City Commission Regular Meeting Brief for March 12, 2024

City Commission Approves Software Sublicense Agreement
The Broward County Supervisor of Elections and the City of Cooper City, Florida, have officially entered into a Candidate Financial Reporting System Agreement dated June 5, 2023. This agreement, approved by the City Commission, grants Cooper City the privilege to utilize and access the online candidate financial reporting system, which is developed and owned by VR Systems Inc., upon the fulfillment of all pertinent fees. The approval of the sublicense agreement enables the following:

  1.        Candidates and political committees can create and submit electronic financial reports mandated by municipalities.
  2.        Members of the public can access these financial reports.
  3.        The Broward County Supervisor of Elections and municipalities can carry out specific administrative functions associated with financial reporting activities conducted by candidates and political committees.

City Commission Tables First Amendment to Bus Stop Improvements Agreement
The City Commission has tabled the execution of a First Amendment to the Design, Construction, and Maintenance of Bus Stop Improvements Agreement from Broward County. On April 7, 2015, the City entered into a Design, Construction, and Maintenance agreement with Broward County for the purchase and installation of six (6) bus shelters and associated amenities. Pursuant to Section 2 of the Agreement, the County handles the bus stop improvements, while the City is responsible for the maintenance of the bus stop improvements. The First Amendment to the Agreement would provide for fourteen (14) additional locations, bringing the total to twenty (20) bus shelters and associated amenities throughout the City, as detailed in the amended Exhibit “A” of the First Amendment to the Agreement. This is a proposed general contract amendment with firm fixed pricing not to exceed $120,000. Work on the additional bus shelters commenced in January 2021 and was completed in May 2021 by Broward County. The City Commission requested City staff determine the estimated cost to maintain the 14 additional bus shelters, prior to considering the First Amendment for approval.

City Commission Approves Piggyback Agreement for Geographic Information System Consulting Services
The City Commission approved and authorized a piggyback agreement from the Town of Jupiter Island agreement with Florida Technical Consultants, LLC. (FTC), in the amount of $40,000.00 or as appropriated in the annual budget, for Geographic Information System (GIS) consulting services and run concurrently with the Town of Jupiter Island agreement, provided the agreement is extended by the Town of Jupiter Island with the terms and conditions acceptable to the City. The Town of Jupiter Island agreement with the contractor is valid for four (4) years, and can be renewed for two (2) additional one-year terms through written consent. In 2019, the City awarded a three-year contract to Florida Technical Consultants, LLC., with one (1), two-year renewal term, following RFP 2019-2-UTL. The two-year renewal term concludes on May 28, 2024. Instead of initiating a new RFP process, staff recommended piggybacking on the existing agreement with Florida Technical Consultants, LLC., through the Town of Jupiter Island. Florida Technical Consultants, LLC., has consistently delivered satisfactory performance over the past several years. Additionally, it is important to note, that initiating a new RFP process may have resulted in hiring new contractors, potentially requiring more time to familiarize themselves with the current system developed by FTC.

City Commission Approves Purchase of Vehicle for Utilities Department
The City Commission approved the purchase of a 2024 Ford Explorer XLT 4x2 for the Utilities Department from Palmetto Ford of Miami using the Florida Sheriff’s Association contract #FSA23-VEL31.0: Pursuit, Administrative and Other Vehicles, in the amount not to exceed $41,183.00. The purchase of a new truck is an approved item in the Fiscal Year 2024 budget. There is sufficient funding available in the Water and Sewer Utility Fund. This purchase is imperative for replacing Truck #9344 in the Water Plant, as this vehicle extends beyond its serviceable life. This vehicle, a 2005 Ford F-150, has high mileage and persistent mechanical issues. The vehicle is crucial for the overall efficiency and operational effectiveness of the utilities infrastructure. The current vehicle, now surpassing 19 years in service, has incurred repair costs exceeding $15,000.

