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2025-04-01 Council Meeting Minutes*000h1t6mle r�mes A�ivrp MEETING MINUTES APRIL 1, 2025 6:30 PM COUNCIL CHAMBERS 1) CALL TO ORDER Mayor Burch called the meeting to order at 6:34 PM. 2) MOMENT OF SILENCE / PLEDGE OF ALLEGIANCE 3) ROLL CALL Present: Mayor George Burch Vice Mayor Jesse Valinsky arrived at 6:40 PM Councilmember Jerome Charles Councilmember Sandra Harris Councilmember Neil Cantor Also Present: Village Manager Esmond Scott Village Attorney Chanae Wood Village Clerk Ysabely Rodriguez 4) ORDER OF BUSINESS There was no change to the order of business. 5) PRESENTATIONS 5.A FINAL ANNUAL COMPREHENSIVE FINANCIAL REPORT FOR FISCAL YEAR 2023 (PRESENTED BY: INDEPENDENT AUDITOR, CBIZ). Village Manager Scott introduced independent auditor Mr. Moises Ariza, CPA from CBIZ, accompanied by Finance Consultant Holly Hugdahl to present the completed Annual Comprehensive Financial Report for fiscal year 2023. Mr. Ariza highlighted the Independent Auditor's Report which referenced a "clean opinion" meaning the financial information in the report is reliable and the document may be presented to the Florida Auditor General, the Village's lenders and any granting agencies at the federal or state level. Mr. Ariza delivered a comprehensive summary of the report and made himself available for any questions from the Council. Councilmember Charles asked why a majority of a loan entered into by the Village and the Florida Local Government Finance Commission (FLGFC) from 2017 has to be paid back on September 2, 2025. Mr. Ariza responded this is the underlying terms of their program and is subject to renewal. Finance Consultant Holly Hugdahl further explained this balance is amortized and will be rolled over again for the next five years. Village Manager Scott asked if there was a fund balance or any savings. Mr. Ariza stated the governmental fund balance is approximately $19,544,441. Village Manager Scott also inquired if the general fund balance increased. Mr. Ariza replied the general fund balance increased by $1.9 million, signifying after all expenses were met, the Village has saved $1.9 million. 6) BOARDS/COMMITTEES REPORT There were no reports. 7) MANAGER'S UPDATE Village Manager Scott introduced Lakeisha Morris -Moreau of the BeIlTower Consulting Group to provide an update regarding grants awarded to the Village. Ms. Morris -Moreau stated the consulting group provides grant research and grant writing services. Ms. Morris -Moreau stated she has been assisting the Village with grants since 2018, providing research and writing exclusively. Ms. Morris -Moreau reported the amount of grants issued to the Village have ranged from $1.5 million to $7 million. Ms. Morris -Moreau stated the past year has been challenging and has slowed down the release of grant awards; however, she stated BeIlTower Consulting Group has been crafting grants to always show Miami Shores Village in the most favorable position to receive grant funding. The Consulting Group has stayed in close contact with the Village Manager to ensure the company is aligned with the Villages priorities. She stated there are five priorities of the Village, which are septic to sewer conversion projects, flood mitigation and storm water projects, vulnerability assessment, roadway improvements, municipal buildings and parks. Ms. Morris -Moreau made herself available for questions from the Council. Village Manager Scott asked Ms. Morris -Moreau for a breakdown of the $7 million in grant funding the Village has been awarded. She stated $2 million was granted for the Shores Estates septic to sewer conversion project, Phase 11, which was a matching grant and $5 million for the septic to sewer conversion project, Phase 1. 8) PUBLIC COMMENTS Toni McCormick thanked the Village Council for their hard work. 9) CONSENT AGENDA Vice Mayor Valinsky moved to approve the consent agenda. Councilmember Charles seconded the motion, which carried a 5-0 voice vote. 9.A APPROVAL OF THE FEBRUARY 26, 2025 VILLAGE COUNCIL WORKSHOP MINUTES (STAFF: VILLAGE CLERK). Passed on consent. 9.B APPROVAL OF THE MARCH 4, 2025 VILLAGE COUNCIL MEETING MINUTES (STAFF: VILLAGE CLERK). Passed on consent. 9.0 APPROVAL OF THE MARCH 18, 2025 VILLAGE COUNCIL MEETING MINUTES (STAFF: VILLAGE CLERK). Passed on consent. 