City Commission Regular Meeting Brief for August 27, 2024

City Commission Approves Rezoning Petition on Second Reading of Ordinance 24-13
The City Commission approved, on second reading, rezoning petition #Z 1-1-24, which provides for the rezoning of the approximately .43 acres of real property generally located on the southeast corner of Griffin Road and SW 106 Avenue. This approval would rezone the subject property from A-1, Agriculture (Broward County designation), to R-1-D Single-Family 6000 sq./ft. (Cooper City designation) to preserve the one existing house of the subject property. The proposed subject site is .43 acres and has one single-family home (the oldest in the City of Cooper City). The property was annexed into the City on September 15, 2004, and is part of the Royal Palm Ranches Preservation annexation agreement. The existing zoning and Land Use Plan designations were inherited from Broward County and are the same as before the property was annexed into the City. The pre-annexation agreement that applies to the subject site states that all zoning changes must first come before the Preservation Board for a recommendation and must be approved by a supermajority vote of the City Commission. At the February 24, 2024, meeting, the Royal Palm Ranches Preservation Board recommended approval of the R-1-D Rezoning request.

City Commission Approves Rezoning Petition on Second Reading of Ordinance 24-14
The City Commission approved, on second reading, rezoning petition #Z 9-2-23, which provides for the rezoning of approximately 19.23 gross acres of real property generally located on the southeast corner of Griffin Road and SW 106 Avenue. This approval would rezone the subject property from A-1, Agriculture (Broward County designation), to R-1-D Single-Family 6000 sq./ft. (Cooper City designation) to build thirty-eight (38) houses, providing for the allocation of nineteen (19) flex units. The property was annexed into the City on September 15, 2004, and is part of the Royal Palm Ranches Preservation annexation agreement. The existing zoning and Land Use Plan designations were inherited from Broward County and are the same as before the property was annexed into the City. The pre-annexation agreement that applies to the subject site states that all zoning changes must first come before the Royal Palm Ranches Preservation Board for a recommendation and must be approved by a super-majority vote of the City Commission. At the February 24, 2024, meeting, the Royal Palm Ranches Preservation Board recommended approval of the R-1-D Rezoning.

City Commission Approves Change to Driveway Requirement with Second Reading of Ordinance 24-18
The City Commission approved an ordinance, on second reading, which reduces impervious surface areas on residential lots, which, in many cases, are unnecessary extra driveway widths. This Code change reduces the required width dimensions for a parking spot in a residential driveway. This change allows the same dimension used for a commercial parking spot (9 ft. x 18 ft.). All carport/garage conversion plans will still need to meet three exterior parking spaces but, with this approval, can now be the minimum 9 ft. x 18 ft. dimension.

City Commission Approves Site Plan with Resolution 24-23
The City Commission approved a resolution that grants site plan approval pursuant to Site Plan Petition SP# 9-1-23 for the proposed Hanson Park subdivision. The subject site is approximately 19.23 net acres in sized made up of two tracts of land (Hanson Parcel and FDOT lake which was purchased from the Hanson family) and is located on the southeast corner of Griffin Road and SW 106 Avenue. Accompanying this petition are rezoning and plat petitions which reflect a total of 38 lots that are from 8,700 to 10,370 square feet in size. The site plan reflects one and two-story single-family homes, 3 to 6 bedrooms, with models from 2,312 to 4,720 square feet. Access to the site is provided only from Griffin Road via a right-in and right-out. The plans reflect a private gated community with a private internal street within a 60-foot-wide access tract. The project will include access gates with a visitor call box. Landscape berms are being proposed along Griffin Road and SW 106th Avenue to ensure buffering and privacy for the new homes. There will be a gated “emergency access only” entrance off SW 106th Avenue into the southern end of the community. The proposed lake and the current FDOT lake will serve as a buffer between this community and the Pine Lake subdivision to the East. The developer has restricted lots 18 and 19 to single-story units only to ensure the privacy of the Cooper’s Grove community to the south. There are no recreation lands being proposed within the development. Therefore, the developer will need to secure approval of a fee in lieu of the recreational land dedication requirement of six acres per thousand population generated by the development. An appraisal and park dedication fee was calculated and a check for $331,000 has been submitted to the City. At the meeting on February 24, 2024, the Royal Palm Ranches Board recommended approval. At the meeting on February 29, 2024, the Planning and Zoning Board recommended approval.

