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05- May 27, 2011 Special Meeting Minutes CITY OF OPA-LOCKA "The Great City" Clerk's Action Summary Minutes Special Commission Meeting May 27,2011 12:00 p.m. City Commission Chambers 777 Sharazad Boulevard Opa-locka, FL 33054 1. ROLL CALL: The City Commission of the City of Opa-locka, Miami-Dade County, Florida, met in a special session on Friday, May 27, 2011 at 12:00 p.m. in the City Commission Chambers, 777 Sharazad Boulevard, Opa-locka, Florida. The following members of the City Commission were present: Vice Mayor Dorothy Johnson, Commissioner Timothy Holmes, and Mayor Myra L. Taylor. Also in attendance were: City Manager Clarance Patterson, City Attorney Joseph S. Geller and City Clerk Deborah S. Irby. Commissioner Rose Tydus and Commissioner Gail Miller were not in attendance. 2. INVOCATION: The Invocation was delivered by Mayor Myra L. Taylor. 3. PLEDGE OF ALLEGIANCE: The Pledge of Allegiance was recited in unison. 4. RESOLUTION: a. A RESOLUTION OF THE CITY COMMISSION OF THE CITY OF OPA- LOCKA, FLORIDA, TO AUTHORIZE THE CITY MANAGER TO ENTER INTO CONTRACT WITH C & I CONSTRUCTION AND DESIGN, INC. IN AN AMOUNT NOT TO EXCEED SIX HUNDRED FIFTY TWO THOUSAND ONE HUNDRED FORTY-THREE DOLLARS AND EIGHT CENTS ($652,143.08), FOR THE REHABILITATION OF PUMP STATIONS 1 AND 2, PAYABLE FROM ACCOUNT NUMBER 35-535630; PROVIDING FOR INCORPORATION OF RECITALS; PROVIDING FOR AN EFFECTIVE DATE. Sponsored by C.M. The above resolution was read by title by Attorney Geller. It was moved by Commissioner Holmes, seconded by Vice Mayor Johnson to pass the above resolution. Vice Mayor Johnson asked, where is the money coming from? Special Commission Meeting—05/27/2011 1 Manager Patterson advised that the money is budgeted for. Faye Douglas, Budget Administrator for the City of Opa-locka came forward and explained that in the current budget under sewer services, acct. no. 35-535630, the city has budgeted $3,585,000.00 which is inclusive of all pump stations and sewer projects budgeted this year including pump stations 1 and 2. Vice Mayor Johnson made reference to pages 182 and 183 of the capital improvement projects budget which reflects the amount of$315,000.00 for pump station 1. During the budget process, Ms. Douglas said the city estimated $315,000.00 for pump station 1 and $315,000.00 for pump station 2 which totals to $630,000.00. Following the RFP process, she said she spoke to Mr. Armand because the amount went over a little and she indicated to him that this was fine since dollars were already in the budget for various sewer projects. In viewing the budget, Vice Mayor Johnson noticed that pump station 1 was listed, however, pump station 2 was not. Ms. Douglas pointed out that pump station 2 is reflected on the top of page 183. She made reference to page 189 of the budget which included a list of the sewer projects budgeted this fiscal year. The city may not get to all the projects this fiscal year; therefore, there's room to go over a little in this particular project. Vice Mayor Johnson was a little confused with the amount budgeted for capital improvement projects as reflected in the budget and the actual total amount needed to fund those capital improvement projects, which is greater. Ms. Douglas advised that $500,000.00 is coming FDEP which was a grant through the legislature appropriation from Congressman Meek. The $500,000.00 was anticipated funds the city had planned to receive during the fiscal year. During the budget process, the city knew that the dollars were coming for sewer related projects. Vice Mayor Johnson asked, did the city received the $500,000.00 from Congressman Meek? Both Ms. Douglas and Dr. Orji advised that the city had not received the $500,000.00. Dr. Orji explained that if the city planned and there is every indication the money would be received in the fiscal year, then that amount is included in the budget. Ms. Douglas stated that if the