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_Ha1 2 3 g 10 11 City of South Miami Regular City Commission Minutes January 20, 2015 A. SILENCE OR TURN OFF ALL CELL PHONES B. ADD-ON ITEM(S) e. ROLL CALL 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 Steven Alexander, City Attorney Thomas F. 15 Pepe, Esq., City Clerk Maria M. Menendez, CMe. l~ 26 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 ill Officer of the Year 27 Chief Landa announced the starting of "the Explorer of the Year" award in memory 28 of the late Hans Huseby. 29 30 A check in the amount of $7,200 was presented by Mrs. Huseby as donation for the 3~ Explorers organization. 33 34 The Mayor presented a plaque to Planning and Zoning Director Christopher Brimo 35 in recognition for his outstanding services during his tenure with the City. Mr. Brimo has 36 presented his resignation and will be leaving the City by the end ofthis month. 3~ CITY COMMISSION MINUTES January 20, 2015 1 H.APPROVAL OF MINUTES z a)Minutes of January 6,2015 3 4 The Minutes of January6,2015 were unanimously approved as presented. § L CITY MANAGER'S REPORT 7 8 (See attached) J.CITY ATTORNEY'S REPORT li ./:</-•. 12 Thefollowingisa summary of the City;Attorney's report on recent cases:the Bernal 13 forfeiture case;Martinez de Castro;FPL;hethen announced retaining land useattorney Mr. 14 Gary Held.%;.> 1§*&,Ay it K.PUBLIC REMARKS ;,'^ 17 :.', 18 Thefollowingindividualsaddressed the Commission:Antoinette Fischer,Dick 19 Ward,Douglas Thompson. 28 L COMMISSION REPORTS,DISCUSSION &REMARKS 22 23 The following isasummaryof Commission's Remarks:comments regarding the 24 doggie park;County Commission meetingon Wednesday,January 21st regarding sea level rise; 25 thanking the Police Department for the good work withthe Explorers;proposing a steering 26 committeiB forthedog park;the MLK events;announcing thelot splitting workshop scheduled 27 for Wednesday,January 21stat 7:00 pm;the Ludlam Trail track;proposing a parks fund;the 28 Somerset Academy lottery. §8 M.CONSENT AGENDA 12 1.AResolutionauthorizing the CityManagertoacceptadonationof$2,500from Orange Bowl(OB)Youth Sports,LLC to contribute to the South MiamiFootball Program.3/5 (CityManager-Parks&Recreation) 33 34 Moved by Vice Mayor Harris,seconded by Mayor Stoddard,the motion to approve 35 Resolution No.009-15-14348 authorizing the City Manager toaccepta donation of$2,500 from CITY COMMISSION MINUTES January 20,2015 1 Orange Bowl (OB) Youth Sports, LLC to contribute to the South Miami Football Program, passed 2 bya5-0vote: 3 6 Yea: Nay: Mayor Stoddard Vice Mayor Harris Commissioner Welsh Commissioner Liebman Commissioner Edmond None 2. A Resolution authorizing the City Manager to negqtiate and to into a contract with R.E. Chisholm Architects Inc. to complete architectural and engineering drawings for Palmer Park's concession stand. 3/5 (City Manager-Parks & Recreation) 7 Moved by Vice Mayor Harris, seconded by Mayor Stoddard, the motion to. approve 8 Resolution No. 010-15-14349 authorizing the City Manager to negotiate and to into a contract 9 with R.E. Chisholm Architects Inc. to complete architectural and engineering drawings for 10 Palmer Park's concession stand, passed by a 5-0 vote: 11 14 Yea: Nay: Mayor Stoddard Vice Mayor Harris Commissioner Welsh Commissioner Liebman Commissioner Edmond None 3. A Resolution authorizing the City Manager to execute an agreement with Squire, Sanders & Dempsey, LLP to represent the City as bond counsel for the tax-exempt loan refinancing. 3/5 (City Manager-Finance) 15 Moved by Vice Mayor Harris, seconded by Mayor Stoddard, the motion to approve 16 Resolution No. 011-15-14350 authorizing the City Manager to execute an agreement with 17 Squire, Sanders & Dempsey, LLP to represent the City as bond counsel for the tax-exempt loan 18 refinancing, passed by a 5 -0 vote: 19 Yea: CITY COMMISSION MINUTES January 20, 2015 Mayor Stoddard Vice Mayor Harris Commissioner Welsh 3 3 Nay: Commissioner Liebman Commissioner Edmond None 4. A Resolution authorizing the City Manager to negotiate and execute an amendment to the Miami-Dade County Information Technology Department (ITO) contract to increase the scope to include Re-Design of the City's IP Scheme. (City Manager-Finance) 3/5 4 Moved by Vice Mayor Harris, seconded by Mayor Stoddard, the motion to approve 5 Resolution No. 012-15-14351 authorizing the City Manager to negotiate and execute an 6 amendment to the Miami-Dade County InformationTechnology Dep~rtment (ITO) contract to 7 increase the scope to include Re-Design of the Citis IP Scheme, passed by a 5 -0 vote: 8 H 15 Yea: Nay: N. RESOLUTION(5) Mayor Stoddard Vice Mayor Harris Commissioner Welsh Commissioner Liebman Commissioner Edmond None O. RESOLUTION(S) PUBLIC HEARING(S) 5. A Resolution authorizing the City Manager to negotiate a multi-year agreement for financial advisory services. 