City Commission Approves Site Plan with Resolution 24-24
The City Commission approved a resolution that grants site plan approval pursuant to Site Plan Petition SP# 9-2-23 for the approximately .43 acres of real property know as Hanson Park, generally located on the southeast corner of Griffin Road and SW 106 Avenue. The subject site presently has one single-family home (oldest in the City of Cooper City). It far exceeds the minimum lot size of 6000 sq/ft for the new proposed zoning district. No physical changes are being proposed to the house or features on the property with this project. The new site will be buffered in the form of landscaping, retaining walls and fencing from the new proposed Hanson Park project. Access to the site is provided from an existing driveway along Griffin Road, right in and right out. The proposed “Griffin 106 Subdivision” plat provides future access to the Hanson Homestead site from within the proposed gated community, and a declaration of restrictive covenants is proposed restricting the site to R-1-D permitted uses if the current house is moved or demolished. At the meeting on February 24, 2024, the Royal Palm Ranches Preservation Board recommended approval. At the meeting on February 29, 2024, the Planning and Zoning Board recommended approval.

City Commission Approves Plat Petition with Resolution 24-25
The City Commission approved a resolution which grants plat approval pursuant to Plat Petition P# 9-1-23 for the approximately 14.03 acres of real property known as Hanson Park, generally located on the southeast corner of Griffin Road and Southwest 106 Avenue. The subject site is approximately 19.23 net acres in size made up of two tracts of land (Hanson Parcel and FDOT lake which was purchased from the Hanson Family) and is located on SE Corner of Griffin Rd and SW 106th Avenue. Accompanying this petition are rezoning and plat petitions which reflect a total of 38 lots that are from 8,700 to 10,370 square feet in size. The site plan reflects one and two-story single-family homes, 3 to 6 bedrooms, with models from 2,312 to 4,720 square feet. At the meeting on February 24, 2024, the Royal Palm Ranches Board recommended approval. At the meeting on February 29, 2024, the Planning and Zoning Board recommended approval.

City Commission Appoints New Members to Senior Advisory Board
The City Commission approved the appointments of Elsa Garantiva and Ramon Guerrero to the Senior Advisory Board.

City Commission Approves Resolution 24-29
The City Commission approved a resolution to delegate to the city manager, or the city manager’s designee the authority to increase or reduce the number of streetlights approved for lighting, operation, or maintenance pursuant to the City’s agreement with the Florida Department of Transportation, Broward County, Florida Power & Light, and other governmental agencies. On or about March 19, 2004, the City of Cooper City and the Florida Department of Transportation entered into an agreement for highway lighting, maintenance, and compensation along the state highway system within the City.

City Commission Approves Piggyback Agreement for Stormwater and Wastewater Services
The City Commission approved a piggyback agreement from the City of Weston with A&A Drainage & Vac Services, Inc., in an amount not to exceed $45,000, or as allocated in the upcoming fiscal year's budget for Stormwater and Wastewater Maintenance Services. This agreement will run concurrently with the City of Weston’s contract, provided that the City of Weston extends the agreement under terms and conditions acceptable to the City. In 2019, the City of Cooper City awarded a three-year contract to A&A Drainage & Vac Services, Inc., with an additional two-year renewal option, following Invitation to Bid (ITB) 2019-3-UTL. The two-year renewal term concluded on April 23, 2024. Rather than initiating a new ITB process, staff recommended piggybacking the existing City of Weston’s agreement. The City of Weston’s agreement, effective May 24, 2023, is set to expire on May 31, 2026, with two optional three-year renewal terms. Utilities staff has reviewed the scope of services and pricing in the City of Weston’s agreement and found that the scope and services provide all the required services needed by Cooper City.

