10-20-2022 Regular Workshop Agenda The Cty of City Commission
Aven'tura
Workshop
'_-- October 20, 2022
9:00 a.m.
Aventura Government Center
5th Floor Executive Conference Room
19200 W. Country Club Drive, Aventura, FL 33180
AGENDA
1. Call to Order/Roll Call
2. Presentation: Freebee (City Manager) **
3. Presentation: Veterans Day / Founders Day (City Manager) **
4. Discussion: City's Legislative Program and Priorities for Upcoming Session (City
Manager) *
Future Action Required: Resolution
5. Discussion: Revision of the American Rescue Plan Act (ARPA) Spending Plan for the
City's Human Resources, Non-Departmental, Public Works, Parks and Recreation and
Police Departments (City Manager)
Future Action Required. Resolution
6. Discussion: Termination of Existing Shuttle Bus Service with RTW (City Manager)
Future Action Required. Resolution
7. Discussion: Date Change for the November 3, 2022 Commission Workshop
(City Manager)
8. Discussion: Work Authorization No. 2022-043508139-001 Don Soffer Aventura High
School Weight Room Workshops (City Manager) *
9. Discussion: Placement of Items on Commission Agendas (City Manager)
10. Discussion: Establishing the Position of Aventura Chaplin (City Manager)
11. City Clerk's Annual Review
12. Adjournment
* Back-up Information Exists
** PowerPoint Presentation
This meeting is open to the public. In accordance with the Americans with Disabilities Act of 1990,all persons who are disabled and who need
special accommodations to participate in this meeting because of that disability should contact the Office of the City Clerk, 305-466-8901 or
cityclerk@cityofaventura.com,not later than two days prior to such proceeding. One or more members of the City of Aventura Advisory Boards
may participate in the meeting.Agenda items are available online at cityofaventura.com for viewing and printing.Copies of agenda items can also
be requested through the Office of the City Clerk at 305-466-8901 or cityclerk@cityofaventura.com.
CITY OF "ENTURA
OFFICE OF THE CITY MANAGER
MEMORANDUM
TO: City Commission
FROM: Ronald J. Wasson City Manager
er —
DATE: October 14, 2022
SUBJECT: City's Legislative Program and Priorities for Upcoming Session
(City Manager)
October 20, 2022 City Commission Workshop Agenda Item 4
The following Legislative Program and Priorities for 2023 is submitted for City
Commission review and approval.
If you have any questions, please feel free to contact me.
RJW/act
Attachment
CCO2099-22
CITY OF AVENTURA
LEGISLATIVE PROGRAM AND PRIORITIES
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Mayor Enid Weisman
Commissioner Billy Joel
Commissioner Rachel S. Friedland
Commissioner Denise Landman
Commissioner Dr. Linda Marks
Commissioner Marc Narotsky
Commissioner Robert Shelley
City Manager Ronald J. Wasson
City Clerk Ellisa L. Horvath
City Attorney Weiss Serota Helfman Cole & Bierman, P.L.
CITY OF AVENTURA
LEGISLATIVE PROGRAM AND PRIORITIES
2023
This document is intended to provide direction to the City Manager, City Attorney and
Legislative Lobbyist as to the official City position regarding issues and pending legislation
which would affect the operation of local government. This document further provides
priorities for the acquisition of supplemental funding (grants) for various programs.
The City of Aventura will endorse and support legislation that will:
1 . Support Legislation to expressly mandate the Department of Education (DOE) to
allow municipal charter school governing boards act as the Local Educational
Authority (LEA) for the singular purpose of processing federal ESSR grant funds
for their schools, eliminating long reimbursement times and streamlining the
process of allocating these funds for use in the schools.
2. Support the home rule powers of local government.
3. Provide a dedicated revenue source for Charter School capital improvements at
the same levels provided to the local school boards.
4. Support legislation to increase financial support for Charter schools.
5. Increase educational funding levels for Miami-Dade County Traditional and
Charter public schools in order to meet per pupil State Constitutional requirements.
6. Amend State law allowing a more economical method of advertising for a public
hearing relating to Comprehensive Plan adoption and / or amendments.
7. Adopt the 2022 Policy Statement of the Florida League of Cities as applicable to
the City of Aventura.
8. On a state-wide level, ban the use of handheld phones by persons operating motor
vehicles, but allowing hands free phone devices.
9. Preserve municipal authority for red light camera safety programs and support
legislation to allow speed detection cameras in school zones.
10. Amend Safe Harbor provisions (Fla. Stat. 718.116(1)(b) condos and
720.3085(2)(c) HOAs to increase the liability of qualified lending institutions to the
lesser of twenty-four (24) months of past due assessments or two percent (2%) of
the original mortgage in the event of a foreclosure plus recovery of reasonable
attorney fees.
11 . Support initiatives to address the impact of rising seas on the South Florida area.
12. Support legislation to amend Section 768.28, Florida Statutes, to expressly state
that sovereign immunity constitutes immunity from suit (not just immunity from
liability) to the extent not waived by applicable law.
13. Support the adoption of legislation to restore municipal authority to regulate drones
in order to protect privacy and to protect persons and property within the
municipality.
14. Support funding to reduce traffic congestion by developing alternate transportation
modes.
15. Requesting the Florida Legislature to study the elimination of the automobile no-
fault law as a means of enhancing safer driving.
The City of Aventura will seek state financial assistance for the following projects:
1 . Installation of new seawall for flood mitigation and sea level rise on N.E. 2131h Street
($350,000).
CITY OF "ENTURA
FINANCE DEPARTMENT
MEMORANDUM
TO: City Commission
FROM: Ronald J. Wasson, City Manager
BY: Melissa Cruz — Finance Director
DATE: October 14, 2022
SUBJECT: Revision of the American Rescue Plan Act (ARPA) Spending Plan for
the City's Human Resources, Non-Departmental, Public Works, Parks
and Recreation and Police Departments (City Manager)
October 20, 2022 City Commission Workshop Agenda Item 5
RECOMMENDATION
It is recommended that the City Commission modify the ARPA spending plan that was
passed and adopted through Resolution No. 2022-15 on February 1, 2022 and amended
through Resolution No. 2022-33 on April 5, 2022.
BACKGROUND
As part of the American Rescue Plan Act (ARPA), the U.S. Department of the Treasury
launched the Coronavirus State and Local Fiscal Recovery Funds, which provides $350
billion in emergency funding for eligible state, local, territorial, and tribal governments.
The intent of these funds is to aid and assist eligible governmental entities in recovery
efforts resulting from the economic fallout of the COVID-19 pandemic.
The City of Aventura's allocation is $18,525,074. This funding covers all qualifying
expenditures on or after March 3, 2021. All funds must be obligated by December 31,
2024, and expended by December 31, 2026.
On February 1, 2022, the City Commission passed and adopted a resolution authorizing
the spending plan prepared by the City Manager.
On April 5, 2022, the City Commission passed and adopted a resolution authorizing the
amendments prepared by the City Manager.
Below is a summary of the changes to the ARPA project plan by department:
Human Resources
Per the City Commission's request at the Budget Workshop held on July 21, 2022, a one-
time bonus is being given to all full-time and part-time employees of the City in FY
2022/23. Employee bonuses are pro-rated based on the employment time at the City
during the prior fiscal year, FY2021/22. The bonuses that can be funded by the ARPA
grant, for essential workers, are included in this amendment.
Total HR Bonus cost to be funded by the ARPA grant is $669,167.
Community Services
Employee premium pay was paid out of the Human Resources Premium
Pay/Incentive budget and not out of the Premium Pay budgeted in the Community
Services Department.
Total amount returned to ARPA fund = ($40,108).
Police Department
Similar to the Community Services Department, employee premium pay for non-
sworn employees was paid out of the Human Resources premium Pay/Incentive
budget and not out of the Premium Pay budgeted for non-sworn employees in the
Police Department.
Total amount returned to ARPA fund = ($24,000).
Non-Departmental
Additional cleaning services in the Community Center, City Parks and Police Department
have occurred due to the COVID-19 pandemic. This amendment includes funding for
additional cleaning services through June 2023.
