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Meeting Minutes 9.22.22 General Obligation Bond Oversight Committee City of Miami Beach MEETING MINUTES No. 35 September 22, 2022 Members in Attendance Via Zoom: Karen Rivo, Chair Scott Needelman Laura Veitia Adam Kravitz Jason Koslowe Dave Grieser Jack Glottmann Carmen Browne Absent: Francisco Diez-Rivas Jason Greene, Vice-Chair Carolina Jones Staff and Guests Attendance: Maria Hernandez, Liaison Devin Ramirez Thais Vieira Allison Novack David Martinez John Woodruff Alex Denis Joe Gomez Frank Garcia Virgil Fernandez Elizabeth Estevez Jose Del Risco Giancarlo Pena Frank Quintana Lizzette Arrogante Ayanna Earle Rickelle Williams Judy Hoanshelt Cristina Ortega Omar Mendoza Ander Alvarez Lindsay Precht Krystal Dobbins Matthew LePera Jani Singer Matthew Gultanoff Meeting Start Time: 4:30 pm General Notes: 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. All current and past meeting materials including agendas, handouts, minutes, presentations, and audio recordings are available by visiting: www.GOMBInfo.com/OversightCommittee/Meeting Records. G.O. Bond Oversight Committee Meeting Minutes No. 35 September 22, 2022 Page 2 of 7 I. Roll Call and Introductions (Refer to the Meeting Audio Recording on the G.O. Bond Website.) 0:39 Chair Karen Rivo called the meeting to order. Roll call was completed. II. Committee Business Adoption of Meeting Minutes from 07-28-2022 2:00 Chair Karen Rivo asked for a motion to approve the July 28th meeting minutes. Motion: 2:16 Jack Glottmann made a motion to approve the minutes as presented. 2:22 Carmen Browne seconded the motion. Motion passed unanimously. GOB Website Award (Refer to page 2 on the Agenda & Handout Packet on the G.O. Bond website.) 2:58 Frank Quintana reported that at the September 14th Commission Meeting, the Information Technology Department was recognized for receiving the Florida Local Government Information System Association’s 2022 Innovative Leadership in Management of Information Technology Award for the G.O. Bond website. He acknowledged the efforts of Maria Hernandez’s team and John Woodruff in helping design the website. III. G.O. Bond for Arts & Culture Update 6:36 Adrian Morales reminded the Committee Members that this item was referred by the Mayor and Commission to be on the November 8th ballot. Staff has been putting together some informational public meetings that will be occurring in the next few weeks. The first meeting will be held virtually on October 6th and a hybrid meeting will be held on October 12th in the Commission Chambers. The third meeting will be on October 20th at Normandy Shores Golf Course. Representatives from the cultural institutions and the elected officials will be in attendance to answer any questions one may have. IV. Capital Funding Gaps Update (Refer to pages 6-16 on the Agenda & Handout Packet on the G.O. Bond website.) 10:33 John Woodruff discussed the Capital Budget Presentation, which was heard at the first public hearing on September 14th. The second public hearing will be held on September 28th and there will be a lengthy discussion at the Finance and Economic Resilience Committee Meeting (FERC) on September 30th. As a reminder, in regard to cost, all of the City’s capital projects are coming in significantly higher than Staff originally estimated. Due to so much uncertainty, Staff is doing their best to estimate the gaps. The City has created a pot of savings from various sources to help close some of the funding gaps. A total of $25.3 million is available. During the budget process, the City Commission allocated $3.4 million to the Marine Patrol Facility (G.O. Bond project #54) and $2.9 million to the Collins Park Arts Force Housing. Due to this allocation, there is $19 million left. The administration made some recommendations at the first public hearing, totaling $5 million, which is found on page 8 of the presentation. After deducting the recommendations from the total savings, $14 million is remaining. The G.O. Bond projects that require additional funding by the end of 2022 are the 72nd St. Complex, Bayshore Park, Maurice Gibb Park, and Police Headquarters Renovation. The three options the City has for the 72nd Street Complex are to fund G.O. Bond Oversight Committee Meeting Minutes No. 35 September 22, 2022 Page 3 of 7 the gap, terminate negotiations, or reject all of the bids and begin a new procurement process. Bayshore Park, Maurice Gibb Park and Police Headquarters are shovel ready. Discussion continued. 