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Meeting Minutes 9.23.21 General Obligation Bond Oversight Committee City of Miami Beach MEETING MINUTES No. 29 September 23, 2021 Members in Attendance Via Zoom: Karen Rivo, Chair Jason Greene, Vice-Chair Sean Smith Carmen Browne Jason Koslowe Scott Needelman Laura Veitia Francisco Diez-Rivas Bryan Rosenfeld John Bowes Jack Glottmann Staff and Guests Attendance: Maria Hernandez, Liaison Devin Ramirez Thais Vieira Allison Novack Lauren Firtel Liz Estevez Michael Festa Alex Denis Maria Cerna Eric Garcia Colette Satchell David Gomez Deborah Tackett Dexter Peralta Frank Garcia Judy Hoanshelt Kevin Pulido Lauren Firtel Giancarlo Pena Lazaro Guerra Jani Singer Stephanie Denault David McKinney Harold Somarriba Johann Moore Jeff Zalkin Pablo Burgos 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. 29 September 23, 2021 Page 2 of 10 I. Roll Call and Introductions (Refer to the Meeting Audio Recording 9.23.21 on the G.O. Bond Website.) Chair Karen Rivo called the meeting to order. Roll call was completed. II. Committee Business Adoption of Meeting Minutes from 09-23-21 Chair Karen Rivo requested a motion to approve the June 17th meeting minutes. Motion: Jason Greene made a motion to approve the minutes as presented. Jack Glottmann seconded the motion. Motion passed. GOB Committee Meetings Calendar Chair Karen Rivo informed the Committee Members that Staff recommends the G.O. Bond Oversight Committee meet every other month, therefore the next meeting is November 18th. Motion: Jason Greene made a motion to approve the updated calendared meetings. Motion passed. Chair Karen Rivo reported that staff will be providing an update to the Committee on the status of the implementation of internal controls recommended by the Office of the Inspector General in its last quarterly report. The update will occur at the next scheduled meeting. III. Community Outreach (Refer to pages 3-5 on the Agenda & Handout Packet on the G.O. Bond website.) Allison Novack reported that due to COVID-19, scheduling conflicts, and the fact that time has passed, we will hold a ribbon-cutting ceremony for the Middle Beach Beachwalk or a ground- breaking ceremony for the North Beach Beachwalk. The Middle Beach section has been mostly open for months and the North Beach section is well underway in construction. Staff will wait until the entire Beachwalk is fully completed next year to hold a celebratory event. Staff is holding a virtual public meeting on Fire Station #1 to show the design to the community and to take feedback from residents. Staff hopes the Flamingo Park Neighborhood Association (FPNA) and other residents will join. Stay tuned for notices and invitations that will be sent out to all South Beach residents over the next couple of weeks. For those who have not seen it yet, you may log on to our website to see the video interview where Allison was featured by the Chamber of Commerce. It spotlights the G.O. Bond Program and all the progress made. G.O. Bond Oversight Committee Meeting Minutes No. 29 September 23, 2021 Page 3 of 10 IV. Program General Status, & Sub-Projects Update, Closed Projects (Refer to pages 6-15 on the Agenda & Handout Packet on the G.O. Bond website.) 0:00 Maria Hernandez reported that an interim G.O. Bond Project List by Phase report was sent to the Oversight Committee on July 28th since there wasn’t a meeting in July. She compared the current report to the one sent out in July. This is found on pages 6-15 on the Agenda & Handout Packet on the G.O. Bond website. $1.6 million more dollars have been spent on the projects compared to the last update. Regarding the sub-projects, the report is now showing $36.9 million total dollars have been spent, which is about $7 million more dollars have been added to the Construction category than in July. The goal is to get as many projects under construction as possible to spend the bond dollars. In July, there were 8 sub-projects in construction and now there are 10. Currently, there are 80 active and/or completed sub-projects and 31 remaining sub- projects, of the total of 111 sub-projects. The difference between the savings to date is due to Staff transferring $1.2 million dollars of savings to project #10 Maurice Gibb Park, which is shown on page 12. 4:20 Laura Veitia asked how Staff decided which project received the extra funding in the Parks category. 4:29 Maria Hernandez reported that the funding gap was taken to the Finance Committee several times and they recommended to use some of the savings. 5:43 Jason Greene stated that he missed the June 17th G.O. Bond Oversight Committee meeting. He asked if the transfer was discussed and approved by the Members, since it was on the Agenda. 6:44 Maria Hernandez answered that there was a slide on the Capital Budget Process presentation that explained the transfer. 7:05 Jason Greene asked if there was a motion made from the Committee. 7:09 Maria Hernandez said she does not believe so. 7:10 Jason Greene referenced the list of protocols that Staff came up with several years ago. He said he has no issue with where the funds were transferred to, but he believes that there should be a formal resolution or motion made by the Committee to move the transfer forward. 