2011-0920 Special City Commission Meeting

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Summary Minutes: Special City Commission Meeting September 20, 2011 Sunny Isles Beach, Florida to bring more order and clarity to the Capital Projects process. As an example, this contract with Calvin Giordano has a firm number in it, there are no extras. Originally when the contract was presented there was a flat fee for a 12-month period and then an hourly fee thereafter for additional costs. We went back and said we want a flat fee only for this project, we want you to take ownership of this project, we are going to give you the autonomy to allow you to do the job properly and they came back and we negotiated a firm price and we don't have any extra exposure on this contract, that is a departure from past practice. What we are also doing starting next week which is another departure from past practice is he is convening a Capital Projects Committee and it will involve a number of different stake holders in the organization and we will go beyond the usual faces that you may expect to see around the table. Police Chief Fred Maas will be at the table, Cultural and Human Services Director Susan Simpson will be at the table, and a number of other people. We are going to have different people with different perspectives and different voices to talk about each of the projects that we are going to be working on next year to ensure that we are thinking about it from every possible angle and to think ahead of time of all of these permutations that we should be thinking about up front, so that when we do scope the project and we send out an RFP it is comprehensive as it can be and the costs that we present to this Commission will be as accurate as they can be. Regardless of all the positive steps that we take, there will be a time of some unknowns and that is a given. Commissioner Aelion was concerned about the cover memo as it mentioned the Pedestrian Bridge Project in the recommendation. City Manager Cohen said this is strictly for the Pier. Commissioner Scholl moved and Vice Mayor Thaler seconded a motion to approve the resolution. Resolution No. 2011-1782 was adopted by a voice vote of 5-0 in favor. 4. DISCUSSION ITEMS 4A. Discussion to Consider Reducing the Rent Amount Paid by Sugars Drop Shop for Concessionaire Services for the Skateboard Park Located at Town Center Park, Due to a Reduction in Park Hours. Action: City Manager Cohen reported that we reduced their hours over the summer and we are working to clarify their hours now. Because of the reduction in hours and reduction of income they have asked for a reduction in their rent, it is currently $450 a month, they have asked for a reduction of $350 a month. Staff is favorably inclined to this but wanted to get the sense of the Commission as to whether or not to do this. Commissioner Aelion asked if this is reflective or in ratio of the reduction of hours, and City Manager Cohen said no, there was a greater percentage in hours reduction in the summer then what they are asking us for, although if you were to look over the course of the whole year maybe it does work out. It does justly compensate them for their peak period over the summer where we did cut their hours back. Commissioner Gatto asked if we can review the hours again, and Cultural and Human Services Director Susan Simpson said we reduced the week day hours of 1 :00 p.m. to 7:00 p.m. to 3 :00 p.m. to 7:00 p.m. because they don't see any point of opening up at 1 :00 p.m. when children are still in school until 3:00 p.m. On weekends it is the same as it was over the summer, 11 :00 a.m. to 1 :00 p.m. on Saturday is for teen instruction only, and 1 :00 3