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HomeMy Public PortalAbout11-05-91 Special Council Meeting.tifMINUTES SPECIAL WEEKLY BOARD OF TRUSTEES MEETING VILLAGE OF KEY BISCAYNE Tuesday, November 5, 1991 Key Biscayne Elementary School Cafeteria CALL TO ORDER The meeting was called to order by Mayor Rafael Conte at 7 07 p m The following Trustees were also present Clifford Brody, Mortimer Fried, Michael Hill, Luis Lauredo and Ray Sullivan, Vice Mayor I IIVOCAT I ON PLEDGE OF ALLEGIANCE Mayor Conte led the Pledge of Allegiance 1 AGENDA ADDITIONS/DELETIONS/SUBSTITUTIONS The Interim Clerk announced to the Board that Trustee Rasco had requested that items 5(A) and 5(F) be deferred until such time as he could be present to participate in the discussion of the items Trustee Brody stated that both of these items are of vital importance and dis- cussion should not be deferred any longer The Board concurred 2 COMMITTEE REPORTS A FACILITIES - Vice Mayor Sullivan reported that a lease for first floor office space at the Key Biscayne Bank Building is being reviewed by the Village Attorney and that a final draft should be ready for approval by the Board by the next meeting, November 12th He added that the Key Biscayne Bank Building has allocated office space, free of charge and on a temporary basis, for the office of the Village Clerk on the second floor (Suite 201) He stated that Southern Bell has installed phone lines to that office and has issued the following phone numbers to the Village 365-5511 and 365-5556 (FAX) RANKING RELATIONS - Trustee Brody announced that the Loan and Note have been executed with the Key Biscayne Bank, and that a bank account has been created for the Village C CELEBRATION - after brief discussion of the actions of the Committee the Board concurred that the Committee should be disbanded D TRANSITION - Trustee Lauredo, Chair, reported on a meeting held at 6 00 p m , prior to the Board of Trustees meeting, in which the Committee asked the Village Attorney to review and advise the Committee and the Board of Trustees Village Attorney Richard Weiss reported that he will contact the County to gather information and advise the Board accordingly E VILLAGE MANAGER SEARCH - Dr Steve Simon, Chair requested that the Board approve the attached agreement to be entered into by the Village and Florida Public Management Group, Inc for consulting services to be provided to the Committee in the search and selection of an individual for the position of Village Manager After further discussion of the agreement, 11/05/91 - Minutes Page 1 of 6 Trustee Lauredo moved that paragraph 1 of Phase II of Exhibit "A", attached to the Agreement be deleted, and that a clause be added as follows "Expenses shall be approved pursuant to prior approval by the Committee Chair" Trustee Hill seconded the motion and the Board approved the amendment unanimously (6-0) Trustee Lauredo moved that the Board approve the agreement as amended Trustee Hill seconded the motion and the Board unanimously (6-0) approved the agreement, as amended 3 PRESENTATIONS A KEY BISCAYNE COUNCIL TRANSITION COMMITTEE ON MASTER PLAN - Frank Caplan, Chairman gave a verbal presentation to the Board of Trustees and announced that a formal report is available by contacting the Interim Village Clerk In his presentation, Mr Caplan reported on certain legal requirements and future possibility with regard to developing a Masterplan for the Village which must be adopted within three years Following discussion by the Board of Trustees regarding the creation of a Masterplan Committee, Trustee Fried moved that the Board of Trustees of the Village of Key Biscayne appoint a Committee for the development of a Masterplan for the Village, and that each Trustees appoint two members to the Committee, and that Frank Caplan (serving as Trustee Fried's first appointment) serve as interim Chair in order to set up the first meeting, and that one of the first actions of the Committee will be to select a permanent Chair for the Committee The motion was seconded by Trustee Brody The motion carried unanimously (6-0) Vice Mayor Sullivan urged that the Trustees, as well as the public, obtain a copy of the Masterplan Report from the Clerk He also urged that the Committee recommend a budget and solicit firms that will assist in the Development of a Masterplan Trustee Hill suggested that the Village appoint the Committee as an agency of the Village Trustee Brody concurred with Trustee Hill that ultimately, a Committee will have to become an Agency of the Village in order to proceed (no action was taken in this regard) He urged the Committee to develop a chart of the steps that need to be taken and time frame in which actions should be taken Trustee Lauredo moved that the Village Attorney be authorized to draft a letter to be signed by the Mayor to be sent to DCA requesting Descretionary Funds and another letter be drafted to be sent to the Legislature in the same regard Vice Mayor Sullivan seconded the Motion The motion carried unanimously KEY IISCAYNE