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2021-07-13 BUDGET WORKSHOP MINUTES1 Mayor Sandra Harris Vice Mayor Daniel Marinberg Councilmember Alice Burch Councilmember Katia Saint Fleur Councilmember Crystal Wagar Esmond Scott, Interim Village Manager Richard Sarafan, Village Attorney Ysabely Rodriguez, Village Clerk BUDGET WORKSHOP MINUTES JULY 13, 2021 6:00 PM COUNCIL CHAMBERS 1) CALL TO ORDER Mayor Harris called the workshop to order at 6:05 PM. 2) MOMENT OF SILENCE / PLEDGE OF ALLEGIANCE 3) ROLL CALL PRESENT: (4) Councilmember Alice Burch Councilmember Crystal Wagar Vice Mayor Daniel Marinberg Mayor Sandra Harris Councilmember Katia Saint Fleur was absent. ALSO PRESENT: Village Clerk Ysabely Rodriguez Interim Village Manager Esmond Scott 4) PUBLIC COMMENTS Mr. Justus Hanna spoke about the fees structure relative to the Aquatic Center Wild Waters Park and the established time slots due to COVID-19. He further spoke about the increases in the budget. Ms. Kate Mason spoke about the Aquatic Center fees structure compared to other municipalities. The Village Clerk read eComments into the record which have been attached hereto as Exhibit A. 2 5) FY 2021-2022 BUDGET WORKSHOP PRESENTATION (STAFF: VILLAGE MANAGER) Mayor Harris introduced the Interim Village Manager, Mr. Esmond Scott, who provided information and highlights from his Budget Message contained in the budget document. A. REVENUES Mr. Scott reviewed the Village's revenue projections and responded to Village Council questions regarding the projected revenues. B. EXPENDITURES BY DEPARTMENTS The Village Council reviewed individual departmental budgets. The following departments were discussed with the Department Heads providing information relevant to their respective budgets. Planning & Zoning Department – Presented by Mr. Travis Kendall Building Department – Presented by Mr. Ismael Naranjo Code Compliance Department – Presented by Mr. Lazaro Remond Staff was asked to explore alternatives to assist residents with liens, such as an amnesty program. Brockway Library- Presented by Ms . Michelle Brown Staff was asked to look into extending the library hours on Saturdays if it's not cost prohibitive. Recreation Department - Presented by Ms. Angela Dorney Staff was asked to draft a report regarding best practices for tot lots upon the Recreation Director’s return from the recreation professional organizational conference. Staff was also asked to explore alternatives to the new recreation programming system. Staff was asked to consider fundraising efforts to assist with Plaza 98 events. Public Works Department – Presented by Mr. Christopher Miranda Staff was asked to include seawall funding in the budget. Police Department- Presented by Chief Kevin Lystad Staff was asked to provide an update on the body-worn-camera competitive solicitation in September. Mayor & Council – Presented by Ms. Ysabely Rodriguez Village Manager’s Office – Presented by Ms. Elizabeth Keeley Staff was asked to schedule a presentation to be delivered by the Village’s Lobbyist at a future Council Meeting. Village Attorney’s Office- Presented by Ms. Elizabeth Keeley Staff was asked to produce the engagement letter/employment agreement for Mr. Richard Sarafan’s legal services. 3 Staff was asked to determine whether or not the labor attorney charges the Village for his trips from Tallahassee to Miami Shores. Village Clerk’s Office - Presented by Ms. Ysabely Rodriguez Staff was asked to allocate funding to hire a support personnel for the Village Clerk’s Office. Finance Department- Presented by Ms. Holly Hugdahl C. CAPITAL PROJECTS FUND Mr. Scott reviewed the Village's capital projects fund and responded to Village Council questions regarding the projected capital projects. 6) DISCUSSION & POSSIBLE ACTION ITEMS 6.A DISCUSSION AND ACCEPTANCE OF PROPOSED OPERATING AD VALOREM TAX LEVY OF 7.9 MILLS AND 0.3638 MILLS (STAFF: INTERIM VILLAGE MANAGER). The Village Council reached consensus to accept the proposed operating ad valorem tax levy of 7.9 mills and 0.3638 mills for the debt service tax levy, which will be confirmed with the adoption of a Resolution, tentatively setting the aforementioned ad valorem tax levy at the July 20, 2021 Village Council Meeting. 6.B SCHEDULING OF THE FIRST AND FINAL BUDGET HEARINGS (STAFF: VILLAGE CLERK). There was consensus to schedule the First Budget Hearing on Monday, September 13, 2021 and the Final Budget Hearing on Thursday, September 23, 2021 at 6:00 PM with Council Meetings to follow immediately thereafter. 