City Commission Approves Hiring of Human Resources Director
The City Commission approved the hiring of Ms. Isis Medina for the Human Resources Director position. The position opening was posted on the City’s website. Many applications were received expressing an interest in the position. A selection committee consisting of the City Manager, City Clerk and Interim Human Resources Director interviewed several qualified candidates. Ms. Medina was selected as the most qualified candidate based on her experience, education and credentials.

City Commission Approves the Addition of Multiple Job Descriptions
The City Commission approved the addition of job descriptions for Capital Improvement Projects (CIP) Manager, Engineer I, Assistant Director for Parks and Recreation, and Purchasing Manager.

City Commission Approves Participation in ‘Recycle Right’ Campaign
The City Commission approved Cooper City’s participation in Waste Management and the National League of Cities’ “Recycle Right” campaign.

City Commission Approves Piggyback Agreement for Tree Trimming Services
The City Commission approved a piggyback agreement for tree trimming services utilizing the Town of Miami Lakes Contract No. 2022-22 with SFM Landscape Service, LLC (SFM). On August 5, 2022, the Town of Miami Lakes (“Town”) issued Request for Proposals ("RFP") No. 2022-22 for Tree Trimming Services. The Town received four (4) proposals, awarding SFM, the primary contractor, Landscape Service Professionals, Inc., the secondary contractor, Sherlock Tree Company, the tertiary contractor and Brightview Tree Care Services, Inc., the quaternary contractor. Cooper City’s Public Works Department had sought approval to contract with a professional tree trimming company to bring our community’s trees up to ordinance standards. Many trees throughout the City are currently overgrown and require maintenance to ensure compliance and improve overall aesthetics. With this approval, a budget amendment was also approved to allow for up to $250,000 to be utilized for tree trimming services. Funds were available within the Road and Bridge Fund, with no specific plans for the balance in Fiscal Year 2024.

City Commission Approves Piggyback Agreement for Metering Infrastructure
The City Commission approved a piggyback agreement between the City of Sunrise and Sensus USA Inc. for Advanced Metering Infrastructure (AMI) Software as a Service and the Federal Communications Commission (FCC) Lease Agreeement. During the July 23, 2024 City Commission Regular Meeting, the Utilities Department presented an alternative for converting Cooper City’s metering infrastructure to a Sensus USA Inc.’s fixed network and two-way communication system, to be installed and serviced by Core & Main, L.P. (Sensus USA Inc.’s distributer and supplier). This fixed network of advanced meters and radio transmitters, two base station controllers, computer servers and software one-time set up will require software and an FCC license. Sensus USA Inc., as part of their service delivery for this conversion, will provide software for integration with the City’s financial enterprise resource program (BS&A) to automate meter reading, bill processing and payments. Sensus USA Inc. equipment and services have been successfully installed and operational for several years in Palm Beach County Utilities, Seacoast Utility Authority (SUA) in the vicinity of Jupiter, Miramar, Hallandale Beach, and Boynton Beach, FL as well as Mobile, AL, Albany, GA and numerous other utilities across the USA. Sensus USA Inc. equipment is currently being installed in the City of Sunrise and the City of Fort Lauderdale, and Sensus USA Inc. distributer/installer (Core & Main, L.P.) has staff and equipment in stock locally to immediately assist Cooper City. A two-step phased approach for installation of Sensus AMI equipment can be completed such that the amount of funding previously requisitioned for purchasing 5,500 manual read meters can be applied with approval of this City Commission Item to fund this first phase of Advanced Metering Infrastructure conversion. The remaining (Phase II) work costs can be included in the FY2025 capital improvement program budget to complete the conversion. This approach will allow the City to phase out the non-working Mueller System meters and radio endpoints, and discontinue the costs associated with that system sooner. Approximately 1,300 or more Mueller System meters and endpoints have failed and are continuing to fail, resulting in revenue losses. The City’s unaccounted for water percentage has spiked and may potentially impact City compliance with the South Florida Water Management District Water Use Permit conditions. These complications also impact the City’s capability to recover required revenue for much-needed plant and system improvements and capital recovery costs (the revenue required over the long term to replace the City’s aging utility infrastructure on schedule) and capital reserves. Sensus USA Inc. provides a full 15-year and prorated additional 5-year warranty on their meters and battery operation, while most other manufacture’s provide a full ten (10) year and prorated ten (10) year warranty programs. The Sunrise AMI Contract provides for a backup Base Station on a Truck in the event either Base Station Controller fails to provide service, as additional assurance for continuous customer service.

