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HomeMy WebLinkAboutMay 26, 2010 City Council Agenda CITY OF MIAMI GARDENS CITY COUNCIL MEETING AGENDA Meeting Date: May 26, 2010 1515 NW 167th St., Bldg. 5, Suite 200 Miami Gardens, Florida 33169 Next Regular Meeting Date: June 9, 2010 Phone: (305) 622-8000 Fax: (305) 622-8001 Website: www.miamigardens-fl.gov Time: 7:00 p.m. Mayor Shirley Gibson Vice Mayor Aaron Campbell Jr. Councilwoman Barbara Watson Councilman André Williams Councilman Melvin L. Bratton Councilwoman Sharon Pritchett Councilman Oliver G. Gilbert III City Manager Dr. Danny O. Crew City Attorney Sonja K. Dickens, Esq. City Clerk Ronetta Taylor, MMC City of Miami Gardens Ordinance No. 2007-09-115 requires all lobbyists before engaging in any lobbying activities to register with the City Clerk and pay an annual fee of $250.00. This applies to all persons who are retained (whether paid or not) to represent a business entity or organization to influence “City” action. “City” action is broadly described to include the ranking and selection of professional consultants, and virtually all-legislative, quasi-judicial and administrative action. All not-for-profit organizations, local chamber and merchant groups, homeowner associations, or trade associations and unions must also register however an annual fee is not required. (A) CALL TO ORDER/ROLL CALL (B) INVOCATION (C) PLEDGE OF ALLEGIANCE (D) APPROVAL OF MINUTES D-1) Regular City Council Minutes – April 28, 2010 Regular City Council Agenda (E) ORDER OF BUSINESS (Items to be pulled from Consent Agenda at this time) May 26, 2010 Page 1 Page 1 of 227 Regular City Council Agenda May 26, 2010 Page 2 (F) SPECIAL PRESENTATIONS (5 minutes each) F-1) Mayor Shirley Gibson – Calder Race Course F-2) Councilwoman Sharon Pritchett – Silver Knight Winner F-3) Parks and Recreation Department – Turf Rodeo F-4) Progressive Young Adult Committee Report F-5) Dr. Crew, City Manager – Employee of the Month/5 year Service Pins F-6) Deputy Chief Paul Miller – Kiwanis Scholarship Presentation (G) PUBLIC COMMENTS (H) ORDINANCE(S) FOR FIRST READING: H-1) AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF MIAMI GARDENS, FLORIDA, AMENDING THE CITY’S CODE OF ORDINANCES TO PROHIBIT PAIN MANAGEMENT CLINICS FROM DISPENSING DRUGS ON-SITE; AMENDING SECTION 9-20 OF ORDINANCE NO. 2010-10-218 OF THE LAND DEVELOPMENT REGULATIONS (“LDRS”) TO PROHIBIT ONSITE DISPENSING OF CONTROLLED SUBSTANCES AT MEDICAL OFFICES; AMENDING SECTION 10-30(DD) OF THE LDRS TO PROHIBIT MOBILE PAIN MANAGEMENT CLINICS; AMENDING APPENDIX “A” MASTER USE LIST AND USE DEFINITIONS OF THE LDRS TO INCLUDE DEFINITIONS FOR “PAIN MANAGEMENT CLINICS”; PROVIDING FOR ADOPTION OF REPRESENTATIONS; REPEALING ALL ORDINANCES IN CONFLICT; PROVIDING A SEVERABILITY CLAUSE; PROVIDING FOR INCLUSION IN CODE; PROVIDING AN EFFECTIVE DATE. (SPONSORED BY COUNCILMAN OLIVER G. GILBERT III) (I) ORDINANCE(S) FOR SECOND READING/PUBLIC HEARING(S) I-1) AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF MIAMI GARDENS, FLORIDA, ADOPTING A MORATORIUM ON THE SUBMISSION, PROCESSING AND ISSUANCE OF CERTIFICATES OF USE AND BUSINESS TAX RECEIPTS FOR THE OPERATION OF PAIN CLINICS AND PAIN MANAGEMENT CLINICS; PROVIDING FOR EXCEPTIONS; PROVIDING FOR A STUDY(S); PROVIDING FOR ADOPTION OF REPRESENTATIONS; REPEALING ALL ORDINANCES IN CONFLICT; PROVIDING A SEVERABILITY CLAUSE; PROVIDING FOR INCLUSION IN CODE; PROVIDING AN EFFECTIVE DATE. (SPONSORED BY THE CITY MANAGER) (1St Reading – May 14, 2010) Page 2 of 227 Regular City Council Agenda May 26, 2010 Page 3 (J) CONSENT AGENDA J-1) A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF MIAMI GARDENS, FLORIDA, AWARDING A BID TO SPIRIT WEAR, INC., IN AN AMOUNT NOT TO EXCEED ONE HUNDRED THIRTY-EIGHT THOUSAND, SIX HUNDRED SIXTEEN DOLLARS AND 65/100 CENTS ($138,616.65), FOR CHEERLEADING UNIFORMS; AUTHORIZING THE CITY MANAGER TO ISSUE A PURCHASE ORDER NOT TO EXCEED THIS AMOUNT; AUTHORIZING AN AWARD TO VARSITY SPIRIT FASHIONS/CDT OF MEMPHIS, TN, IN THE EVENT SPIRIT WEAR, INC. IS DEEMED NON-COMPLIANT DURING THE CONTRACT PERIOD; PROVIDING FOR THE ADOPTION OF REPRESENTATIONS; PROVIDING AN EFFECTIVE DATE. (SPONSORED BY THE CITY MANAGER) J-2) A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF MIAMI GARDENS, FLORIDA, VACATING A RIGHT-OF-WAY AS SHOWN ON THE TENTATIVE PLAT APPROVAL FOR THE MIAMI GARDENS COMMUNITY CENTER, ATTACHED HERETO AS EXHIBIT “A;” PROVIDING FOR INSTRUCTIONS TO THE CITY MANAGER AND CITY ATTORNEY; PROVIDING FOR THE ADOPTION OF REPRESENTATIONS; PROVIDING AN EFFECTIVE DATE. (SPONSORED BY THE CITY MANAGER) J-3) A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF MIAMI GARDENS, FLORIDA, AUTHORIZING THE CITY OF MIAMI GARDENS TO SPONSOR “THE MIAMI GARDENS KIWANIS CLUB GOLF TOURNAMENT” TO BE HELD ON SEPTEMBER 17, 2010, IN THE AMOUNT OF SEVEN THOUSAND, FIVE HUNDRED DOLLARS ($7,500.00); PROVIDING FOR THE ADOPTION OF REPRESENTATIONS; PROVIDING AN EFFECTIVE DATE. (SPONSORED BY MAYOR SHIRLEY GIBSON) J-4) A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF MIAMI GARDENS, FLORIDA, AUTHORIZING THE CITY MANAGER TO ISSUE A PURCHASE ORDER IN THE AMOUNT OF ONE HUNDRED SEVENTY-ONE THOUSAND, THREE HUNDRED NINETY DOLLARS AND 20/100 CENTS ($171,390.20) TO SUNGARD PUBLIC SECTOR, INC., FOR OSSI SOFTWARE FOR THE MIAMI GARDENS POLICE DEPARTMENT; PROVIDING FOR THE ADOPTION OF REPRESENTATIONS; PROVIDING AN EFFECTIVE DATE. (SPONSORED BY THE CITY MANAGER) Page 3 of 227 Regular City Council Agenda May 26, 2010 Page 4 J-5) A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF MIAMI GARDENS, FLORIDA, RATIFYING MAYOR SHIRLEY GIBSON’S APPOINTMENT OF MELISSA LORRAINE KING, TO THE CITY OF MIAMI GARDENS PROGRESSIVE YOUNG ADULTS FOR A TERM OF TWO (2) YEARS; PROVIDING FOR THE ADOPTION OF REPRESENTATIONS; PROVIDING AN EFFECTIVE DATE. (SPONSORED BY MAYOR SHIRLEY GIBSON) (K) RESOLUTIONS K-1) A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF MIAMI GARDENS, FLORIDA, AUTHORIZING THE MAYOR AND THE CITY CLERK TO EXECUTE AND ATTEST, RESPECTIVELY, THAT CERTAIN RETAINER AGREEMENT WITH THE LAW FIRM OF GREENBERG TRAURIG, P.A., ATTACHED HERETO AS EXHIBIT “A,” WITH RESPECT TO BOND COUNSEL REPRESENTATION FOR A FIFTY-THREE MILLION DOLLARS ($53,000,000.00) PUBLIC BUILDING BOND; PROVIDING FOR INSTRUCTIONS TO THE CITY CLERK; PROVIDING FOR THE ADOPTION OF REPRESENTATIONS; PROVIDING AN EFFECTIVE DATE. (SPONSORED BY THE CITY ATTORNEY/CITY MANAGER) K-2) A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF MIAMI GARDENS, FLORIDA, AUTHORIZING THE MAYOR AND THE CITY CLERK TO EXECUTE AND ATTEST, RESPECTIVELY, THAT CERTAIN RETAINER AGREEMENT WITH THE LAW FIRM OF BRYANT MILLER OLIVE, P.A., ATTACHED HERETO AS EXHIBIT “A,” TO SERVE AS DISCLOSURE COUNSEL WITH RESPECT TO THE ISSUANCE OF A FIFTY-THREE MILLION DOLLARS ($53,000,000.00) PUBLIC BUILDING BOND; PROVIDING FOR INSTRUCTIONS TO THE CITY CLERK; PROVIDING FOR THE ADOPTION OF REPRESENTATIONS; PROVIDING AN EFFECTIVE DATE. (SPONSORED BY THE CITY ATTORNEY/CITY MANAGER) K-3) A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF MIAMI GARDENS, FLORIDA, AUTHORIZING THE CITY MANAGER AND THE CITY CLERK TO EXECUTE AND ATTEST, RESPECTIVELY, THAT CERTAIN RETAINER AGREEMENT WITH THE UNDERWRITING FIRM OF LOOP CAPITAL MARKET, LLC, ATTACHED HERETO AS EXHIBIT “A;” PROVIDING FOR INSTRUCTIONS TO THE CITY CLERK; PROVIDING FOR THE ADOPTION OF REPRESENTATIONS; Page 4 of 227 Regular City Council Agenda May 26, 2010 Page 5 PROVIDING AN EFFECTIVE DATE. (SPONSORED BY CITY ATTORNEY/CITY MANAGER) (L) REPORTS OF CITY MANAGER/CITY ATTORNEY/CITY CLERK L-1) City Manager’s Monthly Report (M) REPORTS OF MAYOR AND COUNCIL MEMBERS (N) WRITTEN REQUESTS, PETITIONS & OTHER WRITTEN COMMUNICATIONS FROM THE PUBLIC (O) ADJOURNMENT IN ACCORDANCE WITH THE AMERICAN WITH DISABILITIES ACT OF 1990, ALL PERSONS WHO ARE DISABLED AND WHO NEED SPECIAL ACCOMMODATIONS TO PARTICIPATE IN THIS MEETING BECAUSE OF THAT DISABILITY SHOULD CONTACT RONETTA TAYLOR, MMC, CITY CLERK (305) 622-8000 EXT./2228, NO LATER THAN 48 HOURS PRIOR TO SUCH PROCEEDINGS. TDD NUMBER 1-800-955-8771. ANYONE WISHING TO OBTAIN A COPY OF ANY AGENDA ITEM MAY CONTACT RONETTA TAYLOR, MMC, CITY CLERK (305) 622-8000 EXT. 2228. THE ENTIRE AGENDA PACKET CAN ALSO BE FOUND ON THE CITY’S WEBSITE AT www.miamigardens-fl.gov. ANYONE WISHING TO APPEAL ANY DECISION MADE BY THE CITY OF MIAMI GARDENS WITH RESPECT TO ANY MATTER CONSIDERED AT SUCH MEETING OR HEARING WILL NEED A RECORD OF THE PROCEEDINGS AND, FOR SUCH PURPOSE, 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 TO BE BASED. Page 5 of 227 City of Miami Gardens Agenda Cover Memo Council Meeting Date: May 26, 2010 Item Type: (Enter X in box) Resolution Ordinance Other X Fiscal Impact: (Enter X in box) Yes No Ordinance Reading: (Enter X in box) 1st Reading 2nd Reading X X Public Hearing: (Enter X in box) Yes No Yes No X Funding Source: N/A Advertising Requirement: Yes No X Contract/P.O. Required: (Enter X in box) Yes No RFP/RFQ/Bid #: N/A X Sponsor Name Councilman Oliver G. Gilbert III Department: Mayor and City Council Short Title: AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF MIAMI GARDENS, FLORIDA, AMENDING THE CITY’S CODE OF ORDINANCES TO PROHIBIT PAIN MANAGEMENT CLINICS FROM DISPENSING DRUGS ON-SITE; AMENDING SECTION 9-20 OF ORDINANCE NO. 2010-10-218 OF THE LAND DEVELOPMENT REGULATIONS (“LDRS”) TO PROHIBIT ON-SITE DISPENSING OF CONTROLLED SUBSTANCES AT MEDICAL OFFICES; AMENDING SECTION 10-30(DD) OF THE LDRS TO PROHIBIT MOBILE PAIN MANAGEMENT CLINICS; AMENDING APPENDIX “A” MASTER USE LIST AND USE DEFINITIONS OF THE LDRS TO INCLUDE DEFINITIONS FOR “PAIN MANAGEMENT CLINICS”; PROVIDING FOR ADOPTION OF REPRESENTATIONS; REPEALING ALL ORDINANCES IN CONFLICT; PROVIDING A SEVERABILITY CLAUSE; PROVIDING FOR INCLUSION IN CODE; PROVIDING AN EFFECTIVE DATE. Summary: Councilman Gilbert is recommending that the City adopt an Ordinance to prohibit “pain management clinics.” Medical offices and pharmacies are permitted in various zoning areas throughout the City. While the normal operations and expectations of a medical office use include examination by doctors, if prescriptions are required, they are normally written on‐site, and filled off‐site at a pharmacy. However, pain management clinics provide the prescription, and also fill the prescription on‐site. While some pain management clinics operate for legitimate purposes, there is a pattern of abuse, ITEM H-1) ORDINANCE FIRST READING Prohibiting on-site Drug Dispencing Page 6 of 227 1515 NW 167 Street, Building 5 Suite 200 Miami Gardens, Florida 33169 which includes illegal sale, use, and delivery of narcotics when they are dispensed on site. Increased criminal activity and other secondary effects including loitering occur at pain clinics. The Miami Gardens Police Department has observed dispensing of drugs, sales and other criminal activities on or around the properties where various clinics are located throughout the City. This type of activity threatens to undermine the economic health of the City’s development and redevelopment efforts, as well as our efforts to control crime. According to a recent Time Magazine article, prescription drug use in Florida rose from 2,780 in 2006 to 3,317 in 2007, and then to 3,750 in 2008. This last figure is equivalent to ten (10) reported deaths a day, more than the number of fatalities from street drugs such as cocaine and heroin. According to a recent Broward County Grand Jury Report entitled “The Proliferation of Pain Clinics in South Florida”(available at the desk of Mayor and Council Staff), pain clinics dispense nine million doses of OxyContin every six months throughout South Florida. Many patients engage in “doctor shopping” by obtaining and filling prescriptions at various clinics within a matter of hours. Although the State Legislature has authorized a prescription‐monitoring database to prevent doctor shopping, it has not been implemented. Many pain clinics only accept cash payments, which keeps them under the radar from the Florida Board of Medicine (BOM) and the Agency for Healthcare Administration (ACHA). In fact, patients travel to South Florida from as far as Tennessee and Kentucky to obtain prescription narcotics. This Ordinance does not interfere with the legitimate medical use of controlled substances, it does however, prohibit the location of dispensing of narcotic drugs on site at medical offices, to the extent permitted by law. Proposed Action: Councilman Oliver Gilbert recommends that the City Council approve this Ordinance. Attachment: None Page 7 of 227 ______________________________ Language deleted is stricken through and language added is underlined 1 ORDINANCE NO. 2010 ____ AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF MIAMI GARDENS, FLORIDA, AMENDING THE CITY’S CODE OF ORDINANCES TO PROHIBIT PAIN MANAGEMENT CLINICS FROM DISPENSING DRUGS ON-SITE; AMENDING SECTION 9-20 OF ORDINANCE NO. 2010-10-218 OF THE LAND DEVELOPMENT REGULATIONS (“LDRS”) TO PROHIBIT ON-SITE DISPENSING OF CONTROLLED SUBSTANCES AT MEDICAL OFFICES; AMENDING SECTION 10-30(DD) OF THE LDRS TO PROHIBIT MOBILE PAIN MANAGEMENT CLINICS; AMENDING APPENDIX “A” MASTER USE LIST AND USE DEFINITIONS OF THE LDRS TO INCLUDE DEFINITIONS FOR “PAIN MANAGEMENT CLINICS”; PROVIDING FOR ADOPTION OF REPRESENTATIONS; REPEALING ALL ORDINANCES IN CONFLICT; PROVIDING A SEVERABILITY CLAUSE; PROVIDING FOR INCLUSION IN CODE; PROVIDING AN EFFECTIVE DATE. WHEREAS, on May 12, 2010, the City Council enacted a moratorium on “pain clinics” within the City of Miami Gardens, and WHEREAS, the City Council directed Staff to study the nature and scope of regulating “pain clinics” and “pain management clinics” and businesses involved in the dispensing of narcotic drugs, and WHEREAS, the Miami Gardens Police Department has observed suspected drug sales, and other criminal activity on or around the properties on which various pain clinics are located, and WHEREAS, according to a recent TIME Magazine article, prescription drug use in Florida rose from 2,780 in 2006 to 3,317 in 2007, and then to 3,750 in 2008, the last figure is equivalent to about 10 reported deaths a day, more than the number of fatalities from street drugs like cocaine and heroin, and Page 8 of 227 ______________________________ Language deleted is stricken through and language added is underlined 2 WHEREAS, the illegal sale, use and delivery of controlled substances is a threat to the health, safety and welfare of the residents of the City of Miami Gardens, and WHEREAS, increased criminal activity and other secondary effects including parking, noise, loitering and littering associated with the narcotic-related activities at pain management clinics, is significant and threatens to undermine the economic health of the City’s development and redevelopment efforts, and WHEREAS, in the absence of regulations identifying where narcotic drugs may be dispensed, the City’s residents, visitors and businesses are more vulnerable to criminal actions, despite the provision of law enforcement services, and WHEREAS, this Ordinance is not intended to interfere with the legitimate medical use of controlled substances, but rather to prohibit the location of dispensing of narcotic drugs on site at medical offices, to the extent permitted by law, NOW, THEREFORE, BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF MIAMI GARDENS, FLORIDA, AS FOLLOWS: Section 1. ADOPTION OF REPRESENTATIONS: The foregoing Whereas paragraphs are hereby ratified and confirmed as being true, and the same are hereby made a specific part of this Ordinance. Section 2. DEFINITIONS: For purposes of this Section, “pain management clinics” or “pain clinics” shall be defined as: Page 9 of 227 ______________________________ Language deleted is stricken through and language added is underlined 3 1. Any clinic, medical office or medical practitioner’s office that is not affiliated with a hospital, hospice or other facility for treatment of terminally ill; and 2. One of the primary business purposes of such clinic, medical office or medical practitioner’s office is to prescribe or dispense pain medication, identified in Schedules II, III, IV in Sections 893.03, 893.035 or 893.0355, Florida Statutes, to individuals, or 3. The clinic, medical office or medical practitioner’s office advertises as being in business to prescribe pain medication, as defined above in subparagraph 2, and which may or may not provide dispensing of pain medication on site. Section 3. PROHIBITION: Pain management clinics are prohibited from on-site dispensing of controlled substances that are identified in Schedule II, III, or IV in Sections 893.03, 893.035, or 893.0355, Florida Statutes, in medical offices, unless otherwise expressly permitted by statutory or general law. The following are exempt from this prohibition: (1) A health care practitioner administering a controlled substance directly to a patient if the amount of the controlled substance is adequate to treat the patient during that particular treatment session. (2) A pharmacist or health care practitioner administering a controlled substance to a patient or resident receiving care at a hospital, nursing facility, institution or asylum, ambulatory surgical center, or hospice which is licensed in this state. (3) A pharmacist or health care practitioner administering a controlled substance to a patient or resident receiving care at an intermediate care facility for the developmentally disabled which is licensed in this state. (4) A health care practitioner administering a controlled substance in the emergency room of a licensed hospital. (5) A health care practitioner dispensing a one-time, 72-hour emergency resupply of a controlled substance to a patient. Page 10 of 227 ______________________________ Language deleted is stricken through and language added is underlined 4 Section 4. AMENDMENT: Section 9-20 of Ordinance No. 2010-10-218 is hereby amended as follows: (FF) Office -medical office/medical clinic. On-site dispensing of controlled substances that are identified in Schedule II, III, or IV in Sections 893.03, 893.035, or 893.0355, Florida Statutes is prohibited, unless otherwise expressly permitted by statutory or general law. The following are exempt from this prohibition: (1) A health care practitioner administering a controlled substance directly to a patient if the amount of the controlled substance is adequate to treat the patient during that particular treatment session. (2) A pharmacist or health care practitioner administering a controlled substance to a patient or resident receiving care at a hospital, nursing facility, institution or asylum, ambulatory surgical center, or hospice which is licensed in this state. (3) A pharmacist or health care practitioner administering a controlled substance to a patient or resident receiving care at an intermediate care facility for the developmentally disabled which is licensed in this state. (4) A health care practitioner administering a controlled substance in the emergency room of a licensed hospital. (5) A health care practitioner dispensing a one-time, 72-hour emergency resupply of a controlled substance to a patient. (GG) Pharmacy, drug store. Shall not be permitted to be located within the same establishment or building as any medical office or clinic, or as any medical or dental laboratory which is staffed by health care practitioners licensed to prescribe controlled substances identified in Schedule II, III, or IV in Sections 893.03, 893.035, or 893.0355, Florida Statutes, as may be amended from time to time. These supplemental regulations are not to be interpreted to limit the lawful operation of a hospital or institution or asylum separately defined and permitted in zoning districts according to separate regulations. Page 11 of 227 ______________________________ Language deleted is stricken through and language added is underlined 5 SECTION 5. RELETTERING: Paragraphs FF through PP of Section 9-20 of Ordinance No. 2010-10-218, as amended, are hereby relettered. SECTION 6. AMENDMENT: Section 10-30(DD) of Ordinance No. 2010-10-218 is hereby amended as follows: (DD) Mobile medical, professional unit. Mobile medical facilities or other self contained facilities that travel to several locations, are at the location for a period greater than twenty-four (24) hours, and provide medical or other professional services shall be required: (1) Special permit. Receive a special permit that is renewed annually. (2) Site plan. Provide a site plan for all locations indicating where the unit shall be placed on the site; and, (3) Visitation. Specify length of time and frequency of visits to the various locations. The unit shall be on each site no longer than thirty (30) days from the date permit is issued. Units shall visit the site no more than six (6) 6) times a year. (4) Mobile pain management clinics, as herein defined, shall be prohibited. Section 7. AMENDMENT: Appendix “A” Master Use List and Use Definitions of Ordinance No. 2010-10-218 is hereby amended as follows: USE RELATED USES DEFINITION Office medical office/medical clinic Chiropodists. Chiropractors. Christian Science practitioners. Cosmetic procedures and surgery Dentists. Dieticians. Medical clinics by appointment with and An establishment where patients are examined, treated or both on an individual basis by physicians, chiropractors, dentists, osteopaths, optometrists, acupuncturists, and other health practitioners who are duly licensed to Page 12 of 227 ______________________________ Language deleted is stricken through and language added is underlined 6 without laboratory and other incidental medical services. Midwives. Naturopaths. Nurses, registered and practical. Nutritionists. Occupational therapists. Optometrists. Osteopathic. Outpatient clinics. Rehabilitation centers. Physicians and surgeons. Physiotherapists. Podiatrists. Psychiatrists. Psychoanalysts. Psychologists. Psychotherapists. Urgent care centers Visiting nurse association. Walk in clinics with and without laboratory and other incidental medical services. practice their respective professions in the State of Florida. Does not include personal service establishments or places for treatment of animals, nor does it entail overnight patient stays. The offices of psychologists, social workers and mental health counselors are not medical offices. (See business and professional office). Shall not include pain management clinics, as herein defined. Rehabilitation centers. A type of medical office established to aid persons affected by excessive or illegal use of drugs, narcotics or other hallucinatory substances, not including alcohol, who have developed a dependency on such substances, including but not limited to methadone maintenance facilities, and outpatient rehabilitation facilities. Pain Clinic and Pain Management Clinic. 1. Any clinic, medical office or medical practitioner’s office that is not affiliated with a hospital, hospice or other facility for treatment of terminally ill; and 2. One of the primary Page 13 of 227 ______________________________ Language deleted is stricken through and language added is underlined 7 business purposes of such clinic, medical office or medical practitioner’s office is to prescribe or dispense pain medication, identified in Schedules II, III, IV in Sections 893.03, 893.035 or 893.0355, Florida Statutes, to individuals, or 3. The clinic, medical office or medical practitioner’s office advertises as being in business to prescribe pain medication, as defined above in subparagraph 2, and which may or may not provide dispensing of pain medication on site. Personal care services Barber shop. Hair saloon Nails saloon Jewelry repair Petting sitting service Tailors. Shoe repair Licensed massage therapy Personal training (fitness) studios Spa/wellness centers. Drycleaning. A business primarily engaged in providing individual services on the premises involving the care of a person or their apparel, jewelry and other items worn on one’s person. Astrologists and other fortune telling activities, medical services, and mortuaries and related businesses shall not be considered personal service establishments. Shall not include pain management clinics, as herein defined. Page 14 of 227 ______________________________ Language deleted is stricken through and language added is underlined 8 Section 8. CONFLICT: All ordinances or Code provisions in conflict herewith are hereby repealed. Section 9. SEVERABILITY: If any section, subsection, sentence, clause, phrase or portion of this Ordinance is for any reason held invalid or unconstitutional by any court of competent jurisdiction, such portion shall be deemed a separate, distinct and independent provision and such holding shall not affect the validity of the remaining portions of this Ordinance. Section 10. INCLUSION IN CODE: It is the intention of the City Council of the City of Miami Gardens that the provisions of this Ordinance shall become and be made a part of the Code of Ordinances of the City of Miami Gardens and that the section of this Ordinance may be renumbered or relettered and the word “Ordinance” may be changed to “Chapter,” “Section,” “Article” or such other appropriate word or phrase, the use of which shall accomplish the intentions herein expressed. Section 11. EFFECTIVE DATE: This Ordinance shall become effective immediately upon its final passage. PASSED ON FIRST READING ON THE 26TH DAY OF MAY, 2010. PASSED ON SECOND READING ON THE 9TH DAY OF JUNE, 2010. ADOPTED AND PASSED BY THE CITY COUNCIL OF THE CITY OF MIAMI GARDENS AT ITS REGULAR MEETING HELD ON THE 9TH DAY OF JUNE, 2010. Page 15 of 227 ______________________________ Language deleted is stricken through and language added is underlined 9 ________________________________ SHIRLEY GIBSON, MAYOR ATTEST: _________________________________ RONETTA TAYLOR, MMC, CITY CLERK PREPARED BY: SONJA K. DICKENS, CITY ATTORNEY SPONSORED BY: COUNCILMAN OLIVER GILBERT III Moved by: __________________ Second by: _________________ VOTE: _________ Mayor Shirley Gibson ____ (Yes) ____(No) Vice Mayor Aaron Campbell ____ (Yes) ____(No) Councilman Melvin L. Bratton ____(Yes) ____(No) Councilman Oliver Gilbert III ____ (Yes) ____(No) Councilman Andre’ Williams ____(Yes) ____(No) Councilwoman Sharon Pritchett ____ (Yes) ____(No) Councilwoman Barbara Watson ____ (Yes) ____(No) Page 16 of 227 City of Miami Gardens Agenda Cover Memo Council Meeting Date: May 26, 2010 Item Type: (Enter X in box) Resolution Ordinance Other X Fiscal Impact: Yes No Ordinance Reading: (Enter X in box) 1st Reading 2nd Reading x X Public Hearing: (Enter X in box) Yes No Yes No x Funding Source: N/A Advertising Requirement: (Enter X in box) Yes No x Contract/P.O. Required: (Enter X in box) Yes No RFP/RFQ/Bid #: N/A X Sponsor Name Dr. Danny O. Crew, City Manager Department: City Manager Short Title: AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF MIAMI GARDENS, FLORIDA, ADOPTING A MORATORIUM ON THE SUBMISSION, PROCESSING AND ISSUANCE OF CERTIFICATES OF USE AND BUSINESS TAX RECEIPTS FOR THE OPERATION OF “PAIN CLINICS” AND “PAIN MANAGEMENT CLINICS”; PROVIDING FOR EXCEPTIONS; PROVIDING FOR A STUDY(S); PROVIDING FOR ADOPTION OF REPRESENTATIONS; REPEALING ALL ORDINANCES IN CONFLICT; PROVIDING A SEVERABILITY CLAUSE; PROVIDING FOR INCLUSION IN CODE; PROVIDING AN EFFECTIVE DATE. Staff Summary: The attached ordinance proposes a temporary moratorium on the processing of certificates of use and business tax receipts for pain clinics within the City. By way of history, Councilman Oliver Gilbert contacted the City Attorney to determine whether the City prohibits pain management clinics. Councilman Gilbert was advised that the City does not currently prohibit pain management clinics. As such, Councilman Gilbert requested the City Attorney to draft an ordinance, to prohibit such uses, for consideration by the City Council. The Miami Gardens Police Department has recently become aware of increased criminal activity, including illegal prescription drug sales, noise, loitering and littering around pain clinics located within the City. As a result, the City Attorney suggested that the City Manager issue an administrative moratorium to allow Staff an opportunity to study the matter and draft the legislation proposed by Councilman Gilbert. On April 13, 2010, the City Manager issued an ITEM I-1) ORDINANCE SECOND READING/PUBLIC HEARING Moratorium on Pain Management Clinic Page 17 of 227 1515 NW 167 Street, Building 5 Suite 200 Miami Gardens, Florida 33169 administrative moratorium on the processing of any and all zoning approvals, including certificates of use and business tax receipts, relating to pain management clinics within the City of Miami Gardens. During the period of the administrative moratorium, Staff has begun conducting research and studying various regulatory options. It is anticipated that a final version of the attached Ordinance regulating pain management clinics will be placed on the agenda for the May 26, 2010 meeting of the City Council. Proposed Action: Staff recommends that the City Council adopt a moratorium on the processing of any and all zoning approvals, including certificates of use and business tax receipts, relating to pain management clinics within the City of Miami Gardens, until the ordinance requested by Councilman Gilbert can be finalized. Attachment: None Page 18 of 227 1 ORDINANCE NO. 2010 ____ 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF MIAMI GARDENS, FLORIDA, ADOPTING A MORATORIUM ON THE SUBMISSION, PROCESSING AND ISSUANCE OF CERTIFICATES OF USE AND BUSINESS TAX RECEIPTS FOR THE OPERATION OF PAIN CLINICS AND PAIN MANAGEMENT CLINICS; PROVIDING FOR EXCEPTIONS; PROVIDING FOR A STUDY(S); PROVIDING FOR ADOPTION OF REPRESENTATIONS; REPEALING ALL ORDINANCES IN CONFLICT; PROVIDING A SEVERABILITY CLAUSE; PROVIDING FOR INCLUSION IN CODE; PROVIDING AN EFFECTIVE DATE. WHEREAS, pursuant to Article VII, Section 2 of the Florida Constitution and Chapter 166 of the Florida Statutes, the City of Miami Gardens is authorized and required to protect the public health, safety and welfare of its citizens and has the power and authority to enact regulations for valid governmental purposes that are not inconsistent with general or special law, and WHEREAS, the City and surrounding neighboring municipalities have have experienced an influx of “pain clinics” and “pain management clinics”, and WHEREAS, a pattern of illegal drug use and distribution has been associated with pain management clinics, which dispense on-site narcotic drugs, and WHEREAS, Staff is requesting time to research and study the nature and scope of possible measures for regulating “pain clinics” and “pain management clinics” and businesses involved in the dispensing of narcotic prescription drugs, NOW, THEREFORE, BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF MIAMI GARDENS, FLORIDA, AS FOLLOWS: Section 1. ADOPTION OF REPRESENTATIONS: The foregoing Whereas paragraphs are hereby ratified and confirmed as being true, and the same are hereby made a specific part of this Ordinance. Page 19 of 227 Section 2. ESTABLISHMENT OF MORATORIUM: A moratorium on the submission, processing and issuance of Certificates of Use and Business Tax Receipts for the operation of pain clinics and pain management clinics, as defined herein is hereby established for a period of sixty (60) days from the effective date of this ordinance. The moratorium is subject to the provisions of Section 3 herein. Except as otherwise provided herein, no department of the City shall issue any permits, development orders, or undertake the review and approval of any site plans, building permits, or development plans with respect to such uses within the City during the term of the moratorium established hereby. 