City Commission Regular Meeting Brief for May 13, 2025

City Commission Approves Upgrade of Internet Speed at Utilities Facility
The City Commission approved an agreement with Comcast Enterprise to upgrade internet speeds at the Utilities facility from 100Mb to 1GB. This enhancement will improve performance when using the City’s enterprise resource planning system, increase data transfer rates during network operations, and provide greater capacity to support future growth. The 36-month agreement totals $26,276.40, with an additional monthly cost of $161.48, resulting in a $807.40 increase to Fiscal Year 2025 (FY25) expenditures. The cost will be covered within the Utilities Department budget, and if needed, a minor budget amendment may be made later in FY25 to address any shortfall.

City Commission Approves Agreement for Cartridge Filters at Water Treatment Plant
The City Commission approved an agreement to purchase raw water cartridge filters for the City's water treatment plant by piggybacking on the City of Dunedin’s Contract No. 23-1233 with Waco Filters Corporation. The filters, which are 5-micron, 40-inch cartridges, Model No. PA 05FDP40, play a vital role in pretreating raw water from drinking wells before it enters the nanofiltration process. After evaluating several comparable products, Utilities staff selected this model based on its long-standing performance, durability, and cost-effectiveness. The City has standardized the use of this brand due to its success over several years. The agreement is not to exceed $50,000 and is fully funded in the Fiscal Year 2025 (FY25) Utilities Department budget. This purchase supports the City’s strategic goal of maintaining essential infrastructure and delivering high-quality water services.

City Commission Approves Creation of New Classification and Job Description for Junior Accountant
The City Commission approved the creation of a new classification and job description for a Junior Accountant position, designated as Class 109 with a salary range of $44,400 to $68,820. This entry-level role will support the Finance Department by handling daily accounting tasks and ensuring accurate financial recordkeeping in compliance with governmental standards. The Junior Accountant position is intended to replace a currently vacant Accountant role, resulting in a cost savings, as the new position will be budgeted at $56,610 compared to the former salary of $66,687. The position also provides a pathway for career growth within the City's financial operations.

City Commission Approves Budget Transfer for Sludge Disposal Services
The City Commission approved a budget transfer in the amount of $125,000 to support the continued hauling and disposal of wastewater biosolids from the City’s George A. Haughney Wastewater Treatment Plant. Due to rising disposal costs and limited availability of land application sites—driven by regulatory changes and increasingly wet conditions in disposal areas—the City amended its contract with Synagro South, LLC to reflect a new disposal rate of $69.26 per cubic yard. The transfer reallocates funds from the Utilities Contingency account to cover projected Fiscal Year 2025 (FY25) expenses, which are estimated to reach approximately $350,000. This adjustment ensures ongoing compliance with environmental regulations and maintains essential wastewater management operations.

City Commission Approves Purchase of Playground Equipment for Ellie Kozak Park
The City Commission approved the purchase of new playground equipment for Ellie Kozak Park from Playcore Wisconsin, Inc. d/b/a Gametime, through the OMNIA Partners cooperative purchasing contract. The total cost of the equipment is $268,113.04. The existing playground has exceeded its recommended 10-year service life and exhibits signs of deterioration. Replacing the equipment aligns with the City’s efforts to enhance public spaces and maintain safe, accessible recreational areas. Gametime, a longtime vendor for the City, will handle the installation and permitting process. The project is partially funded through a $68,113.04 interdepartmental budget transfer from the surplus in the Parking Lot Resurfacing Project for the Suellen H. Fardelmann Sports Comple and Public Safety Areas, which has a surplus of $214,926.77 due to the contract being lower than the budgeted amount. The remaining $200,000 for the Ellie Kozak Park playground were already budgeted in Fiscal Year 2024 (FY24). Please see the conceptual design for the playground here.

