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HomeMy WebLinkAbout2011-0920 Special City Commission Meeting 2nd Budget // SUMMARY MINUTES Special City Commission Meeting 2nd Budget Hearing Fiscal Year 2011/2012 Tuesday, September 20, 2011, 6:00 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 I ROLL CALL OF MEMBERS The meeting was called to order by Mayor Edelcup at 6:00 p.m., with the following officials present: Mayor Norman S. Edelcup Vice Mayor Lewis J. 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 Manager/Services Jorge Vera Assistant City Attorney Fernando Amuchastegui 2. PLEDGE OF ALLEGIANCE 3. PUBLIC HEARING ON THE MILLAGE RATE AND BUDGET 3A. Millage Resolution (Public Hearing) A Resolution of the City Commission of the City of Sunny Isles Beach of Miami-Dade, County, Florida, Establishing the City of Sunny Isles Beach Ad Valorem Tax Millage Levy Rate at 2.8860 Mills per One Thousand Dollars ($1,000) of Taxable Assessed Value Which is 4.17% More than the "Rolled Back" Rate of 2.7706 Mills, for Fiscal Year 201112012; Providing for an Effective Date. (First Hearing September 6,2011) Action: City Clerk Hines read the title, and City Manager Alan Cohen reported noting that the millage rate has not changed from the prior year. Public Speakers: none Vice Mayor Thaler moved and Commissioner Aelion seconded a motion to approve the resolution. Resolution No. 2011-1781 was adopted by a voice vote of5-0 in favor, at 6:05 p.m. Summary Minutes: Special City Commission Meeting September 20,2011 Second Budget Hearing Sunny Isles Beach, Florida 3B. Budget Ordinance (Public Hearing) An Ordinance of the City Commission of the City of Sunny Isles Beach, Florida, Adopting an Operating and Capital Outlay Budget for the Fiscal Year Commencing October 1, 2011 through September 30, 2012, Pursuant to Section 200.65, Florida Statutes; Authorizing Expenditures of Funds Established by the Budget; Authorizing Encumbrances; Authorizing Issuance of Checks; Providing for Grants and Gifts; Providing for Local and Federal Law Enforcement Trust Funds; Providing for Post Audit; Providing for Severability and Providing for an Effective Date. (First ReadinglHearing 09/06/11) Action: City Clerk Hines read the title. City Manager Cohen reported noting the replacement pages in the Operating Budget (pages 1-8), and the entire CIP budget. He said in response to the Commission's questions during the last meeting about the Capitallmprovement Projects we went back and revisited the numbers, tightened them up to more accurately reflect our expectations, and we revised the project date as well. He walked the Commission through the numbers first on the summary changes of the CIP changes. Pedestrian Emergency Vehicular Bridge Project, they revised that number back to the original number that the Commission discussed. That project is not on this year's program, we believe that number might need to be adjusted but for now it is listed on the program at $4 Million. The Intracoastal Parks were all adjusted downward reflecting the simplification of the program, more simple installation and landscaping. The demolition numbers were also reduced as when we went out to bid we received some bids that were well below what we had expected. The Bella Vista Bay Park Project went up $5,000. City Manager Cohen handed out an overall Chart Schedule for all the Projects with a different representation of the numbers that were given in the revised start and finished dates. This gives you another layer of detail and explains some of the elements of the projects to give you a clearer sense of what is involved during the timelines of these projects. For some projects we will simply have an RFQ, we will hire a design consultant, and they will do their design work and that is the end of the project. For other projects we will issue an RFP at the outset and they will do both design and construction. For other projects we will have an RFQ, we will have design, and then we will go to a RFP and hire a contractor to do the construction. So depending on the project's requirements, we go through different processes. Vice Mayor Thaler asked about Heritage Park, why it is going to take lOY2 months to get a canopy over the stage area, and City Manager Cohen said we are giving it 8Y2 months from this week and there are two months involved in that, and then the Design Permit and Build. Public Works Director Gio Batista said we have a couple of canopy projects, the Golden Shores Project is shorter than the Heritage Park Canopy Project, the reason is that the Heritage Park Canopy is a little more complicated, more complex than the Golden Shores Canopy in that under the playground we have electrical conduit, drainage lines, sewer lines, we have large footers that are going to be in the place of where we currently have rubber surface, and so we want to make sure during the design phase that we take into consideration all of the possible impacts as a result of the construction. We do not want to limit that amount of time to where we cannot ascertain the impacts that are going to be associated when we put those big footers in for the canopies. 