Committee of the Whole Workshop

Agenda for Committee of the Whole Workshop Tuesday, April 20, 2021 Page 1 of 2 VILLAGE OF PALMETTO BAY Mayor Karyn Cunningham Village Manager Nick Marano Vice Mayor Leanne Tellam Village Attorney John C. Dellagloria Council Member Patrick Fiore (Seat 1) Village Clerk Missy Arocha Council Member Steve Cody (Seat 2) Council Member Marsha Matson (Seat 3) In accordance with the Americans with Disabilities Act of 1990, persons needing special accommodation, a sign language interpreter, or hearing impaired to participate in this proceeding should contact the Village Clerk at (305) 259-1234 for assistance no later than four days prior to the meeting. AGENDA COMMITTEE OF THE WHOLE WORKSHOP TUESDAY, APRIL 20, 2021 - 7:00 PM Village Hall Council Chambers, 9705 E. Hibiscus Street, Palmetto Bay, FL 33157 (305) 259-1234 1. CALL TO ORDER, ROLL CALL, INVOCATION, PLEDGE OF ALLEGIANCE, AND DECORUM STATEMENT, IN THAT ORDER: Any person making impertinent or slanderous remarks, or who becomes boisterous, while addressing the Council may be barred from further appearance before the Council by the Mayor, unless permission to continue or again address the Council is granted by a majority vote of the Council. Applauding speakers shall be discouraged. Heckling or verbal outbursts in support or opposition to a speaker, or his or her remarks, shall be prohibited. No signs or placards shall be allowed in the Council meeting. Persons exiting the Council meeting shall do so quietly. All cellular telephones and beepers are to be silenced during the meeting. 2. PUBLIC COMMENTS 3. VILLAGE COUNCIL/ADMINISTRATION DISCUSSION ITEM: A. SECOND QUARTER BUDGET TO ACTUAL (Administration) B. STREET LIGHTING (Councilmember Steve Cody) C. SPECIAL EVENTS ORDINANCE (Councilmember Marsha Matson) D. CARES ACT FUND RELIEF (Administration)

Agenda for Committee of the Whole Workshop Tuesday, April 20, 2021 Page 2 of 2 E. MARLIN STUDY MERGE LANE (Councilmember Marsha Matson) F. VETERANS’ PARK (Mayor Karyn Cunningham) G. VISION OF RECREATION BUILDING AT CORAL REEF PARK (Administration) H. PARK DRIVE (0.9 ACRE) VILLAGE PROPERTY USAGE (Councilmember Marsha Matson) I. TWO YEAR TRAFFIC CALMING PLAN (Administration) J. SW 148TH STREET (Mayor Karyn Cunningham) 4. NEXT COMMITTEE OF THE WHOLE WORKSHOP DATE • TUESDAY, MAY 18, 2021 5. ADJOURNMENT ________________________________________________________ WE, THE VILLAGE COUNCIL OF THE VILLAGE OF PALMETTO BAY, HEREBY COMMIT OURSELVES TO MAINTAINING CIVILITY IN OUR PUBLIC AND POLITICAL DISCOURSE AND PLEDGE TO THE FOLLOWING PRINCIPLES: • We will respect the right of all citizens in our community to hold different opinions; • We will avoid rhetoric intended to humiliate or question the wisdom of those whose opinions are different from ours; • We will strive to understand differing perspectives; • We will choose our words carefully; • We will speak truthfully without accusation and we will avoid distortion; and • We will speak out against violence, prejudice, and incivility in all of their forms, whenever and wherever they occur. _________________________________________________________________ PURSUANT TO FLORIDA STATUTES 286.0105, THE VILLAGE HEREBY ADVISES THE PUBLIC THAT IF A PERSON DECIDES TO APPEAL ANY DECISION MADE BY THIS COUNCIL WITH RESPECT TO ANY MATTER CONSIDERED AT ITS MEETING OR HEARING, HE OR SHE WILL NEED A RECORD OF THE PROCEEDINGS, AND THAT FOR SUCH PURPOSE, THE AFFECTED PERSON 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 TO BE BASED. THIS NOTICE DOES NOT CONSTITUTE CONSENT BY THE VILLAGE FOR THE INTRODUCTION OR ADMISSION OF OTHERWISE INADMISSIBLE OR IRRELEVANT EVIDENCE, NOR DOES IT AUTHORIZE CHALLENGES OR APPEALS NOT OTHERWISE ALLOWED BY LAW.

