City Commission Regular Meeting Brief for August 23, 2022

City Commission Approves Resolution 22-30
The City Commission approved a resolution which authorizes a Site Plan Amendment petition, for the approximately 9.51 acres of real property known as Westlake School at First Baptist Church of Cooper City, to change operators and add pre-school, pre-k, and kindergarten to the school grades 1-12 to the existing accessory use school located with the First Baptist Church of Cooper City property.  There is no proposed increase in the school’s total enrollment (limited to no more than 200 total students) and all commitments, operational schedule, traffic circulation, and other elements of the previously approved site plan will be honored.  This Site Plan Amendment was recommended by the Development Review Committee and unanimously recommended for approval by the City’s Planning and Zoning Board.    

City Commission Approves City Manager’s Appointments for the Police Pension Board
The City Commission approved the City Manager’s appointments of Mr. John Ligouri and Mr. Marty Sherwood to the Police Officers’ Pension Fund Board of Trustees, which carries the sole and exclusive administration of, and responsibility for, the proper and effective operation of the retirement plan.

City Commission Approves City Manager’s Appointment for the Firefighters Pension Board
The City Commission approved the City manager’s appointment of Mr. Sam Saad to the Firefighters Pension Plan Board of Trustees.

City Commission Approves First and Final Amendment to Agreement for Sewer Pump and Lift Station Rehabilitation or Repair Services
The City Commission approved the first and final amendment to the agreement with Hinterland Group, Inc. to extend a contract until November 4, 2024, in the amount not to exceed $400,000, for sewer pump and lift station rehabilitation or repair services. An Agreement was entered into between the Contractor and City on November 6, 2019 for a three-year term with the option of one (1) renewal for two (2) years following a procurement process which included an invitation to bidders. Section 1.8 of ITB 2019-12-UTL provides for price increase based on the Consumer Price Index (CPI). For the Fiscal Year 2023 budget, the City is proposing water and sewer rate increase of 8.6% based on CPI change between May 2021 and May 2022. Therefore, City staff has recommended, and the City Commission has approved, that the Contractor’s price be increased in the same percentage as the City’s. A provision has been added in the Amendment that if the City Commission decides to increase the water and sewer rates less than 8.6% then the Contractor would be entitled to the same reduced percentage as the City.

City Commission Approves Expenditure for Replacement of Bridge and Culvert Fencing at Four Locations
The City Commission approved an expenditure totaling $44,499.60 for the replacement of bridge and culvert fencing with NDR Maintenance Services, Inc. In July 2020, the City issued an invitation to bid for the installation of chain link fencing. At the September 8, 2020 City Commission meeting, the Commission awarded the bid to NDR Maintenance Services, Inc as the low responsive bidder. This bid is for an initial period of 36 months, with two 12- month extensions. The contract is currently in the second year of the initial term. NDR Maintenance Services, Inc. has been installing fencing for the City since 2016 and has continually provided a quality product and excellent workmanship. Fencing at the following locations are in need of replacement due to normal wear and tear and now pose safety concerns: SW 104 Avenue and SW 53 Street, Bridge Road, Stonebridge Parkway and East Sailboat Drive, and Stonebridge Parkway and Strand Way. The work will include removal of the existing fence and installation of a new 6 ft. fence with a black vinyl finish. The City Commission had approved $50,000 in the current fiscal year budget for right-of-way bridge fence replacement as a capital project.  Funding is available and the total amount of $44,499.60 falls within the budgeted amount.

City Commission Approves Purchase for Aggregates, Top Soils, and Sand
The City Commission approved the purchase of aggregates, top soils, and sand from Florida Superior Sand, Inc. to be used citywide on an as needed basis for the City’s sports complexes and rights-of-way.  The City of Margate, as the lead agency for the Southeast Florida Government Purchasing Cooperative Group (Co-op), advertised contract services bid number ITB-2018-001 for Aggregates, Top Soils and Sand. The City of Cooper City participated in this bid by providing its expected annual quantities, improving economies of scale to yield better prices. The cooperative contract was awarded to Florida Superior Sand, Inc. on November 15, 2017. The contract has since been renewed by the Southeast Florida Co-op and covers the period up to November 14, 2022.  The aggregate, soil and sand industry is largely dependent on trucking. In response to the national fuel escalation, Superior Sand requested an increase in price equal to the cost increase in fuel. The request was consistent with the provision in the cooperative contract relating to fuel cost increases over 10%. Effective June 1, 2022, the City of Margate as the lead agency approved and implemented a rate increase of $4.05 per ton for commodities provided by Florida Superior Sand, Inc. as allowable in the contract agreement.  Our City Commission has now approved the use of co-op contract number ITB-2018-001 for the remainder of the term. 

