12-15-98.........................
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MAYOR:
Julio Robaina
CITY MANAGER: Charles D. Scurr
VICE MAYOR:
Armando Oliveros, Jr.
CITY ATTORNEY: Earl G. Gallop
COMMISSIONER:
Horace G. Feliu
CITY CLERK: Ronetta Taylor
COMMISSIONER:
David D. Bethel
COMMISSIONER:
Mary Scott Russell
CITY COMMISSION AGENDA
Regular City Commission Meeting
Meeting date: December 15, 1998 6130 Sunset Drive, South Miami, FL
Next Regular Meeting date: January 5, 1999 Phone: (305) 663 -6340
Time: 7:30 PM
PURSUANT TO FLORIDA STATUTES 286.0105, "THE CITY HEREBY ADVISES THE PUBLIC THAT IF A PERSON
DECIDES TO APPEAL ANY DECISION MADE BY THIS BOARD, AGENCY OR COMMISSION WITH RESPECT TO ANY
MATTER CONSIDERED AT ITS MEETING OR HEARING, HE OR SHE WILL NEED A RECORD OF THE PROCEEDINGS, AND
THAT FOR SUCH PURPOSE, AFFECTED PERSON MAY NEED TO ENSURE THAT A VERBATIM RECORD OF THE
PROCEEDINGS IS MADE WHICH RECORD INCLUDES THE TESTIMONY AND EVIDENCE UPON WHICH THE APPEAL IS TO
BE BASED. THIS NOTICE DOES NOT CONSTITUTES CONSENT BY THE CITY FOR THE INTRODUCTION OR ADMISSION
OR OTHERWISE INADMISSIBLE OR IRRELEVANT EVIDENCE, NOR DOES IT AUTHORIZE CHALLENGES OR APPEALS NOT
OTHERWISE ALLOWED BY LAW.
City of South Miami Ordinance No. 6 -86 -1251 requires all persons appearing in a paid or
remunerated representative capacity before the City Staff, Boards, Committees and the City
Commission, to fill out the appropriate form and file it with the City Clerk prior to engaging in
lobbying activities.
CALL TO ORDER:
A. Invocation:
B. Pledge of Allegiance:
C. Presentation(s):
a. Officer of the Month
b. Proclamation - Interval International
C. Poem Contest Winners
d. Certificate of Appreciation - Ed Bramson
ITEMS FOR THE COMMISSION'S CONSIDERATION:
1. Approval of Minutes:
Regular City Commission Minutes - December 1, 1998
2. City Manager's Report:
3. City Attorney's Report:
REGULAR CITY COMMISSION 1
AGENDA - December 15, 1998
CONSENT AGENDA
4. A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE
CITY OF SOUTH MIAMI, FLORIDA, AUTHORIZING THE CITY
MANAGER TO DISBURSE THE SUM OF $6,625.00 TO DUNCAN
INDUSTRIES FOR THE PURCHASE OF PARKING MANAGEMENT
COMPUTER HARDWARE AND SOFTWARE FROM ACCOUNT 01 -2100-
519 -6435, "ACQUISITION OF PARKING METERS"
(Administration) 3/5
5. A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE
CITY OF SOUTH MIAMI, FLORIDA, AUTHORIZING THE CITY
MANAGER TO DISBURSE THE SUM OF $4,200 FOR THE EMERGENCY
REPAIR AND CORRECTION OF THE AS400 SETUP, AND CHARGING
THE DISBURSEMENT TO ACCOUNT NUMBER 001 - 2100 - 519.4633
MAINTENANCE - COMPUTER NETWORK BUDGET FY 1998 -99.
(Administration) 3/5
ORDINANCE (S) SECOND READING PUBLIC HEARING (S)
6. AN ORDINANCE OF THE MAYOR AND CITY COMMISSION OF THE
CITY OF SOUTH MIAMI, FLORIDA, RELATING TO AN AMENDMENT
OF SECTION 20 -9 OF THE LAND DEVELOPMENT CODE TO INCLUDE
THOSE PARCELS LEGALLY DESCRIBED HEREIN WITHIN THE
COMMUNITY SERVICE OVERLAY DISTRICT; PROVIDING FOR
SEVERABILITY; PROVIDING FOR ORDINANCES IN CONFLICT; AND
PROVIDING AN EFFECTIVE DATE. (Deferred from 11/3/98 and
12/1/98)
(Administration /P &Z) 4/5
RESOLUTION (S) HEARING
There are none
RESOLUTION (S)
7. A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE
CITY OF SOUTH MIAMI, FLORIDA, AUTHORIZING THE CITY
MANAGER TO ENTER INTO A CONTRACT WITH BUADE
CONSTRUCTION COMPANY, INC., FOR THE CONSTRUCTION OF THE
MULTIPURPOSE FACILITY BUILDING, PHASE 1, FOR AN AMOUNT
OF $399,500.00 AND AUTHORIZING $30,000.00 TO BE SET
ASIDE IN A CONTINGENCY FUND; CHARGING THE DISBURSEMENTS
REGULAR CITY COMMISSION 2
AGENDA — December 15, 1998
TO "OCD GENERAL CONSTRUCTION" ACCOUNT NO. 114- 2020 -572 --
6560.
(Administration) 3/5
B. A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE
CITY OF SOUTH MIAMI, FLORIDA, APPROVING AND AUTHORIZING
THE CITY MANAGER TO EXECUTE A CONTRACT WITH STROYNE
BROTHERS, INC., FOR THE PROVISION OF PARKING MANAGEMENT
SERVICES, PROVIDING AN EFFECTIVE DATE.
(Administration /Public Works) 3/5
9. A RESOLUTION OF THE MAYOR AND
CITY OF SOUTH MIAMI, FLORIDA,
AUDIT SERVICES, ACCEPTING
RECOMMENDATION TO EXECUTE A TH
WITH THE AUDIT FIRM OF RACHLIN,
WITH A RENEWAL OPTION CLAUSE.