Total Non-Departmental cost to be funded by the ARPA grant is $58,000.
Public Works Department
The Yacht Club Drive seawall is scheduled for replacement during FY 2022-23. This
project was originally budgeted for $500,000. The total cost to repair and replace the
seawall is $2.2 million. Grants from DERM and the state totaling $950,000 were
allocated to the City for this project. The project will replace a 45-year-old existing
seawall. These repairs/replacements will be a continuation of the repairs to the portion
of seawall that collapsed in 2019.
Total Seawall Cost $2,200,000
(Less: Grants) (950,000)
(Less: Original Budget) (500,000)
Total amendment needed $ 750,000
Total Seawall cost to be funded by the ARPA grant is an additional $750,000.
The Stormwater Pipe replacement project on 34t" Street was originally budgeted for
$1,750,000, however as services were contracted, the total project cost was determined
to come in at a lower cost of$1,250,000.
Total amount returned to ARPA fund = ($500,000).
Fiscal Impact
If approved, these projects will be funded by the ARPA grant which would then be
allocated as follows:
City's total ARPA allocation $18,525,074
Spending Plan approved on 2/1/2022 14,412,653
Spending Plan amendments on 4/5/2022 662,647
Additional project as listed above 1,477,167
Removal of projects as listed above (564,108)
Total spending plan as of 10/2022 $15.988.359
Remaining ARPA funds to allocate $ 2,536,715
City of Aventura
Amendment to Spending Plan for American Rescue Plan funding
October 2022
EXHIBIT A
Spending Plan
estimated cost Estimated Cost Amended project
Department Description (approved 2/2022) (10/2022) cost
Human Resources Premium Pay/Incentive 124,600 793,767 $ 669,167
Non-Departmental Additional Cleaning Services - 58,000 58,000
Public Works Seawall replacement/repair 500,000 1,250,000 1 750,000
Public Works Stormwater pipe replacement-34th 1,750,000 1,250,000 (500,000)
Parks and Rec 1premium Pay 40,108 - (40,108)
Police JEmployee premium pay-non sworn employees 24,000 (24,000)
Additional projects for ARPA spending plan-October 2022 $ 1,477,167
Projects to remove from ARPA spending plan-October 2022 $ (564,108)
Spending plan approved February 1,2022 $ 14,412,653
Spending plan amendment April 5,2022 $ 662,647
Total Allocation Approved with Spending Plan as Amended $ 15,988,359
Total allocation $ 18,525,074
Remaining funds to allocate $ 2,536,715
CITY OF "ENTURA
OFFICE OF THE CITY MANAGER
MEMORANDUM
TO: City Commission
FROM: Ronald J. Wasson City Manager
er
DATE: October 14, 2022
SUBJECT: Termination of Existing Shuttle Bus Service with RTW (City Manager)
October 20, 2022 City Commission Workshop Agenda Item 6
In order to implement the Commission-approved transportation plan which included a
reduction in shuttle bus service and enhanced on-demand transportation, in June the City
informed RTW that the existing shuttle bus service was going to be reduced from six
routes to three, effective in August. In the weeks following this notice, staff attempted to
negotiate costs for the reduced service. In addition, the level of service from RTW had
been faltering for some time.
The City reached out to the second lowest bidder from the Shuttle Service RFP,
Limousines of South Florida (LSF), and was able to secure significantly better pricing than
RTW for the three routes.
I have placed this item on the Workshop Agenda for discussion. If you have any
questions, please feel free to contact me.
RJW/act
Attachment
CC03002-22
CITY OF "ENTURA
DEPARTMENT OF PUBLIC WORKS & TRANSPORTATION
MEMORANDUM
TO: City Commission
FROM: Ronald J Wasson, City Manager
BY: Joseph S. Kroll, Public Works & Transportation Director.
DATE: October 13, 2022
SUBJECT: Termination of Existing Shuttle Service (RTW) and Utilizing Second
(2"d) Bidder (LSF) to Resume Service Schedule
Recommendation:
It is recommended that the City Commission authorize the City Manager to contract City
Shuttle Services with Limousines of South Florida.
Background:
To implement the Commission approved transportation plan which included a reduction
in shuttle service and enhanced on-demand transportation, on June 29, 2022, staff
informed RTW that the existing shuttle service was going to be reduced from 6 routes
to 3 routes effective August 16, 2022. In the weeks following this notice, staff attempted
to negotiate costs for the reduced service. In addition, the level of service from RTW
had been faltering for some time. Drivers were skipping stops and not following the
route schedule times, mostly running ahead of time. Staff was unable to come to any
agreement for reasonable costs for the reduced service schedule. On September 19,
2022, a letter for termination of the contract was sent to RTW effective October 16,
2022.
The City reached out to the second lowest bidder from the Shuttle Service RFP,
Limousines of South Florida (LSF) and was able to secure significantly better pricing
than RTW for the 3 routes. The City was paying $1,260,000 for six routes. The contract
for three routes is for $720,102.24 for one year with 2 — one year term renewals.
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JSK22022
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NOTICE OF AWARD
TO: Mark Levitt October 6,2022
Vice President
Limousines of South Florida, Inc.,
3300 SW 11 Avenue
Fort Lauderdale, Fl 33315
PROJECT DESCRIPTION:Municipal Transit Services;Bid No.20-10-17-3,Resolution No.--------;in
accordance with Contract Documents as prepared.
The CITY has considered the Bid submitted by you for the a described WORK in response to its
Advertisement for Bid and Instruction to BIDDERS.
You are hereby notified that your Bid has been accepted tk
service or Municipal Transit Services;Bid
No. 20-10-17-3 per City Resolution#-------, in the annunt of$720,102.24.
You are required by the Instruction to BIDDER the Agreement and fi mish the required
CONTRACTOR'S Performance Bond,and ate Insurance within ten(10)days from the date of this
Notice to you.
MW
If you fail to execute said Agreeme sh said Bond and/or Certificate of Insurance within ten(10)
days from the date of this Notice id CI it entitled to disqualify the Bid,revoke the award and retain
the Bid Security.
BY:
Ronald J. Wasson
TITLE: CITY MANAGER
Dated this day of , 2022
ACCEPTANCE OF NOTICE
Receipt of the above Notice of Award is hereby acknowledged by
Printed Name
this the day of , 2022
SIGN BY:
TITLE:
You are required to return an acknowledged copy of this Notice of Award to the CITY.
AGREEMENT
THIS AGREEMENT,made and entered into on this day of ,2022,by and between
Limousines of South Florida,Inc.,Party of the First Part, and The City of Aventura,Party of the
Second Part:
WITNESETH:
That, the First Party, for the consideration hereinafter fully set out, hereby agrees with the Second
Party as follows:
1. That the First Party shall furnish all the materials,and perform all of the Work in manner and
form as provided by the following enumerated Documents, which are attached hereto and
made a part hereof, as if fully contained here:
Advertisements For Bids
Instruction To Bidder
Bid Form
Award Preference for Iden 1 Bids
Bid Bond
Subcontractors
Bidder Qu cat* to ent
Non- o ffidavit
Re t far
.A payer Identification Number
And ' is
Sworn Statement Pursuant To Florida
Section 287.133 (3)(a), Florida Statutes On
Public Crimes
Scrutinized companies Pursuant to Section
287.135, Florida Statues
Notice of Award
Agreement
Performance Bond
OSHA Acknowledgment
Technical Specifications
Supplementary Technical Specifications
As Referred To; Bid Manual
2. That the First Party shall commence the Municipal Transit Services to be performed on a
date to be specified in a written order of the Second Party and shall be complete all Work
hereunder within the lengths of time stipulated in Bid.
3. That the Second Party hereby agrees to pay to the First Party for the faithful performance of
this Agreement in accordance with the unit pricing provided in the Bid Form in lawful
money of the United States,the amount of:
Seven Hundred Twenty Thousand One Hundred Two and Twenty-Four cent
(Written Dollar Amount)
Dollars ($ 720,102.24), Lump Sum.