7:38 Chair Karen Rivo said that Jason Greene made a good point. V. Fire Station 1 Design Presentation and Path Forward 9:32 Colette Satchell expressed the Staff’s excitement with the project. She introduced the GOB Fire Station No. 1_Design Presentation found on the GO Bond website. She reported that Staff has been working with Wannemacher Jensen Architects for the design of the project. The proposed site is on 6th Street, between Jefferson Ave and Meridian Ave. She turned the presentation over to Jason Jensen from Wannemacher Jensen Architects. G.O. Bond Oversight Committee Meeting Minutes No. 29 September 23, 2021 Page 4 of 10 11:18 Jason Jensen presented the design power point presentation and video. 24:55 Chief Virgil Fernandez reported that the current location sits on the Northern most part of the first alarm territory. There are four fire stations and they each have a first alarm territory. The new fire station will allow Staff to move further south to better respond to the islands and the southernmost part of the city. This proposed site also alleviates the pressure of Fire Station #1 by increasing the territory of Fire Station #2. He explained the response time comparison of the current site to the new proposed site, which is found on slide 18 of the presentation. 28:00 Colette Satchell reported the path forward of the project, found on slide 19 of the presentation. The design was submitted to the Planning Department on September 20th for submittal to the Historic Preservation Board. On September 30th staff is hoping that the City Commission will approve to set the public hearing for the Development Waivers. The goal is to go sometime in October to the City Commission for the public hearing for the Development Waivers. VI. Public Comment 29:38 Chair Karen Rivo opened the floor for the public to speak. 29:52 David McKinney stated that there was no neighborhood involvement in site selection or design. He mentioned the Flamingo Park Neighborhood Association resolution which stated that the City has violated the residents’ right to know statue on this issue. 32:02 Johann Moore stated that he loves the plan, but he wants it a block south and rotated facing west. He recommends some other sites, including the Shell Station site and other sites. He said that if the City moves forward as opposed to disavowing the previous administration’s ill thought through plans, he can promise protests from the residents and a potential lawsuit. VII. Fire Station 1 Discussion 33:50 Chair Karen Rivo opened the floor for the Committee Members to discuss. 34:20 Jason Greene stated that this high-profile project has been on the agenda for almost every single month since the beginning of the G.O. Bond Oversight Committee. He expressed the importance of this project to move forward, as one of the two South Beach representatives on this Committee. The Members have discussed the project and have had both positive and negative input from the public. He stated that the City has a wonderful Fire Department. He saw Chief Virgil Fernandez and his team at the Champlain Towers site working and it is important that we give them Grade A equipment and facilities. 37:32 Scott Needelman expressed the importance of having shade trees on the site. He also acknowledged the funding gap of this project and several others. He asked Staff how far along a project moves before Staff knows they’ll have all the funding they need. G.O. Bond Oversight Committee Meeting Minutes No. 29 September 23, 2021 Page 5 of 10 40:19 David Gomez responded that this has been discussed at City Commission several times and they are aware of the budget shortfall. The direction that Staff received is to proceed and reevaluate the budget needs as part as the next year’s budget cycle. He explained that the Construction Manager at Risk that is part of the team is responsible for a lot of the due diligence upfront, such as investigating the ground and the utilities. 43:18 Jack Glottmann thanked the Staff for the GOB Fire Station No. 1_Design Presentation. He expressed that he is in full support of the project and it needs to get done as soon as possible. He asked if Staff could refresh his memory on what has been done so far with the project and explain the budget shortfall. 44:58 Maria Hernandez reported that when Staff presented the shortfall on June 17th, it was explained that there is a very broad shortfall because Staff has only gotten to 30% of the design. As the design gets more and more refined, the budget gap becomes tighter. The shortfall currently is at a range of $6-$10 million dollars. This shortfall is taking into account the current prices of material which have increased in the past year but will hopefully decrease by next year. There is also $1 million dollars of savings in the Public Safety Category and it is projected to increase once the Public Safety Radio System is complete. There also are a significant amount of grants that the City has received, which is the next item being discussed. Discussion continued. 48:44 Chair Karen Rivo stated that she would like to hear from Chief Fernandez about the process of selecting this site. 49:20 Chief Fernandez stated that a station needs to be placed in the first alarm territory for response purposes. Staff had to find a place that was as close as possible to where the original station is. He explained why the several location options that were proposed did not fit the criteria needed to build the new fire station. Out of all the locations proposed, the current site is the most ideal because of the size and location. 