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 Section 3. EXEMPTION: This moratorium shall not affect any business currently operating within the City pursuant to a validly issued Business Tax Receipt until the renewal date of such business tax receipt. Section 4: STUDY: The City Manager and City Attorney, as well as such other departments of the City, as the City Manager shall deem appropriate shall continue to study pain management clinics and shall report back to the Mayor and City Council the results of any studies. Section 5. CONFLICT: All ordinances or Code provisions in conflict herewith are hereby repealed. Section 6. SEVERABILITY: If any section, subsection, sentence, clause, phrase or portion of this Ordinance is for any reason held invalid or unconstitutional by any court of competent jurisdiction, such portion shall be deemed a separate, distinct and independent provision and such holding shall not affect the validity of the remaining portions of this Ordinance. Page 20 of 227 Section 7. INCLUSION IN CODE: It is the intention of the City Council of the City of Miami Gardens that the provisions of this Ordinance shall become and be made a part of the Code of Ordinances of the City of Miami Gardens and that the section of this Ordinance may be renumbered or relettered and the word “Ordinance” may be changed to “Chapter,” “Section,” “Article” or such other appropriate word or phrase, the use of which shall accomplish the intentions herein expressed. 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 32 33 34 Section 8. EFFECTIVE DATE: This Ordinance shall become effective immediately upon its final passage. PASSED ON FIRST READING ON THE 12TH DAY OF MAY, 2010. PASSED ON SECOND READING ON THE ____ DAY OF ____, 2010. ADOPTED AND PASSED BY THE CITY COUNCIL OF THE CITY OF MIAMI GARDENS AT ITS REGULAR MEETING HELD ON THE ___ DAY OF ____, 2010. ___________________________ _____ SHIRLEY GIBSON, MAYOR ATTEST: _________________________________ RONETTA TAYLOR, MMC, CITY CLERK Prepared by SONJA K. DICKENS, CITY ATTORNEY SPONSORED BY: DANNY O. CREW, CITY MANAGER Moved by: __________________ Second by: _________________ Page 21 of 227 1 2 3 4 VOTE: _________ 5 Mayor Shirley Gibson ____ (Yes) ____(No) 6 Vice Mayor Aaron Campbell ____ (Yes) ____(No) 7 Councilman Melvin L. Bratton ____(Yes) ____(No) 8 Councilman Oliver Gilbert III ____ (Yes) ____(No) 9 Councilman Andre’ Williams ____(Yes) ____(No) 10 Councilwoman Sharon Pritchett ____ (Yes) ____(No) 11 Councilwoman Barbara Watson ____ (Yes) ____(No) 12 13 14 15 16 Page 22 of 227 ______________________________ Language deleted is stricken through and language added is underlined 1 ORDINANCE NO. 2010 ____ AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF MIAMI GARDENS, FLORIDA, AMENDING SECTION 9-10 USE REGULATIONS; AMENDING SECTION 9-20 USES PERMITTED WITH EXTRA REQUIREMENTS; AMENDING SECTION 10-30 ACCESSORY USES AND STRUCTURES, ADDITIONAL STANDARDS; AMENDING SECTION 12-80 NUMBER OF REQUIRED OFF-STREET PARKING SPACE REQUIREMENTS FOR ALL DISTRICTS AND USES; PROVIDING FOR ADOPTION OF REPRESENTATIONS; REPEALING ALL ORDINANCES IN CONFLICT; PROVIDING A SEVERABILITY CLAUSE; PROVIDING FOR INCLUSION IN CODE; PROVIDING AN EFFECTIVE DATE WHEREAS, on April 7, 2010, the City Council of the City of Miami Gardens adopted its own Land Development Regulations to ensure that future development and redevelopment within the City of Miami Gardens is architecturally and aesthetically pleasing and in line with the policies adopted by the City’s Comprehensive Development Master Plan (CDMP), as well as to promote public health, safety and welfare, and WHEREAS, the City Council directed Staff to study the nature and scope of regulating “pain clinics” and “pain management clinics” and businesses involved in the dispensing of narcotic drugs, and WHEREAS, the Miami Gardens Police Department has observed suspected drug sales, and other criminal activity on or around the properties on which various pain clinics are located, and WHEREAS, according to a recent TIME Magazine article, prescription drug use in Florida rose from 2,780 in 2006 to 3,317 in 2007, and then to 3,750 in Page 23 of 227 ______________________________ Language deleted is stricken through and language added is underlined 2 2008, the last figure is equivalent to about 10 reported deaths a day, more than the number of fatalities from street drugs like cocaine and heroin, and WHEREAS, the illegal sale, use and delivery of controlled substances is a threat to the health, safety and welfare of the residents of the City of Miami Gardens, and WHEREAS, increased criminal activity and other secondary effects including parking, noise, loitering and littering associated with the narcotic-related activities at pain management clinics, is significant and threatens to undermine the economic health of the City’s development and redevelopment efforts, and WHEREAS, in the absence of regulations identifying where narcotic drugs may be dispensed, the City’s residents, visitors and businesses are more vulnerable to criminal actions, despite the provision of law enforcement services, and WHEREAS, this Ordinance is not intended to interfere with the legitimate medical use of controlled substances, but rather to prohibit the location of dispensing of narcotic drugs on site at medical offices, to the extent permitted by law, NOW, THEREFORE, BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF MIAMI GARDENS, FLORIDA, AS FOLLOWS: Section 1. ADOPTION OF REPRESENTATIONS: The foregoing Whereas paragraphs are hereby ratified and confirmed as being true, and the same are hereby made a specific part of this Ordinance. Page 24 of 227 ______________________________ Language deleted is stricken through and language added is underlined 3 Section 2. DEFINITIONS: The following words, terms and phrases, when used in this Ordinance, shall have the meanings ascribed to them in this Section, except where the context clearly indicates a different meaning: A. Pharmacy. Any establishment offering on-site dispensing of prescription drugs. B. Pain Clinic and Pain Management Clinic. 1. Any clinic, medical office or medical practitioner’s office that is not affiliated with a hospital, hospice or other facility for treatment of terminally ill; and 2. The primary business purpose of such clinic, medical office or medical practitioner’s office it to prescribe or dispense pain medication, identified in Schedules II, III, IV in Sections 893.03, 893.035 or 893.0355, Florida Statutes, to individuals, or 3. The clinic, medical office or medical practitioner’s office advertises as being in business to prescribe pain medication, as defined above in subparagraph 2, and which may or may not provide dispensing of pain medication on site. Section 3. AMENDMENT. Section 9-10 of the Land Development Code is hereby amended as follows: Table 1: Permitted Uses. Zoning Districts/Uses R-1 R-2 R-15 R 25 R-50 NC PCD OF I-1 I-2 PD AU GP OFFICE TYPE USES Call Center P P P P P Office-business, sales, professional, semi-professional services P P P P P P Office-medical office/medical clinic P P P P P P Pain management P P P Page 25 of 227 ______________________________ Language deleted is stricken through and language added is underlined 4 clinics Section 4. AMENDMENT: Section 9-20 of the Land Development Code is hereby amended as follows: (EE) Office -medical office/medical clinic. Shall be subject to the following supplemental regulations: (1) On-site dispensing of controlled substances identified in Schedule II, III, or IV in Sections 893.03, 893.035, or 893.0355, Florida Statutes, as may be amended from time to time, is prohibited, unless otherwise expressly permitted as follows: (a) A health care practitioner when administering a controlled substance directly to a patient if the amount of the controlled substance is adequate to treat the patient during that particular treatment session. (b) A pharmacist or health care practitioner when administering a controlled substance to a patient or resident receiving care at a hospital, nursing facility, institution or asylum, ambulatory surgical center, or hospice which is licensed in this state. state. (c) A pharmacist or health care practitioner when administering a controlled substance to a patient or resident receiving care at an intermediate care facility for the developmentally disabled which is licensed in this state. (d) A health care practitioner when administering a controlled substance in the emergency room of a licensed hospital. (e) A health care practitioner when dispensing a one-time, 72-hour emergency resupply of a controlled substance to a patient. (GG) Pain management clinics. It shall be expressly prohibited the activity of onsite dispensing or controlled substances that are indentified in Schedules II, III, or IV in Sections 893.03, 893.035 or 893.0355, Florida Statue, unless otherwise expressly permitted by law. On-site dispensing shall mean in within the clinic, or within the building of which the clinic is located. Pain management clinics shall not be located within the same building where a pharmacy is located. Page 26 of 227 ______________________________ Language deleted is stricken through and language added is underlined 5 (HH) Pharmacy, drug store. Shall not be permitted to be located within the same establishment or building as any medical office or clinic, or as any medical or dental laboratory, or any pain management clinic which is staffed by health care practitioners licensed to prescribe controlled substances identified in Schedule II, III, or IV in Sections 893.03, 893.035, or 893.0355, Florida Statutes, as may be amended from time to time. A pharmacy shall not be located within the same building where a pain management clinic is located. These supplemental regulations are not to be interpreted to limit the lawful operation of a hospital or institution or asylum separately defined and permitted in zoning districts according to separate regulations. SECTION 5. AMENDMENT: Section 10-30(DD) of the Land Development Code is hereby amended as follows: (A) Mobile medical, professional unit. Mobile medical facilities or other self contained facilities that travel to several locations, are at the location for a period greater than twenty-four (24) hours, and provide medical or other professional services shall be required: (1) Special permit. Receive a special permit that is renewed annually. (2) Site plan. Provide a site plan for all locations indicating where the unit shall be placed on the site; and, (3) Visitation. Specify length of time and frequency of visits to the various locations. The unit shall be on each site no longer than thirty (30) days from the date permit is issued. Units shall visit the site no more than six (6) times a year. (4) Mobile pain management clinics, as herein defined, shall be prohibited. SECTION 6. AMENDMENT: Section 12-80(E) of the Land Development Code is hereby amended as follows: Page 27 of 227 ______________________________ Language deleted is stricken through and language added is underlined 6 Table 1-Off-Street Parking Requirements USE MININMUM NUMBER OF OFF-STREET PARKING SPACES COMMERICAL TYPE USES Call center 1 per 300 square feet of GFA Office-business, sales, professional, semi-professional services 1 per 300 square feet of GFA Office-medical office/medical clinic 1 per 250 square feet of GFA Pain management clinic Parking analysis or 1 per 250 GFA, whichever is greater Section 7. AMENDMENT: Appendix “A” Master Use List and Use Definitions of the Land Development Code are hereby amended as follows: USE RELATED USES DEFINITION Office medical office/medical clinic Chiropodists. Chiropractors. Christian Science practitioners. Cosmetic procedures and surgery Dentists. Dieticians. Medical clinics by appointment with and without laboratory and other incidental medical services. Midwives. Naturopaths. Nurses, registered and practical. Nutritionists. Occupational therapists. Optometrists. Osteopathic. Outpatient clinics. Rehabilitation centers. Physicians and surgeons. An establishment where patients are examined, treated or both on an individual basis by physicians, chiropractors, dentists, osteopaths, optometrists, acupuncturists, and other health practitioners who are duly licensed to practice their respective professions in the State of Florida. Does not include personal service establishments or places for treatment of animals, nor does it entail overnight patient stays. The offices of psychologists, social workers and mental health counselors are not medical offices. (See business and Page 28 of 227 ______________________________ Language deleted is stricken through and language added is underlined 7 Physiotherapists. Podiatrists. Psychiatrists. Psychoanalysts. Psychologists. Psychotherapists. Urgent care centers Visiting nurse association. Walk in clinics with and without laboratory and other incidental medical services. professional office). Shall not include pain management clinics, as herein defined. Rehabilitation centers. A type of medical office established to aid persons affected by excessive or illegal use of drugs, narcotics or other hallucinatory substances, not including alcohol, who have developed a dependency on such substances, including but not limited to methadone maintenance facilities, and outpatient rehabilitation facilities. Pain management clinic Pain clinic Any clinic, medical office or medical practitioner’s office that is not affiliated with a hospital, hospice or other facility for treatment of terminally ill; and The primary business purpose of such clinic, medical office or medical practitioner’s office it to prescribe or dispense pain medication, identified in Schedules II, III, IV in Sections 893.03, 893.035 or 893.0355, Florida Statutes, to individuals, or The clinic, medical office or medical practitioner’s office advertises as being in business to prescribe pain medication, identified in Schedules II, III, IV in Sections 893.03, 893.035 Page 29 of 227 ______________________________ Language deleted is stricken through and language added is underlined 8 or 893.0355, Florida Statutes, and which may or may not provide dispensing of pain medication on site. Personal care services Barber shop. Hair saloon Nails saloon Jewelry repair Petting sitting service Tailors. Shoe repair Licensed massage therapy Personal training (fitness) studios Spa/wellness centers. Drycleaning. A business primarily engaged in providing individual services on the premises involving the care of a person or their apparel, jewelry and other items worn on one’s person. Astrologists and other fortune telling activities, medical services, and mortuaries and related businesses shall not be considered personal service establishments. Shall not include pain management clinics, as herein defined. Section 8. CONFLICT: All ordinances or Code provisions in conflict herewith are hereby repealed. Section 9. SEVERABILITY: If any section, subsection, sentence, clause, phrase or portion of this Ordinance is for any reason held invalid or unconstitutional by any court of competent jurisdiction, such portion shall be deemed a separate, distinct and independent provision and such holding shall not affect the validity of the remaining portions of this Ordinance. Section 10. INCLUSION IN CODE: It is the intention of the City Council of the City of Miami Gardens that the provisions of this Ordinance shall Page 30 of 227 ______________________________ Language deleted is stricken through and language added is underlined 9 become and be made a part of the Code of Ordinances of the City of Miami Gardens and that the section of this Ordinance may be renumbered or relettered and the word “Ordinance” may be changed to “Chapter,” “Section,” “Article” or such other appropriate word or phrase, the use of which shall accomplish the intentions herein expressed. Section 11. EFFECTIVE DATE: This Ordinance shall become effective immediately upon its final passage. PASSED ON FIRST READING ON THE 26TH DAY OF MAY, 2010. PASSED ON SECOND READING ON THE 9TH DAY OF JUNE, 2010. ADOPTED AND PASSED BY THE CITY COUNCIL OF THE CITY OF MIAMI GARDENS AT ITS REGULAR MEETING HELD ON THE 9TH DAY OF JUNE, 2010. ________________________________ SHIRLEY GIBSON, MAYOR ATTEST: _________________________________ RONETTA TAYLOR, MMC, CITY CLERK Prepared by SONJA K. DICKENS, CITY ATTORNEY SPONSORED BY: COUNCILMAN OLIVER GILBERT III Moved by: __________________ Page 31 of 227 ______________________________ Language deleted is stricken through and language added is underlined 10 Second by: _________________ VOTE: _________ Mayor Shirley Gibson ____ (Yes) ____(No) Vice Mayor Aaron Campbell ____ (Yes) ____(No) Councilman Melvin L. Bratton ____(Yes) ____(No) Councilman Oliver Gilbert III ____ (Yes) ____(No) Councilman Andre’ Williams ____(Yes) ____(No) Councilwoman Sharon Pritchett ____ (Yes) ____(No) Councilwoman Barbara Watson ____ (Yes) ____(No) Page 32 of 227 City of Miami Gardens Agenda Cover Memo Council Meeting Date: May 26, 2010 Item Type: (Enter X in box) Resolution Ordinance Other X Fiscal Impact: (Enter X in box) Yes No Ordinance Reading: (Enter X in box) 1st Reading 2nd Reading X Public Hearing: (Enter X in box) Yes No Yes No X Funding Source: Parks and Recreation General Funds Advertising Requirement: (Enter X in box) Yes No X Contract/P.O. Required: (Enter X in box) Yes No RFP/RFQ/Bid #: X ITB#0910041 Sponsor Name Dr. Danny Crew, City Manager Department: Parks and Recrecation Department Short Title: A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF MIAMI GARDENS, FLORIDA, AWARDING A BID TO SPIRIT WEAR, INC., IN AN AMOUNT NOT TO EXCEED ONE HUNDRED THIRTY-EIGHT THOUSAND, SIX HUNDRED SIXTEEN DOLLARS AND 65/100 CENTS ($138,616.65), FOR CHEERLEADING UNIFORMS; AUTHORIZING THE CITY MANAGER TO ISSUE A PURCHASE ORDER NOT TO EXCEED THIS AMOUNT; AUTHORIZING AN AWARD TO VARSITY SPIRIT FASHIONS/CDT OF MEMPHIS, TN, IN THE EVENT SPIRIT WEAR, INC. IS DEEMED NON-COMPLIANT DURING THE CONTRACT PERIOD; PROVIDING FOR THE ADOPTION OF REPRESENTATIONS; PROVIDING AN EFFECTIVE DATE Staff Summary: Background The City of Miami Gardens Parks and Recreation Department is launching its inaugural Youth Sports Program this year. This program will encompass numerous competitive sports programs, teach the fundamentals of each sport, as well as seek to develop student athletes. Current Situation The initial sporting activities will be youth football and cheerleading. In an effort to provide cheerleading uniforms for the Youth Sports Program, the City solicited bids to obtain the uniforms from a responsible vendor. ITEM J-1) CONSENT AGENDA RESOLUTION Awarding a bid to Spirit Wear, Inc. Page 33 of 227 1515 NW 167 Street, Building 5 Suite 200 Miami Gardens, Florida 33169 The cheerleading uniforms included cheerleading shell tops, bodyliners, a‐line skirt, flyer skirts, practice shorts and game briefs. The uniforms encompass the necessary items for practice, gameday, and competition uniforms. All items will be purchased on an as needed basis, depending on the number of registered participants. The purchase quantities for the cheerleading uniforms will not exceed the following: • Game Shell Tops: one thousand one hudred twenty five (1,125) • Game Body Liners: one thousand one hudred twenty five (1,125) • Game Skirts: one thousand one hudred twenty five (1,125) • Flyer Skirts: ninety (90)* • Practice Shorts: one thousand one hudred twenty five (1,125) • Practice Briefs: one thousand one hudred twenty five (1,125) *There are eighteen (18) flyers per park , and five (5) parks participating in the cheerleading program. City Staff prepared specifications and publicly advertised on April 8, 2010. A broadcast notice was sent to 331 vendors. Nineteen (19) vendors requested bid packages. The bids were opened on April 22, 2010. Six (6) bids were received and publicly read. All Bids were evaluated for compliance with specifications and compliance with ability to provide needed quantity. A copy of the bid document and submittals are available for review at the Assistant to the Mayor and Council’s office. One Stop Business Solutions did not bid on all items and therefore was deemed non‐responsive. FG Athletic was the lowest bidder for the cheerleading uniforms. However, after physical inspections of various uniform samples, it was determined that the items bid by this vendor did not meet the specifications. The next lowest responsible bidder is Spirit Wear. Similarly, City Staff inspected the various uniform samples and determined that this vendor’s bid met the bid specifications. Staff is therefore recommending award for the purchase of all of the outlined cheerleading uniforms to Spirit Wear of Hialeah, Fl. The City Council would need to authorize the City Manager to execute a purchase order for this vendor in the amount not to exceed $138,616.65. This contract is for a two year term with City option to renew for an additional two years. City staff also requests approval to award Varsity Spirit Fashions of Memphis, TN as a secondary vendor to assure availability of product in the case that the primary vendor is deemed unresponsive or non‐compliant during the contract period. Proposed Action: That the City Council authorize the City Manager to issue a purchase order to Spirit Wear, not to exceed $138,616.65 for up to one thousand one hundred twenty five (1125) cheerleading game shell tops, one thousand one hundred twenty five (1125) cheerleading game bodyliners (1125), one thousand one hundred twenty five (1125) cheerleading game skirts, ninety (90) cheerleading game flyer skits, one thousand one hundred twenty five (1125) practice shorts and one thousand one hundred twenty five (1125) cheerleading game briefs based on the number of registered participants. Page 34 of 227 1515 NW 167 Street, Building 5 Suite 200 Miami Gardens, Florida 33169 The City also request approval to award Varsity Spirit Fashions of Memphis, TN as a secondary vendor and to assure availabilty in the case that the primary vendor is deemed unresponsive or non‐compliant during the contract period. Attachment: Attachment A –Bid Tabulation Page 35 of 227 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 RESOLUTION No. 2010-A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF MIAMI GARDENS, FLORIDA, AWARDING A BID TO SPIRIT WEAR, INC., IN AN AMOUNT NOT TO EXCEED ONE HUNDRED THIRTY-EIGHT THOUSAND, SIX HUNDRED SIXTEEN DOLLARS AND 65/100 CENTS ($138,616.65), FOR CHEERLEADING UNIFORMS; AUTHORIZING THE CITY MANAGER TO ISSUE A PURCHASE ORDER NOT TO EXCEED THIS AMOUNT; AUTHORIZING AN AWARD TO VARSITY SPIRIT FASHIONS/CDT OF MEMPHIS, TN, IN THE EVENT SPIRIT WEAR, INC. IS DEEMED NON-COMPLIANT DURING THE CONTRACT PERIOD; PROVIDING FOR THE ADOPTION OF REPRESENTATIONS; PROVIDING AN EFFECTIVE DATE. WHEREAS, the City of Miami Gardens Parks and Recreation Department is launching its inaugural Youth Sports Program this year, and WHEREAS, it is necessary for the City to order sports uniforms for the youth who will be participating in the activities, and WHEREAS, the City issued Invitation To Bid #09-10-041 for uniforms, and WHEREAS, six (6) bids were received and publicly read, and WHEREAS, all bids were evaluated for compliance, specifications, and the ability to provide the needed quantities, and WHEREAS, Spirit Wear, Inc., is the lowest responsible bidder, and WHEREAS, City staff is recommending that the City Council authorizes the City Manager to issue a purchase order accordingly, and WHEREAS, the award will be for a two (2) year contract term, with an option to renew for two (2) additional years, and 1 Page 36 of 227 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 WHEREAS, City staff is also requesting approval to award a bid to Varsity Spirit Fashions/CDT of Memphis, TN, in the event the primary vendor is deemed unresponsive or non-compliant during the contract period, NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF MIAMI GARDENS, FLORIDA, AS FOLLOWS: Section 1. ADOPTION OF REPRESENTATIONS: The foregoing Whereas paragraphs are hereby ratified and confirmed as being true, and the same are hereby made a specific part of this Resolution. Section 2. AUTHORIZATION: The City Council of the City of Miami Gardens hereby authorizes the award of a primary bid to Spirit Wear, Inc., in an amount not to exceed One Hundred Thirty-Eight Thousand, Six Hundred Sixteen Dollars and 65/100 Cents ($138,616.65) for cheerleading uniforms, and authorizes the City Manager to issue a Purchase Order not to exceed this amount. The City Council further authorizes an award to Varsity Spirit Fashions/CDT of Memphis, TN, in the event Spirit Wear, Inc. is deemed non-compliant during the contract period. Section 3. EFFECTIVE DATE: This Resolution shall take effect immediately upon its final passage. PASSED AND ADOPTED BY THE CITY COUNCIL OF THE CITY OF MIAMI GARDENS AT ITS REGULAR MEETING HELD ON MAY 26, 2010. _________________________________ SHIRLEY GIBSON, MAYOR 2 Page 37 of 227 3 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 ATTEST: _________________________________ RONETTA TAYLOR, MMC, CITY CLERK PREPARED BY: SONJA K. DICKENS, CITY ATTORNEY SPONSORED BY: DANNY CREW, CITY MANAGER MOVED BY:_____________________ VOTE: _____ 23 Mayor Shirley Gibson (Yes) ___(No) 24 Vice Mayor Aaron Campbell, Jr. (Yes) ___(No) 25 Councilman Melvin L. Bratton (Yes) ___(No) 26 Councilman Oliver Gilbert, III (Yes) ___(No) 27 Councilwoman Barbara Watson (Yes) ___(No) 28 Councilwoman Sharon Pritchett (Yes) ___(No) 29 Councilman André Williams (Yes) ___(No) 30 31 32 Page 38 of 227 Item FOOTBALL UNIFORMS Est. Qty. Unit Price Extended Price Unit Price Extended Price Unit Price Extended Price Unit Price Extended Price Unit Price Extended Price Unit Price Extended Price A‐Team Vikings 1 Game Jersey April 22, 2010 ITB # 09-10-041 FOOTBALL & CHEERLEADING UNIFORMS City of Miami Gardens This is only a tabulation of prices submitted and is not an indication of award or responsiveness. Spirit Wear Hialeah, FL Varsity Spirit Fashions Memphis, TN GameWear Miami, FL One Stop Business Solution Miami Gardens, FL FG Athletics Miami Gardens, FL Matty's Sports Miami, FL Brand: Game Wear Style: Prodigy or "Approved Equal" meeting specifications. 