4. In the event that the Contractor shall fail to c ple e the rk as set forth in the Contract
Documents, the Contractor shall have twee 4) hours to bring said work up to the
standard set forth in the Contract Docu ts. I Contractor fails to accomplish this,the
City may complete the work itself or 1 er contractor. The cost of completing
said work will be deducted from trac mo thly bill.
5. It is further mutually agreed b les hereto that if,at any time after the execution
of this Agreement and e and hereto attached for its faithful performance and
payment, the Secon arty s 1 em the Surety or Sureties upon such bond to be
unsatisfactory,or if,for yeas such bond ceases to be adequate to cover the performance
of the Work,the First P ,at its expense within 5 days after the receipt of notice from
the Second Party so to do,furnish an additional bond or bonds in such form and amount and
with such Surety or Sureties as shall be satisfactory to the Second Party. In such event, no
further payment to the First Party shall be deemed to be due under this Agreement until such
new or additional security for the faithful performance of the Work shall be furnished in
manner and form satisfactory to the Second Party.
6. No additional Work or extras shall be done unless the same shall be duly authorized by
appropriate action by the Party of the Second Part.
7. City may terminate this Agreement at any time, in its sole discretion upon thirty(30) days
advance written notice.
This Section Intentionally Left Blank
IN WITNESS WHEREOF,the parties hereto have executed this Agreement on the day and date first
above written,in two(2)counterparts,each of which shall,without proof or accounting for the other
counterpart be deemed an original Contract.
WITNESSES: CONTRACTOR:
BY:
NAME:
TITLE:
OWNER: City of Aventura
BY:
NAME: ald J. Wasson
TITL Cl NAGER
AUTHENTICATION:
BY: 'Izl�
NAME: Ellisa L. Horvath, MMC
TITLE: CITY CLERK
IQAPPROVED AS TO FORM:
BY:
NAME:
TITLE: CITY ATTORNEY
END OF SECTION
PERFORMANCE BOND FOR MUNICIPAL TRANSIT SERVICES
CONTRACT
KNOWING ALL MEN BY THESE PRESENTS, that Limousines of South
Florida, Inc., As Principal, and , as Surety, are
held and firmly bound unto City of Aventura, Florida (herein"the Obligee') in the penal
sum of Seven Hundred Twenty Thousand One Hundred two and Twenty-Four
cents ($ 720,102.24 ) dollars lawful money of the United States of America for
the payment of which sum of money, the principal and the Surety bind themselves, their
heirs, executors, administrators, successors and assigns,jointly and severally and firmly by
these presents:
WHEREAS, the principal has contracted with the Obligee to provide Municipal
Transit Services, pursuant to contract of Bid #20-10-17-3; awarded on -------------, 2022
Resolution #------------ (the "Cantract'�;
WHEREAS, pursuant to the Contract, the P cipal is required to provide to
Obligee a guarantee for the full and faithful perfor y Principal of the Obligations
imposed by this Contract.
NOW, THEREFORE, the conditions o s Bond are such, that if the above
bounded Principal shall in all respects com th rms and conditions of the Contract
and Principal's obligations thereunder an emnify and save harmless the said
Obligee against or from all costs, se, amage, injury, or loss to which the said
Obligee may be subjected by rea of gdoing, misconduct, want of care or skill,
negligence or default on th said Principal, its agents or employees, in the
performance of the Contra en s d shall be void, otherwise to remain in full force
in effect.
This Bond shall remain i full force and effect for a period commencing upon the
effective date November 2 2022 of the Contract and ending October 15 2025
one (1) years thereafter, with two additional one (1) year extension available after
termination or expiration of the Contract. All suits at law or in equity to recover on this
Bond must be instituted within twelve (12) months after the expiration of the Bond as
referred to hereinabove.
IN WITNESS WHEREOF, the said Limousines Of South Florida Inc ,
As Principal herein has caused these presents to be signed in its name by
its President or Vice President and attested by
, its Secretary or Assistant Secretary under its
Corporate Seal, and the said , as
Surety herein has caused these presents to be signed in its name by
, its Attorney-in-Fact, and its Corporate Seal duly
attached by , its Attorney-in-Fact,
hereunto affixed this day of , in the year 2022.
ATTEST CONTRACTOR
BY:
BY:
TITLE
(SEAL)
------------------------------------------------------------------------------------------------------
ATTEST:
BY:
BY:
TITLE UREVrNew
(SEAL)
ATTORNEY-IN-FACT
Registered Florida
Agent for Surety
Approved as to form and suffic
By City Attorney on behalf of the
Obligee City this day of
in the year 2022.
BY:
City Attorney
ACKNOWLEDGMENT OF CONFORMANCE
WITH OSHA STANDARDS
TO The City of Aventura
We , hereby acknowledge and
Limousines of South Florida Inc. , agree that as Contractors
(Prime Contractor)
for City of Aventura Municipal Transit Services, Bid No. 20-10-17-3 Resolution No. -----------
---, as specified, have the sole responsibility for compliance with all the requirements of the
Federal Occupational Safety and Health Act of 1970, all State and local safety and
health regulations, and agree to indemnify and hol arml the City of Aventura against
any and all liability, claims, damages losses and ses they may incur due to the failure
of
(Subcontractor's Names)
to comply with such act or Vregn
CONTRACTOR
ATTEST:
WORK AUTHORIZATION NO. 2022-043508139-001
DON SOFFER WEIGHT ROOM WORKSHOPS
The City of Aventura has requested Work Authorization No. 2022-043508139-001 as provided
for in the Agreement between the City of Aventura and Kimley-Horn and Associates, Inc. and
approved by the City Commission on July 9, 2019.
This Work Authorization No. 2020-043508139-001 provides for technical services in accordance
with Articles 3, 4, 6, 7 and 8 of the Agreement as further detailed in the scope of services
Exhibit A.
Payment for such services shall be in accordance with Article 5 of the Agreement.
Planning Phase
Workshop 1 $10,000.00
Workshop 2 $15,000.00
Workshop 3 $19,500.00
Preliminary Cost Estimate $5,000.00
Total Planning Phase— Lump Sum $49,500.00
Total Lump Sum Labor Fee $49,500.00
The time period for this work authorization will be:
Planning Phase..............................................................180 Days
CITY:
CITY OF AVENTURA, FLORIDA
through its City Manager
BY
City Manager
Ronald J. Wasson
day of 12022
Notice to Proceed Yes No
Project Initiation Date
RECOMMENDED through its
Director of Public Works Transportation
BY
Public Works &Transportation Director
Joseph Kroll
day of , 2022
Exhibit A
Project Description
The City owns and operates the parks and recreation facility located in the Waterways Park
(3301 NE 213th St, Aventura, FL 33180) and the City is looking to redevelop the site to provide a
weight room facility and additional school spaces for the Don Soffer High School while still
maintain the parks and recreation spaces. As such, this work authorization is to conduct three
workshops to establish the future building program for the site that addresses the current and
future needs of the City and the Don Soffer Highschool. The professional services associated
with the project include planning services. Any future design services would be part of a
separate work authorization.
Scope of Services
The professional services for this project will include the following:
Task 1—Workshop 1
Workshop 1 scope is as follows:
1. Fact Finding
a. Site visit
b. Existing drawings
c. Confirmation of project scope
2. Program Development
a. Discuss owner's needs/wants and establish project priorities
b. Development of the draft project program for the up to three floors and
courtyard area.
Deliverable:
• Draft project program
Task 2—Workshop 2
Workshop 2 scope is as follows:
1. Finalize project program
2. Preparation of project concept sketches
Deliverable:
• Final program
• Concept sketches
Task 3—Workshop
Workshop 3 scope is as follows:
1. Presentation and deliverables
a. Final Program
b. Conceptual Plan
c. Sketchup Renderings
d. Preliminary Cost Estimate
CITY OF "ENTURA
OFFICE OF THE CITY MANAGER
MEMORANDUM
TO: City Commission
FROM: Ronald J. Wasson City Manager
er
DATE: October 14, 2022
SUBJECT: Placement of Items on Commission Agendas (City Manager)
October 20, 2022 City Commission Workshop Agenda Item 9
This item has been requested for discussion at the Workshop regarding the placement of
items on Commission Agendas.
