Loading...
HomeMy WebLinkAbout20200623 Virtual Regular Meeting MINUTES OF VIRTUAL REGULAR MEETING DANIA BEACH CITY COMMISSION TUESDAY, JUNE 23, 2020 - 7:00 P.M. 1. Call to Order/Roll Call Mayor Lewellen called the meeting to order at 7:00 p.m. Present: Mayor: Lori Lewellen Vice-Mayor: Lauren Odman Commissioners: Chickie Brandimarte Bill Harris Tamara James City Manager: Ana M. Garcia, ICMA-CM City Attorney: Thomas Ansbro City Clerk: Thomas Schneider 2. Moment of Silence and Pledge of Allegiance Mayor Lewellen called for a moment of silence after the Pledge of Allegiance to the United States Flag. 3. Presentations and Special Event Approvals 3.1 Presentation of City's Comprehensive Annual Financial Report for Fiscal Year 2018- 2019 by HCT Certified Public Accountants and Consultants, LLC and Frank DiPaolo, Director of Finance Frank DiPaolo, Director of Finance, noted the results of the audit were good and the City was issued an unqualified opinion. The City applied for the CAFR award for 2019. He explained the auditing process and addressed management letter comments from the prior year, noting most have been satisfied. Roderick Harvey, HCT Accountants, introduced colleagues James Patton and Thomas Williams. Mr. Patton, Mr. Williams and Mr. Harvey gave a PowerPoint presentation of the FY 2018-2019 CAFR, which is attached to and incorporated into these minutes. Commissioner James asked if there were any areas that we could improve on. Mr. Harvey noted there are five management letter comments made last year that have not been fully addressed. Commissioner Harris asked what the City could do to improve in those areas. Mr. Harvey spoke of an annual evaluation of employees, errors noted in the HR files, discretionary selection of working with certain law firms, notice to award and proceed, and the OIG issue. Mayor Lewellen noted the five areas, and asked if any had been addressed. Finance Director DiPaolo noted that procurement has moved forward,the error rate in HR files is much less than last year, the evaluation of employees has no bearing on a financial audit, the City Attorney issue is the way the office operates, the Procurement Administrator has been hired and all future bids will include an award letter. Commissioner James questioned the CCNA bid mentioned by Mr. Harvey. City Manager Garcia noted everything regarding the OIG and procurement has been taken care of; everything mentioned by the auditing team has been addressed or we are taking steps to address. Finance Director DiPaolo said we were finalizing the drafting of the new CCNA engineering services bid prior to City Hall closing due to COVID; we are moving forward with virtual bid openings and plan to have the CCNA bid completed by September 30. Mayor Lewellen asked about any anticipation of revenue loss next year due to COVID. Mr. Harvey responded his firm has provided an HCT alerts to City staff discussing anticipated issues. He noted disclosures have been provided by AICPA; a paper was sent out suggesting some of the things they think cities should be addressing. Commissioner Harris felt we should consider moving forward with our strategic plan since we have had a clean audit. City Manager Garcia responded we had paused the process because of COVID, but now with the clean audit, we could do a hybrid of in-person or virtually. We can get some dates from the facilitator and utilize the NW Conference room, which would accommodate up to eight persons. Vice-Mayor Odman said it is important that we be in-person, but asked that we wait until the current spike in COVID cases subsides so we can come up with a plan to put in place. City Manager Garcia noted the atrium could create a nice, open space, with enough separation. She agreed the five Commissioners and she should be in the same group. Mayor Lewellen suggested getting dates and see if we can move forward. Commissioner James favored the in-person setting and questioned if