53:00 Chair Karen Rivo stated that this has always been a priority project. She asked Chief Fernandez to explain the condition of the current fire station. 53:19 Chief Fernandez explained that about 5 years ago he spoke to City Manager Jimmy Morales regarding the terrible conditions of Fire Station 1. At that point, the floor was settling onto the apparatus rooms and trucks were hitting the high beams because of the height constraint. The Capital Improvement Projects Department assembled a team of engineers to see what can be done at the site to improve it. At that point, the team of experts determined that the City was better off demolishing the station and starting all over again. The current fire station does not meet the needs that Staff have. He stated that this building is used 24/7, with constant in and out. G.O. Bond Oversight Committee Meeting Minutes No. 29 September 23, 2021 Page 6 of 10 Motion 56:00 Jason Green motioned for the Committee to recommend this project to the Commission to move forward as presented. 56:11 Jack Glottmann seconded the motion. 56:23 Karen Rivo recommended adding language such as “given the very poor condition of the station, this is an urgent project”. 56:43 Jason Greene accepted Chair Karen Rivo’s suggestion. He stated, “The Committee recommends the approval of this project and to be presented to the Commission, especially due to the condition of the existing site and the importance of this project to the South Beach area.” Motion passed unanimously. VIII. Grants Status for GOB Projects (Refer to pages 16-19 on the Agenda & Handout Packet on the G.O. Bond website.) 58:22 Judy Hoanshelt reported the Grants and Contracts Awarded for GOB Projects chart, found on pages 16-19 on the Agenda & Handout Packet on the G.O. Bond website. She explained that grants help expand scopes of projects, fund a budget gap, and cover cost escalations. Staff is happy to report that they received an additional $5.8 million dollars in grants since last year’s update to the G.O. Bond Oversight Committee, bringing the total to $12.5 million dollars. She stated that Staff will continue to seek out grants specifically to the G.O. Bond projects. 1:01:55 Jack Glottmann expressed his gratitude towards Judy Hoanshelt and her team. He asked how Staff came up with the numbers, for example the $8.4 million dollars for Fire Station #1. 1:02:20 Judy Hoanshelt explained that Staff looked at the estimate cost, which is $17.2 million dollars, and then subtracted the $10 million that the bond provided and the $1.2 million dollars that was already spent. 1:04:49 Sean Smith asked when do these grants get implemented and allocated. 1:05:12 Judy Hoanshelt reported that the North Shore Park and Youth Center grant was just awarded before the project has started. She stated that Staff always looks at the timeline of a project while applying for grants to make sure the release of funds will come at an adequate time. 1:06:20 Carmen Browne asked how long the process takes to apply for grants and do the providers have the option to change the amount granted. 1:07:00 Judy Hoanshelt reported that for construction projects, the providers typically will grant what is asked for a project to move forward. Regarding the timeline, most of these grants are State Grants and the fiscal year starts on July 1st for Florida. By July 1st, Staff will know who got funding. G.O. Bond Oversight Committee Meeting Minutes No. 29 September 23, 2021 Page 7 of 10 Explanation continued. IX. Tranche 1 Projects Update (Refer to pages 20-25 on the Agenda & Handout Packet on the G.O. Bond website.) #1 72nd Community Complex 1:10:16 Maria Cerna reported that Staff went through the budget process and met with the Finance and Economic Resiliency Committee (FERC) in July. They recommended that Staff continues negotiations with Haskell and issue parking bonds for approximately $19.4 million dollars and identify the funding gap of $17.7 million dollars before awarding any contracts. Staff took the recommendation to the September 17th Commission Meeting, but the item was deferred to October 13th. 1:11:50 Chair Karen Rivo asked if anyone had any questions. 1:11:55 Laura Veitia asked if the parking bond would fund the gap. 1:12:11 Maria Cerna said that the $19.4 million dollar bond is for parking costs of the project. 1:12:24 Laura Veitia asked what has changed within the design during negotiations with Haskell. 1:12:44 David Gomez explained that Haskell’s technical proposal went above and beyond the requirements of the design criteria package, so a lot of the savings came from pairing the elements that were required for the project versus the enhancements that were added. Visually, the project has not changed. 1:14:17 John Bowes stated that this project is near and dear to the hearts of those in North Beach. He asked what the current funding gap is. 1:15:06 Maria Cerna replied that the funding gap is the $19.4 million plus the $17.7 million, which equals $37.1 million. 1:15:30 John Bowes asked how much Staff expects the funding gap to go down once the enhancements are scaled back. 1:15:45 David Gomez answered that the scaling back is already reflected in the budget analysis. 