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HomeMy WebLinkAboutExhibit 2• • • Virginia }fey beack Park Trust BOARD OF TRUSTEES MEETING Miami City Hall, Commissioner Chambers 3500 Pan American Drive Monday July 2, 2007 Present: Eugenia B. Thomas, Vice Chair W. Mark Walters, Secretary Miguel Germain, Treasurer Gustavo Godoy, Trustee Enid Pinkney, Trustee Maud Newbold, Trustee Patrick Range, Esq. Trustee Absent: Gene Tinnie, Chair (Excused) Erica McKinney, Esq. (Unexcused) Guest: Audrey Edmondson, County Commissioner Mr. Bereblum, BEA International DRAFT David Shorter, Executive Director Guy Forchion, Director of Operations Lee Robinson, Finance Director Robert Blount, Museum Director Valria Screen, Development Director Terrica Johnson, Administrative Assistant Veronica Xiques, Assistant City Attorney 1. CALL TO ORDER/ ANNOUCEMENT OF DULY NOTICED MEETING • Board of Trustees meeting was called to order at 6:03pm by Vice -Chair Eugenia B. Thomas as a duly noticed meeting. A quorum was present at the start of the meeting. • Commissioner Audrey Edmondson presented to the Trust a 5,000.00 check in support of the Trust's operations. 2. APPROVAL OF BOARD MINUTES • Minutes of the May 2007 Board of Trustees Meeting was approved. • Minutes from the Special Called Meeting on May 16, 2007 were approved. • Minutes of the June 2007 Board of Trustees meeting were approved. 3. PUBLIC HEARING • None 4. REPORTS • None 5. REPORT FROM THE VKBPT SECRETARY • None 6. REPORT FROM THE VKBPT TREASURER • Finance Director Leacroft Robinson provided the Treasurer's Report: • The assets of the Trust Exceeded its liabilities at the close of April 30th, 2007 by 675,561 (Fund Balance), a $35,258 increase from the Fund Balance at the end of the previous month. The increase in the Fund Balance results from higher revenues versus expenditures for the current period. As a result, Cash and Cash • • • Equivalents maintained at the City increased by $31,592 and balances with Dade community Foundation increased by $22,810. The increase in balances with Dade Community Foundation was a direct result of the community outreach efforts of the Development Department. • Total year-to-date revenues after seven months amounted to $712,017. Included are Grants and Contributions of $67,066 which now exceed the budgeted $50,000 anticipated for the entire year. The city of Miami's contributions to -date amounted to $645,076; the full year budget appropriation is $1,680,955. • Total year-to-date expenditures and encumbrances after seven months amounted to $745,836, and is $550,251 lower than the year- to date budget. The primary reason for the significant budget variance was due to the timing of the new employee hires vs. the budget, $215, 778, as well as lower than budgeted Park Operations costs associated with the planned park opening of approximately $87, 144. The budget anticipated the park opening in April 2007. Marketing expenditures are also running $209,275 below year-to-date budget. A copy of the Report was included in board packets. 7. RESOLUTIONS • A Resolution of the Virginia Key Beach Park Trust authorizing the Executive Director and the Manager of the city of Miami, to execute a Professional Services Agreement, in substantially the attached form with BEA International / Huff +Gooden Architect, LLC, the top ranked firm, pursuant to request for qualifications No. 05-06-081, to provide professional architectural and engineering design services in an amount not to exceed one million, four hundred and sixty thousand dollars and no cents ($1,460,000.00 ) for the Historic Virginia Key Beach Park Museum project, B-30508 allocating funds from the Miami - Dade County Building Better Communities General Obligation Bond and other Funding Sources as may become available, subject to budgetary approval. ➢ Trustee Pinkney asked who will own the plans. ➢ ED Shorter noted that ultimately the City will own the plans. ➢ ED Shorter introduces Mr. Bereblum, BEA to the Board of Trustees. Trustee Germain moved and Trustee Walters seconded the motion. Motion Carries unanimously. 