HomeMy WebLinkAbout2021-03-09 Virtual Regular City Commission Meeting MinutesMINUTES OF VIRTUAL REGULAR MEETING
DANIA BEACH CITY COMMISSION
TUESDAY, MARCH 9, 2021 - 7:00 P.M.
1. Call to Order/Roll Call
Mayor James called the meeting to order at 7:03 p.m.
Present:
Mayor:
Vice -Mayor:
Commissioners:
City Manager:
City Attorney:
City Clerk:
Tamara James
Marco A. Salvino, Sr.
Joyce L. Davis
Lori Lewellen
Lauren Odman
Ana M. Garcia, ICMA-CM
Thomas Ansbro
Thomas Schneider
2. Moment of Silence and Pledge of Allegiance
Mayor James called for a moment of silence followed by the Pledge of Allegiance to the United
States Flag.
3. Presentations and Special Event Approvals
3.1 Introduction of School Board Member Sarah Leonardi
Ms. Leonardi introduced herself and noted she is a teacher and School Board Member from
District 3, which includes the portion of Dania Beach north of Stirling Road.
3.2 Presentation on City website improvements by Frank DiPaolo, Director of Finance
Finance Director DiPaolo gave an update on planned improvements to the website. We would
go out for an RFQ for website re -design, hosting, and ongoing maintenance services. We are
recommending putting this website project in the 2021-22 budget along with the necessary
funding. He explained separate from the website overhaul, the Commission has also expressed
the need for a web portal where the public can get information on the current initiatives in the
City. We have contracted with our online budget book provider to purchase their projects and
transparency portal, which will have a map with pins where users can click the map to see
information on each specific project and even inquire to obtain updates. This software will be
ready on June 1 and we can then begin entering our information. He anticipated this will be
ready for public use around August 1 St
4. Proclamations
3.1 World Teen Mental Awareness Day - Mayor James
Members of the Youth Advisory Council member read the proclamation for World Teen Mental
Awareness Day.
3.2 Women's History Month - Mayor James
Mayor James read the proclamation for Women's History Month.
3.3 COVID-19 Memorial Day - Mayor James
Mayor James read the proclamation for COVID-19 Memorial Day.
5. Citizen Comments
Sarah Levtov, 5960 SW 37 Terrace, expressed her gratitude to the Commission and staff for the
drainage improvement project on SW 37th Terrace.
6. Public Safety Reports
Captain Daniel Marks, BSO Chief of Police, thanked everyone for attending the ribbon cutting at
the new Dania Pointe police substation. He reported on recent criminal activity and traffic
enforcement in the City, as well as homeless outreach. He also reported on upcoming training,
the beach patrol, and a drug take -back event on Saturday, April 3ra
Captain Sergio Pellecer, BSO District Fire Chief, congratulated Chief Marks and City staff for
the opening of the new police substation at Dania Pointe. He gave an update on departmental
training over the past year and provided call data for Stations 1 and 17.
7. Consent Agenda
7.1 Minutes:
Approve Minutes of February 23, 2021 Virtual Workshop - City Hall West Wing
Approve Minutes of February 23, 2021 Virtual City Commission Meeting
7.2 Travel Requests: None
Resolutions
7.3 RESOLUTION #2021-028
Minutes of Virtual Regular Meeting 2
Dania Beach City Commission
Tuesday, March 9, 2021 — 7:00 p.m.
