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2023-07-20 Village Council Meeting Minutes1 MEETING MINUTES JULY 20, 2023 6:30 PM 9900 BUILDING 1) CALL TO ORDER Mayor Burch called the meeting to order at 8:17 PM. 2) MOMENT OF SILENCE / PLEDGE OF ALLEGIANCE 3) ROLL CALL Present: Mayor George Burch Vice Mayor Jesse Valinsky Councilmember Jerome Charles Councilmember Sandra Harris Councilmember Daniel Marinberg Also Present: Village Manager Esmond Scott Village Attorney Sarah Johnston Village Attorney Chanae Wood Village Clerk Ysabely Rodriguez 4) ORDER OF BUSINESS Village Clerk Rodriguez indicated the Village Manager would like to add two items to the order of business regarding the Ed Abdella fieldhouse roof and Doctors Charter School. 5) BOARDS/COMMITTEES REPORT None. 2 6) PUBLIC COMMENTS Dennis Leyva spoke about the resident who complained about his neighbor who has five dogs and pigs. Mr. Leyva asked the Village Council why the ordinance, which limits the number of pets, has not been enforced in light of the danger posed by the above-referenced circumstance. Village Clerk Rodriguez read eComments into the record. 7) CONSENT AGENDA Vice Mayor Valinsky pulled Item 7A from the consent agenda. Mayor Burch pulled Item 7B from the consent agenda. Vice Mayor Valinsky moved to approve the consent agenda as amended and Mayor Burch seconded the motion, which carried a 5-0 voice vote. 7.A A RESOLUTION OF THE VILLAGE COUNCIL OF MIAMI SHORES VILLAGE, FLORIDA APPROVING THE AWARD OF REQUEST FOR PROPOSALS #2023-04-05 MIAMI SHORES VILLAGE AUDIO VISUAL SERVICES; AUTHORIZING THE VILLAGE MANAGER TO ENTER INTO AGREEMENT WITH FULL MOON CREATIVE, LLC, FOR A TERM OF THREE YEARS WITH THE OPTION OF TWO ADDITIONAL ONE YEAR RENEWALS FOR A POSSIBLE TOTAL OF FIVE YEARS IN AN AMOUNT NOT TO EXCEED ANNUAL BUDGETED FUNDS (STAFF: VILLAGE CLERK). Village Clerk Rodriguez read the caption of resolution into the record. Vice Mayor Valinsky commended Fullmoon Creative for their hard work. Vice Mayor Valinsky raised concerns regarding the funds expended by staff to support a temporary situation at the 9900 Building due to the inadequacy of the acoustics in such facility. Vice Mayor Valinsky advocated for a permanent solution. Responding to Councilmember Harris’ inquiry regarding whether Fullmoon Creative provides their own equipment to carry out their duties, Village Clerk Rodriguez indicated the majority of equipment used by Fullmoon Creative to provide audio-visual (AV) services at the 9900 Building belongs to the Village. However, the proposal indicates the selected vendor shall own and provide the necessary equipment to host public meetings in the event Village equipment fails or to provide supplemental equipment when the Village hosts meetings at facilities with limited IT and AV capabilities Village Clerk Rodriguez noted the proposed FY2024 AV budget is an outlier in comparison to the average cost the Village pays for such services due to additional meetings associated with the comprehensive plan and zoning code review process. Ms. Rodriguez indicated the average annual cost for AV services which includes Council Meetings and Planning & Zoning meetings is $23,000. Responding to Mayor Burch’s comments, Village Clerk Rodriguez clarified AV, Digital Content Management, and IT are mutually exclusive services conducted by different entities/individuals. Ms. Elizabeth Keeley, Assistant to the Manager/Grant Manager, further clarified the $250,000 annual budget referenced by Mayor Burch was specifically related to IT services, not AV services. 3 Councilmember Marinberg moved to approve the resolution and Councilmember Harris seconded the motion which carried a 5-0 voice vote. 7.B A RESOLUTION OF THE VILLAGE COUNCIL OF MIAMI SHORES VILLAGE, FLORIDA APPROVING THE AWARD OF REQUEST FOR PROPOSALS "#2023-04-04 DIGITAL CONTENT MANAGEMENT SERVICES" TO THE TOP RANKED FIRM; AUTHORIZING THE VILLAGE MANAGER TO NEGOTIATE AND ENTER INTO AGREEMENT WITH IDENTITY MEDIA, INC, FOR A TERM OF THREE (3) YEARS WITH THE OPTION OF TWO (2) ADDITIONAL ONE (1) YEAR RENEWALS FOR A POSSIBLE TOTAL OF FIVE (5) YEARS IN AN AMOUNT NOT TO EXCEED ANNUAL BUDGETED FUNDS (STAFF: VILLAGE MANAGER). Village Clerk Rodriguez read the caption of resolution into the record. Village Manger Scott introduced item, indicating Identity Media, Inc. was the highest ranked firm. Mr. Scott turned the presentation over to Ms. Ana Rivera who introduced herself and answered questions posed by the Village Council. Responding to Mayor Burch’s question, Village Manager Scott provided specifics regarding the scope of services related to digital content management. Mr. Scott indicated the proposal cost contains a not to exceed amount of $36,000. Mr. Scott further explained the advantage of outsourcing digital content management services is cost avoidance associated with fringe benefits. Mayor Burch moved to approve the resolution and Councilmember Harris seconded the motion which carried a 5-0 voice vote. 7.C APPROVAL OF THE JUNE 20, 2023 VILLAGE COUNCIL MEETING MINUTES (STAFF: VILLAGE CLERK). PASSED ON CONSENT. 