333 No Bid $65.00 $21,645.00 No Bid $45.00 $14,985.00 No Bid $46.95 $15,634.35 Brand/Model Offered 2 Game Pants Brand: Game Wear Style: Havoc or "Approved Equal" meeting specifications. 333 No Bid $43.00 $14,319.00 No Bid $35.00 $11,655.00 No Bid $46.95 $15,634.35 Brand/Model Offered B‐Team Bulldogs 1 Game Jersey Brand: Game Wear Style: Fire or "Approved Equal" Equal" meeting specifications. No Bid $60.00 $19,980.00 No Bid $45.00 $14,985.00 No Bid $46.95 $15,634.35 MATJAC/FBP01 FG Athletics/REAPER MATJAC/FBJ01 FG Athletics/REAPER GameWear Prodigy GameWear Prodigy 333 Brand/Model Offered GameWear Fire FG Athletics/STEALTH MATJAC/FBJ02 Page 39 of 227 2 Game Pants Brand: Game Wear Style: Dagger or "Approved Equal" meeting specifications. 333 No Bid $43.00 $14,319.00 No Bid $35.00 $11,655.00 No Bid $46.95 $15,634.35 Brand/Model Offered C‐Team Ravens 1 Game Jersey Brand: Game Wear Style: Crush or "Approved Equal" meeting specifications. 333 No Bid $47.00 $15,651.00 No Bid $45.00 $14,985.00 No Bid $46.95 $15,634.35 Brand/Model Offered 2 Game Pants Brand: Game Wear Style: Rush or "Approved Equal" meeting specifications. 333 No Bid $38 00 $12 654 00 No Bid $35 00 $11 655 00 No Bid $46 95 $15 634 35 MATJAC/FBP02 GameWear Crush FG Athletics/RAVENS MATJAC/FBJ03 GameWear Dagger FG Athletics/STEALTH 38.00 12,654.00 35.00 11,655.00 46.95 15,634.35 Brand/Model Offered D‐Team Rams 1 Game Jersey Brand: Game Wear Style: Cyclone or "Approved Equal" meeting specifications. 333 No Bid $65.00 $21,645.00 No Bid $45.00 $14,985.00 No Bid $46.95 $15,634.35 Brand/Model Offered 2 Game Pants Brand: Game Wear Style: Lighting or "Approved Equal" meeting specifications. 333 No Bid $43.00 $14,319.00 No Bid $35.00 $11,655.00 No Bid $46.95 $15,634.35 Brand/Model Offered MATJAC/FBP03 GameWear Cyclone MATJAC/FBJ04 GameWear Rush FG Athletics/RAVENS GameWear Lighting FG Athletics/WILDCATS FG Athletics/WILDCATS MATJAC/FBP04 Page 40 of 227 E‐Team Cowboys 1 Game Jersey Brand: Game Wear Style: Warrior or "Approved Equal" meeting specifications. 333 No Bid $51.00 $16,983.00 No Bid $45.00 $14,985.00 No Bid $46.95 $15,634.35 Brand/Model Offered 2 Game Pants Brand: Game Wear Style: Galaxy or "Approved Equal" meeting specifications. 333 No Bid $43.00 $14,319.00 No Bid $35.00 $11,655.00 No Bid $46.95 $15,634.35 Brand/Model Offered F‐Football Practice Gear 1 Practice Shorts all team colors GameWear Warrior FG Athletics/SUB‐0 GameWear Galaxy FG Athletics/SUB‐0 MATJAC/FBJ05 MATJAC/FBP05 Varsity Spirit Fashions GameWear One Stop Business Solution FG Athletics Spirit Wear Matty's Sports Available in colors, Youth & Adult sizes: XXS‐XXXL Brand: GTM Sports Wear Youth Style: YSH800 or "Approved Equal" meeting specifications. 1700 No Bid No Bid $5.25 $8,925.00 $7.00 $11,900.00 No Bid $4.75 $8,075.00 Brand/Model Offered 2 Practice Pants Youth & Adult sizes: XXS‐XXXL Brand: Alleson Athletic or "Approved Equal" meeting specifications. 1700 No Bid No Bid $16.00 $27,200.00 $9.00 $15,300.00 No Bid $8.35 $14,195.00 Brand/Model Offered 3 Practice Jerseys Available in all team colors, Youth & Adult Sizes: XXS‐XXXL Brand: Alleson Athletic or "Approved Equal" meeting 1700 N Bid N Bid $15 00 25 500 00 11 00 18 700 00 N $5 90 $10 030 00 Universal Athletic/416‐2 Universal Athletic/FBSPC Force 2000 YM Champo/FY & FPA FG Athletics/FP100 FG Athletics/FP100 specifications. No No 15.00 $25,500.00 $11.00 $18,700.00 No Bid 5.90 10,030.00 Brand/Model Offered TOTAL FOOTBALL UNIFORMS NO BID $165,834.00 $52,838.00 $179,100.00 NO BID $188,643.50 Page 41 of 227 CHEERLEADING UNIFORMS A-Team Vikings Est. Qty. Unit Price Extended Price Unit Price Extended Price Unit Price Extended Price Unit Price Extended Price Unit Price Extended Price Unit Price Extended Price 1 Cheerleading Women's Shell Top Available in team colors, Available in Youth and adult sizes: XS‐XXXL Varsity WS063A or "Approved Equal" meeting specifications. 225 $61.20 $13,770.00 No Bid No Bid $40.00 $9,000.00 $46.97 $10,568.25 No Bid Brand/Model Offered 2 Cheerleading Women's Bodyliner Available in team colors, Available in Youth and adult sizes: XS‐XXXL Varsity MFBLR054W or "Approved FG Athletics Varsity/CDT FG Athletics/C530 Varsity Spirit Fashions GameWear One Stop Business Solution Adult WS063A/Youth CYW52706 Matty's Sports Spirit Wear/145BA Spirit Wear pp Equal" meeting specifications. 225 $50.11 $11,274.75 No Bid No Bid $17.00 $3,825.00 $24.72 $5,562.00 No Bid Brand/Model Offered 3 Cheerleading Women's A‐Line Skirt Available in team colors, Available in Youth and adult sizes: XS‐XXXL Varsity WS063A or "Approved Equal" meeting specifications. 225 34.42 7,744.50 No Bid No Bid $30.00 $6,750.00 $32.97 $7,418.25 No Bid Brand/Model Offered 4 Cheerleading Flyer Skirt Available in team colors, Available in Youth and adult sizes: XS‐XXXL Varsity S1289 or "Approved Equal" meeting Varsity/CDT Varsity/CDT #MFLR054W FG Athletics/BL100 Adult 50947/Youth YS0947 Spirit Wear 2 color arms FG Athletics/CA100 Spirit Wear/350B Equal specifications. 18 55.68 1,002.24 No Bid No Bid $30.00 $540.00 $45.62 $821.16 No Bid Brand/Model Offered Adult S1298/Youth YS1298 Varsity/CDT FG Athletics/CFS06 Spirit Wear/312 Page 42 of 227 B-Team Bulldogs 1 Cheerleading Women's Shell Top Available in team colors, Available in Youth and adult sizes: XS‐XXXL Varsity WS100A or "Approved Equal" meeting specifications. 225 $64.38 $14,485.50 No Bid No Bid $40.00 $9,000.00 $36.97 $8,318.25 No Bid Brand/Model Offered 2 Cheerleading Women's Bodyliner Available in team colors, Available in Youth and adult sizes: XS‐XXXL Varsity MFBLR022W or "Approved Equal" meeting specifications. 225 $46 71 $10 509 75 No Bid No Bid $17 00 $3 825 00 $24 72 $5 562 00 No Bid FG Athletics/C530 Adult WS100A/Youth YSW100A Varsity/CDT Varsity Spirit Fashions GameWear One Stop Business Solution FG Athletics Spirit Wear Matty's Sports Spirit Wear/110A 46.71 10,509.75 17.00 3,825.00 24.72 5,562.00 Brand/Model Offered 3 Cheerleading Women's A‐Line Skirt Available in Youth and adult sizes: XS‐XXXL Varsity S406 or "Approved Equal" meeting specifications. 225 $34.42 $7,744.50 No Bid No Bid $17.00 $3,825.00 $30.22 $6,799.50 No Bid Brand/Model Offered 4 Cheerleading Flyer Skirt Available in Youth and adult sizes: XS‐XXXL Varsity S1398 or "Approved Equal" meeting specifications. 18 $55.68 $1,002.24 No Bid No Bid $30.00 $540.00 $45.62 $821.16 No Bid Brand/Model Offered Varsity/CDT MFBLR022W FG Athletics/BL 100 FG Athletics/CA100 Varsity/CDT FG Athletics/CFS06 Adult S406/Youth YS406 Varsity/CDT Spirit Wear 2 color arms Spirit Wear/370 Spirit Wear/312 Adult S1398/Youth YS1398 Page 43 of 227 CHEERLEADING UNIFORMS cont. C-Team Ravens Est. Qty. Unit Price Extended Price Unit Price Extended Price Unit Price Extended Price Unit Price Extended Price 1 Cheerleading Women's Shell Top Available in team colors, Available in Youth and adult sizes: XS‐XXXL Varsity WS074R or "Approved Equal" meeting specifications. 225 $66.50 $14,962.50 No Bid No Bid $40.00 $9,000.00 $49.72 $11,187.00 No Bid Brand/Model Offered 2 Cheerleading Women's Bodyliner Available in team colors, Available in Youth and adult sizes: XS‐XXXL Varsity Varsity/CDT FG Athletics/C530 Varsity Spirit Fashions GameWear One Stop Business Solution FG Athletics Adult WS074RA/Youth YWS074RA Spirit Wear Matty's Sports Spirit Wear/139B y MFBLR030W or "Approved Equal" meeting specifications. 225 $50.96 $11,466.00 No Bid No Bid $17.00 $3,825.00 $20.22 $4,549.50 No Bid Brand/Model Offered 3 Cheerleading Women's A‐Line Skirt Available in team colors, Available in Youth and adult sizes: XS‐XXXL Varsity S025 or "Approved Equal" meeting specifications. 225 225 $42.91 $9,654.75 No Bid No Bid $30.00 $6,750.00 $32.97 $7,418.25 No Bid Brand/Model Offered Varsity/CDT MFBLR074CV FG Athletics/BL 100 Varsity/CDT FG Athletics/CA100 Adult S061/Youth CYSK22008V Spirit solid alterning arm Spirit Wear/355D Page 44 of 227 4 Cheerleading Flyer Skirt Available in team colors, Available in Youth and adult sizes: XS‐XXXL Varsity S23897 or "Approved Equal" meeting specifications. 18 $74.36 $1,338.48 No Bid No Bid $30.00 $540.00 $47.82 $860.76 No Bid Brand/Model Offered D-Team Rams 1 Cheerleading Women's Shell Top Available in team colors, Available in Youth and adult sizes: XS‐XXXL Varsity WS083A or "Approved Equal" meeting specifications. 225 $60.97 $13,718.25 No Bid No Bid $40.00 $9,000.00 $49.72 $11,187.00 No Bid Brand/Model Offered Varsity/CDT FG Athletics/C530 Varsity/CDT FG Athletics/CFS06 Adult S23897/Youth YS23897 Spirit Wear/312A Spirit Wear/149A 2 Cheerleading Women's Bodyliner Available in team colors, Available in Youth and adult sizes: XS‐XXXL Varsity MFBLR083M or "Approved Equal" meeting specifications. 225 $56.91 $12,804.75 No Bid No Bid $17.00 $3,825.00 $35.72 $8,037.00 No Bid Brand/Model Offered 3 Cheerleading Women's A‐Line Skirt Available in team colors, Available in Youth and adult sizes: XS‐XXXL Varsity S083 or "Approved Equal" meeting specifications. 225 $42.91 $9,654.75 No Bid No Bid $30.00 $6,750.00 $30.22 $6,799.50 No Bid Brand/Model Offered Varsity/CDT MFBL083M FG Athletics/BL 100 Varsity/CDT FG Athletics/CA 100 Adult WS083A/Youth YWS083A Spirit 4 color arm Spirit/303 Adult S083/Youth YS083 Page 45 of 227 4 Cheerleading Flyer Skirt Available in team colors, Available in Youth and adult sizes: XS‐XXXL Varsity S1398 or "Approved Equal" meeting specifications. 18 $64.16 $1,154.88 No Bid No Bid $30.00 $540.00 $45.62 $821.16 No Bid Brand/Model Offered E-Team Cowboys 1 Cheerleading Women's Shell Top Available in team colors, Available in Youth and adult sizes: XS‐XXXL Varsity WS0924A or "Approved Equal" meeting specifications. 225 $65.44 $14,724.00 No Bid $40.00 $9,000.00 $45.32 $10,197.00 No Bid Brand/Model Offered Varsity/CDT FG Athletics/CFS06 Adult S1398/Youth YS1398 Varsity/CDT FG Athletics/C530 Spirit Spirit/312 2 Cheerleading Women's Bodyliner Available in team colors, Available in Youth and adult sizes: XS‐XXXL Varsity MFBL0924WM or "Approved Equal" meeting specifications. 225 $47.56 $10,701.00 No Bid No Bid $17.00 $3,825.00 $30.22 $6,799.50 No Bid Brand/Model Offered 3 Cheerleading Women's A‐Line Skirt Available in team colors, Available in Youth and adult sizes: XS‐XXXL Varsity S073 or "Approved Equal" meeting specifications. 225 $38.66 $8,698.50 No Bid No Bid $30.00 $6,750.00 $30.22 $6,799.50 No Bid Brand/Model Offered varsity/CDT MFBL0924WM FG Adult WS0924A/Youth YWS0924A FG Athletics/BL 100 p Spirit/3 color arm Varsity/CDT Athletics/CA100 Spirit Adult S073/Youth YS073 Wear/348A Page 46 of 227 4 Cheerleading Flyer Skirt Available in team colors, Available in Youth and adult sizes: XS‐XXXL Varsity S1398 or "Approved Equal" meeting specifications. 18 $59.91 $1,078.38 No Bid No Bid $30.00 $540.00 $45.62 $821.16 No Bid Brand/Model Offered F-CHEERLEADING PRACTICE UNIFORMS 1 Cheerleading Women's Practice Shorts Available in Youth and adult sizes: XS‐XXL & Adult sizes; XLXXL "Approved Varsity Spirit Fashions GameWear One Stop Business Solution FG Athletics Spirit Wear Matty's Sports Adult S1398/Youth YS1398 Varsity/CDT FG Athletics/CFS06 Spirit Wear/312 XXL, Varsity SH03 or Equal" meeting specifications. 1125 $7.50 $8,437.50 No Bid $5.75 $6,468.75 $6.50 $7,312.50 $5.48 $6,165.00 No Bid Brand/Model Offered 2 Cheerleading Game Briefs Available in team colors, Available in Youth and adult sizes: XS‐XXXL Varsity MFB/MFBY or "Approved Equal" meeting specifications. 1125 $15.25 $17,156.25 No Bid $10.75 $12,093.75 $8.00 $9,000.00 $9.87 $11,103.75 No Bid Brand/Model Offered TOTAL CHEERLEADING UNIFORMS $203,083.47 NO $18,562.50 $113,962.50 $138 616 65 NO Varsity/CDT Pizzazz 1100 FG Athletics CBR Adult SH03/Youth SH03Y Varsity/CDT August 987 FG Athletics CFS100 Adult MFB/Youth MFBY Soffee/SF037 Spirit Wear/1103 BID 138,616.65 BID % Discount if Awarded all items: 15% 10% 0% 1% 0% 0% Page 47 of 227 City of Miami Gardens Agenda Cover Memo Council Meeting Date: May 26, 2010 Item Type: Resolution Ordinance Other X Fiscal Impact: Yes No Ordinance Reading: 1st Reading 2nd Reading X Public Hearing: Yes No Yes No X Funding Source: N/A Advertising Requirement: Yes No X Contract/P.O. Required: Yes No RFP/RFQ/Bid #: X N/A Sponsor Name Dr. Danny Crew, City Manager Department: Capital Improvement Proj and Planning and Zoning ects Short Title: A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF MIAMI GARDENS, FLORIDA, VACATING A RIGHT‐OF‐WAY AS SHOWN ON THE TENTATIVE PLAT APPROVAL FOR THE MIAMI GARDENS COMMUNITY CENTER, ATTACHED HERETO AS EXHIBIT “A;” PROVIDING FOR INSTRUCTION TO THE CITY MANAGER AND CITY ATTORNEY PROVIDING FOR THE ADOPTION OF REPRESENTATIONS; PROVIDING AN EFFECTIVE DATE. Staff Summary: Background As a condition of the Miami‐Dade County Tentative Plat approval of the Miami Gardens Community Center Plat a 20.0’ wide right‐of‐way dedication that encumbers the Community Center property must be vacated/abandoned by the City. The 20.0’ wide right‐of‐way is the remainder of what was originally dedicated towards N.W. 199 Street, but was not vacated/abandoned when N.W. 199 Street was originally realigned and constructed to its present configuration. Current Situation The vacation/abandonment of the right‐of‐way will satisfy the condition of the Tentative Plat approval and is a requirement for Final Plat approval. The vacation of the 20.0’ wide right‐of‐way will not have any impacts on future improvements of N.W. 199 Street. Analysis ITEM J-2) CONSENT AGENDA RESOLUTION Vacating a Right-Of-Way Page 48 of 227 1515 NW 167 Street, Building 5 Suite 200 Miami Gardens, Florida 33169 The vacation of the right‐of‐way is required for final plat approval by Miami‐Dade County which will in turn will allow for the recordation of the final plat and allow for the issuance of the final certificate of occupancy of the Community Center building. Proposed Action: Staff recommends the adoption of the Resolution to the right‐of‐way vacation. Attachment: • Sketch and description of the right‐of‐way to be vacated • Copy of the Final Plat Page 49 of 227 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 RESOLUTION No. 2010-A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF MIAMI GARDENS, FLORIDA, VACATING A RIGHT-OF-WAY AS SHOWN ON THE TENTATIVE PLAT APPROVAL FOR THE MIAMI GARDENS COMMUNITY CENTER, ATTACHED HERETO AS EXHIBIT “A;” PROVIDING FOR INSTRUCTIONS TO THE CITY MANAGER AND CITY ATTORNEY; PROVIDING FOR THE ADOPTION OF REPRESENTATIONS; PROVIDING AN EFFECTIVE DATE. WHEREAS, as a condition of the Miami-Dade Tentative Plat approval of the Miami Gardens Community Center, a twenty (20) foot wide right-of-way dedication that encumbers the Community Center property must be vacated by the City, and WHEREAS, the twenty (20) foot wide right-of-way is the remainder of what was originally dedicated as a portion of N.W. 199th Street, but was not vacated when N.W. 199th Street was originally realigned and constructed to its present configuration, and WHEREAS, City Council would like to authorize the City Manager and City Attorney to take any and all steps necessary in order to vacate the referenced right-ofway, NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF MIAMI GARDENS, FLORIDA, AS FOLLOWS: Section 1. ADOPTION OF REPRESENTATIONS: The foregoing Whereas paragraphs are hereby ratified and confirmed as being true, and the same are hereby made a specific part of this Resolution. Section 2. AUTHORIZATION: The City Council of the City of Miami Gardens hereby vacates that certain right-of-way shown on the tentative plat approval for the 1 Page 50 of 227 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 32 33 34 35 36 37 38 39 40 Miami Gardens Community Center. The City Council also authorizes the City Manager and City Attorney to take all steps necessary to vacate the easement. Section 3. EFFECTIVE DATE: This Resolution shall take effect immediately upon its final passage. PASSED AND ADOPTED BY THE CITY COUNCIL OF THE CITY OF MIAMI GARDENS AT ITS REGULAR MEETING HELD ON MAY 26, 2010. _________________________________ SHIRLEY GIBSON, MAYOR ATTEST: _____________________________ ____ RONETTA TAYLOR, MMC, CITY CLERK PREPARED BY: SONJA K. DICKENS, CITY ATTORNEY SPONSORED BY: DANNY CREW, CITY MANAGER MOVED BY:_____________________ 2 Page 51 of 227 3 1 2 3 VOTE: _____ 4 Mayor Shirley Gibson (Yes) ___(No) 5 Vice Mayor Aaron Campbell, Jr. (Yes) ___(No) 6 Councilman Melvin L. Bratton (Yes) ___(No) 7 Councilman Oliver Gilbert, III (Yes) ___(No) 8 Councilwoman Barbara Watson (Yes) ___(No) 9 Councilwoman Sharon Pritchett (Yes) ___(No) 10 Councilman André Williams (Yes) ___(No) 11 12 13 Page 52 of 227 Page 53 of 227 Page 54 of 227 City of Miami Gardens Agenda Cover Memo Council Meeting Date: May 26, 2010 Item Type: (Enter X in box) Resolution Ordinance Other X Fiscal Impact: (Enter X in box) Yes No Ordinance Reading: (Enter X in box) 1st Reading 2nd Reading X Public Hearing: (Enter X in box) Yes No Yes No Funding Source: General FundLegislative Advertising Requirement: (Enter X in box) Yes No X Contract/P.O. Required: (Enter X in box) Yes No RFP/RFQ/Bid #: X N/A Sponsor Name Mayor Shirley Gibson Department: Mayor and Council Short Title: A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF MIAMI GARDENS, FLORIDA, AUTHORIZING THE CITY OF MIAMI GARDENS TO SPONSOR “THE MIAMI GARDENS KIWANIS CLUB GOLF TOURNAMENT” TO BE HELD ON SEPTEMBER 17, 2010, IN THE AMOUNT OF SEVEN THOUSAND, FIVE HUNDRED DOLLARS ($7,500.00); PROVIDING FOR THE ADOPTION OF REPRESENTATIONS; PROVIDING AN EFFECTIVE DATE Staff Summary: The Miami Gardens Kiwanis Club has made a request for the City to be the title sponsor for their annual golf tournament, which will be held on September 17, 2010. The title sponsorship requires a donation in the amount of $7,500 which in turn will result in the City being named as the event sponsor and opportunity for the City’s logo and name to be prominently displayed at the event and on items given to the participants. The Miami Gardens Kiwanis Club is a non‐profit 501 (c) (3) Foundation which raises funds to facilitate many projects in the Miami Gardens Community. The Club through its charitable projects has provided: • Appliances to low income families though the “Holiday Appliance Giveaway” • School supplies for over 150 children in 2008 and 2009 • Organized the “Shop with a Cop” Program in conjunction with the Miami Gardens Police Department • Implemented a scholarship program which has provided $8,000 in scholarships to Miami Gardens high schools’ seniors over the last two years ITEM J-3) CONSENT AGENDA RESOLUTION Sponsoring The Miami Gardens Kiwanis Club Page 55 of 227 1515 NW 167 Street, Building 5 Suite 200 Miami Gardens, Florida 33169 This is only but a sampling of the efforts of this organization. A more comprehensive list of their projects in attached for review (Attachment 1). The organization’s support of Miami Gardens residents is admirable and deserving of the City’s support in this event. Proposed Action: That the City Council approves the attached resolution authorizing the City to be the title sponsor for the Miami Gardens Kiwanis Club Golf Tournament. Attachment: Attachment A‐Kiwanis Letter of Support Page 56 of 227 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 RESOLUTION No. 2010-A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF MIAMI GARDENS, FLORIDA, AUTHORIZING THE CITY OF MIAMI GARDENS TO SPONSOR “THE MIAMI GARDENS KIWANIS CLUB GOLF TOURNAMENT” TO BE HELD ON SEPTEMBER 17, 2010, IN THE AMOUNT OF SEVEN THOUSAND, FIVE HUNDRED DOLLARS ($7,500.00); PROVIDING FOR THE ADOPTION OF REPRESENTATIONS; PROVIDING AN EFFECTIVE DATE. WHEREAS, the Miami Gardens Kiwanis Club, a non-profit 501(c)(3) foundation which raises funds to facilitate projects in the Miami Gardens community, including appliances give-a-way to low income families, school supplies for children, the “Shop with a Cop” Program, and a scholarship which has provided more than Eight Thousand Dollars ($8,000.00) in scholarships to Miami Gardens high school seniors over the last two years, and WHEREAS, the Miami Gardens Kiwanis Club has approached the City of Miami Gardens and requested that the City becomes its title sponsor for the Golf Tournament to be held on September 17, 2010, and WHEREAS, the money to be raised from the Golf Tournament will assist the Kiwanis Club with continuing to provide benefits as outlined above, and specifically, to provide Scholarships to high school seniors that attend school in the Miami Gardens area, and WHEREAS, the City of Miami Gardens would like to become title sponsor for the event and would like to contribute the sum of Seven Thousand, Five Hundred Dollars ($7,500.00) for this purpose, 1 Page 57 of 227 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 32 33 NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF MIAMI GARDENS, FLORIDA, AS FOLLOWS: Section 1. ADOPTION OF REPRESENTATIONS: The foregoing Whereas paragraphs are hereby ratified and confirmed as being true, and the same are hereby made a specific part of this Resolution. Section 2. AUTHORIZATION: The City Council of the City of Miami Gardens hereby authorizes the City of Miami Gardens to sponsor “The Miami Gardens Kiwanis Club Golf Tournament” to be held on September 17, 2010, in the amount of Seven Thousand, Five Hundred Dollars ($7,500.00). Section 3. EFFECTIVE DATE: This Resolution shall take effect immediately upon its final passage. PASSED AND ADOPTED BY THE CITY COUNCIL OF THE CITY OF MIAMI GARDENS AT ITS REGULAR MEETING HELD ON MAY 26, 2010. _________________________________ SHIRLEY GIBSON, MAYOR ATTEST: _________________________________ RONETTA TAYLOR, MMC, CITY CLERK PREPARED BY: SONJA K. DICKENS, CITY ATTORNEY SPONSORED BY: MAYOR SHIRLEY GIBSON 2 Page 58 of 227 3 1 2 3 4 5 6 7 MOVED BY:_____________________ VOTE: _____ 8 Mayor Shirley Gibson (Yes) ___(No) 9 Vice Mayor Aaron Campbell, Jr. (Yes) ___(No) 10 Councilman Melvin L. Bratton (Yes) ___(No) 11 Councilman Oliver Gilbert, III (Yes) ___(No) 12 Councilwoman Barbara Watson (Yes) ___(No) 13 Councilwoman Sharon Pritchett (Yes) ___(No) 14 Councilman André Williams (Yes) ___(No) 15 16 17 Page 59 of 227 Miami Gardens Kiwanis Club 1020 NW 163 Drive Miami Gardens, Florida 33169 May 26, 2010 Dear Honorable Mayor Shirley Gibson and City Council, The Miami Gardens Kiwanis Club thanks you for considering our request that the City of Miami Gardens be the title sponsor for our 2010 Golf Tournament. The Club, founded in 2007, is made up predominately of City employees who have a desire to give back to the community in which we work, live and play. During our short existence we have provided many opportunities to members of this community and instituted programs to help those in need. The following examples detail the types of projects sponsored by the Kiwanis Cub of Miami Gardens during 2009: City of Miami Gardens Trashion Show prize sponsor-$850.00 Purchased Heat Tickets for Miami Norland Basketball Team $400.00 “Reading in our Schools” Program $3,309.00 (Miami Gardens, Brentwood and Scott Lake Elementary) Thanksgiving Turkey and Side Items Giveaway $1,000.00 “Holiday Appliance Giveaway” $7,109.87 “Get Ready for School” Program $3,000.00 CMG and Antioch Fall Family Festival $1,000.00 High School Scholarships $4,000.00 “Shop with a Cop” Program $2,700.00 We hope to continue this support of our community and thank you again for considering this request to help us, help our City. Sincerely, Paul L. Miller Paul L. Miller, President Page 60 of 227 City of Miami Gardens Agenda Cover Memo Council Meeting Date: May 26, 2010 Item Type: (Enter X in box) Resolution Ordinance Other X Fiscal Impact: (Enter X in box) Yes No Ordinance Reading: (Enter X in box) 1st Reading 2nd Reading X Public Hearing: (Enter X in box) Yes No Yes No X Funding Source: General Fund‐IT Advertising Requirement: (Enter X in box) Yes No Contract/P.O. Required: (Enter X in box) Yes No RFP/RFQ/Bid #: X (Enter #) Sponsor Name Dr. Danny O. City Manger Crew Department: Information Technology Department/Police Department Short Title: A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF MIAMI GARDENS, FLORIDA, AUTHORIZING THE CITY MANAGER TO ISSUE A PURCHASE ORDER IN THE AMOUNT OF ONE HUNDRED SEVENTY-ONE THOUSAND, THREE HUNDRED NINETY DOLLARS AND 20/100 CENTS ($171,390.20) TO SUNGARD PUBLIC SECTOR, INC., FOR OSSI SOFTWARE FOR THE MIAMI GARDENS POLICE DEPARTMENT; PROVIDING FOR THE ADOPTION OF REPRESENTATIONS; PROVIDING AN EFFECTIVE DATE Staff Summary: Background The Miami Gardens Police Department utilizes OSSI software from Sungard Public Sector as their main operational software package for the department. The original purchase of the software was implemented through a two year fixed price contract. The initial two-year term has ended, and the City must renew the software licenses on an annual basis. The OSSI software contains modules for the Records Management System, Computer Aided Dispatch System, as well as various other modules, which help with officer reporting and efficiency. With the expansion of the Police Department, the City procured additional modules for the K-9 unit and other modules that have increased the original amount for support from $140,000 to $171,390. Future licensing renewals shall not exceed 5% of the previous year’s amount as long as new services are not added. The original contract (Appendix A) states that as long as we keep the contract current ITEM J-4) CONSENT AGENDA RESOLUTION P.O. to Sungard Public Sector, Inc. Page 61 of 227 1515 NW 167 Street, Building 5 Suite 200 Miami Gardens, Florida 33169 without any lapses, “after the term of the first contract, support for licensed programs will be on a year-toyear basis for a period of 5 years,”… “renewal contract years will be an amount not to increase over the support fee for the immediately preceding contract year by more than five percent (5%). Page 62 of 227 1515 NW 167 Street, Building 5 Suite 200 Miami Gardens, Florida 33169 Current Situation The Miami Gardens Police Department is currently using OSSI software from Sungard Public Sector as the primary operational software package for the department. In order to maintain the functionality of the police department operating system, the City must keep all licensing agreements current. As such, staff is requesting the approval of the attached resolution authorizing the City Manager to issue a purchase order in the amount of $171,390.20, to Sungard Public Sector for OSSI for the one year software licensing renewal. Proposed Action: That the City Council approve the attached resolution authorizing the City Manager to issue a purchase order in accordance in the amount of $171,390.20, To Sungard Public Sector for OSSI software for the Miami Gardens Police Department. Attachment: Attachment A ‐Original Contract for OSSI Software Page 63 of 227 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 RESOLUTION No. 2010-A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF MIAMI GARDENS, FLORIDA, AUTHORIZING THE CITY MANAGER TO ISSUE A PURCHASE ORDER IN THE AMOUNT OF ONE HUNDRED SEVENTY-ONE THOUSAND, THREE HUNDRED NINETY DOLLARS AND 20/100 CENTS ($171,390.20) TO SUNGARD PUBLIC SECTOR, INC., FOR OSSI SOFTWARE FOR THE MIAMI GARDENS POLICE DEPARTMENT; PROVIDING FOR THE ADOPTION OF REPRESENTATIONS; PROVIDING AN EFFECTIVE DATE. WHEREAS, the City Council previously authorized the issuance of a Purchase Order to OSSI for software for the Miami Gardens Police Department, and WHEREAS, the original award to OSSI was for a two (2) year fixed contract price, but included renewals for up to a five (5) year period with annual increases not to exceed five percent (5%) of the amount of the preceding year’s contract, and WHEREAS, the initial two (2) year term has ended, and City staff is recommending that the City Council authorize a renewal of the Agreement with OSSI, and WHEREAS, since the issuance of the original Purchase Order, additional modules have been added to the original system with an increase in the original amount for support from One Hundred Forty Thousand Dollars ($140,000.00) to One Hundred Seventy-One Thousand, Three Hundred Ninety Dollars and 20/100 Cents ($171,390.20), and WHEREAS, staff is recommending that City Council authorize the City Manager to issue a Purchase Order to OSSI for an additional year, 1 Page 64 of 227 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 32 NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF MIAMI GARDENS, FLORIDA, AS FOLLOWS: Section 1. ADOPTION OF REPRESENTATIONS: The foregoing Whereas paragraphs are hereby ratified and confirmed as being true, and the same are hereby made a specific part of this Resolution. Section 2. AUTHORIZATION: The City Council of the City of Miami Gardens hereby authorizes the City Manager to issue a Purchase Order in the amount of One Hundred Seventy-One Thousand, Three Hundred Ninety Dollars and 20/100 Cents ($171,390.20) to Sungard Public Sector, Inc. for OSSI Software for the Miami Gardens Police Department. Section 3. EFFECTIVE DATE: This Resolution shall take effect immediately upon its final passage. PASSED AND ADOPTED BY THE CITY COUNCIL OF THE CITY OF MIAMI GARDENS AT ITS REGULAR MEETING HELD ON MAY 26, 2010. _____________________ ____________ SHIRLEY GIBSON, MAYOR ATTEST: _________________________________ RONETTA TAYLOR, MMC, CITY CLERK PREPARED BY: SONJA K. DICKENS, CITY ATTORNEY SPONSORED BY: DANNY CREW, CITY MANAGER 2 Page 65 of 227 3 1 2 3 4 5 6 7 8 9 MOVED BY:_____________________ VOTE: _____ 10 Mayor Shirley Gibson (Yes) ___(No) 11 Vice Mayor Aaron Campbell, Jr. (Yes) ___(No) 12 Councilman Melvin L. Bratton (Yes) ___(No) 13 Councilman Oliver Gilbert, III (Yes) ___(No) 14 Councilwoman Barbara Watson (Yes) ___(No) 15 Councilwoman Sharon Pritchett (Yes) ___(No) 16 Councilman André Williams (Yes) ___(No) 17 18 19 Page 66 of 227 Page 67 of 227 Page 68 of 227 Page 69 of 227 Page 70 of 227 Page 71 of 227 Page 72 of 227 Page 73 of 227 Page 74 of 227 Page 75 of 227 Page 76 of 227 Page 77 of 227 Page 78 of 227 Page 79 of 227 Page 80 of 227 Page 81 of 227 Page 82 of 227 Page 83 of 227 Page 84 of 227 Page 85 of 227 Page 86 of 227 Page 87 of 227 Page 88 of 227 Page 89 of 227 Page 90 of 227 Page 91 of 227 Page 92 of 227 Page 93 of 227 Page 94 of 227 Page 95 of 227 Page 96 of 227 Page 97 of 227 Page 98 of 227 Page 99 of 227 Page 100 of 227 Page 101 of 227 Page 102 of 227 Page 103 of 227 Page 104 of 227 Page 105 of 227 Page 106 of 227 Page 107 of 227 Page 108 of 227 Page 109 of 227 Page 110 of 227 Page 111 of 227 Page 112 of 227 Page 113 of 227 Page 114 of 227 Page 115 of 227 Page 116 of 227 Page 117 of 227 Page 118 of 227 Page 119 of 227 Page 120 of 227 Page 121 of 227 Page 122 of 227 Page 123 of 227 Page 124 of 227 Page 125 of 227 Page 126 of 227 Page 127 of 227 Page 128 of 227 Page 129 of 227 Page 130 of 227 Page 131 of 227 Page 132 of 227 Page 133 of 227 Page 134 of 227 Page 135 of 227 Page 136 of 227 Page 137 of 227 Page 138 of 227 Page 139 of 227 City of Miami Gardens Agenda Cover Memo Council Meeting Date: May 26, 2010 Item Type: (Enter X in box) Resolution Ordinance Other X Fiscal Impact: (Enter X in box) Yes No Ordinance Reading: (Enter X in box) 1st Reading 2nd Reading X Public Hearing: (Enter X in box) Yes No Yes No X Funding Source: N/A Advertising Requirement: (Enter X in box) Yes No X Contract/P.O. Required: (Enter X in box) Yes No RFP/RFQ/Bid #: X Sponsor Name Mayor Shirley Gibson Department: City Council Short Title: A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF MIAMI GARDENS, FLORIDA, RATIFYING MAYOR SHIRLEY GIBSON’S APPOINTMENT OF MELISSA LORRAINE KING, TO THE CITY OF MIAMI GARDENS PROGRESSIVE YOUNG ADULTS COMMITTEE FOR A TERM OF TWO (2) YEARS; PROVIDING FOR THE ADOPTION OF REPRESENTATIONS; PROVIDING AN EFFECTIVE DATE. Staff Summary: In accordance with the establishment of the Miami Gardens Progressive Young Adults, Mayor Shirley Gibson, has appointed Melissa Lorraine King for a two year term in accordance with Ordinance No. 2008-19-155. Proposed Action: Mayor Shirley Gibson is requesting that City Council ratify the appointment as submitted. Attachment: Applicants completed application and resume. ITEM J-5) CONSENT AGENDA RESOLUTION Mayor Gibson's appointment to Miami Gardens Progressive Young Adults Page 140 of 227 RESOLUTION No. 2010-A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF MIAMI GARDENS, FLORIDA, RATIFYING MAYOR SHIRLEY GIBSON’S APPOINTMENT OF MELISSA LORRAINE KING, TO THE CITY OF MIAMI GARDENS PROGRESSIVE YOUNG ADULTS FOR A TERM OF TWO (2) YEARS; PROVIDING FOR THE ADOPTION OF REPRESENTATIONS; PROVIDING AN EFFECTIVE DATE. WHEREAS, the City has established a Miami Gardens Progressive Young Adults ("MGPYA") to serve in an advisory capacity by giving advice to the City Manager and the City Council with respect to issues that affect the City of Miami Gardens’ young adults, and 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 WHEREAS, the Mayor and each member of the City Council is to appoint two members to the MGPYA for two (2) and three (3) year terms respectively, and WHEREAS, Mayor Shirley Gibson has appointed, Melissa Lorraine King to the MGPYA for a term of two (2) years, and WHEREAS, it is appropriate for the City Council to ratify Mayor Shirley Gibson’s appointment, NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF MIAMI GARDENS, FLORIDA, AS FOLLOWS: Section 1. ADOPTION OF REPRESENTATIONS: The foregoing Whereas paragraphs are hereby ratified and confirmed as being true, and the same are hereby made a specific part of this Resolution. Section 2. APPOINTMENT: The City Council of the City of Miami Gardens hereby ratifies Mayor Shirley Gibson’s appointment of Melissa Lorraine King to the MGPYA for a term of two (2) years. Page 141 of 227 Section 3. EFFECTIVE DATE: This Resolution shall take effect immediately upon its final passage. 19 20 21 22 23 24 25 26 27 28 29 30 31 32 33 34 35 36 37 38 39 40 41 42 43 44 PASSED AND ADOPTED BY THE CITY COUNCIL OF THE CITY OF MIAMI GARDENS AT ITS REGULAR MEETING HELD ON MAY 26, 2010. _________________________________ SHIRLEY GIBSON, MAYOR ATTEST: _____________________________ ____ RONETTA TAYLOR, CMC, CITY CLERK PREPARED BY: SONJA KNIGHTON DICKENS, ESQ. City Attorney SPONSORED BY: MAYOR SHIRLEY GIBSON MOVED BY:_____________________ VOTE: _____ 45 Mayor Shirley Gibson (Yes) ___(No) 46 Vice Mayor Aaron Campbell (Yes) ___(No) 47 Councilman Melvin L. Bratton (Yes) ___(No) 48 Councilman Oliver Gilbert, III (Yes) ___(No) 49 Councilwoman Barbara Watson (Yes) ___(No) 50 Councilwoman Sharon Pritchett (Yes) ___(No) 51 Councilman André Williams (Yes) ___(No) 52 53 54 SKD/yt Page 142 of 227 Page 143 of 227 Page 144 of 227 Page 145 of 227 Page 146 of 227 Page 147 of 227 Page 148 of 227 City of Miami Gardens Agenda Cover Memo Council Meeting Date: May 26 , 2010 Item Type: (Enter X in box) Resolution Ordinance Other x Fiscal Impact: (Enter X in box) Yes No Ordinance Reading: (Enter X in box) 1st Reading 2nd Reading x Public Hearing: (Enter X in box) Yes No Yes No x Funding Source: City Hall Bond Advertising Requirement: (Enter X in box) Yes No x Contract/P.O. Required: (Enter X in box) Yes No RFP/RFQ/Bid #: X n/a Sponsor Name City Attorney/City Manager Department: City Attorney/City Manager Short Title: A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF MIAMI GARDENS, FLORIDA, AUTHORIZING THE MAYOR AND CITY CLERK TO EXECUTE AND ATTEST THAT CERTAIN RETAINER AGREEMENT WITH THE LAW FIRM OF GREENBURG & TRAURIG WITH RESPECT TO BOND COUNSEL REPRESENTATION FOR A $53,000,000 PUBLIC BUILDINGS BOND; PROVIDING FOR INSTRUCTIONS TO THE CITY CLERK; PROVIDING FOR THE ADOPTION OF REPRESENTATIONS; PROVIDING AN EFFECTIVE DATE. Staff Summary: In order to undertake the City Hall project, it is necessary to commit commit to several significant expenditures. The will require a major, complicated financing structure/bond issue for the costs of designing, building, equipping, etc. the new facility. In order to prepare all of the documents associated with a public sale bond issue, it is necessary to have bond counsel draft and/or review all of the documents including the Official Statement, ground and operating leases, bond opinion for IRS purposes, Build America Bonds and Certificates of Participation documents, to name only a few. The City Council previously authorized the use of Robert Gang of Greenburg Traurig for this purpose, and it is being recommended that the City retain the services of Robert Gang to complete the services, due to his extensive work in Florida on similar bond issues. The cost for services is not to exceed $120,000. ITEM K-1) RESOLUTION Retainer Agreement w/Greenberg Traurig, P.A. Page 149 of 227 1515 NW 167 Street, Building 5 Suite 200 Miami Gardens, Florida 33169 Proposed Action RECOMMENDATION: To approve the resolution engaging Greenburg Traurig as bond counsel. Attachment: Bio of Bob Gang, Greenburg Trauirg Page 150 of 227 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 RESOLUTION No. 2010-A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF MIAMI GARDENS, FLORIDA, AUTHORIZING THE MAYOR AND THE CITY CLERK TO EXECUTE AND ATTEST, RESPECTIVELY, THAT CERTAIN RETAINER AGREEMENT WITH THE LAW FIRM OF GREENBERG TRAURIG, P.A., ATTACHED HERETO AS EXHIBIT “A,” WITH RESPECT TO BOND COUNSEL REPRESENTATION FOR A FIFTY-THREE MILLION DOLLARS ($53,000,000.00) PUBLIC BUILDING BOND; PROVIDING FOR INSTRUCTIONS TO THE CITY CLERK; PROVIDING FOR THE ADOPTION OF REPRESENTATIONS; PROVIDING AN EFFECTIVE DATE. WHEREAS, the City Council previously authorized the City Manager to issue a formal solicitation for development of a Town Center to include construction of a new city hall, police department and garage, as well as private developments, and WHEREAS, respondents to the proposals for the City Hall Project, may or may not include, financing for construction of the City’s portion of the development, and WHEREAS, to the extent the the City will be required to finance the construction of the public portion of the development, it will be necessary for the City to issue a bond for this purpose, and WHEREAS, City Council previously authorized the City to retain the services of Robert Gang of Greenberg Traurig, P.A. to serve as bond counsel on an initial basis, in an amount not to exceed One Hundred Twenty Thousand Dollars ($120,000.00), and WHEREAS, the City will be required to retain the services of bond counsel as well as disclosure counsel in order to complete the public financing portion of the Project, and 1 Page 151 of 227 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 WHEREAS, it has been recommended to the City Manager and the City Attorney that the City retain the services of Robert Gang to serve as bond counsel, NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF MIAMI GARDENS, FLORIDA, AS FOLLOWS: Section 1. ADOPTION OF REPRESENTATIONS: The foregoing Whereas paragraphs are hereby ratified and confirmed as being true, and the same are hereby made a specific part of this Resolution. Section 2. AUTHORIZATION: The City Council of the City of Miami Gardens hereby authorizes the Mayor and the City Clerk to execute and attest, respectively, that certain Retainer Agreement with the Law Firm of Greenberg Traurig, P.A., attached hereto as Exhibit “A,” with respect to bond counsel representation for a Fifty-Three Million Dollars ($53,000,000.00) Public Building Bond. Section 3. INSTRUCTIONS TO THE CITY CLERK: The City Clerk is hereby authorized to obtain two (2) fully executed copies of the subject Retainer Agreement, with one (1) to be maintained by the City, and one (1) to be delivered to Greenberg Traurig, P.A. Section 4. EFFECTIVE DATE: This Resolution shall take effect immediately upon its final passage. PASSED AND ADOPTED BY THE CITY COUNCIL OF THE CITY OF MIAMI GARDENS 2 Page 152 of 227 3 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 AT ITS REGULAR MEETING HELD ON MAY 26, 2010. _________________________________ SHIRLEY GIBSON, MAYOR ATTEST: _________________________________ RONETTA TAYLOR, MMC, CITY CLERK PREPARED BY: SONJA K. DICKENS, CITY ATTORNEY SPONSORED BY: DANNY CREW, CITY MANAGER SONJA K. DICKENS, CITY ATTORNEY MOVED BY:_____________________ VOTE: _____ 31 Mayor Shirley Gibson (Yes) ___(No) 32 Vice Mayor Aaron Campbell, Jr. (Yes) ___(No) 33 Councilman Melvin L. Bratton (Yes) ___(No) 34 Councilman Oliver Gilbert, III (Yes) ___(No) 35 Councilwoman Barbara Watson (Yes) ___(No) 36 Councilwoman Sharon Pritchett (Yes) ___(No) 37 Councilman André Williams (Yes) ___(No) 38 39 40 Page 153 of 227 Page 154 of 227 Page 155 of 227 City of Miami Gardens Agenda Cover Memo Council Meeting Date: May 26, 2010 Item Type: (Enter X in box) Resolution Ordinance Other x Fiscal Impact: (Enter X in box) Yes No Ordinance Reading: (Enter X in box) 1st Reading 2nd Reading x Public Hearing: (Enter X in box) Yes No Yes No X Funding Source: City Hall Bond Advertising Requirement: (Enter X in box) Yes No X Contract/P.O. Required: (Enter X in box) Yes No RFP/RFQ/Bid #: x Sponsor Name City Manager and City Attorney Department: City Attorney/City manager Short Title: A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF MIAMI GARDENS, FLORIDA, AUTHORIZING THE MAYOR AND CITY CLERK TO EXECUTE AND ATTEST RESPECTIVELY THAT CERTAIN RETAINER AGREEMENT WITH THE LAW FIRM OF BRYANT, MILLER & OLIVE TO SERVE AS DISCLOSURE COUNSEL WITH RESPECT TO THE ISSUANCE OF A $53,000,000 PUBLIC BUILDINGS BOND; PROVIDING FOR INSTRUCTIONS TO THE CITY CLERK; PROVIDING FOR THE ADOPTION OF REPRESENTATIONS; PROVIDING AN EFFECTIVE DATE. Staff Summary: In order to undertake the City Hall project, it is necessary to commit to several significant expenditures. The will require a major, complicated financing structure/bond issue for the costs of designing, building, equipping, etc. the new facility A public bond sale requires extensive diligence on the part of the City in order to issue bonds, or in our case, Certificates of Participation. In addition to the bond counsel, the City is required to have disclosure counsel to satisfy issuance requirements. Jolinda Herring of Bryant Miller and Olive has served in this capacity on prior Florida bond issues and is recommended to serve as disclosure counsel for the City Hall financing. The cost for services will be 80% of the amount paid to the bond counsel. ITEM K-2) RESOLUTION Retainer Agreement w/Bryant Miller Olive, P.A. Page 156 of 227 1515 NW 167 Street, Building 5 Suite 200 Miami Gardens, Florida 33169 Proposed Action: That City Council approves the resolution appointing Jolinda Herring of Bryant Miller and Olive as Disclosure Counsel. Attachment: Jolinda Herring Biography Page 157 of 227 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 RESOLUTION No. 2010-A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF MIAMI GARDENS, FLORIDA, AUTHORIZING THE MAYOR AND THE CITY CLERK TO EXECUTE AND ATTEST, RESPECTIVELY, THAT CERTAIN RETAINER AGREEMENT WITH THE LAW FIRM OF BRYANT MILLER OLIVE, P.A., ATTACHED HERETO AS EXHIBIT “A,” TO SERVE AS DISCLOSURE COUNSEL WITH RESPECT TO THE ISSUANCE OF A FIFTY-THREE MILLION DOLLARS ($53,000,000.00) PUBLIC BUILDING BOND; PROVIDING FOR INSTRUCTIONS TO THE CITY CLERK; PROVIDING FOR THE ADOPTION OF REPRESENTATIONS; PROVIDING AN EFFECTIVE DATE. WHEREAS, the City Council previously authorized the City Manager to issue a formal solicitation for development of a Town Center to include construction of a new city hall, police department and garage, as well as private developments, and WHEREAS, in order to undertake the City Hall Project, the City will be required to retain the services of disclosure counsel in order to insure that the City satisfies the issuance requirements for the Bond, and WHEREAS, it is being recommended that the City utilize the services of JoLinda L. Herring, Esq., of Bryant Miller Olive, P.A., for this purpose, and WHEREAS, Ms. Herring has extensive background and knowledge in the area of public financing, and has agreed to serve in this capacity for 80% of the amount paid to the bond counsel, NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF MIAMI GARDENS, FLORIDA, AS FOLLOWS: 1 Page 158 of 227 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 Section 1. ADOPTION OF REPRESENTATIONS: The foregoing Whereas paragraphs are hereby ratified and confirmed as being true, and the same are hereby made a specific part of this Resolution. Section 2. AUTHORIZATION: The City Council of the City of Miami Gardens hereby authorizes the Mayor and the City Clerk to execute and attest, respectively, that certain Retainer Agreement with the Law Firm of Bryant Miller Olive, P.A., attached hereto as Exhibit “A,” to serve as disclosure counsel with respect to the issuance of a Fifty-Three Million Dollars ($53,000,000.00) Public Building Bond. Section 3. INSTRUCTIONS TO THE CITY CLERK: The City Clerk is hereby authorized to obtain two (2) fully executed copies of the subject Retainer Agreement, with one (1) to be maintained by the City, and one (1) to be delivered to Bryant Miller Olive, P.A. Section 4. EFFECTIVE DATE: This Resolution shall take effect immediately upon its final passage. PASSED AND ADOPTED BY THE CITY COUNCIL OF THE CITY OF MIAMI GARDENS AT ITS REGULAR MEETING HELD ON MAY 26, 2010. _________________________________ SHIRLEY GIBSON, MAYOR ATTEST: _________________________________ RONETTA TAYLOR, MMC, CITY CLERK PREPARED BY: SONJA K. DICKENS, CITY ATTORNEY 2 Page 159 of 227 3 1 2 3 4 5 6 7 8 9 10 11 12 13 SPONSORED BY: DANNY CREW, CITY MANAGER SONJA K. DICKENS, CITY ATTORNEY MOVED BY:_____________________ VOTE: _____ 14 Mayor Shirley Gibson (Yes) ___(No) 15 Vice Mayor Aaron Campbell, Jr. (Yes) ___(No) 16 Councilman Melvin L. Bratton (Yes) ___(No) 17 Councilman Oliver Gilbert, III (Yes) ___(No) 18 Councilwoman Barbara Watson (Yes) ___(No) 19 Councilwoman Sharon Pritchett (Yes) ___(No) 20 Councilman André Williams (Yes) ___(No) 21 22 23 Page 160 of 227 May 18, 2010 Sonja Dickens City Attorney City of Miami Gardens 1515 N.W. 167th Street Building 5, Suite 200 Miami Gardens, Florida 33169 Re: City of Miami Gardens, Florida Certificates of Participation, Series 2010 Dear Sonja: The purpose of this letter is to advise you of our fee arrangement and to describe the services we would perform as Disclosure Counsel for debt to be issued by the City of Miami Gardens, Florida (the ʺIssuerʺ) in connection with the issuance of the above‐referenced certificates of participation (the ʺCertificatesʺ). We understand that the Certificates are being issued for the purpose of financing a portion of the cost of constructing and equipping the City Hall, Police Department and Parking Garage (the ʺProjectʺ), and that the Certificates will be limited obligations of the Issuer payable solely from lease revenues. SCOPE OF ENGAGEMENT In this transaction, we expect to perform the following duties: 1. Prepare all disclosure documents at the request of the Issuer, but only insofar as such documents describe the Certificates and summarize the underlying documents. Assist the Issuer and the Issuerʹs financial advisor in the preparation of the remaining portions of the disclosure documents. However, we assume no responsibility for the portions of the disclosure documents insofar as such documents describe the financial circumstances of the offering or any other statistics, projections or data. Page 161 of 227 Sonja Dickens, City Attorney May 18, 2010 Page 2 2. Perform due diligence with regard to Issuer financings to assist the Issuer in providing adequate disclosure with respect to Issuer financings. 3. Assist the Issuer and the underwriters in the compliance with federal and state securities laws. 4. Render appropriate opinions to the Issuer pertaining to disclosure as well as a reliance letter to the underwriters. 5. Prepare the Continuing Disclosure Certificate in order to assist the underwriters in complying with the continuing disclosure requirements of Rule 15c2‐12. Our Disclosure Opinion will be addressed to the Issuer and will be delivered by us on the date the Certificates are issued (the ʺClosingʺ). The Disclosure Opinion will be based on facts and law existing as of its date. In rendering our Disclosure Opinion, we will rely on the certified proceedings and other certifications of public officials and other persons furnished to us without undertaking to verify the same by independent investigation, and we will assume continuing compliance by the Issuer with applicable laws relating to the Certificates. During the course of this engagement, we will rely on the Issuer’s staff and officials to provide us with complete and timely information on all developments pertaining to any aspect of the Project, the Certificates and the security for the Certificates. Our duties in this engagement are limited to those expressly set forth above. Among other things, our duties do not include: (a) Preparation of blue sky or investment surveys with respect to the Certificates. (b) Investigation or expression of any view as to the creditworthiness of the Issuer, the Certificates, any credit enhancement provider, or the debt instrument; or, providing services related to hedging or derivative financial products (e.g. ʺswapsʺ and related documents or opinions). (c) Representation of the Issuer in post‐closing regulatory investigation or matters. (d) Representing the Issuer in Securities and Exchange Commission investigations. ((e) Addressing any other matter not specifically set forth above that is not required to render our Disclosure Opinion. Page 162 of 227 Sonja Dickens, City Attorney May 18, 2010 Page 3 CONFLICTS The rules regulating The Florida Bar provide that common representation of multiple parties is permissible where the clients are generally aligned in interest, even though there is some difference in interest among them. We have disclosed to the Issuer that we have, and may in the future, serve as bond, disclosure or other counsel to other local governments or otherwise act as underwriterʹs counsel on public finance matters in Florida. From time to time, we may represent the firms which may underwrite the Issuerʹs bonds, notes or other obligations (and other financial institutions hired by the Issuer) on financings for other governmental entities in Florida on unrelated matters. In either case, such representations are standard and customary within the industry and we can effectively represent the Issuer and the discharge of our professional responsibilities to the Issuer will not be prejudiced as a result, either because such engagements will be sufficiently different or because the potential for such prejudice is remote and minor and outweighed by consideration that it is unlikely that advice given to the other client will be relevant in any respect to the subject matter, and the Issuer expressly consents to such other representations consistent with the circumstances herein described. The Issuer acknowledges and agrees that our role as bond counsel, disclosure counsel, or counsel to any local governmental entity or financial institution or in conjunction with public finance transactions is not likely to create or cause any actual conflict, and service as disclosure counsel, bond counsel, or counsel to other clients of ours will not per se be construed as a conflict or be objectionable to the Issuer. However, the Issuer reserves the right to identify a representation that it finds objectionable in the future, in which case we agree to take appropriate steps to resolve the issue. ATTORNEY‐CLIENT RELATIONSHIP In this transaction, the Issuer will be our our client and an attorney‐client relationship will exist between the Issuer and the Firm. We understand that you are serving as City Attorney to the Issuer. In performing our services as Disclosure Counsel, we will represent the interests of the Issuer exclusively. Our representation of the Issuer will not affect, however, our responsibility to render an objective Disclosure Opinion. Upon the closing of the Certificates transaction, without notice, it will be presumed that our services on that transaction shall be complete, and the Firm will not be actively providing any services under this engagement letter, until requested again by the Issuer or its counsel. FEES Our fee will be 80% of the Bond Counsel fee. Our fee will be based upon: (i) our current understanding of the terms, structure, size and schedule of the financing represented by the Certificates; (ii) the duties we will undertake pursuant to our engagement letter with the Issuer Page 163 of 227 Sonja Dickens, City Attorney May 18, 2010 Page 4 and as described in this letter; (iii) the time we anticipate devoting to the financing in connection therewith; and (iv) the responsibilities we will assume. Our fee may vary: (a) if the principal amount of Certificates actually issued differs significantly from the amount stated above; (b) if material changes in the structure or schedule of the financing occur; or (c) if unusual or unforeseen circumstances arise which require a significant increase in our time or responsibility. In addition, we will be reimbursed for all client charges made or incurred in connection with the Certificates. Such costs generally include travel costs, photocopying, document printing, deliveries, long distance telephone charges, telecopier charges, filing fees, computerassisted research and other expenses. Our fee is usually paid at the Closing, and we customarily do not submit any statement until the Closing unless there is a substantial delay in completing the financing. Detailed supporting documentation is available upon request for statement billings. If the financing is not consummated, we understand and agree that we will not be paid our proposed fee; however, we expect that all reasonable out‐of‐pocket expenses are subject to reimbursement. If the foregoing terms are acceptable to you, please so indicate by returning the enclosed copy of this engagement letter dated and signed by an authorized officer, retaining the original letter for your files. [Remainder of page intentionally left blank] Page 164 of 227 Sonja Dickens, City Attorney May 18, 2010 Page 5 To the extent that you do not agree with the disclosures being made in this letter, please advise us as soon as possible and in any event before the Closing. We look forward to working with you on a very successful financing transaction. BRYANT MILLER OLIVE P.A. JoLinda Herring, Shareholder Accepted and Approved: CITY OF MIAMI GARDENS, FLORIDA By: Name:___________________________ Title:____________________________ Date: ________________, 2010 Page 165 of 227 City of Miami Gardens Agenda Cover Memo Council Meeting Date: May 26, 2010 Item Type: (Enter X in box) Resolution Ordinance Other x Fiscal Impact: (Enter X in box) Yes No Ordinance Reading: (Enter X in box) 1st Reading 2nd Reading x Public Hearing: (Enter X in box) Yes No Yes No X Funding Source: City Hall Bond Advertising Requirement: (Enter X in box) Yes No X Contract/P.O. Required: (Enter X in box) Yes No RFP/RFQ/Bid #: x Sponsor Name City Manager and City Attorney Department: City Attorney/City manager Short Title: A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF MIAMI GARDENS, FLORIDA, AUTHORIZING THE CITY MANAGER TO EXECUTE THAT CERTAIN RETAINER AGREEMENT WITH THE UNDERWRITING FIRM OF LOOP CAPITAL TO SERVE AS UNDERWRITER WITH RESPECT TO THE ISSUANCE OF A $53,000,000 PUBLIC BUILDINGS BOND; PROVIDING FOR INSTRUCTIONS TO THE CITY CLERK; PROVIDING FOR THE ADOPTION OF REPRESENTATIONS; PROVIDING AN EFFECTIVE DATE. Staff Summary: In order to undertake a major financing like the City Hall financing, it is necessary to go to the national market. This requires the services of a national underwriting firm. Loop Capital is the largest minority underwriter in the nation, being based in Chicago with offices in New York. The underwriter actual buys the bonds at a discount and then markets them to potential investors. By doing so, the assume the risk for the period between sale and resale. The discount is approximately 1.1% of the issue amount. If the sale is not made, there is no compensation for the underwriter. ITEM K-3) RESOLUTION Retainer Agreement w/Loop Capital Market, LLC Page 166 of 227 1515 NW 167 Street, Building 5 Suite 200 Miami Gardens, Florida 33169 Proposed Action: That City Council approves the resolution authorizing the City Manager to engage the services of Loop Capital as the City’s underwriter. Attachment: Loop Capital Information Page 167 of 227 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 RESOLUTION No. 2010-A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF MIAMI GARDENS, FLORIDA, AUTHORIZING THE CITY MANAGER AND THE CITY CLERK TO EXECUTE AND ATTEST, RESPECTIVELY, THAT CERTAIN RETAINER AGREEMENT WITH THE UNDERWRITING FIRM OF LOOP CAPITAL MARKET, LLC, ATTACHED HERETO AS EXHIBIT “A;” PROVIDING FOR INSTRUCTIONS TO THE CITY CLERK; PROVIDING FOR THE ADOPTION OF REPRESENTATIONS; PROVIDING AN EFFECTIVE DATE. WHEREAS, in order to undertake the financing of the City Hall Project, the City will require the services of a national underwriting firm to buy the bonds at a discount and then market them to potential investors, and WHEREAS, Loop Capital Market, LLC (“Loop Capital”) has agreed to work with the City regarding the financing of the bond, including preparing time tables, coordinating meetings, developing a structure and marketing plan and coordinating with other financing team members, and WHEREAS, the City Council would like to authorize the City Manager to retain the services of Loop Capital as underwriter, NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF MIAMI GARDENS, FLORIDA, AS FOLLOWS: Section 1. ADOPTION OF REPRESENTATIONS: The foregoing Whereas paragraphs are hereby ratified and confirmed as being true, and the same are hereby made a specific part of this