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_Ha1 2 3 4 ~ 11 City of South Miami Regular City Commission Minutes December 17, 2014 A. SILENCE OR TURN OFF ALL CELL PHONES B. ADD-ON ITEM(S) e. ROLL CALL 12 The following members of the City Commission were present: Mayor Stoddard, Vice 13 Mayor Harris, Commissioner Welsh, Commissioner Liebman, Commissioner Edmond. 14 15 Also in attendance were: City Manager Steven J; Alexander, City Attorney Thomas F. 16 Pepe, Esq., City Clerk Maria M. Menendez, CMe. H 25 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 26 Parks & Recreation Department Director, Quentin Pough conducted a presentation 27 showing the improvements recently done at the handball and basketball courts. 2~ H. APPROVAL OF MINUTES a) Minutes of December 2,2014 32 33 The minutes of December 2, 2014 were unanimously approved as presented. 3~ 36 37 3~ I. CITY MANAGER'S REPORT (See attached) CITY COMMISSION MINUTES December 17, 2014 J. CITY ATTORN EY'S REPORT 1 2 The following is a summary of the City Attorney's report: the Martinez de Castro 3 case; the Somerset issue. ~ K. PUBLIC REMARKS 6 7 The following individuals addressed the Commission: Andre Daniels, Eddie Vidal, 8 Brad Cassel, Deltravis Williams, Antoinette Fischer, Pam Lahiff: 18 L. COMMISSION REPORTS, DISCUSSION & REMARKS 11 12 The following is a summary of Comrnjssion's remarks: comments about the recent 13 street naming ceremonies for pioneers Green Mitchell and J. B. Mozell-Tompkins; a moment of ',', , 14 silence for the recent massacre of children in Pakistan; annpljncing the tree lighting ceremony 15 this coming Friday; thanking Interval International for their continued generous contribution 16 and for being a good neighbor; thanking the Police Department for the wonderful job they are 17 doing by engaging the community; urging residents to thank Commissioner Suarez for his 18 generous contribution that made possible theconstructionofa sidewalk on SW 80th Street; 19 requesting recommendations from the Planning Director about much needed adjustments to 20 the parking code. H 25 M. CONSENT AGENDA 1. A Resolution authorizing the City Manager to accept a donation of $100 from South Miami Alliance for Youth, Inc. to contribute to the Parks and Recreation's Turkey Giveaway. 3/5 {City Manager-Parks & Recreation} 26 Moved by Mayor Stoddard, seconded by Vice Mayor Harris, the motion to approve 27 Resolution No. 243-14-14337 authorizing the City Manager to accept a donation of $100 from 28 South Miami Alliance for Youth, Inc. to contribute to the Parks and Recreation's Turkey 29 Giveaway, passed by a 5 -0 vote: 30 Yea: Nay: CITY COMMISSION MINUTES December 17, 2014 Mayor Stoddard Vice Mayor Harris Commissioner Welsh Commissioner Liebman Commissioner Edmond None 2 3 4 5 6 7 2. Item was removed from agenda a} A Resolution authorizing the City of South Miami ("City") to become a sponsor of the 10th Annual Pelican Party for the Pelican Harbor Seabird Station. 3/5 (Vice Mayor Harris) 8 Moved by Mayor Stoddard, seconded by Vice Mayor Harris, the motion to approve 9 Resolution No. 244-14-14338 authorizing the City of South Miqmi ("City") to become a sponsor 10 of the 10th Annual Pelican Party for the Pelican Harbor Seabird Station, passed by a 5 -0 vote: 11 12 13 14 15 16 b} Yea: Nay: Mayor Stoddard Vice MayorHarris Commissioner Welsh Commissioner Liebman Commissioner Edmond" None A Resolution acknowled.ging Mayor Stoddard's appointment of Luis Gil to serve on the BlJdgetand Finance Committee for a ternl:ending September 30, 2015. 3/5 (Mayor Stoddard) 17 Moved by Mayor Stoddard, seconded by Vice Mayor Harris, the motion to approve 18 Resolution No. 245-14-14339 acknowledging Mayor Stoddard's appointment of Luis Gil to serve 19 on the Budget and Finance Committee for a term ending September 30, 2015, passed by a 5 -0 20 vote: 21 Yea: Nay: N. RESOLUTION(S} Mayor Stoddard Vice Mayor Harris Commissioner Welsh Commissioner Liebman Commissioner Edmond None O. RESOLUTION(S} PUBLIC HEARING(?} P. ORDINANCE(S} SECOND READING(S} PUBLIC HEARING(S} CITY COMMISSION MINUTES December 17, 2014 3 3 ~ An Ordinance amending Section 4-2(a) of the City Code adding drugstores, convenience stores and service stations as listed uses in the table of distance requirements regarding alcohol sale. 3/5 (Mayor Stoddard) 4 The Commission discussed this item, making changes to the required distance for: 5 "Grocery store, Supermarkets, and Convenience Stores", by removing the 500 feet requirement 6 and replacing it with "0" feet. The amendment was unanimously approved. However, this item 7 will be back for 3rd reading on the January 6th agenda. 