3/5 (City Manager-Finance) 16 Moved by Mayor Stoddard, seconded by Vice Mayor Harris, the motion to approve 17 Resolution No 013-15-14352 authorizing the City Manager to negotiate a multi-year agreement 18 for financial advisory services, passed by a 5 -0 vote: 19 Yea: Nay: CITY COMMISSION MINUTES January 20, 2015 Mayor Stoddard Vice Mayor Harris Commissioner Welsh Commissioner Liebman Commissioner Edmond None 4 3 P. ORDINANCE(S) SECOND READING(S) PUBLIC HEARING(S) 6. An Ordinance amending Section 15B-6 of the Code of Ordinances to provide for waiver of fees and costs and to modify the rules and requirements for the use of City property. 3/5 {City Attorney} 4 The public hearing was opened and the following individual(s) addressed the 5 Commission: Marice Chael. 6 7 The Commission discussed the proposed ordinance and an amendment was 8 recommended and approved by adding the language~lrights-of-way" throughout the ordinance. 9 10 Moved by Mayor Stoddard, seconded byVice Mayor Harris, the motion to approve as 11 amended Ordinance No. 03-15-2210 amending Section 15B-6.of the Code of Ordinances to 12 provide for waiver of fees and costs and to modify the rules and requirements for the use of 13 City property, passed by a 5 -0 vote: 14 19 20 21 Yea: Nay: Q. ORDINANCE(S) FIRST READING R. ADJOURNMENT Attest Maria M. Menendez City Clerk CITY COMMISSION MINUTES January 20, 2015 Mayor Stoddard Vice Mayor Harris Commissioner Welsh Commissioner Liebman Commissioner Edmond None 5 Approved Philip K. Stoddard Mayor To: Date: From: Re: THE CITY or PLEASANT LIVING CITY OF SOUTH MIAMI OFFICE MEMORANDUM Honorable Mayor and City Commission January 20, 2015 Steven Alexander City Manager Manager's Report Attached are the City's accomplishments for the period covering January 6 -January 18, 2015 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 continues to work aggressively 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 have been onsite and will be for the next 4-weeks. 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 residents, businesses, and visitors. Finance is in the process of closing December 2014, the third month of the new fiscal year. Finance will upload the Budget to Actual Monthly report for December 2014 once complete. The check register for December 2014 has been completed and uploaded to the City's website. -2 -City Manager's Report to the Commission for January 20,2015 Management Information Systems: Finance along with Miami-Dade County lTD continues reviewing and developing critical list items for the City's IT system. The number one item on the list is the IP Re-Design of the City's IP addresses. Finance, Procurement and Miami-Dade County lTD have been working together to prepare and procure the City's virtual server environment equipment which will help bring the City's aged IT servers, which are mostly all out of warranty, up-to date. 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. A DRAFT RFP has been submitted to the City Attorney for his review and comments. 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: 1/20/15 Commission Meeting: i. Fixed Asset Inventory Report: The final 2013 -2014 Fixed Asset Inventory report has been received and posted on the City's website. ii. Purchasing Ordinance: Began working with the City Attorney to complete a draft Purchasing Ordinance. Once completed, the Purchasing Ordinance will be forwarded to the City Manager for approval. The final document will be placed on an upcoming Commission Meeting for approval. iii. RFP -Playground Structures: The RFP advertised on December lih. A non- mandatory pre-bid meeting was scheduled January 15 th , eight (8) firms were in attendance. The RFP will close on January 2ih. iv. RFQ Economic Impact Study: The RFQ scope and draft RFP has been completed and submitted to the City Manager, Assistant City Manager and Planning Director for review. Once reviewed and approved, procurement will send to the City Attorney for final approval. -3 -City Manager's Report to the Commission for January 20,2015 v. Draft -Smart Parking RFP: Procurement continues to work with the City Attorney to compete the Smart Parking RFP. Once finalized with the City Attorney, the RFP will be advertised. vi. Draft -Solid Waste Scope: A scope of services for an upcoming RFP for solid waste disposal is under way and is expect to be completed by mid-month. The scope will include both residential and commercial solid waste disposal. vii. Draft -Basketball Management RFP: P & R has submitted a scope of services which has been approved by the CM. The scope will be inserted into the RFP template for City Attorney review. Once approved by the CA, 