7) ADJOURNMENT The Budget Workshop was adjourned at 10:14 PM. BUDGET WORKSHOP Meeting Time: 07-13-21 18:00 eComments Report Meetings Meeting Time Agenda Items Comments Support Oppose Neutral BUDGET WORKSHOP 07-13-21 18:00 10 4 1 2 1 Sentiments for All Meetings The following graphs display sentiments for comments that have location data. Only locations of users who have commented will be shown. Overall Sentiment BUDGET WORKSHOP 07-13-21 18:00 Agenda Name Comments Support Oppose Neutral 4) PUBLIC COMMENTS 4 1 2 1 Sentiments for All Agenda Items The following graphs display sentiments for comments that have location data. Only locations of users who have commented will be shown. Overall Sentiment Agenda Item: eComments for 4) PUBLIC COMMENTS Overall Sentiment Guest User Location: Submitted At: 1:52pm 07-13-21 I support the idea of a strategic plan to improve the recreation center, tot lot, and other facilities in our community. Many of my neighbors are in agreement and I believe the Council should consider reintroducing the idea of an entirely new recreation facility. With broader channels of communication, more residents will receive the information necessary to make an informed decision when it comes time to vote. Jessie Veader Kate Mason Location: Submitted At: 1:19pm 07-13-21 Thank you, Mr. Scott for all your work on this budget with so little time on the job! Some thoughts: 1. Budget description needs department functions, goals and achievements 2. Recreation, Community Center: The only stated goal is to serve an aging community, and I don’t agree with that. I don’t know the proportion of 65+ who use the facility as opposed to under 18, but I don’t think that statement adequately reflects actual use of the facility. Also, the expenses seem much higher than in the past-- approximately $141,000 for repairs and renovations. MSV desperately needs a new Community Center, and not just repairs to an inadequate facility. We are throwing money away making repairs. Similarly, we also need a new Tot Lot. I see that there is over $10,000 budgeted to repairs, which is another temporary solution. I hope replacing both becomes a part of the Master Plan. If my math is correct, I understand that our taxes make up approximately 42% of MSV revenues (the last PAFR I could find showed that they made up 57% of General Fund revenues, so I’m not sure if the number changed wildly or if my math is wrong), I think it is wise for us to invest in our future. We can encourage more people to invest in our community by showing potential buyers that we invest in ourselves. I would like to see the Council encourage and empower the Recreation Advisory Board 3. Each department budget seems top heavy. For example, the Building Department Director makes $144k and the 3 clerks and 1 permit supervisor under him make a combined $174k. Also, the cost for cell phones in this department seems high ($3,560 pg 27). The amount for 2020 was $980 and I can’t find it in the prior budget. 4. Is the Deputy Village Manager making approximately $100,000? Is this an interim position? What are this person’s responsibilities and how do they warrant the creation of such an expensive new position? 5. Capital Projects: - What is the $30,000 for the Village Clerk -9900 Building under Capital Projects? - Where is the $300,000 for drainage system going? - What is the $124, 010 for the TAP grant match? (Pg 291) 6. Five year Capital Improvement Plan total is $10,707,385. Approximately 84% going to Public Works. Does that seem right? 7. P&Z has an expense of $3,000 for training/education. In prior years, cost has been $1,000 or less. What accounts for the leap? (pg 16) Guest User Location: Submitted At: 4:32pm 07-12-21 Why hasn't the Village of Miami Shores submitted the 40-year building recertification reports for many of its own properties? The Miami Shores Village Hall and Miami Shores Police Department reports were due in 2014 but not submitted. The 9900 Building report was due in 2016 but not submitted. The Brockway Memorial Library report was due in 2018 but not submitted. The Miami Shores Aquatic Center and Miami Shores Country Club reports were due in 2018 but not submitted. How can the residents know that these buildings are safe without these recertification reports? Alfonso Soto, resident Jimmy Stobs Location: Submitted At: 2:29pm 07-10-21 After reading the proposed FY 21-22 Village budget, it is perplexing not to find any funds allocated to our most valuable asset: Miami Shores Country Club. It was revealed last year that the Village has NOT spent any money on capital improvements of the golf course and clubhouse for over 30 years. I oppose this budget without this being addressed. The management group has done an outstanding job, but now as the owner, Miami Shores Village needs to address the renovation of both the clubhouse and golf course.