HomeMy WebLinkAboutBack-Up DocumentsCoconut Grove BID Board of Directors Meeting
Mayfair Hotel & Spa
Wednesday, February 10, 2016
9:30 a.m. 11:40 a.m.
3000 Florida Avenue, Coconut Grove, FL 33133
** Meeting minutes are not verbatim **
Board Members in Attendance:
Commissioner Ken Russell, BID Board Chairman
Art Noriega, Finance Committee Chair
H.H. Bredemeier, Marketing Committee Chair
Donna Demichael, Marketing Committee
Sue McConnell, Capital, Operations Co -Chair
Maria Viera, Coconut Grove BID
Margaret Nee, Marketing Committee
Eric A. Gonzalez, Finance Committee
Monty Trainer, Exec, Marketing Committee
William Rivas, Finance, Capital, Operations,
Chris Cobb, Capital Committee Member
Lalo Durazo, Executive Committee
Raymond Fort, Capital Committee
Olaf Kohrsmeyer, Finance, Exec Committee
Michael Comras, Comras Properties
Matt Kuscher, Coconut Grove BID
Members Absent:
Thomas Langone, Coconut Grove BID
Daniel Rutan, Executive Committee
Valerie Davis Bailey, Operations Committee
Joe Harrison, Operations Committee Chair
Scott Silver, Capital Committee Chair
Others in Attendance:
Robert Masrieh, Finance Committee Member
Pedro Alberni, Coconut Grove BID
Kristine Perez, Coconut Grove BID
Natalia Grozina, Coconut BID
David Martin, Terra Group
Bernardo Fort-Brecia, Arquitectonica
Manuel Morales, City of Miami Police Commander
Justin Kennedy, Grass River Properties
Elena Carpenter
Manny Gonzalez, Coconut Grove BID
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O Commissioner Ken Russell called the Board of Director's meeting to order at 9:30 a.m.
SUNSHINE LAW CONSIDERATION BY LEGAL DEPARTMENT:
• City of Miami Assistant Attorney, Matthew Haber, provided the Coconut Grove BID
Board of Director's a Sunshine Law presentation and summarized the potential
ramifications the Board could face if not adhered to.
O Effective immediately, as per the request by the City of Miami City Attorney's office, all
future BID related emails addressed to two or more BID Board members will need to be
in "bee" format to avoid anyone from pressing the "replay all" button.
❑ It was noted that blind copying "bee" board members eliminates the possibility of posting
responses to the original email thereby preventing an inadvertent violation of the
Sunshine Law.
O (Sunshine Law Presentation on file)
OATH OF OFFICE:
LI Nicole Ewan from the City of Miami Clerk's office provided an Oath of Office to the
following BID board members:
Matthew Kuscher, Lokal
Lalo Durazo, Jaguar Hospitality Group
H.H. Bredemeier, H&H Jewels
Donna Demichael, Bayshore Management Group
Michael Comras, Comras Properties
Olaf Kohrsmeyer, Offices at Mayfair
Action Item:
❑ It was requested for Coconut Grove BID staff to coordinate the Ethics Training course for
new Coconut Grove BID Board Members currently scheduled for April 11, 20I6.
GROVE SECURITY UPDATE:
❑ City of Miami Police Commander Manuel Morales provided the Board of Director's with
a security update for Coconut Grove and the District.
SUB COMMITTEE REPORTS:
FINANCE COMMITTEE:
O Ritchie Tandoc from Sanson, Kline, Jacomino, Tandoc and Gomorra provided the
Coconut Grove BID Board of Director's an update on the audited annual financial
statements dated as of September 30, 2015.
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❑ In FY' 15 the Coconut Grove Business Improvement District oversaw and received a
clean financial audit with no reportable issues for a fourth consecutive year, as per the
conclusion of Ritchie Tandoc's presentation to the Board.
❑ Reference Motion #2 & #3
❑ (2014-2015 BID Annual Audited Financials on file)
OPERATIONS COMMITTEE:
❑ Pedro Alberni provided the Coconut Grove BID Board of Director's an update on the
efforts of the Operations Committee as of November 2015.
❑ As per the conclusion of RFP 410012015 that was released November 2015, the
Brickman Group has been awarded the $30,000 tree trimming contract, as per the FY' 16
approved streetscape funds.
