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_Ha1 2 3 ~ 10 City of South Miami Regular City Commission Minutes June 17, 2014 A. SILENCE OR TURN OFF ALL CELL PHONES B. ADD-ON ITEM(S) e. ROLL CALL 11 The following members of the City Commission were present: Mayor Stoddard, Vice 12 Mayor Harris, Commissioner Welsh, Commissioner Liebman, Commissioner Edmond. 13 14 Also in attendance were: City Manager Steve Alexander, City Attorney Thomas F. 15 Pepe, Esq., City Clerk Maria M. Menendez, CMe. i~ 30 31 B 36 D. MOMENT OF SILENCE E. PLEDGE OF ALLEGIANCE F. LOBBYIST(S) ADDRESSING THE CITY COMMISSION TONIGHT MUST HAVE BEEN REGISTERED WITH THE CITY CLERK G. PRESENTATIONS H. APPROVAL OF MINUTES a) Minutes of June 3, 2014The Minutes of June 3, 2014 were unanimously approved as presented. I. CITY MANAGER'S REPORT (See attached) J. CITY ATTORNEY'S REPORT a) Attorney-Client Session (6:45 pm) CITY COMMISSION MINUTES June 17, 2014 1 1 The City Attorney reported on the following: In preparation for the FPL appeal; and, 2 follow up on the Martinez de Castro case. a K. PUBLIC REMARKS 5 6 The following individuals addressed the Commission: Ken Backes, Kent Knautz, 7 Yvonne Beckman, Sally Philips, Deltravis Williams, Antoinette Fischer, Dick Ward, John Edward 8 Smith, Lynn Paddor, Brent Spector. 18 L. COMMISSION REPORTS, DISCUSSION & REMARKS 11 12 The following is a summary of Commission Remarks: comments on the Van Smith 13 Park; board issues. l~ 18 M. CONSENT AGENDA 1. A Resolution relating to appropriations for the February 11, 2014 General and Special Elections for the City of South Miami; approving the expenditure of $26,860.64 for election costs. 3/5 (City Manager) 19 Moved by Vice Mayor Harris, seconded by Commissioner Welsh, the motion to approve 20 Resolution No. 119-14-14213 relating to appropriations for the February 11, 2014 General and 21 Special Elections for the City of South Miami; approving the expenditure of $26,860.64 for 22 election costs, passed by a 5 -0 vote: 23 26 Yea: Nay: Mayor Stoddard Vice Mayor Harris Commissioner Welsh Commissioner Liebman Commissioner Edmond None 2. A Resolution authorizing the City Manager to enter into a contract with Advanced Data Solutions, Inc. for digitizing services for an amount not to exceed $15,294. 3/5 (City Manager) 27 Moved by Vice Mayor Harris, seconded by Commissioner Welsh, the motion to approve 28 Resolution No. 120-14-14214 authorizing the City Manager to enter into a contract with CITY COMMISSION MINUTES June 17, 2014 2 1 Advanced Data Solutions, Inc. for digitizing services for an amount not to exceed $15,294, 2 passed by a 5 -0 vote: 3 6 Yea: Nay: Mayor Stoddard Vice Mayor Harris Commissioner Welsh Commissioner Liebman Commissioner Edmond None 3. A Resolution of the City of South Miami, Florida, naming a portion of S.W. 59 Court from 64 Street to 66 Street as "Green Mitchell Court". 3/5 (Vice Mayor Harris) 7 Moved by Vice Mayor Harris, seconded by Commissioner Welsh, themotion to approve 8 Resolution No. 121-14-14215 naming a portion of S.W. 59 Court from 64 Street to 66 Street as 9 "Green Mitchell Court, passed by a 5 -0 vote: 10 H 13 Yea: Nay: Mayor Stoddard Vice Mayor Harris Commissioner Welsh Commissioner Liebman Commissioner Edmond None 4. A Resolution declaring that the personal property, described in the attached list, is "surplus" and authorizing the City Manager to sell the "surplus" items at auction. 3/5 (City Manager-Central Services) 14 Moved by Vice Mayor Harris, seconded by Commissioner Welsh, the motion to approve 15 Resolution No. 122-14-14216 declaring that the personal property, described in the attached 16 list, is "surplus" and authorizing the City Manager to sell the "surplus" items at auction, passed 17 bya 5-0vote: Yea: Nay: CITY COMMISSION MINUTES June 17, 2014 Mayor Stoddard Vice Mayor Harris Commissioner Welsh Commissioner Liebman Commissioner Edmond None 3 5. A Resolution authorizing the City Manager to accept donated checks in the total amount of $6,800 for the 2014 Fourth of July celebratory event. 