A RESOLUTION OF THE CITY COMMISSION OF THE CITY OF DANIA BEACH, FLORIDA,
AUTHORIZING THE EXPENDITURE OF FUNDS BY THE PUBLIC SERVICES DEPARTMENT FOR
ENGINEERING SERVICES TO BE PURCHASED FROM CHEN MOORE AND ASSOCIATES FOR DESIGN,
BIDDING ASSISTANCE AND CONSTRUCTION MANAGEMENT IN THE AMOUNT OF ONE HUNDRED
TWENTY FOUR THOUSAND SEVEN HUNDRED FORTY DOLLARS ($124,740.00) FOR THE SOUTHWEST
37TH TERRACE DRAINAGE IMPROVEMENT PROJECT; PROVIDING FOR CONFLICTS; FURTHER,
PROVIDING FOR AN EFFECTIVE DATE. (Public Services)
7.4 RESOLUTION #2021-029
A RESOLUTION OF THE CITY COMMISSION OF THE CITY OF DANIA BEACH, FLORIDA,
AUTHORIZING THE EXPENDITURE OF FUNDS FOR MONTHLY SERVER MONITORING AND SUPPORT
SERVICES INCLUDING ADDITIONAL CONTRACTED SUPPORT FROM LAN INFOTECH FOR FISCAL
YEAR 2020-21, THAT EXCEED AN ANNUAL VENDOR TOTAL AMOUNT OF TWENTY-FIVE THOUSAND
DOLLARS ($25,000.00); PROCEEDING WITHOUT COMPETITIVE BIDDING AND AUTHORIZING SUCH
PURCHASES THAT ARE TO BE MADE WITHIN THE FINANCE DEPARTMENT INFORMATION
SYSTEMS DIVISION APPROVED ANNUAL BUDGET APPROPRIATIONS; PROVIDING FOR CONFLICTS;
FURTHER, PROVIDING FOR AN EFFECTIVE DATE. (Finance/IT)
7.5 RESOLUTION #2021-030
A RESOLUTION OF THE CITY COMMISSION OF THE CITY OF DANIA BEACH, FLORIDA,
AUTHORIZING THE PROPER CITY OFFICIALS TO EXECUTE A DEVELOPMENT AND CONTRIBUTION
AGREEMENT ("AGREEMENT") ATTACHED AS EXHIBIT A, AND MADE A PART OF AND
INCORPORATED INTO THIS RESOLUTION BY THIS REFERENCE, AND ANY ADDITIONAL
DOCUMENTS PERTAINING TO THE AGREEMENT; TO TAKE ALL ACTIONS NECESSARY TO
IMPLEMENT THE TERMS AND CONDITIONS OF THE AGREEMENT, WITH DANIA AIRPORT HOTELS,
LLC FOR THE DEVELOPMENT OF THE TRU HOTEL; AUTHORIZING THE APPROPRIATE CITY
OFFICIALS TO EXECUTE THE AGREEMENT; REIMBURSING DEVELOPER $92,687.60 FOR THE COST
OF CONSTRUCTING THE NE 1ST STREET WATER LINE, WHICH REIMBURSEMENT AMOUNT
INCLUDES THE REIMBURSEMENT OF $39,118.00 IN WATER IMPACT AND CONNECTION FEES;
PROVIDING FOR CONFLICTS; FURTHER, PROVIDING FOR AN EFFECTIVE DATE. (City Attorney)
7.6 RESOLUTION #2021-031
A RESOLUTION OF THE CITY COMMISSION OF THE CITY OF DANIA BEACH, FLORIDA,
AUTHORIZING THE EXPENDITURE OF FUNDS BY THE PUBLIC SERVICES DEPARTMENT FOR A
DRAINAGE PIPE REPLACEMENT AND ROADWAY REPAIR SERVICES PROJECT, TO BE PERFORMED
BY MAGGOLC, INC., TO BE MADE WITHIN THE PUBLIC SERVICES DEPARTMENT'S APPROVED
ANNUAL BUDGET APPROPRIATIONS; PROVIDING FOR CONFLICTS; FURTHER, PROVIDING FOR AN
EFFECTIVE DATE. (Public Services)
Vice -Mayor Salvino motioned to adopt the Consent Agenda; seconded by Commissioner
Lewellen. The motion carried unanimously.
8. Bids and Requests for Proposals
There were no proposals on this agenda.
Minutes of Virtual Regular Meeting 3
Dania Beach City Commission
Tuesday, March 9, 2021 — 7:00 p.m.
9. Public Hearings and Site Plans
9.1 ORDINANCE #2021-013
AN ORDINANCE OF THE CITY COMMISSION OF THE CITY OF DANIA BEACH, FLORIDA, AMENDING
CHAPTER 28, "LAND DEVELOPMENT CODE," OF THE CITY CODE OF ORDINANCES BY AMENDING
PART 6 "DEVELOPMENT REVIEW PROCEDURES AND REQUIREMENTS," ARTICLE 675 "TEMPORARY
USE AND SPECIAL EVENT PERMITS," SECTION 675-20 "TEMPORARY USES AUTHORIZED," AND
SECTION 675-40 " STANDARDS AND PROCEDURES FOR APPROVAL OF TEMPORARY USE," TO
MODIFY THE REGULATIONS FOR APPROVAL OF SPECIAL EVENT PERMITS; PROVIDING FOR
SEVERABILITY; PROVIDING FOR CONFLICTS; FURTHER, PROVIDING FOR AN EFFECTIVE DATE.