8 9 Moved by Mayor Stoddard, seconded byVic:eMayor Harris, the motion to approve as 10 amended An Ordinance amending Section 4-2(a} of the City Code adding drugstores, 11 convenience stores and service stations as listecf~ses in the table of distance requirements 12 regarding alcohol sale, passed by a 5 -0 vote: 13 16 Yea: Nay: Mayor Stoddard Vii:eMayor Harris Commissioner Welsh Commissioner Liebman ComrnissionerEdmond None 4. An Ordinance amending Section 20-4.2 of the City of South Miami's Land Development Code toaddcriteria for the City's approval of a plat or re-plat tentatively approved by the Miami-Dade County. 3/5 (City Manager) 17 The public hearing opened, and Jerry Proctor addressed the Commission providing 18 his opinion with regard to the quasi-judicial term. 19 20 An amendment was made to further define the surrounding area by including 21 houses within 500 feet each direction on the same street, or until the intersection, whatever is 22 less. The amendment was unanimously approved. In addition, another amendment was made 23 providing that anything regarding property division, whether is Waiver of Plat or not, shall go to 24 the Planning Board. The amendment was unanimously approved. However, because of these 25 amendments, this item will go back for 3rd reading on the January 6th agenda. 26 27 Moved by Mayor Stoddard, seconded by Vice Mayor Harris, the motion to approve as 28 amended An Ordinance amending Section 20-4.2 of the City of South Miami's Land CITY COMMISSION MINUTES December 17, 2014 4 1 Development Code to add criteria for the City's approval of a plat or re-plat tentatively 2 approved by the Miami-Dade County, passed by a 5 -0 vote: 3 6 Yea: Nay: Mayor Stoddard Vice Mayor Harris Commissioner Welsh Commissioner Liebman Commissioner Edmond None 5. An Ordinance amending Sec. 8A-S (a),(b), (c), (eland (f) of Chapter 8A of the City of South Miami's Code of Ordinances as to defillitions and exemptions and adopting applicable portions of the Miami-DadeCoGnty lobbying ordinance concerning definitions and exemptions as well<as.providing stricter requirements and penalties. 3/5 (City Attorney and City Manager) 7 Moved by Mayor Stoddard, seconded by Vice Mayor Harris, the motion to approve 8 Ordinance No. 28-14-2206 amending Sec. 8A-S (a), (b), (c), (e) and (f) of Chapter 8A of the City 9 of South Miami's Code of Ordinances as to definitions and exemptions and adopting applicable 10 portions ofthe Miami-Dade County lobbying ordinance concerning definitions and exemptions 11 as well as providing stricter requirements and penalties, passed by a 5 -0 vote: 12 15 Yea: Nay: Mayor Stoddard Vice Mayor Harris Commissioner Welsh Commissioner Liebman Commissioner Edmond None 6. An Ordinance amending the Land Development Code Section 20-4.5 and 20- 4.5.1, including, but not limited to, provisions concerning intent, definitions, applicability and providing for tree removal requirements, applications, permits, fees tree mitigation and protection, enforcement, penalties, remedies, and appeals. 3/5 (City Manager) 16 The public hearing was opened and the following individuals addressed the 17 Commission: Ignacio Zabaleta, Deltravis Williams, Antoinette Fischer. 18 CITY COMMISSION MINUTES December 17, 2014 5 1 The Commission discussed the proposed ordinance, approving further 2 amendments; however, since the ordinance was not "materially amended" as per the City 3 Attorney's recommendation, the ordinance was unanimously approved as amended. 4 5 Moved by Mayor Stoddard, seconded by Vice Mayor Harris, the motion to approve as 6 amended Ordinance No. 29-14-2207 amending the Land Development Code Section 20-4.5 and 7 20-4.5.1, including, but not limited to, provisions concerning intent, definitions, applicability 8 and providing for tree removal requirements, applications, permits, fees tree mitigation and 9 protection, enforcement, penalties, remedies, and appeals, passed by a 5 -0 vote: 10 H U 15 16 17 18 Yea: Nay: Q. ORDINANCE(S) FIRST READING R. ADJOURNMENT Attest Maria M. Menendez City Clerk CITY COMMISSION MINUTES December 17, 2014 Mayor Stoddard. Vice MayorHarris Commissioner Welsh Commissioner Liebman Commissioner. Edmond None 6 Approved Philip K. Stoddard Mayor To: Date: From: Re: South Miami THE CITY or PLEASANT LIVING CITY OF SOUTH MIAMI OFFICE