City Commission Approves Agreement for Advanced Metering Infrastructure with Resolution 24-30
The City Commission approved a piggyback agreement with Core & Main, L.P. of Contract No. C-22-14-09-HR between the City of Sunrise and Core & Main, L.P. for Advanced Metering Infrastructure and related services to be installed in and provided to the City of Cooper City. This equipment would include advanced meters and radio transmitters, two base station controllers (one on each side of Cooper City), servers and software set up in the Finance Department offices. This Contractor will install 5/8-inch to 1-inch diameter solid state ultrasonic meters, and turbine meters for diameters of 1.5-inch to 8-inch, and Software for integration with the City’s BS&A Financial Enterprise Resource Program. Sensus’ notification of alert system and customer portal will provide enhanced customer service as well as a dedicated field technician to address continuous water use, backflow, equipment failure trouble shooting, and servicing of warranty items between City and the Manufacturer as required by the City of Cooper City. The Software as a Service Agreement contract period will run until February 12, 2029 which aligns with the five (5) year period in the contract to be piggybacked, and may be renewed for two additional five (5) year periods. This period will allow the City adequate time to evaluate the need to continuing or discontinuing the services of Core & Main, L.P., and allowing for cost savings once the City has an operable AMI system. The City appropriated $1,100,000 in the Fiscal Year 2024 budget and $1,600,000 is included in the proposed Fiscal Year 2025 fiscal et for additional spending on metering infrastructure replacement. As presented at the July 23, 2024 Commission Meeting, utilities staff recommended a two Phased approach to convert the existing metering infrastructure. This approach would allow the use of current allocated funds to initiate and complete the replacement of 1,300 failed Mueller System water meters and radio transmitters, and an additional amount of funding in the five-year Capital Improvement Plan for completing the remaining approximately 10,700 meters for the total conversion in fiscal year 2025. Currently, only $246,345 has been spent to purchase double check valve devices to be installed on the back side of the new meters, while the previously recommended purchase of 5,500 manual read meters (for $359,362) was avoided, so $852,862 is currently available for the Phase I expenses as recommended to immediately begin converting over from Mueller to Sensus advanced meters.

City Commission Approves Underground Easements for Florida Power & Light’s (FPL) Storm Secure Underground Program
The City Commission approved the use of underground easements at 9070 SW 51 Street and along SW 51 Steet to be used by FPL and its affiliates as part of the Storm Secure Underground Program. FPL operates 75,000 miles of power lines covering more than half the state. Overhead power lines account for about 60 percent of the power lines that distribute power to residential and business customers. The remaining 40 percent of power lines are underground. This program aims to move overhead power lines underground and thereby using the approved easements to facilitate this move.

City Commission Approves Resolution 24-14 Regarding Water & Sewer Improvements
The City Commission approved a resolution to accept the ownership of the water and sanitary sewer improvements, dedication of the water and sanitary sewer easements and release of the performance bond, associated with the Shoppes at Monterra Commons Development Project generally located at 3600-4000 North University Drive. The development of the Shoppes Of Monterra Commons by Monterra Investments, LLC, included construction of approximately 1,590 feet of water main, 1,301 feet of sanitary sewer main, 6 fire hydrants, and seven sanitary sewer manholes connecting to the City’s sanitary lift station on Monterra Boulevard, and extending into the property. Pursuant to Section 22 of the City of Cooper City is requested to release its Project Bond and accept the project improvements following completion and approval/acceptance by the Utilities Director/City Engineer that these improvements were constructed in accordance with the City’s Engineering standards and details.