(Administration)
CITY COMMISSION OF THE
RELATING TO FINANCIAL
THE CITY MANAGER'S
REE -YEAR AUDIT CONTRACT
COHEN & HOLTZ , CPA PA,
3/5
10. A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE
CITY OF SOUTH MIAMI, FLORIDA, AUTHORIZING THE CITY
MANAGER TO MODIFY THE DOWNTOWN DECAL PARKING PROGRAM BY
CHANGING THE MONTHLY FEE FOR THE DECAL AND THE LOCATION
OF THE DECAL PARKING ZONES.
(Administration) 3/5
11. A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE
CITY OF SOUTH MIAMI, FLORIDA, RELATING TO AN APPEAL OF
AN ENVIRONMENTAL REVIEW AND PRESERVATION BOARD
DECISION, REGARDING A SIGNAGE APPLICATION FOR THE
PROPERTY LOCATED AT 8512 -8530 RED ROAD, COMMONLY KNOWN
AS THE SOUTH MIAMI GYMNASTIC SCHOOL, AS REQUESTED BY
RODNEY MANDELSTAM, PURSUANT TO SECTION 20- 6.2(A) OF THE
SOUTH MIAMI LAND DEVELOPMENT CODE. (Deferred from
December 1, 1998)
(Administration /P &Z) 3/5
ORDINANCE (S) FIRST READING
There are none
SPEAKERS PLEASE TAKE NOTICE THAT SECTION 2-2.1(k)(2) OF
THE CODE OF ORDINANCES PROVIDES THAT "ANY PERSON MAKING
PERSONAL IMPERTINENT, OR SLANDEROUS REMARKS OR WHO
SHALL BECOME BOISTEROUS WHILE ADDRESSING THE COMMISSION
SHALL BE FORTHWITH BARRED FROM FURTHER AUDIENCE BEFORE
THE COUNCIL BY THE PRESIDING OFFICER, UNLESS PERMISSION
REGULAR CITY COMMISSION 3
AGENDA - December 15, 1998
TO CONTINUE BE GRANTED BY A MAJORITY VOTE OF THE
COMMISSION ".
PUBLIC REMARKS
COMMISSION REMARKS
REGULAR CITY COMMISSION [�
AGENDA - December 15, 1998
CITY OF SOUTH MIAMI
INTER - OFFICE MEMORANDUM
TO: Mayor and Commission
DATE: December 15, 1998
RE: Agenda Item # _
Approval of expenditure for
the purchase of a parking
management hardware and software
— Duncan Industries
The attached resolution seeks approval of a $6,625.00 expenditure for the purchase of
computer hardware and software equipment. The equipment is necessary to update our
parking management program in terms of flexibility and user convenience.
The equipment's functional description, benefits and cost breakdown are summarized
below:
Cashkey System
The "cash keys" are a highly efficient and convenient way to provide metered parking for
regular or frequent drivers. Meter time is "bought" by the user by paying for and
acquiring a cash key with a given amount of "meter time" in its memory chip. The key is
used at the parking meter to obtain time on the dial (same as when using coins). It may
be purchased at City Hall initially, and "re- loaded" with additional meter time on
subsequent purchases. This system offers the following advantages:
• Convenience to metered parking users, since no coins need to be carried to pay
the meter.
• Decrease in the workload associated with meter coin collection.
• Decrease in coin jams, meter malfunctions, and general meter wear.
The cashkey system is in use at a Coral Gables. Miami Beach uses a similar card -based
system.
\continued...
MAYOR AND COMMISSION DECEMBER 15,1998
Cashkey System Cost
Software, interfaces, and miscellaneous components:
100 at cash keys at $10.50 ea.
SUBTOTAL:
MeterTrax System
PAGE TWO
$875.00
$1,050.00
$1,925.00
This system lets us interface with our new electronic parking meters, enabling parking
personnel to program the meters. MeterTrax truly modernizes metered parking
management by allowing the City to monitor meter revenues, audit meters or meter
zones, and keeping maintenance files in memory. This type of data will enable us to
forecast, budget, and plan the maintenance and revenue aspects of the parking operation.
A frequently used feature of the system is that it allows us change meter rates and meter
time limits. This is a very important tool in on- street and off - street parking management.
This feature alone yields large time savings when rate or time limit changes are required
on meter zones.
MeterTrax System Cost
MSI Data Terminal — handheld computer $1,850.00
MeterTrax software $ 650.00
Training (2 days on -site) $2,250.00
SUBTOTAL: $4,750.00
TOTAL PARKING SYSTEM EXPENDITURE
Cashkey System and MeterTrax System: $6,625.00
Both systems are available on a sole source basis from Duncan Industries. This
manufacturer's product is the only one that interfaces with the City's Duncan meters.
Duncan Industries is the one of the oldest parking meter companies in the country, and
generally regarded as the leading manufacturer of standalone meters.
Funding for this expenditure is included in account no. 001 - 2100 -519 -6435, "Acquisition
of Parking Meters ". The balance of this account will be $400 after the purchase.
Approval of this expenditure is recommended.
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RESOLUTION NO.
A RESOLUTION OF THE MAYOR AND CITY
COMMISSION OF THE CITY OF SOUTH MIAMI,
FLORIDA, AUTHORIZING THE CITY MANAGER TO
DISBURSE THE SUM OF $6,625.00 TO DUNCAN
INDUSTRIES FOR THE PURCHASE OF PARKING
MANAGEMENT COMPUTER HARDWARE AND
SOFTWARE FROM ACCOUNT 01- 2100 -519 -6435,
"ACQUISITION OF PARKING METERS"
WHEREAS, computer technology can greatly enhance the efficiency and
flexibility of the City's parking management, and;
WHEREAS, the Administration has identified a computer package which
facilitates the use of parking meters without the need to use coins and also serves to better
monitor and control metered parking zones, and;
WHEREAS, a the chosen computer system also provides the ability to program
parking meters to change rates, time limits, and other key features, and;
WHEREAS, a reputable sole source vendor has been identified who will provide
the required hardware, software, training, and software support.
NOW THEREFORE, BE IT RESOLVED by the MAYOR AND CITY
COMMISSION of the CITY OF SOUTH MIAMI, FLORIDA:
Section 1. The City Manager is hereby authorized to disburse the sum of
$6,625.00 to Duncan Industries for the purchase of the cashkey and metertrax
systems from Account 01- 2100 -519 -6435, "Acquisition of Parking Meters ".