❑ There were a total of 104 flower baskets were installed within the Coconut Grove
Business Improvement District boundaries on January 30, 2016.
❑ Reference Motion #4
E (Operations Committee Packet on file)
MARKETING COMMITTEE:
❑ H. Bredemeier provided the Coconut Grove BID Board of Director's an update on the
Marketing Committee's efforts.
❑ On December 13, 2015 the Coconut Grove BID and Cocowalk facilitated the 3rd Annual
Tree Lighting Ceremony that had Commissioner Russell as the ceremonial guest of
honor.
❑ On December 15, 2015 the BID continued its partnership with the City of Miami D2, the
Coconut Grove Chamber and CocoWalk to facilitate a collaborative toy drive to provide
toys to the St. Alban's Child Enrichment Center's in Coconut Grove and South Miami, in
addition to Happy Kids in Overtown.
Action Item:
❑ It was requested for the Coconut Grove BID Marketing Committee to create a wish list
that will include PR services for the Coconut Grove Business Improvement District to be
discussed and presented at the next scheduled Marketing meeting.
❑ (Marketing Committee Packet on file)
CAPITAL COMMITTEE:
LI In Light of Scott Silver's absence Manny Gonzalez provided a Capital Committee update
to the BID Board of Directors.
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❑ As ofJanuary 15, 2016 there have been a total of 32 trees marked for removal/relocation
along Grand Avenue from Mary St. to 32nd Ave.
❑ As ofJanuary 15, 2016 the BID is waiting for a meeting with the Miami Dade County
School Board representative for Coconut Grove elementary regarding permission for the
installation of FPL equipment within their property in order to facilitate the utility pole
burial project abutting their property on Grand Ave.
❑ (Capital Committee Packet on file)
EXECUTIVE COMMITTEE:
❑ Margaret Nee provided the Board of Director's with an update on the activities of the
Executive Committee since November 2015.
D The Executive Committee is currently exploring the introduction of the delivery
ordinance for the Coconut Grove BID in light of the high number of restaurants opening
within the District and the anticipated delivery increase within the District.
❑ Similar to the delivery ordinance, the business density within the District is also making
the BID's Executive Committee look at centralized valet options and alternative parking
offerings for BID consumers.
❑ It was noted that at the January 27, 2016 the Executive Committee meeting the purchase
of two trolleys, not to exceed $400,000 was approved.
❑ It was requested for Manny Gonzalez to provide recommendations and provide a scope
of activities for a BID Board weekend retreat (5-6 hours) in order to continue the Board's
S.W.O.T. analysis exercise that was tabled in November 2015.
❑ Reference Motion #5.
Meeting Motion Summary:
MOTION #1: NOVEMBER 12, 2015 MEETING MINUTES:
❑ Upon a properly made and seconded motion it was unanimously resolved to approve the
November 12, 2015 Coconut Grove Business Improvement District ("BID") Board of
Director meeting minutes.
Motion passed unanimously
MOTION #2: BOOKKEEPING & COLLECTION SERVICES EXTENSION:
❑ Resolution of the Coconut Grove Business Improvement District ("BID") of the City of
Miami, Florida to approve the extension of the bookkeeping and assessment agreement
between the Coconut Grove Business Improvement District and Complete Consulting
Services Group (CCSG) for additional year, as per the agreement signed on June 28,
2013. Funding Source: FY' 16 G&A Approved Funds
Motion passed unanimously
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MOTION #3: BID BY LAW MODIFICATIONS:
❑ Resolution of the Coconut Grove Business Improvement District ("BID") of the City of
Miami, Florida to allow for the modification of Section 5.2 "Appointment & Removal"
of the Coconut Grove BID By Laws, to allow for multiyear executive director
professional services agreements between the Coconut Grove BID and BID executive
director. Funding Source: Not Applicable
Motion passed unanimously
MOTION 44: BRICKMAN GROUP TREE TRIMMING APPROVAL:
0 Resolution of the Coconut Grove Business Improvement District ("BID") of the City of
Miami, Florida to approve tree trimming services agreement for up to $30,000 totaling up
to four phases, between the Coconut Grove Business Improvement District and the
Brickman Group as per the conclusion of the procurement process associated with RFP
# 10012015. Funding Source: FY' I6 Streetscape Approved Funds
Motion passed unanimously
MOTION #5: BID TROLLEY APPROVAL:
D Resolution of the Coconut Grove Business Improvement District (`BID") of the City of
Miami, Florida to approve the purchase of two City of Miami Trolleys, subject to the
City of Miami absorbing the operation and maintenance costs, as well as agreeing to a
BID pre -approved route, funding not to exceed $400,000. Funding Source: BID Trust
Fund
Motion passed unanimously
** Each trolley has been quoted at $178,000 each as of January 28, 2016 by the Capital Improvement
Department.