If you have any questions, please feel free to contact me.
RJW/act
Attachment
CC03002-22
RESOLUTION NO. 96-18
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
AVENTURA, FLORIDA ESTABLISHING COMPREHENSIVE
COUNCIL MEETING AND AGENDA PROCEDURES; PROVIDING
FOR CONFLICTS; PROVIDING FOR SEVERABILITY; AND
PROVIDING AN EFFECTIVE DATE.
WHEREAS, Section 4.01 of the City Charter of the City of Aventura, Florida
provides that the City Council may establish procedures relative to City Council
meetings and agendas; and
WHEREAS, the City Council acknowledges the need to establish procedures
relative to City Council meetings and agendas; and,
WHEREAS, the adoption of these City Council meeting procedures is in the best
interests of the City of Aventura.
NOW, THEREFORE, BE IT RESOLVED BY THE MAYOR AND THE MEMBERS
OF THE COUNCIL OF THE CITY OF AVENTURA, FLORIDA, AS FOLLOWS:
Section 1. That the recitals .contained in the preamble to this Resolution are
incorporated by reference herein.
Section 2. The following Comprehensive Council Meeting and Agenda
Procedures are hereby adopted:
a. CITY COUNCIL MEETINGS
i. Regular Meetings. The City Council shall hold regular meetings on the
first and third Tuesday of each month at 7:00 p.m. at the Aventura Hospital Medical
Arts Building, 21110 Biscayne Boulevard, Suite 101, Aventura, Florida or such other
location designated by the City Council from time to time.
ii. Special Meetings. Special meetings of the City Council may be held
upon the call of the Mayor or upon the call of four (4) or more members of the City
Council. Additionally, the City Manager, pursuant to City Charter Section 3.03(10), is
hereby authorized to call Special Meetings of the City Council as necessary.
Whenever, a Special Meeting is called, forty-eight (48) hours' notice shall be given to
each member of the City Council and the public, or such shorter time as the majority
of the City Council shall determine necessary in case of an emergency affecting life,
health, property or the public peace. Immediately upon convening such meeting, the
City Council shall consider such determination. Notice to the public shall be posted at
the Aventura City Government Center. Notices shall state the place, date and hour of
the meeting and the purpose for which such meeting is called and no further business
shall be transacted at the meeting except as stated in the notice. Discussions at
Special Meetings shall be limited to the items referred to on the agenda for such
meetings. All meetings shall be open to the public, except as may be expressly
exempted by state law.
iii. Robert's Rules of Order. All meetings of the City Council shall be
governed by the rules of procedure provided by Robert's Rules of Order, Newly
Revised 1990 Edition.
b. DUTIES AND RESPONSIBILITIES OF THE MAYOR
i. Mayor To Serve As Presiding Officer. The Mayor shall be the
presiding officer at all City Council meetings. The Vice Mayor shall act as the
presiding officer during the absence of the Mayor. In the absence of both the Mayor
and Vice Mayor, the remaining Councilmembers shall, by majority vote, select a
2
presiding officer to carry out the functions of Mayor, as defined in this Resolution.
The Mayor shall decide on all questions of order, subject, however, to an appeal to
the other members of the City Council, in which event a majority vote of the City
Council will govern such questions of order. The Mayor shall vote on all questions and
items and be called last. The Mayor shall introduce agenda items by the agenda item
number. The City Attorney shall read the titles of legislation as requested by the
Mayor. Thereafter, the Mayor may call upon the City Manager to give any needed
explanation of the item up for consideration. Following this, the item shall be opened
for City Council discussion or public hearing as required by the item, under the
guidelines established herein. All comments or questions by the attending public shall
be directed to the Mayor.
ii. Mayor to Maintain Decorum At Council Meetings. Should a
member of the audience become unruly or behave in any improper manner prejudicial
to the proper conduct of the meeting, the Mayor is given the right and the authority to
require such person to leave the Council Chambers, to be accompanied, if necessary,
by a Police Officer. In the event the audience or a part thereof becomes unruly, the
Mayor may either recess or adjourn the meeting.
3
C. ORDER OF BUSINESS
The order of business of the City Council at the regular meetings shall be as
follows:
(1) Call to Order/Roll Call
(2) Pledge of Allegiance
(3) Approval of Minutes
(4) Special Presentations
(5) Consent Agenda
(6) Public Hearings - Ordinances, Land Use Items, etc.
(7) Resolutions
(8) Reports
(9) Other Business
(10) Public Comments
(11) Adjournment
d. COUNCIL DISCUSSION
i. Discussion By Councilmembers. Discussion by members of the City
Council, including the Mayor, shall be unlimited except as determined by a majority of
the City Council. Each member shall be afforded the opportunity to offer rebuttal to
each item discussed. A member, once recognized by the Mayor, shall direct all
comments or questions on the subject matter being discussed to the Mayor only.
Councilmembers shall not engage in cross conversation with other members or the
public. Members of the City Council shall not interrupt another member who has the
floor. The Mayor shall not unreasonably withhold or delay recognition of any member
of the City Council desiring to speak. The Mayor shall recognize other members of
the City Council in rotation and not call on any member a second time or subsequent
time until such time as all members shall have had an opportunity to speak.
ii. Questions By Councilmembers. In the event a member wishes to
direct questions to another member or to the public during a public meeting or
4
presentation, the questions shall be directed to the Mayor who, in turn, will recognize
the Councilmember or member of the public who wishes to answer the specific
questions. In the event a member wishes to direct a question to the City Manager,
the question shall be directed to the City Manager through the Mayor, who will, in turn,
recognize the member. All questions of City staff shall be made through the City
Manager.
e. PUBLIC PARTICIPATION AND DISCUSSION
i. Public Hearings. Individuals wishing to speak on matters that
appear on the agenda as "Public Hearings" need only to be recognized by the Mayor.
The public shall be permitted to speak after the Mayor opens an item for Public
Hearing. After the Public Hearing is closed by the Mayor, only members of the City
Council or Administration shall discuss the item.
ii. Addressing, Council. Manner and Time. Public discussion shall be
limited to three minutes maximum per person; however, the Mayor may authorize the
extension of the aforesaid time frame, after due consideration for the substance,
content, and relative importance of the subject. Any extensions granted should apply to
other individuals speaking on the same subject. Each person who addresses the
Council shall step up to the speakers podium and shall give his/her name and address.
No person other than the Council and the person recognized by the Mayor as having
the floor shall be permitted to enter into discussion without the permission of the Mayor.
All questions from the public to the Council shall be addressed through the Mayor.
5
f. COUNCIL MEETING ITEMS
i. Approval of Minutes. Unless a reading of the minutes of a City
Council meeting is requested by a member, such minutes may be approved by
motion without reading the minutes. Revisions or correction to the minutes may
be made at that time.
ii. Special Presentations. This section of the agenda is reserved
for presentations, proclamations or special recognition made by the Mayor.
iii. Consent Agenda. There shall be a consent agenda during
each regular City Council meeting. The consent agenda shall contain
Resolutions, Ordinances for first reading, motions and other pertinent matters
which, in the opinion of the City Manager, may be handled and implemented
without necessity for discussion. Unless a Councilmember specifically requests
that an item be removed from the consent agenda, such items shall be approved
and adopted by a single motion and roll call vote.
iv. Public Hearings. Ordinances for second reading or items
requiring a public hearing shall be placed on this portion of the agenda.