City Commission Approves Seventh Amendment to Agreement with ARPA Administrator
The City Commission approved the Seventh Amendment with John M. Perez to administer the programs and initiatives proposed for funding by the American Rescue Plan Act (ARPA) of 2021. The City of Cooper City has received a total of $17,930,000 of ARPA-related funds. Staff reviewed the project guidelines and developed a preliminary list of projects for Commission consideration and approval. ARPA funds have allowed the City to undertake projects beyond the City’s regular operations and therefore, is beyond the routine staffing allocation in the annual budget. As such, additional staffing or consulting services are required. There are approximately 60 programs and initiatives being progressed. The ARPA guidelines acknowledge the need for additional staff to support ARPA execution and allow administrative costs to be included within the funding. John M. Perez has the requisite experience and has been coordinating this effort over the last 17 months. The hourly rate is $70 per hour, with the City incurring no benefits, with a total estimate of $40,000. These eligible ARPA administrative costs qualify for funding from the City’s ARPA allocation.

City Commission Defers Quotation for Sport Lighting Solutions
The City Commission deferred a motion to approve the Basketball, Volleyball, and Pickleball Court Lighting Quotation, dated January 25, 2024, under Sourcewell Contract #041123-MSL for Sport Lighting Solutions with Related Technology, Equipment, and Services in the amount of $170,000 with Musco Sports Light, LLC. On February 21, 2023, Sourcewell published a public notice Request for Proposal #041123 for Sport Lighting Solutions with Related Technology, Equipment, and Services; Musco Sports Light, LLC (“Musco”) was the awarded vendor. On June 23, 2023, Sourcewell entered into Contract# 041123-MSL with Musco. The Suellen H. Fardelmann Sports Complex currently utilizes metal halide luminaires at the basketball, pickleball, and volleyball locations, which lack remote control capability and are not energy-efficient or environmentally friendly lighting options. The provided quotation encompasses the implementation of a Control-Link control and monitoring system for remote on/off and dimming control, along with retrofitting existing poles with Musco LLC for LED equipment. There is adequate funding in Fiscal Year 2024 budget for this purchase. The City Commission voted to defer this item to the City Commission Regular Meeting scheduled for April 9, 2024 in order to receive a cost breakdown for lighting at each court.

City Commission Approves Temporary Services for Interim Director of Public Works
The City Commission approved a three-month agreement with GovTempsUSA for temporary services for an interim Director of Public Works. The City has been without a full time, permanent Public Works Director since the spring of 2023. There is a need for additional assistance during this period of transition as the City seeks out a new Public Works Director via a nationwide search currently underway. This resource will work closely with the City Manager and the Public Works team as we move forward within the department. The City Commission approved a budget amendment for the amount of $59,136 to cover the cost for temporary services. The City has had vacancies for Public Works Director and Capital Projects Coordinator for the entirety of Fiscal Year 2024 which provides ample funding for this approval.

City Commission Approves Amendment to Professional Services Agreement for Wastewater Treatment Operation Supervisory Consulting Services
The City Commission approved an amendment to the Professional Services Agreement with Michael Aldrich for Wastewater Treatment Operation Supervisory Consulting Services, not exceeding $10,000. On August 25, 2023, the City engaged Michael Aldrich, its former Chief Plant Operator, for wastewater treatment operation supervisory consulting services to support the staff during the transition to a new Chief Plant Operator. The initial agreement, spanning six (6) months, concluded on February 25, 2024. As the City is still in the process of filling the Chief Plant Operator position, there is an ongoing need for further wastewater treatment operation supervisory consulting services.