City Commission Approves Agreement for Purchase of Replacement Vehicles
The City Commission approved an agreement to purchase eight replacement vehicles for various departments using the Florida Sheriff’s Association Contract No. FSA24-VEL32.0. The total cost of the purchase is $548,033.33 and includes vehicles for the Utilities, Parks and Recreation, and Community Development departments. These replacements include one F-550 crane truck, one F-350 utility body truck, five F-350 long beds, and one Ford Ranger. The vehicles being replaced have exceeded their useful life, with some over 20 years old or no longer serviceable due to mechanical issues or obsolete parts. The purchases will be funded through a combination of budgeted allocations, interdepartmental budget amendments, and contingency funds across several departments and funds. This acquisition supports the City’s vehicle replacement plan and ensures continued operational efficiency.

City Commission Defers Request for Broward County Office of the Inspector General Review and Investigation
The City Commission deferred a request to refer a matter to the Broward County Office of the Inspector General for review and investigation into the circumstances surrounding the City’s decision to grant a significantly discounted rental rate for use of its volleyball courts. The reduced rate was provided to Pure Energy LLC, a for-profit company, resulting in a loss of more than $150,000 in public funds. According to a March 10, 2025, written explanation by the City’s Parks and Recreation Director, the discounted rate was justified on the grounds that Pure Energy would assume responsibility for maintaining the courts. However, during the April 22, 2025, City Commission Regular Meeting, the Director contradicted the earlier statement, denying that maintenance was cited as the basis for the reduced rate. Further concerns were raised when it was discovered that it was not Pure Energy, but rather the Optimist Club, a not-for-profit organization, for which the principal of Pure Energy also serves as head of volleyball, that had historically performed court maintenance. This connection suggests the not-for-profit’s involvement may have been used to justify financial benefits for the for-profit entity. The matter is compounded by the fact that the same individual, speaking on behalf of the Optimist Club, requested City funds for court maintenance during a budget hearing without disclosing that his company was receiving discounted rental rates based on that same maintenance commitment. Despite the City now covering all maintenance costs and owning the property outright, Pure Energy continues to benefit from the reduced rate and has placed its branding and promotional material throughout the public space. This item was deferred to the City Commission Regular Meeting scheduled for June 10, 2025.

City Commission Approves Letter Expressing Solidarity and Continued Support for the State of Israel and Hostages
The City Commission approved a formal letter addressed to Israeli President Isaac Herzog and Prime Minister Benjamin Netanyahu, expressing Cooper City’s unwavering solidarity with the State of Israel and calling for the immediate and unconditional release of all hostages still held by Hamas following the October 7, 2023, terror attacks. The letter highlights Cooper City's strong connection to its Israeli and Jewish residents and reaffirms its commitment, demonstrated through multiple unanimous resolutions and the prominent display of the message “We Stand With Israel” in the City Commission Chambers. The letter also recognizes the unified support from Cooper City’s faith-based community, particularly the efforts of The Pentecostals of Cooper City, whose annual “Stand With Israel” event has drawn participation from notable Israeli officials and community leaders. The message concludes with heartfelt prayers for the safety of the Israeli people, the return of the hostages, and lasting peace in the region.

City Commission Rejects Purchase of Used Bucket Truck for Utilities Department
The City Commission rejected the purchase of a used 2018 Freightliner M2 106 bucket truck from Altec for $102,300 to support maintenance needs within the Utilities Department. The Commission rejected this item and directed staff to provide information on pricing for a new bucket truck at a future City Commission meeting. The Utilities Department currently lacks a functioning bucket truck, limiting staff’s ability to perform tasks such as tree trimming, lighting repairs, roof cleaning, and safety net maintenance. The used truck, proposed in this rejected item, had 56,389 miles of use and was selected for its good condition and suitability for limited but essential use. City staff had recommended that purchasing a used truck was more cost-effective than either renting, estimated at $3,500 per month, or purchasing a new vehicle, which would cost over $200,000. Due to high market demand and limited availability, procurement procedures were waived in accordance with the City’s procurement code.