(SECOND READING) (Community Development)
City Attorney Ansbro read the title of Ordinance #2021-013.
Corinne Lajoie, Assistant Director of Community Development, gave a brief presentation on the
text amendment for approval of special event permits.
Mayor James opened the Public Hearing. Seeing as there was no one to speak in favor or
opposition, she closed the Public Hearing.
Vice -Mayor Salvino motioned to adopt Ordinance #2021-013, on second reading; seconded
by Commissioner Lewellen. The motion carried on the following 5-0 Roll Call vote:
Commissioner Davis
Yes
Commissioner Lewellen
Yes
Commissioner Odman
Yes
9.2 ORDINANCE #2021-014
Vice -Mayor Salvino Yes
Mayor James Yes
AN ORDINANCE OF THE CITY COMMISSION OF THE CITY OF DANIA BEACH, FLORIDA,
AUTHORIZING THE EXPENDITURE OF CITY FUNDS EXCEEDING ONE MILLION DOLLARS
($1,000,000.00) FOR MAN CON, INC. TO PROVIDE SERVICES RELATED TO CITY BID NO. 20-006
"SOUTHEAST 2ND AVENUE AND SOUTHEAST 7TH STREET WATER MAIN REPLACEMENT" PROJECT;
PROVIDING FOR SEVERABILITY; PROVIDING FOR CONFLICTS; FURTHER PROVIDING FOR AN
EFFECTIVE DATE. (FIRST READING) (Public Services)
City Attorney Ansbro read the title of Ordinance #2021-014.
Fernando Rodriguez, Director of Public Services, explained the project consists of replacing a
70-year-old water line with larger pipe and Commission authorization is required to expend more
than $1 million.
Mayor James opened the Public Hearing. Seeing as there was no one to speak in favor or
opposition, she closed the Public Hearing.
Commissioner Davis motioned to adopt Ordinance #2021-014, on first reading; seconded
by Commissioner Lewellen. The motion carried unanimously.
Minutes of Virtual Regular Meeting 4
Dania Beach City Commission
Tuesday, March 9, 2021 — 7:00 p.m.
9.3 RESOLUTION #2021-032
A RESOLUTION OF THE CITY COMMISSION OF THE CITY OF DANIA BEACH, FLORIDA, APPROVING
A VARIANCE (VA-100-20) TO SECTION 205-10(0) OF THE LAND DEVELOPMENT CODE ("CODE") TO
PERMIT A BUILDING HEIGHT OF SIXTY-ONE POINT EIGHTY-THREE (61.83) FEET WHERE A
MAXIMUM BUILDING HEIGHT OF THIRTY-FIVE (35) FEET IS PERMITTED IN THE IG ZONING
DISTRICT; AND APPROVING A MODIFICATION TO THE PREVIOUSLY APPROVED SITE PLAN FOR
THE CONSTRUCTION OF AN APPROXIMATELY 115,000 SQUARE FOOT INDUSTRIAL BUILDING IN
THE I-G (INDUSTRIAL) ZONING DISTRICT (SP-039-20MOD), SUBMITTED BY U.S. CRANE AND
RIGGING, LLC, ON BEHALF OF THE PROPERTY OWNER PAMELA KAY HAYES, AS TRUSTEE OF THE
ROBERT L. ELMORE DULY 2010 REVOCABLE TRUST, FOR PROPERTY LOCATED AT 2980 W STATE
ROAD 84, IN THE CITY OF DANIA BEACH, FLORIDA, AS LEGALLY DESCRIBED IN EXHIBIT "A";;
PROVIDING FOR CONFLICTS; FURTHER, PROVIDING FOR AN EFFECTIVE DATE. (Community
Development)
City Attorney Ansbro read the title of Resolution #2021-032 and noted staff is requesting the
item be continued until the March 23rd meeting to ensure corrective notice is given.
Mayor James opened the Public Hearing. Seeing as there was no one to speak in favor or
opposition, she closed the Public Hearing.
Commissioner Lewellen motioned to continue Resolution #2021-032 until the March 23,
2021 City Commission meeting at 7:00 p.m.; seconded by Vice -Mayor Salvino. The motion
carried unanimously.
