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HomeMy Public PortalAbout07-July 30, 2020 VSCMCITY OF OPA-LOCKA "The Great City" CLERK'S ACTION SUMMARY MINUTES VIRTUAL SPECIAL COMMISSION MEETING Thursday, July 30, 2020 6:30 P.M. 1. CALL TO ORDER: Mayor Matthew Pigatt called the virtual Special Commission Meeting to order at 6:30 p.m. on Thursday, July 30, 2020. Pursuant to Executive Order No. 20-69, issued by the office of the Governor Ron DeSantis on March 20, 2020, municipalities may conduct meetings of their governing boards without having a quorum of its members present physically or at any specific location, and utilizing communications media technology such as telephonic or video conferencing, as provided by Section 120.54(5)(b)2, Florida Statutes. An opportunity was given to the public to email the City Clerk prior to the Commission Meeting with any questions/comments/concerns on items we will hear on this evening's Regular Commission Meeting agenda. This meeting is being streamed live at https://www.youtube.com/user/CityofOpalocka. Since this is a virtual meeting as authorized by the Governor of the state of Florida, again, members of the public wishing to address the commission have been offered the opportunity to do so. Public comments will be included as part of the public record for this virtual meeting and will be considered by the City commission prior to any action taken. 2. ROLL CALL: The members of the City Commission appearing remotely were: Mayor Matthew Pigatt, Commissioner Sherelean Bass, Commissioner Alvin Burke, Vice Mayor Chris Davis, and Commissioner Joseph L. Kelley. Also in attendance were: City Manager John E. Pate, City Attorney Burnadette Norris -Weeks, and City Clerk Joanna Flores. 3. INVOCATION: The invocation was delivered by Commissioner Sherelean Bass. 4. PLEDGE OF ALLEGIANCE: The Pledge of Allegiance was recited in unison. 5. PUBLIC INPUT: Virtual Special Commission Meeting Minutes —July 30, 2020 1 There were no public comments. 6. RESOLUTIONS: a) AN EMERGENCY RESOLUTION OF THE CITY COMMISION OF THE CITY OF OPA-LOCKA, FLORIDA, URGING MIAMI-DADE COUNTY MAYOR CARLOS GIMENEZ AND THE BOARD OF COUNTY COMMISSIONERS OF MIAMI-DADE COUNTY, FLORIDA TO TRANSFER A PER CAPITA SHARE OF THE CORONAVIRUS CARES ACT FEDERAL FUNDS RECEIVED BY MIAMI-DADE COUNTY FOR COVID-19 ASSISTANCE TO THE CITY OF OPA-LOCKA; PROVIDING FOR INCORPORATION OF RECITALS; PROVIDING FOR AN EFFECTIVE DATE. Sponsored by Commissioner Kelley The resolution above was read by City Attorney Norris -Weeks. It was moved by Commissioner Kelley and seconded by Vice Mayor Davis for discussion. Commissioner Kelley stated that the purpose of this resolution was to publicly establish a request for the City of Opa-locka to receive a fair share of the funds related to the money provided to the County by the federal government. Mayor Pigatt asked Commissioner Kelly what was the difference between this resolution and the one that was passed only a few weeks ago. Commissioner Kelley stated that this resolution would be more specific, and he is looking to add a specific amount based on more information. Vice Mayor Davis concurred with the thoughts of Commissioner Kelley. He also suggested that the city request for funds from the County in advance and to amend the resolution requesting reimbursements. Mayor Pigatt mentioned that the Miami -Dade League of Cities has been providing guidance very closely. He explained how the County is using the funds to install regional testing sites, contact tracing, a feeding program, among other related services that the City would have the burden to provide if the funds were given per capita to each City. He further stated that the Miami -Dade League of Cities had been discussing allocating a certain amount to the cities and the remaining balance being allocated to the County. He further recommended that the Commission stick to working in tandem with other cities. Commissioner Kelley stated that other cities will most likely be requesting the money as well, and the County can respond to what they plan to do. He agreed with Vice Mayor Davis' amendment to request reimbursements. City Manager Pate stated he would like to have a specific amount of expenses related to the pandemic before requesting the County for reimbursements. He then shared his thoughts based Virtual Special Commission Meeting Minutes —July 30, 2020 2 on what was discussed on the calls with the County regarding the reimbursements and the documentation required to receive it. He stated that the County was looking at first for projections of the budget and documentation would be required afterwards. Commissioner Kelley thanked City Manager Pate for sharing the information. He then stated he did not mind deferring the item based on such information. Vice Mayor Davis concurred with deferring the item at this time. He acknowledged City Manager Pate's recommendations but he still advocated for an advancement of funds due to the expenses already incurred to the City due to the Coronavirus. Mayor Pigatt summarized the efforts the City is already undertaking to protect and assist the residents of the City. He stated that the City will make sure that the County provides the funding