City Commission Approves Resolution 24-19 for Increase to Monthly Water, Wastewater, and Water and Wastewater Miscellaneous Charges
The City Commission approved a resolution authorizing and approving an increase to the monthly Water and Wastewater Utility rates identified in Schedule A and Schedule B by 5%, and related charges in Schedule D for Fiscal Year 2025. The fiscal impact of this rate adjustment is estimated to be an increase in rate revenue of approximately $700,957 for Fiscal Year 2025. The impact on the average utility customer, consuming 7,000 gallons of water per month, is $2.72. The percentage increase in Schedule A and Schedule B reflects the increase in the U.S. Department of Labor Consumer Price Index, published by the Bureau of Labor Statistics, for All Urban Consumers—CPI (U) U.S. City Average between June 2023 and June 2024. The 12-month CPI increase between June 2023 and June 2024 was 5%, and so a commensurate adjustment to the rates in Schedule A and Schedule B is reflected in the Resolution. The Resolution also includes increased charges for backflow preventer and water meter testing in Schedule D to recover the cost of providing services.

City Commission Approves Resolution 24-26 for Amending Stormwater Management Utility System Schedule of Rates
The City Commission approved a resolution to approve and authorize the amendment to the Stormwater management utility system schedule of rates of Ordinance No. 04-10-1, as provided for in Article IV of Chapter 19 of the municipal code of ordinances. At the September 8, 2020, Commission meeting, the City Commission authorized a Stormwater Utility Rate Study to be performed by Raftelis, a Financial Rate Consultant. The Commission subsequently accepted the findings of the study. The City currently charges Stormwater Utility fees through monthly water and sewer utility bills, which fund the construction, operation, and maintenance of Stormwater management systems. The current Stormwater utility fees were established by the City Commission in 2021 and have been in place since Fiscal Year 2021/2022. The Stormwater is financed by a monthly rate per equivalent residential unit (ERU), defined as 1,750 square feet of impervious area. Most residential single-family properties in Cooper City are considered one ERU. These fees are part of the monthly utility bill that also includes charges for water, wastewater, recycling, Stormwater, and sanitation services provided by the City. City staff engaged Hazen and Sawyer, P.C. (Hazen), the Consultants’ Competitive Negotiation Act (CCNA) selected consulting firm for Treatment Plant improvements, to compare the City's Stormwater rate with similar utilities and recommend updates based on the latest cost of service data. The recent inflation rates have significantly exceeded the 2.5% annual rates projected by Raftelis in their 2020 rate study. The U.S. Consumer Price Index (CPI) increased by 15.28% from May 2021 through February 2024, averaging 5.0% annually, double the originally projected rate. Hazen recommends adjusting the Stormwater rate for Fiscal Year 2025. Given the 15.28% CPI increase versus the previously projected 2.5% annual inflation rate by Raftelis, an increase in the Stormwater Rate from $5.58 to $6.43 per ERU (a 15.2329% increase) was proposed for approval. This rate increase is expected to generate an additional $85,237.98 in annual revenue, addressing the discrepancy caused by higher-than-anticipated inflation rates. This increase brings the annual budgeted revenue to $644,803.00. The adjustment ensures adequate funding for the City's Stormwater Management operations, which have been impacted by inflation significantly exceeding the 2.5% annual rate projected in the 2020 study.

City Commission Approves Resolution 24-27 Regarding Commission & Administrative Policies
The City commission approved a resolution which authorizes the designation of the Commission Policies and Administrative Policies in accordance with Section 4.01 of the City Charter, delegating to the City Manager the authority to amend the City’s Administrative policies. Passing and adopting Resolution 24-27 formally establishes a clear delineation between Commission-approved policies and Administrative policies to enhance transparency, streamline decision-making processes, and ensure proper governance of municipal employee matters.