9.4 RESOLUTION #2021-033
A RESOLUTION OF THE CITY COMMISSION OF THE CITY OF DANIA BEACH, FLORIDA, APPROVING
A VARIANCE (VA-080-20) TO SECTION 205-10(D) OF THE LAND DEVELOPMENT CODE TO PERMIT A
BUILDING HEIGHT OF SIXTY-FOUR AND ONE-HALF (64.5) FEET WHERE A MAXIMUM BUILDING
HEIGHT OF THIRTY-FIVE (35) FEET IS PERMITTED IN THE IG ZONING DISTRICT; AND APPROVING
THE SITE PLAN (SP-071-20) FOR THE CONSTRUCTION OF A 112,931 SQUARE FOOT INDUSTRIAL
WAREHOUSE BUILDING IN THE I-G (INDUSTRIAL) ZONING DISTRICT, SUBMITTED BY DEENA
GRAY, ESQ. FOR GREENSPOON MARDER LLP, ON BEHALF OF THE PROPERTY OWNER PAMELA E.
HAYES, AS TRUSTEE UNDER TRUST DATED DECEMBER 24, 1991, FOR PROPERTY LOCATED AT 3035
SW 36 STREET, IN THE CITY OF DANIA BEACH, FLORIDA; PROVIDING FOR CONFLICTS; FURTHER,
PROVIDING FOR AN EFFECTIVE DATE. (Community Development)
City Attorney Ansbro read the title of Resolution #2021-033 and noted staff is requesting the
item be continued until the March 23rd meeting to ensure corrective notice is given.
Mayor James opened the Public Hearing. Seeing as there was no one to speak in favor or
opposition, she closed the Public Hearing.
Commissioner Lewellen motioned to continue Resolution #2021-033 until the March 23,
2021 City Commission meeting at 7:00 p.m.; seconded by Commissioner Davis. The
motion carried unanimously.
10. Discussion and Possible Action
Minutes of Virtual Regular Meeting
Dania Beach City Commission
Tuesday, March 9, 2021 — 7:00 p.m.
10.1 City Ceremonial Items Policy concerning Proclamations - Mayor James
Mayor James noted she had a request for a proclamation from the store manager of Urban
Outfitters that is opening in Dania Pointe on March 25 h; however, the Ceremonial Items Policy
does not allow for issuing a proclamation for commercial purposes such as opening of a new
business, a new service, a new product or a new professional service. She asked the Commission
whether they would support amending the policy to allow for giving a business a proclamation.
Commissioner Odman noted we did not have problems in the past with proclamations and
questioned if other cities do this.
City Manager Garcia responded it is customary and would be marketing in a celebratory type of
opportunity. In her former cities, they have done this. This would be a win/win situation.
Discussion ensued regarding the policy.
Vice -Mayor Salvino noted he supports this but is concerned with numerous established
businesses being issued proclamations.
Commissioner Odman said we could make it so that the proclamation would have to be
requested by the business.
Commissioner Lewellen noted this should be addressed on a case -by -case basis; she would not
like to change the policy since it received a lot of discussion when it was adopted.
Mayor James felt there would not be many businesses requesting proclamations.
Commissioner Davis looks at it as a transparency issue so that all the Commission knows what is
going on.
Discussion ensued.
The Commission consensus was to amend the Ceremonial Items Policy regarding proclamations
to allow proclamations to be issued to businesses provided the businesses request them and the
Commission would be informed of the request.
10.2 Development Assessment - Mayor James
Mayor James noted she would like to know if we could get some sort of agency to come out and
assess our neighborhoods to see how much density each part of City can withstand regarding
solid waste, water, and infrastructure. If such of an assessment could be done, it would help with
decision making when approving projects.
Commissioner Lewellen felt we already do this process with each project.
Minutes of Virtual Regular Meeting
Dania Beach City Commission
Tuesday, March 9, 2021 — 7:00 p.m.
City Manager Garcia noted that for every project that comes forward, commencing at every step
of the way, it goes through various processes encompassing infrastructure as it pertains to
density and height/weight. This process is in already in place now.
Mayor James stated she knows that part is in place now, but there is nothing to gauge how much
land is at capacity or what part of our land can withstand more development.