8. DISCUSSION ITEMS • Discussion initiated by the Development Director, supported by the Executive Director with the intention for the Board of Trustees to propose an annual level policy for the Trustees of Virginia Key Beach Park Trust. The recommended contribution suggested by staff is $1,000.00 annually; which can either be a direct donation or a combination of event tickets sales, personal contribution (s) or solicitation to include gifts in kind. ➢ Trustee Germain noted that he was against the Trustees having to give a contribution of $1,000.00. He stated that the Trustees should be able • • • to contribute as much as possible to help the trusts but not specifically a minimum of 1,000.00. ➢ Trustee Newbold noted that the board should be able to speak up and let others know that the Trustees are providing contributions as well. Perhaps, she states, if you cannot afford you will be able to solicit support from family and friends. • Trustee Walters states that the recommendation does not require Trustees to come out of pocket with the entire $1,000.00 but there are other avenues that Trustees can come up with such as having a tea party. ➢ Trustee Pinkney appealed to community to support the efforts of reaching the goal. ➢ Trustee Godoy noted that he agrees with Ms. Newbold however he understands Trustee Germain concerns that there are members of the board that are not in a financial situation to contribute. He also noted that there should be a list of incentives to get people to contribute. ➢ Vice -Chair Thomas noted that she is willing to contribute the $1,000.00. ➢ Development Director (DD) Valria Screen thanked the board for their support in the matter. In addition, she stated that donors will be given plaques and there is also an idea of buying bricks for potential donors. ➢ Trustee Range noted that he is supportive of the notion. Trustee Range moved and Trustee Pinkney seconded. Motion passes unanimously. 8. CONSENT AGENDA • None 9. COMMITTEE REPORTS • CM1-Administrative/Personnel ➢ Administrative/Personnel and Audit/Budget committees had joint meetings on June 25th and their joint report is in CM2-Audit/Budget, below. • CM2-Audit and Budget a. Finance Director (FD) Lee Robinson presented FY '08 Budget Assumptions Revenues and Operating Expenditures as follows: 1. Operating grants and contributions are conservatively estimated at $70,000. 2. Events revenues are estimated at $20,000. 3. Full-time staff to increase from 15 to 19 by the end of FY 2008. 4. Planned park opening date of February 2008. 5. Permanent park opening date of February 2008. • • • 6. Permanent Part -Time Staff to be at 9 by the end of FY 2008 as a result of the park opening. 7. Salaries and benefits for new full-time and part time employees is approximately $264,000. 8. The City of Miami Parks Department will incorporate the Park's Maintenance costs into its FY 2008 budget. b. FD Robinson presented FY '08 Budget Assumptions New staff Positions with Salary and Benefits Costs. Total Salary and Benefits is $263,617. (A break down of the numbers was included in the board packets). c. FD Robinson presented FY '08 Revenues and Expenditures Budgets. Total Revenues: FY 2008-$2,748,681.00 compare to FY 2007- $2,127,253.00. Total Expenditures: FY 2008 is $2,748,681 compares to FY 2007 $2,127,253.00. (A break down of the numbers was included in the board packet) Recommendation passed unanimously. A. FD Robinson presented FY '08-'07 Proposed Capital Improvement Budget Capital Improvements as follows: a. The audit and Budget Committee recommends the following capital improvement initiatives for Board consideration and approval. i. Miami -Dade County General Obligations Bond (GOB), proposed project budget for the construction of the Historic Virginia Key Beach Park Museum and Cultural Center in the amount of $22,720.740.00 ii. Homeland Defense Bond funding appropriations request for $856,205.00 for various planned park improvements, including projects related to the installation of the mini -train, and the planning and installation of water supply plan. (A break down of the numbers was included in the board packet.) Recommendation passed unanimously. B. FD Robinson presented the FY '08 Capital Projects to be funded by Homeland Defense Bond Dollars as follows: b. Capital Projects: i. Mini train- Installation/ Platform/Painting-$300,000.00 ii. Water Supply plan- Installation/Shower/Fountains- $221,000.00 iii. Various Other Projects: • 50% of Children's boundless playground- $75,000.00 • Picnic pavilion awnings-$70,000.00 • Environment Resources Permit- $30,000.00 • • • • Park maintenance faciltity-$30,000.00 • Other projects-$129,705.00 Total Appropriations request-$856,205.00 Note: Balance of City of Miami allocation, $1,046,000.00. Recommendation passed unanimously. • CM3-Development • Development Director Screen reported that there were 13 donations to the Trust in June totaling $8,245.00. County Commissioner donated a total of $5,000.00 as well as a donation from County Commissioner Dennis Moss in the amount of $2,500.00. Copies of the monthly fundraising report were included in Board Packets. Also