City Commission Approves Direction to Rename Flamingo Park in Honor of Michael “City Mike” Riordan
The City Commission approved the renaming of Flamingo Park, located at 5300 SW 122 Avenue, to Michael Riordan Park. Mike Riordan was a 44-year resident of Cooper City and 23-year employee of the City. Mr. Riordan started with the City in August 1998 as a Sports Complex Attendant in Recreation and eventually moved to Public Works as a Park Attendant until his retirement in September 2021. Mr. Riordan was a staple at the parks and within Cooper City earning the nickname “City Mike.”  Mr. Riordan was known for his kindness and always lending a helping hand on the fields. He was a volunteer for the Cooper City Optimist Club and a lifetime member. A formal resolution will be brought forward during the City Commission Regular Meeting on April 9, 2024.

City Commission Approves Multiple Job Descriptions
The City Commission reviewed and approved multiple job descriptions, within the Utilities Department, to optimize the existing compensation framework while simultaneously enhancing the City’s capacity to attract and retain talent in the most competitive classifications. During this meeting, the Commission approved Utilities job descriptions for Administrative Specialist, Assistant Utilities Director, Electrician Supervisor, Engineering Inspector-Plans Examiner, Field Operations Superintendent, Senior Administrative Specialist, Utilities Coordinator, Utilities Director-City Engineer, Utilities Mechanic Trainee, and Utilities Mechanic II.

City Commission Approves Award of Bid for Nanofiltration Membrane Replacement
The City Commission approved the award of Bid, No. ITB 2023-3-UTL, for Nanofiltration (NF) Membrane Replacement, to the lowest, responsive, and responsible bidder, H2O Innovation USA, Inc., and to enter into an agreement in the amount not to exceed $1,099,480.00 and a separate project contingency in the amount of $109,948.00, representing 10% of the contract price. The Utilities Department will be removing and replacing the existing four (4) trains (arrays): A, B, C, and D of NF membrane elements at the Cooper City George A. Haughney Water Treatment Plant, a critical facility that supplies potable drinking water for Cooper City. The project involves a comprehensive overhaul, including the removal of current NF membrane elements and the installation of 1,204 replacement NF membrane elements across four distinct arrays: A, B, C, and D. Additionally, modifications will be made to arrays A and B, incorporating a new second-stage pressure vessel, interconnecting piping, and updated throttling valves and concentrate check valve for all membrane arrays. The project also encompasses the installation of a new automatic silt density index (SDI) testing apparatus. The final completion date of the project is 300 calendar days from the Notice to Proceed date.

City Commission Approves Agreement for Co-Managed Information Technology Services
The City Commissionapproved a three (3) year agreement between the City and VC3, Inc. for providing Co-Managed Information Technology (IT) Services. The contract may be renewed for up to one (1) additional, two (2) year term. City purchasing staff conducted a competitive Request for Qualifications (RFQ) process to determine the best, most qualified contractor to provide these crucial services. The RFQ was released on October 31, 2023, and a pre-bid meeting was held on November 8, 2023, garnered considerable attention, with the active participation of 28 individuals. This strong turnout underscores the significance of the IT Services required for public agencies. Responses were due on December 5, 2023. The City received a total of ten (10) responses.

City Commission Approves Resolution No. 24-03
The City Commission approved a resolution to authorize an amendment to the grant agreement No. LA0155 with the Florida Department of Environmental Protection for the SW 49TH Street Culvert Rehabilitation/Replacement. In September 2021, the City Commission adopted Resolution No. 21-40 approving and authorizing a grant agreement with the Florida Department of Environmental Protection (FDEP) for the SW 49th Street Culvert Rehabilitation/Replacement project in the amount of $125,000. However, as the project was evaluated further, it became apparent that additional funding may be required due to companion improvements associated with culvert replacement. In February 2023, the City requested additional grant funding in the amount of $450,000 from the Florida Legislature/FDEP. The additional funding was approved, so an amendment to the grant agreement No. LPA0155 was required to provide additional time to complete the project. The total funding for this agreement is now $575.000.

