural drawings first on the pier restaurant in order to have something to sell to interested restaurant operators proceeding with building a building. Mr. Pato reminded the City Commission that Neal Aronson, Architect, would be presenting revised renderings at the January 17 workshop. MINUTES 2 JANUARY 10, 2002 WORKSHOP MEETING The City Commission generally agreed to increase the amount for the pier to $650,000.00 with the understanding that $100,000 would be utilized towards plans. It was determined that the $650,000 would bring the building to a point that a restaurant operator could then complete the interior improvements. Mayor Flury mentioned that this is not a conservative figure and that the concept was to build a one-story with the possibility of adding a two-story in the future and that the square footage was under 5,000. Swim Central: Commissioner Bertino recommended that the swimming pool be configured with competitive swimming lanes that meet all high school and college requirements so that the City could obtain revenue by renting the swimming pool out to competitive swimming events. Commissioner Mikes stressed the importance of have a secure facility to reduce liability on the City. Mayor Flury recommended hiring a Construction Manager to work for the City to oversee the swimming pool project. Finance Director Keller advised that the City Manager and himself had already planned on moving forward with a Design and Construction Manager to oversee the CIP projects. Public Works Complex: Bud Palm, Utilities/Public Works Director, advised that an 2,000 to 2,500 sq. ft. office building was proposed to be built to the left of the gate entering the Public Works Compound because the current office area was actually a storage room and does not include any indoor plumbing and no additional space for filing. Mr. Palm advised that they have had to build rooms wherever they could to make due with the facility and that there is a need for space for employees. Mayor Flury suggested a comprehensive review of the entire complex and that a temporary mobile ® office facility could address the immediate needs and provide time to develop a long-term plan. Commissioner McElyea recommended renovating the shop area for offices and moving the heavy equipment farter away from the Water Plant. Commissioner Mikes was hesitant with using the complex as a satellite office building to accommodate 4 employees when the facility's main function is to supply fresh water to the community. In addition, the City should consider possible development in the future to meet water treatment requirements and agreed with Mayor Flury that a temporary facility would address the immediate the office space issue. Commissioner Bertino questioned the necessity of locating the clerical staff at the Public Works Complex and pointed out that the City might be able to move BSO to the 803 site, thereby, freeing up space at City Hall. Mr. Palm was concerned that there would be no guarantee that space would be available in the BSO office area with the way that the Growth Management Department has expanded due to the recent annexations. Mr, Palm agreed with the temporary offices as an alternative to the current problem. City Manager Pato agreed that a long-term plan needs to be prepared for the Public Works Complex and that there are many things to work out on the "803" project. Commissioner Bertino asked Mr. Palm if there were any capital improvements needed for the water plan such as tanks or storage. Mr. Palm advised that any improvements would come from the Enterprise Fund, However, Mr. Palm advised that the current Water Plant cannot provide the necessary capacity for future growth of the City and that he has presented alternatives on avenues to follow and • on expanding the plant and treat the Brian Piccolo water when the City's wells go bad. Mr. Palm MINUTES 3 JANUARY 10, 2002 WORKSHOP MEETING advised that a serious review is needed of the water plant because Broward County, in an effort to save the Everglades, and when they being sending 80% less water to the east through the canal system and when this happens salt water will destroy the fresh water wells. Mr. Palm advised that the water table was lowered one foot so that the residents from Westin wouldn't have to put so much fill in, which allowed salt-water intrusion. Mr. Palm urged the City Commission to begin the expansion of the water plan now as it would take two years or more to complete and that the $3 million capacity is not enough. He mentioned that the system at Pembroke Pines is working very well treating $8 million gallons a day. The City Commission generally agreed to leave the $250,000 in the CIP to use towards the cost of conducting a serious engineering study and review of the design of the Public Works Complex. Commissioner Mikes recommended obtaining ideas from other cities in Broward County on how their water plants are designed. Police "803" protect: The City Commission generally agreed to keep the $250,000 amount as presented. 25th Year CDBG: The $113,000 was already spent on a recent Change Order with MEF Construction to finish the project. Commissioner Mikes stressed the importance of pursuing the potential for other portions of the City to receive capital improvements through CDBG funding and that many neighborhoods could be improved through grant funding. Commissioner Bertino mentioned that there are areas in the newly annexed area that would qualify for CDBG funding. Street Lighting: City Manager Pato mentioned that under previous City Manager Smith there was a program with FPL for upgrading the lighting in the City and that the program was not followed up on. He stressed the need to increasing lighting in the newly annexed area and expected a survey on where the poles are and lights could be added from FPL. City Manager Pato recommended increased lighting in major arteries throughout the City and especially along NW 1st Street, which is the only through street running east to west in the central part of the City in an effort to address security. . Commissioner Mikes stressed the importance of including the residents from the neighborhoods in the process in order to get a consensus because the