city knows that the $500,000.00 is not coming then it would be appropriate to remove it from the budget and reduce the water and sewer budget. Of concern to Vice Mayor Johnson was the fact that the city had not spoken to the current administrator since Congressman Meek is no longer in office. Special Commission Meeting—05/27/2011 2 Ms. Douglas informed the Commission that the grant administrator has been working on the same dollars for some time. Vice Mayor Johnson asked the City Manager for information on the date(s) when the grant administrator contacted Senator Wilson's office in terms of the $500,000.00? Manager Patterson was unable to provide the date; however, he said he was aware that the grant administrator was not just following up on this grant, but all of the grants the city is working on. Vice Mayor Johnson said she would not support the resolution because the process should have begun in March. Manager Patterson stated that the capital projects appropriation is an estimate and the city can amend the budget at any given time during the fiscal year. Mayor Taylor expressed the importance of pump stations 1 and 2 which are directly related to the development of Magnolia North. She asked, does the city have the money for pump stations 1 and 2? Ms. Douglas replied, "yes". Mayor Taylor suggested that Vice Mayor Johnson reconsider the resolution and the Commission can deal with the $500,000.00 at a later date which encompasses other waste water projects. There being no further discussion, the motion passed by a 2-1 vote. Commissioner Holmes Yes Vice Mayor Johnson No Commissioner Tydus Not present Commissioner Miller Not present Mayor Taylor Yes b. A RESOLUTION OF THE CITY COMMISSION OF THE CITY OF OPA- LOCKA, FLORIDA, TO APPROVE AN ADDENDUM TO THE AGENDA WITH LAWRENCE WRIGHT & PARTNERS, LLC, FOR ADDITIONAL CONSULTING SERVICES RELATED TO SHERBONDY PARK CONSTRUCTION IN AN AMOUNT NOT TO EXCEED FIFTY THOUSAND DOLLARS ($50,000.00), IN A FORM ACCEPTABLE TO THE CITY ATTORNEY; PROVIDING FOR INCORPORATION OF RECITALS; PROVIDING FOR AN EFFECTIVE DATE. Sponsored by C.M. The above resolution was read by title by Attorney Geller. Special Commission Meeting—05/27/2011 3 It was moved by Commissioner Holmes, seconded by Vice Mayor Johnson to pass the above resolution. Vice Mayor Johnson asked, were all of the kinks worked out? Attorney Geller said he was confident the Commission could approve this resolution, however, he would need to finalize the contract with Mr. Wright which he is prepared to do so over the weekend. The scope of services must be narrowed to be sure it is appropriate. He advised that the above resolution is acceptable and meets legal sufficiency. Vice Mayor Johnson stated, for the record, that she and Mr. Wright attend the same worship facility along with the City Clerk and it has nothing to do with the bearing of her voting. The City Attorney will not be able to work this out by the weekend because of the engagement Mr. Wright is involved with, so she is looking forward to having this resolved at least by Tuesday. Commissioner Holmes expressed his concern with the delay of the project. He suggested that the Commission move forward with this item to proceed with the completion of the Sherbondy Park project. Mayor Taylor asked if the scope of services had to be included in the resolution. Attorney Geller advised that the scope of services did not have to be included in the resolution because the resolution reads "in a form acceptable to the City Attorney". There being no further discussion, the motion passed by a 3-0 vote. Commissioner Holmes Yes Vice Mayor Johnson Yes Commissioner Tydus Not present Commissioner Miller Not present Mayor Taylor Yes 5. ADJOURNMENT: There being no further business to come before the City Commission, it was moved by Vice Mayor Johnson, seconded by Commissioner Holmes to .djourn the meeting at 12:36 p.m. irons' MAY• A ' ES ': CIT` ' Special Commission Meeting—05/27/2011 4