Village Council Meeting Minutes December 4, 2012

MIAMI SHORES VILLAGE

REGULAR COUNCIL MEETING

 

 

The Miami Shores Village Council held their regularly scheduled Council Meeting on Tuesday, December 4, 2012 in the Council Chambers of Village Hall. The meeting was called to order at 7:00 PM with the following individuals present:

 

PRESENT:                         Hunt Davis                                       ABSENT:            Jim McCoy

                                           Al Davis

                                           Steve Loffredo

                                           Jesse Walters

 

ALSO PRESENT:              Tom Benton, Village Manager

                                           Barbara Estep, Village Clerk

                                           Richard Sarafan, Village Attorney

 

PRESENTATION

 

On behalf of the Council, Councilman Jesse Walters recognized the accomplishments and service of past Mayor Dean Claussen, who served as President of the Florida League of Cities for their 1968 – 1969 year. Mayor Claussen’s son and daughter-in-law were present representing the Claussen family.

 

A presentation by Feeding South Florida will be rescheduled to after the holidays.

 

CONSIDERATIONS

 

1)           VILLAGE CLERK                                                                                    Barbara A. Estep

 

A) APPROVAL OF THE NOVEMBER 20, 2012 COUNCIL MEETING MINUTES.

 

Councilman Walters proposed an amendment to the text of Item 3B so that the minutes read as follows: Councilman Walters provided information regarding the agenda item, indicating that he would like to have the Village sponsor and pay the entry fee for the Village to participate in the Gay Pride Parade scheduled for April of 2013, representing the Village. . . .   Councilman Walters moved approval of the minutes as amended. Councilman Loffredo seconded the motion and the vote was unanimous in favor of the motion.

 

2)           POLICE DEPARTMENT                                                                          Chief Lystad

 

A) REQUEST APPROVAL OF APPROPIRATION AND EXPENDITURE OF FORFEITURE FUNDS IN AN AMOUNT NOT TO EXCEED $28,000 FOR THE PURCHASE OF A NEW “SMART” MESSAGE CENTER AND TRAILER.

 

Chief Lystad spoke about the need for new Smart message boards and trailers. The Chief briefly outline the varied uses of the boards and clarified that the request is for two units and the Village’s intent is to auction the older equipment through Gov Deals. Councilman Loffredo moved approval of the Forfeiture Fund request. Councilman Walters seconded the motion and the vote was unanimous in favor of the motion.

 

3)           FINANCE DEPARTMENT                                                                       Holly Hugdahl

 

             A)   REQUEST APPROVAL TO PURCHASE A NEW FINANCIAL SOFTWARE SYSTEM IN THE

              AMOUNT OF $212,990 FROM NEW WORLD SYSTEMS.

 

Ms. Hugdahl provided information regarding the selection process as well as the proposed software program chosen to replace the existing software which is approximately 15 years old. Council discussion and questions centered upon features of the proposed software, customer support and the cost. Councilman Loffredo indicated that he could not support the purchase and his concern regarding the proposed outlay of cash from the Capital Projects Fund. A discussion regarding payment options ensued. At the conclusion of the discussion, Councilman Davis moved to approve the purchase with New World Systems for a new financial software program as recommended by Staff. Councilman Walters seconded the motion and the vote was 3 to 1 in favor of the motion with Councilman Loffredo dissenting.

 

B) A RESOLUTION OF THE VILLAGE COUNCIL OF MIAMI SHORES VILLAGE, FLORIDA,

CREATING BUDGET AMENDMENT #2 TO THE FY2012-2013 OPERATING BUDGETS

TOTALING $181,920; REAPPROPRIATING $77,512 FROM THE GENERAL FUND

BALANCE, $33,567 FROM THE CAPITAL PROJECT FUND BALANCE, $36,016 FROM

THE LOCAL OPTION GAS TAX FUND BALANCE, $18,215 FROM THE RISK

MANAGEMENT INTERNAL SERVICE FUND BALANCE, AND $16,610 FROM THE FLEET

MAINTENANCE INTERNAL SERVICE FUND BALANCE; WHICH WILL ALL BE USED FOR

OUTSTANDING FINANCIAL OBLIGATIONS INCURRED PRIOR TO SEPTEMBER 30, 2012.