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: Currently Parks and Recreation 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: Scope is currently being reviewed by the City Manager for the sale of the City Parking Garage. When completed, the scope will be forwarded to the City Attorney for review and 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 of the CA's response, the RFP will be advertised. xii. RFP/RFQ Template: The City Attorney is working on a developing a revised template RFPjRFQ for formal solicitations. When completed, the template will be used for all formal solicitations. Code Enforcement Office: Following are highlights for the Code Enforcement Division for January 2 -January 16, 2015: I. Bi-weekly statistics: a. Issued more than 18 Courtesy Civil Infraction Notices. b. Issued! Notices of Civil Infraction-(NOCI). c. Responded to over ~ complaints. d. Proactive Inspections 23. e. Re-Inspections 30. f. Cases Closed 7. g. Removed 18 Illegal signs from the City. h. Graffiti Tags 1,. -4 -City Manager'sReporttothecCommission for January 20,2015 i. Reviewed 43 Building permits. j. Counter walk-ins 19. II. Fines and Fees collected through the Code Enforcement Division for the month of January 2015: (Tabulated at the end of the month). III. Local Business Tax Compliance Office: In the month of January 2 -January 16, 2015: Total amount a. NEW BTR'S ISSUED b. NEW LIENS c. INSPECTIONS d. RENEWAL FEES COLLECTED e. NEW LICENSES (BTR's) REVIEWED Other Reports: (16) (15) (127) (16) • Florida League of Cities Insurance Report -Completed • Miami Dade County Report -Completed • Renewal Report 4TH Notices -Completed • Renewal Licenses printed for 2014 -2015 • Renewal Inspections • 25 Towing Companies researched/inspected Special Events Division: Total amount collected $ 3,500.00 $ 1,755.00 The following are the results for the Special Events Division for January 2 -January 18, 2015: • 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. City Commission approval on January 6,2015. • 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. City Commission approval on January 6, 2015. -5 -City Manager's Reportto;theocGommission forJanuary 20,2015 • Collaborating with the MLK Committee on upcoming events that will be held in January and February, 2015. Prayer Breakfast 1/17/2015 at the Gibson-Bethel Community Center, at 9:00 a.m., Gospel Festival at St. John AME Church on 1/18/2015, at 4:00 p.m. and MLK Parade will be held on 2/28/2015, starting at 10:00 a.m. on SW 71 Street and SW 59 Place. • Processed four (4) garage sale permit requests for this time period. • Reviewed and processed 15 lien search requests for Code Enforcement Department, for this period of time. • Processed/recorded .f. lien and ,Llien 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 January 5th , 2015 through January 15th, 2015: Chief's Office i. "Staff Own-A-Zone" program yielded 30 citizen and business contacts throughout the City; ii. A total of 721 calls for service were handled during this period; iii. Made final preparations for hosting "Cultural Diversity" training hosted by Human Resources and the Police Department. Uniform Patrol Division i. Total of 12 arrests: 09 felonies, 10 misdemeanors, and 04 warrants served. ii. Of those 23 arrests, 04 were narcotics related. iii. Traffic details conducted in the downtown area for pedestrian safety. Community Police Unit i. The B.E.A.T. program was continued and an additional 02 businesses were registered. ii. 05 Park and Walks were conducted which yielded 42 citizen contacts. 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. -6 -City Manager's ReporttothefGemmission for January 20,2015 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 Retail Theft case in which the subject stole $31,000.00 in jewelry. The subject committing the offense was videotaped and the tape was shown over several local news networks. A tipster called in and furnished us with the subject's identity. Detectives investigated further, gathered all of the subject's information, responded to her residence and took her into custody. All of the jewelry was recovered and this case was successfully closed. v. C.I.D. Detectives were able to identify a Vehicle Burglary subject after reviewing a video tape of the offense. The subject was arrested prior under an unrelated case and subsequently released from jail. The subject's information was placed on a Be On The Look Out (B.O.L.O.) flyer and is being presently sought by police. 