City Commission Approves Agreement for Undergrounding Overhead Streetlight Wiring
The City Commission approved an agreement to underground overhead streetlight wiring along Sheridan Street, from University Drive to NW 89th Avenue, using the existing piggyback contract with the Town of Davie (Contract No. RM-22-42) and vendor Imperial Electric, Inc. The project is not to exceed $110,000 and is funded through the Landscape Beautification Project in the Fiscal Year 2025 (FY25) General Fund Capital Improvement budget. The need for the project arose after a vehicle collision at Sheridan Street and University Drive damaged a streetlight and disconnected power to multiple poles in the area. Rather than reinstalling the damaged overhead wiring, City staff recommended relocating all wiring underground to improve safety, aesthetics, and reliability. This undergrounding will also restore power to a Broward Sheriff's Office traffic camera at the intersection.

City Commission Defers Installation of New Foul Poles at Cooper City Sports Complex
The City Commission deferred the piggyback of Equalis Contract No. COG-2138C with The Landtek Group, Inc. for the engineering and installation of five new foul poles at the Suellen H. Fardelmann Cooper City Sports Complex (SHFSC), fields 2 through 6. The total cost of the project would be $25,250. This proposed project is part of the ongoing renovation efforts previously approved by the Commission on January 28, 2025, to enhance the City’s baseball fields. While this agenda item was deferred to the City Commission Regular Meeting scheduled for May 27, 2025, the existing foul poles have significantly deteriorated and require replacement to maintain a safe and functional playing environment. The new foul poles would support accurate gameplay by providing a clear visual reference for fair and foul territory and will contribute to the overall upgrade of the City’s recreational facilities. The purchase would be funded using surplus funds from the Parks Maintenance Department's Casual and Contract Labor budget. By utilizing a competitively awarded cooperative purchasing contract, the City is striving to streamline procurement while continuing to prioritize quality infrastructure and community-focused improvements.

City Commission Approves Purchase of Playground Equipment for Suellen H. Fardelmann Sports complex
The City Commission approved the purchase of new, ADA-accessible playground equipment for the Suellen H. Fardelmann Sports Complex in the amount of $825,697.90. The playground will be acquired from Gametime via the OMNIA Partners cooperative purchasing contract and is part of a broader renovation effort supported by a grant from the Florida Department of Environmental Protection’s Land and Water Conservation Fund (LWCF). The new equipment supports the City’s vision of offering inclusive, safe, and high-quality recreational facilities and aligns with Cooper City’s Autism Friendly initiatives. The purchase exceeds the current project budget by $625,697.90. To fund the shortfall, the City will reallocate available balances from other completed or surplus-funded projects, including savings from the Sports Complex parking lot resurfacing and AED unit installations, as well as apply $67,500 in LWCF grant funds and $381,380.72 from the General Fund balance. An alternative, lower-cost playground option was discussed at the April 22, 2025, City Commission Regular Meeting. However, the approved design was selected to maintain full safety surfacing, greater accessibility, and enhanced play value in keeping with the City's long-term goals for community recreation. The project must be completed by December 31, 2025, per the amended grant agreement. Please see the conceptual design of the new playground here.

City Commission Approves Resolution to Provide for Amended Budget for Fiscal Year 2024-2025
The City Commission approved Resolution 25-27, amending the City’s Fiscal Year 2024-2025 budget as originally adopted under Resolution 24-37 on September 24, 2024. This budget amendment appropriates $381,380.72 from the General Fund balance to support the purchase of new playground equipment for Suellen H. Fardelmann Park. In accordance with Section 166.241, Florida Statutes, the amendment facilitates a transfer of funds from the General Fund to the Capital Projects Fund. Specifically, the appropriation is recorded under the General Fund line item for Appropriation from Fund Balance and transferred through the Non-Departmental General Government account. On the Capital Improvement Projects side, the funds are recognized as revenue under Inter-Fund Transfers In and allocated toward the designated expenditure line for playground replacement at the park. This adjustment ensures the City can move forward with the park improvement project while maintaining fiscal transparency and compliance.

