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3- Meeting Minutes 9-21-23 General Obligation Bond Oversight Committee City of Miami Beach MEETING MINUTES No. 42 September 21, 2023 Members in Attendance Via Zoom: Karen Rivo, Chair Jack Glottmann, Vice-Chair Scott Needelman Jason Koslowe Shari Gurkin Dana Martorella Adam Kravitz Laura Veitia Susan Askew Dennis Scholl Absent: Carolina Jones David Grieser Bruce Carter Michael DeFilippi Staff and Guests Attendance: Maria Hernandez, Liaison Thais Vieira David Martinez Jason Greene Alex Denis Eric Carpenter Ayanaa DaCosta-Earle Ander Alvarez Christina Ortega Digna Abello Elizabeth Estevez Elizabeth Miro Elizabeth Carrino Eric Garcia Giancarlo Pena Frank Garcia Jose Del Risco Jose Gonzalez Lindsey Precht Luis Wong Lauren Firtel Kevin Pulido Krystal Dobbins Rickelle Williams Roland Aragunde Roy Brown Omar Mendoza Otniel Rodriguez Tiffany Bain Virgil Fernandez Jani Singer James Quinlan Amy Rosenberg Michael Rossi David Phillips Juan Jose Escalante Jean Ortega Susan Gladstone Ximena Caminos Natalie Burns 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. 42 September 21, 2023 Page 2 of 7 I. Roll Call and Introductions (Refer to the Meeting Audio Recording and page 1 of the Agenda & Handouts Packet on the G.O. Bond Website.) 0:06 Chair Karen Rivo called the meeting to order. Roll call was completed. 2:43 Chair Karen Rivo welcomed new member Shari Gurkin, who will be representing the North Beach area. 3:05 Shari Gurkin introduced herself. II. Committee Business Adoption of Meeting Minutes from 6-22-23 5:28 Chair Karen Rivo asked for a motion to approve the June 22nd meeting minutes. Motion: 5:36 Dana Martorella made a motion to approve the minutes as presented. Dennis Scholl seconded the motion. Motion passed unanimously. III. Community Outreach (Refer to pages 3-4 of the Agenda & Handouts Packet on the G.O. Bond website.) Upcoming and Recent Past Public Meetings 7:46 Kevin Pulido discussed the Items Related to G.O. Bond Program Projects, found on pages 3- 4 of the Agenda & Handouts Packet. G.O. Bonds for Arts & Culture Update IV. Arts & Culture Update (Refer to pages 5-9 of the Agenda & Handouts Packet on the G.O. Bond website.) Arts & Culture Projects Status & Next Steps 22:42 Maria Hernandez reported that at the July 26th Commission Meeting, the Amendment No. 1 to Grant Agreement Template for Funding Advances and the 8th Amendment to Capital Budget for appropriation of Tranche 1 Funding were both approved. At the September 13th Commission Meeting, the financial structure for the Miami Beach Classical Music Festival agreement was approved. This agreement will be a loan agreement, instead of a grant. At the September 27th Commission Meeting, there will be two items regarding agreements for the Aquatic Sculpture Park (Reefline) project. The first item is a resolution approving an agreement with Miami-Dade County for the installation of an artificial reef within previously permitted boundaries to which the County is the permittee (C7A). The second item is a resolution authorizing the Administration to enter into a Grant Agreement with BlueLab Preservation Society Inc. to fund the installation of an artificial reef from a portion of the proceeds of the General Obligation Bond for Arts & Culture (C7B). Also, Staff is working diligently to launch the G.O. Bond for Arts & Culture website. G.O. Bond Oversight Committee Meeting Minutes No. 42 September 21, 2023 Page 3 of 7 28:07 Maria Hernandez discussed the General Work Plan, found on page 9 of the Agenda & Handouts Packet. This condensed chart lists every project, with the approved budget amount and the overall project status of each. 30:05 Jason Koslowe asked how the bidding and permitting process will be for the projects that are being funded by grants. 30:49 Maria Hernandez explained that the grant agreements allow a lot of independence to the grant recipients. The grant recipients do not have to abide by the same procurement rules as the City does. The grantees will have to prove that the funds are being used appropriately per the terms of the Grant agreement. They also have the ability to ask for funds in advance, while providing the appropriate backup. Discussion continued. V. Public Comment 40:23 Chair Karen Rivo asked if anyone from the public had any comments and/or questions. 40:35 David Phillips explained that before the referendum, a group of institutions created a campaign called Yes2Arts. The institutions still meet from time to time to discuss issues amongst themselves, such as grant agreements. With there being 4 seats changing after the November election, the Yes2Arts members sent a survey to all 10 candidates. The survey is directly related to their support towards the arts and culture community. There is also a public forum next Tuesday, the 26th, at the World Center, where all 10 candidates have agreed to attend. 2018 Bonds VI. Bond Interest/Capital Budget Amendments (Refer to pages 10-15 of the Agenda & Handouts Packet on the G.O. Bond website.) 