27:10 Jack Glottmann noted that it would be great to have a running worksheet that tracks all of the projects that are unfunded with a lost of potential funding sources. 27:43 John Woodruff explained that staff is meeting on a weekly basis to monitor and make recommendations on these projects. Internally, there is a worksheet that is sorted by funding sources. 29:39 Chair Karen Rivo asked John Woodruff what the Committee can do to be helpful. 30:25 Maria Hernandez reported that what would help the Administration with the City Commission would be a motion to have the Commission prioritize shovel ready projects. Motion: 32:06 Jack Glottmann made a motion to prioritize the shovel ready projects. 33:26 Scott Needleman seconded the motion. Motion passed unanimously. V. Community Outreach (Refer to pages 3-4 on the Agenda & Handout Packet on the G.O. Bond website.) 34:50 Kevin Pulido discussed the Items Related to G.O. Bond Program Projects, which is found on pages 3-4. He added that the first public meeting for the Arts & Culture G.O. Bond, on October 6th, will be held virtually at 5:00 pm. The second public meeting, on October 12th, will be held at the Commission Chambers and virtually at 6:00 pm. The final public meeting will be on October 20th, in person, at the Normandy Shores Golf Course, at 6:00 pm. He reported that Staff has began the next phase of the reforestation project, which is in the La Gorce Neighborhood. The new Urban Forester, Ander Alvarez, and his team have started to put stakes in the ground with signs that indicate a tree will be planted there, which is found on page 37. 38:00 Chair Karen Rivo asked Kevin Pulido how the residents will be notified of the Arts & Culture G.O. Bond public meetings. 38:07 Kevin Pulido reported that an invite will be sent out through social media and email blasts using the City’s constant contact. Staff will also be sharing the invites with the neighborhood associations and homeowner associations. Also, the City Clerk’s Office will be advertising the meetings in the Miami Herald. VI. Grants Update (Refer to page 17 on the Agenda & Handout Packet on the G.O. Bond website.) 42:07 Judy Hoanshelt reported that there have been 5 recent grant applications submitted in regard to 4 G.O. Bond projects, which is found on page 17. If awarded all 5 grants, the G.O. Bond Program will receive $18,817,627 for the 4 projects. Staff will be notified of the approval status for Bayshore Park, 1st Street, and Fire Station #1 by the end of 2022. 45:48 Jason Koslowe asked if Staff new the chances of receiving these grants. G.O. Bond Oversight Committee Meeting Minutes No. 35 September 22, 2022 Page 4 of 7 46:00 Judy Hoanshelt explained that the City of Miami Beach was extremely successful last year in receiving grants from the Florida Department of Economic Opportunity Resilient Florida by receiving more funding than any other city. Staff does not know how we will do this year. VII. Public Comment 47:21 Chair Karen Rivo asked if there is anyone from the public that would like to speak. 47:34 Matthew Gultanoff introduced himself. He is a member of the Transportation, Parking & Bicycle-Pedestrian Facilities Committee. He reported that project #33 Chase Ave & 34th Street Shared Use Path was discussed at the September 12th Committee Meeting. The members passed a motion that they affirm their support for this project. An update was received by the Capital Improvement Projects Department (CIP) that this project is moving forward. 49:29 Sean Smith expressed the importance of moving forward with the shovel ready projects, which happen to be 3 large parks projects. He suggested that the Committee Members try to take a look on how they can push these projects through. VIII. Program General Status & Forecast (Refer to pages 18-25 on the Agenda & Handout Packet on the G.O. Bond website.) 