V. Resolutions. Resolutions not included on the consent agenda
shall be placed on this portion of the agenda.
vi. Reports. This section of the agenda shall be utilized for the
Mayor, Councilmembers, City Manager and City Attorney to provide informational
reports. As much as it is possible, the topic of the .report should be provided to
the City Manager prior to the close of the agenda so that the item may be noticed
6
to the public. No final action may be taken during this portion of the agenda
unless determined to be an emergency by five (5) affirmative votes of the City
Council.
vii. Other Business. The Mayor or a Councilmember who has a
request for the preparation of policy legislation or action by the City Attorney or
Administration shall place such requests for consideration by the City Council
under this section of the agenda. A signed written memorandum or form
provided for such purposes shall state the purpose of the item/action, the major
points to be covered, the reasons for necessary action, and the action desired by
the Councilmember. Said document shall be provided to the City Manager prior
to the deadline for closing the agenda. The request shall not be acted upon until
such request is approved by a motion of the majority of the City Council.
viii. Public Comments. Individuals wishing to speak on matters not
on the agenda but pertinent to the City may do so by signing in with the City Clerk
prior to the meeting. The Mayor will recognize those persons who signed in
under the agenda item "Public Comments."
ix. Adiournment. All meetings of the City Council, whether they
be special or regular meetings, shall be adjourned at 12:00 midnight. However,
the City Council, by affirmative vote of five Councilmembers present at the
meeting, may extend the meeting beyond the time limit. In any event, the motion
to continue the meeting must provide for a specific time frame which the City
Council will honor for the purposes of continuing the meeting.
7
g. COUNCIL AGENDA PREPARATION
i. Placement of Items on Agenda. All appropriate background
material shall accompany the item in the form of a signed memorandum. All
information relating to items to be placed on the agenda shall be submitted by the City
Councilmember to the City Manager by 12:00 noon the Wednesday prior to a regular
meeting. A complete package of all agenda material shall be provided to the City
Council by the City Manager no later than the Friday evening prior to the date of the
meeting. In the event pertinent information relating to an agenda item is missing or
unaccounted for prior to the meeting, the City Council may remove the item from the
agenda at the meeting.
ii. Agenda Closing Dates. The agenda for all regular meetings of the
City Council shall be closed by 5:00 p.m. on the Wednesday prior to the date of the
meeting. No additional items shall be added to the agenda after the agenda closing
date unless it is deemed to be an emergency. An item requiring immediate Council
action and not included in the agenda may be added to the agenda by five (5)
affirmative votes of the City Council determining consideration of such item is
necessary as an emergency.
iii. Preparation of Legislation. All Ordinances and Resolutions shall
show the name of each Councilmember.and whether such member voted for, against
or failed to vote. All Ordinances and Resolutions, once approved by the City Council,
shall be executed by the Mayor and attested to by the City Clerk.
8
iv. Sequence of Agenda Items. Upon request by the Mayor and/or
other members of the Council, items on the agenda may be moved out of sequence in
order to expedite the matters before the City Council.
h. QUASI-JUDICIAL PROCEEDINGS
i. Quasi-judicial proceedings shall be excepted from this Resolution
and shall be governed by City Ordinance.
Section 3. Conflict. All Resolutions or parts of Resolutions in conflict herewith
be and the same are hereby repealed to the extent of such conflict.
Section 4. SeverabilitV. The provisions of this Resolution are declared to be
severable and if any section, sentence, clause or phrase of this Resolution shall for any
reason be held to be invalid or unconstitutional, such decision shall not affect the
validity of the remaining sections, sentences, clauses, and phrases of this Resolution,
but they shall remain in effect, it being the legislative intent that this Resolution shall
stand notwithstanding the invalidity of any part.
Section 5. That this Resolution shall become effective immediately upon its
adoption.
The foregoing resolution was offered by Councilmember Rogers-Li.bert
who moved its adoption. The motion was seconded by Councilmember
Cohen _, and upon being put to a vote, the vote was as follows:
Councilmember Arthur Berger yes
Councilmember Jay Beskin yes
Councilmember Ken Cohen yes
Councilmember Harry Holzberg yes
Councilmember Jeffrey Perlow yes
Vice Mayor Patricia Rogers-Libert yes
Mayor Arthur I. Snyder yes
9
PASSED AND ADOPTED this day of June, 1996.
AR HUR I. SNYD , M YOR
ATTEST:
, /."'�x 4'
ACTING CITY CLERK
APPROVED AS TO LEGAL SUFFICIENCY:
Y---P-4 " ' 1
CITY ATTORNEY
10
RESOLUTION NO. 2000-36
A RESOLUTION OF THE CITY COMMISSION OF THE
CITY OF AVENTURA, FLORIDA, AMENDING
RESOLUTION 96-18 WHICH DID ESTABLISH
COMPREHENSIVE COMMISSION MEETING AND
AGENDA PROCEDURES BY AMENDING SECTION 2 C.
"ORDER OF BUSINESS"; AND PROVIDING AN
EFFECTIVE DATE.
WHEREAS, pursuant to Resolution No. 96-18, the City Commission established
comprehensive Commission meeting and agenda procedures; and
WHEREAS, the City Commission has deemed it necessary to amend the agenda
procedures established by Resolution 96-18~
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COMMISSION OF THE
CITY OF AVENTURA, FLORIDA, THAT:
Section 1. Section 2 c. of Resolution 96-18 is hereby amended to read as
follows:
c. ORDER OF BUSINESS
The order of business of the City Cc'Jncll Commission at the regular
meetings shall be as follows:
(1) Call to Order/Roll Call
(2) Pledge of Allegiance
(3) Zoningl Hearin,qs
(3) 4~.~ Approval of Minutes
(4).~ Special Presentations
(-~ 6.(.~ Consent Agenda
(6-) 7.~). Public Hearings - Ordinances, , .
(-7-) 8~ Resolutions
(-8)(9) Reports
(9-)(10) Qther-l~miRess Public Comments
(10)(11 ) ~h~bt~c~emm~ Other Business
(11)(12) Adjournment
Resolution No. 2000- 3__6
Page 2
Section2. This Resolution shall become effective immediately upon its
adoption.
The foregoing Resolution was offered by Commissioner Ro~e~s-Libe~t ,
who moved its adoption. The motion was seconded by Commissioner Per].o,a ,
and upon being put to a vote, the vote was as follows:
Commissioner Arthur Berger yes
Commissioner Jay R. Beskin yes
Commissioner Ken Cohen yes
Commissioner Harry Holzberg ye~
Commissioner Patricia Rogers-Libert yes
Vice Mayor Jeffrey M. Perlow yes
Mayor Arthur I. Snyder ,/es
PASSED AND ADOPTED this 6th day of June, 2000.
Arthur I. Snyde~, MayOr
ATT~EST:
T~U~es' a-U. Soroka,~MC, ~;ity Clerk
APPROVED AS TO LEGAL SUFFICIENCY:
City Attorney
RESOLUTION NO. 2001-26
A RESOLUTION OF THE CITY COMMISSION OF THE CITY OF
AVENTURA, FLORIDA AMENDING RESOLUTION NO. 96 -18 WHICH
ESTABLISHED COMPREHENSIVE COMMISSION MEETING AND
AGENDA PROCEDURES, AS AMENDED BY RESOLUTION NO. 2000-
36; PROVIDING FOR CONFLICTS; PROVIDING FOR SEVERABILITY;
AND PROVIDING FOR AN EFFECTIVE DATE.
WHEREAS, Resolution No. 96-18, as amended by Resolution No. 2000-
36, established comprehensive Commission meeting and agenda procedures;
and
WHEREAS, the City Commission is desirous of providing further
amendments to the comprehensive Commission meeting and agenda
procedures.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COMMISSION
OF THE CITY OF AVENTURA, FLORIDA AS FOLLOWS:
Section 1. Resolution No. 96-18, as amended by Resolution No. 2000-36,
is hereby amended to provide that the term "Commission" shall be substituted for
"Council" and the term "Commissioner' shall be substituted for "Councilmember".
Section 2. Section 2. a. i. is hereby amended to read as follows:
i. Regular Meetings, The City GeURsilCommission shall hold regular
meetings on the first and third Tuesday of each month at 7-tGG6:00 p.m. at the
Aventu ra ,
Government Center, 19200 West Country Club Drive, Aventura, Florida or such
other location designated by the City COURGi4Commission from time to time.