Vice -Mayor Salvino felt this would not work; he cannot see spending money on assessments.
City Manager Garcia added there are certain property rights for owners. She recommended
sitting down with Community Development and looking at what we are doing and whether we
can elevate our game.
Vice -Mayor Salvino mentioned relative to controlling development, previously there was a
moratorium in place that prevented changing the ordinance on development restrictions.
Eve Boutsis, Assistant City Attorney, verified all projects have an expiration date of 18 months
to complete work included in our current resolutions. She noted the governor's emergency order
of any kind extends all approvals beyond the normal allotted time.
10.3 Memorial Tree Program - Commissioner Lewellen
Commissioner Lewellen spoke of honoring someone who has passed and noted there are
programs in many cities where they do memorial trees; donations to a fund are accepted and a
tree is planted with a plaque in a passive park.
City Manager Garcia said she has done this with other cities. She explained the program would
have a fund and would provide native species of trees. The program would be totally turnkey to
include tree planting, memorial plaque, and no cost to the City. Adding beautification to passive
parks and swales is tremendously beneficial to the City.
Commissioner Lewellen commented honoring someone with a tree is a nice thing to do to bring
life from death.
Commissioner Odman felt it is a wonderful thing particularly for those who were unable to have
a service due to COVID.
Mayor James said she supported the program, but thought we had a program where there were
trees dedicated to those who worked for the City. She felt this is a great idea.
The Commission consensus was to move forward with the program.
10.4 Schedule City Commission Summer Recess
The Commission consensus was to cancel the July 27, 2021 and August 10, 2021 City
Commission meetings.
Minutes of Virtual Regular Meeting 7
Dania Beach City Commission
Tuesday, March 9, 2021 — 7:00 p.m.
10.5 Volunteers and interns for the City Commission - Linda Gonzalez, Director of
Human Resources
Human Resources Director Gonzalez gave a PowerPoint presentation which is attached to and
incorporated into these minutes. She noted individual meetings with the Commission have
occurred and HR is working on a policy. There would be two type of interns; through a
university and on-the-job training (OJT) and they would be sponsored by the elected officials,
IT, and PIO. Volunteers would be non -paid positions.
Jim Cherof, Labor Counsel, noted the Commission's input is requested on the questions
presented.
Mayor James noted the universities do have a timeline to follow to select interns and provide
them college credits for participating.
Human Resources Director Gonzalez re -reviewed the recommendations.
Commissioner Davis said she loved the program so far; regarding OJT interns, the criteria seem
to be ambiguous, and she wants to make sure there is a specific set of objectives suited to the
specific job.
Commissioner Lewellen noted since this is a first-time program, perhaps we should start out with
only doing the university interns and not OJT interns.
Mayor James said she would want both type of interns and volunteer programs at the same time.
Discussion ensued regarding the minimum age of interns and volunteers.
The Commission consensus was:
Intern — senior in high school
Volunteer — 13 years for group volunteers and 16 years for individual
Discussion ensued regarding the maximum number of interns or volunteers that may be assigned
to any Commissioner.
The Commission consensus was:
Intern — 1
Volunteer — 1
Discussion ensued regarding the number of hours per week an OJT intern or volunteer may
work.
The Commission consensus was:
OJT Intern — 10-20 hours per week
Volunteer — 10-15 hours per week
Minutes of Virtual Regular Meeting 8
Dania Beach City Commission
Tuesday, March 9, 2021— 7:00 p.m.
11. Commission Comments
11.1 Commissioner Davis
Commissioner Davis spoke of recent events she attended, including the Black History Month
event hosted by the Broward Black Elected Officials, St. Ruth Missionary Baptist Church food
distribution event, and the United Way 291h Day of Caring event. She thanked everyone for
turning out on International Women's Day for the ribbon cutting at the Dania Pointe police
substation.
11.2 Commissioner Lewellen
Commissioner Lewellen spoke of the ribbon cutting event at the Dania Pointe BSO substation.
She noted that the MPO meetings are continually being cancelled. She gave an update of the
BLC Task Force and distribution of COVID funding; they continue to work the Broward County
Commissioners.
11.3 Commissioner Odman
Commissioner Odman spoke of emails she has received regarding the coyote siting situation and
she asked the City Manager to investigate it.
City Manager Garcia noted staff reached out to the Florida Wildlife Commission regarding the
coyote concern in our City. Consideration is being given to signage and social media; several
residents have contacted the Wildlife Commission for solutions on the matter.
