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HomeMy Public PortalAbout2015-08-20 Special MeetingBAL HARBOUR COUNCIL MEETING MINUTES SPECIAL MEETING - AUGUST 20, 2015 The Special Meeting of the Bal Harbour Village Council was held on August 20, 2015 at the Bal Harbour Village Hall Council Chamber (644 — 96th Street, Bal Harbour, Florida) at 10:00 a.m. CALL TO ORDER The meeting was called to order at 10:00 a.m. by Mayor Packer Roll Call. The following were present: Mayor Martin Packer Assistant Mayor Patricia Cohen Councilman Seth E. Salver Councilman Jaime M. Sanz Not present Councilman Gabriel Groisman Also Present: Jorge M. Gonzalez, Village Manager Dwight S. Danie, Village Clerk Mathew J. Pearl, Village Attorney PLEDGE OF ALLEGIANCE: Mayor Packer led the Pledge of Allegiance followed by a moment of silence. REQUESTS FOR ADDITIONS, WITHDRAWALS AND DEFERRALS: There were no requests for additions, withdrawals or deferrals. R7 — RESOLUTIONS R7A APPROVING THE AGREEMENT BETWEEN BAL HARBOUR VILLAGE AND SOUTH FLORIDA LIGHTING TEAM LLC (ALSO KNOWN AS MIAMI CHRISTMAS LIGHTS) Motion: Action: The motion to discuss the item was moved by Mayor Martin Packer, and Seconded by Assistant Mayor Patricia Cohen. Councilman Salver thanked Councilman Sanz for participating and representing the Council with the contractor. He then questioned the compensation of $150,000 budget for the first year and that it appeared for every year of the contract thereafter. Mr. Gonzalez affirmed that the cost would be $150,000 per year and he would be bringing back to Council an amendment to the Resort Tax budget. Assistant Mayor Cohen and Councilman Sanz commented that that he price seemed high and that the Collins Ave. corridor upgrade would have an influence in moving forward. Mayor Packer commented that it should not require all new materials. Mayor Packer asked the representative from Miami Christmas Lights (Solange Beaumard) to comment on whether or not the materials would be brand new every year, to which, Ms. Beaumard explained that all materials would be brand new every year and the costs were amortized over 3 years under a 3 year agreement. Councilman Sanz stated that a 3 year agreement with a budget of $150,000 per year was not acceptable and that the Village should be able to reuse materials. Assistant Mayor Cohen commented that there was a miscommunication, that we would first want to see the results before moving forward and that hopefully this would be a long term relationship. Mr. Gonzalez suggested a one year contract with a $150,000 per year design and returning to the Council every year. Mayor Packer comment that he was fine with a 3 year commitment, with a $150,000 cap, but with the second and third having the labor costs the same for each year, but merchandise be would re -used. Assistant Mayor Cohen commented that the Collins Corridor project might change the lighting requirements and that it would be better to move forward one step at a time. Mr. Gonzalez suggested approving 1-year contact with a $150,000 budget, with Councilman Sanz still the liaison, and if acceptable, then a contact could be signed and if not, either modify the design or return the item to the Council. Councilman Salver, Assistant Mayor Cohen and Mr. Gonzalez inquired about possibly a different business model utilizing our own staff, and purchasing the materials as opposed to leasing and servicing them. Ms. Beaumard asked if there was a price point for a 3 year agreement to which Assistant Mayor Cohen replied no, and that because of the Corridor Project, we don't want to be locked in. Beth Berkowitz commented that we have a $75,000 budget, she stated that she was under impression that this was a 3 year contract, but she didn't understand how the equipment could not be stored and reused. Mr. Gonzalez agreed and stated that the big numbers are in the reusable decoration and that the $150,000 was a 1st year investment and then the price would drop down, and that we would be using the same design. Mr. Gonzalez suggested that a 1 year contract with two 1-year renewals at the discretion of the Council would provide a level of comfort to the contractor, to which Ms. Beaumard asked if the comfort range would be $75,000. Mr. Gonzalez responded that the comfort level would be to commit 1 year with current design and then agree to 2 1-year options for years 2 and 3, that in the past, the budget was 75,000. Bal Harbour Village Special Council Meeting Minutes -August 20, 2015 Pa g e l 2 Mr. Gonzalez commented that almost $90,000 was in 3 items, the tree topper, the 3-d ornaments and large box ornaments. He reiterated that hardscape items could be stored, refurbished, and reused Mr. Gonzales stated that this is about delegating authority; if the future costs were within the budget, it wouldn't need to come back to Council unless we were not satisfied or if future proposals exceeded the budget. Motion: Action: Approve the Resolution with the Amendment to approve a one year contract with a budget cap of $150,000, and with 2 renewable one year extensions to the contract at the sole discretion of the Village, with budget caps not to exceed $75,000, unless the Council approves otherwise: Moved by Councilman Sanz, Seconded by Assistant Mayor Patricia Cohen. Vote: Motion carried by unanimous roll call vote (summary: Yes = 4). Yes: Assistant Mayor Patricia Cohen, Mayor Martin Packer, Councilman Seth Salver, Councilman Jaime M. Sanz. Assistant Mayor Cohen acknowledged Councilman Sanz and Ms. Beaumard efforts on this project. Councilman Sanz suggested a big event for the lighting. A general discussion ensued regarding the optimal time to light the holiday decorations. The Council agreed that the holiday decorations be lit on November 12, 2015 and remain lit until January 7, 2016. ADJOURN Motion to adjourn, Moved by Councilman Jaime M. Mayor Patricia Cohen. Dwicjht . Dani illage Clerk , Seconded by Assistant (1 rttn Packer Bal Harbour Village Special Council Meeting Minutes -August 20, 2015 Page 13