City Commission Approves Resolution 24-28 Regarding Personnel Policies
The City Commission approved a resolution which authorized Commission policies in accordance with Section 4.01 of the City Charter. With this resolution, the City Commission authorized and directed the City Manager to prepare personnel policies for the City, subject to City Commission approval. The following policies were revised as follows: Employee Categories, Ethical Standards Policy, Emergency Closing and Compensation, Access to Group Health Insurance, Extension of Benefits Policy, Vacation Leave, Addition of Three Personal Days, Elimination of Three Paid Holidays, Sick Leave, Paid Parental Leave, Gift Card Policy, and Fraternization Policy.

City Commission Approves Ordinance 24-21, on First Reading, Regarding Benefit Plans for Elected Officials
The City Commission approved an ordinance, on first reading, that would ratify and confirm the compensation and benefit plans for the City’s elected officials. The City Commission approved, on first reading, that compensation and benefits would be equal to the lowest paid full-time City position. This ordinance will be brought forward for a second reading during the City Commission Regular Meeting on September 17, 2024.

City Commission Approves Ordinance 24-16 on Second Reading
The City Commission approved, on second reading, an ordinance that amends the budget for Fiscal Year 2024. If approved in a second reading, this ordinance will authorize an increase to the 2024 budet to reflect the awarding of federal appropriation in the amount of $959,757 to fund sewer lining rehabilitation inflow and filtration work.

City Commission Approves Ordinance 24-17 on Second Reading
The City Commission approved, on second reading, an ordinance that approves transferring the responsibility for City utilities for single and multi-family residences from the tenant to the property owner. City Utility bills for properties, which are being rented, are mainly in the tenant’s name. When tenants leave with outstanding City utility balances, the outstanding balance cannot be collected. The monitoring and collection effort has put a strain on the utility billing staff. The City does not currently ask for social security numbers on the lease application; therefore, the outstanding balance cannot be reported to the credit bureau. The City does use a collection agency to try to recoup as much of the outstanding balances as possible; however, the conversion rate has been minimal. Lost revenue for the past seven years is calculated at approximately $135,000.

City Commission Approves Ordinance 24-19 on Second Reading
The City Commission approved an ordinance, on second reading, which amends the prohibition of charging admission and/or financial transactions for event rentals at public parks. Organizations have previously held park rentals and charged spectators for admission to the event. While the Parks and Recreation Department was unaware of financial transactions taking place, it was recommended that the Ordinance be codified to establish clear guidelines for event rentals. This adjustment will synchronize practices, ensuring seamless processes for park rentals. In the event an organization/group wanted to conduct a rental at one of the City’s public parks, they would complete a special event permit application. Once the permit application is submitted, it is reviewed through the applicable departments. If the application indicates there will be fees charged for various reasons, the applicable department will review the request and respond accordingly. This ordinance would allow the City’s designee to exercise discretion on a case by-case basis.

City Commission Approves Ordinance 24-20 on Second Reading
The City Commission approved an ordinance, on second reading, that provides for the conditional approval of certain prospective utility customers outside the City’s boundaries seeking water or wastewater services from Cooper City. On April 23, 2019, the City Commission adopted Ordinance 19-4-2, extending the City’s water and wastewater system to a service area outside the City. The City currently provides several utility customers in Southwest Ranches and the Town of Davie with water or wastewater service. Mainly, this ordinance would direct that the City shall not provide, expand, reconnect, or increase water distribution or sewer collection service to any property located outside of its boundaries when the City Commission has determined that the proposed uses on such property are contrary to the best interests of the City or adverse to the health, safety, and welfare of the City’s residents.

More Information
For more information related to items on the July 23, 2024 agenda, please visit: https://meetings.municode.com/adaHtmlDocument/index?cc=COOPERCITY&me=fe543c348f7247949e7d7ab97747de62&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 September 17, 2024 at 6:30 PM.