Coding: Words in hiahliahted type are additions
Words in strike thFU type are deletions
Resolution No. 2001
Page 2
Section 3. Section 2 c. is hereby amended to read as follows:
ORDER OF BUSINESS
The order of business of the City Commission at the regular meetings
shall be as follows.-
1. Call to Order/Roll Call
2. Pledge of Allegiance
3. Zoning Hearings
4. Approval of Minutes
4. Special Presentations
5. Consent Agenda
6. Public; Heark4gs - Ordinances — First Reading/Public
Input
7. Public Hearings — Ordinances — Second Reading
8. Resolutions
9. Reports
10. Public Comments
11. Other Business
12, Adjournment
Section 4. Section 2 f. is hereby amended to read as follows
MlRUWS. OF G049GWR to the MiRlulteS May be
made at that fime.
iii. Consent Agenda. There shall be a consent agenda during
each regular City Commission meeting. The consent
agenda shall contain Resolutions,
Feadk;g, approval of minutes, motions and other pertinent
matters which, in the opinion of the City Manager, may be
handled and implemented without necessity for discussion.
Unless a Commissioner specifically requests that an item be
removed from the consent agenda, such items shall be
approved and adopted by a single motion and roll call vote.
viil. Public Comments. Individuals wishing to speak on matters
not on the agenda but pertinent to the City may do so by
under the
Public Comments portion of the agenda. The Mayor will
2
Resolution No. 2001
Page 3
recognize those persons who
"PubleG Gomme wish to speak.
Section 5. Sections 2.g.i and 2.g.ii are hereby amended to read as
follows
COMMISSION AGENDA PREPARATION
i. Placement of Items on Agenda. All appropriate background
material shall accompany the item in the form of a signed
memorandum. All information relating to items to be placed
on the agenda shall be submitted by the City Commissioner
to the City Manager by 12:00 noon the WedaesdeyTuesday
prior to a regular meeting. A complete package of all
agenda material shall be provided to the City Commission by
the City Manager no later than the Friday evening prior to
the date of the meeting. In the event pertinent information
relating to an agenda item is missing or unaccounted for
prior to the meeting, the City Commission may remove the
item from the agenda at the meeting.
ii. Agenda Closing Dates. The agenda for all regular meetings
of the City Commission shall be closed by 5:00 p.m. on the
WedResdayIggsday prior to the date of the meeting. No
additional items shall be added to the agenda after the
agenda closing date unless it is deemed to be an
emergency. An item requiring immediate Commission
action and not included in the agenda may be added to the
agenda by five (5) affirmative votes of the City Commission
determining consideration of such items is necessary as an
emergency.
Section 6. Conflict. All Resolutions or parts of Resolutions in conflict
herewith be and the same are hereby repealed to the extent of such conflict.
Section 7. Severability If any clause, section, or other part or
application of this Resolution shall be held by any Court of competent jurisdiction
to be unconstitutional or invalid, such unconstitutional or invalid part or
application shall be considered as eliminated and so not affecting the validity of
the remaining portions or applications of this Resolution, with such unaffected
provisions or applications remaining in full force and effect.
Section 8. Effective Date That this Resolution shall become effective
immediately upon its adoption.
3
Resolution No, 2001- 26
Page 4
The foregoing resolution was offered by Commissioner
Rogers—Libert , who moved its adoption. The motion was seconded by
Commissioner nni berg and upon being put to a vote, the vote was
as follows:
Commissioner Arthur Berger yes
Commissioner Jay R. Beskin yes
Commissioner Manny Grossman yes
Commissioner Harry Holzberg yes
Commissioner Patricia Rogers-Libert yes
Vice Mayor Ken Cohen yes
Mayor Jeffrey M. Perlow yes
PASSED AND ADOPTED this 1 st day of May, 2001 .
M;
EY PERLOW, MAYOR
ATTEST:
TERESA M. SOROKA, CMC
CITY CLERK
APPROVED AS TO LEGAL SUFFICIENCY:
CITY A TORN Y
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Our Mission Statement A ir
Our mission is to join with our
community to make Aventura a Frame work
city of the highest quality and a
city of excellence. We do this by for Excellence
providing RESPONSIVE, COST
EFFECTIVE AND INNOVATIVE
local government services.
Limiting the number of employees by privatizing or contracting with the private sector for many services.
■A small number of operating departments have been established that work closely with the community.
Prompt response to citizen requests.
sHigh level of ethical standards for Elected officials and employees.
sA professional, businesslike manner at all times.
Utilization of Electronic Government to provide service and information.
■Commitment to hiring only the most qualified and highly motivated employees.
Establishing financial reserves to fall back on in a weak economy.
■Promote and support a high quality of life for our citizens, businesses and visitors.
aA safe and secure environment to live and work.
sLow taxes and low debt.
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City Commission
The City Commission is the governing body of the City and is comprised of seven
members includingthe Mayor selected b the residents. Each Commissioner serves a term
of four years and receivesan annual salary of $7,500 and $11 ,539.04 for expenses. The
Mayor serves a term of four years and receives an annual salary of $10,000 and
$11 ,539.04 for expenses.
The City Commission is responsible for adopting policies of the City, considering and
adopting Ordinances and Resolutions and approving the Annual Operations Budget and
Capital Improvement Program. In addition, the City Commission hires and fires charter
officers, approves all formal bids, plats, special exceptions, land use amendments and
variances o the Land Development Regulations.
The Mayor presides at all Commission meetings and acts as head of the City government
for ceremonial purposes such as the execution of official proclamations and City
Ordinances and Resolutions. The Vice Mayor acts as Mayor during the Mayor's absence or
disability.
City Charter Prohibitions
In order to uphold the integrity of the Commission/Manager form of government, the Charter specifically prohibits the Commission from
becoming directly involved in the administrative affairs of the City. Section 4.02 Prohibitions of the City Charter states the following:
Section 4.02. Prohibitions.
(a) Appointments] and removals. Neither the Commission nor any of its members shall in any manner dictate the appointment or removal of any
City administrative officers or employees whom the Manager or any of his/her subordinates is empowered to appoint, but the Commission may
express its views and fully and freely discuss with the Manager anything pertaining to appointment and removal of such officers and employees.
(b) Interference with administration. Except for the purpose of inquiries and investigations made in good faith, the Commission or its members
shall deal with City officers and employees who are subject to the direction and supervision of the Manager solely through the Manager, and neither
the Commission nor its members shall give orders to any such officer or employee, either publicly or privately. It is the express intent of this Charter
that recommendations for improvement in City government operations by individual Commissioners be made solely to and through the Manager.
Commissioners may discuss with the Manager any matter of City business; however, no individual Commissioners shall give orders to the Manager.
Charter School Agreement
6.5 Charter School De artment. The CITY has established a Charter School Department which is responsible to the City Manager. CSUSA
shall be accountable to the City manager. Neither the City Commission nor its members shall give orders to CSUSA, its employees or employees of
the City Charter School Department, either publicly or privately. Recommendations for improvements in Charter School operations by
Commissioners shall be made solely to and through the City Manager.
Policy
RM"
1. Individual Commission members propose legislation, government program or policy.
2. Discuss proposal with the City Manager to determine initial pros and cons
and operational or financial implications.
3. Place matter on Workshop Agenda to obtain consensus of the concept by a majority
of the Commission. Requires written back-up information.
4. Legislation is prepared by City Administration and/orCity Attorney for
presentation at Commission Meeting.
LEGISLATIVE ACTIONS
I. ORDINANCES
An Ordinance is a law enacted by the City Commission, prescribing a general and lasting rule for persons or things within
the City boundaries. It is the most authoritative act of which the Commission is responsible for and is usually reserved for cases
involving long term policy. Some examples are the Land Development Regulations, Budget, adoption of revenue sources and
regulation of businesses.
Adoption of Ordinance
1. Presentation to City Commission
2. First Reading and Second Reading at Commission Meeting requires a Public Hearing to obtain citizen input and
publication in a newspaper of general circulation.
