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Meeting Minutes 05-21-20 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. 16 May 21, 2020 Page 2 of 8 I. Roll Call and Introductions (Refer to the Meeting Audio Part 1 5.21.20 on the G.O. Bond Website.) 0:01 Chair Karen Rivo called the meeting to order and did roll call for the Committee Members. 6:13 Chair Karen Rivo reminded the Committee what their mission is. She explained that the Members are tasked to make sure the projects that were voted on by residents are completed on time, within scope, and within the budget. II. Committee Business Adoption of Meeting Minutes 8:10 Chair Karen Rivo asked for a motion to approve the minutes from the April 16th meeting. Motion: 8:23 Jack Glottmann made a motion to approve the minutes. Marie Peter seconded the motion. Motion was approved. III. Public Q & A 9:46 Charles Fischer expressed that he was requesting help for project #43 Bike Lanes on 23rd St. He mentioned that the plans have been drawn and approved by the Bicycle and Pedestrian Committee. He explained that at last month’s Commission Meeting, it was voted on to remove the bike lane from the resurfacing project that is currently happening on 23rd St. 13:21 Josiel Ferrer explained that while project #43 Bike Lanes was under a feasibility study, many concerns regarding safety came up in regard to the intersection of 23rd St. and Collins Ave. The safety concerns came from residents of that area, users of that area, as well as conversations between City Staff and FDOT. A big concern to City staff was how to make the pedestrians safe since pedestrians are the number one priority in the City’s motor hierarchy. Discussion continued. 16:57 There will be bike lanes between Dade Blvd. and Park Ave., where the bike lanes will continue from 22nd to the Beachwalk. The actual bicycle connection will continue through 22nd St., which Staff found is more suitable for this type of connection. IV. Major Tranche 1 Projects Update #1 72nd ST. Community Complex 18:36 David Martinez explained that the City held a community forum on May 19th to present the progress update of the 72nd St. Community Complex. The next step is to bring an item to Commission on June 24th, asking for their authorization to start the RFP process to procure a design and build firm. If this gets approved, City Staff is projecting an award to a design-build firm in the first quarter of 2021. Commission approved the relocation of the FPL transmission lines to the western side of the lot. G.O. Bond Oversight Committee Meeting Minutes No. 16 May 21, 2020 Page 3 of 8 Discussion continued. 21:36 Chair Karen Rivo expressed that the 72nd St. community Complex Public Meeting Webinar was a great meeting. She asked if any of the Committee Members had any questions and/or thoughts regarding the project. 21:52 Ron Starkman asked if there is an archived video and/or audio recording of the meeting. 22:08 Kevin Pulido explained that the video was just uploaded to the city’s website at www.miamibeachfl.gov/cip, but he will send it to Ron Starkman personally. 23:25 Allison Novack explained that the presentation is on the G.O. Bond website, but now that the recording is available, she will add that to the page. 24:07 Laura Veitia thanked City Staff for the presentation. She believed that it went really well. She asked if North Shore Park is going to be connected with the 72nd St. Community Complex. 24:44 David Martinez explained that the intent is to broaden the crosswalks with wider sidewalks. Discussion continued. 27:51 Sean Smith explained that the connection between the North Shore Park and the 72nd St. Community Complex is very important to the Parks and Recreation Advisory Board because a lot of our families will be using that garage. #15 Bayshore Park 29:21 David Martinez explained that this project is moving forward. On April 21st, the City received a conditional approval from DERM stipulating that they are accepting the concept of the stormwater lake, with some conditions. These conditions include installation of additional monitoring wells, relocation of some wells, sampling of the wells, and additional environmental reports. City staff would like to begin the permitting process at the end of July, concurrently with the reviews that are being performed by DERM. The schedule will need to be updated. 32:50 Sean Smith asked if the City anticipates this project to be higher than what was in the original scope due to the additional conditions requested by DERM. 33:16 David Martinez explained that was always a possibility but there has always been a built in contingency. #45 Fire Station #1 (Refer to the Meeting Audio Part 2 5.21.20 on the G.O. Bond Website.) 