there we are. Good evening. I'm going to call to order the committee of the hall for tuesday, April 20th. We're starting at 7:00 and 2:00 P.M. Madam Clerk, can you please call the roll mayor karen cunningham, vice merely and tell them their council member patrick fiore is not at his seat but he's in the building council member steve codey here council member marsha martin over waiting for council member for yori. Let me get everybody to stand and fight get the village attorney to lead us in the pledge of la cancer council chaplain not on the dais. I'll just take a moment of silent meditation . Thank you. I'm going to go ahead and forego the quorum statement and ask the clerk for public comments. Please. One public comment was submitted by 4pm eric tilburg seven eight eight four southwest one seventy nine terrace pomerol bay during the walking audit it was evident that many homeowners all are allowing their vegetation to grow over the sidewalk making it difficult to walk or ride a bike. There is a law that requires them to maintain the swale but it is obvious that not everyone understands that requirement. I am asking one of the council to meet with me and court enforcement to determine if this is what we can do to make rules more clear. I would suggest that vegetation should be cut back to the edge of the sidewalk or path up to a height of eight feet after the law is clear there needs to be an education phase where all property owners are informed of what is of their requirement . Only then should court enforcement go after those who let their plants grow over the sidewalk on the last page of the full agenda. There is a proposal for a right turn lane on the southeast corner of the south one sixty eight street south west eighty seventh avenue circle poor idea we should not plan changes in south west eighty seven dominie until we know whether a bridge is to be built the project will be expensive since the circle will have to be moved and long merge lane built on sw one sixty eighth street cramming more cars onto a two lane road is not the answer. The changes will make it more difficult to improve pedestrian and bike infrastructure on sw one sixty eight street one of the four streets of the of the of the sidewalks no additional public comments are submitted by former this time of anybody in the physical audience nor do we have anybody in the virtual lobby. We will close public comment with that I will move the first discussion item second quarter budget to actual it'd be muted a muted up sorry can you hear me now that's it. If you could have Mr. Chen on at least one of the camera on one of the monitors so we can see him can you hear me now sir? Good evening mirko . I'm here to present the second quarter budget to actual which are the three months January to March I'll cover three three areas the second quarter results the year to date results which is October through March and my estimated annual projection for the second quarter we had expenditures there were more expenditures in revenues and we had a shortfall of one one million and twenty nine thousand. This is typical for the second quarter and very similar to last year for the year to date which is October through March we had a surplus of three point eight million. This is the goal again for the year to date and this is a result of the roughly six million we received in the first quarter from abdulah in taxes and then for my estimated annual results I'm estimating a shortfall of one point one million but we had budgeted one point six million in the current year budget. So things have improved by about 400 or so 500000 and this is in part to sales tax which have increased the estimate by 16 percent similar to the states estimate in conference results. That's all I have is there are some questions. Are there questions Mr. Manager ,do you want to add anything? Just about the only thing I'd like to add. Thank you, director chen for that summary currently our revenues are coming in approximately 2.5 percent above expenditures and that's year to date. So with that as director chen mentioned, we've we've decreased our forecast as a final deficit number from one point six million to one point one million. So as the economy recovers, we expect to see those numbers, particularly the sales tax continue to do well in the third and fourth quarter. Yes, Madam Vice chair, I'm sorry, vice mayor and then Councilwoman, with regard to the projected deficit for a year, have you had any discussions with director chen as to what the releases will be able to cover yet? We've got a we've got a presentation a little bit later on the american rescue plan act . Both the american rescue plan sounds a little awkward to say we're going to go into that if you'd like. I don't know if you want to wait. I don't know if you have something specific right now. I just I don't want to get into specifics that are laid on an agenda. I was wondering if you had any general sense as to whether or not that deficit will be able to be recovered within those funds. So that's one of the authorized uses of the arpa funds is to replace revenue lost due to covid. so if you look at the fiscal year 2021 last fiscal year this current fiscal year we we estimate that we will be able to recover about one point five to one point eight dollars billion of revenue that was lost due to commit. That's not going to close our operational deficit for the year. But we'll be able to replace the funds that we spent out of the unallocated fund balance . Thank you. I appreciate Councilwoman Maxin . Well then we'll close the operational deficit. Well, I think it's a combination of action. The council already talked in terms of the fpl franchise fee . We don't have a definite date as to when that revenue is going to be reflected. That's going to help significantly if you remember from from the graphs that we had up, I think maintaining control over spending over the next 18 months in particular is going to