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2022-04-12 Special Meeting 1 Mayor Sandra Harris Vice Mayor Daniel Marinberg Councilmember Alice Burch Councilmember Katia Saint Fleur Councilmember Crystal Wagar Esmond Scott, Village Manager Omar Bradford, Village Attorney Ysabely Rodriguez, Village Clerk MINUTES FOR JOINT SPECIAL MEETING VILLAGE COUNCIL & DOCTORS CHARTER SCHOOL BOARD TUESDAY, APRIL 12, 2022 DOCTORS CHARTER SCHOOL 11301 NW 5TH AVE MIAMI SHORES, FL 33168 6:30 PM 1.CALL TO ORDER Mayor Harris called the meeting to order at 6:45 PM. 2.MOMENT OF SILENCE / PLEDGE OF ALLEGIANCE 3.ROLL CALL PRESENT: Councilmember Alice Burch Councilmember Katia Saint Fleur Councilmember Crystal Wagar Mayor Sandra Harris Vice Mayor Daniel Marinberg was absent. Boardmember Nancy Cigno Boardmember John Rosenquest Boardmember Andrew Lemke Chairperson Christian Ulvert ALSO PRESENT: Interim Village Attorney Omar Bradford Village Clerk Ysabely Rodriguez Village Manager Esmond Scott Dr. Edwin Acevedo Ms. Christine Jurado 4.PUBLIC COMMENTS- 2 Minutes There were no public comments offered at such meeting. 2 5. DISCUSSION & POSSIBLE ACTION ITEMS 5.A. DISCUSSION REGARDING DOCTORS CHARTER SCHOOL'S VISION, MISSION AS WELL AS EXISTING AND ALTERNATIVE FUNDING OPPORTUNITIES. Mr. Ulvert provided an overview of the recertification process and the dedicated efforts of Doctors Charter School (DCS) faculty, staff, and board of authority. Dr. Acevedo thanked his staff and faculty for their dedicated service to DCS. He further spoke about capacity challenges, limiting the school to 605 students. Dr. Acevedo spoke about his excitement in offering additional programming to students. Mr. Ulvert enumerated the challenges with the roof and windows of the facility. On the short-term challenges list are the following concerns: - Roof leaks that have seeped through the walls - Broken W indows - Air conditioning issues, specifically condensers that have to be replaced - Painting of the building - The need for two crossing guards - Replacement of Driveway Entrance Gate - Underground plumbing issues (burst underground waterline) Discussion ensued regarding U.S. Department of Justice matching grant to procure additional safety measures. Mr. Ulvert spoke about the importance of a renewed commitment. Councilmember Wagar asked for clarification with respect to the scope of the Village’s contractual commitment to DCS. Mr. Scott spoke about the school’s responsibility with respect to the maintenance of the facility and the Village’s responsibility concerning the capital improvement section of the sublease agreement. Mr. Scott elaborated on much needed Village capital improvement plans to other Village facilities. Mr. Scott recommended establishing a priority list of the short-term challenges given the forthcoming hurricane season, naming roof and windows as a priority. He further spoke about the need for additional funding that must be prioritized in the negotiations of the renewed sublease agreement. Responding to Mr. Scott, Mr. Ulvert explained the $1.5 million has been earmarked as a rainy day fund. Dr. Acevedo stated the estimate of the roof was provided to the Village Manager. Councilmember Saint Fleur spoke about the importance of the Village working with DCS to devise a creative plan to assist with the short-term items. Mr. Ulvert indicated the Village is the governing body that is responsible for galvanizing dollars during the legislative sessions. Thus, he advocated for the Village Council to direct the Village lobbyist to pursue such funding. Mr. Scott committed to directing the Village grant writer to find additional funding for DCS. Dr. Acevedo expressed concern regarding the safety of his staff. Discussion ensued regarding the actual capital outlay funding for this school year, which is $373,561.91 and insurance funds. Councilmember Burch recommended DCS re-accrue the roof money from the 3 lease money, which is funding that has been set aside for major improvements. Councilmember Burch further recommended contacting roofing contractors to provide their professional input on the state of the roof. Mayor Harris spoke about the Village focusing on their contractual obligation. She further spoke about the importance of receiving clarification with respect to the existing terms. Mr. Scott recommended asking the general contractors on his team to determine whether there is a need for a replacement of the roof or just maintenance. Next Steps: Village Manager Scott and Dr. Acevedo will meet to discuss a plan and prioritize what needs to be accomplished and for such findings to be brought forth for Village Council consideration. Dr. Acevedo forwarded all of the figures to Mr. Scott. Mr. Ulvert asked Dr. Acevedo to close the loop with the Village Manager based on the discussions. He further recommended placing DCS as a Village legislative priority and working with Village lobbyist to submit funding requests on time. 6.ADJOURNMENT There being no further business, the meeting adjourned at 8:01 PM. The Village Council may consider and act upon such other business as may come before it. In the event this agenda must be revised, such revised copies will be available to the public at Village Hall. Pursuant to Chapter 286.0105, Florida Statutes, if a person decides to appeal any matter considered at such meeting or hearing, he/she may need to ensure that a verbatim record of the proceedings is made, which record includes the testimony and evidence upon which the appeal is based. Miami Shores Village complies with the provisions of the Americans with Disability Act. If you are a disabled person requiring any accommodations or assistance, including materials in accessible format, a sign language interpreter, or assistive listening devices, please notify the Village Clerk's office of such need at least 5 days in advance. In accordance with Village Code and section 2-11.1(s) of the Miami-Dade County Code, any person engaging in lobbying activities, as defined therein, must register at the Village Clerk’s Office before addressing the Council.