3/5 (City Manager-Special Events) 3 4 Moved by Vice Mayor Harris, seconded by Commissioner Welsh, the motion to approve 5 Resolution No. 123-14-14227 authorizing the City Manager to accept donated checks in the 6 total amount of $6,800 for the 2014 Fourth of July celebratory event, passed by a 5 -0 vote: 7 12 Yea: Nay: N. RESOLUTION(S} Mayor Stoddard Vice Mayor Harris Commissiorier Welsh Commissioner Liebman Commissioner Edmond None 6. A Resolution acknowledging Commissioner Welsh's (Group Seat III) appointment of Dr. Dean Whitman, as the representative of Group Seat III, to serve on the Planning Board, replacing Ms. Yvonne Beckman for her unexpired term ending March 18,2015. 3/5 (Commissioner Welsh) 13 Moved by Commissioner Welsh, seconded by Mayor Stoddard, the motion to approve 14 Resolution No. 124-14-14218 acknowledging Commissioner Welsh's {Group Seat III} 15 appointment of Dr. Dean Whitman, as the representative of Group Seat III, to serve on the 16 Planning Board, replacing Ms. Yvonne Beckman for her unexpired term ending March 18, 2015, 17 passed by a 3 -2 vote: 18 Yea: Nay: Mayor Stoddard Commissioner Welsh Commissioner Edmond Vice Mayor Harris Commissioner Liebman O. RESOLUTION{S} PUBLIC HEARING{S} 7. A Resolution authorizing the City Manager to enter into a five (5) year contract agreement with Laz Parking, Inc. for an amount not to exceed CITY COMMISSION MINUTES June 17, 2014 4 $1,120,419 for a five (5) year period. 3/5 (City Manager) 1 2 Commission and staff discussed this item which was then amended to allow the 3 City Manager to negotiate (striking "and to enter into") a five-year contract. The amendment 4 passed unanimously. 5 6 Moved by Mayor Stoddard, seconded by Commissioner Welsh, the motion to approve 7 as amended Resolution No. 125-14-14219 authorizing the City Manager to enter into a five (5) 8 year contract agreement with Laz Parking, Inc. for an amount not to exceed $1,120,419 for a 9 five (5) year period, passed by a 5 -0 vote: 10 13 Yea: Nay: Mayor Stoddard Vice Mayor Harris Commissioner Welsh Commissioner Liebman Commissioner Edmond None 8. A Resolution authorizing the City Manager to enter into a five (5) year contract with Bidera LLC Real Estate and Auction Services for asset liquidating services. (City Manager) 3/5 14 Moved by Mayor Stoddard, seconded by Vice Mayor Harris, the motion to approve 15 Resolution No. 126-14-14220 authorizing the City Manager to enter into a five (5) year contract 16 with Bidera LLC Real Estate and Auction Services for asset liquidating services, passed by a 5 -0 17 vote: 18 21 Yea: Nay: Mayor Stoddard Vice Mayor Harris Commissioner Welsh Commissioner Liebman Commissioner Edmond None 9. A Resolution for Special Use Approval to permit a general restaurant at 5701 Sunset Drive, Shops at Sunset Place Unit CllD, within the Specialty Retail "SR", Hometown District Overlay "HD-OV". 4/5 (City Manager-Planning & Zoning) CITY COMMISSION MINUTES June 17, 2014 5 1 Moved by Mayor Stoddard, seconded by Commissioner Welsh, the motion to approve 2 Resolution No. 127-14-14221 for Special Use Approval to permit a general restaurant at 5701 3 Sunset Drive, Shops at Sunset Place Unit Cl1D, within the Specialty Retail "SR", Hometown 4 District Overlay "HD-OV", passed by a 5 -0 vote: 5 10 Yea: Nay: Mayor Stoddard Vice Mayor Harris Commissioner Welsh Commissioner Liebman Commissioner Edmond None P. ORDINANCE(S) SECOND READING(S) PUBLIC HEARING(S) 10. An Ordinance amending Section 7-3 of the Code of Ordinances including the establishment of a parks and recreation facilities impact fee category, and creating Section 7-3.2 establishing regulations for the collection of such impact fees. 3/5 (City Manager-Planning & Zoning) 11 Moved by Mayor Stoddard, seconded by Vice Mayor Harris, the motion to approve 12 Ordinance No. 14-14-2192 amending Section 7-3 of the Code of Ordinances including the 13 establishment of a parks and recreation facilities impact fee category, and creating Section 7- 14 3.2 establishing regulations for the collection of such impact fees, passed by a 5 -0 vote: 15 20 Yea: Nay: Q. ORDINANCE(S) FIRST READING Mayor Stoddard Vice Mayor Harris Commissioner Welsh Commissioner Liebman Commissioner Edmond None 11. An Ordinance