2011-1020 Regular City Commission Meeting

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Summary Minutes: Regular City Commission Meeting October 20, 2011 City of Sunny Isles Beach, Florida Mr. Batista worded it very clearly that they could not control the timing ofthe receipt of such invoices due to technical and other agent issues. Public Works Director Batista said on some of the dialogue we had with CGA in one of the discussions we had in April or May, as a reaction to those discussions they introduced a $32,000 invoice. That invoice was a surprise and so in reviewing and going through all the documentation, some of these things just lead to having to go back with the Consultant, find out why it is that they needed that particular service, justify that service, and over time we created this list that you have before you. City Manager Cohen said he has two things: 1) what he is hearing is that we need to go back and as Commissioner Scholl pointed out, we are setting up monthly reporting meetings and at the first meeting we will devote a good part of it exploring these issues and getting down to the bottom ofthis; and 2) for clarification purposes as we discussed, when the Resolution was passed for $430,000, there were still some outstanding items not included in that, the Builder's Risk Insurance was one, and there were a number of permit related costs that we could not yet project for you, and so that will still be coming to the Commission. Mayor Edelcup said the prospective ones are not the problem, it is the retroactive ones that are the problem, and the way this lays out to him is as he said that the staff and the vendors have attempted to take away the right of the Commission to approve or not approve a contract for a specific dollar amount. When you come in as a after-the-fact our hands are somewhat tied because the work has already been done, and we didn't have the opportunity to flush out whether or not these were needed costs or being billed at the best price. What worries him even further is are there others yet to come. He then asked Assistant City Manager MinaI Shah to review every contract that is outstanding today and every invoice that we have received in hopes of preventing this kind of a situation from reoccurring. Commissioner Scholl moved and Commissioner Gatto seconded a motion to withdraw this item and we will hear it when all the homework has been done. The motion was approved by a voice vote of 5-0 in favor. 10J. A Resolution ofthe City Commission ofthe City of Sunny Isles Beach, Florida, Authorizing a Charitable Contribution to the Sunny Isles Beach K-8 Trust Fund for the College Scholarship Program, in the Amount of$5,000.00; Authorizing the City Manager to Do All Things Necessary to Effectuate this Resolution; Providing for an Effective Date. Action: City Clerk Hines read the title, and Vice Mayor Thaler reported that this money will be transmitted to FlU. The government will match the $5,000 via 501c Corporation. There are over 300 children at FlU that live in Sunny Isles Beach and 38 who are first generation graduates from FlU that will have the opportunity to get a scholarship of up to $1,000 each. The estimate from Fru is that 20 out of the 38 will wind up getting some kind of scholarship out of our $5,000 where the government will match it with another $5,000. Public Speakers: None Mayor Edelcup clarified that the $5,000 is being given to the Sunny Isles Beach K-8 Trust Fund, and then the Trust Fund will make the contribution. Commissioner Scholl moved and Vice Mayor Thaler seconded a motion to approve the resolution. Resolution No. 2011-1791 was adopted by a voice vote of 5-0 in favor. 21