necessary to the City. He then asked Commissioner Kelley if he will be moving to defer the item. Commissioner Kelley asked Vice Mayor Davis for clarification on his position. Vice Mayor Davis stated he agrees with deferring the item, but that he is also in favor of requesting funds in advance. Commissioner Kelley deferred the above item. b) A RESOLUTION OF THE CITY COMMISION OF THE CITY OF OPA-LOCKA, FLORIDA, ACCEPTING THE PROPOSAL OF HIB-ROCKSTAR LLC FOR PUBLIC RELATIONS AND MARKETING CONSULTING SERVICES PURSUANT TO REQUEST FOR PROPOSAL (RFP) 20-0701100; PROVIDING FOR ADOPTION OF REPRESENTATIONS; PROVIDING FOR AN EFFECTIVE DATE. Sponsored by City Manager The resolution above was read by City Attorney Norris -Weeks. It was moved by Vice Mayor Davis and seconded by Commissioner Bass for discussion. Commissioner Kelley requested City Manager Pate briefly explain the findings of the Search Committee for this RFP and why this resolution seems to be rushed. City Manager Pate explained that the Commission had previously requested 90 days to make a determination into this RFP and the deadline would have been August 1. He explained that the Search Committee met and did appropriate scoring of all applicants, using standard methodology, placing Hip Rockstar LLC as the number 1 option. City Attorney Norris -Weeks brought up concerns about the agenda being discussed. City Manager Pate clarified that it was being discussed the RFP Award for HIB-ROCKSTAR LLC and that no contract has been signed. Virtual Special Commission Meeting Minutes —July 30, 2020 3 City Attorney Norris -Weeks asked for clarification as to the item being discussed. Mayor Pigatt requested City Manager Pate to clarify. City Manager Pate explained that there were two items, (1) an award of RFP which was being discussed; and (2) an approval of partial contract from August 1 to September 30. He stated that what was pulled was a contract from October 1 to September 30. He explained the reason there were to timeframes was because the budget for FY 20-21 had not been approved yet. City Attorney Norris -Weeks explained that those discussions had to be done with her office to work in tandem to bring items with contracts properly pulled. Mayor Pigatt then stated he will like to move on with this item and asked whether it would be just the proposal, or a contract attached to it. City Attorney Norris -Weeks stated the proposal alone can be accepted. Mayor Pigatt then suggested moving forward with the proposal and drafting a contract at a later time, if that was possible. City Attorney Norris -Weeks stated "Yes". Commissioner Kelley voiced his opposition to the resolution and the proposal without a contract. City Manager Pate explained that it was requested by the Commission to have a proposal within 90 days and that was why the proposal was presented on that meeting and a contract is on the agenda from August 1 to September 30. He further explained that this situation has taken place in the past and provided the example of the engineer's contract. Mayor Pigatt voiced his support to approving the current proposal, which was the recommendation from staff after analyzing all prospects. Vice Mayor Davis voiced his support for the recommendation given by the staff. Commissioner Kelley maintained his opposition to the manner in which it is being done. Mayor Pigatt stated the process is standard and it is the best way to proceed. Commissioner Burke asked how the staff for the panel is selected. City Manager Pate explained that it was random and elaborated that no one in the staff made a decision to being on the panel. There being no further discussion, the motion passed by a 4-1 vote. Commissioner Burke Vice Mayor Davis Yes Yes Virtual Special Commission Meeting Minutes —July 30, 2020 4 Commissioner Kelley No Commissioner Bass Yes Mayor Pigatt Yes c) A RESOLUTION OF THE CITY COMMISSION OF THE CITY OF OPA-LOCKA, FLORIDA, AUTHORIZING THE CITY MANAGER TO ENTER INTO AN AGREEMENT WITH HIP ROCKSTAR LLC FOR PUBLIC RELATIONS AND MARKETING SERVICES IN AN AMOUNT NOT TO EXCEED ($15,000.00), AND AS SET FORTH IN EXHIBIT "A"; PROVIDING FOR INCORPORATION OF RECITALS; PROVIDING FOR AN EFFECTIVE DATE. Sponsored by City Manager The resolution above was read by City Attorney Norris -Weeks. It was moved by Vice Mayor Davis and seconded by Commissioner Bass for discussion. City Manager Pate stated that this contract was a continuation for the services to the end of the current Fiscal Year to the amount budgeted not to exceed $15,000.00. He then requested Budget Director Robert Anathan to explain the contract process moving forward. Robert Anathan, Budget Director explained the contract process, and how it is dependent on the approved budget for the Fiscal Year. City Manager Pate reiterated the case of this contract, and for the Commission to expect a wide range of contracts requiring approval all at once, which is the proper way of processing the contracts. Vice Mayor Davis voiced his support for the new contract process previously explained and acknowledged the advantages of avoiding amendments to the budget several times due to overspending. City Manager Pate explained that approved budgets are important because it determines