1:46 David Martinez explained that the Construction Manager at Risk, Kaufman Lynn, has begun reviewing the work that the architect had already completed regarding the feasibility and the G.O. Bond Oversight Committee Meeting Minutes No. 16 May 21, 2020 Page 4 of 8 preliminary layouts of what the fire station could look like. They will provide the City a report of their findings and a preliminary cost estimate in order to see if the City is headed in the right direction. Once a 30% design development is completed, it will allow the City to submit an application to the Historic Preservation Board. Due to the leasing space ending for the Code Compliance Department, there has been discussion of adding an area for the officers at the fire station. City Staff is planning on bringing an item to commission in June requesting a change order to the design consultant to include approximately 6,00 sq. ft., which is what the Code Compliance Department requires. The funding component will not be funded by the General Obligation Bond. 5:36 John Woodruff explained that where the Code Compliance Department was demolished due to the future Convention Center hotel project. They moved to a leased space across the street from City Hall that costs about $320,000 a year. The idea would be to get a loan and use the lease payment to pay the loan back. #23 Pedestrian Bridge 6:35 David Martinez explained that the developer and the design team are going to submit a formal application to the Department of Transportation this Summer. 7:36 Chair Karen Rivo asked if the 500 Alton Road project is moving forward. 7:48 Eric Carpenter explained that the most recent information the city has from the development team is that they are on the verge of getting their park permit and are anticipating a ground breaking in June and the tower’s anticipated construction date is starting in October 2020. 9:03 Marie Peter explained that she is pretty satisfied with the schedule. #40 Part 1 Revitalize 41 St 10:00 Gedel Merzius explained that at the last Mayor’s 41st St. Blue Ribbon Committee meeting, on April 29th, AECOM gave a presentation regarding the pending projects that have been previously identified for the 41s Street Corridor. Participants were also given the opportunity to opine on the prioritization for the Master Action Plan with respect to safety and security, quality of life, green infrastructure, bicycle lanes, pedestrian and vehicular circulation, as well as public transit opportunities. Interviews with internal City staff departments have been completed. The next steps are to meet with the Mid Beach community to refine project prioritization hopefully in June. The next Mayor’s 41st St. Blue Ribbon Committee meeting will be held on May 27th. 12:05 Chair Karen Rivo stressed the importance of keeping the neighborhood aware of everything that is going on. 12:17 Gedel Merzius explained that he has been working with Kevin Pulido to get the word out that the meetings are happening and the intent of the meetings. G.O. Bond Oversight Committee Meeting Minutes No. 16 May 21, 2020 Page 5 of 8 V. Program General Status & Sub-Projects Update (Refer to page 7 on the Agenda & Handout Packet package and the Meeting Audio Part 2 5.21.20 on the G.O. Bond Website.) 14:32 Maria Hernandez explained the chart found on page 7 of the Agenda & Handout Packet. Between the last time the committee met and today, 5 out of 57 projects have been completed. City Staff is actively working on 31 projects. VI. Quick Win Projects/Updates (Refer to page 12 on the Agenda & Handout Packet package and the Meeting Audio Part 2 5.21.20 on the G.O. Bond Website.) Parks Projects: 19:38 Barbara Hernandez explained that the contractor for the Collins Park project informed her that the park will be completed by May 22nd. City Staff is behind two weeks at the Scott Rakow Pool project due to additional deck slabs that must be replaced. The completion date will be June 15th. Police Projects: 21:28 Steve Feldman explained that 71st St. and the Julia Tuttle License Plate Reader projects have both been x-rayed at the request of FDOT. Staff is ready to go once the boring permit is approved. The contractor has mobilized all of the conduits for the Lummus Park Camera project and the fiber provider will be on site doing the measurements for the actual fiber that is going into the conduits on the week of June 1st. Six hundred of the handheld radios (Public Safety Radio System project) were delivered last month and in the next week or two, staff will be receiving the mobile radios. The lease agreement for the final site which had delayed the process has been executed. Property Management Projects: 26:21 Frank Garcia explained that the generator at North Shore Youth Center has been delivered and pending final inspection. The Scott Rakow Youth Center generator is going to be delivered the week of June 1st. Public Works Projects: 27: 51 Rudy de la Torre explained the sidewalk and street map found on page 14 and 15. Staff has been slowed in regard to COVID-19 stay at home orders. Streets have not been paved in the last 2-3 weeks, but there has been some sidewalk work in the Mid Beach Area. 31:00 Jack Glottmann asked if this project is going to be delayed due to future road closures. 