2 Summary Minutes: Special City Commission Meeting September 20,2011 Second Budget Hearing Sunny Isles Beach, Florida Public Works Director Batista went through the schedule for the Heritage Park Canopy, noting that we begin the RFP this week. It takes about two months to put it together, and it will go out in conjunction with other canopies and the bus shelter. The RFP is composed of a Scope of Services, and within that Scope we reflect everything that we believe is going to be necessary in order to have that incorporated into the design. It is not a straight forward bid projection which means that we are not going to hire a consultant to figure these things out for us. We have to produce for a consultant in the RFP enough information but not sufficient technical terms to be able to produce a set of drawings that are ultimately going to be reviewed by us. The RFP is going to include a specified Scope of Services and that takes about a month to put together. That goes hand in hand with the legal front-in document which incorporates the method in which these things are going to take place. City Manager Cohen said also included in that two-month period is advertising and vendor response, and so it takes time to not only put the documents together but then we have to advertise, and we have to allow a time period for vendors to respond, they respond with a detailed response, they submit drawings to us, general ideas as to what they want to do with the project, and then we go through the bid opening process and review. All that will happen within this two-month period. Mr. Batista said once that period is concluded we move and we have approved a designer/consultant, they begin a design process, and within that design process we all have to sit down at the table and define exactly what is going to be incorporated into that design. City Manager Cohen said as an example he will use the Gateway Park Project, what we received from the Milton's was a schematic design, and now they have to go through a much more detailed process and we will be presenting to you for your approval a more detailed design. They will then have to go to the Building Department with 30%, 60%, and 90% drawings during each of those stages, so during the RFP process we get a schematic, and then they go through this more detailed process. Mayor Edelcup said he doesn't remember that we went through all this with Samson Oceanfront Park, and City Manager Cohen said that is because we didn't have utilities underneath, we were dealing with ground, we weren't dealing with the rubberized surfaces, etc. There are a number of different considerations that make this a much more complex project. Commissioner Scholl went through the timeline for Heritage Park, two months for the RFP, two months for the design, two weeks for the permit, and the permit is going to be easy because you are putting the post in the ground and it is structural, and now we are at five months for construction, and you are going to attach it to the garage on one side and extend it off the garage. Mr. Batista said no, it is going to be stand alone columns throughout the playground in the areas where there are no safety limitations. Commissioner Scholl said then five months to place the posts and put the canopy up. Mr. Batista said if it was a bid it would be a shorter schedule, the fact that it is an RFP we have to be aware that there are some limitations to the RFP when you build it in the field. Mayor Edelcup said for the bus shelter, why aren't we buying the same type of bus shelter that we have. He said he doesn't understand why we have to go through an RFP process to design a bus shelter when we already have one, and City Manager Cohen said the thinking was when the Public Works compound was there, it was a much larger shelter, more people use this particular bus stop then other bus stops that we have, and these smaller shelters do 3 Summary Minutes: Special City Commission Meeting September 20,2011 Second Budget Hearing Sunny Isles Beach, Florida not accommodate that many people. This is for the construction of a 10 x 10 shelter, we can go with what we have now and put a few of them next to each other. Vice Mayor Thaler thought there would be a bigger shelter, and Mayor Edelcup said we have two sizes in the City. Assistant City Manager Vera said we have talked about it but there is no protection for the kids at all, and City Manager Cohen said we can go back and look at larger pre-fab shelters. Vice Mayor Thaler said why don't you come back and let us see the bigger one and what kind of protection it has, and Mayor Edelcup said to see if you can buy a standard bus shelter that is big enough. Mayor Edelcup asked what the fence protection is, and City Manager Cohen said the fence protection is for the top floor of the garage given the activity we have had up there. Vice Mayor Thaler asked if all the canopies can be done by one person, and Mr. Batista said yes. Vice Mayor Thaler said we did have the problem with the canopy, are we going to stay away from the one that did the work at Pelican Community Park and at the Post Office. Mr. Batista said we will have to go to legal for that one, he doesn't know if we can preclude anyone from participating in the RFP, at the end of the day when we review the proposals we will have to make that determination. City Attorney Ottinot said that we can have a factor in terms of past relationships with the City in the RFP, and Mayor