Section 2. That this resolution shall be effective immediately after adoption
thereof.
PASSED AND ADOPTED this 15th day of December, 1998.
ATTEST:
CITY CLERK
READ AND APPROVED AS TO FORM:
CITY ATTORNEY
APPROVED:
MAYOR
111'23/1998 10:19 4076580995
PAGE 01
Duncan Industries
PARKM CONTROL SYSTEMS
340 INDUSTRLAL PARK ROAD
AF�) WMUMW pwA, P.O. Sox so TELEPHONE: (870) 741.5
HMRISQN. ARKANSAS rMl FAX. (870) 741.2
November 23, 1998
Ron Stroyne
Stroyne Brothers South
7822 Southwest 66th Street
Miami, FL 33143
RE: Price proposal - CaNshRey Debit System
Dear Ron:
The following prices will apply for South Miami's CashKey
System installation:
- CashKey Loading Software---------------- - - - - -- $ 250.00
"CashKey Interface----------------------- - - - - -- $ 500.00
"Security Device------------------------- - - - - -- $ 100.00
"Master Key ------------------------------------ $ 25.00
'CasshKNays--------------------------------------- $ 1+0.50sa
Total cost for all loading hardware, and software is $875.00.
Cashkeys are $10.50 each regardless of quantity.
Installation and training.could coincide with your MeterTrax
training date: Therefore, there uld be no additional cost
for training an the CaskKey system.
As always, I Took forward to working with you. Should you
have further questions, please give me a call.
n r ly,
Yoe'
Parker Ha rington
Regional Sales Manager
Ph# 1- 800 - 499 -1649
111/15/1998 09:08 4076560995
PAGE 01
Duncan Industries
FAWP4 CONMOL SYSTM
340 INDUMIAL PARK ROAD
R0, Box 840 TELEPHONE: (870) 741-5481
HARMSON, ARKANSAS 72001 FAX; (070) 741-2866
November 16, 2998
Ron Stroyne
Stroyne Brothers South
7822 Southwest 65th Street
Miami, FL 33143
RE,. Price Proposal - HaterTrax Software and Data Terminal
Dear Ron:
The following prices will apply for South Miami's MeterTrax
addition:
-MST Data Terminal - Handhold Computer $11850.00
MeterTrax Version 3.2 Software - -- ---------------- $ 650.00
'Training - 2 Full Days On-Sits $2.250.00
TOTAL--------------------------------------------- $4,750.00
This system is vital for the generation and implementation of
new time and rate programs, maintaining an inventory data
base, auditing meterso and keeping maintenance files
electronically.
An always, I look forward to working with you. Should you
have further questions, please give me a call.
Si c rel
, � L_
ar. a o 'rington
R n I Sales Manager
Si
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CITY OF SOUTH MIAMI
INTER - OFFICE MEMORANDUM
TO: Mayor & City Commission DATE: December 4, 1998
FROM:Charles Scurr SUBJECT: Agenda # or
City Manager Commission Meeting December 15, 1998
f644.10 Emergency Repair and Setup Correction
for IBM AS400 Server and HTE Finance
and Community Development Software
Approval is sought through the attached resolution to release funds to pay for the emergency
repair of the printing problems and correction of the AS400 setup.
Printing problem and correction of AS400 setup was caused by a refusal of support and
maintenance by HTE, which has been debated since January 8, 1997. The HTE's refusal of
support has been in response to the City's limitation of payments for maintenance, which was
implemented as the system was not installed as contracted.
Consequently, we solicited for other means of support. Turbo Tech International, Inc., was the
only company that responded to the request for support and was able to provide on -site service.
The problem was solved by them implementing some configuration changes. During the
process, it also became apparent that the system will need a maintenance service.
The already performed work amounted to $1,800 (22.5 hours x $80 /hour). In addition, it has
been estimated that additional $2,400 (30 hours) will be needed to bring the system to reliable
and consistent operation by performing a system maintenance service.
The disbursement of $4,200 will be drawn from account number 001 - 2100 - 519.4633
Maintenance — Computer Network, Budget FY 1998 -99. The current balance on this account is
$13,000.
I recommend approval.
v
CITY OF SOUTH MIAMI
To: Charles D. Scurr Date: August 20, 1998
City Manager
From: Slaven Kobola, AICP Re: Repair of the AS400 Printing Problem
ISIGIS Coordinator
The HTE applications stopped printing documents generated by the applications used in the Building
Department.
As HTE has rejected the support for hardware and networking issues, I have already solicited for the
AS400 support over the Internet BBS, comp.sys.ibm.as400.misc. I received only two responses: one was
from a company in New Orleans, which was eliminated due to the incapability to provide on -site service.
The other response was made by Turbo Tech International, Inc., from Hollywood, Florida, which was
accepted.
When the problem occurred, Turbo Tech has sent their engineer to examine the system, which was
followed by Mr. Gremaf Reyes, who is a specialist for AS400 and connectivity to the Windows NT
networks. He corrected the network addressing and identification problems, which resulted in that
building permits and inspection tickets started printing.
However, at that time, it was found that the whole system is dangerously low on resources, which was a
result of a lack of maintenance by HTE. Consequently, there has been a number of system disturbances
that prohibited the system to work properly and consistently. Proposed was that the maintenance service
be performed. Mr. Reyes was not capable to render a firm estimate of how much time (and cost) it will
take to perform this operation due to the peculiarities of the system's setup. The rough estimate is that 30
engineer -hours will be needed. Turbo Tech charges $80 per hour.
I RESOLUTION NO.