there was a consensus. Minutes of Virtual Regular Meeting 2 Dania Beach City Commission Tuesday,June 23,2020—7:00 p.m. Mayor Lewellen preferred to do it in-person, but she would like to see what a hybrid model would look like. Vice-Mayor Odman suggested before doing the dates, we have the facilitator give feedback on what a hybrid would look like and at the next meeting, we can figure out what is decided. City Manager Garcia recommended if it can be done in-person, it should be, and that all of us should be present. She will speak to the facilitator on this process and provide his feedback to the Commission. 3.2 Presentation on Organizational Development and Training for the City by Brian Rosenberg, Ph.D. with an introduction by Linda Gonzalez, Director of Human Resources Director of Human Resources Gonzalez introduced Dr. Rosenberg and spoke of the two training courses, Strength Finders and Emotional Intelligence, to be offered to the leadership team first and then to all City employees. Dr. Rosenberg addressed in detail the two workshops he offers, Emotional Intelligence and Strength Finders. 3.3 Presentation on Cultural Communication for the City by Dr. Cheryl White Dr. White gave a presentation, which addressed bringing cultural diversity and inclusion to the City as it relates to conflict resolution. She encouraged all City employees to take part in the training she will bring to the City. 3.4 Legislative update regarding police use of force and related issues by Mayor Lewellen Mayor Lewellen gave an update on the Sheriff's initiatives being undertaken, and discussion and proposals for legislation in the legislative session next year. She encouraged anyone who has suggestions or ideas to let her know, and she addressed questions and comments from the Commission. 3.5 Update on Parks and Recreationibeach and pier by Eric Brown, Director of Parks & Recreation Parks & Recreation Director Brown gave a brief update on Parks & Recreation facilities' openings and closings, hours of operation and the social distancing in effect. He noted summer camp would be cancelled in the City due to the number of COVID cases among camp counselors. Discussion ensued regarding summer camp and COVID cases in the City. Minutes of Virtual Regular Meeting 3 Dania Beach City Commission Tuesday,June 23,2020—7:00 p.m. 3.6 Update on Community Development, Code, Building, permits, inspections and zoning by Candido Sosa-Cruz, Assistant City Manager Assistant City Manager Sosa-Cruz gave an update and noted that all City departments are fully open and operating even though City Hall is closed. He added a hotline number to report violations of emergency orders will be rolled out next week. At the Commission meeting on July 28t', a City app to report all types of issues will be rolled out and presented. A brief discussion ensued regarding contractor violations and the City not holding Special Magistrate hearings. 3.7 Special Event request from Neptune (TNT) Fireworks to install temporary canopies during their annual Fireworks Sale from June 25, 2020- July 11, 2020, at 768 E Dania Beach Boulevard, Dania Beach, Florida (Community Development) Vice-Mayor Odman questioned the social distancing of customers under the canopies. City Manager Garcia noted staff could meet with them prior to the sale to review the social distancing requirements and our standards. Commissioner James noted someone would need to take responsibility for the traffic going in and out of the business. City Manager Garcia responded they will have to prove to us and invest, and we will meet with BSO to ensure proper practices are followed. Assistant City Manager Sosa-Cruz addressed all of the requirements under a Special Event permit, and noted Code Compliance will monitor them. Commissioner Harris motioned to approve the Special Event request for Neptune (TNT) Fireworks; seconded by Vice-Mayor Odman. The motion carried unanimously. 