Resolution. Section 2. AUTHORIZATION: The City Council of the City of Miami Gardens hereby authorizes the City Manager and the City Clerk of execute and attest, 1 Page 168 of 227 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 32 33 34 35 respectively, that certain Retainer Agreement with the underwriting firm of Loop Capital Market, LLC, attached hereto as Exhibit “A.” Section 3. INSTRUCTIONS TO THE CITY CLERK: The City Clerk is hereby authorized to obtain two (2) fully executed copies of the Retainer Agreement with Loop Capital Market, LLC, with one (1) to the maintained by the City, and one (1) to be delivered to Loop Capital Market, LLC. Section 4. EFFECTIVE DATE: This Resolution shall take effect immediately upon its final passage. PASSED AND ADOPTED BY THE CITY COUNCIL OF THE CITY OF MIAMI GARDENS AT ITS REGULAR MEETING HELD ON MAY 26, 2010. _________________________________ SHIRLEY GIBSON, MAYOR ATTEST: _________________________________ RONETTA TAYLOR, MMC, CITY CLERK PREPARED BY: SONJA K. DICKENS, CITY ATTORNEY SPONSORED BY: DANNY CREW, CITY MANAGER MOVED BY:_____________________ VOTE: _____ 36 Mayor Shirley Gibson (Yes) ___(No) 2 Page 169 169 of 227 3 1 Vice Mayor Aaron Campbell, Jr. (Yes) ___(No) 2 Councilman Melvin L. Bratton (Yes) ___(No) 3 Councilman Oliver Gilbert, III (Yes) ___(No) 4 Councilwoman Barbara Watson (Yes) ___(No) 5 Councilwoman Sharon Pritchett (Yes) ___(No) 6 Councilman André Williams (Yes) ___(No) 7 8 9 Page 170 of 227 About Loop Capital http://www.loopcap.com/about-loop-capital/[5/14/2010 3:26:54 PM] Welcome, Friday, May 14, 2010 Home | About Loop Capital | Client Services | Locations | Careers | Media Center | Contact Us Loop Capital Markets | Loop Financial Products | Loop Financial Futures About Home About Loop Capital Management Team Loop Capital Markets Loop Financial Products Loop Financial Futures Firm Accolades Philanthropy Client Services Locations Careers Media Center Contact Us Loop Capital is a creative and highly client-focused provider of a broad range of integrated capital solutions for corporate, governmental, and institutional entities. We serve clients on a global basis, with headquarters in Chicago and offices in Baltimore, Charlotte, Cleveland, Dallas, Detroit, Hartford, Houston, Indianapolis, Los Angeles, Newark, New Orleans, New York City, Orlando, San Francisco, San Antonio, Tampa, Washington, D.C and West Palm Beach. Our staff of over 100 experienced professionals is known for its uncompromising commitment to individualized client service and for the exceptional results that commitment produces. We believe – and our clients report – that four key strengths distinguish us from the competition: our people, distribution, underwriting abilities and capital. People. Experience and a strong client-focus are the two common traits of all our sales, trading and underwriting professionals. On average, each of our professionals has 22 years of institutional experience. They have joined Loop Capital from virtually all of the big name financial services firms with the belief that the best way to succeed is to first make certain your client succeeds. Our rapidly growing staff is now nearing the 150-person mark. Distribution. We provide our clients the finest distribution capabilities and coverage, effectively broadening the base of high-quality investors and providing access to new avenues of demand. Our institutional sales force – one of the most experienced in the industry – provides direct coverage of over 450 first, second, third, and fourth tier institutional accounts. Underwriting. Loop Capital has the prerequisite expertise to lead transactions and the financial resources to commit to the key areas we underwrite. We are known for providing innovative solutions in challenging situations through a process that includes: meticulous development of market and investor intelligence; underwriting bonds; providing secondary market support on all underwritten issues; creating an open line of communication with investors and credit dynamics; and broadening retail and institutional distribution for underwritten deals. Capital. Financial strength is key to the effectiveness of any investment Page 171 of 227 Site Search About Loop Capital http://www.loopcap.com/about-loop-capital/[5/14/2010 3:26:54 PM] banking and brokerage firm. At Loop Capital, we are extensively capitalized, with a capital base including significant equity capital, subordinated debt and secured bank lines of credit. As a result, we are well prepared to support our clients' financing and investment activities with capital. About | Locations | Contact Us | Terms of Use | Privacy Statement | Disclosures | Site Map | ©2007 Loop Capital LLC Page 172 of 227 LOOP CA P I TA L MA RK E TS , LLC. 121 S. Orange Avenue, Sui te 1500, No r th Tower , Or lando, FL 32801 407-377-6883 May 14, 2010 Dr. Danny O. Crew City Manager City of Miami Gardens 1515 NW 167th Street, Suite 200 Miami Gardens, Florida 33169 Re: Loop Capital Markets Engagement Letter Dear Dr. Crew : Loop Capital Markets LLC (“Loop Capital”) is pleased to confirm its engagement by the City of Miami Gardens (“City”) to serve as sole underwriter of its proposed $53,000,000 issuance of the Series 2010 Certificates of Participation (the “Bonds”). It is anticipated that the Bonds will be sold by negotiation in the Fall of 2010. This letter represents a statement of intent by the parties, and is not a binding contract unless and until a formal Bond Purchase Agreement and other related documents have been signed. Prior to the signing of the Bond Purchase Agreement, either party has the right, without penalty to withdraw from this engagement. Loop Capital will work with the City to achieve the successful sale of the bonds at the lowest borrowing cost. In fulfilling this goal, Loop Capital will perform the normal functions of a managing underwriter consistent with industry standards. During the course of this engagement, Loop Capital will work with City on all matters related to the financing including, but not limited to, preparation of timetables and coordinating meetings; development of structuring and marketing plans; coordination with other financing team members; making presentations to bond insurers or other credit providers, ratings agencies and investors; development of retention and takedown designation policies; development of pricing procedures to be used before and during the order period; development of bond allocations; policies for post-sale support; and reporting to City staff as to post-sale performance. In providing these services, Loop Capital is acting as underwriter of the Bonds and not as a financial advisor to the City. Thank you for the opportunity to serve as underwriter on this transaction. transaction. We look forward to working with you on this engagement. Sincerely, Loop Capital Markets Margaret Lezcano Managing Director Accepted: ______________________ Dr. Danny O. Crew, City Manager City of Miami Gardens Page 173 of 227 Staff Monthly Report April-May 2010 CITY MANAGER • Working on contracts, agreements, etc. for the City Hall project. These include bond counsel, disclosure council, underwriter, architect and commissioning agent. • Prepares RFP for Building Commissioning Agent as required under U.S. Green Building Council’s Leadership in Environmental and Engineering Design program (LEED). • Met with preliminary design architects to review building approach. • Reviewed the Green Building Design and Construction guidelines for application to the new city hall complex. • Attended a meeting held by CITT Working Group regarding funding from C.I.T.T. It appears likely that the City will receive it allocation of ½ cent tax funds for FY 20011. • Took additional actions to reduce the current budget. • Began work on narrative material for the FY 2011 budget process. • Attended the State of the City report event at Florida Memorial. • Received a petition from the Florida Public Employees Relation Commission PERC) indicating that they they received a petition from the FOP for a unionization election. • Received two proposals through the Beacon Council for real estate services for the Warren Henry properties. FINANCE DEPARTMENT (Patty Varney) 1. Completed the annual compliance filing with the Florida Department of Financial Services in reporting abandoned property. This is the first time the City did the filing, and while reconciling with the vendors on the stale checks, the City was able to cancel $47,206.14 outstanding checks which was actually cashed by the vendors. 2. Working on projection of FY 2011 salaries and fringe benefits. 3. Work with departments in preparing the FY 2011 budget projections, both operating and capital needs. ITEM L-1) REPORTS City Manager Monthly Report Page 174 of 227 1 4. Completed and submitted to Florida Department of Financial Services the City’s Annual Financial Report for fiscal year ended 9/30/09 5. Submitted and accepted by the US. Department of Commerce for reporting on “Audits of States, Local Government and Non-Profit Organizations for fiscal year ending 2009”. 6. Applied to Government Finance Officers Association for the Comprehensive Annual Financial Reporting Award and the Popular Annual Financial Reporting Award for fiscal year ended 9/30/10 Attached is the financial report and analysis for the month of March. Revenue and expenditures should reflect a 58.33%. Any important variances are explained in the attached analysis. The attached report is compiled on category basis and by Fund and also includes a comparison of last year’s revenue and expenses for the same period. Based on the current revenue trend in the General Fund, it is estimated that shortfall will be recognized in the following revenues categories: state revenues (Sales Tax, State Revenue sharing), utility taxes (electricity, gas and telecommunication), franchise fees (gas and electricity), and other revenues such as recreation fees, and code enforcement fines. The Governor signed the bill for “Red Light Camera” in to law; this will also impact the City’s revenue dramatically effective July, 2010. The City Manager is meeting with American Traffic Solution to discuss the agreement so that it will be in compliance with the law. Under this new law, the City will also have to remit to the State their share of the revenue weekly. A shortfall of approximately $2.0 million may recognize in General Fund for year-end between revenues and expenditures. In the Transportation Fund, gas tax revenue may also present a shortfall of $120,000 which may impact the fund to experience a deficit. As to building permits, it is projected that this revenue may recognize an additional $600,000 in revenue than budgeted, and therefore will reduce the subsidy require from the General Fund to the Development Services Fund. As As of April 30, 2010, the City has total investments in the amount of $12,679,451. Of this amount, $6,830,649 is with Wachovia which is available cash to fund for the operating expenses. The City holds a CD with the Bank of America in the amount of $2.6 million earning 0.16%. This is a requirement from our bond requirement and that is the highest and safest rate of return the City can obtain. The other investment is with Community Bank of Florida, a $3 million certificate of deposit earning 1.18%. The City still has approximately $44,942.25 in market value with the State Board of Administration and $203,861 in tax certificates with Dade County. Page 175 of 227 2 FY 2010 FY 2010 % FY 2009 FY 2009 % Budget YTD Revenues of Budget Budget YTD Revenues of Budget Property Tax 23,089,178 19,771,733 85.63% 23,608,249 20,015,299 84.78% Utility Tax 1 11,276,242 4,721,559 41.87% 9,890,000 4,797,960 48.51% Franchise Fees 2 5,809,802 603,891 10.39% 5,511,428 660,389 11.98% Permits/License Tax/Other Fees 3 1,925,000 1,449,522 75.30% 1,830,000 1,336,579 73.04% Intergovernmental Revenue 4 11,716,230 4,965,349 42.38% 10,739,309 4,928,792 45.89% Charges for Services 5 3,231,509 1,315,433 40.71% 2,955,046 1,781,387 60.28% Fines & Forefeitures 6 2,537,000 2,242,083 88.38% 1,251,000 838,048 66.99% Miscellaneous Revenues 7 1,535,000 1,089,403 70.97% 1,010,000 627,597 62.14% Non-Operating Revenues 11,227,434 956,118 8.52% 18,442,948 7,602,878 41.22% TOTAL 72,347,395 37,115,092 51.30% 75,237,980 42,588,927 56.61% 1 Variance of utility tax between the two fiscal year is attributed to telecommunication tax and electric utility tax when compared to FY 2008 for the same period of time. 2 Electric franchise fees which consists of 71.5% of the budget in this catgeory is received once a year in around August. 3 Increase in Permits/License revenues when compared to FY 2008 is mainly attributed to increase in revenue generated under Certificate of Use, and the new fee established for Certificate for Re-occupancy. 4 Revenue dervied from State Revenue Sharing and half cents sales still lagging compared to budget. However, for the month of April, sales tax shows a slight increase. Revenue received in FY 2010 compared to FY 2009 for the same period of time is a little higher, mainly attributed to the reimbursement of the Bryne Grant for police overtime. 5 Lower percentage is reflected as 50% of revenue in this category is derived from Jazz in the Gardens. Recreation fees is still behind compared to FY 2009 for the same period of time. Current estimate that a shortfall of approximately $50,000 may occur should this trend continues. 6 Increase in this category is mainly attributed to the fines collected for the "Red Light Camera". 7 Miscellaneous revenues is much higher in FY 2009 due to the loan proceeds of $7,300,000 for the purchase of the Warren Henry property. GENERAL FUND Revenues as of April 30, 2010 FY 2010 FY 2010 % FY 2009 FY 2009 % Budget YTD Expenses of Budget Budget YTD Expenses of Budget 1 39,550,499 24,725,205 62.52% 37,503,059 21,286,884 56.76% 2 6,364,723 4,207,445 66.11% 7,645,257 4,434,914 58.01% 3 500,359 40,311 8.06% 8,551,394 7,974,090 93.25% 97,587 34,125 34.97% 0 0 0.00% 16,619,841 9,301,578 55.97% 11,623,754 6,262,920 53.88% 9,214,386 0 0.00% 9,879,517 0 0.00% TOTAL 72,347,395 38,308,662.97 52.95% 75,202,981 39,958,808.09 53.13% 1 There is exactly 11 remaining pay period for FY 2010. The percentage expensed should be 57.69%. The higher percentage being expensed is attributed to under estimate of police salaries and overtime, and two full time positions in the Recreation department. 2 Expenditures are higher than than 50% is attributed to the expenditures spent for Jazz in the Gardens. When compared to FY 2009, the expenditure for the same period of time is actually is little bit lower in FY 2010 3 Expenditures was higher for FY 2009 than FY 2010 is mainly attributed to the purchase of the Warren Henry property. Other Uses Emergency Reserve Build Up Expenditures as of April 30, 2010 GENERAL FUND Personnel Expenses Operating Expenses Capital Outlay Grants and Aids Page 176 of 227 3 FY 2010 FY 2010 % FY 2009 FY 2009 % Budget YTD Revenues of Budget Budget YTD Revenues of Budget Local Option Gas Tax 1 2,335,000 1,077,835 46.16% 2,295,000 1,064,315 46.38% Permits/License Tax/Other Fees 95,000 36,413 38.33% 5,000 1,510 30.20% Intergovernmental Revenue 2 985,000 449,414 45.63% 754,750 459,261 60.85% Charges for Services 5,200 1,346 25.89% 2,200 3,230 146.81% Miscellaneous Revenues 3 29,969 4,771 15.92% 26,000 9,010 34.65% Non-Operating Revenues 986,166 308,980 31.33% 1,250,696 189,707 15.17% TOTAL 4,436,335 1,878,758 42.35% 4,333,646 1,727,033 39.85% 1 Local Option Gas Tax distribution is lagging by one month. The revenue is slightly lower than projected as it should reflects 50% of budget. 2 Lower Intergovernmental Revenue is attributed to lower State Revenue Sharing distributions. 3 Miscellaneous revenues is lower than FY 2009 due to lower cash flow and interest rate of return. TRANSPORTATION FUND Revenues as of April 30, 2010 FY 2010 FY 2010 % FY 2009 FY 2009 % Budget YTD Expenses of Budget Budget YTD Expenses of Budget $2,029,209 $1,180,171 58.16% 1,825,607 950,075 52.04% 1 $568,328 $457,546 80.51% 1,089,706 564,195 51.77% $107,585 $13,745 12.78% 57,846 13,722 23.72% 2 $0 $0 0.00% 298,878 298,878 100.00% $1,731,213 $839,162 48.47% 1,061,610 465,252 43.83% TOTAL $4,436,335 2,490,623.77 56.14% 4,333,647 2,292,121.60 52.89% 1 Higher expenditure percentage is mainly due to purchase of road and landscape materials. 2 QNIP debt payment is budgeted in the Debt Service Fund for FY 2010, therefore, no debt payment is being reflected. TRANSPORTATION FUND Other Uses Debt Service Expenditures as of April 30,, 2010 Personnel Expenses Operating Expenses Capital Outlay Page 177 of 227 4 FY 2010 FY 2010 % FY 2009 FY 2009 % Budget YTD Revenues of Budget Budget YTD Revenues of Budget Permits/License Tax/Other Fees 1 2,429,000 2,042,652 84.09% 1,724,000 1,343,414 77.92% Charges for Services 2 0 959 0.00% 222,000 58,243 26.24% Miscellaneous Revenues 6,100 1,268 20.78% 38,626 9,285 24.04% Non-Operating Revenues 1,813,211 964,592 53.20% 1,890,496 781,086 41.32% TOTAL 4,248,311 3,009,470 70.84% 3,875,122 2,192,028 56.57% 1 More permit activities in FY 2010 reflecting in higher revenues, especially permits issued for Calder's construction and over $200,000 permit fees received from the City of North Miami Beach for their water treatment plant. 2 Charges for services in FY 2009 is for the surcharge by the State and the County. This is not a revenue source for the City as the amount collected has to be remitted to the County or State. In FY 2010, fees collected are recognized at the balance sheet and not as a revenue source. The $959 recognized in this category is for unsafe structure charges. DEVELOPMENT SERVICES FUND Revenues as of April 30, 2010 FY 2010 FY 2010 % FY 2009 FY 2009 % Budget YTD Expenses of Budget Budget YTD Expenses of Budget 1 2,568,063 1,360,803 52.99% 2,632,519 1,476,490 56.09% 2 217,997 95,777 43.94% 579,483 319,633 55.16% 14,566 1,478 10.15% 19,377 1,500 7.74% 1,447,685 649,631 44.87% 643,743 374,935 58.24% TOTAL 4,248,311 2,107,690 49.61% 3,875,122 2,172,558 56.06% 1 The Building Servics Division Director was vacant for the month of October, and the position of the Code and Building Services Director was vacant for the first two months in October. 2 Expenditures in FY 2009 is higher mainly attributed to contractual service and legal advertising cost. Surcharge imposed by the County and State of which is a pass through from what the City was collected is recognized as an expenditures in FY 2009, while in FY 2010 it is treated as a liability and recognized in the balance sheet instead of revenue and expenditures. Expenditures as of April 30, 2010 Personnel Expenses Operating Expenses Capital Outlay Other Uses DEVELOPMENT SERVICES FUND Page 178 of 227 5 FY 2010 FY 2010 % FY 2009 FY 2009 % Budget YTD Expenses of Budget Budget YTD Expenses of Budget 1,404,337 807,841 57.52% 1,330,131 702,572 52.82% 4,696,115 2,185,945 46.55% 4,415,461 2,574,690 58.31% 1,478,339 975,339 65.98% 1,778,554 1,002,460 56.36% 1,612,312 871,057 54.03% 930,020 18,500 1.99% TOTAL 9,191,103 4,840,181 52.66% 8,454,166 4,298,222 50.84% All categories of expenditures are within budget allocation Other Uses Expenditures as of April 30, 2010 GENERAL SERVICES FUND Personnel Expenses Operating Expenses Capital Outlay Revenue from the General Services Fund is mainly derived from interfund transfers from the General Fund, Stormwater Fund, Building Services Fund and Transportation Fund. FY 2010 FY 2010 % FY 2009 FY 2009 % Budget YTD Expenses of Budget Budget YTD Expenses of Budget 449,783 269,233 59.86% 347,719 143,533 41.28% 267,865 56,972 21.27% 784,029 389,321 49.66% 25,835,570 4,649,503 18.00% 54,996,191 7,821,218 0.00% 194,463 109,450 56.28% 72,078 35,339 49.03% TOTAL 26,747,681 5,085,158 5,085,158 19.01% 56,200,017 8,389,410 14.93% CAPITAL PROJECTS FUND Expenditures as of April 30 2010 Personnel Expenses Operating Expenses Capital Outlay Other Uses Revenues from Capital Projects Fund are either from grants or transfer from General Fund. Page 179 of 227 6 FY 2010 FY 2010 % FY 2009 FY 2009 % Budget YTD Revenues of Budget Budget YTD Revenues of Budget Permits/License Tax/Other Fees 1 3,395,000 1,167,666 34.39% 3,395,000 1,571,615 46.29% Grant 163,275 0 0.00% 100,000 0 0.00% Charges for Services 40,000 40,205 100.51% 0 0 0.00% Miscellaneous Revenues 74,643 35,112 47.04% 25,000 31,915 127.66% Non-Operating Revenues 2 1,399,331 76,290 5.45% 0 0 0.00% TOTAL 5,072,249 1,319,272 26.01% 3,520,000 1,603,530 45.55% 1 More permitting fees were issued in FY 2010 2 This category includes the drawdown of bond proceeds for the purchase of a front-end loader. Revenues as of April 30, 2010 STORMWATER FUND FY 2010 FY 2010 % FY 2009 FY 2009 % Budget YTD Expenses of Budget Budget YTD Expenses of Budget 791,945 485,391 61.29% 639,438 308,697 48.28% 1 937,376 180,050 19.21% 1,640,839 486,352 29.64% 649,263 152,234 23.45% 158,485 315,834 199.28% Debt Service 665,889 180,670 0.00% 657,474 174,220 0.00% 2,027,776 381,565 18.82% 424,064 105,502 24.88% TOTAL 5,072,249 1,379,910 27.21% 3,520,300 1,390,605 39.50% 1 Operating expenses are lower than budgeted is mainly attributed to very minimal professional service have been utilizied for the year. Expenditures as of April 30, 2010 Personnel Expenses Operating Expenses Capital Outlay Other Uses STORMWATER FUND HUMAN RESOURCES (Taren Kinglee) Completed the 2010 E-4 Survey of Government Employment Coordinated the recruitment efforts for the Parks department summer staffing Staff attended the Florida League of Cities Hurricane Preparedness Symposium Held 10-hour OSHA training class for 45 employees from Parks and Public Works Work with Fleet department to complete Parks Department vehicle inspections Page 180 of 227 7 Distributed Outside Employment Consent Form to departments Consultation with outside council through Florida League of City regarding pending litigations including deposition for cases. Responded to several public records request. Held several meetings with department supervisors regarding recruitment, discipline and performance management. Developed job descriptions, administered benefits, responded to salary/benefit surveys, etc. DEPUTY CITY MANAGER FOR PUBLIC SERVICES (Renee Farmer) Police Department/School Crossing Guard Worked with staff re: the following: • Hurricane Preparedness • Nuisance Abatement Board • Building Renovation Close out • Budget Preparation • UASI Grant management • Fleet Asset Management • Law Beat 34 project Monthly Statistics Sep-Oct Oct-Nov Nov-Dec Dec-Jan Jan-Feb Feb-Mar Mar-Apr Apr-May May-Jun Jun-Jul Jul-Aug Aug – Sep Applications/resumes received 704 366 371 250 139 67 209 279 Positions Advertised 7 5 5 2 2 3 1 5 Interviews Conducted 60 54 37 68 61 15 29 16 Pre-employ Physicals 27 8 18 9 18 6 10 7 Background/Reference Checks 10 9 4 167 103 13 13 46 New Hires 13 8 2 2 7 6 1 1 Workers Comp Claims 22 18 7 15 16 14 23 21 Exit Interviews 1 2 1 1 1 1 2 1 Promotions 4 1 0 0 0 0 0 1 Page 181 of 227 8 Building and Code Compliance Worked with staff to advance the following projects: o Eden Re-structuring o Crystal Reports Training o Lot Clearing and Board up process analysis o Budget Preparation o Law Beat 34 project o LDR Training o Automation o AARP Volunteer o Special Events Ordinance Preparation Information Technology • Eden functionality by department • Budget Preparations Other Education Compact 501c-3 Staff Communications Forum 2010 Participated in the following Meetings/Committees (outside agency meetings): UASI Meeting CITT POLICE DEPARTMENT (Chief Matt Boyd) Police Department Staff TOTAL BUDGETED POSITONS: 258 TOTAL HIRED TO DATE: 255 • 1 Chief • 1 Deputy Chief • 3 Majors • 9 Captains • 28 Sergeants • 158 Police Officers (1 vacant position) • 10 Community Service Aides (1 vacant position) • 16 Telecommunications Operators • 2 Telecommunications Supervisors • 1 Telecommunications Manager • 1 Records Supervisor Page 182 of 227 9 • 3 Records Clerks (1 vacant position) • 1 Executive Secretary • 6 Administrative Assistants • 2 Property Control Officers • 1 Facilities Manager • 1 Custodian • 1 Court Liaison/Off Duty • 2 Crime Analysts • 1 Administrative Analyst • 1 Investigative Assistant • 1 Crime Scene Supervisor • 5 Crime Scene Technicians The monthly activity for the Operations Division for the month of April 2010 is as follows: ARRESTS: • FELONY 70 • MISDEMEANOR 209 • TRAFFIC 313 • DUI 01 • WARRANT 44 TOTAL ARREST 637 CITATIONS: • MOVING 558 • NON-MOVING 1114 • PARKING 140 TOTAL 1812 FIELD INTERVIEW CARDS 1574 TOTAL CALLS RESPONDED TO 7352 REPORTS WRITTEN 2201 TRAFFIC CRASHES 223 The monthly activity for the Support Services Division for the month of April 2010 is as follows: Property and Evidence, Number of property items processed: 290 -Property Receipts Processed 24 -Property Receipts Rejected Page 183 of 227 10 16 -Property Released 77 -Property out to Lab 0 -Property to be Disposed 6 -Lab Runs to MDPD $9,378.24 -Cash Impounded 42 -Firearms Impounded *not counting CSI direct -delivered to lab. Number of reports processed and number of requests made at window for records: Reports Processed 2,208 /Walkup Requests at Window 1,083 /Mail Logged In 464 /Fingerprints 34 /Background Checks 89 /Amount Collected At the Window $145,097.49. Number of calls received by dispatch: CAD Calls = 10,579 /Phone Calls = 12,575 /FCIC Entries = 213 /Training hours = 2 hours (FCIC re-certification classes) Overtime Hours = 381 Temp Hours = 0 Court Liaison and Off-Duty 978 subpoenas stamped and placed in the officers’ mailboxes. 389 off duty personnel processed and entered into Eden for payroll processing. 6 off duty vendor requests processed. 