51:59 Maria Hernandez discussed the Program Progress Update, which is found on pages 18-25. She reported that 72% of all of the G.O. Bond projects are either complete or active, which is a total of 41 out of 57. Staff is planning on coming back with another cash flow update at the December 1st Committee Meeting. Currently, Staff is projecting that prior to Tranche 2, the total amount of projects that will be completed are 17. The City has 6 projects that are currently in the bidding process, which are shown in the design phase. Once these projects leave the design phase and move into construction, $27.1 million from design will move to construction. By the end of Tranche 1, Staff is projecting completing 5 more subprojects in the Parks Category, bringing the total to 30 subprojects in the category. Staff is projecting completing 4 more subprojects in the Infrastructure Category, bringing the total to 7 subprojects. Staff is projecting completing 9 subprojects in the Public Safety Category, bringing the total to 21 subprojects. IX. Tranche 1 Projects Update (Refer to pages 26-39 on the Agenda & Handout Packet on the G.O. Bond website.) #33 Chase Ave & 34th Street Shared Use Path 1:01:05 David Martinez reported that Staff is tentatively starting the procurement process by December 2022. The Design Review Board had issued a recommendation that increases the budget shortfall for the project. Staff is still moving forward with the project. #1 72 St. Community Complex 1:02:50 David Martinez reminded the Committee Members that a couple of months ago, Haskell formally advised the City that they could not sign the contract based on the budget of $85 million. Haskell has provided a new cost estimate of $101 million, which does not include any cost escalations and/or risks. They are estimating an additional $5 million to $25 million for any cost escalations and inflations. By adding an additional $5million to $25 million to the new cost estimate and adding in the additional fees of about 25%, the project budget becomes $126 million to $149 million. The current total budget that the City Commission approved is approximately $102 million, resulting in a gap of $24-$47 million. G.O. Bond Oversight Committee Meeting Minutes No. 35 September 22, 2022 Page 5 of 7 Explanation continued. 1:09:40 Chair Karen Rivo expressed that it sounds like Staff is hoping to get direction from the upcoming Commission Meeting and Finance Economic and Resiliency Committee Meeting. 1:09:50 David Martinez said Chair Karen Rivo is correct. If Staff does not receive direction, the project is stalled. 1:10:45 Chair Karen Rivo told the Committee Members that it is their privilege to make a motion if they would like to. 1:11:40 David Martinez explained that he is suggesting a motion to be made urging the City Commission to choose a path. 1:13:21 Jack Glottmann agreed with David Martinez’s suggested motion. 1:14:45 Laura Veitia expressed that the cost overruns are unfortunate. She does not believe that delaying the project will make the cost any cheaper. The City should look at what options there are in order to make a decision in one direction or another, because it is important that this project is not delayed any further, even if that means the City needs to move on to the second or third proposer. Discussion continued. 1:28:14 Jack Glottmann stated that it does not make any sense in continuing with Haskell. 1:28:30 Laura Veitia said she sees the point in the City negotiating with the second bidder, but how quickly can the City negotiate and get a contract from them. 1:29:28 David Martinez explained that it has taken a long time with Haskell for many reasons. He suggested that the word “expeditiously” be added to a motion when referring to moving on to the second bidder and beginning negotiations. Motion: 1:31:11 Laura Veitia made a motion to urge the City Commission to either finalize the agreement as quickly as possible with the current bidder or move expeditiously with the second bidder to finalize an agreement as quickly as possible, as a design-build. 