3.8 Special Event request from Mayhem Ranch LLC for their Bass Pro Social Distance Drive-thru Animal Park event to be held at 200 Gulfstream Way on June 25-28, 2020 from 10:00 a.m. - 7:00 p.m. (Community Development) Commissioner Harris motioned to approve the Special Event request for the Bass Pro Social Distance Drive-thru Animal Park event; seconded by Commissioner Brandimarte. The motion carried unanimously. 4. Proclamations 4.1 LGBTQ+Pride Month- requested by Mayor Lewellen Mayor Lewellen read the LGBTQ+Pride Month Proclamation. Minutes of Virtual Regular Meeting 4 Dania Beach City Commission Tuesday,June 23,2020—7:00 p.m. 4.2 Juneteenth-requested by Commissioner James Commissioner James read the Juneteenth Proclamation. 5. Citizen Comments Brother Mac/Terrance McElroy, Lighthouse Community Church, 650 S Federal Highway, President of Lighthouse 4Students, a student mentoring organization that supports local government and public schools by helping to end destructive cycles and by empowering students by way of education, gave an update on Lighthouse4students.org outcomes and responses during the pandemic. Commissioner James suggested he get with Eric Brown, Director of Parks & Recreation, to see how their organization and the City can link. Commissioner Brandimarte thanked Brother Mac and his organization for all of their work. Erika Patten, 501 E Dania Beach Boulevard, addressed the City's plans regarding outdoor events proposed to occur in the fall, specifically those that would re-ignite the economy and overcome obstacles, and she questioned the application and proposal process in the face of the pandemic. City Manager Garcia responded we would continue to look at the numbers and follow best practices. She addressed the application process in consideration of the challenges we are facing. 6. Public Safety Reports Captain Daniel Marks, BSO Chief of Police, reported on the march and protest held on June 11t', and on recent criminal activity in the City. He spoke of planned events once social distancing requirements are lifted. Captain Sergio Pellecer, BSO District Fire Chief, gave an update on his department and recent calls, including two fires. He has been able to get additional free PPE for City employees and thanked the Commission for their leadership. 7. Consent Agenda Items added to ConsentAgenda: #7.13 Items removed from Consent Agenda: #7.7 7.1 Minutes: Approve Minutes of June 9, 2020 Virtual City Commission Meeting Minutes of Virtual Regular Meeting 5 Dania Beach City Commission Tuesday,June 23,2020—7:00 p.m. 7.2 Travel Requests: None Resolutions 7.3 RESOLUTION#2020-058 A RESOLUTION OF THE CITY COMMISSION OF THE CITY OF DANIA BEACH, FLORIDA, AUTHORIZING THE PROPER CITY OFFICIALS TO APPROVE AND EXECUTE CHANGE ORDER NO.2 IN THE TOTAL AMOUNT OF SIXTY FOUR THOUSAND SIX HUNDRED SEVENTY EIGHT DOLLARS AND THIRTY NINE CENTS ($64,678.39) TO SAGARIS CORP. FOR THE PURCHASE OF ADDITIONAL CONSTRUCTION SERVICES AND TO MEET FIELD CONDITIONS FOR THE MULTIMODAL ENHANCEMENTS PROJECT RELATED TO THE CITY INVITATION TO BID ("ITB") NO. 19-004; PROVIDING FOR CONFLICTS;FURTHER,PROVIDING FOR AN EFFECTIVE DATE. (Public Services) 7.4 RESOLUTION#2020-059 A RESOLUTION OF THE CITY COMMISSION OF THE CITY OF DANIA BEACH, FLORIDA, AUTHORIZING PAYMENT FOR SERVICES PERFORMED BY METRO EXPRESS, INC., RESULTING FROM AN INCREASE IN SERVICE ACTIVITY IN THE CITY OVER THE PAST Six MONTHS, BY AN ANNUAL AMOUNT NOT TO EXCEED FOURTEEN THOUSAND TWO HUNDRED FORTY ONE DOLLARS AND FORTY SIX CENTS ($14,241.46); PROVIDING FOR CONFLICTS; FURTHER, PROVIDING FOR AN EFFECTIVE DATE. (Public Services) 7.5 RESOLUTION#2020-060 A RESOLUTION OF THE CITY COMMISSION OF THE CITY OF DANIA BEACH, FLORIDA, AUTHORIZING THE PROPER CITY OFFICIALS TO EXECUTE AN AGREEMENT FOR CONSTRUCTION SERVICES FOR CONCRETE AND ASPHALT REPAIRS AND RECONSTRUCTION WITHIN CITY ROAD RIGHTS-OF-WAY BY METRO EXPRESS, INC. UNDER THE CITY OF MIAMI BEACH INVITATION TO BID NO. ITB 