10:40 Jason Greene reported that the Guaranteed Maximum Price (GMP) Proposal for Fire Station #1 came in at approximately $5M over the approved project budget. As the City’s CFO he had the task to identify a funding source for this budget gap. He explained that when the Bonds were originally issued back in 2019, those dollars were invested generating earned interest. Interest rates were very low for a while however over the past year, interest rates have gone up over 500 basis points, and the amount of accrued interest has become substantial. The total earned interest as of 06/30/23 among the 3 bond categories (Public Safety, Infrastructure and Parks) was $7.5M. Those dollars can only be utilized for those projects in those specific categories. The total amount in earned interest in the Public Safety category was $1.75M, which was used to partially fund the budget shortfall for Fire Station #1. The remaining $3.3M was funded from the Capital Reserve fund (Fund 304), where $4.47M had been initially earmarked for project #15 Par 3/Bayshore Park, which could now be funded by the accrued interest in the Parks category. Approximately $1.3M in accrued interest remains available in the Infrastructure category for future use. G.O. Bond Oversight Committee Meeting Minutes No. 42 September 21, 2023 Page 4 of 7 VII. Funding Swap – 41st Street/Ocean Drive Corridor (Refer to page 16 of the Agenda & Handout Packet on the G.O. Bond website.) 46:23 Maria Hernandez recapped the funding protocols chart which was sent along with the agenda package email. She explained that a funding swap is a temporary allocation of funds to a project, whereas a transfer is a permanent allocation of funds. The Administration follows the list of protocols regarding funding swaps and transfers when funding approvals are needed required and a committee meeting isn’t scheduled in the allotted time. Ultimately, the Commission approves the funding swaps and transfers. Explanation continued. 51:11 Jack Glottmann asked if any of the protocols apply to the transfer of funds that Jason Greene discussed earlier. 51:35 Maria Hernandez explained that if the Committee would have met in July, Staff would have reported the accrued interest previously discussed by Jason Greene, and Staff would have presented a recommendation to the Committee. Since there was no meeting in July, Staff took the initiative and transferred the funds accordingly. 56:28 Thais Vieira discussed the funding swap memorandum regarding GO# 40 41st Street Corridor and GO# 31 Ocean Drive Corridor, found on page 16 of the agenda & Handout Packet. This temporary allocation of funds is between two infrastructure projects. The 41st Street Corridor project is well under the design process and is approaching 60% of construction documents. This project is in need of advanced funds, in the amount of $451,000, for services required through April and May 2024. The Ocean Drive Corridor has a budget of $20,000,000, with $2,000,000 previously allocated in Tranche 1 and the remainder in Tranche 2. The City has recently issued a purchase order to the design firm for services required through 12/2024, and issuance of tranche 2 for the Infrastructure Category is expected to occur prior to that. A balance of $408,000 remains unencumbered in Tranche 1. On July 26, 2023, the City Commission adopted the eighth amendment to the Capital Budget, which included the re- alignment of $451,000 available from the Ocean Drive Corridor project to the 41st Street Corridor project to allow the project to continue without delays. Per the Protocols rules, this action was taken in between Oversight Committee meetings in order to keep the 41st Street Corridor project moving forward without any delays. Explanation continued. VIII. Program General Status Update (Refer to pages 17-26 of the Agenda & Handouts Packet on the G.O. Bond website.) 1:00:40 Maria Hernandez discussed the Program General status, found on pages 17-26 of the Agenda & Handouts packet. She reported that 95% of all Tranche 1 projects are either complete or in an active phase. There is a total of $98.9 M out of $151 M that has either been spent or encumbered in Tranche 1. Currently, there are 12 subprojects under construction and 27 more G.O. Bond Oversight Committee Meeting Minutes No. 42 September 21, 2023 Page 5 of 7 subprojects in the planning and design phases. Staff is projecting that $37 M of construction will commence in calendar year 2023. Staff is also projecting that $34.6 M of construction will commence in calendar year 2024. Go to pages 22 and 23 to read which projects will be commencing in each quarter. Explanation continued. IX. 2018 Bonds Projects Update (Refer to pages 27-38 of the Agenda & Handouts Packet on the G.O. Bond website.) #45 Fire Station #1 1:13:09 David Martinez reported that the City Commission approved the Capital Budget Amendment and the award of construction services at the September 13th City Commission meeting. The contractor will be commencing approximately in December at Flamingo Park. The start of construction of the fire station is currently anticipated to start in summer 2024 due to the timeframe required to relocate the Rainbow Daycare from the South Shore Community Center. 1:17:00 Chief Fernandez thanked the Members for all of their support to keep the project moving forward. He explained that the one constant in this whole situation is that the existing fire station keeps deteriorating. Discussion continued. #1 72 St. Community Complex 1:23:00 David Martinez reported that the City has completed negotiations with Wannamacher Jensen for Design Services. The agreement is currently being executed and the design phase is expected to commence in October 2023. On June 28th, the City commission authorized the Administration to enter into negotiations with Kaufman Lynn Construction for Preconstruction Services. Contract negotiations are expected to be finalized in the next two weeks. 1:25:09 Laura Veitia asked when will design renderings be available to be presented to the Committee. 