31:26 Rudy de la Torre explained that Staff has already completed their 2020 schedule for both sidewalks and streets. G.O. Bond Oversight Committee Meeting Minutes No. 16 May 21, 2020 Page 6 of 8 Other Projects: 34:25 David Martinez explained that Staff is making good progress with the Middle Beach Beachwalk. Staff is working with the Police Department to incorporate camera infrastructure along the boardwalk. 39:06 Barbara Hernandez explained that the RFQ for Lummus Park is currently out and an extension was needed until June 10th due to a lot of feedback from many firms. 40:30 Maria Hernandez showed photographs of the completed landscaping at Palm and Hibiscus that was funded by the G.O. Bond and Collins Park. VII. OIG Quarterly Report (Refer to page 21 on the Agenda & Handout Packet package and the Meeting Audio Part 2 5.21.20 on the G.O. Bond Website.) 44:30 Jani Singer explained that when the Inspector General’s Office was created the ordinance mandates that the I.G. shall audit, review, inspect and investigate city contracts, programs, projects, procurements, and expenditures associated with the G.O. Bond and, quarterly, prepare and submit a written report to the City Commission concerning the planning and execution of G.O. Bond programs. The report is found on the Inspector General’s website at www.mbinspectorgeneral.com. The report was sent to Chair Karen Rivo and Maria Hernandez for comments, where their comments were incorporated in the final product. The Inspector General’s Office receives information from many different sources including this committee meeting, neighborhood association meetings, and the internal meetings with city staff in order to make sure that projects are staying on track. 47:00 Chair Karen Rivo expressed that she would like these reports to be routed openly. She asked what is the proper process for these reports. 47:42 Maria Hernandez explained that this report is given to the city Commission because the Inspector General reports directly to them. This report is on the website and it is available to anyone who would like to access it. The mission is to be 100% transparent. 49:29 Jani Singer explained that she is very confident that this is a transparent process. City Staff has been more than willing to answer any questions for any of the projects. She commended the Staff for doing a great job. VIII. Funding & Scope Change Protocols (Refer to page 29 on the Agenda & Handout Packet package and the Meeting Audio Part 2 5.21.20 on the G.O. Bond Website.) 50:38 Maria Hernandez explained that City Staff has been working on this chart for quite some time. Staff realized that a protocol must be set for the disposition of funds and the way Staff will get authorization on the different things being done with funding and project scopes. The chart has 9 types of scope changes and transferring of funds situations that have already happened or G.O. Bond Oversight Committee Meeting Minutes No. 16 May 21, 2020 Page 7 of 8 may happen in the future. For example, last month funds needed to be transferred from the Fillmore roof to the Miami Beach City Ballet roof. These sub-projects are both under the same master project. Another example similar to this was the Scott Rakow Youth Center roof and the pool. There was a savings on the roof and the pool needed extra funding, so a transfer was done. Explanation continued. 1:09:30 Rudy de la Torre asked if Staff had originally programmed a pavement project in one location but because the Jacob’s study might shift the order of the neighborhood projects, could the funds move to another location within the pavement program. 1:11:13 Eric Carpenter explained that this is something that can be discussed as a committee. The Street and Sidewalk Pavement Program is a citywide program, where the only specificity of the prioritization of the locations was recommended by Staff as they were going through what money was available and what the needs were. 1:11:58 Chair Karen Rivo asked that the City Staff deliberate on Rudy de la Torre’s question and that the committee take some time to review the chart and provide your feedback to Maria Hernandez, and to think about what to do when there are project savings. 