MEMORANDUM Honorable Mayor and City Commission December 17,2014 Steven Alexander City Manager Manager's Report Attached are the City's accomplishments for the period covering December 1 -December 14, 2014, which are hereby submitted for your review prior to the Commission Meeting. If you have any questions please feel free to contact me. Finance: Finance has officially closed FY 2014 and completed the Trial Balance. Finance continues on preparing all of the required audit schedules (i.e. AP, AR, Grants, etc.). Finance continues working with the auditors and gathering the primary and secondary source documents. The Auditors are tentatively scheduled to begin their fieldwork on the week of December 29, 2014. Since the City's installation of the first Wi-Fi modem, the parking contractor has now come-out with a new Wi-Fi modem which is supposed to have greater range. The parking contractor this week will be installing the new Wi-Fi modem for testing. The City's Public Works Department has advised that the two required poles have been installed and are ready to obtain electricity from FPL. Once the poles have electricity, the City will have the Wi-Fi antennas installed. 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. Finance continues to update and trouble shoot issues related to the City's website. Finance currently revised certain items within RequestTracker in an effort to provide better service for Finance residents, businesses, and visitors. Finance is in the process of closing November 2014, the second month of the new fiscal year. Finance will upload the Budget to Actual Monthly report for November 2014 once complete. The check register for November has been completed and uploaded to the City's website. -2 -City Manager's Report to the Commission for December 17,2014 Parking: Parking continues working with Public Works on stripping certain spaces which will be converted to paid parking. Parking has installed multiple single meter heads within the industrial area and will be moving forward with the installation of more single meter heads around the South Miami Charter School during the winter break. Moreover, once Public Works completes the striping at other certain areas, parking will install parking meter heads. Finance and Parking has completed an evaluation of the City's Valet Services and provided a Scope of Services for Review. Parking has completed gathering information from the existing City Downtown valet company and provided a detail email for the City Manager's review. Currently Finance and Parking are on standby until provided further notice. Parking and Finance continue to be in communication with Ft. Lauderdale with reference to "smart parking." Finance and Parking were just informed of a bid protest at the City of Ft. Lauderdale. In an effort to avoid any further delays, the City is working to complete an RFP for a "smart parking" system. The DRAFT RFP is expected to send to the City Attorney for his review and comments by close of business December 17, 2014. Once procurement obtains an approved RFP by the City Attorney and City Manager, the RFP will be solicited. The City currently anticipates the item being heard before the City's Commission in the early part of 2015. Procurement Division: 12/17/14 Commission Meeting: i. Letters of Interest -Basketball Management Services: The Selection Committee met to review and score proposals on December 4 and have scheduled an interview on December 18 with one of the respondents. ii. RFP -Financial Advisor: The RFP was advertised on December 2nd and will close on December 17th. A Selection Committee meeting is scheduled December 19th • iii. RFP -Downtown Business District LED Lighting: Staff is reviewing sample light sets from both respondents to the RFP. An award recommendation will follow the product evaluation. iv. ITQ -Copier Lease Program: A kick-off meeting was scheduled with Toshiba on December 9th to plan the transition from the City's current copier provider to Toshiba. Implementation of the Toshiba program is scheduled for February, 2015. v. RFQ -Parks Master Plan: The Selection Committee ranked and scored the two proposals received and recommended Miller Legg for contract negotiations. The City Manager advised Miller Legg of the Selection Committee's recommendation; contract negotiations are pending. vi. Draft -Smart Parking RFP: A Smart Parking RFP is being drafted and will be forwarded to the City Attorney for review and approval. Upon receipt