2018-033-ND, VALID THROUGH NOVEMBER 17, 2023, IN AN AMOUNT THAT WILL EXCEED THE ANNUAL VENDOR THRESHOLD AMOUNT OF TWENTY FIVE THOUSAND DOLLARS ($25,000.00)EACH YEAR THE CONTRACT IS IN PLACE AND AUTHORIZING SUCH PURCHASES THAT ARE TO BE MADE WITHIN THE DEPARTMENTS' APPROVED ANNUAL BUDGET APPROPRIATIONS; PROVIDING FOR CONFLICTS;FURTHER,PROVIDING FOR AN EFFECTIVE DATE. (Public Services) 7.6 RESOLUTION#2020-061 A RESOLUTION OF THE CITY COMMISSION OF THE CITY OF DANIA BEACH, FLORIDA, AUTHORIZING THE PROPER CITY OFFICIALS TO EXECUTE AN INTERLOCAL AGREEMENT ("ILA") WITH BROWARD COUNTY RELATING TO COVID-19 EMERGENCY ORDER FUNDING AND ENFORCEMENT OF EMERGENCY ORDERS;PROVIDING FOR CONFLICTS;FURTHER,PROVIDING FOR AN EFFECTIVE DATE. (Community Development) 7.8 RESOLUTION#2020-063 A RESOLUTION OF THE CITY COMMISSION OF THE CITY OF DANIA BEACH, FLORIDA, AUTHORIZING THE PROPER CITY OFFICIALS TO ACCEPT AND EXECUTE A HAZARDOUS MITIGATION GRANT PROGRAM FEDERALLY FUNDED SUB-AWARD AND GRANT AGREEMENT (PROJECT 4337-334-R) BETWEEN THE CITY AND THE FLORIDA DIVISION OF EMERGENCY MANAGEMENT IN AN AMOUNT OF EIGHT HUNDRED TWELVE THOUSAND EIGHT HUNDRED FIFTY DOLLARS($812,850.00),FOR A WIND RETROFIT IMPROVEMENTS PROJECT AND A NEW GENERATOR FOR FIRE RESCUE STATION NO. 1; ALSO, PROVIDING AUTHORIZATION TO PROCEED WITH Minutes of Virtual Regular Meeting 6 Dania Beach City Commission Tuesday,June 23,2020—7:00 p.m. ADVERTISEMENT FOR BIDS FOR PHASE I OF THE PROJECT;PROVIDING FOR CONFLICTS;FURTHER, PROVIDING FOR AN EFFECTIVE DATE. (Public Services) 7.9 RESOLUTION#2020-064 A RESOLUTION OF THE CITY COMMISSION OF THE CITY OF DANIA BEACH, FLORIDA, CONDEMNING ALL ACTS OF POLICE BRUTALITY, RACIAL PROFILING AND UNWARRANTED AND EXCESSIVE FORCE;PROVIDING FOR CONFLICTS;FURTHER,PROVIDING FOR AN EFFECTIVE DATE. (Commissioner James) 7.10 RESOLUTION#2020-065 A RESOLUTION OF THE CITY COMMISSION OF THE CITY OF DANIA BEACH, FLORIDA, AUTHORIZING THE FINANCE DEPARTMENT TO UTILIZE SOFTWARE HOUSE INTERNATIONAL(SHI) UNDER THE STATE OF FLORIDA CONTRACT NO. 43230000-15-02 AND TO EXCEED THE CITY'S VENDOR ANNUAL VENDOR THRESHOLD TOTAL AMOUNT OF TWENTY FIVE THOUSAND DOLLARS ($25,000.00); AUTHORIZING SUCH PURCHASES THAT ARE MADE WITHIN THE RESPECTIVE DEPARTMENTS' APPROVED ANNUAL BUDGET APPROPRIATIONS; PROVIDING FOR CONFLICTS; FURTHER,PROVIDING FOR AN EFFECTIVE DATE. (Finance) 7.11 RESOLUTION#2020-066 A RESOLUTION OF THE CITY COMMISSION OF THE CITY OF DANIA BEACH, FLORIDA, AUTHORIZING THE PROPER CITY OFFICIALS TO EXECUTE AN INTERLOCAL AGREEMENT WITH BROWARD COUNTY FOR "GUARANTEED PARTIAL SERVICE BUILDING CODE SERVICES" TO BE PERFORMED BY THE BROWARD COUNTY PERMITTING, LICENSING AND CONSUMER PROTECTION DIVISION OF THE ENVIRONMENTAL PROTECTION AND GROWTH MANAGEMENT DEPARTMENT; WAIVING COMPETITIVE BIDDING AND PROCEEDING WITHOUT ADVERTISEMENT FOR BIDS; PROVIDING FOR CONFLICTS; FURTHER, PROVIDING FOR AN EFFECTIVE DATE. (Community Development) Ordinances (Titles read by City Attorney) 7.12 ORDINANCE #2020-010 AN ORDINANCE OF THE CITY COMMISSION OF THE CITY OF DANIA BEACH, FLORIDA, REPEALING ORDINANCE 293 DATED OCTOBER 30, 1952, RELATING TO THE RULES AND REGULATIONS FOR CITY OWNED CEMETERIES AND ORDINANCE 102 DATED AUGUST 24, 1976, RELATING TO AN OBSOLETE FEE SCHEDULE AS WELL AS RULES FOR INSTALLATION AND DISPLAY OF MARKERS FOR CEMETERIES; PROVIDING FOR CONFLICTS; PROVIDING FOR SEVERABILITY; FURTHER, PROVIDING FOR AN EFFECTIVE DATE. (FIRST READING) (City Attorney) Addendum 7.13 RESOLUTION NO. 2020-067 A RESOLUTION OF THE CITY COMMISSION OF THE CITY OF DANIA BEACH,FLORIDA, OPPOSING A BROWARD COUNTY CHARTER AMENDMENT TO BE PLACED ON THE NOVEMBER 2020 GENERAL ELECTION BALLOT THAT WOULD ALLOW THE COUNTY TO SUPERSEDE CITY ZONING AND OTHER ORDINANCES WHICH WOULD OTHERWISE BE APPLICABLE TO COUNTY PROJECTS TO BE LOCATED WITHIN MUNICIPALITIES WHICH PROJECTS ARE, IN WHOLE OR IN PART, TO BE FUNDED BY TRANSPORTATION SURTAX FUNDING, ON LANDS OWNED OR LEASED BY THE COUNTY WHICH Minutes of Virtual Regular Meeting 7 Dania Beach City Commission Tuesday,June 23,2020—7:00 p.m. LANDS ARE LOCATED WITHIN MUNICIPALITIES; PROVIDING FOR CONFLICTS; FURTHER, PROVIDING FOR AN EFFECTIVE DATE. (City Attorney) Commissioner James motioned to adopt the Consent Agenda, with the addition of Item #7.13, and with the exception of Item #7.7; seconded by Commissioner Harris. The motion carried unanimously. 