** Please note that on June 22, 2015 the BID Board approved up to $300,000 for the purchase of two City
of Miami trolleys as part of our expenditure plan.
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Coconut Grove BID Board of Directors Meeting
Mayfair Hotel & Spa
Monday, June 27, 2016
9:30 a.m. — 11:30 a.m.
3000 Florida Avenue, Coconut Grove, FL 33133
** Meeting Minutes are not verbatim **
Board Members in Attendance:
Commissioner Ken Russell, BID Board Chairman
H.H. Bredemeier, Marketing Committee Chair
Donna Demichael, Marketing Committee
Sue McConnell, Capital, Operations Co -Chair
Maria Viera, Coconut Grove BID
Margaret Nee, Marketing Committee
Eric A. Gonzalez, Finance Committee
Monty Trainer, Exec, Marketing Committee
William Rivas, Finance, Capital, Operations,
Chris Cobb, Capital Committee Member
Raymond Fort, Capital Committee
Olaf Kohrsmeyer, Finance, Exec Committee
Michael Comras, Comras Properties
Matt Kuscher, Coconut Grove BID
Joe Harrison, Operations Committee Chair
Scott Silver, Capital Committee Chair
Members Absent:
Thomas Langone, Coconut Grove BID
Daniel Rutan, Executive Committee
Valerie Davis Bailey, Operations Committee
Art Noriega, Finance Committee Chair
Lalo Durazo, Executive Committee
Others in Attendance:
Pedro Alberni, Coconut Grove BID
Lisa Ostrenga, Coconut Grove BID
Brittany Castro, Grass River Properties
Collin Worth, City of Miami
Sandra Harris, City of Miami
J.P. Guillot, City of Miami Police
Justin Kennedy, Grass River Properties
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Claire Gardner, Frameworks
Cris Sweeny, Frameworks
Manny Gonzalez, Coconut Grove BID
■ Commissioner Ken Russell called the Board of Director's meeting to order at 9:30 a.m.
GROVE SECURITY UPDATE:
• City of Miami Police Lt. J.P. Guillot provided the Board of Director's with a security
update for Coconut Grove and the District.
SUB COMMITTEE REPORTS:
EXECUTIVE COMMITTEE SUMMARY:
• Sandra Harris and Collin Worth from the City of Miami Transportation Department
provided an update on the proposed Coconut Grove trolley route to the BID Board of
Director's for final approval before submittal to Miami Dade County Transportation
Department.
• As per trolley presentation the proposed "Ultimate Alignment Route" includes trolley
stops at the 27th Ave & 37th Ave Metro Stations, in addition to stops along Merrick Park,
Bird Ave, Grand Ave, South Bayshore Drive and McFarlane Road.
■ As per Commissioner Ken Russell's request, the City of Miami CIP Department needs to
provide a bus shelter analysis of the proposed Coconut Grove trolley route in an effort to
see where additional shelters can be installed to help ridership with the elements, as per
the concerns of the Board.
• As per Board discussion, it was requested that the master planning group meet in the
coming days to finalize the scope of service and subsequently release the RFQ to the
public.
■ Reference resolution A
■ (Executive Committee Packet on file)
CAPITAL COMMITTEE UPDATE:
• Manny Gonzalez provided an update on the Capital Committee projects that are currently
in progress as of June 27, 2016.
• It was noted that the Coconut Grove BID should begin to begin to develop plans in
assisting businesses during the Main Highway drainage and sidewalk improvement
projects due to the longevity and complexity of the proposed projects.
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• It was requested that the City of Miami CIP Department look at ways to perform the
sidewalk projects in phases, similar to how the other sidewalk improvement streets were
addressed within the District several years back on Commodore Plaza.
• It was requested for BID staff to reach out to Miami Dade County to perform tree root
work on Main Highway now in light of the lead time for the Main Highway sidewalk
improvement project.