City Commission Approves Resolution 22-31
The City Commission approved a resolution which establishes a fee schedule relative to the administration of vacation rentals pursuant to Section 6-114 of the City’s Code of Ordinances and concurrent with the Florida State Statute requiring municipalities to adopt and enforce land development regulations that are consistent with the City’s Comprehensive Plan. On November 30, 2021, the City Commission adopted Ordinance No. 21-26 on second reading to establish a vacation rental registration and permit process to ensure the health, safety, and quality of life for Cooper City residents. Pursuant to section 6-114 of the ordinance titled “Fees for Vacation Rental Permit,” the City of Cooper City shall charge reasonable fees for a Vacation Rental Permit to compensate for administrative expenses. The fees for a permit under this Article shall be provided for, from time to time, by resolution adopted by the City Commission. Unregulated vacation rentals can create disproportionate impacts to adjoining properties and neighborhoods in relation to their size, excessive occupancy, lack of proper facilities, excessive noise, on-street parking, accumulation of trash, and diminished public safety. To the extent that Florida statutes does not provide a means for local governments to disallow vacation rentals by enacting zoning regulations which would prohibit them in districts where residences are allowed, establishing fees gives the City the ability to recover costs related to tracking, registration and conducting inspections of public lodging establishments for compliance with the Florida Building Code and the Florida Fire Prevention Code, pursuant to Sections 553.80 and 633.206, Florida Statutes (2015).

City Commission Approves Work Authorization for Traffic Engineering Services
The City Commission approved a work authorization to the The Corradino Group, Inc. for traffic engineering support services related the Broward County Mobility Advancement Program (MAP Broward) and the Complete Streets and Localized Incentive Programs (CSLIP) in the amount of $35,000.  Recognizing that Cooper City has seen growth in the traffic flow throughout the City and needs traffic calming, and possibly capacity improvements, Public Works staff has engaged traffic engineers with The Corradino Group, Inc. to assist in the development of required documents that meet MAP and CSLIP criteria for funding. Public Works staff is recommending the use of professional support from the traffic planning and design industry for support services to prepare effective applications for additional traffic management funds in a highly competitive environment. The Corradino Group, Inc. has an active Continuing Professional Services Agreement in accordance with the City of Cooper City Request for Qualifications #2020-1-UTIL. The consultant will provide traffic engineering support services for the City’s submission to the Broward MAP and MPO CSLIP application processes. These services will include the preparation of feasible traffic solutions, detailed scope of work for projects, opinions of probable costs, implementation plans and other engineering support as required to meet the criteria of the application submittals. The project identified for the Broward MAP is the installation of a roundabout at the intersection of Hiatus Road and N.E. Lake Blvd. As there has been a number of concerns for a signalized light at this intersection, the roundabout will be a better improvement to regulate traffic circulation and speed control. With regard to the MPO CSLIP project, the City will be meeting with the MPO staff during the month of August to discuss pre-application criteria and project eligibility. Upon conclusion of this coordination meeting the City will have a ranked listing of projects that have the greatest potential for funding from the CSLIP application process.

City Commission Reconsiders and Approves Classification and Compensation Study
On July 26, 2022, the City Commission rejected an agreement with Evergreen Solutions, LLC to develop a classification and compensation study for the City.  The City Commission reconsidered this agreement and has now approved the contract with Evergreen Solutions, LLC.  A Request for Proposal, RFP 2022-4-HR, for a Classification and Compensation Study was advertised on April 14, 2022. A total of three companies responded to the solicitation; Dianne Meiller & Associates, Inc., Evergreen Solutions, LLC., and Paypoint HR. Per our method of award, Evergreen Solutions, LLC was the lowest responsive, responsible bidder, whose bid is most advantageous to the City. Evergreen Solutions, LLC is a Florida-based company, which has conducted more than 800 similar studies across the country, with many in Florida, such as in the City of Plantation, City of Palm Beach Gardens, City of Dania Beach, City of Tamarac, City of Hollywood, City of Parkland, Town of Davie, Palm Beach County, Miami Dade County, and many others. Evergreen Solutions, LLC will assist the City in examining the current classification structure, compensation practices, and policies to determine what policy and plan revisions are necessary to attract and retain qualified and talented employees. The Compensation Study will consider current market conditions, positions, salaries, and benefits to assess compensation. The current fiscal year impact to the City is $38,000.

City Commission Approves Revisions to Job Descriptions of Certain Positions in the Utilities Department
The City Commission has approved revisions to the job descriptions of Assistant Utilities Director, Field Operations Supervisor, and Treatment Plant Operator Trainee positions in the Utilities Department. Certain job descriptions in the Utilities Department are out dated and need revision. On July 26, 2022, the City Commission approved in-sourcing of the line-locate function. This add-on has necessitated the revision of the Field Operations Supervisor position. The current requirements of Treatment Plant Operator Trainee position are somewhat ambiguous and stringent to attract fully suitable applicants, particularly within our current pay range for dual license requirements. These revisions better clarify the license requirements. The job description of the Assistant Utilities Director position is recommended to be revised to reflect the changing needs of the Utilities Department, including higher level of professional work in the areas of engineering and project management. There is no current fiscal impact. However, this may change upon a classification and compensation study to reflect the prevailing market conditions.