10) RESOLUTION(S) 10.A A RESOLUTION OF THE COUNCIL OF MIAMI SHORES VILLAGE, FLORIDA, APPROVING A ROOFING PRODUCTS, SERVICES, AND JOB -ORDER CONTRACT (JOC) SERVICES PIGGYBACK CONTRACT WITH GARLAND/DBS, INC. FOR THE REPLACEMENT OF THE ROOF SYSTEM AT THE VILLAGE FACILITY LOCATED AT 9900 NE 2ND AVENUE (STAFF: PUBLIC WORKS DIRECTOR). Village Clerk Rodriguez read the caption of the resolution into the record Village Manager Scott summarized the item, stating a contract with Garland Inc. was chosen to procure goods and services for the replacement of the roof system at the Village facility located at 9900 ne 2nd avenue, because of the 40-year recertification timeframe. Mr. Scott consulted with Building Official Ismael Naranjo about the recertification process timeline, to which Mr. Naranjo stated the RFP process would not affect recertification, provided the Village is actively progressing with the necessary repairs. Mayor Burch recommended continuing the search for a more competitive roofing repair rate for the 9900 building. Councilmember Charles asked the Council to consider discussing the best and highest use of the 9900 Building and to include the public for their input in the near future. Mayor Burch mentioned a meeting was held with the County Tax Collector who is interested in leasing a Village facility for the Department of Motor Vehicles purpose. He stated this would give the Village a long- term tenant. Councilmember Harris spoke in favor of directing the Village Manager to pursue the competitive solicitation process for the replacement of the roof system at the 9900 Building and the suggested commercial usage of the building. Vice Mayor Valinsky spoke in favor of the suggested lease of the 9900 building to the Florida Department of Motor Vehicles. There was consensus of the Council to direct the Village Manager to proceed with a Request for Proposal (RFP) for the replacement of the roof system at the Village facility located at 9900 NE 2nd avenue. No action was taken on the proposed resolution. 11) MANAGER'S REPORT Village Manager Scott distributed the Business View magazine to the Council, residents in attendance and will also distribute additional copies at the Miami Dade County League of Cities meeting along with 90t" Anniversary coins. Village Manager Scott clarified the $2,000,000 grant for the Shores Estates septic to sewer project, stating the original grant amount was not a matching grant. Thus, Shores Estates residents will be responsible for their portion of the assessment to assist in funding the project. Village Manager Scott reported the golf course Request for Qualifications (RFQs) is in process and should return by mid -April. Village Manager Scott stated there has been a slight change in the seawall project design that has added an additional cost to the project. Village Manager Scott provided an update stating approximately $250,000 in funds from Florida Inland Navigation District (FIND) are available. Approximately $500,000 in interest from the American Rescue Plan Act (ARPA) funds is available to offset the cost of the seawall project. Village Manager Scott asked Councilmember Cantor, as a member of the Sustainability and Resiliency Committee, to give more information on the project update. Councilmember Cantor stated the project change has been approved by the Sustainability and Resiliency Committee. Councilmember Cantor spoke in favor of the project, which will be the only seawall of its kind in the world. Village Manager Scott stated, in light of funding to secure land for the septic to sewer pumping stations, he asked Council for approval to petition property owners for land acquisitions in anticipation of the grant approval. Village Manager Scott mentioned the memorial service for our former staff member Erik Olsen in honor of his passing. The memorial will be held on April 2, 2025 at the Village Aquatic Center at 6:00 PM. 12) ATTORNEY'S REPORT There was no report from the Village Attorney. 13) ANNOUNCEMENTS Village Clerk Rodriguez read the announcements into the record. 14) VILLAGE COUNCIL COMMENTS Councilmember Neil Cantor - Councilmember Neil Cantor thanked Councilmember Harris for her service. He also mentioned resident complaints regarding short-term vacation rental issues. Councilmember Cantor suggested granting Neighborhood Services more authority to enforce the laws regarding short-term vacation rentals and asked the Village Attorney to research what actions can be taken. More discussions regarding short-term vacation rental continued. Mayor George Burch - Mayor George Burch encouraged residents to reach out to their elected officials and to stay involved regarding issues that concern the Village. Vice Mayor Jesse Valinsky — Vice Mayor Jesse Valinsky thanked Councilmember Harris for her service. Councilmember Jerome Charles - Councilmember Jerome Charles appealed to residents to sign up on the Florida League of Cities (FLC) website as a resource for legislative updates. He also expressed his gratitude to Councilmember Harris for service. Councilmember Sandra Harris — Councilmember Sandra Harris expressed her heartfelt gratitude to the residents for the opportunity to serve, acknowledging the many challenges she has faced throughout her tenure. She underscored the importance of residents continuing to make their voices heard and affirmed 11 her commitment to remain engaged in serving the Village in any capacity she can. Councilmember Harris extended her thanks to Village Manager Scott for his unwavering support and dedication, and also recognized the diligent efforts of the Public Works and Police Departments, Village staff, and Department Directors for their continued service. 15) ADJOURNMENT There being no further business before the Village Council, the meeting adjourned at 7:57 PM.