• It was requested for BID staff to provide an update on the proposed costs associated with
the Main Highway sidewalk improvements for the next scheduled meeting.
• As per Commissioner Russell the Downtown Development Authority are installing solar
powered lights within their boundaries and requested that BID staff located and forward
specifications ofFPL Tight fixtures for discussion at a later date.
• Reference resolution B
• (Capital Committee Packet on File)
FINANCE COMMITTEE UPDATE:
■ Manny Gonzalez provided an update on the consolidated statement of activities as of
May 31, 2016.
■ It was noted that SunTrust and Coconut Grove Bank are currently waiting for an update
on the bank signatories via resolutions before making the changes official.
• Reference resolutions C,D & E
■ (Finance Committee Packet on File)
OPERATIONS COMMITTEE UPDATE:
• Manny Gonzalez provided an update on the various initiatives currently in progress by
the Coconut Grove BID's Operations Committee.
• It was noted that Sec. 39-34 Limitations within the Coconut Grove Special Vending
District was used recently to enforce the removal of food trucks that were parking on -
street within the BID boundaries in May.
■ As of June 27, 2016 (104) flower baskets were installed within the District that will
remain installed until October 2016.
▪ Reference resolutions F
■ (Operations Committee Packet on File)
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MARKETING COMMITTEE UPDATE:
• Manny Gonzalez provided an update on the various initiatives currently in progress by
the Coconut Grove BID's Marketing Committee.
■ The Coconut Grove Marketing Committee is scheduled to release the new
coconutgrove.com mobile web site on July 4th, 2016 at the 4th of July firework show at
Peacock Park.
(Marketing Committee Packet on File)
Meeting Motion Summary:
MOTIONA: FEBRUARY 10, 2016 MEETING MINUTES:
❑ Upon a properly made and seconded motion it was unanimously resolved to approve the
February 10, 2016 Coconut Grove Business Improvement District ("BID") Board of
Director meeting minutes.
Motion passed unanimously
MOTION B: ULTIMATE ROUTE COCONUT GROVE TROLLEY:
❑ Upon a properly made and seconded motion by the Coconut Grove Business
Improvement District ("BID") it was unanimously resolved to approve the proposed
"Ultimate Alignment" Coconut Grove Trolley Route scheduled to now be presented to
Miami Dade County for final approval, as per the City of Miami Transportation
Department presentation to the BID Board of Directors on June 27, 2016.
Motion passed
Chris Cobb registered "No" Vote
RESOLUTION C: OLAF KOHRSMEYER SUNTRUST SIGNATORY
❑ Upon a properly made and seconded motion by the Coconut Grove Business
Improvement District ("BID") it was unanimously approved to replace Catherine
Hernandez with Olaf Kohrsmeyer as an authorized signatory for SunTrust Bank.
Motion passed unanimously
RESOLUTION D: OLAF KOHRSMEYER COCONUT GROVE BANK
O Upon a properly made and seconded motion by the Coconut Grove Business
Improvement District ("BID") it was unanimously approved to replace Catherine
Hernandez with Olaf Kohrsmeyer as an authorized signatory for Coconut Grove Bank.
Motion passed unanimously
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RESOLUTION D: RFP #01012016 SUNTRUST WINNING RESPONDENT
Upon a properly and seconded motion by the Coconut Grove Business Improvement
District (`BID") to unanimously approve SunTrust Bank, as the winning respondent of
the Investment Banking Services RFP #01012016, as per the conclusion of the
procurement process ratified by the Finance Committee on June 21, 2016.
Motion passed unanimously
RESOLUTION E: FRAMEWORKS INC. SHUTTER GRANT
❑ Upon a properly and seconded motion by the Coconut Grove Business Improvement
District ("BID") it was unanimously approved to provide shutter removal grant funds
totaling $27,100 to Frameworks Inc. as per Shutter Removal Grant Program established
in 2013 to assist affected property owners.
Motion passed unanimously
RESOLUTION F: CERES ENVIRONMENTAL AGREEMENT
❑ Upon a properly and seconded motion by the Coconut Grove Business Improvement
District ("BID") it was unanimously approved piggy -back on the City of Miami's
Emergency Debris & Removal with Ceres Environmental totaling $182,585 as per
IFB#247253 for the remainder of the 2016 hurricane season.
Motion passed unanimously
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