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HomeMy WebLinkAbout2011-0920 Special City Commission Meeting SUMMARY MINUTES Special City Commission Meeting Tuesday, September 20,2011,6:30 p.m. City of Sunny Isles Beach, Florida ATTENTION ALL LOBBYISTS: CITY LAW REOUIRES YOUR REGISTRATION PRIOR TO ENGAGING IN LOBBYING ACTIVITIES BEFORE CITY STAFF, BOARDS, COMMITTEES OR THE CITY COMMISSION. PLEASE CONTACT THE CITY CLERK FOR FORMS AND ADDITIONAL INFORMATION. AGENDA 1. CALL TO ORDER / ROLL CALL OF MEMBERS The meeting was called to order by Mayor Edelcup at 6:30 p.m. with the following officials present: Mayor Norman S. Edelcup Vice Mayor Lewis 1. Thaler Commissioner Isaac Aelion Commissioner Jeanette Gatto Commissioner George "Bud" Scholl City Manager Alan J. Cohen City Attorney Hans Ottinot City Clerk Jane A. Hines, CMC Assistant City Attorney Fernando Amuchcistegui 2. PLEDGE OF ALLEGIANCE Action: Commissioner Gatto led the Pledge of Allegiance to the flag. Mayor Edelcup gave opening remarks. 3. RESOLUTIONS 3A. A Resolution of the City Commission of the City of Sunny Isles Beach, Florida, Awarding RFQ No. 11-07-01 to and Entering into an Agreement with Calvin Giordano and Associates, Inc. for Special Inspection, Geotechnical/Contract Administration Services for the Newport Pier and Restaurant Project, in an Amount Not to Exceed $434,532.50, Attached Hereto as Exhibit "A"; Authorizing the Mayor to Execute Said Agreement; Authorizing the City Manager to Do All Things Necessary to Effectuate this Resolution; Providing for an Effective Date. (Deferred from 09/15/11) Action: City Clerk Hines read the title, and City Manager Alan Cohen said that we have been working closely with Commissioner Scholl on this and he asked him to report. Commissioner Scholl said when this issue came up three or four meetings ago he had volunteered to be the point person for the Commission on this along with staff and our potential consultants. At that point we had gone out with an RFQ and Calvin Giordano and Associates was our first choice as far as that RFQ process. Following that he met with Dennis Giordano on if we award them this project how they are going to execute it and the responsibility level that they are going to assume, and since that time he has met a couple of times with Calvin Giordano staff, and several times with City staff. Last week the $5.8 Million number was bantered around and his recollection was right, it was too high, and so as of today we now have a budget of projected cost to finish the Pier of $5.3 Million, and that does not include a contingency of any significance. There is $61,000 in there of remaining funds, and part of that budget is Calvin Giordano's contract and they have a $25,000 contingency in their contract and so there is not a contingency of any magnitude. The point is if the project starts Summary Minutes: Special City Commission Meeting September 20, 2011 Sunny Isles Beach, Florida going seriously over budget for some reason, it will come back to the Commission, it is not padded with a number that we are going to max to. He is comfortable now based on working with Public Works Director Gio Batista and sitting with Calvin Giordano, there has been a solid process to scope the issues and so we have a comprehensive process to scope these outstanding items that are in the budget to come to the $5.3 Million number. Personally, he is going to meet with the consultants and staff once a month and they are going to go over the scheduling of the project, and Calvin Giordano has agreed to have a professional scheduling person involved and we are going to manage it. Public Speakers: Gerry Goodman Vice Mayor Thaler asked for a breakdown of the $5.3 Million, and he doesn't believe the Commission has approved up to this number, and Commissioner Scholl said no we have not, and we are not approving that today, we are only approving the agreement with Calvin Giordano. Assistant City Manager Shah broke it down as to what has been approved by the Commission to date: $507,000 to Marlin Engineering; in the past we had already approved Calvin Giordano for two different contracts, one at $33,000 and one at about $36,000; Shoreline Construction with $3.78 Million. She said that $4.3 Million has been approved by Commission, outside of that there have been minor costs that have occurred. Mayor Edelcup said what would be helpful is that every time we approve something related to the project, that we have a Summary Sheet, and it can be in the preamble of the resolution or the cover memo so that future Commissions will always have a lay of following the trail. Commissioner Aelion asked what the total was for the project including this item, and Mayor Edelcup said before we act today, we have approved $4.4 Million and if we approve this agreement, we will be up to about $4.8 Million, and they are saying that there are other known costs that haven't yet come before the Commission which will bring it to $5.3 Million, and there will be another $500,000 yet to come some of it being the insurance. City Manager Cohen said right, we have Builder's Risk Insurance which will be approximately $100,000, we have gone back to our insurance broker to get the price reevaluated because we believe the former price included two hurricane seasons, and we are now only going to have one hurricane season within our building period. The other one is for Utility Permits and Installation, we are budgeting $210,000 for that which we feel is a good solid number. Commissioner Aelion asked ifthat included the turnkey operation including the initiation of the function of the restaurant there, and City Manager Cohen said it includes most