2 A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY
3 OF SOUTH MIAMI, FLORIDA, AUTHORIZING THE CITY MANAGER TO
4 DISBURSE THE SUM OF $4,200 FOR THE EMERGENCY REPAIR AND
5 CORRECTION OF THE AS400 SETUP, AND CHARGING THE
6 DISBURSEMENT TO ACCOUNT NUMBER 001 - 2100 - 519.4633
7 MAINTENANCE — COMPUTER NETWORK, BUDGET FY 1998 -99
8 WHEREAS, the AS400 server and HTE software stopped printing documents generated
9 by the applications used in the Building Department; and
10 WHEREAS, Turbo Tech International, Inc. was the only company that provided an offer
11 to service the computer on -site; and
12 WHEREAS, Turbo Tech International, Inc. has solved the problem and suggested that a
13 system maintenance service be performed;
14 NOW THEREFORE, BE IT RESOLVED BY THE MAYOR AND CITY
15 COMMISSION OF THE CITY OF SOUTH MIAMI, FLORIDA, THAT:
16 Section 1. The City Manager be, and is hereby authorized to disburse the sum not greater
17 than $4,200 for the following:
18 • Solution of building permits and inspection tickets printing problem ......................... $1,800.00
19 • System maintenance service ......................................................... ............................... $2,400.00
20 Section 2. The disbursement shall be charged to Account Number 001- 2100 - 519.4630
21 Maintenance — Computer Network.
22 Section 3. This resolution shall take effect immediately upon approval.
23 PASSED AND ADOPTED this day of 1998
24 APPROVED:
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26 ATTEST: MAYOR
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28 CITY CLERK
29 READ AND APPROVED AS TO FORM
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31 CITY ATTORNEY
CITY OF SOUTH MIAMI
INTER - OFFICE MEMORANDUM
TO: Mayor and Commission DATE: December 15, 1998
SUBJECT: Agenda Item 9
Commission Meeting,
December 15, 1998
AUTHORIZATION OF THE CITY
MANAGER TO ENTER INTO A
CONTRACT WITH BUADE
CONSTRUCTION COMPANY, INC., TO
CONSTRUCT THE MULTIPURPOSE
CENTER BUILDING, PHASE I AND TO
SET ASIDE A CONTINGENCY FUND OF
$30,000.
The attached resolution seeks approval to allow the City Manager to enter into a contract with
Buade Construction Company, Inc., to construct the Multipurpose Facility Building, Phase I, at
Murray Park.
Detailed project specification and an Invitation to Bid was put forth for a general contractor to
construct the Multipurpose Building in accordance with the plans prepared by Architectural
Design Consortium, Inc., dated August 4, 1998. The Bid documents stipulated that the contract
was to be awarded "to the lowest responsive, and most responsible bidder whose bid conforming
to the specifications is the most advantageous to the City, considering priced bid, the experience,
the qualifications of the bidder, and the bidder's current and immediate available resources."
The City received seven bids on November 23, 1998. The Public Works Department reviewed
the bids and found the lowest bid, submitted by Parallel Builders, Inc., to be non - responsive and
incomplete. The bid submitted by Parallel Builders, Inc., lacked required information on the
company's past performances and documentation of necessary licenses of the major sub-
contractors. The City was unable to complete its verification of the lowest bidder's
qualifications and experience due to the non - responsive bid document.
The Public Works Department verified information regarding past performances and references
for Buade Construction Company, Inc., and such information was determined to be satisfactory.
Baude also appears to have extensive experience constructing similar facilities such as Ruben
Dario Park Building Facility, The Oaks Adult Care Facility, Castellow Hammock Park Nature
Center & Shelter and Custom Residence. It should also be noted that the difference between the
lowest bidder and the second lowest bidder is $2,103, a negligible one half of one percent.
It is, therefore, recommended that the City Commission reject the lowest bid submitted by
Parallel Builders, Inc., as non - responsive and incomplete and award the contract to Baude
Construction Company, Inc., in the amount of $399,500 and set aside a contingency fund of
$30,000 for any unforeseen conditions and /or any necessary revisions to the scope of work.
The disbursement of the contract amount of $399,500 and the contingency amount of $30, 000
would come from account No. 114 - 2020 -572 -6560, " OCD General Construction. " This account
currently has a balance of $725, 000 for fiscal year 1998199.
Attachments
RESOLUTION NO.
A RESOLUTION OF THE MAYOR AND CITY
COMMISSION OF THE CITY OF SOUTH MIAMI,
FLORIDA, AUTHORIZING THE CITY MANAGER
TO ENTER INTO A CONTRACT WITH BUADE
CONSTRUCTION . COMPANY, INC., FOR THE
CONSTRUCTION OF THE MULTIPURPOSE
FACILITY BUILDING, PHASE I, FOR AN AMOUNT
OF $399,500.00, AND AUTHORIZING $30,000.00 TO
BE SET ASIDE IN A CONTINGENCY FUND;
CHARGING THE DISBURSEMENTS TO "OCD
GENERAL CONSTRUCTION" ACCOUNT NO. 114-
2020 -572 -6560.
WHEREAS, the City put forth detailed Project Specification and an Invitation to Bid for
a general contractor to construct the Multipurpose Facility Building, Phase I, as described in the
architectural plans prepared by Architectural Design Consortium, Inc., and;
WHEREAS, the bid documents stipulated that the contract to be awarded "to the lowest
responsive, and most responsible bidder whose bid conforming to the specifications is the
advantageous to the City, considering priced bid, the experience, the qualifications of the bidder,
and the bidder's current and immediate available resources," and;
WHEREAS, the Public Works Department has reviewed the bids and determined the
lowest bidder to be non - responsive and the bid submittal incomplete, and;
WHEREAS, Buade Construction Company, Inc., provided the lowest responsive bid of
the seven firms who submitted proposals for this project.
NOW, THEREFORE, BE IT RESOLVED BY THE MAYOR AND CITY
COMMISSION OF THE CITY OF SOUTH MIAMI, FLORIDA:
Section 1. The following bids were received on November 23, 1998, in response to
the Invitation to Bid:
Buade Construction Company
Tenusa, Inc.
Veitia Padron, Inc.
Sierra Construction Services, Inc.
Spectrum Group Construction, Inc.
August Construction, Inc.
Parallel Builders, Inc.
$399,500.00
$443,044.00
$526,000.00
$549,893.00
$669,229.00
$728,220.00
$397,397.00
Section 2. The lowest bid submitted by Parallel Builders, Inc., proved to be non-
responsive and incomplete, is rejected.