1:13:12 Jason Greene noted that there are certain projects, such as the Street Paving and Sidewalks, that are amorphous and can therefore absorb all of the funding. His concern is that there are certain finite projects such the 72nd Street Complex, Fire Station or the Pedestrian Bridge, that need a certain amount of money in order to be completed. His understanding from prior discussions was that any project savings would be set aside until the GOB Program was further along, because some of the larger projects might require additional funding. He advised that the Committee needs to be very prudent and fiscally conservative when it comes to any kind of recommendation to transfer funds from one project or subproject to another, and he knows that staff is very conscientious of that. He asked that when Staff brings a proposal to transfer funds from one project to another, that they are certain that those dollars are not needed in that project, and that the project they are asking to transfer funds into is another “defined” project that requires additional funding in order to be completed. 1:15:20 Francisco Diez-Rivas noted that the chart is very smart and it creates an audit trail. He believes that this chart is really good for the Committee to have a quick visual as to why decisions were made. #56 Security Cameras on the Beachwalk (Refer to page 30 on the Agenda & Handout Packet package and the Meeting Audio Part 2 5.21.20 on the G.O. Bond Website.) 1:17:32 Roland Aragunde explained the memorandum found on page 30 of the agenda & Handout Packet. He explained that Staff reached out to several vendors with the help of other departments in coming up with figures for this project in 2018. The Beachwalk was divided into 2 sections, 14th to 46th St and 46th to 87th St. Staff requested $1.65 million for the first section to G.O. Bond Oversight Committee Meeting Minutes No. 16 May 21, 2020 Page 8 of 8 cover all of the infrastructure, fiber, and all of the equipment. $400,000 was given to 14th to 24th St. once the budgets began to be trimmed down. Due to 14th to 24th St. being the oldest paved area, Staff quickly realized it was going to cost a lot more than the $400,000 budget due to the vegetation and the overall time that has passed in that area. Staff’s mission was to complete this project without disrupting the infrastructure that already exists, adding 24-hour surveillance, getting back the network connectivity for that area, and having minimal impact to the vegetation that already exists. While working with the contractor, designer and the Environmental & Sustainability Department, it was decided that the best method would be to bore most of the conduit. The budget amount that was approved is short of what Staff needs to compete this project. Staff is requesting to take some anticipated savings from the Public Safety Radio System, project #49, and transfer the funds to this project in order to complete it. 1:23:29 Chair Karen Rivo explained that she would like to ask if there is a Committee Member that would like to make a motion to allow this transfer of funds. Motion 1:23:53 Jason Greene made a motion to approve the item as presented. Marie Peter seconded the motion. The motion passed. 1:24:03 Chair Karen Rivo requested questions and/or comments from the committee. 1:24:07 Jack Glottmann expressed that he would like to see the remaining $500,000 of savings stay in the Public Safety Radio System budget as a surplus or for a future project. He expressed the importance of not losing sight of the savings. 1:24:42 Maria Hernandez explained that Staff is anticipating having a significant savings in the Public Safety Radio System. Once the project is complete and closed-out, the savings will be shown under the “available” column on the G.O. Bond Projects by Phase list. 1:26:00 Jack Glottmann explained that as long as the public and Staff knows the funds are available, and not losing sight of it, then he is ok with it. 1:27:19 Chair Karen Rivo reinstated that the motion is to allow the transfer of $300,000 from project #49 to project #56. She asked if anyone opposed the motion. No one answered. 1:28:26 Roland Aragunde explained that Staff is laying the infrastructure down on the Beachwalk for a lot of future advancements, such as cameras and connectivity. IX. Public Q & A 1:30:09 Commissioner Aleman thanked the Committee for doing a terrific job. X. Adjournment Meeting was adjourned.