11.4 Vice -Mayor Salvino
Vice -Mayor Salvino said he is proud of our City and our police force.
11.5 Mayor James
Mayor James thanked everyone for their support and dialogue. She spoke of the food
distributions taking place on Griffin Road every Wednesday from 12-7; it is a good feeling to
help people and address their concerns.
12. Appointments
12.1 Airport Advisory Board — no appointments
12.2 Creative Arts Council Advisory Board — no appointments
12.3 Education Advisory Board
Minutes of Virtual Regular Meeting 9
Dania Beach City Commission
Tuesday, March 9, 2021 — 7:00 p.m.
Commissioner Davis appointed Kenyatta McKie, Assistant Principal at Olsen Middle School, as
an ad hoc non -voting member.
12.4 General Employees Pension Board
The Commission appointed Luis Rimoli for a term expiring March 22, 2023.
12.5 Green Advisory Board — no appointments
12.6 Marine Advisory Board — no appointments
12.7 Parks, Recreation and Community Affairs Advisory Board
Mayor James appointed: Simone Chait
Commissioner Lewellen motioned to approve the appointments; seconded by Vice -Mayor
Salvino. The motion carried unanimously.
13. Administrative Reports
13.1 City Manager
City Manager Garcia reported that FDOT is willing to sell us 1.4 acres that would allow us to
move forward with the last piece of the Ocean Park plan; the purchase would only cost us
$325,000 for that much acreage. She would like the Commission's approval to move forward
with a Letter of Intent with FDOT and come back to the Commission with an agreement so we
could move forward with an RFP. She noted the grant is a FRDAP Grant received for the Tootie
Adler project which is a separate project. She confirmed this is an FAU parcel that actually
belongs to FDOT.
Mayor James asked if we would pay the appraised value.
City Manager Garcia responded she would never recommend paying anything beyond the
appraised value.
Frank DiPaolo, Director of Finance, explained there is a lease on the property which impairs the
value of the property and makes it affordable to the city.
Mayor James felt this is a tremendous investment and would allow us to move forward with the
Park and Beach master plans.
Vice -Mayor Salvino felt this is a great opportunity and a big start to getting the grill going. He is
happy to see the parking garage going forward.
Minutes of Virtual Regular Meeting 10
Dania Beach City Commission
Tuesday, March 9, 2021 — 7:00 p.m.
Commissioner Davis asked if we could get this out to the public that we are able to move
forward now; we need to make this a big deal.
The Commission consensus was to move forward with the Letter of Intent.
Mayor James suggested waiting until we have issued an RFP before announcing anything.
City Manager Garcia spoke of creating signage for the RFP and the FRDAP Grant on the park
and continuing to get it out on social media and Code Red to keep residents informed. She
thanked the Commission for the drainage project initiatives they have supported as well as
allowing her to recruit the type of employees who are responsive on matters. She also spoke of
the time and effort spent on the recent strategic plan session; we are one step closer to adopting
the document.
City Manager Garcia confirmed both signs on Griffin Road and Dania Beach Boulevard have
been completed and the team is working on a landscaping plan to follow up with both locations.
City Manager Garcia noted her recommendation was to not go to Tallahassee this year; we have
a solid project in the works, and we are seeing that our lobbyist team has made some traction.
She will be providing the Commission with virtual meeting information to participate in future
discussions.
City Manager Garcia added City Hall was successfully opened on March lst and thanked the
Commission for their support.
City Manager Garcia thanked Chief Pellecer for doing the team photo at the ribbon cutting.
13.2 City Attorney
Funding of Settlement in Poplin Code Compliance case
City Attorney Ansbro reviewed the Code Compliance case that was settled and noted he is
seeking a motion to take $110,000 from Reserves to fund the settlement.
Commissioner Odman motioned to approve $110,000 to be taken from Reserves to fund the
settlement in the Poplin Code Compliance case; seconded by Commissioner Lewellen. The
motion carried unanimously.
City Attorney Ansbro reported the court case against Jai Alai redevelopment was dismissed by a
judge and they will be able to move forward with their redevelopment.
13.3 City Clerk - Reminders
Tuesday, March 23, 2021 - 7:00 p.m.
Tuesday, April 13, 2021 - 5:30 p.m.