Section 3. The City Manager is hereby authorized to enter into a contract with Baude
Construction Company, Inc., to construct the Multipurpose Facility Building, Phase I, for an
amount of $399,500 to be charged to account number 114- 2020 -572 -6560
Section 4. The City Manager is further authorized to set aside a contingency amount
of $30,000 to be charged to account number 114 - 2020 -572 -6560. The contingency amount will
be used for unforeseen conditions and /or any revisions to the scope of work at the desecration of
the City Manager.
Section 5. This resolution shall take effect immediately upon approval.
PASSED AND ADOPTED this 15th day of December 1998.
APPROVED:
u •'
ATTEST:
CITY CLERK
READ AND APPROVED AS TO FORM:
CITY ATTORNEY
CITY OF SOUTH MIAMI
INTER- OFFICE MEMORANDUM
TO: Mayor and Commission DATE: December 15, 1998
f
FROM: Charles D. Scurr RE: Agenda Item # _
City Manager 0AIV, RENEWAL OF PARKING
MANAGEMENT CONTRACT
WITH STROYNE BROS. INC.
BACKGROUND
The attached resolution seeks Commission authorization to amend and renew the
agreement for parking management services between the City of South Miami and
Stroyne Bros., Inc. The original agreement was approved by the City Commission via
resolution on February 6, 1996.
The contract was executed for a four -year period with an effective date starting on
October 1, 1995. It gives the City the option to renegotiate and renew the agreement for
four (4) one -year terms.
ANALYSIS
A number of factors combine to necessitate renegotiation of the parking contract. These
include the expanded nature of the city's parking program including the longer hours of
enforcement due to the Shops at Sunset Place and the new Valet Parking program.
Additionally, the existing contract does not have sufficient productivity measures,
performance requirements and monitoring mechanisms.
The annual compensation to Stroyne has been increased to $194,987 from the previous
amount of $139,800. The majority of the increase is due to the increased hours of
parking enforcement. The current contract includes 2 enforcement officers. Presuming a
40 hour work week this includes 80 enforcement hour. Actual enforcement hours are
currently less than 80 hours due to court time and other factors.
The new contract calls for a total of 135.5 hours of enforcement, including 105 hours of
single coverage and 30.5 hours of two officer coverage. The new contract also requires
additional administrative and field responsibilities including expanded enforcement
coverage supervision, valet compliance patrols, and a wider scope of maintenance. These
require additional field staffing and supervision, thereby increasing the contractor's cost
of doing business.
The cost of the contract is offset against the parking revenues and enforcement revenues
received by the City. The additional costs of this contract are more than offset by the
additional revenues received by the City.
The new contract also includes detailed reporting requirements and performance
expectations. Details, including reporting forms, are included as attachments to the
contract.
The effective date of the contract is December 1, 1998.
Approval is recommended.
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RESOLUTION NO.
A RESOLUTION OF THE MAYOR AND CITY
COMMISSION OF THE CITY OF SOUTH MIAMI,
FLORIDA, APPROVING AND AUTHORIZING THE
CITY MANAGER TO EXECUTE A CONTRACT WITH
STROYNE BROS., INC. FOR THE PROVISION OF
PARKING MANAGEMENT SERVICES, PROVIDING
AN EFFECTIVE DATE AND TERM
WHEREAS, the City currently has a Parking Management Contract with Stroyne
Bros., Inc. for the provision of parking management services; and
WHEREAS, that contract allows for the re- negotiation of the terms of the contract
should conditions warrant; and
WHEREAS, a number of factors combine to necessitate the re- negotiation of the
contract, including the longer hours of enforcement due to the opening of the Shops at
Sunset Place, the new valet program and the need for enhanced performance requirements
and monitoring mechanisms.
NOW THEREFORE, BE IT RESOLVED BY THE MAYOR AND CITY
COMMISSION OF THE CITY OF SOUTH MIAMI, FLORIDA:
Section 1. The City Commission approves and authorizes the City Manager to
execute a contract with Stroyne Bros., Inc. for Parking Management Services
in the amount of $16,249.00 monthly or $194,987.00 on an annual basis.
Section 2. That contract shall be effective December 1, 1998.
PASSED AND ADOPTED this 15th day of December, 1998.
ATTEST:
CITY CLERK
READ AND APPROVED AS TO FORM:
CITY ATTORNEY
APPROVED:
MAYOR
AGREEMENT BETWEEN THE CITY OF SOUTH MIAMI
AND STROYNE BROS. SOUTH INC. FOR THE
ADMINISTRATION, COLLECTION, AND MAINTENANCE
OF THE CITY'S PARKING METERS, SIGN FACES,
VALET PARKING AND DECAL PARKING AREAS.
THIS AGREEMENT, entered into this 1 st day of December, 1998 between the CITY OF SOUTH
MIAMI, a Florida municipal corporation, hereinafter referred to as the "City" and STROYNE
BROS. SOUTH INC., a Florida corporation, hereinafter referred to as "Stroyne ";
WITNESSETH
WHEREAS, the City is desirous of engaging Stroyne to provide a comprehensive program
for the administration, collection, and maintenance of the City's parking meters, valet parking and
decal parking areas; and,
WHEREAS, Stroyne represents that it is competent, experienced, and able to provide this
program; and,
WHEREAS, the Mayor and the City Commission of the City of South Miami at a public
meeting of February 6, 1996 authorized the execution of this Agreement, which includes the
provision of annual renegotiation and renewal options; and,
WHEREAS, the City has exercised its right to renegotiate the contract.
NOW, THEREFORE, for and in exchange of the mutual covenants hereinafter set forth, the parties
hereto do now agree as follows:
1. Stroyne agrees, effective December 15, 1998 to provide comprehensive program for the
administration, maintenance, and collection for all parking meters, posts, parking sign faces,
valet ramps and decal parking areas within the City of South Miami. Maintenance and
installation of parking meters, meter posts, and parking sign faces shall be on a scheduled,
proactive basis. Stroyne will perform new, individual meter installations or installations of new,
entire metered parking areas. The cost of these new or additional installations will billed to the
1
City separately by Stroyne. The City shall furnish all direct materials to be used in the
maintenance program. The specific requirements of enforcement (including valet) program are
stipulated in Exhibit 2, 2A and 3. Meter maintenance and general field maintenance
requirements are provided in Exhibit 1. Valet enforcement shall be conducted in accordance
with the City's Valet Parking Ordinance.
