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7.18.19 Meeting Minutes 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. 8 June 18, 2019 Page 2 of 9 I. Introductions (Refer to 07.18.19 Meeting Recording - Part 1 on the GOB website.) Chair Karen Rivo brought the meeting to order. She had everyone introduce themselves. Everyone in the room introduced themselves. II. Committee Business Adoption of Meeting Minutes 4:57 Chair Karen Rivo asked if there is a motion to approve the meeting minutes from June 18th. Motion: 5:00 Jason Greene seconded the motion to approve the June 18th minutes as presented. Minutes approved. Resignation of Robert Gonzalez 5:13 Chair Karen Rivo informed the Members that Robert Gonzalez has resigned from the Parks and Recreation Committee and the G.O. Bond Oversight Committee. The Parks & Recreation Committee will be meeting in September where they will appoint someone for the G.O. Bond Oversight Committee. Art in Public Places (AiPP) Ordinance 5:32 Chair Karen Rivo announced that the Members received the newest addition of the AiPP Estimated Comparison sheet. (Refer to the AiPP Analysis 2019 Estimated Comparison sheet on the GOB website.) 5:53 Maria Hernandez explained that they wanted to give an update to the Committee on where they are with the AiPP item. She explained that the updated sheet is different from the sheet provided at the last meeting. It now includes what is going to be a staff recommendation, which has not been shown to our commissioners. She said that this will hopefully be finalized at the September 11th Commission Meeting and we needed to bring it to you today because we are not going to meet again until September 18th. The items in yellow on the list are projects that are already included within the AiPP program, projects that are above $500,000, bricks and mortar projects and Parks & Recreation projects. The items in green include the new ordinance projects as they are defined. The three dark pink items are what the Committee Members voted to exempt from the green ordinance, which is the revised ordinance. These include project #34 Neighborhood Above Ground Improvements, project #37 Sidewalk Improvement Program, and project #38 Street Pavement Program. The Commission told us that we need to work with the City Manager’s Office and come up with a recommendation that we both feel that we can stand behind together. The further projects that the Manager would like to exempt, which you can see in the fine print at the bottom, are Neighborhood Improvement projects, Capital Renewal and Replacement projects, Street Tree Master Plan and the Lighting projects. Staff is recommending a little over $3 million allocated to the AiPP program. G.O. Bond Oversight Committee Meeting Minutes No. 8 June 18, 2019 Page 3 of 9 III. Communications Update GOB Dashboard/Website 12:18 Allison Novack explained that we have been working with our Information Technology Department in creating the GOB Dashboard. She showed everyone the dashboard, which is still under construction. She explained that this dashboard will be a part of the current GOB website, under the Projects tab. Discussion continued. 18:00 Chair Karen Rivo asked if the numbers are updated in real time. 18:03 Allison Novack said yes - the information will be pulled from e-Builder and Munis 19:53 Maria Hernandez said that our goal is to have this live by the next time we meet in September. 22:01 Allison Novack explained that all of the data on the dashboard will be compiled into a report, which can be exported. 22:40 Chair Karen Rivo asked what indicates in the timeline visually if this project is ahead of schedule or delayed. 23:20 Carlos Tortoledo, from the Information Technology Department, explained that we can add indicators. 23:33 Chair Karen Rivo asked the Committee what they think the public wants. 23:48 Marie Peter said that she thinks the public would want to know the current status of each project. 24:56 Chair Karen Rivo said it is really important to keep the public advised if we are delayed on a project. 25:07 Jason Greene said that the only two dates that are important are when did we originally say it was going to be completed and as of right now when is it going to be completed. (Refer to 07.18.19 Meeting Recording_Part 2 on the GOB website.) 0:39 Ron Starkman suggested that we list the target date under the timelines of each project. He also suggested a color-coding method to see what projects are on target or behind. IV. Public Q & A 1:58 Chair Karen Rivo opened the floor for public hearing. No one spoke. G.O. Bond Oversight Committee Meeting Minutes No. 8 June 18, 2019 Page 4 of 9 V. Quick Win Projects / Update 2:23 Maria Hernandez explained that we have good news and very little bad news. She explained that the dates in purple are the projects that are ahead of schedule. The Normandy Isle and Brittany Bay subproject of the Street Tree Master Plan is ahead of schedule. The Police Department is slightly behind because their contracts are in the City Attorney’s Office, which cover all of their projects. They are still on schedule to be done in the period of quick wins. The interior painting at Scott Rakow is ahead. The LED Lighting upgrade for North Shore Park is also ahead of schedule. Rudy de la Torre explained projects #37 Sidewalk Improvement Program and #38 Street Pavement Program. 4:44 Rudy de la Torre said that as far as pavement is concerned, the quick wins for both North Beach and South Beach are completed. Mid Beach is starting on Monday at Allison Island and the duration is approximately two weeks for completion. The plan is to continue all paving projects designated in tranche 1. We can provide a revised schedule. 