30 dispositions stamped and placed in the officers’ mailboxes. The monthly activity for the Investigations Division for the month of April 2010 is as follows: Arrests – Total: 373 Felonies – 119 Misdemeanor – 155 Truants Returned-0 U.S. Currency Seized – $10,617.00 Vehicles Recovered – 15 Vehicles Recovered Value-$315,000.00 Vehicles Processed-9 Property Recovered Value-0 Firearms Seized – 13 Search Warrants 1 Total Cases Assigned 423 Closed 175 (+45 UNF) Rate 46.3% Scenes Processed by Crime Scene Investigations Unit-128 Page 184 of 227 11 Capital Improvement Projects (Brandon DeCaro) Administration Items: • V. Nelson and B. DeCaro submitted all required information to the County Staff for transfer of GOB Grant Funds into appropriate active project. Letter requesting GOB transfer was sent from the City Manager. County requested additional information and a revised letter have been issued. • V Nelson and B. DeCaro submitted all required information to the County Staff for transfer of GOB Grant Funds for the FF&E for the MG Community Center. Additional information was submitted to the County on 4/13/10. County distributed proposed contract to City with some unacceptable terms. Meeting scheduled with Commissioner Jordan’s office on 5/25/10 to resolve contract issues. Public Meetings: • Staff attended Rolling Oaks Crime Watch meeting on 4/21/10 to update community about all park projects. • Staff met with Miami-Dade Water & Sewer Department to coordinate Conveyance Documents and the installation of the permanent water meter. Art in Public Places (AIPP): Planning Phase – Christina Goetzman • Miami-Dade County Art in Public Places Staff has submitted letter designating funds to be released to the City for Scott Park ($3,900.00), Brentwood Park (11,494.36), and Audrey J. King Park (11,997.40). Meeting will be held with Vernita Nelson and staff to discuss options for allocation of funds. • Miami-Dade County AIPP Staff has submitted proposal for assisting the City in the implementation of AIPP at Miami Gardens Community Center. Meeting with staff to discuss terms of proposal took place on 11/23/09. Revised proposal submitted by County on 11/30/09. Proposal reviewed by City staff and City Attorney. An agenda item has been drafted and will be presented to Mayor and Council for approval at Council Meeting on 01/13/10. • Item was approved by Mayor and Council during the 01/13/10 Council Meeting. • Acceptance Letter mailed to Miami-Dade County AIPP on 05/03/10. • Kick-off meeting with AIPP staff scheduled for 05/27/10. CAPITAL IMPROVEMENT PROJECTS: New City Hall: Planning Phase – Jimmie Allen & Brandan DeCaro • Preliminary Program and cost estimate reviewed by CIP Director and City Manager. • Review of Space Allocation & Building Program occurred 09/14/09, 09/15/09 & 9/16/09. • Miami Garden’s staff met with the Developer, Contractor and Architect on 8/13/09 to discuss the program for the proposed Town Center Project. The project will include the new City Hall, Police Department Building and Parking Garage. Page 185 of 227 12 • All staff comments received and incorporated into building programs. The revised program was provided to the developer on 09/24/09. Coordination Meetings with Developers Team on 10/09/09 & 10/15/09. • The program for the buildings was review, and revised with the City Manager, Deputy Manager & Assistant Managers. • City Council Workshop held on 11/18/09 for proposed City Hall and new Police Building. • Workshop held on 3/02/10 to study the city planning for the project. • City Planning Concept presentation was given during the 4/14/10 City Council Meeting. • City Council approves preparation of RFQ for construction of City Hall and development of City Center during 4/28/10 meeting. • Staff working on the assemblage of documentation to establish a desk top draft of the RFQ based on discussions with City Staff. Staff scheduled to deliver Criteria Documents to City Manager on 5/24/10. Demolition of Wachovia Building Site: Bid Phase – Brandan DeCaro • Schedule, planning options & preliminary estimate for site improvements has been reviewed by City Manager & Deputy Manager. • Bid advertised on 9/8/31/09; Pre-bid meeting on 09/09/09; • Bids were opened on 09/26/09. • Award of Demolition is on hold pending decision by City Council regarding the options for the proposed City Hall & Police Building. • Demolition will be included in City Hall construction to coordinate LEED qualifications. Police Building Major Interiors Construction: Close-out Phase – Jimmie Allen • The Building Department has not issued the Final Certificate of Occupancy for all of the work under Miami Skylines Contract. • Staff met with the contractor and submitted requests for pricing to perform required electrical changes to A/C Units at the roof and services to label and tag all building panels on 3/26/10. • The contractor is pricing the work requested as of 4/16/10. • Direction was been provided to the contractor to make adjustments to an accessible window in the facility on 4/1/10. • On 4/1/10, the contractor prepared permit applications to to renew open permits for project close out. Meeting between Building Department, Police Department and CIP staff occurred 4/15/10. • The Building, Electrical and Plumbing building permits were renewed on 5/07/10. • Staff met with the Contractor 5/12/2010 regarding electrical repairs and upgrades to the Police Building rooftop units. Also met on 5/12/2010 regarding lowering the window at the lobby access to the Records Unit. The contractor is prepared to start the work immediately and needs to schedule his work when PD staff is available to provide them access to the facility. The window work is required to be performed between Friday evening & Monday mornings to avoid public access impact and disruption. The Page 186 of 227 13 electrical repairs and upgrades to the rooftop units can be independently scheduled concurrent with the window work. • A proposal for the work has been submitted and is under review by staff so it can be finalized. • Miami Skyline Construction is still pending final negotiations and final payment. Fueling Facility & Storm Drainage: Construction Document Phase 85% – Jimmie Allen • WASD and DERM review for original scope completed June 2009. • A/E responded to the three environmental concerns from DERM. Portion of new storm drainage system will have to be re-designed as a result of DERM review. • A/E has provided fee proposals for revising the scope of the work for storm drainage. • The Report of the testing submitted to DERM was responded to 1/20/10. Two letters were forwarded reflecting the status of the review with conditions. The City will be required to issue to DERM within 60 days a mitigation plan along with additional testing specified in their letters dated June 19, 2009 and January 11, 2010. DERM DERM has briefly indicated that the drainage portion of the project can run concurrently with the required clean up of the contaminated soil on site. • City Staff prepared a letter for the City Manager, which was sent to DERM on 3/05/10. The City would prefer to conduct the additional testing required by DERM before proceeding with the removal of the contaminated soil. DERM accepted the response from the City on 3/09/10. • Purchase Order was issued and the sampling conducted the week of 4/15/10. • On 4/16/10, URS the consultant provided preliminary findings for staff review resulting from the recent testing performed. Additional sampling will be taken due to the negative test results and this will require a time extension from DERM. • The Environmental Assessment Report Addendum has been prepared regarding the additional contaminant assessment required by DERM. The Addendum was submitted to DERM on 5/11/10. The response from DERM is pending. • URS submitted spreadsheet with all costs associated for the project so the City can decide how to move forward with the various aspects of the project. The City will defer the redesign for the Fueling Facility until the issues with the contaminated soil removal have been resolved. • A Fuel Management System has been proposed and the CIP office has reviewed the system. CIP staff has requested URS to provide cost impact to incorporate an equivalent system into the project that will provide the City with a method of managing fuel use and consumption. • Staff will shortly engage URS to begin the project re-design to incorporate all new programmatic issues associated with the proposed Fuel Management system and the DERM environmental issues. Miami Gardens Community Center (MGCC): Construction 99% complete – Jimmie Allen Page 187 of 227 14 • A/E has completed all Punch Lists for the main building, the site and the ancillary buildings. The architect performed the balance of the Punch List re-inspections for all buildings the week of 5/7/10. The contractor has completed 99% of all Punch List Items. • Final inspections by public agencies have been ongoing: o Miami Dade County Water & Sewer (MDWASD) -Approved, water meters pending o Miami Dade County Fire Department -Approved o CMG Mechanical Inspections -Approved • Staff met with MDWASD regarding securing permanent water meters. City Council approved the Conveyance Documentation supplied from MDWASD in order for the CMG to secure permanent service. Once the City Attorney provides final opinion of title it will be delivered to MDWASD and the connection fees will have to be provided by the City. • The three Restroom/Concessions Buildings have achieved Substantial Completion and the punch list was issued by the Architect. The final inspection for the buildings was completed. • The equipment in the pool pump room has been completed. All of the pool systems have been started tested and are functioning. The final inspection for all of the equipment was performed and approved by the pool consultant on 4/14/10. The Department of Health inspection will be scheduled when issues related to the pool slide containment gate have been resolved. This item is pending and will affect pool approval and opening. • The track & football field are complete. • NFL Grant for $250,000 was requested now that the sports surface and lighting installation is complete. The City received a check for $200,000 from the NFL Grant. The remaining $50,000 will be reimbursed once the bleachers are completed. • Bleachers and Press Box Contractor received the Notice to Proceed on 10/26/09 and the firm has begun the design and preparation of the Construction Documents for permitting and installation. The Firm has 135 days to complete the work from the NTP date. Staff met with Bleacher contractor on 11/06/09 and the construction documents were submitted for Internal Departmental review during the week of 11/16/09. • Staff met with Bleacher Contractor on 5/11/2010. The Building Permit has been issued. The contractor has submitted a revised schedule and will begin construction on 5/24/10. • Parking Lot light fixtures have been installed, inspected and approved as of 5/11/10. • The final inspection for the irrigation system was completed by the Landscape Architect the week of 4/12/10. All work has been approved and staff was trained on the equipment on 5/11/10. • The contractor requested a 118 day time extension, which was approved during the 11/11/09 City Council Meeting. Additional time was considered for delays due to additional requirements by the Miami Dade Fire Department during their final inspection. Page 188 of 227 15 • The FF&E List was developed and the 3,000,000 for the FF&E funding was submitted to the County in December 2010. The contract with the County GOB Office for the FF&E funding is pending. • Data Center installation: Electrical and Mechanical was completed and final inspections approved on 3/16/10. The Miami Dade Fire Department approved the fire suppression system for the data system on 4/9/10. The installer submitted the approved plans for CMG installation permits on 4/14/10. The building permit was issued on 5/13/10. The work is expected to be completed within 3 days of permit issuance. Final Fire Department inspection is the final step to closing out the fire suppression work once completed. • Low Voltage Wiring Installations: The work is 100% complete for the voice and data systems. • Sound System: The system is 100% complete and has been reviewed by the sound consultant and a final Punch List has been issued. The installation was completed and training of the staff was performed on 5/11/10. • Access Access control, intrusion and cameras systems: The work is 99% completed. All hardware is installed and functioning as required. The hardware was programmed at the site and is awaiting final connectivity and interface with the City PD systems. Several attempted intrusions have occurred over the past weeks and recorded images have been obtained. Miami Gardens Community Center Amphitheatre: Design 95% completed – Brandan DeCaro • Proposal for MGCC Amphitheatre project submitted for Safe Neighborhood Parks (SNP) Grant in July. Project recommended for grant funding by SNP Oversight Committee on 8/18/09. • City Council approved required project matching funds at meeting on 10/14/09. • Negotiation with MGCC A/E for design of Amphitheatre was completed 11/10/09. • The A/E contract for the Amphitheatre was approved during the 12/09/09 City Council Meeting. • The Notice to Proceed for the A/E was issued on 2/08/10. • The Schematic Design Review Meeting was held on 2/22/10. • The A/E’s Design Development documents were submitted 4/9/10. • The A/E 100% Construction Document submittal was made 5/7/10. Staff review was performed and comments forwarded back to the A/E. • The Construction Doc’s were submitted to the County agencies for review on 5/10/10. The Construction Doc’s were submitted to the Miami Gardens Building Department on 5/12/10. Rolling Oaks Park: Design Phase 60% completed – Brandan DeCaro • Phase I Improvements include: Installation of 2 athletic fields, new entrance and turn-around, new parking and overflow parking lots, fencing, and concession/restroom facility. • Met with A/E 3/12/09 & 6/08/09 to coordinate the completion of the Construction Doc’s. • Revised CDs submitted to CIP staff for review 4/15/09. • DERM -Tree removal permit approved. Page 189 of 227 16 • Miami-Dade County Fire -Plans approved for permitting. • Department of Health -Plans approved for permitting. • MDWASD & North Miami Beach sewer connection pending final approval. • Sewer pipe up-grade requested by DERM. Survey information & pipe as-built’s provided to DERM so that pipe up-grade will not be required. DERM approval received in June, 2009. • Miami Gardens Building Department submittal pending. • Negotiating Additional Service with A/E for completion of Construction Documents. • Terminated A/E during 11/10/09 Council Meeting. • Negotiated conducted with new A/E to assume design and construction admin for project. • Agreement with new A/E will be presented to the City Council for approval. • Purchase of additional land for new main entrance from Miami Gardens Drive is in progress. Bunche Park & Pool: Design Phase 80% completed – Brandan DeCaro • Phase I Improvements include: Construction of entire pool parcel including pool house, parking paving/striping/drainage, lighting, fencing, landscaping, and signage. • Met with A/E 3/12/09 & 6/08/09 to coordinate the completion of the Construction Doc’s. • Revised Construction Doc’s submitted to CIP staff for review 4/15/09. • County Fire -Plans approved for permitting. • WASD – Water & Sewer connection reviewed and approved. • DERM -Review for Water & Sewer completed. Surface water permit approved. Payment for all DERM Permit Fees completed 7/14/09. • Construction Doc’s were submitted to Miami Gardens Building Department on 7/30/09. Building Department and Public Works comments received. A/E response to the comments is pending. • A/E terminated during 11/10/09 Council Meeting. • Negotiations conducted with new A/E to assume design and construction admin for project. • Agreement with new A/E will be presented to the City Council for approval. North Dade Optimist Park: Design 100% completed, Bid Phase started – Anthony Smith • Phase I Improvements include: Construction of new 3,000 sq. ft. building including six restrooms, small concession/kitchenette, kitchenette, and storage rooms; paved parking lot with 114 spaces including drainage, irrigation and landscaping, football field & sports lighting relocation and minor landscaping; and construction of a sewer lift station. • Parks plans approved by Miami-Dade Fire. Reviewed by DERM and MDWASD. Additional information requested and accepted 5/08/09. Final approval pending. • Lift Station -Received approval by MDWASD and DERM. • Construction Doc’s for the Recreation Building & Lift Station submitted to the CMG Building Department for review on 5/27/09. • A/E has addressed comments from MG Building Department and DERM. Page 190 of 227 17 • Plans resubmitted to the MG Building Department for 2nd review on 9/01/09. • A/E started work for additional services to add a new fence around the property, gates at entrances, irrigation system and building elevations. • Construction Doc’s re-submitted to the MG Building Department for 3rd Review on 11/03/09. Re-submittal included all additional service work. • The Construction Documents for the Recreation Building and site was approved by the MG Building Department on 11/10/09. • The Construction Documents for Lift Station approved by the MG Building Dept on 12/29/09. • The Construction Documents for the Recreation Building were denied approval by the MG Public Works on 1/06/10. AE currently addressing comments. • The Construction Documents were re-submitted to the MG Building Department to address MG Public Works Department comments on 02/10/10. • The Construction Documents for the Recreation Building were approved by the MG Public Works on 2/23/10. • The bid advertisement is pending the reconciliation of the project budget. Norwood Park & Pool -Pool Building Renovation: Close-out 100% –– Anthony Smith • Repair work for Pool Building was temporarily on hold until scope for pool piping replacement could be determined. • Change request and proposal for additional work was approved 5/4/09. Repair work for the Pool Building commenced 5/14/09. Painting completed 6/05/09. • Punch List Inspection on 09/15/09; re-inspected on 10/15/09. Punch List complete 12/10/09. • Building Department approved final inspection for door replacement on 12/10/09. • All Pool House work has been completed. • The reimbursement from the Grant Agency (SNP) is pending. Norwood Park & Pool-Pipe Replacement Project: Construction 90% complete -Anthony Smith • Design Kick-off Meeting for Piping Replacement Project on 6/18/09. • Final Construction Doc’s completed and submitted to CIP staff on 7/31/09. • Construction Doc’s submitted to MDWASD, MD Fire, DERM & Miami Gardens Building Department for review on 7/31/09. MD Fire and DERM approval received in August. • Construction Doc’s submitted to Health Department on 8/13/09. • Resubmitted to MG Building Department on 09/10/09, 9/24/09 & 10/08/09. • Plans were approved by the Health Department on 11/09/09. • The revised plans with Health Department approval were re-submitted to the MG Building Department on 11/12/09. Plans were approved by the MG Building Department on 11/17/09. • Project advertised for Bidding on 11/9/09. Bids were opened on 12/10/09. • City Council approved and awarded construction contract on 1/13/10. • Pre-Construction/Kick-off meeting was held on 1/21/10. • The Construction renovation and pool piping replacement construction commenced on 1/28/10. Page 191 of 227 18 • The installation of the domestic plumbing & pool piping is completed. Punch List work is underway. • The revised construction documents for the pool grounding system have been approved by MG Building Department and the work has been completed. • The existing main drain for the pool was found to be leaking when the pressure test was conducted. The Health Department approval for the new drain detail & pipe replacement was received 4/19/10. • The revised drawings for the new main drain were approval by the MG Building Department on 4/27/10. The change order for this new work will be presented to City Council at the Council Meeting on 6/09/10. The construction for the new main drain is underway. • City staff will look at potential areas of concern for electrical deficiencies in the Pool House that will prevent occupancy of the facility. This work shall be done under a separate contract in order for the MG Building Department to finalize all associated permits and issue a Certificate of Completion for the piping replacement. Miami Carol City Park: Construction 58% completed – Anthony Smith • Contractor for new Recreation Building and Site Improvements on hold pending final approval of site utility plans from WASD and DERM. • WASD Water & Sewer Agreement to 4/08/09 City Council Meeting. County Attorneys denied minor revision requested by City Attorney. Submittal of Water & Sewer Agreement pending up-dated “Opinion of Title”. Revised Water & Sewer Agreement accepted by WASD on 6/04/09. • MDWASD, DERM and Miami-Dade Public Works approval received week of 9/07/09. • Final submittal to MG Building Department on 9/18/09. Construction Documents approved by Miami Gardens Building Department. Miami Gardens Public Works approval pending. • Kick-off meeting held with contractor, Portland Construction. Miami Gardens Building Permit issued 10/15/09 and construction began on 11/02/09. • The underground plumbing and electrical were underway December 2009. • The property address of the new Recreation Building has been changed changed by the MG Planning & Zoning and Miami-Dade County’s Property Appraisal Departments to reflect accurate location. Certified copy of sheets submitted to Miami-Dade as a revision for review on 1/8/10 because the County permit number had expired. Miami Dade-Fire Dept. approved the drawings on 1/12/10. • A Preconstruction meeting with Miami Dade County Water and Sewer (MDWASD) and MG Public Works Department for the sewer line installation was held on 2/09/10. Miami Dade Public Works has postponed planned county roadway improvements to the right-of-way until after the MG General Contractor completes all off-site work associated with this project. • Sewer line and manhole installation is completed and the roads have been repaved. • Shell of the Recreation Building was completed March, 2010. • The installation of the back flow preventor is complete. Page 192 of 227 19 • The installation of the metal roof is complete. • The installation of the mechanical, electrical and plumbing rough is underway. • The installation of the studs for the interior partitions is underway. Miami Carol City Park Sports Lighting: Design Phase 100%, Bid Phase started -Anthony Smith • Replacement of existing Sports Lighting for baseball and football fields identified in Federal Energy Block Grant. CIP developed cost estimate and schedule for light fixture replacement. • Miami Garden's staff met with Musco Sports Lighting at the park to review scope and schedule on 2/02/10. Cost proposal received from Musco on 2/05/10. • Light replacement cost proposal approved during the City Council Meeting on 2/24/10. • The Musco contract was signed and returned to the City. • The Construction Drawings (CD’s) have been approved by CMG staff. • The Construction Drawings (CD’s) were approved by the MG Building Department on 4/12/10. • The project was advertised for bid on 5/11/10. The bid opening is scheduled for 6/03/10. Generator Installation at various Parks: Construction Phase started – Anthony Smith • Developing scope for the installation of transfer switch for emergency generators at several Parks. • Projects advertised for bid on 1/20/10. • Pre-bid and site visit with contractors held on 1/27/10. • Bid opening for electrical work for transfer switches for portable generators held on 2/11/10. • The Purchase Order has been issued. Construction Kick-off Meeting was held on 3/30/10. • Construction Doc’s submitted to the MG Building Department for review on 4/27/10. The contractor’s response to the comments is pending. A.J. King Park Playground Replacement: Planning Phase 50% – Brandan DeCaro • New playground proposal received for SNP Grant application. • V. Nelson and B. DeCaro attended the Safe Neighborhood Parks (SNP) Oversight Committee Meeting on 1/29/10 and received approval for funding for the new playground installation. • Project planning and scheduled has been coordinated with Parks Department. Schedule to be developed by CIP. Playground design is being finalized. • SNP Grant Contract for matching funds was approved by City Council during 5/12/10 Council Meeting. Page 193 of 227 20 Brentwood Park Sports Lighting Football Field: Planning Phase 50% -B. DeCaro /Jimmie Allen • CIP & Parks Staff met with Electrical Engineer & representatives from Musco Lighting at Park on 4/14/10 to discuss the proposed project. Engineer determined there is enough existing electrical power for Musco light fixtures for football field & future basketball courts. • CIP staff has developed Master Site Plan to coordinate location of football field, new light poles, future basketball courts and all future components. Master Site Plan completed on 5/01/10 for staff review. • Musco Lighting is developing design for sports fixtures. Musco will provide proposal for fabrication of fixtures and electrical design on 5/28/10. The Musco proposal will be presented to the City Council for approval in June. BUILDING AND CODE ENFORCEMENT (Sharon Ragoonan) REVENUES: Building Permits $ 194,225.23 Certificate of Occupancies (CO) $ 325.99 40 Year Recertification $ 0.00 TOTAL $ 194,551.22 EXPENDITURES: Salaries & Wages $ 103,199.79 Personnel Benefits $ 31,328.11 Contract Services $ 6,646.25 (Professional Services) Operating Expenditures/Expenses $ 490.44 (Travel & Per Diem; Postage & Freight Utilities; Rentals & Leases, etc.) Operating Expenditures/Expenses $ 1,325.99 (Supplies; Other Operating Expenses; Uniforms; Books; Education & Training, etc.) Capital Outlay 0.00 Other Uses $74,522.67 TOTAL $ 217,513.25 PERMIT APPLICATIONS SUBMITTED: Building 265 Certificate of Occupancies 22 Demolition 4 Electrical 93 MDC Permit Closures 8 Mechanical 54 Page 194 of 227 21 Plumbing 62 Zoning 13 TOTAL 521 INSPECTIONS PERFORMED: CITY STAFF Building 648 Electrical 171 Mechanical 53 Plumbing 171 PROFESSIONAL SERVICES Electrical 17 Plumbing 0 TOTAL 1060 UNSAFE STRUCTURES CASES: Issued 4 Board Hearing 0 TOTAL 4 MONTHLY REPORT TO CENSUS BUREAU FOR NEW CONSTRUCTION: Commercial Permits 0 Total – Construction Value $ 0.00 Residential Permits 11 Total – Construction Value $ 1,049,252.00 MAJOR PROJECTS: 1. Taurus Project: inspections performed on a timely basis 2. D R Horton Coconut Cay: plans, permits and inspections performed on a timely basis. 3. EDEN Overhaul in progress 4. Homeowners – Bill of Rights: Resolution scheduled for adoption by Council on May 26, 2010 5. Permitting Guide in progress CODE ENFORCEMENT (Roderick Potter) The following administrative, enforcement and licensing highlights are for efforts from March 2010 /April 2010: • Code Compliance hosted a site visit for the Kids And the Power Of Work (KAPOW) program. Page 195 of 227 22 • Started a pilot program for the Code Supervisor’s using Access Database as the next step in the Code officer automation process. • Conducted the monthly management field zone review. • Acknowledged Administrative Assistants Day. • Code Compliance Division has started a Guest Satisfaction Committee to improve customer service. • Code Compliance Supervisor and area Officer attended the Rolling Oaks, Norwood, Andover, Scott Lake and Rainbow Park /Bunche Park Neighborhood community association meetings. • Code Compliance Supervisor and area Officer attended the Venetian Gardens Neighborhood crime watch meeting. • Continued co-op meetings with Miami Dade County Solid Waste representatives to resolve issues and expedite bulky waste pick-up. • Conducted the monthly Housing Division meeting. • Conducted monthly general staff meeting and weekly management staff meeting. PERSONNEL Staff Development: • All CEO’s attended the Gold Coast Association of Code Enforcement (GCACE) network and training. • The Code Compliance Division completed a team building and visioning exercise which consisted of a project gallery walk. • Conducted divisional customer service training with FedEx. • Housing Inspector Guillermo Diaz attended a Business Grammar and Writing class. • Licensing & Permit Clerk Kristy Cross assumed a role as an acting Housing Inspector. • Division Director, License & Housing Mgr. and Business Officer attended the Florida Association of Business Tax Officials (FABTO) conference (License & Housing Mgr. and Business Officer have been certified as Business Tax Officials). • License & Housing Mgr. has received Florida Association of Code Enforcement level II certification. Page 196 of 227 23 Licensing Stats Jan 09 Feb 10 Mar 10 Apr 10 New Business Tax Receipts 40 66 100 42 New Certificates of Use 29 46 49 30 New Alarm Permit Accounts 61 38 52 53 New Landlord Permit Accounts 54 8 7 12 Business Tax Receipts Issued 139 208 188 135 Certificates of Use Issued 132 158 169 121 Alarm Permits Issued 108 33 21 18 Landlord Permits Issued 1 33 307 94 CODE Stats: Jan 10 Feb 10 Mar 10 Apr 10 Business Tax Receipt Inspections 64 55 79 45 Certificate of Use Inspections 62 55 79 45 Landlord Permit Inspections 7 74 464 31 Warning Notices Issued 325 438 364 189 Civil Violation Notices Issued 221 128 188 468 Re-Inspections 396 501 598 288 Special Master Hearings 28 23 17 19 Massey Hearings 50 42 73 45 Lien Reduction Amnesty Request Hearings 6 9 9 12 Extension Requests 36 37 50 33 Complaints Received 134 170 193 153 Proactive Cases 301 257 387 162 Cases Closed Within 30 Days 111 171 170 124 Cases Closed Within 60 Days 12 11 14 1 Cases Closed Within 90 Days 13 31 14 5 Special Operations-Code 34 9 4 18 Special Events 5 4 2 2 Illegal Signs Removed 517 707 839 793 Phone Calls Received by CEOs 229 333 359 212 Parking Tickets Issued 34 34 25 12 Lien Searches 109 129 144 152 Joint Operations-MGPD 14 4 0 0 PD Requests for CE 21 22 18 26 Storm water Postings 0 0 0 0 Abandoned Vehicles -Tagged 32 31 35 15 Abandoned Vehicles -Towed 6 4 7 0 Page 197 of 227 24 Housing Stats Jan 10 Feb 10 Mar 10 Apr 10 Re-occupancy Inspections Re-occupancy Certificates issued Administrative Foreclosure Inspections 51 50 0 45 43 8 47 55 15 58 57 0 Note: All totals are from beginning to end of month. SCHOOL CROSSING GUARDS (SGC) (Cherise Alicia) Tasks Completed: • Community Safety Fair 2010 Meetings Attended: • Departmental mtg. w/DCM Renee Farmer • Director’s Mtg.-• SCG Employee Staff Mtg.-4/16/10 & 5/7/10 • Agenda Review/Staff Meeting – • CTST Meeting-04/05/10 Meetings scheduled: • CTST Coalition Meeting – April 5, 2010 Misc: Friday, April 23, 2010-Car Seat Safety Class-Presentation for parents and caregivers on seat belt safety and proper usage. 