2. Stroyne guarantees to provide the City 100% of all parking meter revenues for the 675 meters
(subject to change) currently owned by the City of South Miami. The collection will be the
responsibility of Stroyne. He shall collect the meter boxes of the most heavily used meters no
less than two times per week.
3. Stroyne may purchase and install additional parking meters with the prior written approval of the
City Manager. Any new meters become the property of the City of South Miami at the end of
this Agreement. The meters are to be in operation from 7:00 A.M. to 12:00 midnight, seven (7)
days a week, or as otherwise designated by the City. The meters will be enforced on some
national holidays as designated by the City.
4. The City reserves the right, as a policy decision, to alter the time and the days that the meters are
enforced. Should the City make such a policy decision, both parties will negotiate any changes
in enforcement or revenue division as a result of the changes.
5. Stroyne agrees to operate the parking meters seven days per week to provide a minimum
coverage of 105 weekly hours of schedule coverage with a minimum of one enforcement officer
and 30.5 weekly hours of coverage with a minimum of two officers. The breakdown of these
weekly enforcement coverage hours is provided in Exhibit 2.
6. Stroyne agrees to follow an enforcement schedule similar to the one presented in Exhibit 2A.
Planned changes to the schedule for any month need to be forwarded to the City Manager or his
designee at least five (5) business days prior to the start of the month. The changes should be
clearly indicated on the schedule sheet for the month.
7. Stroyne agrees to furnish the City with daily enforcement productivity reports summarizing
enforcement citation output for each enforcement officer during all shifts. The report must show
a breakdown by enforcement officer and the time - sequence citation output throughout each shift.
I
A copy of the report is to be submitted to the City on a daily basis. Exhibit 3 provides a sample
of the report.
8. Stroyne agrees to furnish the City with monthly maintenance activity reports summarizing all
work completed during the previous month. The report is to be submitted to the Department no
later than the 5th day of each month. Exhibit I provides a blank form for the report.
9. All revenues generated as a result of fines and forfeitures shall belong to the City of South
Miami. Stroyne shall not receive any remuneration, cash revenues, credit or any form of
compensation from parking violations, nor shall any quotas or goals be fixed, placed, or planned.
10. Stroyne agrees to provide a certificate of insurance for the administration of the parking meter
program naming the City of South Miami as additional insured covering liability and all claims
arising from, or resulting from, said operation of the parking meter program for an amount not
less than One Hundred Thousand Dollars ($100,000.00) per person and Two Hundred Thousand
Dollars ($200,000.00) per incident.
11. In addition to the provisions of paragraph 9 above, Stroyne agrees to defend indemnify and hold
the City harmless from all claims, suits, actions, damages, causes of action and expenses arising
during the term of this Agreement, including reasonable attorney's fees, and cost for any bodily
injury, personal injury, loss of life, or damage to property sustained by reason of, or as a result of,
the act or negligence of Stroyne, its agents or employees.
12. Stroyne warrants that all parking meters or other materials supplied shall be of good quality, free
from faults and defects, fit for purposes intended and shall be warranted as to service parts for a
period of one year from installation.
13. This is a personal service agreement under which the City has expressly retained Stroyne. This
agreement is not assignable or transferable in whole or in part without the prior express written
consent of the City.
14. Stroyne agrees to comply with all State and Federal regulations including but not limited to,
unlawful employment practices, and shall not (1) discharge or fail to refuse to hire any
individual, or otherwise discriminate, against any individual with respect to compensation, terms,
conditions, or privileges of employment because of such individual's race, color, religion, sex,
national origin, age, handicap or marital status; and /or (2) limit, segregate or classify employees
or applicants for employment opportunities, or adversely affect any individual's status as an
employee, because of such individual's race, color, religion, sexual orientation, national origin,
age, disability, or marital status.
15. Stroyne agrees to allow for 100% auditing of all meter revenues by the City during the life of the
contract. The City's right to audit shall extend for a period of 120 days beyond the termination of
this agreement. Additionally, a schedule of revenue collections shall be submitted to the Finance
Director no later than the 1St of each month. One City employee shall be present during the
collection process, bagging, and bank delivery. A copy of each deposit slip shall be submitted to
the Finance Director by Stroyne.
16. This Agreement shall be effective December 1, 1998 for the remainder of the 1998 -99 fiscal year
and include four additional one -year extensions, unless canceled by either party with 90 days
notice. The City reserves the right to renegotiate the terms of the contract annually. In exchange
for the four -year agreement, Stroyne guarantees that the City will receive 100% of all meter
revenue. The City will pay Stroyne the sum of $16,249 per month as total and complete
compensation for all services provided under this contract for the first year.
17. This Agreement is subject to the provisions of the Charter and Code of Ordinances of the City of
South Miami and applicable Federal, State, and County Laws, all of which are incorporated
herein by reference. This Agreement shall be construed according to the laws of the State of
Florida and venue shall be in Dade County, Florida.
18. In the event of litigation between the parties arising out of our under this agreement, the
prevailing party shall be entitled to an award of reasonable attorney's fees and costs, including
fees and costs incurred during the pre- trail, trial, post- trial, appellate and collections stages of the
proceedings.
4
IN WITNESS WHEREOF, the parties have hereunto executed this Agreement for the purposes
expressed effective the date first set forth above.
Witnesses as to Stroyne:
Witness as to City:
STROYNE BROS. SOUTH INC.
C
Ronald M. Stroyne, President
CITY OF SOUTH MIAMI
By
Charles D. Scurr, City Manager
Fernando J. Rodriguez, Public Works Director
Attest:
Ronetta Taylor (CITY SEAL)
City Clerk
5
ice:1aI
City of South Miami — Stroyne Bros.