8) RESOLUTION(S) 8.A A RESOLUTION OF THE VILLAGE COUNCIL OF MIAMI SHORES VILLAGE, FLORIDA, SETTING TENTATIVE OPERATING AND DEBT SERVICE AD VALOREM MILLAGE LEVIES FOR FISCAL YEAR 2023-2024, BEGINNING OCTOBER 1, 2023, AND ENDING SEPTEMBER 30, 2024; SETTING THE TIME, DATE AND PLACE FOR THE TWO PUBLIC HEARINGS FOR THE FISCAL YEAR 2023-2024 OPERATING AND CAPITAL BUDGETS AND PROPOSED AD VALOREM MILLAGE RATES (STAFF: FINANCE DIRECTOR). Village Clerk Rodriguez read the caption of resolution into the record. Village Attorney Johnston read pertinent information regarding the budget hearing dates, proposed millage rate and rolled-back rate into the record. Ms. Hugdahl, Finance Director, provided an overview of the item and answered questions posed by the Village Council. Councilmember Marinberg spoke in support of the item. Vice Mayor Valinsky spoke in favor of hiring an in-house employee to perform the responsibilities. 4 Councilmember Marinberg moved to approve the resolution and Councilmember Harris seconded the motion which carried a 5-0 voice vote. 9) DISCUSSION & POSSIBLE ACTION ITEMS 9.A DISCUSSION & POSSIBLE ACTION REGARDING THE FUTURE OF THE 9900 BUILDING (SPONSORED BY: MAYOR GEORGE BURCH). Mayor Burch provided opening remarks regarding the reason why the previous Council began meeting at the 9900 Building due to COVID-19 social distancing requirements. Mayor Burch spoke in favor of the Council conducting future meetings at Village Hall Council Chambers. Councilmember Harris indicated Village Hall Council Chambers is too small to accommodate the current public engagement turnout. Councilmember Harris asked the Police Chief about the safety and security of both f acilities. Chief Golt indicated, generally speaking, the more space you have, the safer it is to enter and exit. Vice Mayor Valinsky advocated for a permanent place to conduct future Council meetings. Councilmember Marinberg advocated for the redesign of Village Hall to meet the needs of the current time. Councilmember Harris expressed interest in renovating Village Hall to create a larger Council Chambers space. Responding to Councilmember Charles’ inquiry, Public Works Director Christopher Miranda indicated the roof of the 9900 Building needs replacement. The cost estimate to replace the roof is $300,000. Councilmember Charles moved to direct the Village Manager to explore public, private, partnerships or other uses for the 9900 Building and to explore renovation options for Council Chambers by the first meeting in December 2023. Councilmember Marinberg seconded the motion which carried a 5-0 voice vote. Village Attorney Johnston asked Council to refrain from reaching out to prospective vendors should the Village Council proceed with the proposed renovations in observance of procurement regulations. Councilmember Sandra Harris left the meeting at 9:22 PM. 9.B UPDATE REQUEST ON THE FOLLOWING ITEMS (SPONSORED BY: MAYOR GEORGE BURCH): a. Results from Chen Moore contract discussion b. Septic to Sewer conversion grant funding progress. List of grants applied for including those with August 31, 2023 deadline. c. Proposed date or the Community Center discussion d. Update on progress with Septic to Sewer Master Plan, including timeline e. Shores Estates Stormwater project update f. Update on negotiated settlement of fine incurred for Stormwater violation. Councilmember Marinberg moved to withdraw the item. The motion failed due to a lack of second. Responding to the Mayor Burch’s request, Village Manager Scott provided an update. 9.C. DISCUSSION AND POSSIBLE ACTION REGARDING ED ABDELLA FIELDHOUSE ROOF ITEM: 5 Village Manager Scott provided opening remarks, indicating the condition of the roof which needs repair due to age and exposure to the elements. The estimate is $129,950. Mr. Scott sought approval to proceed with the replacement of the roof due to safety matters. Councilmember Marinberg moved to authorize the Village Manager to proceed with the project and Councilmember Charles seconded the motion which carried a 4-0 voice vote. 9D. DISCUSSION AND POSSIBLE ACTION REGARDING DOCTORS CHARTER SCHOOL ITEM: Village Manager Scott reported the estimate to paint Doctors Charter School is $35,000. Mr. Scott stated he’s been in discussions with Dr. Hobbs, DCS Executive Director, to advance such project before the new school year. Thus Mr. Scott sought approval to proceed with the project. Mayor Burch moved to authorize the Village Manager to proceed with the DCS paint maintenance project and Councilmember Marinberg seconded the motion which carried a 4-0 voice vote. 10) MANAGER'S REPORT Village Manager Scott provided a FIND Grant Update and answered questions posed by the Village Council. 11) ATTORNEY'S REPORT None. 12) ANNOUNCEMENTS Village Clerk Rodriguez read the announcements. 13) VILLAGE COUNCIL COMMENTS None. 14) ADJOURNMENT There being no further discussion before the Village Council, the meeting adjourned at 9:42 PM.