City had a problem in the past when increased lighting was installed and some residents were not pleased because it placed too much light in yards and imposed on privacy. CIP Proiects: Commissioner Bertino recommended borrowing enough money to cover a loan for Capital Improvements in the City such as: ✓ Improvements to new park land in the newly annexed area from the Broward County Bond preservation land program; • ✓ Highway beautification by planting of trees and landscaping along major intersections; MINUTES 4 JANUARY 10, 2002 WORKSHOP MEETING ✓ Building new all-purpose recreational buildings at Charlie Will Thomas and Frost Park and t renovations at Patrick J. Meli Park; ✓ Beach Improvements and the possible addition of a roller hockey rink and band shell; ✓ Purchase the Jean Cook vacant land south of City Hall before it is sold to another developer; ✓ City Hall expansion to a second story and addressing parking for services to be provided in one location for citizens' ✓ Construct the western fire station; Commissioner Mikes agreed that street scape improvements are needed in many areas of the City and that it provides a sense of pride to the community. He stressed the importance of increasing efficiency at City Hall and renourishing the beach. He recommended acquisition of the two Hollywood beach lots sitting north of the pier, at least the one closest to the pier, to preserve the City's beach area and mentioned past efforts to purchase the lots through the Florida Communities Trust Program. Mayor Flury suggested that the projects, as presented be discussed in the future and prioritized, and that BSO should be relocated to 803 NW 1s` Street and disbursed in other areas of the City before any action is taken on expanding the City Hall second story. Dave Keller, Finance Director, clarified that the City tentatively budgeted debt service to cover $2.750 million in the 01/02 FY and with the increase of $650,000 for the pier restaurant, the figure has increased from $1.558 to $2.108. In addition, due to the low interest rates, the debt service on a 15 year loan would cover $3 million. Mr. Keller advised that he would pursue a fixed rate line of credit structured like the recent $750,000 that was acquired for vehicles. The City's legal requirement is to spend or encumber 75% of the loan within 12 months. Mr. Keller explained that encumbered would mean something more concrete like having entered into contracts for building or architectural plans,. • Randy Wilkinson, Parks & Recreation Director, explained that with the exclusion of Swim Central the City has $450,000 in grants and $450,000 as a City match for park improvements in this year's budget. Finance Director Keller advised that during the budget sessions there was discussion of adding $1 million for additional park improvements as part of the $2.75 million, however, there have been other projects added between the budget sessions and now that revised the project list. Mayor Flury pointed out the need to provide the City Commission with the project lists previously discussed during the budget to compare with the list being presented today to reduce confusion for everyone. City Manager Pato reiterated staff's actions to present a conservative list of Capital Improvement Projects based on the economy and current events. Mr. Keller clarified that the amount is now $2.1 million and that with the current interest rates being so low, the City could borrow $3 million, which would amount to $900,000 to be used for park improvements or highway improvements. Mr. Keller stated that a 4% interest rate was figured for the debt service and that the interest rate might be between 3 or 3.5%. City Manager Pato pointed out that the CW Thomas and Patrick J. Meli Park buildings are used as voting precincts during City and County elections and that the construction of these buildings would need to include an adequate notification to the Broward County Supervisor of Elections Office to located adequate sites based on the renovations being a 2-year process. Commissioner McElyea suggested temporary trailers being utilized at the sites during the construction phases. • MINUTES 5 JANUARY 10, 2002 WORKSHOP MEETING Street Paving: ® Mayor Flury mentioned that originally $500,000 was presented in the budget to cover preliminary street paving and that the amount was reduced to $300,000 when the 01/02 FY budget was approved. After the budget, the City obtained $500,000 from Broward County for paving improvements for the newly annexed area. Mayor Flury recommended that the $300,000 paving figure be utilized towards neighborhood improvements. Bud Palm, Utilities/Public Works Director, agreed that the $300,000 could be utilized elsewhere as some of the older portions of the City would not be paved, however, he pointed out that gas tax funding can only be used for certain road improvements. Commissioner Mikes disagreed and stated that the money could be used for street scape projects and swale improvements. Commissioner Mikes suggested that staff check with other cities to see how they use gas tax funds. Finance Director Keller clarified that the a revenue line item is reflected in the General Fund reflecting receipt of the gas tax disbursements from the County. On the expenditure side, the item is budgeted for $550,000, which includes the use of the gas tax dollars. He estimated gas tax revenues to the City of around $200,000.00. The City Commission agreed to reallocate the $300,000 for streetscape and neighborhood beautification projects and directing Finance Director Keller to negotiate with banks on obtaining debt financing in the amount of approximately $3 million. Commissioner Bertino recommended that Mr. Keller find out if he could co-mingle the loan portion going to the Water Fund and get a better deal with a larger amount since Enterprise funds can be used for addressing expansion issues of the Water Plant. Road Resurfacing Plan: City Manager Pato provided a drawing from the Public Works Department showing the streets that will be paved in the newly annexed area from the $500,000 funding from Broward County. Mr. Pato advised that the communities are going to be aware of the plan and that meetings would be held with staff and the residents. Mr. Palm thought that 12 months would be ample time to complete the paving in the newly annexed area and thought that the City would exceed the $736,000 before the 4th section is completed. City Manager Pato pointed out that a checklist or flagging system for 6 months has been put into place to make sure the contractor is on schedule and that all notices would be sent out in the proper time frame should the City desire to terminate the contract. 