HomeMy Public PortalAbout2015-08-20-Council-Minutes-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 CaII.
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.
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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. Safiz, Seconded by Assistant
Mayor Patricia Cohen.
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