City Commission Defers Decision on the Potential Purchase of Fire Apparatus
The City Commission decided to defer discussion and possible action on the purchase of a ladder truck and fire rescue truck to the next regular meeting scheduled for September 13, 2022.  The decision to defer the item was due to new information, in regard to a vendor proposal, being presented to the City just prior to the August 23, 2022 regular meeting.

City Commission Approves Resolution 22-32
The City Commission approved a resolution which authorizes a tri-party agreement between the City, Renaissance Charter School, Inc., and the Broward Sheriff’s Office to provide for placement of a school resource officer at Renaissance Charter School. In 2010, the City Commission approved Renaissance Charter School’s development order and conditional uses, to include a condition that Renaissance Charter School must maintain a full-time school resource officer onsite. School resource officers within Cooper City’s jurisdiction are staffed by Broward Sheriff’s Office (BSO). However, BSO no longer contracts with Charter Schools for this staffing position. In September 2021, the City Commission approved Resolution 21-46 and authorized the execution of a tri-party agreement for placement of a School Resource Officer at Renaissance Charter School, thereby allowing Renaissance to comply with the terms of its conditional used approval. In order for Renaissance Charter School, Inc. to comply with their conditional use approval, the City Commission has agreed to serve as a funding pass-through, whereby BSO will place a School Resource Officer at Renaissance as part of the City’s contract with BSO for police Services. Renaissance Charter School will then reimburse the City monthly for the cost of the school resource officer. Resolution 22-32 approves and authorizes a similar agreement as the one approved last year, with the same terms and conditions but with an increase in the cost of the SRO position. However, the cost is a pass-through per the terms of the agreement.

City Commission Approves Ordinance 22-19 on First Reading
The City Commission has approved an ordinance, on first reading, which amends the City of Cooper City Comprehensive Plan by providing text amendment adopting and incorporating a property rights element. The State of Florida established state statutes requiring that certain language be added to municipal Comprehensive Plans relating to property rights. This amendment request adds a new Element to the City’s Comprehensive Plan entitled Property Rights. The purpose of the Property Rights Element is to respect judicially acknowledged and constitutionally protected private property rights. The City is initiating the amendment at this time. The FDEO will not accept any amendments to the Comprehensive Plan without the required Property Rights language included. This new element is required as part of our Comp. Plan and will be sent to the Florida Department of Economic Opportunity for review and approval. The Planning and Zoning Board, at their meeting on July 25, 2022, unanimously recommended approval.  This ordinance will be brought forward for a second reading during a City Commission Regular Meeting at a date to be determined due to the need for the Florida Department of Economic Opportunity to review the ordinance approved on first reading.

City Commission Approves Ordinance 22-20 on First Reading
The City Commission approved an ordinance, on first reading, which amends Chapter 23, Article IV of the City’s Code of Ordinances, entitled “District Regulations.”  This ordinance specifically amends Section 23-76, entitled “SRL, Special Residential Lifestyle Overlay District” to provide for supplemental bulk trash regulations. During the May 10, 2022 City Commission Regular Meeting, the Royal Palm Ranches Preservation Board recommended that the code be amended to allow for the indefinite placement of bulk waste items. After discussion it was determined that seven days before bulk pick-up for vegetative debris only, would be suitable. This ordinance does not apply to properties that fall within the Special Residential Overlay District and abut Palm Avenues/SW 100 Avenue.  All property owners along Palm Avenue/SW 100 Avenue can set out acceptable bulk waste items up to 24 hours prior to their scheduled bulk waste pickup. This ordinance will be brought forward for a second reading during the City Commission Regular Meeting scheduled for September 13, 2022.

City Commission Tables Ordinance 22-21 on First Reading
The City Commission tabled an ordinance, on first reading, which would have amended Chapter 25, Article II of the City’s Code of Ordinances, entitled “Signs.” The ordinance would have specifically amended Section 25-26, entitled “Window Signs,” permitting all colors to be eligible for window signs, limiting all permitted types of lit window signage to only be illuminated during business hours, and eliminates the “holiday season” restriction of October 15 through January 5 for both temporary window signage and window lighting.  The Planning and Zoning Board unanimously approved of all changes to the code.  This ordinance will be brought forward for a second reading during the City Commission Regular Meeting scheduled for September 13, 2022.

Discussion Items of Note
The City Commission discussed and directed City staff and the City Attorney to draft a resolution urging the School Board of Broward County, Florida to increase funding for school resource officers for every school within Broward County.  A resolution will be drafted and brought forward for City Commission approval during a future meeting.

The City Commission adjusted the regular meeting schedule for November 2022.  Regular meetings will now be held on November 15 and November 29.

More Information
For more information related to items on the August 23, 2022 agenda, please visit https://meetings.municode.com/adaHtmlDocument/index?cc=COOPERCITY&me=ce6b1acf9ea64b26bc81db23199afd30&ip=true.

The next City Commission Regular Meeting is scheduled for September 13, 2022 at 6:30 PM at Cooper City Hall at 9090 SW 50 Place, Cooper City, FL 33328.