the amount of money designated per contract and it includes languages such as, not to exceed an x amount. He explained that this language will make it efficient for the City to request proposals and award contracts. Vice Mayor Davis acknowledged the explanation and sees it as a more efficient and effective way of handling contracts and managing the City. Commissioner Burke was reported having technical issues. City Clerk Flores asked City Attorney Norris -Weeks if he was required to vote as he was in the meeting. Virtual Special Commission Meeting Minutes —July 30, 2020 5 City Attorney Norris -Weeks stated that he was required to vote since Commissioner Burke was in attendance. City Attorney Norris -Weeks stated that the meeting could continue and Commissioners Burke vote may be recorded when he re-enters the meeting. Mayor Pigatt continued the meeting and moved forward with the vote. Commissioner Kelley excused himself because he had to leave the meeting due to personal reasons. Mayor Pigatt requested City Attorney Norris -Weeks how to proceed in this instance. City Attorney Norris -Weeks stated that Commissioner Kelley could register his vote and then he can leave the meeting. There being no further discussion, the motion passed by a 5-0 vote. Commissioner Burke Yes Vice Mayor Davis Yes Commissioner Kelley Yes Commissioner Bass Yes Mayor Pigatt Yes Commissioner Kelley left the meeting. After a few minutes of waiting for Commissioner Burke, City Attorney Norris -Weeks advised Mayor Pigatt that he could continue the meeting. Mayor Pigatt then asked for clarification as to whether Commissioner Burke could register his vote after he is returned. City Attorney Norris -Weeks stated, "Yes" Mayor Pigatt instructed City Attorney Norris -Weeks to move forward to the next resolution. d). A RESOLUTION OF THE CITY COMMISSION OF THE CITY OF OPA-LOCKA, FLORIDA, ACCEPTING THE PROPOSAL OF IMPERIAL ELECTRICAL INC FOR INGRAM PARK RELIGHTING AND COMPLIANCE PURSUANT TO REQUEST FOR PROPOSAL (RFP) 20-0429200; FURTHER AUTHORIZING THE CITY MANAGER TO ENTER INTO AN AGREEMENT; PROVIDING FOR ADOPTION OF REPRESENTATIONS; PROVIDING FOR AN EFFECTIVE DATE. Sponsored by City Manager The resolution above was read by City Attorney Norris -Weeks. Virtual Special Commission Meeting Minutes — July 30, 2020 6 It was moved by Vice Mayor Davis, seconded by Commissioner Bass for discussion. City Manager Pate directed Public Works Director Airia Austin to present the item. Airia Austin, Director of Public Works stated the item was for the installation of new lighting equipment for the Ingram Park ball field facilities, including the tennis courts and the basketball courts. Vice Mayor Davis asked Mr. Austin if the revenue source for the item was CDBG Funds. Mr. Austin stated it is CDBG as well as City Coffers. He stated $179,800.00 from CDBG and the remaining balance for the completion of the project from City Coffers. The total cost for the project will be $360,000.00 Mayor Pigatt requested Mr. Austin to clarify if this also included repaving the basketball court. Mr. Austin stated "No", as it will only include the areas of lighting for the basketball court, tennis court and the ball field. Without further discussion, the motion passed by a 4-0 vote. Commissioner Burke Yes Vice Mayor Davis Yes Commissioner Kelley Not Present Commissioner Bass Yes Mayor Pigatt Yes Mayor Pigatt requested City Clerk Flores to record the vote of Commissioner Burke for item 6(c). Commissioner Burke registered a "Yes" vote for passing resolution 6(c). e) A RESOLUTION OF THE CITY COMMISSION OF THE CITY OF OPA-LOCKA, FLORIDA, AMENDING THE FISCAL YEAR 2020-2021 PROPOSED CITYWIDE BUDGET TOTAL REVENUES AND EXPENSES TO $45,838,741, TO RECOGNIZE AN ADDITIONAL $651,663.00 OF INTERFUND TRANSFERS NOT INITIALLY INCLUDED DURING THE JULY 28, 2020 COMMISSION MEETING; PROVIDING FOR CORRECTION OF SCRIVENERS'S ERRORS; PROVIDING FOR AN EFFECTIVE DATE. Sponsored by City Manager The above resolution was read by Attorney Norris -Weeks. Virtual Special Commission Meeting Minutes —July 30, 2020 7 It was moved by Commissioner Burke, seconded by Commissioner Bass for discussion. City Manager Pate directed Budget Director Robert Anathan to introduce the item. Mr. Anathan stated that during the July 28, 2020 commission meeting he was asked how much additional should be added to cover everything that was done. He stated he provided the direct but not the inter -fund transfers. He stated he had a presentation to explain how inter -fund transfers work. Mayor Pigatt requested to clarify if there were any changes to what the Commission proposed outside of the scrivener's error. Mr. Anathan stated "No". City Manager Pate clarified that the purpose of the resolution was to fix a technical error. There being no further discussion, the motion passed by a 4-0 vote. Commissioner Burke Yes Vice Mayor Davis Yes Commissioner Kelley Not Present Commissioner Bass Yes Mayor Pigatt Yes 7. ADJOURNMENT: There being no further business to come before the Commission, it was moved by Commissioner Bass, seconded by Vice Mayor Davis to adjourn the virtual special meeting at 7:35 p.m. MAYOR ATTEST: Virtual Special Commission Meeting Minutes —July 30, 2020 8