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Meeting Minutes 2-20-20 General Note: These meeting minutes are condensed and seek to capture the overall intent of discussions as interpreted by the meeting coordinator. Each paragraph indicates the time on the audio recording where the discussion commenced during the meeting. For more detail on the discussion, please refer to the audio recording in its entirety. G.O. Bond Oversight Committee Meeting Minutes No. 14 February 20, 2020 Page 2 of 9 I. Introductions 0:01 Chair Karen Rivo called the meeting to order and had everyone introduce themselves. She reminded the public that there is time set aside for two separate public Q&As. II. Committee Business Adoption of Meeting Minutes 5:35 Chair Karen Rivo asked for a motion to approve the minutes from the January 23rd meeting. Motion: 5:40 Marie Peter made a motion to approve the minutes. Jack Glottmann seconded the motion. The motion was approved. Sunshine Law Refresh 6:16 Jason Jacobson explained that Sunshine Law provides transparency to all governmental agencies, boards and committees. The three requirements of the Sunshine Law are that any meeting requires notice, minutes to be taken, and has to be open to the public. He explained that the word “meeting” is very broadly defined. Any discussion and physical/online interaction with two or more board members that do not meet all three requirements is a violation of the Sunshine Law. III. Communications Update (Refer to the Projects tab on the G.O. Bond website.) 8:44 Allison Novack informed the Committee that she has been attending several neighborhood association meetings, including Belle Isle Resident Association, Miami Beach United, and 41st St Mayor’s Blue-Ribbon Panel. 11:22 Chair Karen Rivo expressed that, as a Committee, they must be very keen on communicating transparently with the public. She said that if anyone knows of any homeowners association that would like to hear from the staff, to not hesitate to reach out. 12:46 Allison Novack showed the G.O. Bond Project Dashboard video on the Projects tab on the G.O. Bond website. She asked that the Members help her share the link. 12:55 Chair Karen Rivo explained that she attended the 41st St Business Association meeting. One of the questions that attendees had were why was the 41st St project was spread out over four tranches of funding, and not within one tranche. She suggested Allison Novack compile talking points to remind the Committee of the reasons why decisions were made. 13:58 Maria Hernandez noted that at the next committee meeting Staff can go through the criteria that was proposed in the beginning of the Implementation process, which created the scheduling of the projects in their designated tranche. 15:15 Jack Glottmann said that it is fair to say that Staff and Committee Members can ’t do anything about tranche 1, but if things speed up Staff can move projects up from other tranches. G.O. Bond Oversight Committee Meeting Minutes No. 14 February 20, 2020 Page 3 of 9 15:21 Maria Hernandez agreed. 18:45 Chair Karen Rivo explained that it is important for someone from the Committee to attend the Nautilus Neighborhood Association on February 25th and Washington Avenue Neighborhood Association on March 3rd. 20:22 Jason Jacobson explained that when two Committee Members show up at a meeting and are discussing official City business, that triggers the requirements of the Sunshine Law. It is recommended that one of the members either be sequestered or otherwise not be present during G.O. Bond discussions, in such a case. Discussion continued. 24:55 Francisco Diez-Rivas explained that he had reached out to Maria Hernandez regarding his concerns on project #39 Part 1 Seawalls/Shorelines. 26:20 Maria Hernandez stated that at the next Committee Meeting, Staff can present which seawalls have already been slated for implementation. The project is in the design phase. IV. Public Q & A No one from the public was present. V. Program General Status & Sub-Projects Update (New Chart) (Refer to February 20, 2020 Meeting Package on the G.O. Bond website.) 29:44 Maria Hernandez explained the Program General Status, which shows two more active sub-projects and an increase in active and completed projects compared to last month’s chart. She explained that the total number of sub-projects went down from 115 to 114 because Staff combined the two Marjory Stoneman Douglas Park sub-projects into one. She explained the new page found on page 3 of the Program Progress Report which reports only the sub-project activity from tranche 1, compared to page 2, which shows all projects in the four tranches. This new page relates to the GO Bond Projects by Phase report, found in the meeting package. She explained the report, which lists all active projects, by phase, in tranche 1 and their related financial information. 39:32 Chair Karen Rivo explained that she asked Maria Hernandez to list the dates in order to get a perspective of how the projects are moving, in reference to the Projects by Phase report. She expressed that the mission of this Committee is to make sure that these projects are done as they were presented to the voters, financially efficient, and on time. She reminded the Committee that they could always request to make a suggestion for additional information. 41:35 Ron Starkman pointed out how some of the anticipated end dates of the projects are the end dates of the phase and not of the entire project. G.O. Bond Oversight Committee Meeting Minutes No. 14 February 20, 2020 Page 4 of 9 42:40 Thais Vieira explained that there are several projects where the full schedule has not been developed yet. 42:49 Ron Starkman suggested putting a symbol next to the anticipated end date to signify which of these projects don’t have a fully developed schedule yet. VI. Grants Status for GOB Projects (Refer to February 20, 2020 Meeting Package on the G.O. Bond website.) 