3. Upon passage and execution by the Mayor, the Ordinance, unless a budgetary matter, is codified and placed in the Code
of Ordinances.
4. Implementation by the City Administration.
LEGISLATIVE
ACTIONS
II. RESOLUTIONS
Resolutions are commonly used for administrative items such as authorizing the City Manager to execute contracts and
agreements, authorizing budget amendments, expressing public positions, approving plats and zoning matters.
III. MOTIONS
Motions are used to direct the Administration to take certain action or review and report.
IV. DISCUSSION ITEMS
Discussion items are placed on the Agenda by a Commissioner to discuss an issue with the entire City Commission for further
action.
DUTIES OF COMMISSIONERS
AP individual assumes many duties and responsibilities upon becoming an elected official. The City Commission
collectively is responsible for establishing policy, adopting the City's Budget and providing direction to the City
Administration. Commission members provide public leadership, represent the City at various events and communicate
with constituents about various ideas.
I. Establish Policy
A. Approve the Operating and Capital Improvement Program Budgets upon presentation by
the City Manager.
B. Approve the City's Comprehensive Plan.
C. Approve Land Use Plan, Land Development Regulations, Variances, Zoning and/or Land
Use revisions.
D. Approve the awarding of contracts in excess of $ 50,000 based on formal bid process and
City Ordinance.
E. Approve contracts and/or Agreements
F. Make appointments to the various Boards of the City.
G. Approve ordinances establishing laws and policies.
DUTIES OF COMMISSIONERS
II. Give Direction to Administration
A. Hire City Manager, City Clerk and City Attorney.
B. Provide direction to City Manager, City Clerk and City Attorney.
C. Report complaints-and requests- for information to the City Manager and follow-up
if necessary.
III. Provide Public Leadership
A. Decision making
B. Study problems
C. Review -alternatives and recommendations
D. Decide on best course .of action
E. Attend various city functions
IV. Represents City
A. Florida League of Cities & Mia.mi-Dade County League of Cities .
V. Adhere to Good Government Laws
A. Chapter 286, SunshineLaw
B. Chapter 119, Public Records Law
C. State County and City Ethics Laws
COMMISSION MEETING PROCEDURES
important Meeting Agencia n ormation
LAny member of the City Commission or the City Manager may place items on the Agenda. The Agenda closes at
noon on the Tuesday one week prior to the meeting. All items on the Agenda shall contain back-up information in the
form of a memorandum in order to outline what kind of action is proposed.
2.The Commission Meeting Agenda is available to the City Commission on-line at the City's Website by the end of
business the Friday before the meeting.
3.The members of the City Commission should attempt to resolve any questions they may have about Agenda items
with the City Manager prior to the meeting, in order to obtain the necessary information for their decision-making
process and maintain a smooth meeting. All requests for information relating to items that appear on the Agenda
should be directed to the City Manager. The City Manager normally meets and reviews the agenda with all members
of the City Commission prior to the meeting.
4.Those items that do not require a public hearing or are administrative in nature (i.e., contracts, Resolutions) are
normally placed on the Consent Agenda, which is voted on as one item. Any member of the Commission may
remove an item from the Consent Agenda in order to discuss and vote on it as a separate issue. Requests for removal
should be directed to the City Manager at the beginning of consideration of the Consent agenda.
5.At the discretion of the City Manager, items that are administrative or time sensitive in nature may be placed
on a Commission Agenda without being presented at a Commission Workshop.
QUASI-JUDICIAL PROCEEDINGS /CONE OF SILENCE
uasi- u icia roceealngs
As to any specific issue which is the subject of a pending quasi-judicial matter for which an application has been filed with,
outside of the public hearing Commissioners are prohibited from discussing the merits of the specific issue for which
approval is sought by the pending application with any person other than the City Manager and City Attorney. The term
"specific issue", as used in this paragraph, refers to the specific variance, conditional use, rezoning, site plan, plat approval
or like item for which approval is sought, rather than referring to the general matter, as opposed to the merits, of the
proposed project or development itself. Notwithstanding the prohibitions of this paragraph shall not apply to applicant
conferences with the City Manager which are attended by individual Commissioners (no more than one Commissioner at
each conference).
To remove any presumption or prejudice arising from ex-parte communication, a member of the Commission can disclose
on the record before final action on the application is taken the subject of the communication and the identity of the person,
group or entity with which the communication took place. When a Commission member receives written communication
related to a pending application, the Commissioner shall forward the communication to the City Manager for inclusion in
the official file for the application and shall be disclosed on the record before final action on the matter. Members of the
Commission may conduct investigations and site visits and may receive expert opinions regarding quasi-judicial action, but
to remove the potential for bias, such information should be disclosed by the Commissioner member before final action on
the matter is taken.
BID CONE OF SILENCE
A Cone of Silence shall be imposed upon each RFP, RFQ and bid after the advertisement of said RFP, RFQ or bid. At the time
of imposition of the Cone of Silence, the City Manager or his or her designee shall provide for public notice of the Cone of
Silence by posting a notice at the Government Center. The City Manager shall issue a written notice thereof to the affected
departments, file a copy of such notice with the City Clerk, with a copy thereof to each City Commissioner, and shall
include in any public solicitation for goods or services a statement disclosing the requirements of this section. The Cone of
Silence shall terminate at the beginning of the City Commission meeting at which the City Manager makes his or her written
recommendation to the City Commission. However, if the City Commission refers the Manager's recommendation back to
the Manager or staff for further review, the Cone of Silence shall be reimposed until such time as the Manager makes a
subsequent written recommendation.
STANDARDS OF CONDUCT
(a) The Mayor is recognized as the City official designated to represent the City in all dealings with other governmental entities.
(b) No Commissioner shall represent the City in dealings with other governmental entities, unless authorized by the Mayor pursuant
to authorization granted at a City Commission meeting. This shall not prohibit members of the Commission from expressing their private
and personal opinion to representatives of other governmental entities on matters concerning the City, so long as any such opinion is clearly
expressed as an individual one and not as being made on behalf of the City or City Commission.
(c) The Mayor and Commissioners, in making presentations to the public shall advise of the official position of the City Commission
upon matters which have come before the Commission. If no official position has been taken by the Commission on the matter, the Mayor or
Commissioner shall state that they are expressing only their personal opinion and not the position of the City or the City Commission.
(d)(1) The Mayor or any Commissioner who is invited to make a presentation before or to engage in any discussion at a regular or special
meeting of the members of a Resident Association or of the Board of Directors of a Resident Association concerning matters of City business
or who otherwise plans to attend such meeting for such purpose, should request the City Manager or his designee to accompany him or her
in appearing at such meeting. This is intended to enable the City to address or subsequently respond to any questions raised by persons or to
be able to explain the position of the City on the matter. This provision shall not apply to the attendance by the Mayor or any Commissioner
at meetings of Resident Associations of which the Mayor or Commissioner is a member and the Mayor or Commissioner is not attending for
the purpose of making a presentation upon or discussing matters of Citybusiness.
MAIL/AGENDAS/EMAILS
• Members of the City Commission will receive mail and other materials at Government Center. Mail boxes are
maintained for members adjacent to the City Manager's Office. Mail is scanned and emailed to the City
Commission members and the originals are provided in packets on meeting days.
• Commission Agendas with backup are posted on the City website on the Friday prior to the Commission meeting.
An email will be sent notifying the Commission that the agendas are available online. The Agendas with all backup
material are also provided at the Commission Meetings via an Wad.
• All emails and text messages regarding City business are public records and should be preserved as such.
• Emails sent to the City Commission via the City's email address will be set up for direct access and
Commission members must adhere to the requirements listed below:
• For security purposes members will place a passcode on the phone and notify the City Manager if their phone is lost or stolen, so access to City email can be suspended.
• Any email received by a City Commission member involving any litigation matter shall be referred to the City Manager and/or City Attorney for a response.
• Any email received by a City Commission member involving any police officer and/or employee of the City shall be forwarded to the City Manager for his handling.
• Members will be responsible for responding directly with the person emailing them.All responses shall be done through the City email system so that a public record is
preserved. Members should not use "reply all"when other members are included on an email.