of the RFP from CA, the RFP will be advertised. .... -T-City Manager's Report to the:Commissionfor December 17,2014 vii. Draft RFP -Playground Structures: A draft RFP has approved by the City Attorney; approval is pending from the ACM. Upon receipt from the ACM's, the RFP will be advertised. viii. Draft -Towing Franchise RFP: A scope of services, drafted by PD, has been forwarded to the City Attorney for review. Upon receipt of the CA's response, a RFP will be advertised. ix. Tennis Center RFP Scope: P & R and Procurement are revising the scope. When completed, the scope will be inserted into the RFP template and forwarded to the City Attorney for approval. x. Draft RFP -City Parking Garage Sale: Developing a scope for the sale of the City Parking Garage. When completed, the scope will be forwarded to the City Manager for approval. xi. Draft RFP -Solar Panel Installation: A draft RFP to solicit for a Solar Panel Installation Program has been forwarded to the City Attorney for review. Upon receipt ofthe CA's response, the RFP will be advertised. Grants and Sustainable Initiatives: • Awarded Health Foundation of South Florida grant for Complete Streets Policy Development for Comp Plan and Land Development Code in the amount of $20,000, which will serve as a match for MPO grant in the amount of $40,000. • Submitted FY 2015 scope and budget application for the County Byrne-JAG grant in the amount of $2A74.00 for tablet computers. • Submitted FY 2015 scope and budget application for the FDLE Byrne-JAG in the amount of $6,642.00 for tablet computers. Code Enforcement Office: Following are highlights for the Code Enforcement Division for December 1-December 12, 2014: I. Bi-weekly statistics: a. Responded to over 17 complaints. b. Issued more than 22 Courtesy Civil Infraction Notices. c. Issued §..Notices of Civil Infraction. d. Removed 34 Illegal Signs from the City. e. Reviewed 72 Building permits. f. Proactive Inspections 28 g. Re-Inspections 45. h. Cases Closed 6. i. Graffiti Tags 2. j. Counter walk-ins 35 City Manager's Reportt0,theGommissionfor December 17, 2014 II. Fines and Fees collected through the Code Enforcement Division for the month of December 2014: (To be totaled at the end of the month). III. Local Business Tax Compliance Office In the month of December 1-December 12, 2014: Total amount a. NEW LICENSES b. NEW LIENS c. INSPECTIONS d. RENEWAL FEES COLLECTED e. NEW LICENSES (BTR's) REVIEWED Other Reports: (20) (9) (135) (10) • Florida League of Cities Insurance Report -Completed • Miami Dade County Report -Completed • Renewal Report -Completed • Renewal Licenses printed for 2014 -2015 • Renewal Inspections • 25 Towing Companies researched/inspected • Renewal Report 2nd Notices Special Events Division: Total amount collected $ 5,737.32 $ 1,005.00 The following are the results for the Special Events Division for December 1 -December 14,2014: • Collaborated with various businesses and City Departments on the 2014 Santa's Elves Parade that was held on Sunday, December 7,2014 • Collaborated and processed a Special Events Application for Native Films for a KFC Commercial at a private residence on 12/13 & 14, 2014. • Collaborating and processing paperwork (Special Events Application) for VolksBlast on their upcoming car show event that will be held on February 8, 2015, on Sunset Drive. • Collaborating with South Miami Rotary Club on processing paperwork (Special Events Application) for their 31 st Art & Crafts Festival that will be held on February 21 & 22, 2015, on Sunset Drive. "" -5',.., ' City Manager's Report:tethecCnmmissionfor December 17,2014 • Collaborating with the MLK Committee on upcoming events that will be held in January and February, 2015. Prayer Breakfast (TBA), Gospel Festival at St. John AME Church on 1/18/2015, at 5:00 p.m. and MLK Parade (tentative date 2/21/2014). More information to follow. • Processed five (5) garage sale permit requests for this time period. • Reviewed and processed ~ lien search requests for Code Enforcement Department, for this period of time. • Processed/recorded Q lien 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 December 1st, 2014 through December 14th , 2014: Chief's Office i. "Staff Own-A-Zone" program yielded 40 citizen and business contacts throughout the City; ii. A total of 843 calls for service were handled during this period; iii. On December 3 rd the Police Department assisted in the planning and road closures for Hans Huesby memorial. iv. On December