Minutes of Virtual Regular Meeting 11
Dania Beach City Commission
Tuesday, March 9, 2021 — 7:00 p.m.
City Commission Meeting
CRA Board Meeting
Tuesday, April 13, 2021 - 7:00 p.m. City Commission Meeting
14. Adjournment
Mayor James adjourned the meeting at 9:37 p.m.
ATTEST: CITY OF DANIA BEACH
THOMAS SCHNEIDER, CMC p TAMARA J
CITY CLERK �°BU
...P MAYOR
Approved: March 23, 2021
Minutes of Virtual Regular Meeting 12
Dania Beach City Commission
Tuesday, March 9, 2021 — 7:00 p.m.
VOLUNTEERS
and INTERNS
for elected
officials
IDANIA hP-h
► Commit personal time and effort
without compensation
► Learn about functions of local
government with goal of providing
community support
► May be assigned to an individual
commission member and/or utilized
as team for City events, i.e. a
volunteer pool
Formal Internship — University Intern
► Associated with a University where the City has
developed a program with goals and objectives
► Candidate must be a University student
Informal Internship — OJT Intern (On the job
training)
► Candidate may or may not be associated with a
University
► Informal intern may be on a vocational track
and may or may not be attending college in the
future
► Does not meet the legal definition of an intern
► Will be similar to on the job training, (OJT)
Y
INTERNSHIPS
1-
A high -quality internship is a pre -professional
learning experience which offers meaningful,
practical work experience related to a student's
Considerations practical
of study or career Interest and a chance to
learn new skills
Definitions:
Commission
Member
Human Resources
"Main benefit is geared toward the
intern"
The mentor (Commission "Member") is
responsible for the training, program
requirements, documentation and
reporting as outlined by the University
and program coordinator (HR).
VOLUNTEERS
We can consider individual volunteers assigned
to a Member or a group of volunteers who are
contacted to support City-wide events, (clean-up,
food give-away, etc.)
Commission Members are responsible for interns/volunteers
assigned to them.
Sign -in, timekeeping, coordination of goals and objectives, (and if
minors, with the parental approval), and must provide adequate
training and support.
Prior to HR/Coordinator assigning an intern or volunteer —
Commission Member will attend orientation to review
requirements, responsibilities, reporting documents.
HR must regularly review the documents provided by Commission
(weekly) to ensure that they are engaged in meeting intern
learning objectives.
Member will be given a checklist of items to review with each
volunteer/intern to provide a sufficient orientation (documents are
returned to HR for file). May attend quarterly HR on -boarding
session (4-5 hours).
IUse of Resources
Interns and Volunteers require use of City resources in terms of staff time to hire,
conduct background checks, conduct orientation, weekly monitoring of required
documents, follow-up with interns/volunteers.
• There are direct and indirect expense: Staff time, email address licenses,
issuing ID cards, training, equipment, etc.
• There is no current budget for paid internships or any expenses associated with the
programs.
• As these as both new programs that require a great deal of staff time and resources, it
is suggested we consider the start of either of these programs on a limited basis with
defined timeframes, and also consider COVID-19 safety precautions.
• Timeframes for volunteers should be established or if to be used for City events.
VOLUNTEERS
• Volunteer may not replace duties
performed by an employee; this may
be a bargaining unit issue
• City may not accept volunteer
services that result in layoff or
reduction of hours for any City
employee
• Relatives of City employees or
members of City Commission are not
eligible for volunteer assignments
• Volunteers may only provide services
within the municipal boundaries of the
City
• Volunteers may not perform tasks that
will involve candidate or issue related
election campaign activities or fund
raising, either directly or indirectly.
VOLUNTEER Policy - key points
OVERVIEW:
• Recruit, train, mentor, track and recognize individuals to maximize the
learning experience
• Ensure activities are conducted in a safe environment
VOLUNTEER COORDINATOR:
• HR Department will perform this function
• Recruits, ensures requirements are met
• Maintains records
• Acts as liaison between volunteer and Member of the City Commission
(Member)
• Monitors and reviews paperwork from Member weekly to ensure program
compliance and answer questions that may arise from the volunteer (or
intern)
PROGRAM GUIDELINES
• Can vary depending on needs of volunteer and Member
xEmmww-O�NTS KEG
VOLUNTEER Policy - key points
MEMBER (Commission) RESPONSIBILITES:
• Will submit a program outline to HR, prior to volunteer being assigned
• The program outline will contain (at a minimum), the following:
• The types of activities and work the volunteer will perform
• The days and hours of assignments
• Where the activities will occur
• Whether the volunteer will interact with members of City staff or
members of the Community
• How the Member will document and supervise the volunteer's
activities
• How volunteer performance will be measured
C
Volunteer expectations
• Volunteers must not be impaired due to alcohol or drugs.