Edelcup said if it is the same people you may want to confer with Susan Simpson because that was an ordeal to get done. Commissioner Aelion asked about the projected Gateway Park development, it is to begin in October 2013 and the FDOT program, will there be any conflict of performance there, and Mr. Batista said the Collins A venue reconstruction, or that little piece that FDOT is going to be working on has not been defined in their work program. We put it in FY 2013 thinking that will be the time it is going to come but it will not be implicated any way or impact in anyway for Gateway Park. City Manager Cohen said that the FDOT program is limited to the crosswalks that the gentleman from FDOT presented two or three meetings ago, and that is just around the bullnose of the piece of land at the eastern most part that we are talking about. Our construction will be far removed from that, neither should impact the other. Commissioner Aelion said everything will be blocked or closed, and City Manager Cohen said fortunately we have access at two different points, Sunny Isles Boulevard or Collins A venue for the project. Mayor Edelcup said the three parks at the end of Intracoastal Parks, you don't have construction beginning until a year from now for all three, and City Manager Cohen said what this does not specifically reflect is that there will be some initial work done through our maintenance contract with FSM or whoever we are working with at the time to put in the initial irrigation system and to put grass down. The construction period is really to do the major landscaping and the amenities, the wall, the sidewalk that runs through, those major components so there will be some initial work done and we are hoping that it is done in a more timely manner than the first parcel. Mayor Edelcup said in the first parcel we should be able to do something immediately, and hopefully they will do it in phases so that we are not looking at a raw construction site for a year. City Manager Cohen said we are going to make it look acceptable and then we are going in at once to do the components that are tied together between the different sites. 4 Summary Minutes: Special City Commission Meeting September 20,2011 Second Budget Hearing Sunny Isles Beach, Florida Mayor Edelcup said for the record, we violated our own ordinances on the construction site by not having a fence up, and Commissioner Scholl said we hold everybody else to the vacant lot standard to have a fence and to have it landscaped, and we don't have a fence or landscaping on it, he thought we would be working on it right after the demolition, and so it has been sitting there violating our own ordinances. City Manager Cohen will look into it. Vice Mayor Thaler said regarding the pedestrian bridge area, you have the start of October 2012, where did we come up with that date, and City Manager Cohen said there are some underline legal issues and he referred it to the City Attorney, and we took a guess based on what has been going on. City Attorney Ottinot said the only legal issue is trying to receive consent to use the small percentage of submerged land that exists over the potential bridge area going through November here before DERM. If the hearing is not successful in terms of DERM he will waive the consent issue, most likely he will recommend that we move to condemn that area legally and from a standpoint, the legal issue can be resolved by no more than the end of this year. It depends on the DERM position, if the DERM position is at the risk of the City, we will see if we can condemn it. Commissioner Aelion asked about the fund allocation for the projections, was it looked at for at least the next two or three years when you did these projections, and City Manager Cohen said yes, the fund allocation was done and you will find that reflected starting on page C-5, and there are different components, pages C-5 and C-6 have all of the projects, and the subsequent pages split the projects up among the various Capital Fund projects that we have on pages C-7 through C-lO, and so that gives you a clearer sense of what the funding is. What you see before you does not reflect some of the other options that Commission has discussed that can balance the budget. Commissioner Scholl moved and Vice Mayor Thaler seconded a motion to adopt the ordinance. Ordinance No. 2011-369 was adopted by a roll call vote of 5-0 in favor, at 6:30 p.m. Vote: Commissioner Aelion yes Commissioner Gatto yes Commissioner Scholl yes Vice Mayor Thaler yes Mayor Edelcup yes 4. ADJOURNMENT Mayor Edelcup adjourned the meeting at 6:30 p.m. Respectfully submitted by: Approved by the City Commission on Oct. 20, 2011 ~ A:-tJ,~) Jane A. Hines, CMC, City:C:lerk 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 Fa x MEMORANDUM TO: The Honorable Mayor and City Commission FROM: Jane A. Hines, CMC, City Clerk DATE: 1012012011 RE: Summary Minutes for the September 20, 2011 Special City Commission Meeting RECOMMENDATION: Attached for your consideration are the Summary Minutes for the September 20, 2011 Special City Commission Meeting pertaining to Fiscal Year 201112012 Second Budget Hearing. REASONS: N/A A TT ACHMENTS: . Summary Minutes http://sibagenda.sibfl.net/agenda/Preview.aspx?ItemID=607 &MeetingID=O&MeetingDat... 1011112011