ih the Santa Parade of the Elves was completed without a hitch; Uniform Patrol Division i. Total of 15 arrests: 5 felonies, 8 misdemeanors, 2 traffic arrests. ii. Of those 15 arrests, 2 were narcotics related. iii. The holiday patrol initiatives will begin on Monday December 15th . The initiatives include increased traffic details and daily walking/bicycle beats. iv. On Friday December lih, patrol officers were dispatched to a strong arm robbery in the area of SW 70 St & 59 PI. Upon the officer' arrival, they met with the victim, who had her cell phone snatched from her hand. The victim stated that she and her friend chased the subject down and tackled him, pulling several strands of his dread locks from his head. After a brief struggle the subject was able to break free and fled the area on foot. Officers canvassed the area and located a subject matching the description given at SW 68 St & 57 Av. A show up was conducted with the victim and the subject was positively, arrested and charged. · -6-City Manager's ReporttErthe Commission· for December 17,2014 Community Police Unit i. CPU officers attended a meeting at Red Road Commons to discuss crime in the complex. ii. CPU officers distributed toy boxes at local businesses to collect toys for the upcoming Christmas tree lighting event on Friday December 19th . These officers have also meeting with local businesses to collect nuts and fruits which will also be provided at the event. iii. Officers assigned to the Community Policing Unit will be assisting with the increased walking/bicycle patrols in the CRA area during the holiday season. Criminal Investigations Division i. C.I.D. Detectives conducted two (2) vehicle burglary surveillance undercover details in an affected area of our city. ii. C.I.D. Detectives are patrolling both the shopping areas and residential areas in deterrence of residential burglaries and vehicle burglaries as well as robberies, which are sometimes prevalent during the Holiday Season. iii. C.I.D. Detectives have placed under cover surveillance cameras in strategic locations where vehicle burglaries have occurred. The images captured will give us the exact time, date and subject descriptions (Intelligence) necessary for proper investigation and for the successful prosecution of all subjects involved. iv. C.I.D. Detectives investigated a Commercial Burglary case. A splatter of blood was detected and then collected by the Detective. The blood evidence was sent to the crime lab for a D.N.A. analysis. The analysis resulted in the positive identification of a local subject. This investigation is almost complete. Although we received a verbal conformation; a written confirmation is required and is soon to follow in order to charge the subject and bring closure to this case. Services Division Fleet Management, Records Management, Quarter Master, Property & Evidence Management; i. Revised filing system to categorize and efficiently store property and evidence in the Property Room is currently being implemented. ii. There have been 1,137 items entered into the Evidence and Property module, since the transition to electronic record keeping. iii. List being compiled of firearms and rifles for destruction. iv. Locking cabinets and shelf modification has been completed for firearms storage. v. Revised property & evidence procedures for impoundment have been approved. Information will be disseminated in each roll call via power point presentation. '-7 .. i City Manager's Repor1'tothe~Commissionfor December 17,2014 vi. Bicycles were donated to Alliance for the Youth for their holiday give a way. Professional Standards Division and Training i. Processing 3 applicants for Fulltime/Reserve Police Officer; ii. Processing 5 applicants for open Communications Officer position; iii. 3 Officers completed Crisis Intervention training during this period; Human Resources Please be advised that no "significant" events have occurred in the Human Resources Department since the December 2, 2014 Commission meeting. We will continue to maintain activity and project status reports, which can be made available at your request. PUBLIC WORKS DEPARTMENT Engineering and Construction Division Sunset Drive Roadway Improvements Ph. V: Project is ongoing. Sidewalk and driveways are complete. Root barriers installed. Trees are being installed this week. MDC Water and Sewer will start this week the provision of water service for the median. Twin Lakes Drainage Improvements Design: Survey is