included in the board packet was an Annual statement for the months of January thru June totaling $51,785.00. ➢ Development Director Screen presented Trustee Range with a token of appreciation on behalf of his family for their donation during the radio- thon. ➢ Gift Recognition Items were shown to the Board of the trustees for those who donate monies between $500.00 and $5,000.00. ➢ Next Development Committee Meeting will be September 12th at Virginia Key Beach Park Trust Office. • CM4-Historic Preservation ➢ No Report • CM5-Marketing ➢ Trustee Newbold reported that a draft of the billboard was included in the board packet. ED Shorter emphasized that changes will be made to the billboard so that they came go up as soon as possible. ➢ Trustee Walters ask where the billboards will be located. ➢ ED Shorter responded that the billboard's locations are contingent on what's left after they sell their normal billboards. • CM6- Nature and Environment ➢ No Report • CM7- Planning and Construction ➢ DO Forchion presented a power point presentation on the update of Construction and Park Activities: 1. Parking lot an striping and concrete parking blocks are being installed at Historic Virginia Key Beach Park 2. The new sod is resistant to salt water and the newly planted trees are native to South Florida 3. All of the work is not complete, additional striping; parking blocks and signage are still to come. 4. Native Technologies, Inc. was selected to perform the selective exotic vegetation removal on 17 acres of Historic Virginia Key Beach Park. • • • 5. Where native and exotic plants grow close together native plants are being tagged and identified to protect them from damage during the selective exotic removal process. 6. The removal of Australian Pines and Brazilian Pepper will open world call shoreline views and vistas to the public. 7. Vanessa Herrero, YMCA Jr. Marine Biology Camp Coordinator, works on the camp activities schedule. The camp was made possible through a grant from the Miami - Dade Children's' Trust. 8. Buses drop-off and pick-up students for the YMCA Jr. Marine Biology Camp. The camp runs until July 31 St 9. The YMCA Jr. Marine Biology Camp includes marine biology and environmental studies, water safety, junior life guard training and swimming. ➢ Slides of the power point presentation were included in the board packets. • CM8- Events -Trustee Walters, chair ➢ Trustee Walters noted that a recommendation from the Events Committee is to establish a fee for the rental of space. ➢ Trustee Walters reported on the outcome of the Juneteeneth Event and noted that this will be the last year that it will be it will be administered by the Model City Neighborhood Enhancement Team; next year the trust will assume full control. In addition, taking place on the park was the Ancestral Remembrance hosted by Chair Tinnie which was well attended ceremony. • CM9- Museum -Museum Director Robert Blount ➢ Museum Director Blount reported that the architect, BEA International was finally selected. In addition, the Trust received another grant from the Florida Department State Division of Historical Resources in the amount of $18,100 which is a matching grant. The funds will cover the cost of several activities that will be done around the grand opening. ➢ The Oral History Grant was completed. The grant activities included the video recording of 57 individuals which produced 12 hours of unedited tape which was edited to 7 hours and 2 hours were used in the finished production which is a two disc set. 271 Copies of the DVD will be distributed to South Florida High Schools, Public Libraries, and Colleges and Universities. 23 Letters were sent out to elected officials telling them about the grants; press releases were also sent to local media. MD Blount as well as Event Coordinator Kechi Okpala recorded a promotional interview with the Rodney Baltimore segment of the Tom Joyner Morning Show, 105.1 FM which aired on Monday, June 18th and Thursday, June 2 l st ➢ Trustee Pinkney commended MD Blount on all the work he has done thus far. 10. TRUSTEE ITEMS • Tinnie-No Items • Walters -No Items • • • • Thomas -No Items • Pinkney-Noted a correction needed to be made to the June minutes. • Newbold -Invited Community to attend the Black Archives Foundation Annual post sentinel tee. Scheduled for July 29th at St. James AE church. • Germain -No Items • McKinney -No Items • Godoy-No Items • Range -No Items 11. EXECUTIVE DIRECTOR'S ITEMS 12. MEETING ADJOURNED • Meeting adjourned at 8:30pm. Next Board of Trustees meeting will be September 10, 2007 at Charles Hadley Park.