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2025-02-26 Board & Committee Workshop Minutes- Part I*000h Zu�2e r OhmAG MEETING MINUTES FEBRUARY 26, 2025 6:00 PM COUNCIL CHAMBERS 1) CALL TO ORDER Mayor Burch called the workshop to order at 6:02 PM. 2) MOMENT OF SILENCE / PLEDGE OF ALLEGIANCE 3) ROLL CALL Present: Mayor George Burch Vice Mayor Jesse Valinsky arrived at 6:17 PM Councilmember Jerome Charles left Councilmember Sandra Harris Councilmember Neil Cantor arrived at 6:10 PM Also Present: Village Manager Esmond Scott Village Attorney Chanae Wood Village Clerk Ysabely Rodriguez 4) PUBLIC COMMENTS There were no public comments. 5) DISCUSSION ITEMS Village Clerk Rodriguez opened the workshop by outlining its purpose. She explained that the Council had requested input and feedback from the boards and committees to understand their daily responsibilities, requests, and ongoing relevance to the Village and Council's objectives. The Clerk's office conducted extensive research, including reviewing governing documents and polling other municipalities with similar boards and committees, to provide Council with the necessary information to consider potential recommendations. Village Clerk Rodriguez then listed the boards and committees scheduled for discussion on tonight's agenda. Village Clerk Rodriguez introduced the Ad Hoc Traffic Advisory Committee giving brief insight into their mission, purpose, objectives and provided background information. Tim Crutchfield, the board chair, updated the Council on the committee's progress. He suggested using a recording device during meetings instead of requiring a staff member to serve as secretary. The board is recommending the installation of speed tables based on a 2016 study and has recommended changes such as roundabouts. However, they voted to request a new traffic study before implementing hardscape modifications. Mr. Crutchfield asked Council to approve hiring a contractor to complete the bidding process for the installation of 13 speed tables, which is estimated to take two years. The next committee meeting will focus on resident concerns, and the board formally requested approval for a new traffic study. Mr. Crutchfield also recommended that the committee should not be a standing board. Dennis Leyva, board secretary, voiced concerns about the 2016 traffic study and the absence of funding for the board's recommendations. He also emphasized the number of unaddressed resident complaints regarding speeding. Councilmember Cantor suggested accepting the recommendations of the board and finding ways to alleviate traffic in the Village without exhausting our police force. Councilmember Charles expressed concerns of traffic congestion and speeding in the Village. He noted the need for speed details in high traffic areas. Councilmember Harris thanked the committee for their hard work and agreed the committee should sunset upon the completion of its final report. She stated the full implementation the 2016 traffic study should be included in a new traffic study. Councilmember Harris was in opposition to opening other roads in the Village to offset heavy traffic. Councilmember Harris recommended after the committee sunsets, for staff to place an online form for residents to report areas of concern and for more speed signs posted throughout the Village. Vice Mayor Valinsky spoke in support of conducting another traffic study and gathering resident concerns. Vice Mayor Valinsky mentioned GIPS devices are routing more traffic through the Village. In response to Vice Mayor Valinsky's comment, Councilmember Charles recommended the use a map editor for GIPS devices to alleviate traffic being rerouted through the Village. Mayor Burch mentioned the use of traffic light timers on 2nd Avenue. He also agrees that a new study should be enacted and is in opposition to sunsetting the committee. Mayor Burch would like to see language permitting more lights on dimly lit streets. After realizing the number of accidents on Miami Avenue and 1051" Street, Mayor Burch attended several FDOT meetings to inquire about this issue. He was informed no funding was allocated in the five year plan. He emphasized the Ad Hoc Traffic Committee needs input for these studies to be effective. He stated amending the ordinance is needed. Village Clerk Rodriguez explained, historically every department with a board or committee under their purview provides minutes transcription services for the particular board. Mayor Burch stated the establishing resolution should be changed to reflect the Village Clerk is not responsible for minutes transcription services to the Ad Hoc Traffic Committee meetings. He also mentioned a liaison is not required for any committee or board in the Village; however, any board may enlist a liaison if desired. Responding to Councilmember Harris' inquiry, Village Manager Scott replied when the Ad Hoc Communication Committee was established, language was added that a board member would serve as the secretary. This was in place until the committee was sunset. Councilmember Charles left the meeting at 6:45 PM. Councilmember Harris stated it is not the function of the Ad Hoc Traffic Committee to handle public works issues. She stated the committees should operate in the spirit in which they were established. There was consensus to maintain the Ad Hoc Traffic Committee as an active committee until the report to Council is complete. Village Attorney Wood read the sunset provisions into the record for clarification. She further clarified at the will of Council, a standing Traffic Committee could be established under an amended resolution. Vice Mayor Valinsky proposed the reduction of meeting frequency for said committee. Mayor Burch asked Village Attorney Wood for clarification regarding her role in the workshop. Attorney Wood replied, as this is a workshop, no actions can be taken. However, she is to listen and gather information concerning Council consensus and any staff directives. There was consensus to amend the resolution to remove the Clerk as secretary to the board and to await the board's final report and vote on their recommendations. 5.B DISCUSSION REGARDING THE CODE ENFORCEMENT BOARD. Village Clerk Rodriguez introduced the Code Enforcement Board (CEB) giving brief insight into their mission, purpose, objectives and provided background information. Vice Mayor Valinsky asked for clarification of the definition of a special master. Village Attorney Wood explained a special magistrate operates under a judicial structure. Robert Vickers (CEB member) spoke in opposition to appointing a special magistrate to the board in lieu of a citizen -based CEB. Vice Mayor Valinsky stated he would not make any changes to the CEB. Mayor Burch suggested when amending ordinances, information such as when the ordinance was established, the initial formation and historical information not should be included as it would be no longer relevant. Village Attorney Wood responded she would examine the ordinances. 