• All City parks and facilities are smoke -free.
• Respectful treatment of patrons and City staff.
• Dress codes may apply to certain volunteer positions.
• Volunteers must notify The Coordinator immediately if encountering an unsafe
situation.
• Volunteers must comply with all health and safety policies of the City, including but
limited to Covid-19 polices. Violation will result in immediate dismissal from the
volunteer program.
• Volunteers shall not accept any form of compensation for their volunteering, including
gifts or discounts.
INTERNSHIPS
ero�.
INTERN policy - key points
TWO TYPES OF INTERNS:
1. University Interns
• A student enrolled or accepted for enrollment at a post-
secondary institution trade or vocational school, who is seeking
course credit for interning with a municipality and is engaged in
the school internship program
2. On the Job (OJT) Interns
• Individuals who are not associated with a formal University
Internship Program and may or may not be seeking college
credits, but who wish to learn the nature of local government
operations and functions and/or further their job experience
Administration of the Program
Similar to the volunteer program, Human Resources will coordinate
the internship process.
Development of internship forms and applications.
Process applications and conduct background investigations.
Work with high schools, post -secondary institutions, trade schools
or vocational schools to coordinate with those institutions criteria,
rules and procedures for student internships.
Coordinate with Members of the City Commission to assure proper
placement of an intern.
Develop and implement the use of record keeping forms to track
the activities of an intern.
Issue identification badges to interns.
Administration of the Program
• Train Members of the City Commission on the proper over -sight of
interns activities and record keeping responsibility.
Prepare periodic reports to the City Manager and City Commission of
the internship program.
Coordinate with the City Attorney's Office regarding legal and risk
implications of the internship program and recommend program
adjustment as needed.
Issue a certificate of completion to the intern which indicates the dates
of commencement of the internship. No certificate will be issued to an
intern who has been released from the internship program for failure to
comply with program or conduct guidelines.
• Intern and Member to complete evaluations at end of program.
The City must
regularly review
the duties
performed by
student interns to
ensure that they
are engaged in
meeting their
learning
objectives.
All internship hours
must be tracked
and confirmed.
Both the intern
and the intern's
supervisor must
complete and
sign a weekly
hours worked
tracking form and
return the
documentation to
Coordinator, (H R) .
If a Member is
assigned a
University Intern,
in addition to any
City required
reporting
documents, the
Member must
complete any
University required
documents and
return all
documentation
timely to the
Coordinator,(HR).
It is recommended
that all interns
provide a
presentation at
the end of the
internship or at
appropriate
intervals to
demonstrate how
the learning
objectives were
met.
Questions/discussion
�. What should be the minimum
age of the volunteer?
Maximum number of volunteers
that may be assigned to any
commissioner?
3. Number of hours/week a
volunteer may work? Should it
depend on age?
What should be the minimum age
of the intern*?
Maximum number of interns that
may be assigned to any
commissioner*?
Number of hours/week an intern
may work? Should it depend on
age*?
An orientation/training class should be conducted for any Commission
"Members" who wish to work with a volunteer or intern, to review program
requirements, including documentation, etc.
*Program requirements will differ for University interns, depending upon the
specific University terms.
Recommendations:
Human Resources to continue scheduled meetings with multiple universities to determine program
requirements:
N S U 3/8/21
Barry University scheduled for 3/12/21
FIU/FAU being scheduled
r., Broward/ASA pending response
HR to identify which Universities to work with.
HR to identify which Department Heads/Elected Officials wish to participate in an internship program.
HR to create job descriptions for each internship opportunity with each selected university.
HR to create program and documents/forms to be created as need for volunteers, OJT interns and
specific University interns.
4 HR to determine with each Department Head/Elected official option for academic credit or experiential
internships, depending on the university and needs of the City.
Recommendation to start formalized intern and volunteer programs for the fall 2021. (August term)
J