45:23 Judy Hoanshelt gave a brief overview of the grants Staff applied for and have been awarded for the G.O. Bond Program. She went through the Grants Awarded for GOB Projects found in the meeting package. 49:37 Jack Glottmann asked if these dollars are already in the budgets of these projects. 49:50 Judy Hoanshelt explained that the G.O. Bond budget is already set and what we try to do is use funds as matching funds or additional funds for the projects. 50:29 John Woodruff explained that Staff didn’t assume they were receiving grants when putting the budgets together. 51:45 Chair Karen Rivo asked who makes the recommendation of increasing a scope of a project. 51:58 Jason Greene said he believes it would be the Committee to make a scope increase recommendation if the project is predominately funded by the G.O. Bond. Discussion continued. VII. Quick Win Projects/ Update (Refer to February 20, 2020 Meeting Package on the G.O. Bond website.) 58:18 Maria Hernandez explained that everything is on track except for a couple of sub -projects managed by the Police Department. She expressed that many of the sub-projects will be completed by the next committee meeting. 59:49 Roland Aragunde explained that all of the equipment has been purchased for project #47 License Plate Readers (LPRs) but Staff is still waiting for the boring permit from FDOT for 71st St. The eastbound lanes were operating on the Julia Tuttle before Super Bowl. The westbound lanes are still pending. 1:00:46 Chair Karen Rivo asked how did the LPRs on the Julia Tuttle do during Super Bowl. 1:00:50 Roland Aragunde said they worked great. G.O. Bond Oversight Committee Meeting Minutes No. 14 February 20, 2020 Page 5 of 9 1:01:19 Steven Feldman explained that the contractor for project #49 Public Safety Radio System is scheduled to be onsite March 3rd to start making the connections at all locations, except for the site at 5660 Collins Avenue. This location has slipped 30-45 days because of a a lease agreement with the 5660 condominium. The order for the radios has been finalized and testing occurred during Super Bowl. 1:03:21 Maria Hernandez noted that Staff has planted 457 trees citywide. VIII. Other Tranche 1 Projects Update (Refer to February 20, 2020 Meeting Package on the G.O. Bond website.) #45 Fire Station #1 1:03:52 David Martinez reminded the Committee that Commission approved the award of a construction manager-at-risk contract for Staff to begin negotiations. The construction manager- at-risk has received a package of the information that the architect has prepared, and Staff is very close to coming to an agreement with them. The next step would be to get on the agenda of the Historic Preservation Board in Summer 2020. 1:05:36 Laura Veitia asked if the feasibility study has been completed and if the decision has been made that the South Shore Community Center location is a good site for the relocation of Fire Station #1. 1:05:47 David Martinez explained that the feasibility study included the component of meeting with all stakeholders to understand their programming needs, how much space they need, and then include this information on floorplans. #1 72nd ST. Community Complex 1:06:59 David Martinez explained that Staff recently received the second design criteria package draft, which has been shared with upper management. Staff will hold a meeting next week to discuss the revised design criteria package. He explained that Staff will probably ask the consultant to put together a summary version to provide to the public. 1:09:59 Laura Veitia asked if this summary version is going to be circulated to the stakeholders. 1:10:17 David Martinez explained that he is interested in doing a public meeting in North Beach to show the presentation. Discussion continued. 1:14:00 Sean Smith explained that Staff made promises to the community that they are going to take a concrete 500 spot parking lot and convert it into a building, plus an open space park for the community, which was the selling point for the project. If Staff goes back to the community and they don’t deliver what was promised, Staff is going to have a lot of people getting very upset. G.O. Bond Oversight Committee Meeting Minutes No. 14 February 20, 2020 Page 6 of 9 1:14:58 Chair Karen Rivo asked David Martinez when is the right time to seek the input of the community. 1:15:05 David Martinez explained that Staff will engage the community when they are comfortable with the plan. 1:16:09 Marie Peter noted that South Beach is hosting an open house for a large non -G.O. Bond project, where residents attend, and all of their questions can get answered. She suggested an open house for the 72nd St. Community Complex in order to receive feedback from the residents. 1:24:59 Sean Smith expressed that the City is in major need of active use parks. The City doe sn’t have enough parks nor space. This park is in a commercial zone that is open to doing different things. Staff needs to communicate to the community that this park is something the city needs. Discussion continued. #15 Bayshore Park 1:25:46 David Martinez explained that he and Eric Carpenter met with the project designer earlier today. The park’s design is 90% complete and Staff has been trying to get the project into permitting in order to begin the procurement process. DERM’s consultants and the City’s consultants met last week and agreed on certain parameters, which involves Staff remodeling the information discussed and then re-presenting the findings to DERM’s consultants. Staff believes that by the end of February there will be a determination if they can move forward, keeping the project on schedule to be in the procurement phase in late summer. 1:28:55 Jack Glottmann asked if these findings added to the cost of the project. 1:28:59 David Martinez replied not yet. 1:29:32 Ron Starkman asked if Staff is still planning on making this park a stormwater retention site. 1:29:40 David Martinez explained that the way the park is designed is to receive the water that falls into the park as well as receive rainfall from the neighborhood. 