• The email account will only be used for official City business.
Members will be provided with a key to a designated office, business cards, Security Swipe/ID Card, and a
clicker for the parking garage.
Travel/Conferences Policy
1. Commission members will be reimbursed for their attendance at the following conferences or events
(Resolution No. 2019-12): National League of Cities Conference, Florida League of Cities
Conference, Annual Dade Days, Miami-Dade League of Cities Meetings (Mayor and City
Commission Designee),Annual National Association of Latino Elected and Appointed Officials
(NALEO) Conference, and Tallahassee (for lobbying on behalf of the City of Aventura).All other
conferences and seminars require approval of the City Commission. Additionally, all
conferences and seminars where more than three (3) members desire to attend require City
Commission approval.
2. Reimbursement will include registration, hotels, travel and meals.
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RELATIONSHIP OF COMMISSION TO MANAGER
The City Manager is appointed by the City Commission to enforce its laws, to direct the daily operations of City government, to
prepare and monitor the municipal budget, and to implement the policies and programs initiated by the City Commission. The
City Manager is responsible to the City Commission rather than to individual Commission members, and directs and coordinates
the various departments.
Commission / Manager Relationship
The employment relationship between the City Commission and City Manager honors the fact that the City Manager is
the Chief Executive Officer of the City. The City Commission should avoid situations that can result un City staff being directed,
intentionally or unintentionally, by any member of the City Commission. Regular communication between the City Commission
and City Manager is important un maintaining open communications. All dealings with the City Manager, whether in public or
private, should respect the authority of the City Manager in administrative matters.
The City Commission is to evaluate the City Manager on a regular basis to ensure that both the City Commission and
Pity Manager are in agreement about performance and goals based on mutual trust and common objectives.
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As in any professional relationship, it is important that the City Manager keep the City Commission informed. The City
Manager respects and is sensitive to the political responsibility of the City Commission and acknowledges that the final
responsibility for establishing the policy direction of the City is held by the City Commission. The City Manager communicates
with the City Commission in various ways. There is a formalized approach by holding briefing meetings with individual
Commission members and through email updates and the monthly CM Sriefungs. Communication is undertaken in such a way that
all Commission members are treated similarly and kept equally unformed.
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INFORMATION FLOW/ TYPES OF REPORTS
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JCPenney City Manager Briefing Report _
status of ma projects and ongoing matters.
� or J ro'- J p g g
- Community Services Monthly Report
Annual Audit and Financial Statements R�
• Newsletters - Monthly
Annual Report - February
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AVENTURA CITY OF EXCELLENCE SCHOOL
Governance Structure
1. The seven member, duly elected representatives of The City of Aventura Commission, serve as the School's Board of Directors. The primary
responsibility of the Board is to lead in the identification and development of broad goals and specific objectives to be accomplished by the School.
The Board supports these goals and objectives by annually adopting and operating budget. The Board oversees the City Manager who is
responsible for the day-to-day operations of the school and exercises continuing oversight over the School's operations. City Manager, pursuant to
Resolution No. 200345 and the Municipal Charter of the City of Aventura, in consultation with School staff, shall be responsible for all policy
decision malting of the School,including creating/ adjusting the curriculum and developing and adopting an annual budget. Pursuant to State law,
the Governing Board members are required to participate in charter school governance training and must be finger printed within 30 days of
election.
2. A Charter School Advisory Committee provides input to the City Manager and School Principal on the following issues:
-Long range strategic plans
-Budget review and recommendation
-Fund raising efforts
-Review and recommend performance standards to measure school's success.
-Provide recommendations on school policy issues.
The board consists of seven members,each of whom are parents of the school's children, selected by the parents of school children as follows:
Kindergarten to Third grade-3 representatives
Fourth grade to Eighth grade-3 representatives
At large- 1 representatives
3. The Charter School operates as a City department reporting to the City Manager.
Parents who cannot resolve their concern or grievance with the Principal of the school may contact the City Manager to discuss and attempt to
resolve their concern or grievance. The City Manager's decision on school matters, except the expulsion of students, shall be final.
DON SOFFER AVENTURA HIGH SCHOOL
Governance Structure
1. The seven member,duly electedrepresentativesof The City of Aventura Commission,serve as the School's Board of Directors. The primary
responsibility of the Board is to lead in the identification and developmentof broad goals and specific objectives to be accomplished by the
School.The Board supports these goals and objectives by annually adopting and operating budget. The Board will contract with an education
management company to manage the day to day operations of the school. The education management company will report to both the City
Manager and School Advisory Board. The Governing Board oversees the City Manager who will ensure that the terms of the management
agreement are implemented in accordance with the expectations of the Board. Pursuant to State law,the Governing Board members are required to
participate in charter school governance training and must be finger printed within 30 days of election.
2. A Don Soffer High School Advisory Board provides input to the City Manager and Governing Board on the following issues:
-Budget review and recommendation
-Fund raising efforts
-Review and recommend performance standards to measure school's success.
-Provide recommendations on school policy issues.
3. The board consists of seven members, 5 voting members and 2 non-voting members:
5 voting members,3 who are residents of Aventura and 2 who are parents of
children enrolled in DSAHS.Members shall be appointed by the Mayor subject
to approval by the City Commission.
The 2 non-voting members shall consist of the City Manager and Principal.
Parents who cannot resolve their concern or grievance with the Principal of the school may contact the City Manager to discuss and attempt to
resolve their concern or grievance. The City Manager will work with the CSUSA liaison to resolve the issue.
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SPECIAL EVENTS
• Veterans Day Ceremony - Government Center, November 11, 2022@ 1 OAM
• Founders Day Events - Founders Park, November 13, 2022, Noon to 5PM
• Movie Night - Founders Park, Throughout the Year
• Arbor Day - AACC, April2023
• July 4th Fireworks
• Share the Road Community Bike Event - Founders Park, Throughout the Year
• Halloween Movie Night - Founders Park, October
• Holiday Candle Lighting Event - Government Center, December
RELATIONSHIP OF COMMISSION TO CITYATTORNEY
The City Attorney is the legal advisor for the City Commission, City Manager and department directors. The
general responsibilities of the City Attorney are:
Provide legal assistance necessary for formulation and implementation of legislative policies and projects.
Represent the City's interest, as determined by the City Commission, in litigation, administrative hearings,
negotiations and similar proceedings.
• Prepare ordinances, resolutions, contracts and other legal documents.
Keep the City Commission and staff apprised of court rulings and legislation affecting the legal interests of
the City.
It is important to note that the City Attorney does not represent individual members of the Commission,but the
City Commission as a whole.
• Sunshine Law
• Ethics Laws
• Financial Disclosures
CLERKRELATIONSHIP TO CITY
The City Clerk is appointed by the City Commission and is responsible for the following:
• Prepare and/or maintain accurate minutes of the proceedings of the City Commission, Local Planning
Agency, and applicable advisory boards of the City, as well as provide recaps of Commission and other
applicable meetings.
• Publish and post public notices as required by law, as well as legal advertising to fulfill statutory
requirements of local and state laws.
• Provide administrative support to the City Commission, including the preparation of proclamations
and certain appointment and recognition certificates.
• Open and distribute mail received for Commission members.
• Administer the publication and maintenance of the City Charter and Code of Ordinances, including
approved supplements to same.
• Serve as the City's Supervisor of Elections by conducting the City of Aventura municipal general and
special elections in accordance with city, county and state laws.
• Establish and coordinate the City's records management program in compliance with state law
including procedures for the retention, imaging, and destruction of said records.
• Prepare and provide for the distribution of Commission meeting and other applicable meeting agendas,
including the placement of same on the City's website.
• Serve as Financial Disclosure coordinator.
• Provide the Oath of Office to new members of the City Commission, as well as applicable members of
the Police Department.
• Respond to requests for information and public records in a timely manner.
• Prepare Ordinances and Resolutions in coordination with the City Attorney, City Manager,
and City staff and provide for distribution and codification.
QUESTIONS