City Commission Approves Resolution Declaring Surplus Property for Auction and Disposal
The City Commission approved Resolution 25-25, declaring certain City-owned assets as surplus property in accordance with Section 2-202 of the Cooper City Code of Ordinances and Surplus Property Policy #08-006. The resolution authorizes the sale or disposal of obsolete, non-functional, or replaced equipment and materials that are no longer required for municipal operations. Following a comprehensive inventory review, staff identified items that have exceeded their useful life or are no longer needed. The surplus designation will allow the City to streamline inventory, reduce storage needs, ensure a safe working environment, and potentially generate revenue through public auction. Items will be sold using the City’s existing agreement with Bidera, LLC for surplus auction services. Unsold items may be donated, transferred, or discarded in accordance with City policy. This initiative supports the City's Strategic Priority of "Financially Sustaining Someplace Special" by enhancing operational efficiency and prudent resource management.

City Commission Approves Resolution to Acquire Land for Traffic Safety Improvements at Hiatus Road and NE Lake Boulevard
The City Commission approved Resolution 25-26, authorizing the acquisition of a parcel of land owned by the Embassy Lakes Master Owners’ Association, Inc. for the construction of a roundabout and other traffic safety improvements at the intersection of Hiatus Road and NE Lake Boulevard. The resolution formally declares a municipal and public purpose for acquiring the property, which has been identified as essential to improving traffic flow, calming traffic, and enhancing public safety in the area. The City has secured $370,000 in State funds through a Florida Department of Transportation (FDOT) grant to support the $520,000 project, with the remaining $150,000 covered by local funds. City staff has completed a title search, commissioned a property survey, and will engage a state-certified appraiser to obtain a good-faith estimate of the fair market value of the property. The resolution authorizes the City Manager and City Attorney to proceed with efforts to acquire the parcel through voluntary negotiations. If necessary, the City may initiate eminent domain proceedings under Florida law to secure the property. The action ensures that critical infrastructure improvements can move forward to support the health, safety, and welfare of Cooper City residents.

City Commission Approves Resolution to Amend Employee Sick Leave Policy
The City Commission approved Resolution 25-28, amending Commission Policy No. 02-009 regarding employee sick leave benefits. The revised policy introduces a Paid Time Off (PTO) program that will apply to all new employees hired after June 1, 2025. Under the new structure, incoming employees will receive 8 PTO days per year in place of the current sick leave program, which offers 12 days annually. In addition, existing employees will be offered a one-time, irrevocable option to switch from the traditional sick leave benefit to the new PTO structure. The change aims to improve employee morale, increase attendance, and enhance the City’s ability to attract and retain qualified candidates. From a fiscal perspective, the PTO program will not offer a cash-out at separation, which is expected to result in long-term cost savings for the City.

City Commission Approves Resolution to Reject Website Redesign Proposals and Authorize Direct Negotiation
The City Commission approved Resolution 25-29, formally rejecting all proposals submitted in response to Request for Proposals (RFP) 2024-7-CM for website design, development, and hosting services. The resolution also authorizes the City Manager to negotiate a contract directly with a vendor, bypassing standard procurement procedures pursuant to Section 2-258(i) of the City’s Procurement Code. Thirteen proposals were originally submitted and evaluated, with Apptegy, Inc. emerging as the top-ranked proposer. However, after extensive negotiations, the City was unable to reach an agreement with Apptegy that aligned with the terms of the RFP. Due to the 120-day price validity requirement and the passage of more than 180 days since the proposals were submitted, the City determined it was no longer feasible to move forward with any of the proposals. The website redesign is a key component of the City’s strategic plan to improve service delivery, user experience, and digital accessibility. The new site will include a modern design, mobile responsiveness, accessibility tools, and integration with e-government functions like online payments, forms, and permits. With $32,000 budgeted in Fiscal Year 2025, the City may consider additional funding through contingency or in the next fiscal cycle if needed. Re-advertising the solicitation would cause significant delays, and direct negotiation offers a more efficient path toward delivering this important digital transformation.

More Information
For more information related to the May 13, 2025 agenda, please visit: https://meetings.municode.com/adaHtmlDocument/index?cc=COOPERCITY&me=334174998fe548afbe98450f240df6ee&ip=true.

The next City Commission Regular Meeting will be held at City Hall, located at 9090 SW 50 Place, Cooper City, FL 33328 on May 27, 2025 at 6:30 PM