amending Section 20-3.4(B)(10)(a), (b) and (c) of the City of South Miami Land Development Code concerning special uses to clarify the conditions required for car washing operations. CITY COMMISSION MINUTES June 17, 2014 3/5 (City Attorney) 6 1 Moved by Mayor Stoddard, seconded by Vice Mayor Harris, the motion to approve An 2 Ordinance amending Section 20-3.4(8){lO){a), (b) and (c) of the City of South Miami Land 3 Development Code concerning special uses to clarify the conditions required for car washing 4 operations, passed by a 5 -0 vote: 5 8 9 10 Yea: Nay: R. ADJOURNMENT Attest Maria M. Menendez, CMC City Clerk CITY COMMISSION MINUTES June 17, 2014 Mayor Stoddard Vice Mayor Harris Commissioner Welsh Commissioner Liebman Commissioner Edmond None 7 Approved Philip K. Stoddard, PhD Mayor To: Date: From: Re: THE CITY or PLEASANT UVING CITY OF SOUTH MIAMI OFFICE MEMORANDUM Honorable Mayor and City Commission June 17, 2014 Steven Alexander City Manager Manager's Report Attached are the City's accomplishments for the period covering June 2 -June 15, 2014 which are hereby submitted for your review prior to the Commission Meeting. If you have any questions please feel free to contact me. a. Finance: i. Finance continues working on reviewing and updating the FY 2015 budget worksheets as revisions and additional information becomes available from the City Manager's Office. ii. The City's parking contractor has installed the first test Wi-Fi modem within the digital parking meter. The Wi-Fi modem continues working without issue. The City's Public Works Department continues working with FPL on obtaining the approval to use two of their respective poles and having them bring the antennas power. Finance has processed a purchase order for FPL in an effort to have FPL provide the electrical which is critical to the operation of the antenna. iii. Finance continues to trouble shoot any issues related to the City's ONESolution finance system. Finance continues to monitor the different department's issues and help correct those matters. iv. Faineance has taken the initiative related to Laserfiche. Finance has been training and setting up users. Finance will be conducting training for all interested departments in the very near future. -2 -City Manager's Report to the Commission for June 17, 2014 v. Finance has been working with Miami-Dade County on providing the needed IT services to the City of South Miami. The City has gone live with Miami- Dade County as of May 19, 2014. vi. Finance is working with Miami-Dade County's Department of Audit and Management Services which is conducting an audit of the City's People's Transportation Funds for the past 5-fiscal years. vii. Finance has closed the month of May 2014. The Budget to Actual Monthly report and check register has been posted online, on the City's website. Central Services: City Managers Report -6/17/14 Commission Meeting i. Sunset Drive Median RFP: The RFP was issued on June 2 nd and closed on June 13th . Four (4) proposals were received and are under evaluation. ii. ITQ -Repainting Playground Structures, Gazebo & Pavilions: The ITQ was issued on May 28th and will close on June 13th . A Pre-bid meeting was held on June 6th with five (5) firms in attendance. Four (4) proposals were received and are under evaluation. iii. ITQ -Baseball Field Lip Removal at Palmer Park: The ITQ was issued on May 30 th and will close on June 13th . A Pre-bid meeting was held on June 9th with three (3) firms in attendance. Two (2) proposals were received and are under evaluation. iv. ITQ -Sidewalk Repair at Marshall Williamson: Minor revisions to the contract were provided by Miami-Dade County PHCD. The revisions were incorporated into a final contract document and provided to the Grants Administrator. Grants forwarded the contract to the City's PM for this project to secure the required signatures and execute the agreement. v. RFP -Parks Master Plan Study: Waiting for the Scope of Services from P & R for the Parks Master Plan Study. Code Enforcement Office: Following are highlights for the Code Enforcement Division for June 2 -June 13, 2014: I. Bi-weekly statistics: a. Responded to over 20 complaints. b. Issued more than 1.