7 attended. Friday, April 23, 2010-Relay For Life-Staff participated in Walk-a-thon for Cancer. Saturday, April 24, 2010-Car Seat Check-up Event-was held at “Family Fun Day Picnic” sponsored by Antioch Baptist Church of Carol City. Parents and Caregivers including those that attended the Family Safety class came out to have their car seats inspected. Those in need were provided car seats. Assisted 82 Families were assisted, educational materials were given. Employee Incident Reports: • Total: 0 Terminations: 0 Resignations: 0 New Hires: 0 ASSISTANT CITY MANAGER (Vernita Nelson) • Media & Events Division – Completed Sponsorship Coordinator Agreement for 2001 Jazz in the Gardens music festival. Page 198 of 227 25 • Capital Improvement Projects Department – Continue to assist with capital improvement projects; assisted in preparation of agenda items; leading efforts to navigate through the county’s Safe Neighborhood Parks and Building Better Communities Bond processes to secure funding contracts. • Miami Gardens /Opa Locka Youth Violence Initiative – Coalition monthly meeting held on May 11th. • Public Works Department – Assisted in preparation of agenda items; Participated in Public Works Week celebration • Weekly Department/Division Meetings • City Manager’s Office – Oversight of the Employee of the Month Program; Assisting with FY 2011 budget preparation. • Facilities – Phase 1 and 2 of Signage Plan for city hall is complete. Stenciling has been updated on all main office doors and façade sings have been placed in strategic locations around the city hall campus. • Progressive Young Adults Committee – Members are assisting staff with the Census 2010 “Be Counted” public awareness campaign. Committee meetings are held every 3rd Sunday of the month. Additional Meetings: • 4/18 – Progressive Young Adults Committee • 4/20 – Rolling Oaks Crime Watch; Youth Violence Prevention Coalition Alcohol Awareness Community • 4/23 – ASPA Best Practices Conference ; Relay for Life • 4/28 – Council Meeting • 4/29 --Mercedes Benz Corporate Run • 5/10 – Meeting with Miami-Dade WASA • 5/11 –Miami Gardens Community Center Town Hall Meeting; MGPD Explorer Open House • 5/12 – Council Meeting • 5/13 – State of the City Address COMMUNITY OUTREACH (Lillie Q. Odom) • Assisting with the AARP Senior Community Service Employment Program. • Coordinating a paint project for a citizen’s wall on NW 175 Street as referred by Code Compliance. Partners are: Ms. Brice, from Parkway Middle School and the school’s Art Teacher and their Community Specialist. Each home owner was contacted and approval was granted from them to paint the wall with a theme. Rachel TaalibDeen, Project Director for Youth Violence Prevention at Miami Gardens Page 199 of 227 26 was instrumental in the making sure all the partners were informed. The project started Tuesday, May 18 thru May 21, 2010. All the students involved were excited about the project. • Coordinating a Historical Event city-wide; by utilizing the participation of the residents, organizations and business in the city to share their historical story of the city. Scheduled for May 20, 2010, to be held in the council chambers: 6:30 -8:30 pm. This event is as a result of Resolution No. 2009-201-1147, sponsored by Councilman Melvin L. Bratton. Community and Committee Meetings attended o April 14, 2010-Attended the Elderly Affairs Monthly Meeting. o April 14, 2010 – Attended the North Dade Middle School location meeting, held in the school’s Library – Outcome is that the middle school will remain at the North Miami High until this school year is over and will return to the Miami Gardens area at the Carol City High School’s old facility. o April 21, 2010 – Participated in the Census Campaign. o April 22, 2010 -Assisted and participated with the Relay for Life Event o May 4, 2010 -Attended the War on Poverty Committee meeting held at Florida Memorial University _ “Building Healthy Communities” o May 5, 2010 -Meeting at Parkway to complete the plans for the Painting project. o May 11, 2010 – Meeting with the Communication Forum committee. o May 11, 2010 -Attended the Town Hall at Florida Memorial University o May 12, 2010 – Attended a meeting with the Relay for Life Committee. o May 13, 2010 – Attened the City’s State of the Address, held at Florida Memorial University. o May 14, 2010 – conducted a meeting for the Historical Event to be held May 20, 2010 . o May 17, 2010-Attended a bi-weekly meeting; reference to division. o May 19, 2010 -Attended the Elderly Affairs meeting. o May 19, 2010 – Participated in the Commission for Women’s Discussion. MEDIA AND SPECIAL EVENTS Coordinator (Ula Zucker) Page 200 of 227 27 • Completed the April issue of the Community Newspaper. The May issue is available online at www.communitynewspapers.com. At present we are working on the June issue. • Closing out the books on the 2010 Jazz in the Gardens event (reconciling invoices and recapping event) and issued a new production contract for the 2011 Jazz in the Gardens event. We have already executed the 2011 sponsorship consultation/acquisition contract and sponsorship solicitation for the event has already started and is in progress. • Staff has been assisting Miss Abigail Williams, Miss Miami Gardens 2010, with her Miss Florida competition preparations. Orientation for the Miss Miami Gardens Pageant is the weekend of May 22-23, 2010. Preparations include paperwork, wardrobe, talent, fundraising and a mix of other elements for the upcoming Miss Florida Pageant. The Miss Florida Pageant is July 7-10, 2010. For more information about Miss Miami Gardens, visit www.missmiamigardens.com. • The Mayor’s State of the City Address was held on Thursday, May 13th, 2010, from 10a.m. to 12p.m. at the Low Rawls Performing Arts Theater located on the Florida Memorial University Campus. Approximately 400 people attended the affair. This year, attendees were given an herbal plant as a token of appreciation from the City. • The 6th Annual Memorial Day Breakfast hosted by Councilman Melvin Bratton, will be held at the Smith Conference Center located on the Florida Memorial University Campus on Memorial Day, Monday, May 31st, 2010, at 8:30am. Everyone attending has been asked to RSVP to ghernandez@miamigardensfl.gov. • We have finalized our FY 2010-2011 budgets according to what was requested by the finance department. All our budget items have been fully turned in on time. • Ula and Stephanie attended the BizBash Events conference at the Fort Lauderdale Convention Center. Conference sessions/seminars including Trends in Events, Fundraising, Event Design, Catering, Production and a Vendor Trade Show. • We are currently structuring a plan to produce the Arts and Culture Festival that will be sponsored by Councilwoman Watson. This event is slated to take place between the summer and fall 2010. • NorthStar has presented three creative concepts for the City as part of their contractual commitment to assist us in branding the City. We are still in the process of reviewing these concepts and will choose one of three which best exemplifies the City as we wish to market it as a community and destination brand. The City Manager currently has these concepts and will decide along with a team of peers which concept best represents the City of Miami Gardens. Page 201 of 227 28 • Our public relations efforts are ongoing. Please see the Community Outreach Department for press clippings, pictures or items of the sort. We are also placing advertisement and purchasing media for other departments. PURCHASING (Pam Thompson) 1. Prepared and issued eight bid/RFP: Home Rehabilitation 2835 NW 168th Terrace Home Rehabilitation 1421 NW 202nd Street Annual Contract Lot Clearing/Lot Mowing Services Annual Contract Emergency Board-up Services Purchase & Delivery of Gymnasium & Track & Field Equipment Purchase & Delivery of Football Field Equipment Installation of Musco Fixtures @Miami Carol City Park Repair & Resurfacing Norwood Pool Deck 2. Prepared and issued two quotations: Structural Support Addition Purchase PD Hubcaps 3. Preparing specifications for the following: Annual Contract for Storm Drain & Canal Maintenance Installation of Security System – City Hall Annual Contract Purchase Plants & Trees Re-issue Fitness & Health Management Annual Contract for Catering Services NW 183rd Street Street Improvements Demolition Services – Mt. Hermon Church, 2245 West Bunche Park Dr. 4. Issued 133 Purchase Orders 5. Continue to maintain Fixed Assets (ongoing) 6. Continue to order and assist with auditing fuel card program 7. Continue to train and assist City staff on Eden software 8. Continue entering contracts into Contract Management (ongoing) 9. Continue assisting vendors with on-line vendor registration Bids & Quotes – bid vendors (ongoing) 10. Continue to add current contracts to Procurement Web Page 11. Attended FAPPO annual conference 5/1-5/10 Page 202 of 227 29 INFORMATION TECHNOLOGY (Ronald McKenzie) IT Dept Overview This Status report covers the activities of the Information Technology Department for the period from 04/20/2010 through 05/20/2010. It is organized into the following areas: • Significant Accomplishments • Significant Issues • Schedule Status • Travel Activity Accomplishments from Month: o Significant Accomplishments 􀂃 Served as Leader and Organizer for the Relay for Life and Corporate Run team building activities for the city. Both events were well represented by city staff. We won awards for both events. For Relay for Life we won the “Spirit Award” for being the team showing the most spirit and teamwork throughout the event. We also raised over $4000 for the cause. For the Corporate Run we had about 90 paid employees participating and over 100 employees and family members at the event. We also won 1st Place for the most colorful shirt. 􀂃 We began our pilot program providing Computer training to senior citizens using IT staff from my department, at the Parks. The program was extremely well received. The first class had 18 seniors sign up but only 8 attended. The word got out about how good the class is and now over 80 seniors are on the waiting list for the upcoming classes. Gardimyr Pierre from my team is teaching the course. He has previous experience working with seniors and has gotten much praise for his instructions. 􀂃 Conducted ISF inventory of IT assets throughout the city for budgeting purposes. Purchases $25,000-$50,000 Date Vendor Service/Project Amount 5/12/10 Matty’s Sports Sports Equipment $39,428.75 4/27/10 Principal Decision Systems Software $47,800.00 4/27/10 Seico Construction NSP 3590 NW 181st Street $49,067.00 Page 203 of 227 30 􀂃 Created and inputted the IT budget for 2011 in EDEN. Sat down with DCM to go over the budget as well as IT request from other departments. We effectively slimmed down the budget considerably from the allocated amount for this year. 􀂃 Conducted OSSI users group meeting at PD to understand issues from users and begin process of correcting the issues. This meeting will continue to be held on a monthly basis. 􀂃 Continued deployment of new replacement laptops for Police Department Officers. The old Motorola laptops are no longer under warranty and have been breaking down at an alarming rate. We have deployed 50 and have 50 more to go. We also held and auction for the surplus. The winner of the auction has picked up the 50 replacements. This has helped the process to roll smoothly. We will be complete with the replacements by the end of June. 􀂃 Continued labeling, scanning and inventorying all IT assets city wide to include PD, CH and Parks. IT created a database for collecting and keeping track of the information. Currently about 95% of all assets at PD has been inventoried and about 70% of all assets at CH have been inventoried. I expect to have all assets scanned and accounted for by the end of June. 􀂃 Continued work in support of Miami Gardens Community Center project. Working with Access Limited to connect the security system from MGCC to PD. The cameras are all set up and can be monitored from PD. We are working on the access card readers and intrusion detection devices. We were able to review and download video to help identify the perpetrators that broken in the facility. We also worked with the A/V company to connect that system. It will require additional telephone equipment for paging purposes. We have requested a quote and recently put in the change order for the additional equipment. 􀂃 We also are in the process of ordering the computer equipment for MGCC and the outside phone circuit. Currently calls can be made and received but the numbers have to be a number from the PD or CH campus. 􀂃 Still working to establish Unified Communications. This in effect is combining phone services with email and video services. The IT Department will be Piloting this new technology in June. We expect to begin a pilot with select other users in July Page 204 of 227 31 􀂃 Created a Database in Access and special reports in support of the Code Divisions mobile rollout. Working with the code department to develop additional reports. 􀂃 Continued employee training for various Microsoft products. 􀂃 Performed many website updates. Changed pictures for command staff at PD and many other updates to the CH website. 􀂃 Continued deploying new AT&T aircards to PD officers. Will continue slow rollout until aircards have been divided into a 50/50 split between AT&T and Verizon. 􀂃 Loaded MS server 2008 on two servers. This is to keep us up to date on support and prepare us for rolling the desktops and laptops to Windows 7 by the end of September. 􀂃 Sent out email to all directors, CM, DCM and ACMS and City Council making them aware of sensitive material residing on copiers. Also letting them know that before any and all copiers are swapped out or removed from the city, IT must be notified so that we can wipe the hard drives clean. 􀂃 Working on RFQ for the virtualization project. We expect to have that completed and out by mid June. 􀂃 IT Team continuing their testing of Windows 7, MS Server 2008 and some virtualization products, in preparation of capacity planning and creating a more efficient environment. 􀂃 Worked with Tyler Technologies to perform to secure dates for the upcoming training to renovate EDEN. Tyler will be coming on site to train on the Permits module during the week of 5/24/2010. 􀂃 Worked with the DCM to find a company to conduct training on Crystal Report. We originally had 6 people from Code and Bldg set to attend the course. Once the other departments learned that they were coming on site and we asked if they wanted to send someone the class filled and over filled. We now have 15 people attend the course and 2 other that would like to attend if someone cancels. 􀂃 Continued working with the DCM on changing the culture and following through on some of the items we discussed in “Team Positive.” Created wallet Page 205 of 227 32 size cards with the OUR PROMISE campaign. These cards are designed to be placed in employees wallets as a reminder of our commitment to each other. 􀂃 Posted position for Web Master again. Currently reviewing applicants. 􀂃 Claude Charles of IT conducted an on-site visit with students from one of Miami Gardens schools at the Police Department as part of the KAPOW program. The demo by the K-9 unit was excellent and the children learned a lot about the various occupations in the Police Department. 􀂃 Began working with the Parks Department and CIP on security and low voltage wiring for Carol City Community Center. 􀂃 Worked to establish free long distance at CET by installing the Magic Jack 􀂃 Sent a quote for Net Nanny to Parks. This is a software package for parental controls. o Significant Issues 􀂃 Security system at CH is old and beginning to malfunction more frequently. Our old service provider Segutronics is no longer in the business of providing maintenance on the system. IT is looking into finding finding another maintenance provider to maintain the system until we can afford to get a better one. 􀂃 Data storage nearing capacity. In process of obtaining specs to bid out a capacity solution. Sent out emails to users telling them to move unnecessary items from the Share Drive or they would be moved to offline storage and removed from the server. 􀂃 Due to various meetings being held in the evening, my overtime budget is being taxed at a quicker rate than originally planned. May have to address different hours for IT staff in order to continue the service levels needed for support. o Schedule Status 􀂃 Working with Procurement to find PRI pricing for voice circuits for MGCC and possibly other sites. 􀂃 Working with Procurement to find an offsite vendor for storing backup tapes and comply with finding from auditor on IT issues. o Travel Activity 􀂃 Mario scheduled to attend MCITP – Technician training in June. Page 206 of 227 33 􀂃 Sylvia scheduled to attend MCITP – Technician training in June. 􀂃 Chas attended INAAU (Avaya Users Group) Conference. 􀂃 Tristan attended MS Windows 7 training. 􀂃 Ron attending CCDA training in May. 􀂃 Ron and Ricardo scheduled to attend FLGISA annual conference in July. PUBLIC WORKS DEPARTMENT (TOM RUIZ, DIRECTOR) 1. Staff continues to clean and maintain bus bench areas throughout the City. This month we had two new installations, N.W. 209th Terr. & N.W. 2nd Avenue and N.W. 194th Street & N.W. 7th Avenue. Both were complete with bus bench and trash can. Several other locations were supplied with new trash containers. 2. Staff continues to mow public right-of-ways to ensure that the roadways are aesthetically pleasing. We are also spraying curbing and paved medians for weed control. The many trees that have been planted since last month have grown in even more. It gives our City a more cared for appearance. This month even more trees have been planted in regard to our city wide canopy program. 3. Two streets crews continue to repair sidewalks throughout the City. This is a great task and the guys are doing an exceptional job. We are not only repairing sidewalks but also roadways, edge of roads, potholes and sinkholes to insure the safety of our residents, those who are visiting or just passing through. 4. Staff continues to trim and prune trees citywide, especially during the upcoming hurricane season. This also gives residents an added security. 5. We continue cleaning drains around the City. We have both combination vacuum trucks on the road battling debris and sedimentation within our storm systems. Flooding has decreased in those areas. 6. Solo Construction Corporation has completed the construction of the “Neighborhood Improvements-Kings Garden I & II”. 7. The City of Miami Gardens Council approved a budget of $371,207 in America and Reinvestment Act of 2009 (Recovery Act) Community Development Block Grant funds in May 27, 2009. The budget included $128,405.00 to fund drainage improvements in the Bunche Park Neighborhood Revitalization Area that Public Works will carry out. This project will cover NW 161Street from NW 26 Avenue to West Bunche Park DR and NW 162 Street from NW 26 Avenue to NW 162 Street Road. Staff reviewed the bid package and recommended Florida Engineering being the lowest responsive bidder. The item will be presented for Council approval on June 9, 2010. Page 207 of 227 34 8. General Asphalt is continuing working on replacement of damaged sidewalk and ADA ramps for Project C (LAP Roadway Improvements ARRA). The installation of new 8 feet wide sidewalk in front of Community Center was completed and the contractor is continuing replacing damaged ADA ramps and sidewalk along NW 199 Street from NW 27 Ave to NW 47 Ave. 9. The City of Miami Gardens received $100,000 from the Florida Department of Environmental Protection for drainage improvements. The project will cover the north and west side of Scott Lake Elementary School located at the intersection of NW 175 Street & NW 12 Avenue. Staff reviewed the bid package and recommended Rock Power Paving being the lowest responsive bidder. The item will be presented for Council approval on first meeting in May, 2010. 10. Public Works issued 15 permits of which 9 for driveways and sidewalk, 4 for utilities and 2 for paving and drainage. 11. Public Works issued 31 permits of which 16 for driveways, 14 for utilities and 1 for paving and drainage. 12. Update on the Miami Gardens Drive Landscaping Project -2nd phase (Project is between NW 27 Avenue and NW 47 Avenue on NW 183 Street): DERM and FDOT have approved the dry runs and originals will be submitted for permits. FPL is working on the invoice for electrical service. On May 11, 2010 Bid Documents were sent to Procurement for their review. Waiting for WASD to approve dry run. 13. Staff attended the CTST (Community Traffic Safety Committee) on April 5, 2010 14. The NW 7 Avenue Road Improvement Project Plans are in the process of getting completed. The tentative start date is late August. Staff met with three residents that have driveways that will be in conflict with the project. Staff informed residents that City will relocate their driveways at no cost to them. All the residents approved of the relocation of their driveways. The consultants will be submitting the final plans to the City by the end of this month. The plans should be to FDOT for permits, DERM for their Drainage Permit and Miami Dade County Public Works Department for a final review. 15. On April 19, 2010, staff met with the Turnpike Authority and their contractor for the final punch list to complete the work. 16. On April 24, 2010, Director and staff met with Miami Dade County Public Works Department Beautification Board to present the NW 183 Street Landscaping Project for extra funding to install bigger trees. We have been approved for $168,880. It is a match with our project. 17. The Director and Assistant Director attended the American Society for Public Administration conference at Florida Memorial University on April 23, 2010. Page 208 of 227 35 18. On April 26, 2010, staff attended the neighborhood meeting of the area that covers 155th Terrace (South) to 167th Street (North) and 27th Avenue (East) to 32nd Avenue (West). 19. On April 30, 2010 the Director and staff attended the ASCE Stormwater Workshop in Davie. This was a meeting with the South Florida Water Management District, public officials, and consultant on stormwater and water quality issues. 20. The Director attended the American Public Works Association for the state on May 3-7, 2010. 21. On May 10, 2010, staff attended the Miami Dade County Emergency Operations Center Exercise to ensure readiness for the upcoming hurricane season. 22. On May 13, 2010, staff attended the Myrtle Grove School for Career Day with Public Works equipment. KEEP MIAMI GARDENS BEAUTIFUL Grants • Submitted tree planting grant for $10,000 to FDOACS • Submitting application to Dade County’s Beautification Board for $168,880.00 (183rd street landscape project)-approved Great American Cleanup 2010 • May Code Enforcement partnership • Worked with several Code Compliance Officers to address issues relating to commercial property owner Spring Beautification Award Winners Announced Earth Day Art contest • Working with city’s Storm Water division to outreach to local schools. • Entries are being judged winners will be announced next week. Landscape Maintenance • This month 115 trees were installed along residential neighborhoods. Cassias, Dahoon Holly and Pink Tabs. • Getting quotes to have 15 donated royal palms removed from tree farm, delivered and installed in city’s right of way. • Crews working to replace die plant materials along landscaped areas. Community Beautification projects • Ongoing • 2 major community projects completed this month Page 209 of 227 36 3CMA Award program • Currently putting the city’s application packet together City’s Community Beautification Grant • Applicant Awarded-Myrtle Grove Elementary through City Year Miami. Volunteers will be working this weekend. National Arbor Day • Complete tree planting program with Sothern Wines and Spirits Inc. ASSISTANT CITY MANAGER (Daniel Rosemond) 􀂾 Town Hall Meeting (Community Center & Parks Programming)-Given the anticipated opening of the Community Center, Staff determined to hold a town hall meeting to allow residents to ask pertinent questions regarding the Center’s operation and to suggest programming ideas. The meeting was well attended and the dialogue between residents and Staff included all aspects of Parks programming. 􀂾 Vista Verde/Miramar Gardens, Garden Circle, & Kings Gardens Resident Meeting-Also during this reporting period, a meeting was held with the residents that live within the boundaries of the Livable Neighborhood Initiative. This meeting was the first one since Staff shared the conceptual plans with residents, and proceeded to complete the infrastructure work within the Kings Gardens I & II neighborhoods. The meeting was well attended, but the prospect of getting the support of residents to convey the roads over to the City seem bleak. As communicated at the meeting, the most effective way to have this happen is thru the actions of a Homeowner’s Association. Many of the residents in this neighborhood are in stark opposition to being a part of an HOA. 􀂾 CRA Analysis-At the request of Council, Staff conducted a workshop several weeks ago regarding the creation of a Community Redevelopment Agency (CRA). City staff, along with a CRA consultant, presented an overview on the benefits of a CRA, the potential revenue to be realized, and the challenges to creating a CRA. Since that time, staff has been working on establishing proposed boundaries for a CRA district and will be putting together a financial benefit analysis that will reflect two scenarios: 1) projected tax increment revenue with just the City’s portion, and 2) projected tax increment revenue inclusive of the County’s portion. Staff expects to have this analysis completed during the first week in June. 􀂾 LDR implementation-Since the adoption of the new Land Development Regulations (LDR’s) by Council, Staff has been working on the related manuals that are to be used by Code Enforcement Officers as well as summary documents to be provided to property owners that may be proceeding with any sort of development. The Zoning Administrator will be conducting training for Code staff and we are also following up with all of the recommendations posed by stakeholders and their representatives at the April Zoning Board meeting. As Page 210 of 227 37 requested by Council, Staff will carefully review the requested amendments to the LDR, analyze them, and bring back recommendations to Council at its July Zoning Board meeting. 􀂾 Local Vendor Analysis-Due in large part to a very slow economy, the City has been increasingly confronted with complaints and requests from local vendors for the City to grant additional opportunities for contracts to local vendors. During this reporting period, I conducted a meeting with the Procurement Manager, the Economic Development Manager, and a representative from business licensing section of the Code Enforcement Division. The objective of the meeting was to quantify and evaluate what has been done by Staff to ensure opportunities for local vendors to do business with the City, and to generate a report to Council that will provide sufficient information that can be used to respond appropriately to their constituents. The report is still being developed. However, it should be noted that there has been a tremendous amount of effort put forth to attract local vendor participation for City funded projects. Notwithstanding, the results (in terms of percentages of total contracts awarded) are not favorable to local vendors. 􀂾 Senior & After-School Programming restructure-For the last several months I have been working with Parks Staff to complete an analysis of the operation of various programs. The objective is to look at the effectiveness/efficiency of each program and to find opportunities for cost savings. The results of this analysis have provided the basis for Staff to make some recommendations about the restructuring of the City’s After-school programming (locations offered and staffing levels), as well as the City’s Senior programming. And with the anticipated opening of the Community Center, Staff will seriously consider the consolidation of 5 individual Senior Clubs into a single Club. 􀂾 Technical Assistance for Non-Profit Agencies-As the City enters its 4th year of receiving CDBG Entitlement Funds, Staff once again again conducted a technical assistance (TA) workshop for non-profit agencies that are interested in providing social services to residents of Miami Gardens. The workshop precedes the issuance of the Request for Proposals so as to provide agencies an opportunity to become equipped with the necessary information to submit viable proposals that are worthy of funding recommendations. 