completed. Utility coordination letters were sent. Pending geotechnical exploration results for percolation rates. Dog Park: Bob Welsh commenced the digging of the pole locations. Tiki hut was ordered. It is scheduled to be installed next week. Citywide Sidewalk Repair: Notice to Proceed was issued. Locations are marked. Schedule requested from contractor. Downtown Wi-Fi: The concrete poles are installed. The electrical work will be completed this week. Upon completion of electrical inspection, FPL will schedule the power hook up. Police Fueling Facility Improvement: Contract to be signed and executed. Purchase order will be issued. Lettering on North Face was approved by ERPB. Street Lights (Cobra Heads) on 67th Street: Pending further instructions. Sunset Drive Striping: Recently received information of a piggyback contract. In the process of coordinating with contractor and Purchasing. Median Landscaping along US1: Project being coordinated with FOOT. Pending further instructions. Pinecrest Villas Traffic Calming Design: Consultant submitted 60% of the design plans for review. -8 ~ City Manager's Report to the~eommissionfor December 17, 2014 Twin Lakes & Bird Estates Traffic Calming Design: Consultant submitted 60% of the design plans for review. Mango Terrace & Manor Lane Traffic Calming: The consultant is in coordination with the County to finalize the design phase. Resident survey was distributed, surveys received. Information is being tabulated, will be provided to the County in conjunction with the General Interlocal Agreement. Manor Lane speed table survey results were provided to MDC Public Works. Street Name Signs: Contractor submitted plans to the City and County. Comments were provided to contractor. The interlocal agreement was provided to him. Contractor resubmitted to the County after City Review. We are pending on County approval. Public Works Attachment A i. Replaced burnt timer control and repaired two light posts on Dorn Avenue. ii. Installed decorative Christmas tree and Menorah on Sunset Drive at Dorn Avenue and Red Road. iii. Changed the security camera angle at City Hall and relocated another security camera and installed new wiring as requested by Public Works Director. iv. Contacted electrical vendor to repair main 3 phase breaker at the Community Center on an emergency basis. v. Contacted vendor to repair AIC motor and contactor due to the main breaker burn out repaired on an emergency basis. vi. Reprogrammed and adjusted timer for parking lot lights as requested by Parks. vii. Manufactured and installed security gates for property room at the Police Department as requested by Police. viii. Contacted vendor to repair the AIC in the Computer Room at City Hall on an emergency basis. ix. Reprogrammed and repaired the clock tower's chime at City Hall as requested by the City Manager. Parks and Recreation The following are the accomplishments that have taken place from December 3 -December 17, 2014: Recreation: • On December 17, 2014 from 4:00-6:00pm the Parks and Recreation Department, in collaboration with Interval International, will hold its Annual Toy Drive at the Gibson- Bethel Community Center. More than three hundred (300) children are expected to attend this event. • On December 17, 2014, Bernard Hannah, Recreation Supervisor II, who officially retired from the City of South Miami, will be recognized at the Commission Meeting. P&R staff has shared their thoughts and gratitude to Bernard on a plaque that will be handed to him that -9 -City Manager's ReporUo theCommissionfor December 17, 2014 day. • The Department is currently recruiting for two (2) Recreation Supervisor positions. One supervisor will be responsible for Park Operations and the other will assist with coordinating and implementing programs, fostering partnerships and organizing dept. events. • Tennis, basketball and racquetball courts have been resurfaced at Brewer Park. • New security cameras have been installed at Murray Park Aquatic Center. • Proposals for Bougainvillea Bush due Wednesday, 12/17. • Currently conducting maintenance and landscaping at old YMCA area at South Miami Park. • RFP for playgrounds to be released before end of December 2013. Planning Department Please be advised that no "significant" events have occurred in the Planning Department since the December 2, 2014 Commission Meeting. We will continue to maintain bi-weekly activity and project status reports, which can be made available at your request.