Parking Management Contract
Field Maintenance Program Specifications
Field Inspections
In addition to the regular parking meter inspection and maintenance schedule, weekly
inspections of all parking meter posts, sign faces and sign posts shall be conducted by the
Contractor's field personnel. Deficiencies will be addressed in accordance with the
completion time specifications listed below*:
Required Correction
Damaged or defaced sign
Bent parking meter post
Missing or damaged parking meter heads
Completion Time from Date Reported
within 5 business days
within 5 business days
within 72 hours
* shorter completion times will be required for hazardous conditions, such as a meter
post bent so severely as to compromise pedestrian or vehicular safety.
Field Repair Report
A monthly report summarizing the month's repair activity is to be submitted to the Public
Works Department. The report should be submitted within the first five (5) working days
of the month following the prior month. A blank report form is provided in Exhibit 3 of
the contract.
PROACTIVE MAINTENANCE SCHEDULE
Maintenance Activity Frequency
Parking meter posts — repaint every 18 months
Sign faces - replace every 36 months or when 30 -50% faded
PARKING METER MAINTENANCE SPECIFICATIONS
All parking meters are inspected daily and repairs are made within twenty four (24)
hours. The City reserves the right to request from time to time copy(s) of meter repair
records.
O` 00 1/T CITY OF SOUTH MIAMI EXHIBIT 1A
5 Parking Meter
,... ; Maintenance and Collection
to its 9
STROYNE BROTHERS SOUTH INC.
595 -4866
SERVICEMAN
EXHIBIT 2
ENFORCEMENT SCHEDULE
COVERAGE REQUIREMENTS
Coverage of the 17 hours of daily parking enforcement will be maximized. The
Contractor shall make provisions to have enforcement personnel on duty to achieve
minimum coverage requirements. Coverage for vacation, sick and other leave is the
responsibility of o the Contractor and must be provided for in order meet the coverage
requirements. The following requirements will apply for all normal enforcement days *.
Minimum
No. of Parking Specific
Enforcement Officers ** Enforcement Hours Coverayc Hrs.
Monday - Sunday
1 15.0 9:30AM — 11:30PM
Thursday
2 5.0 5:OOPM — l OPM
Friday
2 8.5 3:OOPM — 11:30 Midnight
Saturday
2 8.5 3:OOPM - 11:30 Midnight
Sunday
2 8.5 2:OOPM - 10:30PM
TOTAL COVERAGE HOURS PER WEEK =135.5 hours
Single coverage: 7d X 15 hr. /d =105 hrs.
Double coverage: Id X 5.0 hr. /d = 5.0 hrs.
IdX8.5hr./d = 8.5hrs.
IdX8.5hr. /d = 8.5hrs.
Id 8.5 hr. /d = 8.5hrs.
* This includes holidays where parking enforcement will be in effect.
* * For the double coverage requirements, some exceptions will be allowed during the
contract period. Whenever possible, the Contractor's must make a written notification
of this inability in advance to the City Manager or his designee. When a written
notification is not feasible, verbal notification must be provided on the same day.
Incidents where the double coverage requirement for a given day is not met without
prior City approval are not to exceed 10 for any contract period.
The personnel schedule provided on the following page (Exhibit 2A) reflects the
coverage parameters outlined above.
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%23052841542
UM- PARKING %TRANS
EXHIBIT 3
University of
Miami
Time
Gap Report
For officer
834
10/30/98
8:51
Ticket
#
5629015
Next
ticket
was
57
minutes
later
10/30/98
9:48
Ticket
#
5629016
Next
ticket
was
1
minutes
later
10/30/98
9:49
Ticket
#
5629017
Next
ticket
was
i
minutes
later
10/30/98
9:50
Ticket
#
5629018
Next
ticket
was
30
minutes
later
10/30/98
10:20
Ticket
#
5629019
Next
ticket
was
2
minutes
later
10/30/98
10:22
Ticket
#
5629020
Next
ticket
was
1
minutes
later
10/30/98
10:23
Ticket
#
5629021
Next
ticket.
was
16
minutes
later
10/30/98
10:39
Ticket
#
5629022
Next
ticket
was
15
minutes
later
10,/30/98
10:54
Ticket
#
5629023
Next
ticket
was
1
minutes
later
10/30/98
10:55
Ticket
#
5629024
Next
ticket
was
2
minutes
later
10/30/98
10:57
Ticket
#
5629025
Next
ticket
was
96
minutes
later
10/30/98
12:33
Ticket
#
5629026
Next
ticket
was
2
minutes
later
10/30/98
12 :35
Ticket
##
5629027
Next
ticket
was
3
minutes
later
10/30/98
12 :38
Ticket
#
5629028
Next
ticket
was
2
minutes
later
10/30/98
12:40
Ticket
#
5629029
Next
ticket.
was
0
minutes
later
10/30/98
12;40
Ticket
#
5629030
Next
ticket
was
1
minutes
later
10/30/98
12:41
Ticket
#
5629031
Next
ticket
was
1
minutes
later
10/30/98
12 :42
Ticket
#
5629032
Next
ticket
was
1
minutes
later
10/30/98
12:43
Ticket
#
5629033
Next
ticket
was
1
minutes
later
10/30/98
12:44
Ticket
#
5629034
Next
ticket
was
8
minutes
later
10/30/98
12 :52
Ticket
#
5629035
Next
ticket
was
0
minutes
later
10/30/93
12:52
Ticket
#
5629035
Next
ticket
was
2
minutes
later
* * * * ** Daily
ticket
total
23,
First
ticket
vritten at
8 :51
Last ticket
written at
12 :54
Average time
gap was
7.96 minutes.
To: Mayor and City Commission Date: December 10, 1998
From: Charles D. Scurr Re: AGENDA ITEM #
City Manager fa4o Commission Mtng. 12/14/98.
Selection of Financial Auditor
The attached resolution is seeking the City Commission's authorization for the City Manager to
award a three -year contract to the firm of Rachlin, Cohen & Holtz, CPA, PA, for the purpose of
providing financial audit services for the City, effective in the fiscal year ending September 30,
1998. This contract will have a renewal option for additional year, if so desired by the City.
As requested by the City Commission, the City Administration solicited proposals for financial
audit services by means of advertisement in the Miami Herald. Four firms submitted proposals
to the City in response to the ad. They are as follows:
Rodriguez, Trueba & Co., C.P.A., P.A.
Rachlin Cohen & Holtz. C.P.A.