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 1,567 items entered into the Evidence and Property module, since the transition to electronic record keeping. iii. Narcotic cases from 2012 and previous are being sanctioned for disposal. There have been 270 cases entered and closed. iv. 2015 police vehicles have been ordered from Don Reid Ford. v. Officers are being fitted for new reflective traffic vests. Professional Standards Division and Training i. Processing 3 applicants for Fulltime/Reserve Police Officer; ii. Processing 3 applicants for open Communications Officer position; iii. Tactical Response Team tryouts were held; iv. Trained and certified two probationary police officers in the use of the TASER; v. TRT training at range; vi. Conducted roll call training in search and seizure procedures and law; -7 -City Manager's:ReporHo the Commission for January 20, 2015 vii. Prepared and had weapons inspected by Federal authorities which were acquired from them. Human Resources Please be advised that no "significant" events have occurred in the Human Resources Department since the January 6, 2015 Commission meeting. We will continue to maintain activity and project status reports, which can be made available at your request. Planning Department Please be advised that no "significant" events have occurred in the Planning Department since the January 6, 2015 Commission Meeting. We will continue to maintain bi-weekly 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 installed and braced. MDC Water and Sewer started last week with the provision of water service for the medians. MDWASD has completed the water connection for the 6 medians. Twin Lakes Drainage Improvements Design: Survey is complete. Utility coordination letters were sent. Geotechnical exploration results for percolation rates were received. Dog Park: Tiki hut is complete. Fence poles are installed. Plumbing and Site work is complete. Enclosure and maintenance gate were installed last week. Wood fence is substantially complete; need to close gap between entrance gates and wood fence. Citywide Sidewalk Repair: Project is ongoing. 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 signed and executed. Purchase order pending approval. 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 FDOT. Pending further instructions. Pinecrest Villas Traffic Calming Design: Consultant submitted 60% of the design plans for review. -8 -City Manager's Report to the Commission for January 20, 2015 Twin Lakes & Bird Estates Traffic Calming Design: Consultant submitted 60% of the design plans for review. Mango Terrace & Manor Lane Traffic Calming: Resident survey information was tabulated and provided to the County in conjunction with the Generallnterlocal Agreement. The design plans for both projects are being reviewed by MDe. 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. Installed 2015 elevator certificate at the Police Department as requested by Public Works. ii. Expedited disassembling of the Christmas Trees & Menorah in the Downtown area as requested. iii. Replaced transformer and make repairs for lighting in the hallway at City Hall as requested. iv. Relocated the Deputy City Clerk's office and placed furniture and equipment back in after remediation project was completed. v. Repaired and painted all office walls, door frames, doors and closet doors as requested by the City Clerk. vi. Assisted the Grant Writer by relocating 18 boxes from the second floor in City Hall to the Sylva Martin Building. vii. Replaced two damaged exterior wall pack lights by the generator area of the Police Department as requested. viii. Installed a 20amp outlet for the fish pond as requested by Project Manager. ix. Installed two name plates outside of a police department office as requested by Police. x. Make new opening in order to lower an outlet adjacent to a tree and had to replace the broken conduits to the outlet. Installed a junction box that also feeds electricity to seven other trees in the Downtown Area. The following are the accomplishments that have taken place from January 7 -January 20, 2015: Recreation: • On January 17,2015, the department assisted the Martin Luther King Committee in various areas, including planning, staffing and setting up the stage for the Martin Luther King Prayer Breakfast that was held in the Community Center's gymnasium. • On Monday, January 20, 2015, approximately one hundred (100) volunteers from Branches South Miami, in collaboration with the Parks and Recreation Department, conducted a thorough clean out at Brewer Park, All-American Park and Murray Park. The volunteers helped with painting, cleaning and removing invasive species. -9 -City Manager's Report to the Commission for January 20, 2015 Parks: -- • A new AIC unit for the gymnasium has been installed. • Restroom renovations are underway at Dante Fascell Park and Palmer Park. • Bougainvillea hedge and benches are underway at the Murray Park Aquatic Center. • A new pedestal and doggy drinking fountain has been installed at the Dog Park.