5.0 DISCUSSION REGARDING THE EDUCATION ADVISORY BOARD. Village Clerk Rodriguez introduced the Education Advisory Board giving brief insight into their mission, purpose, objectives and provided background information. Kathryn Mason, board chair, introduced herself and provided an update of their progress. She stated the board had difficulty achieving quorum at times do to scheduling; there is an upcoming vacancy. She also stated the board has been successful and enjoys serving on the board. Discussion ensued regarding the residency provision. Ms. Mason advocated for the expansion of the residency requirement to non-residents. Councilmember Harris supported said recommendation. Village Clerk Rodriguez stated the Education Advisory Board is unique in that they do not have a term limit stipulation; however, there is a residency provision. Further discussion ensued regarding outside residency for board membership. Mayor Burch asked Ms. Mason if there was a Parent Teacher Association (PTA) member currently serving on the board. Ms. Mason stated she is a PTA board member. Councilmember Harris suggested if an ex-officio member has voting rights, they should be the seventh member of the board. Village Attorney Wood clarified the drafted ordinance states "The Parent Teacher Association (PTA) of Miami Shores Elementary may designate an ex-officio member to serve on the Education Advisory Board." Therefore, this member does not have voting power. Ms. Mason suggested the board should have a budget to fund projects. Councilmember Harris stated board liaisons should come before Council during budget workshop to request funding for boards and committees. Councilmember Harris asked for clarification on the mission, the PTA involvement and what does success look like for this board. Ms. Mason replied the educational compact measures their intended goals. Village Clerk Rodriguez, as staff liaison to the board, provided historical references and background into the board. Mr. Michael Weber, board member, stated any member of the board could be on the PTA and agrees with term limits for the board. There was consensus amongst the Council to amend the ordinance to include the term limit provision consistent with other boards and committees. 5.D DISCUSSION REGARDING THE FINE ARTS COMMISSION. Village Clerk Rodriguez introduced the commission, providing historical context and outlining its purpose. Board Chair Kristen Adsit shared that a subcommittee was formed to define the commission's vision. She recognized former member Susan Ackley for her contributions and suggested updating the term "Fine Arts" to "Arts and Culture" to better reflect the commission's role. She emphasized leveraging arts and culture to enhance visibility in the downtown area by partnering with local artists and organizations. A proposal outlining their vision for the 9900 Building was submitted to the Council. 11 Councilmembers Cantor, Harris, and Vice Mayor Valinsky supported the Board's vision. Councilmember Harris also requested future budget considerations for a performance stage. Ms. Adsit agreed, noting the need for improved sound equipment. Discussion ensued on working with the Miami Shores Elementary School to use their bandshell for events. Mayor Burch inquired about the art and public places master plan. Village Attorney Wood clarified that while guidelines were adopted, a master plan was not, and its development falls under the Parks and Recreation Department. Mayor Burch also raised budget and permitting questions, which Village Attorney Wood recommended addressing at a Council meeting. Board member Clarissa Rodriguez discussed her involvement in shaping Art in Public Places guidelines. Ms. Adsit advocated for extended board term limits and reopening the Art in Public Places ordinance for amendments. Mayor Burch emphasized the workshop's importance in ensuring relevant updates. Councilmember Cantor echoed this sentiment and thanked the Board for its efforts. Village Attorney Wood reiterated that all boards and the Council must adhere to the Sunshine Law. 5.E DISCUSSION REGARDING THE HISTORIC PRESERVATION BOARD. Village Clerk Rodriguez introduced the Board, providing general and historical context Vice Chair Michelle Headley proposed renaming the Board and provided an update on its activities. She supported holding monthly meetings, except in August and December, and requested Council approval for an online records repository on the Village website. Village Clerk Rodriguez read eComments into the record. Councilmember Cantor expressed interest in learning more about the Historic Preservation Board, acknowledged its efforts, and thanked its members. Vice Mayor Valinsky agreed and supported the online repository. Mayor Burch asked whether homeowners could be forced to have their properties designated as historic. Village Attorney Wood clarified that the ordinance allows for board -recommended designations without owner consent, in line with County regulations, and she would verify this provision. Ms. Headley stated the Board would not designate a home without owner approval. Ms. Headley requested removing the $250 Certificate of Appropriateness application fee from the ordinance. Councilmember Harris explained that the fee is part of the Village's standard fee schedule. Regarding the golf course, Ms. Headley said the Board is gathering historical information. Mayor Burch noted that the ordinance includes a provision protecting trees, which the Board must acknowledge. Councilmember Harris emphasized the need to educate residents on their rights regarding historic and non -historic homes. Mayor Burch suggested consolidating redundant historic information into a single ordinance. Village Attorney Wood explained that the original ordinances include "whereas" clauses but are codified without them. Responding to Attorney Wood's comments regarding the board's educational initiatives, Ms. Headley clarified the ordinance has a stipulation which empowers the board to pursue said activity. Ms. Headley requested funding for plaques and markers for designated homes. Village Manager Scott confirmed that plaque funding was allocated in the budget. Vice Mayor Valinsky concluded by thanking the Village Clerk's Office for organizing the workshop. Village Clerk Rodriguez noted the Council would proceed to consider additional boards and committees in a three-part series. 6) ADJOURNMENT There being no further business before the Council, the meeting adjourned at 8:30 PM.