§ Courtesy Civil Infraction Notices. c. Issued 4 Notices of Civil Infraction. d. Removed 13 Illegal Signs from the City. e. Reviewed 70 Building permits. -3 -City Manager's Report to the Commission for June 17,2014 f. Proactive Inspections §. g. Re-Inspections 34. h. Cases Closed 4. i. Graffiti Tags Q. j. Counter walk-ins 20. I. Code Division is preparing various properties for the Special Magistrate hearing scheduled for June 19, 2014. II. Fines and Fees collected through the Code Enforcement Division for the month of June 2014: (A tally will be provided at the end of the month). III. Local Business Tax Compliance Office: collected In the month of June (6/2/2014 -6/13/2014): a. NEW LICENSES b. NEW LIENS c. INSPECTIONS d. RENEWAL FEES COLLECTED Total amount (24) (23) (71 ) e. NEW LICENSES (BTR's) REVIEWED (18) Total amount $ 4,112.56 $ 2,460.00 $ 550.00 Other Reports: • Florida League of Cities Insurance Report -Completed • Miami Dade County Report -Completed • Provided some assistance on contact information for the Fourth of July Special Events Division: The following are the results for the Special Events Division for June 2 -June 15, 2014: • Collaborated with South Miami Hospital on the Manor Lane Picnic that was held on Saturday, June 7, 2014, by Manor Lane and the new wall. • Collaborating with various entities on the Fourth of July event which will be held on Friday, July 4, 2014, at Palmer Park from 5:00 p.m. -10:00 p.m. Resolution for the fireworks was passed by the City Commission on May 20, -4 -City Manager's Report to the Commission for June 17,2014 2014. Resolution for donations will be placed on the City Commission agenda on June 17, 2013, for approval. • Processed six (6) garage sale permit requests for this time period. • Reviewed and processed .11Llien search requests for Code Enforcement Department, for this period of time. • Processed/recorded Q liens and ~Iien releases for this time frame. • Collaborating with Human Resources Department in placing volunteers in different departments. The following are the accomplishments for the Police Department for the time period June 2nd through June 15t, 2014: Chief's Office i. "Staff Own-A-Zone" program yielded 55 citizen and business contacts throughout the City; ii. Conducted monthly Compstat meeting with shift commanders to discuss performance and crime issues; iii. A total of 891 calls for service were handled during this period. Uniform Patrol Division i. Total of 25 arrests: 1 felony, 18 misdemeanors, 1 traffic arrest, and 5 warrants served. ii. Of those 25 arrests, 04 were narcotics related. III. On June 4th, a hurricane preparedness and active shooter presentation was conducted at South Miami Hospital's annual emergency management symposium. iv. On June 10 th , a hurricane preparedness presentation was conducted with all the respective department heads. v. UPD is requesting Police Department Direction signs be posted on SW 72 St under Commission Xavier Suarez's sign. Community Police Unit -5 -City Manager's Report to the Commission for June 17, 2014 i. A meeting was held with Mr. Gabriel (property manager of Red Road Commons) and the weekly crime trend report was discussed. No concerns were expressed and the trend has shown a decrease in crime statistics in this complex. ii. Officer M. Lopez was assigned to attend Mt. Olive's Annual Youth Convention to assist with traffic and crowd control. iii. No additional businesses were registered in the B.E.A.T. program this period. The Department is awaiting new stickers for dissemination. iv. 25 "Park and Walks" were conducted and 45 citizen contacts were initiated in the CRA. v. 14 traffic enforcement details were conducted in the CRA yielding; 36 citations. vi. CPU is requesting that a crosswalk be striped on SW 62 Ave for the Senior Center at SW 68 Street in order for the seniors to cross to the southbound bus stop safely. Criminal Investigations Division i. Detectives continue to follow up on vehicle burglaries that are occurring throughout the city. Detectives have located video surveillance of suspects