5:48 Maria Hernandez said that she will provide an updated map at the next meeting that shows the streets completed and the streets to be paved next. 6:15 Rudy de la Torre said the quick wins for North Beach and Mid Beach are completed for sidewalk restoration. We are still working on South Beach and will be for a while. 6:53 Chair Karen Rivo explained that we are going to go through tranche 1 funds very quickly regarding sidewalks and streets, which would create a pause until tranche 2. 7:32 Rudy de la Torre explained that so far, they are seeing that not only are we on time, we are also completing projects under budget. We are seeing sidewalk invoices come in around 60% and invoices for streets around 25%. We are able to complete a lot more work for less money. For street pavement it is a little early because we are just starting to receive the invoices, but that is what we are seeing. We will go back and re-evaluate and come back with an (updated) plan. 8:54 Jason Greene requested a snapshot of all of the projects, their budget, what has been paid to date, encumbered, and variances. 9:26 Maria Hernandez said probably on the streets and sidewalks we can bring something back in September to show the Committee as to where we are, because by that time we are going to have a lot of those invoices in. 10:16 Ron Starkman noted that when the estimates were put together there was no inflation included. 10:35 Jason Greene asked if the City received better than expected unit costs when the contracts were bid out. G.O. Bond Oversight Committee Meeting Minutes No. 8 June 18, 2019 Page 5 of 9 10:44 Rudy de la Torre said what is happening in this case is that there are different factors that are playing into this. One of them is that we are working with a push button contract. When we first started looking at the workload, we started looking at everything that was coming down. As we prepared our estimate based on basically averages between three vendors on the contract, it was the best educated estimate at the time. 11:46 Alex Denis explained that we also had a couple contracts coming up in probably the next couple of weeks that will not only help with what Rudy de la Torre is doing but also help the number of contractors that are available to do the work. 12:00 Jason Greene asked if we are getting good pricing. 12:01 Alex Denis said yes. 13:08 Maria Hernandez said on another note, Jason Jacobson just messaged her letting her know that the License Plate Readers (LPR) agreement has been formally approved by our Legal Department. VI. Previous Tranche 1 Projects Update #45 Replace Fire Station #1 13:49 David Martinez explained that the evaluation committee already held their meeting. They have deliberated and on July 31st the City Manager will present his recommendation to the City Commission. The next steps once we have this firm on board will be negotiating fees with them and the scope. The City expects to go back to the Commission in 3 to 4 months to request an authorization to put out an RFQ for a Construction Manager at Risk. 14:56 Marie Peter asked if this firm is going to provide the commission several recommendations on the sites or one recommendation. 15:09 David Martinez explained that right now it is a little premature but what we are looking at is evaluating the South Shore lot and then based on the findings we will proceed as needed. 15:41 Ron Starkman asked if anything has come to light since we last met such as the Historic Preservation Board and leases that would be a problem with this site. 15:59 Maria Hernandez said nothing yet. We are going to start having meetings with our Planning Department and we will start having those conversations and getting them involved and seeing when the best time would be to do a presentation for the Historic Preservation Board. 17:08 Marie Peter asked if this is the only site that the consultant is looking at now. 17:11 David Martinez said yes. G.O. Bond Oversight Committee Meeting Minutes No. 8 June 18, 2019 Page 6 of 9 #1 72nd Street Recreation Center 18:14 David Martinez explained the last Finance meeting; most of the Commission was present and there was a lot of deliberation, mainly about the $10 million shortfall. A Finance meeting is scheduled for tomorrow to provide additional information. That resulted in the Committee Memorandum. (Refer to the Committee Memorandum on the GOB website.) The Commissioners asked if the City had to work with the funds allocated what could things look like. David explained the original scope of the project. The City has been in discussions with the director of the county’s library system and they have provided a lot of information of what their vision is for this library. The City has studied the current agreement that was established in 1986 between the city and the county for how that library operates and the responsibilities. David explained the $1.7 million net expense, which does not account for some of the revenue from potential commercial leases. 25:16 John Woodruff explained the different funding sources we can use to fund the gap. The first option is utilizing the parking funds that we have set aside for the North Beach Town Center project. The latest version of the project does not include a city contribution to the garage so in theory that money can be re-purposed for the project. The City has the old light rail money which in theory could also be tapped to help fill the gap as well. Discussion continued. 33:07 Chair Karen Rivo said she would like if the Committee could provide a direction to the Commission for tomorrow morning’s meeting. 34:53 Eric Carpenter explained that one of the things that has been discussed internally is the concept of allocating the $10 million from the Aria project to bring additional parking to the town center area of North Beach. It’s right for redevelopment and there is certainly parking needs in that area and we believe that parking will drive redevelopment and give the spark that North Beach needs. Discussion continued. 