4. Discussion of 28th Year Community Development Block Grant Program. Commissioner Bertino suggested using the funds for park areas for the 281h Year CDBG Program. Commissioner Mikes suggested utilizing the funds for the 803 Substation. Bud Palm, Utilities/Public Works Director, mentioned that the bridge on 1st Street is going to need structure repairs and CDBG funds were used before for bridge repairs. City Manager Pato advised that the City must apply by the end of January for the 281h Year CDBG Program with Broward County and that this grant program has no matching funds requirement. Mr. • Pato pointed out that the City is limited in using the funds for the "target area" known as College MINUTES 6 JANUARY 10, 2002 WORKSHOP MEETING Gardens/Modello Park area and outlined as the neighborhoods west of the railroad tracks, north of Sheridan Street, south of Old Griffin Road, limited by the City boundaries on the west by Bryan Road or Ely boulevard for people south of Sheridan Street. Mr. Pato mentioned that Broward County may consider allowing the City to use funds for the purchase of properties and that he wanted to do something different besides installing sidewalks, drainage or landscaping improvements. Therefore, he presented pictures of the Boisey Waiters Center, 1399 Stirling Road, showing an access road for the concept of turning the facility into some type of activity center. Commissioner Mikes disagreed with constructing a community center for just a few people as has been suggested by Albert Jones who doesn't seem to want to meet with the southwest organization. Commissioner Mikes suggested pursuing Broward Boating Improvement Program funding for improvements to the Boisey Waiters site based on the land being valuable waterfront property instead of using CDBG funding that could be used elsewhere. In addition, Commissioner Mikes disagreed with building a redundant facility that creates a burden on tax funds on operating costs when City Hall is available to serve citizens and meetings. City Manager Pato clarified that an activity center would not necessary be just a community center. He envisioned a facility where people could take advantage of the picnic grounds, waterfront facilities or a sports area. Mr. Pato pointed out that the access issues could also be addressed with the grant funds, which prohibits the City from utilizing the property. Commissioner Bertino opposed the idea of children walking the road back to the center as shown on the drawing and mentioned that this is an industrial area with the City's Water Plant behind a school • and that Stirling Road is very dangerous. Commissioner Bertino thought it would be better use of the CDBG funds to build a new recreational building that could be used by the YMCA at Charlie Will Thomas Park, which is in the heart of the community and near Collins Elementary School. Mayor Flury stated that the Boisey Waiters Center is too remote for an activity center and agreed that Charlie Will Thomas Park would be a better location for an activity center. She mentioned that the 803 Substation should be finished by the time the 281h year CDBG funding is available and that the park buildings should be finished by then. Discussion followed on the 28th Year CDBG funding coming in two to three years. City Manager Pato advised that the Boisey Waiters site was considered because of the access problem and that the project could be developed into anything that the City Commission would want to envision through the use of CDBG funding. He clarified that his main goal was a place for activity and not necessarily a community center. Commissioner Bertino suggested an enhancement across the street from the 803 substation on the park that could be used for the computer center and youth activities through the auspices of the PAL Program. He also suggested building an outdoor gymnasium for children to play when it rains. Vice-Mayor Chunn pointed out that the PAL program on Sheridan Street in Hollywood is very successful and includes all types of computer and recreational activities. City Manager Pato advised that the Hollywood PAL program was funded from grant money specifically designed to improve parks and that CDBG is different. MINUTES 7 JANUARY 10, 2002 WORKSHOP MEETING City Manager Pato mentioned that there might be restrictions preventing grant money from being used on public buildings because he thought they were intended for neighborhood improvements and not just for improving a single building. Mr. Pato advised that he has a person coming within the next two weeks who will fill the Assistant to the City Manager position who has extensive grant experience. Bud Palm advised that the northwest section of the target area could use some swale and landscaping improvements and the 1st Street bridge could use repairs, however, the water and sewer lines are fine. Commissioner Mikes stressed the importance of implementing projects that are going to reduce criminal activity through juvenile programs, street enhancement, 803 or street lighting. City Manager Pato advised that the 27th Year CDBG would enable the City to close the street on the ,north side of Charlie Will Thomas Park, thereby, creating an extension north of the park. There is also vacant land owned by the School Board on the north side that might be purchased with the grant funds as long as the City retained the area as open space. The City Commission decided to continue discussion on ideas for the 28th Year CDBG program at the January 17 workshop meeting and it was noted that the deadline for the application was January 31. This meeting adjourned at 6:45 p.m. Z -- -c�--� MAYOR / CITY CLERK Approved: February 12, 2002 MINUTES 8 JANUARY 10, 2002 WORKSHOP MEETING