ATHLETIC CLUB - Report to the Board by Club officers on present programs and Dade County Parks Department relations - placed on the Agenda by Vice Mayor Sullivan - Scott Miller and Dr Portella gave a brief presentation to the Board regarding Athletic Club programs and budgetary requirements 11/05/91 - Minutes Page 2 of 6 Mr Miller reported that the Athletic Club Officers will have a Board meeting to discuss proposing that the Key Biscayne Athletic Club merge their program into a fully -funded recreational department for the Village of Key Biscayne Mr Miller reported that presently the Athletic Club operates on donations from the public sector He urged the Board of Trustees to consider starting a fully -funded recreational de- partment Vice Mayor Sullivan urged the Athletic Club not to drop any of the efforts of finding continued funding for present programs, adding that during the first transitional year of the Village, funds may not be available (due to potentially limited funds available to the Village) to establish a recreational depart- ment Mr Miller also reported on problems with scheduling and reserving time space for playing fields through the County He stated that the County is not giving priority scheduling to the Athletic Club, and is requiring one-year, advanced notice for long-term reservations Trustee Lauredo asked that a letter from the Athletic Club to the County delineating the problems be drafted and submitted to the Transition Committee for possible resolution through the Committee C KEY BISCAYNE ELEMENTARY SCHOOL - PRESENTATION BY Erick Laventure, Coordinator, Metropolitan Dade County Schools, gave a brief presentation to the Board on improvements that are scheduled at the School Following the presentation and dis- cussion of certain concerns addressed by residents, Trustee Lauredo moved that the Board of Trustees instruct the Mayor to write a letter to the Chairman of the Dade County School Board requesting that the School Board provide a mechanism through which the Village of Key Biscayne through the Board of Trustees may give input in this regard The motion was seconded by Trustee Hill The motion passed with the Board voting as follows Trustee Brody nay Trustee Fried yea Trustee Hill yea Trustee Lauredo yea Trustee Rasco Abs Vice Mayor Sullivan yea Mayor Conte yea 4 NfW BUSINESS No new business was discussed 5 OTRER BUSINESS - GENERAL DISCUSSIONS - A CONSIDERATION OF CONCHITA SUAREZ' PLAN FOR PLAYING FIELDS IN CALUSA PARK - Trustee Hill stated that this item is impacted by two items, previously discussed, Masterplan and Playing Fields He stated that this item was placed on the agenda for informational purposes and no action is requested at this time Conchita Suarez gave a brief presentation on a proposal for the creation of additional playing fields in Calusa Park, after which discussion ensued with regard to feasibility (field size and available land, cost etc ) The Board concurred that further information is needed in this regard and no further 11/05/91 - Minutes Page 3 of 6 action was taken by the Board Trustee Lauredo reported, for clarification that although the Village does not own Calusa Park, the Park is within the municipal boundaries set forth in the Charter, thereby the "jurisdiction of the Park falls within the Village, but ownership remains with the County He added the County has implied that they might "rent" the site to the Village for a token amount He stated that he feels that once an arrangement is finalized, the County would look to the Village with regard to any changes relative to the configuration of the Park, as well as funding B PROPOSED STRATEGIC PLANNING SESSION TO BE COORDINATED BY THE FLORIDA INSTITUTE OF GOVERNMENT AT FIU - This item was deferred until further information can be obtained from the Institute of Government as to details of the Session, by a unanimous vote of the Board after a motion by Trustee Lauredo, and second by Trustee Fried C PROPOSED CHARTER AMENDMENT FOR CERTAIN TECHNICAL CORRECTIONS TO ARTICLE V (ELECTIONS) AND TO CHANGE THE NAME OF THE BOARD OF TRUSTEES TO THE "KEY BISCAYNE VILLAGE COUNCIL" AND TRUSTEES TO "COUNCILMEN" - Placed on the Agency by Trustee Hill who reported that this would take a Charter amendment After brief discussion, Trustee Lauredo stated that although he concurrs that this the name change is appropriate, such action may be premature at this time The Board concurred No further action was taken D =AQUARIUM - Request authorization for the New Village Attorney to study and advise the Board of Trustees regarding Seaquarium litigation - placed on the Agenda by Trustee Hill Trustee Hill moved that the Village Attorney be authorized to study the law suit (pending through the Key Biscayne Council, Inc ) and render an analysis and recommendation to the Board of Trustees The motion was seconded by Trustee Fried The motion carried unanimously (6-0) Village Attorney Richard Weiss was asked to bring back to the Board by November 19, 1991 a technical and procedural summary as well as analysis