54:00 Chair Karen Rivo said that it sounds like someone should make a motion. What I am hearing is that there is an option to keep it at $53 million and there is an option to fully fund it. She asked if anyone would like to put a motion on the table. Discussion Continued. 1:03:33 Laura Veitia made a motion that we as a Committee recommend fully funding the aquatic center at 72nd St. at $64 million and also consider additional funds outside of the G. O. Bond for any additional parking. 1:07:18 Eric Carpenter clarified that the Committee would be supportive of utilizing parking funds to help cover the gap in the 72nd St. Complex project with the understanding that there will be additional parking added. 1:08:35 Laura Veitia requested to rescind her motion and proposed a new one. G.O. Bond Oversight Committee Meeting Minutes No. 8 June 18, 2019 Page 7 of 9 Motion: 1:08:56 Laura Veitia motioned that the Committee requests that the 72nd St. Project be fully funded, and that the City allocates any additional funds and parking funds to cover the gap, with the understanding that additional parking will be added. 1:09:17 Jason Greene seconded the motion. VII. Additional Tranche 1 Projects Update #5 Flamingo Park & Youth Center (Refer to GOB- Flamingo Park Presentation on the GOB website.) 1:10:20 David Martinez referenced a slideshow presentation. He explained that to date, we have completed $13.8 million of improvements to the park within the last decade. There is about $4.2 million of work currently being completed. He explained the projects that are completed in the park to date, which are color coded in green on the map. He explained the projects that are currently in construction, which are color coded in orange on the map. He discussed the current options for the relocation of the Youth Center. 1:16:06 Chair Karen Rivo explained that she went to a Flamingo Park Neighborhood meeting. The residents wanted to discuss their concerns about feeling neglected and were upset that the PAL is in tranche 1 and the other projects are in tranche 3. The residents proposed that some of the tranche 3 projects be pushed up. 1:17:33 Eric Carpenter said that at the end of the day, the tranches are what we committed to the public as far as not raising their ad valorem taxes beyond a certain point. Within those tranches, we have a lot of flexibility to do more projects as long as we are not breaking that upper bound. He said that he believes there will be opportunities to move projects that are ready forward to be able to deliver them sooner. 1:19:14 Jason Greene asked if there has been any thought with the fire station moving that the youth center can move to the fire station or the fire station demolished, and the youth center move there, and then the parking lot and PAL demolished to make a green space. 1:19:57 Eric Carpenter said that we have looked at a lot of permutations, but he does not know if they looked at that specific permutation. 1:20:30 Chair Karen Rivo expressed that one of the challenges that she has heard is that the PAL is deteriorating, and the fire station is not going to move out for another four years. 1:20:52 Marie Peter raised the issue of placing the Youth Center where the first station is, which would cause the children to cross the street. G.O. Bond Oversight Committee Meeting Minutes No. 8 June 18, 2019 Page 8 of 9 1:21:19 Jose Del Risco said from the Parks & Recreation stand point, they haven’t considered that particular approach precisely because of the point Marie Peter brought up. There is a lot of programming that occurs in the park, therefore that would create a safety concern. 1:23:01 David Martinez finished discussing the presentation. 1:24:00 Chair Karen Rivo asked if staff believe the softball field is a priority if we are able to move things forward. 1:24:08 Jose Del Risco said certainly. 1:31:53 Marie Peter asked if the Baywalk can be on the agenda for the September Committee Meeting. 1:32:35 Chair Karen Rivo told the Members that if they have any particular items they would like to see on the agenda, suggestions are always welcomed. VIII. Public Q&A 1:33:07 Chair Karen Rivo called on the public. 1:33:21 Robert Rabinowitz explained that Commissioner Dennis Moss stopped the LED lighting program at the City of Miami that was being done by FPL because of the way the light hits, which goes straight down. He stressed that he hopes we don’t have a similar issue. 1:34:22 Jose Del Risco said from experience the LED lighting has been extremely successful. 1:35:08 Robert Rabinowitz suggested that the City does a secondary investigation as to how this lighting will present itself since we are spending a lot of money on them. 1:35:31 Jeff Donnelly from the Flamingo Park Neighborhood requested a more logical sequencing, as in bringing projects that are in Tranche 3 and shovel ready forward. He mentioned how the softball field affects their neighborhood because it is used by the softball program. 1:38:49 David McKinney explained the flooding that occurs in front of Flamingo Park. He also explained why the park and youth center should be done concurrently. 1:40:48 Art Martineau, Executive Director of the PAL, explained the flooding that occurs around the PAL. His team and Jose Del Risco’s team have to carry out children to their cars after summer camp. He emphasized the importance of getting the PAL done. 1:45:42 Eric Carpenter explained regarding Flamingo Park that the City will probably be able to identify funds to advance the designs on some of the pieces of the master plan to get them shovel ready. G.O. Bond Oversight Committee Meeting Minutes No. 8 June 18, 2019 Page 9 of 9 IX. Adjournment 1:47:10 Meeting was adjourned.