help and I think we're going to be able to do some targeted cuts in the next year's budget that will close. We're going to be close to closing the deficit even even without that. So I think we'll be able to do it for next fiscal year by next fiscal year. You mean the end of this year and the start of the next year ? The next budget year do you would you go over the budget department budget highlights and explain them please? You have this page with under budget and over budget all the summary. Yes. Why you go the department. Yeah that's a that's a snapshot director are you still on. Yes sir. Yeah. Did you hear a question? Yes, sir. Can you run through department by department please. I can yes sir. And and before you do, Mr. Chen ,can you give a little bit more explanation is what I'm looking for is for example the village council was under budget three thousand three hundred seven dollars million due to mainly due to health allowance. What does that mean? Can you give like a sentence explanation of what each of these men and four allowances part of your benefit package? And based on what I budgeted for coming in on the budget by three three hundred so sorry we've been see by three thousand dollars similar for each department I went through and saw where the savings was or overexpenditure was coming from so by far the manager is on the budget ten thousand again mainly to health and life insurance. The village court clerk is on the thirty thousand mainly because at this time election costs I expect to receive a bill from them in the near future to to pay for we haven't paid the election costs from last elections this year. finance is on the budget ten point nine thousand mainly due to the audit. We're coming in a little on the budget in the audit human resources is on the budget seventeen thousand nine hundred mainly due to salaries and the related items socials and social and pension etc. The village attorneys over budget twenty seven thousand mainly due to the locks come and other other attorney fees planning and so on is on the budget twenty two thousand we have a vacancy in there that's not filled the the planning planning personnel personnel general government is over budget and that's mainly the timing of the bon payment. We made a media bond payment in March facilities and maintenance is on the budget seventy nine thousand that's mainly from the facilities line items the police unit is on the budget six or seven thousand from the police services line item and the parks department is under a hundred thousand mainly because of seasonal programs like they are summer camp and so forth which hasn't taken place yet . Any other questions ? Human resources was under budget seventeen thousand nine hundred and twelve dollars mainly due to salaries and related items. What does that what do you mean by salary? Did someone take a salary and decrease or what happened? >> no, they have a part time position they haven't filled. thank you. Did something else. Thank you director chen. I'm still trying to understand the I think the cash approach and so this question might be answered by that when you mentioned that overall your village expenditures were under budget by two point four three six but yet we have an invoice that we expect for two point zero for one that's an account payable that we expect correct ? Correct. And so would that in effect if that had been if that had been received during this period of time, would we then only have a savings of approximately 400000 from on the expenditure side? Yes, ma'am. Ok, thank you. And then so same thing kind of with with regard to the election costs, I understand that the runoff that we had is that the expense for thirty thousand or was how much how much did the runoff cost the village the clerk would know that ma'am. We do expect we do expect an invoice from the elections department. We do. And how much do you expect that invoice to come in at? I believe the clerk got a quote on that. I don't have that with me at this point. I'm clerk. I have those records and I can look them up and share them with you. if you give me a few minutes I can pull it up or I can provide you with an update tomorrow morning by email. You provide me with an update tomorrow. Thank you. You're welcome. The only reason I'm asking me specific examples is I'm trying to get an idea as to when we say that we have certain costs or expenditures that are or savings at the at the point in time we still are not taking into account whether we have to have a reserve or accounts payable assigned in those line items right. You're correct. This is just this point in time where these savings that are at in the next quarter for instance, we receive that election bill, the savings might not be thirty thousand. It might be something substantially less ok and then did you tell me previously or am I remembering this wrong that the reason we approached the reporting this way is because we go by a cash allocation basis? Yes, ma'am. All right. Thank you. There are other questions. Council member here you are. Thank you, Madam Mayor. I'm Mr. Manager. Are we are we fully staffed in the police department at this time? Any retirements or any are we ready to go? I know they were filling a couple of retirements. I'll have check and find out from certain police department or the police at the village policing unit is fully funded. It is fully staffed over the course of any year in village operations people retire, people move on and we replace them. But I think it's important to point out the policing unit is fully funded and it is fully staffed at the authorized level if there is any type of a of a temporary drop in the total number that does not affect the number of police who are out on patrol at any given time. Yeah, so that was my question on my question is right now as of this time are we do we have the full complement of officers minus I mean was there any retirement I know in February we filled it