of whether or not the Village should substitute itself (in place of the Key Biscayne Council, Inc ) as the plaintiff in the case E CABLE T V - UPDATE - Trustee Brody moved that this item be deferred to the November 12, 1991 Board of Trustees Meeting The motion was seconded by Trustee Hill The motion carried unanimously (6-0) F BUILDING AND ZONING - UPDATE - Trustee Brody distributed a report of zoning actions (printed regularly on days that there is action) I Selection of a Building and Zoning Consultant, pursuant to previous action taken by the Board of 11/05/91 - Minutes Page 4 of 6 Trustees to select a consultant to advise the Board on B&Z (zoning variance) Matters Trustee Brody stated that he has received bids from four firms (see at- tached) He requested direction from the Board as to whether or not the Board would like to hear presenta- tions from the firms, which were present at the meeting Following further discussion the Board unanimously voted to defer this item to the November 12th meeting in order for the Board to hear from each of the firms II A RESOLUTION OF THE VILLAGE OF KEY BISCAYNE PROVIDING FOR INTERIM PROFESSIONAL SERVICES AGREEMENT TO SECURE CERTAIN PLANNING, AND ENGINEERING SERVICES FOR THE VILLAGE OF KEY BISCAYNE WITH TOTAL COMPENSATION UNDER SUCH INTERIM AGREEMENT NOT TO EXCEED $10,000 No further action was taken pursuant to item 5 (F -I) 6 ATTORNEY'S REPORT - Richard Weiss requested guidance as to requests from Committees for the Attorney to do legal work on behalf of the Committees and asked that the Board advise him as to how he and the firm should regulate their work He also requested that Committees submit to him, information and records with respect to any meetings that have been held through the Interim Village Clerk He also suggested that the Interim Village Clerk attend all Committee meetings in order to assure that Sunshine Laws are adheared to, minutes are being taken and records are kept of all of the proceedings He also requested that all Committee Meetings be coordinated through the Village Clerk's Office, and that meetings should be held during the work week The Board concurred With regard to Agenda preparation procedures, Village Attorney Richard Weiss suggested that the Board of Trustees implement the "4 -day rule", meaning that all Agenda items, along with back-up information, be submitted to the Clerk by 12 00 Noon on the Friday before the Tuesday Meeting An Agenda would then be published by 5 00 p m on that Friday The Board voted unanimously (6-0) to implement the rule, after a motion by Trustee Lauredo, seconded by Trustee Hill 7 NEXT MEETING - The next REGULARLY SCHEDULED MONTHLY meeting of the Board of Trustees of the Village of Key Biscayne will be held at 7 00 p m , Tuesday, November 12, 1991, Key Biscayne Elementary School Cafeteria MEETING ANNOUNCEMENTS A VILLAGE CLERK SCREENING COMMITTEE MEETING - 7 00 p m Wednesday, November 6, 1991, and Wednesday, November 13, 1991, Sheraton Royal Biscayne f VILLAGE MANAGER SCREENING COMMITTEE MEETING - 6 00 p m , Wednesday, November 6, 1991, Key Biscayne Elementary School C SEAL & MOTTO COMMITTEE MEETING - 10 00 a m , Saturday, November 11/05/91 - Minutes Page 5 of 6 9, 1991, St Agnes Academy 9 GOOD OF TKE ORDER 10 ADJOURNMENT - Mayor Conte adjourned the meeting at 10 06 p m Submitted for approval by 3•atris M Arguelles, Interim Village Clerk Approved as amended this 19th day of November, 1991, by a unanimous vote of the Board Moved by Trustee Brody Seconded by Trustee Fried Rafael Conte, Mayor Beatris M Arguelles, Interim Village Clerk Any person wishing to appeal any decision made by the Board with respect to any matter considered at this meeting, will need a record of the proceeding, and for such purposes, may need to ensure that a verbatim record of the proceeding is made, which record includes the testimony and evidence upon which the appeal is made ba 11/05/91 - Minutes Page 6 of 6 RESOLUTION NO. q1-06 A RESOLUTION OF THE BOARD OF TRUSTEES OF THE VILLAGE OF KEY BISCAYNE APPROVING A LEASE WITH THE KEY BISCAYNE BANK BUILDING FOR OFFICE SPACE, AUTHORIZING THE MAYOR TO EXECUTE SAME ON BEHALF OF THE VILLAGE AND PROVIDING AN EFFECTIVE DATE. WHEREAS, this Board of Trustees is in need of office space; and WHEREAS, various proposals were submitted pertaining to possible locations; and WHEREAS, this Board has determined that the space in the Key Biscayne Bank Building and the terms offered with respect thereto are the most beneficial to the Village, NOW THEREFORE BE IT RESOLVED BY THE BOARD OF TRUSTEES OF THE VILLAGE OF KEY BISCAYNE, FLORIDA, AS FOLLOWS: ,section 1. That the lease agreement, a copy of which is attached hereto and incorporated herexn, is hereby approved. Section 2. The Mayor is hereby authorized to execute the lease in the form attached hereto. Section 3 Effective Date. This resolution shall become effective upon adoption. PASSED AND ADOPTED this day of November, 1991. Rafael H. Conte, Mayor Attest: Village Clerk Approved as to Legal Sufficiency' Village Attorney rasa lea