of the build-out, it is not going to include the kitchen itself. We are going to stub it out, meaning it will have the electric and plumbing, etc., but it is not going to have the appliances, that will be up to Dr. Cornfeld and the tenants he brings in. Commissioner Scholl said if not in the Agenda Review Workshops, then he will do it in the Commission meetings, he will try to give an update each month as to where they are at, and if they are deviating from their projected schedule or not, but he feels that we will have a quantitative process as opposed to a subjective one. Former Commissioner Gerry Goodman said he was upset in reference to the Pier and Heritage Park, and City Manager Cohen responded that we are taking a number of positive steps now 2 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 Summary Minutes: Special City Commission Meeting September 20, 2011 Sunny Isles Beach, Florida p.m. to 7:00 p.m. on Saturday and Sunday for everyone. After discussion, it was the consensus of the City Commission to reduce the rent amount from $450 to $350. City Attorney Ottinot/Mayor Edelcup asked for a motion to authorize the City Manager to reduce the rent from $450 to $350 a month. A Resolution of the City Commission ofthe City of Sunny Isles Beach, Florida, Authorizing the City Manager to Reduce Rent Paid to the City by Sugars Drop Shop for Concessionaire Services at the Skateboard Park Located in Town Center Park, to an Amount of $350.00 Per Month; Further Authorizing the City Manager to Do All Things Necessary to Effectuate this Resolution; Providing for an Effective Date. Commissioner Scholl moved and Vice Mayor Thaler seconded a motion to approve the resolution. Resolution No. 2011-1786 was adopted by a voice vote of5-0 in favor. 4B. Discussion regarding the Community Newsletter. Action: City Manager Cohen said this discussion is regarding the name for our new quarterly newsletter that was inspired by Vice Mayor Thaler. We intend on putting out three (3) informative news issues a year, and a blockbuster issue that contains the Mayor's State of the City Address, and so that would be four (4) issues a year. Mayor Edelcup said that he delivers the State of the City Address in January and it is published in the Newspaper, it is the Summer Update that is mailed to everyone. Cultural and Human Services Director Susan Simpson said in years past the Mayor did a summer time Annual Report that was on City letterhead and mailed to every registered voter in the City. Mayor Edelcup asked what the name of the newsletter would be, and Ms. Simpson said "SIBislander" in keeping with the theme that we have already established with using the little i for information and she showed an example of what it would look like. Commissioner Aelion said he takes issue with it. Ms. Simpson gave a little history on how this name came to be; Commissioner Gatto had volunteered to help them and there were several different names suggested. Vice Mayor Thaler had given her some direction in that he would like something light and airy, and we are trying to stick with the fact that we are an island. Islander ties into "Florida's Rivera", and that is how we came up with the name. We also ran the name past City Attorney Ottinot who did some research to make sure it was legal to use that name. For the record, Ms. Simpson met with Commissioner Gatto and Vice Mayor Thaler individually. Mayor Edelcup asked if there were any other choices out there, and Ms. Simpson said yes there were several including "insider", "Florida's Riviera Review", and "Ocean Breeze". City Manager Cohen asked when the next issue is to go out, and Ms. Simpson said they are supposed to go to print by the end of September for mailing to the homes by the first week of October. City Manager Cohen said we can always change the name, and you don't have to approve islander tonight, we are bringing it forward to you. Vice Mayor Thaler asked that a name be put on it, if it is islander it is, if you want to change it somewhere down the line we can do that. Commissioner Gatto said they did give it a lot of thought. 4 Summary Minutes: Special City Commission Meeting September 20, 2011 Sunny Isles Beach, Florida Mayor Edelcup said if anyone has a different name, to get it to Ms. Simpson by the end ofthe week, and City Manager Cohen said he will walk it through to each of the Commissioners. Vice Mayor Thaler asked if we are dropping the postcards, and Ms. Simpson said to save money they combined the newsletter with the postcard, it will be folded with the newsletter inside and mailed to each household in the City. This is one of the reasons why it is so timely because it is tied to our quarterly program that we don't mail to every home and we get this out in time to let them know to come and get their copy of the program. 5. ADJOURNMENT Mayor Edelcup adjourned the meeting at 7:01 p.m. Respectfully submitted by: ~~~ Jane A. Hines, CMC, City Clerk Approved by the City Commission on Oct. 20, 2011 ~' 5 Preview Page 1 of 1 City of Sunny Isles Beach 18070 Collins Avenue Sunny Isles Beach, Florida 33160 (305) 947-0606 City Hall (305) 949-31 I3 Fax M_EMORANDUM TO: The Honorable Mayor and City Commission FROM: Jane A. Hines, CMC, City Clerk DATE: 10120/2011 RE: Summary Minutes for the September 20, 2011 City Commission Meeting RECOMMENDATION: Attached for your consideration are the Summary Minutes for the September 20, 2011 Special City Commission Meeting regarding an Agreement with Calvin Giordano and Associates on the Newport Pier Project. REASONS: N/A A TT ACHMENTS: . Summary Minutes http://sibagenda.sibfl.net/agendalPreview.aspx?ItemID=609&MeetingID=O&MeetingDat... 1011112011