City Commission Approves Resolution No. 24-04
The City Commission approved a resolution to appoint Scott Kleiman as the City’s primary Code Enforcement Special Magistrate. The current resolution appointing the Special Magistrate for the City of Cooper City expires on April 9, 2024. The Commission previously directed City staff to advertise the position for fulfillment with the deadline of February 28, 2024. The City Attorney was directed to draft a resolution providing the transition of the City’s Special Magistrate and a Special Magistrate Agreement template. Staff received four applications for the vacancy and subsequent Commission review.  The City Commission has also directed the City Attorney to select a secondary Special Magistrate.

City Commission Approves Decrease in Residential Rate for Solid Waste Collection and Disposal
The City Commission approved Resolution No. 24-05, which adopts a $3 reduction to the monthly rate for single-family homes, as well as a reduction to the monthly rate for multi-family dwellings. Furthermore, the Commission voted to freeze these rates through September 30, 2026. See more information on the Request for Proposals (RFP) and subsequent bid from Coastal Waste & Recycling that led to this decrease in residential rates.

City Commission Approves Ordinance 24-02 on First Reading
The City Commission approved an amendment, on first reading, to Ordinance No. 2023-21, which will provide for an amended budget for Fiscal Year 2024. This propsed budget amendment serves to
to appropriate funds from the American Rescue Plan Act (ARPA) of 2021 to implement the projects being considered under the City’s Plan and authorize the City Manager to re-appropriate funds within each eligible expenditure category for project implementation. At the October 26, 2021, November 30, 2021, and January 25, 2022 City Commission meetings, the Commission approved a final list of projects and initiatives using ARPA funds. These projects were memorialized in the budget adopted by the City in September of 2022. This past summer, a new budget for ARPA was not adopted; instead, that budget was delayed for an opportunity to completely review and rework the budget with the assistance of the consulting firm Witt O’Brien’s. The result is a prepared multi-year ARPA budget for the Commission’s consideration. To expend the funds for these projects and initiatives, it was recommended that a budget amendment be approved. This item was brought before the City Commission on January 23, 2024 and City staff worked to incorporate changes to the summary and the budget based on requested feedback from the City Commission. See the revised ARPA Budget Summary.

City Commission Approves Ordinance 24-03 on Second Reading
The City Commission has approved an ordinance, on second reading, that amends the City’s Code of Ordinances by amending Chapter 25, entitled “Development Standards,” amending Article II entitled, “Signs,” by specifically amending Section 25-24, entitled “Temporary Signs,” eliminating the bond requirements for temporary signs. This action was taken following a Commission directive, during the November 13, 2023 Regular Meeting, where consensus was reached for the City Attorney to draft an ordinance revising the City’s sign code to address political signs.

City Commission Approves Ordinance 24-04 on Second Reading
The City Commission approved an ordinance, on second reading, repealing Ordinance No. 22-22 in its entirety; deleting Section 2-131 of the City’s Code of Ordinances, providing for the elimination of the Mental Health and Wellness Advisory Board. During the January 22, 2024 Mental Health and Wellness Advisory Board meeting, the MHWAB agreed to pass a motion asking the Commission to dissolve the board, with the possibility of reconvening at a later date as an Ad Hoc Committee.

Discussion Items of Note:

The City Commission meeting included a presentation from The Corradino Group on a city-wide traffic study. Based on the findings of the study, the City Commission directed staff to bring forward locations where traffic calming devices could be installed at a minimal cost. City staff is working to bring forward recommendations by the April 9 City Commission Regular Meeting, if not April 30.

During the meeting, the Utilities Department and Finance Department provided a presentation to inform the City Commission of failing water meters located throughout Cooper City. The City is working to inform residents of the issue and to provide information on the resulting correction that will affect certain Cooper City Utility customers’ monthly bill.

More Information
For more information related to items on the March 12, 2024 agenda, please visit:

The next City Commission Regular Meeting will be held on April 9, 2024 at 6:30 p.m. at Cooper City Hall located at 9090 SW 50 Place, Cooper City, FL 33328.