1:32:29 Carmen Browne seconded the motion. Motion passed unanimously. #40 41 St. Corridor Improvements 1:34:38 David Martinez reported that the design firm Brooks and Scarpa are currently working on bringing the basic schematic design package to Staff next month. Once received and vetted through, it would be a good time to give this committee a brief presentation. On September 8th, Brooks and Scarpa presented preliminary drawings to the Mayor’s Blue Ribbon 41st Street Committee. G.O. Bond Oversight Committee Meeting Minutes No. 35 September 22, 2022 Page 6 of 7 #54 Marine Patrol Facility 1:35:59 David Martinez reported that Staff is expecting 30% design documents in November, which will then be refined and then presented to the Design Review Board. #5 Flamingo Park Master Plan 1:36:57 David Martinez stated that the first element of the master plan that Staff is working on is the historic lodge, which is projected to begin construction in summer 2023. Construction of the softball field is expected to begin in June 2023 and construction of the baseball field will follow approximately 8 months later. #5 Flamingo Youth Center Facility 1:45:14 David Martinez explained that Chisolm Architects have been hired to do a feasibility study, which will be completed by February 2023. #23 South Bay Club Link, Bayview Terrace Link, and Bay Garden Manor Link 1:47:20 David Martinez reported that meetings have been scheduled with the three active property owners. Once the renderings are finalized, staff can present them to this Committee. #23 Pedestrian Bridge 1:48:44 David Martinez reported that Staff is still anticipating the start of construction in June 2023, however, the developer is trying to advance this project as soon as possible. Staff has had meetings with the developer’s team, engineers, and FDOT as a pre-application meeting in order to formally submit all required paperwork. #33 Tree Planting – Tranche 1 1:50:40 Lindsay Precht reported that Staff has developed a robust outreach campaign utilizing stakes in the location of where the trees will be planted. The stakes provide a QR code that one can search on their phone to learn about the project. It also provides the PIO’s contact information. So far, the City has received overwhelmingly positive feedback. The Beachwalk, Biscayne Point, and Purdy Avenue will be the next locations for reforestation. X. Brief Updates (Refer to pages 40-47 on the Agenda & Handout Packet on the G.O. Bond website.) #31 Ocean Drive Corridor 1:55:28 David Martinez reported that the Procurement Department held an Evaluation Committee meeting for the design consultant proposers The City received 6 proposals. The highest-ranking proposer is Calvin, Giordano & Associates, Inc. The Procurement Department is proposing an item at the October 26th Commission Meeting to allow the City to begin negotiations with the first ranked proposer. #10 Maurice Gibb Park 1:57:28 David Martinez reported that the project is out for bid, which is due on October 3rd. (This date has been extended to October 12th). #15 Par 3/ Bayshore Park 1:58:08 David Martinez reported that the project is out for bid, but due to the size and complexity of the project, an extension of a week or two may occur. Staff is anticipating a December award. G.O. Bond Oversight Committee Meeting Minutes No. 35 September 22, 2022 Page 7 of 7 #48 Police Headquarters Facility 2:01:32 Adrian Morales reported that this project is permitted and ready to go. Staff is expecting the bids by October 3rd in order to go for award at the next City Commission meeting. (This date has been extended to October 13th). #45 Fire Station #1 2:02:48 David Martinez reported that Staff received the 60% construction documents in mid-august, which are currently being reviewed. The Construction Manager is working on their updated cost estimates and Staff is expecting to receive it by September 27th. #53 Convention Center Bollards, Soundscape Bollards, South Pointe Park Bollards 2:04:20 Thais Vieira reported that Staff has combined the three sub-projects into one. The bids have been issued and are due back on October 10th. XI. Critical Targets – Tranche 1 (Refer to page 48 on the Agenda & Handout Packet on the G.O. Bond website.) 2:05:10 Thais Vieira discussed the updated Critical Targets spreadsheet, which is found on page 48. What you see in red are delays in a project, which can potentially impact the cash flow. Staff will be presenting another cash flow analysis at the December 1st Committee Meeting. XII. Public Comment 2:08:29 Chair Karen Rivo asked if anyone from the public would like to speak. 2:08:31 Sean Smith thanked the committee members. XIII. Adjournment 2:10:30 Meeting adjourned.