1:16:00 John Bowes asked if there are any grants that can help fund the gap. 1:16:20 Maria Cerna said that Staff submitted an application under the Resilient Florida Grant. 1:16:55 John Bowes stated that somehow, we must get this project moving. Discussion continued. G.O. Bond Oversight Committee Meeting Minutes No. 29 September 23, 2021 Page 8 of 10 #54 Marine Patrol Facility 1:21:54 Maria Cerna reported that Staff has finished negotiations with the architect that is going to be proceeding with this project. Staff is expecting the design process to start next month. #5 Flamingo Park Master Plan 1:22:15 Maria Cerna reported that Staff took the amendment for the architect performing the additional services to the softball field incorporating resilient items to the City Commission Meeting on September 17th. Staff expects to advertise for a contractor in early Spring 2022 and then continue the design of the baseball field. #12 N. Beach Oceanside Beachwalk 1:23:21 Maria Cerna reported that Staff issued Notice to Proceed 2 (NTP 2) on August 9th. This is a 9-month construction process and substantial completion is expected in May 2022. 1:24:00 Maria Hernandez reminded the Committee that the last time they met, on June 17th, this project was on hold because of the unfortunate event at the Champlain Towers. #39 Seawalls/Shorelines- Tranche 1 1:25:30 Maria Cerna reported that the construction at 8100 Hawthorne Ave is 95% complete. Staff issued the NTP 2 for the seawall at Brittany Bay Park in August. This is a 9-month construction process and is expected to be completed in May or June of 2022. 1:26:40 Giancarlo Pena reported that the remaining 7 seawalls are currently under design, where 2 of them have received approval from South Florida Water Management District. Staff’s goal is to start both Jefferson Avenue and Lenox Avenue by the end of this year. X. Brief Updates (Refer to pages 26-30 on the Agenda & Handout Packet on the G.O. Bond website.) #40 41 St Corridor Improvements 1:27:53 David Gomez reported that the City Commission awarded the design contract to Brooks and Scarpa. The award for the recommendation for the Construction Manager at Risk is going to the October 13th City Commission Meeting. #15 Bayshore Park/ Par 3 1:28:44 David Gomez reported that Staff has submitted the environmental soils and air monitoring plan to DERM, which has been approved. Staff is currently going through permitting of the construction documents. 1:29:30 Jason Koslowe asked if there is a resolution regarding the shade trees and palm trees for project #40 41 Street Corridor Improvements. 1:29:50 David Gomez responded that Staff has direction from the City Commission that no more than 10% of the trees can be impacted and if they are impacted, they need to be relocated to the corridor itself. G.O. Bond Oversight Committee Meeting Minutes No. 29 September 23, 2021 Page 9 of 10 1:30:16 Jason Koslowe asked if that means changing to smaller palms from Royal Palms. 1:30:22 David Gomez said he believes that the City is trying to stay with the Royal Palms. 1:31:00 Jason Koslowe asked if the City has a timeline for the permitting process of the construction documents regarding project #15 Bayshore Park/Par 3. 1:31:23 David Gomez explained that the process takes about 30 days to go through the City’s Building Department. Comments from departments usually take about 2-3 weeks to receive back. #10 Maurice Gibb Park 1:33:18 David Gomez reported that Staff has received the permit from the Army Corp. of Engineers. DERM asked Staff in early September to provide some additional coordination, as well as some monitoring wells, which have been installed. #24 Middle Beach Beachwalk 1:34:23 David Gomez reported that 2 of the 11 street ends are now open. There is a walk-through on September 24th on 2 other street ends, which can hopefully be open by next week. There is another walk through scheduled for 3 street ends on October 1st. #49 Public Safety Radio System 1:35:14 Lazaro Guerra reported that all the radio frequency antenna sites have been completed. The testing process will begin tomorrow and will take about a week. Once this is complete, a functional test will be scheduled which entails disconnecting parts of the system to make sure the emergency functions of the system act accordingly. Explanation continued. 1:40:20 Scott Needelman asked if these radios are specifically for the Fire Department. 1:40:39 Lazaro Guerra said that the system is citywide. 1:43:24 Chair Karen Rivo asked if there was anyone from the public who would like to speak. No one spoke. XI. Project Challenges Tracker (Refer to page 31 on the Agenda & Handout Packet on the G.O. Bond website.) 1:43:31 Maria Hernandez reported that the Project Challenges Tracker is found on page 31 on the Agenda & Handout Packet on the G.O. Bond website. The past issues that have been resolved are in bold. Projects #8 Lummus Park and #48 Police Headquarters have been added to the list because there are some issues that are delaying the projects. Staff will continue to troubleshoot through these delays. G.O. Bond Oversight Committee Meeting Minutes No. 29 September 23, 2021 Page 10 of 10 1:45:27 Laura Veitia asked if Staff could provide an update at the November 18th G.O. Bond Oversight Committee regarding the below ground improvements and the Jacob’s Engineering study. XII. Adjournment Meeting was adjourned.