Sharpton, Brunson & Co., P.A.
KPMG Peat Marwick LLP
The proposals were reviewed by a three - member panel including Hakeem Oshikoya, S. Miami
Finance Director, Greg Feldman, S. Miami Police Captain, and Don Nelson, City of Coral
Gables Finance Director. They heard presentations from representatives of these firms, and
interviewed each of them on the various aspects of their proposals. After careful and extensive
consideration of all the proposals, the panel unanimously recommends Rachlin, Cohen & Holtz
CPA, PA, for the following reasons:
a) The exceptional quality demonstrated by the firm with its experience level in municipal
audit services. Presently, the company has about thirty -five (35) municipal audit and /or
consulting clients. Most of them are in the South Florida region, with nearly the same
size as our City.
b) The quoted fee for 1998 audit is within our budget.
C) Good understanding of the overall setup of the City, most especially the accounting
structure. The firm once performed audit services for the City for about six years. In
light of the limited amount of time left to conduct the audit work before the state - imposed
deadline of March 31, it is imperative that we select a firm that has a general knowledge
of our accounting setup. Rachlin, Cohen & Holtz CPA possesses this knowledge.
d) General ability to provide additional services, if needed by the City, beyond the regular
financial audit work.
Selected of Financial Auditor
Page 2
The recommended firm has quoted a fee of $28,000 in the first year of the contract, $30,000 in
the second year, and $31,500 for the third year.
The 1998/99 fiscal year's budget includes $28,000 in account number 001- 1100 -511 -3210,
earmarked to pay for the first year fee.
In the very near future, we will be making selection for another firm to perform the audit work on
our CRA financial transactions. It is our intent to recommend one of the other three firms to do
this work. We will bring our recommendation before you for approval, once the selection is
made.
I recommend approval of the resolution.
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RESOLUTION NO.
A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE
CITY OF SOUTH MIAMI, FLORIDA, RELATING TO FINANCIAL AUDIT
SERVICES, ACCEPTING THE CITY MANAGER'S RECOMMENDATION
TO EXECUTE A THREE -YEAR AUDIT CONTRACT WITH THE AUDIT
FIRM OF RACHLIN, COHEN & HOLTZ, CPA PA, WITH A RENEWAL
OPTION CLAUSE.
WHEREAS, in September 1998, the City Commission requested the City Manager to
solicit bids for new Financial Auditor for the City; and
WHEREAS, a total of four firms responded to our newspaper request for proposal; and
WHEREAS, a selected committee consisting of Hakeem Oshikoya. S. Miami Finance
Director, Don Nelson, City of Coral Gables Finance Director, and Greg Feldman, S. Miami
Police Captain has reviewed the bids, heard presentations from the firms' representatives and
interviewed each of them on the proposals; and
WHEREAS, the review committee has unanimously recommended that Rachlin, Cohen
& Holtz CPA, PA, perform the audit work for the City.
NOW, THEREFORE, BE IT RESOLVED BY THE MAYOR AND CITY
COMMISSION OF THE CITY OF SOUTH MIAMI, FLORIDA, THAT:
Section 1. The City Manager's recommendation to execute a three -year financial audit
services contract with Rachlin, Cohen & Holtz CPA, PA is hereby accepted.
Section 2. The City Manager is authorized to sign the service contract with the option to
renew for additional years, if so desired by the City.
Section 3. This resolution shall take effect immediately upon approval.
PASSED AND ADOPTED this day of 11998.
ATTEST: APPROVED:
CITY CLERK MAYOR
CITY ATTORNEY
CITY OF SOUTH MIAMI
INTER- OFFICE MEMORANDUM
TO: Mayor and Commission DATE: December 15, 1998
FROM:
Charles D. Scurr RE: Agenda Item # —
City Manager CHANGE IN DOWNTOWN
PARKING DECAL PROGRAM
The attached resolution seeks Commission authorization to change the monthly rate and
location of the downtown district parking decal program.
f1XT* {lYZ11 _ E
The decal program has been in place for over 13 years. Its purpose is to facilitate parking
at a reasonable cost for downtown merchants and employees. The holder of a valid decal
can legally park in designated metered or non - metered areas from 7AM to 12 midnight,
seven days a week. Non -decal holders are not allowed to park in the non - metered
sections and must pay the meter when parking in the metered zones.
Since its inception, the rate for the parking decal has remained at $20.00 per month. This
fee results in less than $0.70 per day (assuming a 30 day month). By contrast„ the
parking meter rate (as of October 1, 1998) is $0.75 per hour. Therefore, the daily cost of
a parking decal is less than the cost of one hour at a parking meter.
ANALYSIS
For over ten years, the downtown meter rates were $0.40 per hour. Meter operating
hours during this time were set at 7AM to 6PM. Under that scenario, the $20.00 monthly
fee for parking decal provided a very reasonable discount. However, the new meter rates
and the expanded operating hours of 7AM to 12:00 Midnight do not correlate with the
present decal rate. This becomes clear when the parking meter cost for a typical 10 -hour
day is applied to a one -month period and compared to the monthly cost of the decal. The
following chart illustrates this point.
\continued...
MAYOR AND COMMISSION PAGE TWO DECEMBER 15, 1998
Monthly Cost Comparison — parking meter vs. decal parking
Parking Meter Rate
(new)
$0.40 /hour $0.75 /hour
(A) Monthly cost applying meter rate (10 hrs /day) $120 $225
(B) Present Decal Fee: $20 /month $50 /month
(C) Amount of decal discount: $100 /month $1751month
f (B) minus (A) )
As the figures above show, the recommended rate of $50 per month provides an even
better discount than the prior decal permit fee.
In order to accommodate the projected on- street parking demand within the core area of
Sunset Drive and SW 73`d Street, it is proposed that the decal parking zones be shifted to
the south by approximately one block. This change increases parking capacity near the
core area while continuing to provide convenient on- street parking for business owners
and their employees. The attached diagram shows the recommended shift.
RECOMMENDATION
The proposed changes to the downtown parking decal program are necessary to bring the
program in line with the new parking fee structure and meet capacity requirements of the
downtown district. Approval is recommended.
Attachments