1:30:32 Sean Smith explained that there were rumors about this project never happening at the Parks and Recreational Facilities Advisory Board due to disagreements with DERM. He expressed that once Staff gets further with the plans of this project; it is important to inform the community. 1:31:03 Chair Karen Rivo requested that Sean Smith take the present information to the next Parks and Recreational Facilities Advisory Board because it is important for them to know current information. 1:31:27 Sean Smith agreed. G.O. Bond Oversight Committee Meeting Minutes No. 14 February 20, 2020 Page 7 of 9 #23 Pedestrian Bridge 1:32:04 Eric Carpenter explained that the settlement agreement, approved at the February 12th Commission Meeting, included the removal of the previously anticipated end date of December 2019 and include the developer’s obligation to cover all costs in excess of the City’s contribution of $9.6 million. He explained that the Team, consisting of the developer, design engineer, and the consultant providing permitting were the ones who advised the County where the future train could fit. When he spoke to the Team regarding the permits for the pedestrian bridge, they seemed unconcerned with receiving the FDOT permit. 1:34:14 Marie Peter asked if Staff has sent the revised plans to FDOT. 1:34:19 Eric Carpenter said no. 1:34:23 Marie Peter explained that she spoke with David Martin, the Developer, and what she is hearing is that FDOT will not approve both permits. She noted that the Project by Phase report states that $108,000 has been spent on the project. 1:35:08 Eric Carpenter stated that of the $10 million, there is $400,000 set aside for City’s expenses related to the project. 1:35:28 Marie Peter requested Staff find out for the next Committee Meeting how the $108,000 has been spent. Discussion continued. 1:38:05 Chair Karen Rivo stated that Staff will look at what has been spent and provide an explanation at the next Committee Meeting. #38 Police Headquarters 1:38:52 Frank Garcia explained that the design agreement is currently with the Legal Department and Staff should have a fully executed agreement by the next Committee Meeting. #40 Part 1 Revitalize 41 St 1:39:38 Amy Mehu explained that Staff officially engaged with AECOM last Friday and they will begin, in the next few weeks, gathering information from the previous studies and master plans and develop their preliminary ideas. They will also be meeting with stakeholders over the next 5 weeks. 1:40:44 Chair Karen Rivo explained that as a resident of that area, there was no notice of the 41st St. Business Association meeting. She explained that engaging the residents is a very important step in this project. 1:41:04 Amy Mehu clarified that the 41st St Business Association meeting was not held by the City. G.O. Bond Oversight Committee Meeting Minutes No. 14 February 20, 2020 Page 8 of 9 1:41:34 Chair Karen Rivo expressed that there were many residents complaining at this meeting and stressed the importance of reaching out to the residents for this project and every other project as well. Discussion continued. #12 N. Beach Oceanside Beachwalk (Refer to February 20, 2020 Meeting Package on the G.O. Bond website for presentation.) 1:46:50 David Martinez showed a presentation on the project. He explained that improvements to the park is a non-G.O. Bond companion project and these projects were initially split due to a state grant. The project is completely designed and has been approved. FDOT has agreed to provide a $1 million grant at the beginning of their fiscal year, July 2020. 1:52:30 Sean Smith asked if this has any effect on the park and when is that project starting. 1:52:33 David Martinez said it does not affect the park, but there is certain landscaping that needs to occur in the next few months. Discussion continued. #37 Part 1 Sidewalks & #38 Part 1 Streets (Refer to February 20, 2020 Meeting Package on the G.O. Bond website for the maps.) 1:54:16 Rudy de la Torre explained that the restoration of sidewalks and streets are ongoing, on time, and underbudget. He explained how Staff originally came up with the restoration plan by using assessments and how areas identified as being part of neighborhood improvement projects were exempted from the plan. He expressed how Staff has been receiving many concerns from residents in the North Beach area due to the really bad pavement conditions. Staff performed an inspection of the areas and demonstrated photos. Staff is proposing to include these areas since they don’t foresee doing any construction in this area for the next 4 yea rs. The funding is available, and it is not being taken away from another location. 1:59:10 Chair Karen Rivo stated that the Committee should have a discussion regarding the matter to make a motion. She asked if these identified streets and sidewalks are the next on the list to get repaved. 1:59:54 Rudy de la Torre explained that these streets and sidewalks were initially removed from the plan due to future neighborhood improvement projects. He stated that Staff inspected these areas and found these streets to be the worst streets in that section. Discussion continued. 2:02:30 Chair Karen Rivo stated that she would like to see what the worst streets in the city are. G.O. Bond Oversight Committee Meeting Minutes No. 14 February 20, 2020 Page 9 of 9 2:02:59 Rudy de la Torre explained that the rest of the worst streets in the city th at are not identified as neighborhood improvements projects, are included on the G.O. Bond workplan and are being addressed as Staff moves along. 2:04:36 Chair Karen Rivo explained that there needs to be a fuller discussion at the next Committee Meeting. IX. Public Q&A 2:05:21 Dani Bonini explained that at some point there was talk of potentially having a satellite PAL office at the 72nd St. Community Complex. 2:05:40 David Martinez stated that that is not in the current scope of work. X. Adjournment Meeting was adjourned.