 

Ms. Estep read the caption of the resolution into the record. Clarification was provided regarding the purpose of the resolution and that it is an annual amendment to the budget. Councilman Loffredo moved to adopt the resolution as presented. Councilman Davis seconded the motion and the vote was unanimous in favor of the motion.

 

4)           PUBLIC WORKS DEPARTMENT                                                         Scott Davis

 

             A) APPROVAL OF THE STORMWATER ENGINEERING SELECTION COMMITTEE’S

             RANKING OF SUBMITTING FIRMS.

 

Mr. Scott Davis, Village Public Works Director, offered information regarding the Selection Committee’s process and their recommendation of ranking the top three firms submitting information. Mr. Davis indicated that the firm would be hired to design planned drainage projects for three areas within the Village. Councilman Davis moved to approve the Selection Committee’s rankings as presented to the Council. Councilman Loffredo seconded the motion and the vote was unanimous in favor of the motion.

 

             B) DISCUSSION AND POSSIBLE ACTION REGARDING VILLAGE ENTRANCE WAY    

             SIGNS.

 

Public Works Director, Scott Davis, provided information regarding the bidding process and Beautiful Mailbox Company, the sole firm that submitted bids for the project. Mr. Davis outlined the various design examples for the entrance way signs and reviewed the Staff’s recommendation for awarding the bid. Mr. Davis further stated that although all the signs have the potential to be lit, funding for lighting all the signs had not originally been included. In addition, a sign for the southern entrance on Biscayne Boulevard had not been included in the design parameters and therefore, additional funding to include that location is necessary for the project scope. With respect to lighting the signs, Councilman Walters indicated that he would prefer that all the entrance way signs be lit. Councilman Loffredo voiced his opposition to spending funds on entrance way signs. Following a brief discussion, Councilman Davis moved to award the bid and approve the transfer of funds as recommended by the Village Administration. Councilman Walters seconded the motion and the vote was 3 to 1 in favor of the motion with Councilman Loffredo dissenting.

 

 

5)           RECREATION DEPARTMENT                                                              Jerry Estep

 

             A) DISCUSSION REGARDING PLANNED 5K RUN.

 

The Staff withdrew this item as the planned run has been postponed until the fall of 2013.

 

6)           VILLAGE MANAGER                                                          Tom Benton

 

  1. A)DISCUSSION AND POSSIBLE ACTION REGARDING THE CHRISTMAS AND NEW YEAR’S HOLIDAY SCHEDULE.

 

Mr. Benton spoke to the Council regarding the proposed holiday schedule, indicating that due to Christmas and New Year’s falling on Tuesday and traditionally closing at noon on Christmas Eve and New Year’s Eve, he was proposing to close for the entire day of Christmas Eve and New Year’s Eve, reopening the general offices on Wednesday of each week. Councilman Loffredo moved to approve the request to close the offices for Christmas Eve and New Year’s Eve. Councilman Davis seconded the motion and the vote was unanimous in favor of the motion.

 

7)           ANNOUNCEMENTS

 

Ms. Estep read the announcements into the record.

 

8)           PUBLIC COMMENTS

 

None offered.

 

9)           COUNCIL COMMENTS

 

Jesse Walters       Councilman Walters spoke of the upcoming Chamber of Commerce shopping night scheduled for 12/14.

 

Al Davis                             “Ho Ho Ho”

 

Steve Loffredo    Councilman Loffredo congratulated the Claussen family and spoke of the Presbyterian Church’s Living Nativity. He wished all a Happy Holiday season.

 

Hunt Davis          Vice Mayor Davis spoke of the Dr. Pepper scholarship winner from Barry University, offered his best wishes to the McCoy family and wished everyone a Happy Holiday.

 

10)           ADJOURNMENT

 

The December 4, 2012 Council Meeting was adjourned at 7:46 PM.

 

 

 

 

                                                                                                                   _______________________

                                                                                                                   Hunt Davis, Vice Mayor

 

 

__________________________

Barbara A. Estep, MMC

Village Clerk