1:25:28 David Martinez reported that once Staff receives a guaranteed cost estimate, the design can be presented. #15 Bayshore Park/Par 3 1:27:54 David Martinez thanked everyone who attended the Bayshore Park groundbreaking ceremony on September 19th. In the next few days, a construction fence will go up and construction will take place for the next two years. The first step is relocating many of the trees on the property. G.O. Bond Oversight Committee Meeting Minutes No. 42 September 21, 2023 Page 6 of 7 #43 23 Street Streetscape Improvements 1:38:34 David Martinez reminded the Committee Members that this project previously went out to bid and received two bidders which were determined nonresponsive and therefore could not be used. Staff is currently pricing the project through the City’s job order contracting (JOC) process in order to begin the contracting process. If the value of the project turns out to be over $2 M, according to the City's policy, the proposals will be brought to the City Commission for an award. If it is under $2 M, the award will be done administratively. #43 Chase Ave/34 St Shared Use Path 1:42:06 David Martinez reported that the project was presented at the City Commission on September 13th with several options provided per the request of the City Commission. Staff recommended option #1 as the top recommendation and option #3 as their second recommendation. They also recommended a hybrid version of both option #1 and #3. The Commission asked Staff to come back to the October 18th City Commission meeting to discuss the options further. 1:45:10 Jason Koslowe asked what the hybrid version entails. He stressed the importance of moving the project forward with the safest option, but nevertheless, making sure the project does not keep stalling. 1:46:50 David Martinez explained that all of the options Staff presented met all guidelines. The only difference between option #1 and option #3 is that the path narrowed from 10 feet to 8 feet. The hybrid of option #3 is if the bicyclist is heading eastbound and they approach Prairie Avenue, they would veer off onto 34th Street and join the pathway that a bicyclist would normally take to navigate around the traffic circle. #42 Bayshore South Traffic Calming 1:51:45 Otniel Rodriguez reported that the consultant is finalizing the 90% design plans and Staff is expecting the plans by the end of September. Staff will then review and provide comments to the consultant. Once the 90% design plans are submitted to Department of Transportation and DERM, they will have approximately one month to provide comments that will be incorporated into the revised 100% design plans. The final design plans are anticipated to be completed by the end of 2023. This project was taken to the City Commission on September 13th as a resolution to approve certain traffic calming devices that received opposition from directly affected residents; Resolution No. 2023-32762 was approved (Item R7 F). #48 Police HQ Facility – Tranche 1 1:55:40 Frank Garcia reported that the evaluation committee for the Construction Manager at Risk firm solicitation met on September 19th to evaluate the sole proposer. The Procurement Department will provide a recommendation to the City Commission on October 18th. On a parallel track, Staff is vetting out a bid proposal received on September 5th through the JOC process for the Real Time Crime Center. G.O. Bond Oversight Committee Meeting Minutes No. 42 September 21, 2023 Page 7 of 7 #46 Ocean Rescue NOBE Facility 1:58:27 David Martinez reported that this project relocates Ocean Rescue from their temporary location to a permanent facility, where the current Miami-Dade County Beach Maintenance operates, which is on 79th Street. In addition to constructing the Ocean Rescue Facility, there are other components to the project, where the County will be cost sharing. The County will be allocating their funds through their capital budget process. Staff is currently negotiating a proposal with an A/E Consultant for a feasibility study and cost analysis, where the study is estimated to be completed in 7-8 months. #53 Convention Center Bollards, Soundscape Park Bollards, South Pointe Park Bollards 2:01:42 Omar Mendoza reported that the bollards at the Convention Center are still pending the covers and are estimated to be delivered the first week of October. The retractable bollards for Soundscape Park and South Pointe Park are also expected to be delivered the first week of October. The permit from the Building Department has been approved for the installation of gates at South Pointe Park. #33 Tree Planting - Tranche 1 2:03:18 Ander Alvarez reported that Staff’s goal is to mitigate the intense temperatures across the City by planting trees in areas that have higher heat levels. The next reforestation project will be the Beachwalk, where approximately 600 trees will be planted along the 7 miles. Staff just received notice that the City received a $1M grant from the United States Department of Agriculture. Construction will also be commencing in the next few weeks at Biscayne Point, which adds 47 trees to the area. 2:06:18 Jason Koslowe asked if the trees along the Beachwalk will be canopy trees or if there will be a combination of palm trees and canopy trees. 2:06:40 Ander Alvarez explained that the Beachwalk will only be receiving canopy trees. 2:07:32 Shari Gurkin asked if the number of trees are based on the budget or available space in the specific area. 2:07:42 Ander Alvarez explained that the number of trees is an estimation of how many trees fit in the area. Discussion continued. X. Public Comment 2:10:00 Chair Karen Rivo asked if anyone from the public had any comments and/or questions. No one spoke. XI. Adjournment 2:11:05 Meeting adjourned.