􀂾 Department of Energy Grant (Support for Down to Earth Global Sustainable Initiative) – The Department of Energy (DOE) is making grant funds available to non-profit organizations that submit proposal to conduct weatherization programs and outreach in specific communities. The City was approached by a 501 c 3 organization by the name of Down to Earth Global Sustainable Initiative, seeking the City’s support of a Memorandum of Understanding that would accompany the organization’s proposal to the DOE. Staff had significant concerns regarding several elements of the MOU and expressed those concerns to the organization. Nevertheless, due to the due date of the proposals (June 2, 2010), Staff is providing a letter of support that should satisfy the DOE’s application requirements. If awarded funding, the City will negotiate the terms of the MOU so as to not put the City in a funding obligation it cannot meet. Page 211 of 227 38 􀂾 Available lots from Miami Dade County-Staff has discovered that the County General Services Administration owns several vacant lots scattered throughout the City’s limits. Staff is assessing the size and condition of each lot to determine if it is developable. If so, it will contact the County and request that the lots be transferred to the City. Participated in the following meetings: • Town Hall meeting on 5-11-10 • Meeting with residents-Livable Neighborhood Initiative on 5-6-10 • Meeting with residents of Scott Park Neighborhood on 5-4-10 • Employee appeal hearing on 4-27-10 • ASPA conferences on 4-23-10 (Panelist on one of the sessions on Mayor’s behalf) • Technical Assistance Workshop on 4-22-10 • Meeting with Calvin Giordano & Associates on 4-22-10 REREATION DEPARTMENT (Kara Petty, Director) Recreation Division Shining Stars After-School: The children are engaged in various activities such as homework assistance, arts & crafts, creative indoor and outdoor activities, chess, etc. In addition, certified teachers improve their reading, math and science skills. • Bennett M. Lifter Park: sixteen (16) participants • Brentwood Park: thirty-eight (38) participants • Myrtle Grove Park: seventeen (17) participants • Rolling Oaks Park: forty (40) participants • A.J. King Park: thirty-seven (37) participants • Buccaneer Park: thirteen (13) participants • Miami Carol City Park: thirty-one (31) participants • Vista Verde Park: eleven (11) participants • Bunche Park: fourteen (14) participants • Norwood Park: thirty-nine (39) participants • Scott Park: forty-two (42) participants First sports/Afterschool cycle (kickball) was a success! Myrtle Grove and Bennett M. Lifter parks were the kickball champions. This cycle starts flag football. April 21: The Shining Stars program held an Earth Day event at Scott Park. April 27: Kick off of the Afterschool 10 week learn to fish program instructed by Mahogany Youth Seniors Program: • Brentwood Park: 50 participants; program held Mondays 10am-12pm Page 212 of 227 39 • Buccaneer Park: 109 participants; program held on Fridays 10am-12pm • Bunche Park: 35 participants; program held on Fridays 10am-12pm • Cloverleaf Park: 47 participants; program held on Wednesdays 10am-12pm • Rolling Oaks Park: 66 participants; program held on Thursdays 10am-12pm April 26: Meeting held to discuss new strategies for improving the Senior Program. This meeting included the department heads and the program supervisor. May 3: The senior computer literacy program, held at Rolling Oaks Park began and will continue for 6 weeks. May 5: Senior’s participated in their monthly leisure activity at the Hard Rock Casino May 10: A guest speaker gave a presentation on finances at Brentwood Park. May 11: Senior end of the year outing to Hometown Buffet A.J. King Park • There is line dancing taking place on Wednesday, Thursday and Friday nights from 6:30pm until 8:00pm. • Every Tuesday and Thursday morning from 9:15am-10:30am, participants are engaged in Chair Yoga promoting exercise and health. There were 9 participants in attendance this month. Bennett M. Lifter Park • Dance class ended on April 24 due to a lack of participation. • Line dance continues on Tuesday and Thursday evenings with 15 participants Buccaneer Park • On Saturday and Thursday mornings from 9:00-10:30am, seniors get fit in line dancing. . • Monday through Thursday from 6:30-7:30am the seniors exercise around the park. • On Monday evenings adult tennis lessons are offered to the residents. • Youth tennis lessons are given on Saturday’s from 9:00am-10:30am. • On Wednesday mornings from 9:00am-12:00pm, seniors engage in exercising and arts and crafts. Bunche Park • Bunche Park Optimist has completed their baseball program. Cloverleaf Park 􀂃 Line dance class is being held on Monday, Thursday, and Fridays. Miami Carol City Park • Walkers exercise around the park starting at 6:00a.m. • Reoccurring church rentals on Sunday’s in addition to Cricket being played on the field. Rolling Oaks Park Page 213 of 227 40 • The senior computer literacy program began on May 3rd and will continue for 6 weeks. Scott Park 􀂃 Scott Park has daily walkers in the morning and evenings Monday thru Friday. • Scott Lake Optimist has track practice Monday – Thursday. • Carol City Sr. High Boys Baseball team is practicing and having games. Vista Verde Park • The teens are provided workshops once a week pertaining to life skills, peer pressures, violence, etc. Also, the teens have an opportunity to join Vista’s book club. There are 15 teens that are engaging in activities. • Vista is a part of 4H which children ages 5-12 participates in the program activities and teens 13-17 to receive community service hours. There are 8 children enrolled in the 4H program. • There are 5 children enrolled in the Drop In program and 5 enrolled in the Homework Helper Assistance program. Future Men of Miami Gardens (Mentoring Program) • April started the Mentoring Program for boys ages 11-15. There were 15 kids in attendance with 11 Mentors. The program offer workshops, and fieldtrips that relate to the workshops during this 10 week program. The mentee also enjoys activities such as; football, basketball, softball, fishing, and working on their own music CD. The month of April ended the program, it will resume during the beginning of the next school year. Teens Program Teens Program Expanding Horizons has 35 kids registered and there is an average of 15 kids in attendance. The Teens enjoy daily indoor/outdoor activities, chess, and a variety of field trips. Athletics 􀂃 Youth Sports: Registration has begun for the football and cheerleading program, as well as volunteer recruitment. Bi-weekly meetings have been held with a representative from each of the five (5) parks. Plans are underway for an event that will hold a mass registration of participants in June. 􀂃 Sports Development: Participants ages 5 -11 are taught the fundamentals of sports through fun drills and classroom time. Parents are heavily involved and there are four different cycles throughout the school year: tee-ball, soccer, basketball, and football. Touchdown Football Club at Scott Park: 35 participants • Tennis: Tennis is currently being offered in our After School program as well as a Saturday Tennis Program for kids ages 5-12 at Buccaneer Park. The program is run by an experienced and former college tennis player. Kids learn the fundamentals of strokes, techniques, and rules of tennis. We currently have 16 participants. In addition, there are currently 8 participants enrolled in our adult Page 214 of 227 41 tennis program. The program runs Monday and Thursday evenings from 6:30pm-7:30pm at Buccaneer Park. • Walking Club: The Walking Club currently has 46 members and we are meeting monthly. • Employee Softball Game: The Parks & Recreation Department and the C.M.G. Police Department played a friendly game of softball at Scott Park on April 24, 2010. This game is played to build unity and camaraderie. JANITORIAL AND LANDSCAPING A J King Park o 7 Janitorial visits to clean up park site o 1x Pulled weeds o 1x Premises blown o 7 Trash removal Andover Park o 16 Janitorial visits to clean up park site o 16 Trash removal Bennett M. Lifter Park o 16 Janitorial visits to clean up park site o 1x Grass cut & detailed grounds o 1x Premises blown o 1x Fertilize & water (3) palm trees o 16 Trash removal Betty T. Fergusen Recreational Complex o 8 Janitorial visit to clean up site o 8 Trash removal Brentwood Park & Pool o 14 (park) & 14 (pool) Janitorial visits to clean up park site o 1x Grass cut & detailed grounds (pool) o o 1x Grass cut & detailed grounds (park) o 1x Cut pine tree & cherry bush (park) o 1x Pulled weeds (park) o 2x Premises blown (park) o 1x Clay & roll cricket field (park) o 1x Collect stump grind o 14 (park) & 14 (pool) Trash removal Buccaneer Park o 14 Janitorial visits to clean up park site o 2x Grass cut & detailed grounds o 1x Premises blown Page 215 of 227 42 o 14 Trash removal Bunche House o 7 Janitorial visits to clean up park site o 7 Trash removal Bunche Park & Pool o 7 Janitorial visits to clean up pool site o 2x Grass cut & detailed grounds (park) o 1x Herbicide (park) 0x Herbicide (pool) o 1x Watered plants (park) o 7 Trash removal Cloverleaf Park o 16 Janitorial visits to clean up park site o 16 Trash removal Miami Carol City Park o 14 Janitorial visits to clean up park site o 1x Grass cut & detailed grounds o 14 Trash removal Mt. Herman o 7 Janitorial visits to clean up park site o 7 Trash removal Myrtle Grove Park o 7 Janitorial visits to clean up park site o 7 Trash removal North Dade Optimist Park o 16 Janitorial visits to clean up park site o 16 Trash removal Norwood Park and Pool o 16 (park) & 16 (pool) Janitorial visits to clean up site o 16 (park) & 16 (pool) Trash removal Rolling Oaks Park o 16 Janitorial visits to clean up park site o 16 Trash removal Scott Park o 7 Janitorial visits to clean up park site o 3x Grass cut & 1x detailed grounds grounds o 1x Herbicide o 1x Trimmed hedges & cut trees o 1x Cut palm tree Page 216 of 227 43 o 1x Removed tree stumps o 1x plant palm trees o 1x install plants o 1x watered plants o 7 Trash removal Vista Verde Park o 13 Janitorial visits to clean up park site o 1x Trim trees o 2x Premises blown o 13 Trash removal 􀂾 All park irrigation systems checked and repaired 􀂾 Removed debris from all parks 􀂾 Spot sprayed all park sidewalks TRADES A.J. King Park o 5/5 Repaired the front door Bennett M. Lifter Park o 4/20 Repaired the toilets in the boys and girls restrooms o 4/20 Replaced/removed broken swing o 4/20 Repaired broken wooden bench and fence o 4/20 Repaired basketball rim o 4/20 Cleaned graffiti off the basketball posts o 4/23 Janitorial supplies requested Brentwood Park and Pool o 4/15 Repaired the outside water fountain handle o 4/15 Replace the toilet paper holder in the girls restroom o 4/16 Remove basketball tournament signs o 4/23 Janitorial supplies requested o 4/28 Repaired the metal fence o 5/4 Replace the missing metal piece on the frame in the boys restroom o 5/5 Replace AC filter o 5/6 Replace broken toilet paper dispenser in the first stall of the girls restroom o 5/7 Paint the inside of the meeting room and building Buccaneer Park o 4/15 Check the noise the AC unit was making o 4/15 Provided 2 indoor trash cans and 3 outdoor trash cans for the park o 4/21 Repaired the leaking AC unit in the building Bunche Park o 4/23 Janitorial supplies requested Page 217 of 227 44 Miami Carol City Park o 4/16 Removed basketball tournament signs o 4/15 Reset the timer on the lights o 4/15 Repaired the toilet in the handicapped stall of the girls restroom o 4/29 Repaired the basketball rim o 5/3 Repaired the rolling door Myrtle Grove Park & Pool o 4/23 Janitorial supplies requested o 4/28 Placed screws in 2 benches that are loose o 4/30 Repaired the toilet in the boys restroom o 5/14 cleaned poolhouse for opening Norwood Pool o 4/15 Install cover plate for door handle o 4/15 removed the old ice machine Vista Verde o 4/15 Remove emergency contact plate from the front of the building o 4/15 Cover the hole where the emergency contact plate was positioned o 4/16 Tightened basketball goal o 4/16 Replaced the toilet paper dispenser in the restrooms Training • April 28: The Parks and Recreation staff completed the League of Cities Training that focused on safety hazards. • April 29 & 30: Maintenance staff attended the OSHA meeting Meetings April 15: Management Team April 15: Budget April 15: Parks and Recreation Advisory Committee April 19: Florida Recreation and Parks Association Financial Oversight Committee April 22: Capital Improvements April 27: Parks & Recreation Bi-Weekly April 28: Management Team April 29: Youth Sports Program May 3: Youth Sports Program May 3: Census May 5: Shakespeare in the Park May 5: City Publications May 5: Management Team May 6: Budget May 6: City Council Agenda May 6: Capital Improvements May 6: Park Concessions Page 218 of 227 45 May 11: Town Hall May 13: Management Team May 13: Parks and Recreation Bi-Weekly Current Projects 􀂾 Park Audits: Director has continued park audits to determine efficiency and areas of improvement. 􀂾 Safety Hazard Checklists: A team has been created to analyze the current checklists and make recommendations for improvement. This aims to mitigate the hazards on the park will result in a safer park system. 􀂾 Youth Sports: Department continues to evolve the new City of Miami Gardens Youth Sports Program. This includes logistics, marketing, website, info line, etc. 􀂾 Miami Gardens Community Center: The Community Center Manager continues to work on gathering all FF&E items, develop the Policy & Procedures Manual for the Community Center as well as the Standard Operating Procedures and programming that will be set at the Community Center. Security has been at the Community Center (beginning February 27th) through the evening to prevent vandalism as well as use of the track. 􀂾 Norwood Pool renovation: The Aquatic Facilities Manager has worked closely with Capital Improvements to insure the project is completed. Once the piping replacement is finished, new deck surfacing will be applied to the current concrete surface to make a safer and more appealing environment. 􀂾 Sports lighting: The Department is working with the Capital Improvement Department to install energy efficient lighting for football fields at Brentwood Park and Miami Carol City Park. 􀂾 Playground: the process has begun to install a playground at AJ King Park which includes safety surfacing. Parks and Recreation Highlights • Town Hall Meeting: the Department held its first Town Hall Meeting on May 11. The event was well attended and provided many insights into the programming needs of the community. In addition, we discussed the new Betty T. Fergusen Recreational Complex that will open soon. • Certification: Two staff members became Certified Playground Safety Inspectors • Continuing Education: Two staff members instructed a class titled, “The First Five Years of a Young Professional”, a region meeting held by the Florida Recreation and Parks Association on April 22. PLANNING & ZONING (Jay Marder, Director) Page 219 of 227 46 LAND DEVELOPMENT REGULATIONS -Cyril Saiphoo, Jay Marder, Bhairvi Pandya, Nixon Lebrun, Marilu Gunness • Final LDR Adoption – LDRs adopted by Council April 7, 2010. LDRs posted on City’s website with official zoning map. • Meetings with industrial park property owners and attorneys coordination for amendment for July meeting. Summary of issues raised at adoption meeting prepared and circulated to group for additional comments • New City Zoning Map-completed revisions to City Zoning Map for adoption on April 7, 2010. Provided 10 copies of 24 x 36 large-scale maps for distribution. Placement of City’s Land Development Regulations and Zoning Map on City website and Planning and Zoning Web page. Clean-up, editing and updates ongoing. • Implementation of new applications for new procedures. • Coordination of training for Code Compliance on new LDR regulations and civil violation tables • Created new Tree removal/relocation application and procedure previously administered by DERM. PLANNING – Jay Marder, Bhairvi Pandya • Capital Improvements Element Update in compliance – City’s Comprehensive Development Master Plan (CDMP) is now in compliance and enforceable with the City’s LDRs. CDMP element updated on the network. Website updates ongoing. Copies of updated CDMP to be distributed to departments in the near future. • School Interlocal Agreement (ILA) Amendment -Ongoing -Communications received from Miami-Dade County School Board staff regarding amendments to ILA. All local governments will need to take action via resolution and notify School Board on or before September 24, 2010. Staff will prepare agenda item and present to City Council accordingly. • ZONING – Jay Marder, Cyril Saiphoo, Nixon Lebrun, Marilu Gunness, Jacquelyn Gardner • Public Hearings o Finalized Jorge Aburto recommendation for Council May 3 meeting. o Prepare council memo for ROW vacation for Miami Gardens Community Center plat. o Follow-up meeting for proposed charter technical school in Miami Gardens Shopping Center. o Follow up meeting with Florida Memorial University for proposed new dormitory building and rezoning to Planned Development. o Processed application for Charter School requiring waiver of outdoor area. • Plats o Coordinated ROW vacation for Miami Gardens Community Center Plat, including requesting letters of no objections from utility companies. This involved travel to utility providers’ offices. o Research new City Hall site platting status for bid package information. • Substantial Compliance o Majorca Isles Tract ‘C’ Page 220 of 227 47 o Majorca Isles Tract ‘I’ • Administrative Variance o Alexander Bain • Building o Reviewed 89 Building Permits o Reviewed 36 Certificates of Use o Conducted 20 Zoning (Building) Inspections o Held 1 On-Site Meeting with Church Leaders to Discuss LDR o Reviewed and Signed 2 Alcoholic Beverages Local Zoning Forms • Sign Code Permits o 5 sign plans processed. o 5 Temporary sign permit processed. o 1 window signs permit processed • Zoning Verification Letters o 2 processed. • Address Assignments o 3 new Address Assignments. • Group Homes o 5 Group Homes (Community Residential Home) 1,000’ radius verification letters. • Code Enforcement o Prepared a comprehensive civil violation table for Code Compliance for LDR provisions. Developed related training and permitted use materials with new section references. As part of this process, a matrix that compares old Miami-Dade County zoning code violations with City’s new LDRs was developed. • Meetings o FMU Dorms: Three (3) meetings with development groups for the proposed FMU dormitory development plans. o Old Hospital: Meeting with attorney for platting and redevelopment of old hospital building. o Private School: Meeting for potential private school. o Halfway House: Meeting for potential half way house in residential area. o New City Hall: Meeting with Capital Improvements to prepare City Hall bid package. o Recreation Complex Right-of-Way Vacate: Meeting with the Capital Improvements to coordinate final plat submittal for Miami Gardens Community Center and ROW vacation required. EDEN – Marilu Gunness, Bhairvi Pandya • Met with IT to discuss Parcel Refresh issues. IT awaiting communication from Tyler. GIS – Bhairvi Pandya • City Aerial Map: Created a new City Aerial map with 2009 (latest) Aerial. • City Location Map: Created a new updated City Location Map. • Vice-Mayor Campbell Map: Created a map to identify Vice-Mayor’s district boundary. Page 221 of 227 48 • Neighborhood Stabilization Program: Created a Paint Program Map for Bunche Park Area. • Proposed CRA Project: Created database for all properties in CRA option 1 and CRA option 2 by identifying each property, its folio number and all property appraiser information. Created two databases for CRA option 1and 2 for FY 2008 and FY 2009. Created a summary table for both CRA options with data on Land values, Building values, Total values, Assessed values, Exempt values and Taxable values; provided difference between FY2008 and FY 2009 values. Coordinated with Property Appraiser office to verify Exempt data field information for FY 2008 and FY 2009. • Created and updated following GIS maps as PDF and Jpeg maps: 􀂾 City Council Districts Map 􀂾 City Aerial Map 􀂾 City Location Map 􀂾 Geographic Neighborhoods Map 􀂾 Planned Developments map 􀂾 Public Parks Map 􀂾 Public Schools Map 􀂾 Public Facilities Map 􀂾 Economic Development Strategy Map 􀂾 City Zoning Map . • City Zoning Map: Cleaning-up and editing map and database for accuracyongoing. • Group Home Maps -Completed 3 group home maps with a 1,000 ft. radius. • Miami Gardens Shopping Plaza Public Hearing-3 maps: Created Mailed Notice Radius map and corresponding property owners listing, zoning map and aerial map for public hearing. • Census 2010: Printed six (6) large scale prints 24 x 36 for census event. • Mercedes Corporate Run: Printed three (3) large scale prints 24 x 36 for the corporate run event. • Website updates: Continuous communication and meetings with IT to address departmental updates on website. City maps web page update completed for PDF map download. Planning/Master Plans page connectivity restored. DEPARTMENTAL STANDARD OPERATING PROCEDURES (SOP) – Bhairvi Pandya to coordinate with P&Z staff on updating all departmental SOPs. Communications are ongoing with staff members regarding their respective SOP’s. Completed draft SOPs and flowcharts on the following: 1. Zoning Verification Letter (VL) 2. Address Assignment (AA) 3. Group Home Verification Letter (GH) Completed draft Customer flowcharts on the following: 1. Zoning Verification Letter (VL) 2. Address Assignment (AA) Page 222 of 227 49 3. Group Home Verification Letter (GH) OTHER • Bhairvi-Attended monthly Miami-Dade Planners Technical Committee (PTC) Meetings. Received certificate of appreciation from PTC for 2 years of service as Vice-Chair. • Bhairvi -Attended monthly MPO Transportation Planning Council Meetings. ARRA funding passed unanimously for bridge construction on 42nd Avenue. • Bhairvi: Along with IT, met with representative from Geographic Technical Group (teamed with New Age Systems) to discuss Parcel Refresh and GIS integration in a permitting system application. May present a Demo with New Age Systems in the future. • Bhairvi-Better Ways to Design and Share Maps Seminar: Attended an ESRI training seminar in Ft. Lauderdale that also counted towards maintaining GISP (GIS) certification. . • Bhairvi-Myrtle Grove Elementary School Career Day Event: Attended Career Day at Myrtle Grove Elementary School. Presented GIS Mapping information to 2nd grade classes. • Bhairvi – Miami-Dade County Public Schools Staff Working Group Meeting: Attended meeting where Schools Interlocal Agreement Amendments were discussed in details. Nominated for Charter School Criteria Sub-Committee. • State of the City Address – Played music at the event as well as attended the Mayor’s Address (Jay). • Corporate Run – Jay and Marilu participated. • MS Program Throwback Wednesday – Participated with guitar (Jay). • Monthly Communication Forum (Marilu) • Safety Committee Meeting (Marilu) COMPLETE COUNT CENSUS CAMPAIGN – Jay Marder with Antranette Pierre, Ula Zucker and Anthony Jackson of Marome Agency 1. Revised Strategy for Census Campaign – As the Mail-in Participation period ended, a new strategy of “cooperation with Census workers” was developed for City flyers, events and announcements. 2. Mail-In Participation Rate Communications – As the mail-in campaign continued through the beginning of May, provided information and encouragement to all stakeholders to encourage continued mail-in. 3. Kings Gardens/Vista Verde Meeting by Community Development Department held at FMU on May 6 – Presented Census Campaign and provided giveaways to approximately 75 persons 4. Miami Gardens Recreation Complex Planning Meeting held at FMU on May 11 – Presented Census campaign and distributed forms and giveaways to approximately 110 persons. 5. Park/Recreation Afterschool Program a. Expanding Horizon’s Teen Group: Explained the Census to approximately 12 teenagers, provided materials and giveaways. b. Progressive Young Adults: Coordinated with them to distribute flyers and giveaways during parent pickup at the 9 other afterschool programs at the City’s parks. Page 223 of 227 50 6. Giveaways – Obtained 600 magnet picture frames, 35 caps and several hundred fans from Miami-Dade County’s campaign for use in the City’s outreach. 7. City Businesses/HOA’s/Churches – Sent revised flyer to them with “cooperation” message. 8. City Hall as Question and Answer Site – Coordinated Census worker housed at Planning and Zoning 9. Training at City Hall – Helped coordinate and took pictures of inumerators to be in Miami Gardens for publicity/flyers. 10. Final Report of Census Campaign -Under preparation; to be provided to City Council at second meeting of June. FLEET SERVICES (David Motola) o Fleet Management Software (Utilization) o Repairs are being entered in the data base, and vehicles are being tracked based upon the established preventative maintenance schedule o New vehicles being placed in service are being entered into the data base and units taken out of service are inactivated. o Fuel usage is being entered into the data base reflecting both economy and total operating cost o Reports are now available to reflect expenditures by repair category or department o Fuel Usage (Ongoing) o Monthly reports of fuel usage with concern identification provided to all Department Managers for concurrence. o Fuel invoices are being maintained electronically, master bill. o Fuel invoices are reviewed and billing errors are reported to Procurement for investigation and resolution. o Weekly Check Sheets o Weekly check sheets are still being received from Building & Code, CIP, Parks & Recreation, School Crossing Guard and Public Works. o Yearly DOT Inspections Page 224 of 227 51 a) Fleet Representative ensured that all vehicles requiring DOT inspections were performed. Three were performed this past month. o Hurricane Preparedness – Sun Life Stadium and Jackson Hospital North agreed to allow the City to park vehicles in the event of a pending hurricane. Draft letter provided to ACM for review with City Attorney o K9 Units – Fleet Department working with the K9 officers to identify a concern with the vehicle Hot and Pop canine protection system. o Fleet Manager met with Miami Dade County Fire Department , they inspected our fuel trailer and made some safety recommendations. The Fleet Department is working at performing those recommendations. o Fleet Representative sat on interview panel for open Housing Inspector position o Provided completed version of Fleet Policy and Procedure Manual to ACM. o New vehicles o Marked Units – Remaining 6 of 14 units were received and placed in service. 􀂃 A concern was identified with condensation in the new light bars; the vendor sent an engineer down to resolve the concern. o Unmarked Units – 3 units placed in service, others in process o Surplus vehicles – Fleet Manager met with Department Heads to identify units with low utilization to sell as surplus. o Fleet Staff and Kathy from HR inspected Parks & Recreation vehicles on May 11, 2010 for seatbelts, removal of fire extinguishers, spare tires, and PM schedules. o Fleet Staff coordinated with vendor to install decals on city vehicles so the units are easier to identify by department. o Fleet Administrator inspected vehicles and worked with graphics vendor for additional decals for units. Decals are currently in production. o Collision Repair – Continue to work closely with vendors, Risk management, and user department to provide prompt collision repairs within departmental policy and procedures. Page 225 of 227 52 o Vehicle Tracking –4 vehicles with tracking services are being monitored. o Tire Repair /Road Side Assistance – An inventory of used /temporary tires have been placed in inventory and used on a as needed basis. Signs posted to designate tire and wheel applications. o Warranty Repairs – Check service repair invoices against vehicle warranty to insure proper billing for services. o Fleet Manager performed weekly lot checks, identifying vehicles that were left unlocked and notifying department heads. o Fleet Administrator routinely contacts vendors for monthly accounting statements to research and reduce invoices from becoming past due. o Maintain hubcap inventory for Police vehicles. Provided an alternative hub cap for purchasing to research whether we can procure from them • Regular visits to mechanical and body shop vendors for visual vehicle repair status and updates and drop off and pick up vehicles at various locations. o Fleet Admin. scheduled car wash detail appointments and window tinting services services for various departments. o Fleet Staff attended bi-weekly meeting with Assistant City Manager regarding Fleet issues and concerns. o Fleet Service Representative coordinated repairs for Public Works equipment: Vaccon Sweeper, and Terex. o Fleet Service Representative met regularly with Police Department vehicles liaison, Sgt. Brown to discuss and address repair issues and concerns. o Performed daily and weekly inspections for all city departments’ vehicles and equipment. o Replaced spot light bulbs and missing hubcaps on Patrol cars. o Responded to multiple service calls for Police, Public Works, Parks Maintenance, Building and Code Enforcement departments, addressing their concerns. Page 226 of 227 53 o Monthly start up and check City Hall and Parks standby generators. o Fleet Admin. processed invoices received from vendors regarding parts, service, and maintenance on vehicles and equipment. o Fleet Admin. Prepared requisitions necessary to purchase parts, accessories, maintenance and services. o Community Service o Fleet Staff spoke and displayed one of the new Ford Transit at Golden Glades Elementary School Truck day, May 6, 2010 o Fleet Staff spoke at Career Day at Myrtle Elementary, May 13, 2010 o Vehicle display at the Community Safety Fair, May 15, 2010 Page 227 of 227