too and I know it takes up to 90 days for headquarters to fill the two positions they were filled I believe in February. So again right now we're fully we have a full complement of officers. I'll confirm. >> thank you very much, sir. We do have the commander on the line if you want to speak with us. Ok, other questions I have a question about the latter. I noticed that it is bringing in a package is year to date actual one hundred and seven thousand eight hundred sixty four dollars. So how is the lot of doing in terms of weddings and other events ? Director carmona, are you on the line here please ? Bigger picture did you hear the question? Yes. Good evening mayor and council . Good evening. I'm going to try to pull up my budget really quickly. I don't know if desmond has those numbers but I can tell you that we were seeing a lot of refunds early on. We are starting to pick back up the last time I checked revenues for the month of March . We brought in about twenty six thousand. I again I would have to look up my report on the finance director has it available through for the six months through March we have taken in one hundred and seven thousand and we budgeted one thirty five so we're at seventeen banco of the of the budget and I spoke to the the salada reservationist and she did indicate she's getting a lot of calls and bookings are picking up. Ok, I have one more question about the farmers market. How much are we making from the farmers market? Is that figured into the quarry budget? >> the farmers market is under contract to pay a monthly fee of a thousand per month and are they paying for the security or officers to control the parking outside there? Are they paying anything for that? We are in conversations with them to start hiring of off duty police officers. I'm just coming saturday. they currently are not. And who would pay for that? The security officer that's on site is it comes from our budgeted line item for police sorry for security officers at each park or we park and it'll be park that was passed with this current budget. But the cost for the off duty that the officer with whom we're we're in conversation with a farmer's market would be born that cost would be borne by the farmers market if that answer your question. >> yes, it does depend on how much that will be. I know we build sixty hours upon hours. I met with the police department today and I'm sorry. >> can you hear me? My volume just went down. Yes. Can everyone hear me? Yes. Yes ok seems like I can hear you. I'm not sure you can hear me. >> I think I can jump in and correct me if I'm wrong. Director carmona we build for an off duty police officer. We built sixty dollars an hour . So let's say for example, the farmers market would need, you know, like four hours of coverage from you know, from nine until 2:00 or something like that. You know, yes. Sorry can I couldn't I lost volume there I can hear now I'm not sure what was answered but the police off duty police officer from nine to two will be around seventy seven to eighty dollars an hour and it will be two off duty police officers and yes, the farmers market vendor will incur that cost. >> and will there be a regular regular thing that the officers will be controlling the parking outside I'm a swails and people running across the street on seventy seventh avenue that is what we concluded from meeting with the police department earlier today. And will we have expressed to the farmers market contracture and have they agreed to do that ? I don't have written confirmation but I did have a verbal with him. >> yes, ok, so that will be every saturday, right. That they will supply or pay for two officers to control the situation on 1737 environment as of right now. Yes, ok. And how long as the farmers market going to be in operation is it operating through the summer? It's a year round operation. They do have a three year contract with two possible one year extension . Thank you. Um, just to since we're on that train of thought is that part of their contract, I'm going to have to review the contract. I want to see that there is there might be specific language that says that it is the village's at the village's request. We can request that. Ok, thank you. Are there other questions? yes, I did request a copy of the contract to the farmers market contract. >> so I uh I'm sorry council member mattsson I email that right before this meeting started. Ok, thank you. >> you're welcome Madam. I do recognize briefly we do council member furi we do currently have two positions in the leasing unit. We had two officers retire. We've already completed the interviews. We expect the replacements to be on board in May. So there are two positions that are the result of retirements last month. Do you want to respond? Ok, um ok. Unrelated to any of the other dialog but related to moving forward with the budget and we didn't discuss this so if you're not sure I understand but I was thinking as I was listening a couple of things oh first of all I want to thank you because I know not not the this quarterly budget conversation but we've had a lot of budget conversations so I'm appreciative of that. I think the residents are appreciative and then of course I have some really smart colleagues so they're able as they look around and they're asking some really onpoint questions which I think is helping you know, helping us guide the conversation and you know, here some of the information that is important for us, especially when we're sharing with residents and having conversation with the residents. So to that and I feel like we're starting a little bit early which I like like we started when we had our visioning workshop or that session, you know, getting that first deep dove or some feedback from you, you started doing the deep dove and each month there's been some dialog so no one very appreciative for that I guess my my question is we're starting to think it's it's April. So when do you