and sent out BOLO's countywide in an effort to identify these suspects. ii. Detectives have been conducting surveillance details at our local parks, roving patrols on city parking garages, and municipal parking lots. iii. Detectives were also able to place hidden cameras at one of the local parks (parking lot) that has been hit three (3) three times within the last month with vehicle burglaries. No burglaries occurred during this period at the park. -6 -City Manager's Report to the Commission for June 17,2014 Services Division Fleet Management, Records Management, Quarter Master, Property & Evidence Management; i. Narcotics cases from 2010-2011 were reviewed for closed cases. The items were compiled for destruction. The Narcotics were incinerated on 06-13-14 by Wheelabrator Incorporated. ii. List being compiled of firearms and rifles for destruction. Audit of the Property Room with, outgoing custodian Lt. Rodriguez and incoming custodian Sgt. Bukens is being completed. iii. An inventory of the vehicle fleet is being completed; some vehicles may be earmarked to receive the new 2014 graphics. iv. Records were destroyed pursuant to the City Attorney's approval. Records were incinerated on 06-13-14 by Wheelabrator Incorporated. Professional Standards Division and Training I. Processing seven applicants for Reserve Police Officer. II. Mandatory training notices sent to respective officers for completion by June 30 th . Human Resources Please be advised that no "significant" events have occurred in the Human Resources Department since the June 3, 2014 Commission meeting. We will continue to maintain our activity and project status reports, which can be made available at your request. PUBLIC WORKS DEPARTMENT Engineering and Construction Division Bus Shelters: Bus shelters on 59th Place and on Sunset Drive are progressing. Shelter roof has been ordered and is pending to be delivered to the contractor. A sample of the color was received, and the structure is being painted. Sunset Drive Striping: A revised contract was received from the contractor. Upon full execution, a purchase order will be prepared. The schedule is to be coordinated with the Sunset Drive Median project. -7 -City Manager's Report to the Commission for June 17, 2014 Police Parking and Fueling Facility Improvement: The specifications and plans were provided to the Building Department for review. The project will be presented to the ERPB for approval at the next meeting on July 1, 2014. A Tree removal permit is required. Based on discussions with Doug Baker, there will be no problems with the tree mitigation. Dog Park: Pending further instructions and approval. Sylva Martin Window Replacement-Purchase order was issued. Meeting held with the Historic Preservation Board. The contractor received approval from the Board to proceed. City Hall Sewer Connection: Project is ongoing. Sewer lateral connection to main sewer line is complete. Pending Building inspection to pass. Restoration and clean up to be completed. Manor Lane Traffic Calming: Pending further instructions. SW 61 Avenue Drainage Improvements: Construction is complete. FPL was contacted to coordinate relocation of the pole. Pending FPL response in regards to pole relocation. Dorn Avenue Drainage Improvements: Pavers replacement is almost complete. Barriers are to be removed the morning of June 17,2014. Sidewalk repairs will commence this week. Street Lights (Cobra Heads) on 67th Street: Being coordinated with the City Attorney. Pending further instructions. Downtown Wi-Fi: The fee proposal from an electrical contractor was received. Additional proposals requested. Pending responses. Paver Repairs (SW 59 PI): New pavers will be installed in the intersections, pending delivery of new bricks. Median Landscaping Along US1: Pending a fee estimate for design and a rough construction cost estimate. Project being coordinated with FOOT. Pending further instructions. Safety Improvement Project for Sidewalk in front of Town: Onsite meetings have been held with contractors to evaluate the work and define the scope. A fee estimate was provided for consultant services. The fee