anticipate having the first I know we have ordinance that talks about the budget workshops and the dates of the budget workshops. Is is that yes or no? But I'm clark I'm sorry. I thought I thought I saw you not we do. Yeah ok. Thank you so would there be an opportunity maybe to do some additional workshopping of the budget number one and number two several years back we kind of took the show on the road so to speak and we hosted I know we're kind of venue short to some degree but we hosted in different locations like a community budget workshop where we could have some dialog that might draw out folks from let's say district three have something in district three and district to district one. So just I'm just putting that out there as a part of, you know, the possibilities. I think sometimes people are more apt to come as something close of home rather than you know, all the way over here to village as we look around this evening. So just my thoughts. Yeah. You had your hand up. Yeah. If I May add since it was brought up regarding the dates of the budget workshops, the twenty twenty one budget workshops shall be held at seven P.M. On the following dates tuesday May twenty fifth tuesday June twenty ninth and tuesday July twenty seventh . Those are our official budget workshops. Is there anything that keeps us from. No not at all Madam. In fact what I've previous what I've done in the past I've had you know an open house open houses as part of the budget process so each department director and select members of his or her staff is there as well as certain assets public services, police parks so that residents can come up by department and they can see what the money is being spent on and they can meet some of the people who are actually executing the budget, running the programs and things like that. So I mean I think doing a few open houses where people get to interact that level, it's it's informal. We don't have to put a bunch of excel spreadsheets, you know, up. So actually I like the idea that's kind of what I would envision it just having dialog with folks being able to ask questions. we've done it with some other you know, other kinds of meetings, traffic in transit and that sort of thing. So thank you vice mayor. I saw your hand up or thought I was going to ask I'm sorry I don't recall it. I was going to ask you this if I talk long enough oh, I know what I wanted to say with respect to Dr. Manson. I just wanted to make sure that Mr. Carmona didn't understand it's not my opinion that we should be forcing the cost of two officers off duty on the farmers market. I am not bothered so much by the parking along seventy seven but I do think that we need a approach to making sure that things are safe there including not only seventy seven but one fifty second. I've noticed a significant amount of parking that blocks the sidewalks and leads into the street and so I think we need to take a look at it not because of the farmer's market strictly but rather as an overall weekend approach to coral reef park. May I respond to that? Sure I agree with you on that. We do need an overall approach to parking definitely because situation out there is chaotic in my opinion. It's a danger to the attendees, especially people running across 77000 like they do to park on the other side plus on saturday cars were parked in front of the fire hydrant. Cars were parked on sidewalks. We would have such a ada liability on those sidewalks because they were mostly covered by cars on 77000. Now I'm very glad that the farmer's market is prospering and it really is it's very popular and I'm very glad to see that it's selling primarily food items which is just what I was hoping would happen. But I think that we are dealing with a safety issue here that's very serious. And so actually I would like to follow up oh let me before I get to that actually right now the farmers market I don't know how they're bringing in but they're only paying two hundred and fifty dollars each saturday to host that farmer's market. So I don't know what you know how much profit they're making but I think they're doing very well. It looks like they're doing well. So I think that they can afford to have officers to pay for officers to protect their patrons. That's my opinion. So I would I have a few questions for the police commander about this topic. Actually, if you don't mind though I I really think we need to stick with the discussion items. I think we're a little bit of off track. We're talking about the budget right now. Right. But one way or another I'm going to have to get back to this because this is an issue that really bothers me on a is it perhaps maybe you can take the lead on this and meet with the manager in the commander uh ,to figure it out and report back to us. Well, I'd like to do it now if you don't mind, mayor, because to me this is an issue where someone's going to be injured or killed over there at the park because it's very serious . Ok, go ahead. I just just for a couple of minutes ok, I have three questions as the commander on the line, andrew guera. Are you with us ? Yeah, I am. I thank you. Your audio sounds like your wife is not that good but as long as you can hear us before ok, I'd like commander I have three questions for you. Have you done an evaluation of the farmers market in terms of crowd control and parking safety ? Yes, we have and we've met with director carmona. As a matter of fact we were out there today. We've been out there every saturday and see if we can find solutions to ok and at what point is the farmers market required to have police presence to deal with the problem? I don't know any special events normally. >> yes, you can hear me. Yes. I'm sorry, commander. Go ahead and through some of our special events, the vintage required the the officers for crowd control or traffic in some of the special events that are given for right now. they did it because we didn't I don't think we expected to be