estimate will be negotiated. -8 -City Manager's Report to the Commission for June 17,2014 Public Works Attachment A i. Replaced 14 damaged garbage containers as requested. ii. Repaired walls, outlets, painted several offices, and door frames in the Police Department as requested. iii. Installed several frames in the Police Department as requested. iv. Repaired & sealed damaged PVC pipes that lead to the AT&T phone system closet on an emergency basis. v. Reset AlC thermostat at the Community Center as requested. vi. Replaced AlC belt for the Commission Chambers on an emergency basis. vii. Relocated furniture in the Police Department as requested. viii. Installed a TV in the Roll Call Office & completed all electrical work associated with the installation. IX. Repaired telephone line in the Sylva Martin Building as requested. x. Checked for a water leak at Dante Fascell Park, no leak was found. xi. Obtained quotes for the curtains in the Commission Chambers. xii. Replaced 48 light bulbs and 4 transformers throughout the Police Department. xiii. Replaced 18 light bulbs and 2 transformers throughout City Hall & Sylva Martin Building. xiv. Replaced 16 light bulbs and 7 transformers throughout Public Works facilities. xv. Replaced 50 light bulbs throughout the Community Center. xvi. Repaired AlC thermostat cover at the Community Center as requested. xvii. Repaired, painted wall, and installed a door stopper to avoid future wall damages caused by the door knob in the Police Department as requested. xviii. Replaced faucet in the Men's bathroom on the 2 nd floor at the Community Center as requested. Recreation Division The following are the accomplishments that have taken place from June 3-June17, 2014: Recreation Division • In an effort to ensure a higher level of quality of work and to improve staff performance, staff who supervises out-of-school time programs will attend a free training on Encouraging Appropriate Behavior in children of all ages. The training will be held on Friday, June 20, 2014 from 9:30am to 12:30pm at FDLRS North, Robert Renick Education Center, located at 2201 NW 207 Street, Miami Gardens. The department will provide transportation from the Community Center to the training facility. • A request tracker option was added to the City's website for the Parks and Recreation Department. The public can now express their concerns regarding park maintenance issues, recreation programming and personnel concerns. -9 -City Manager's Report to the Commission for June 17, 2014 • On June 5 and June 6, 2014, Parks staff received CPR training from a certified instructor. CPR certification for all Parks staff is up to date. • On June 9, 2014, Summer Camp started at the Community Center. There are eighty five (85) children enrolled including twenty six (26) scholarship participants from the South Miami Community Redevelopment Agency (CRA). Parks Maintenance Division • Multiple capital improvement projects are underway for the Parks and Recreation Department-installation of playground mulch, field renovation, installation of playground border, restroom renovation, and more. • Rebuilt the drain field at Dante Fascell Park Tennis Court. • Installed 150 cubic square yards of mulch in all City playgrounds. • Began installing new borders around all playgrounds at Fuchs and Brewer Parks. • Began all tree and turf preparation for the 4th of July event at Palmer Park. • Volunteers cleaned out invasive vines at Van Smith Park. Upcoming Eventsl Activities: • After School Care registration will commence Monday, July 7, 2014 and will be on a first come, first serve basis. This year, we will be accepting one hundred (100) participants. This will allow staff to provide each student with more individual attention and improve overall safety. Planning Department The following is the Planning department update for the June 17, 2014 Commission meeting. Please be advised that no "significant" events have occurred in the Planning Department since the June 3, 2014 Commission Meeting. We will continue to maintain bi-weekly activity and project status reports, which can be made available at your request.