7.7 RESOLUTION#2020-062 A RESOLUTION OF THE CITY COMMISSION OF THE CITY OF DANIA BEACH, FLORIDA, AUTHORIZING THE EXPENDITURE OF FUNDS BY THE HUMAN RESOURCES AND COMMUNITY DEVELOPMENT DEPARTMENTS FOR SERVICES TO BE PURCHASED FROM PRESTIGE MAINTENANCE & CONTRACTING INC. TO FABRICATE, DELIVER AND INSTALL WELLNESS BARRIERS AND A PROTECTIVE DOOR FOR THE CODE COMPLIANCE DIVISION, AS WELL AS FOR THE PURCHASE OF TEMPER-SURE CAMERAS TO HELP PREVENT THE SPREAD OF COVID-19 FOR FISCAL YEAR 2019-2020 ENDING SEPTEMBER 30, 2020, WHICH MAY EXCEED AN ANNUAL SINGLE VENDOR TOTAL AMOUNT OF TWENTY FIVE THOUSAND DOLLARS ($25,000.00); AUTHORIZING FUNDING FOR THE WELLNESS BARRIERS TO BE MADE FROM THE EMERGENCY DISASTER RESERVE ACCOUNT APPROPRIATED TO THE HUMAN RESOURCES ACCOUNT, AND THE PROTECTIVE DOOR PURCHASE, TO BE APPROPRIATED FROM THE CODE COMPLIANCE ACCOUNT; PROVIDING FOR CONFLICTS;FURTHER,PROVIDING FOR AN EFFECTIVE DATE. (Human Resources) City Attorney Ansbro read the title of Resolution#2020-062. Vice-Mayor Odman noted she had questions regarding what would be ordered, specifically the glass, and asked where it would be set up. Linda Gonzalez, Director of Human Resources, addressed the thorough walk-through of City facilities in order to ensure there would be social distancing where any employee worked. Vice-Mayor Odman asked about the Commission Chamber. Director of Human Resources Gonzalez noted the barriers would be on the sides of the Commissioners. Vice-Mayor Odman said they do not talk to each other, nor turn to each other. Her concern is before the meetings, people come up and talk to the Commissioners. She is not sure what it will do to have it between the Commissioners. Director of Human Resources Gonzalez explained the thought at the time, even if you cough or sneeze, you are sitting less than six feet from each other. They measured from where the podium is to the dais and it was six feet; at that time they did not feel the Commission needed glass in front of them. Once the Commission Chamber reopened, six feet distance would be maintained in front of them; the focus was on areas where you could not sit six feet apart. Vice-Mayor Odman referenced the temperature cameras and questioned the benefits of doing this type of screening; she is not aware of any. She also asked what the benefit is of putting in a large body scanner. Minutes of Virtual Regular Meeting 8 Dania Beach City Commission Tuesday,June 23,2020—7:00 p.m. Director of Human Resources Gonzalez noted it is actually not a body scanner but a camera standing on a podium; it has a high level of accuracy and does screen for temperature, but also screens for a mask and does not require someone to be within six feet for a reading. Vice-Mayor Odman said we do have the security guard there now checking temperatures. Director of Human Resources Gonzalez said that would not be as accurate. The idea was whether it would be the managers screening employees or the security guard screening visitors and residents, it would now be contactless. This was one of the safest ways possible to avoid any close contact and maintain social distancing. Vice-Mayor Odman asked how much contactless thermometers cost. Director of Human Resources Gonzalez stated she would have to check on the cost of the handheld. She asked the vendor for the temperature cameras to look at the competitive prices with this type of camera. The price given was below MRSP for similar type cameras that require annual subscriptions and were much more expensive. Vice-Mayor Odman thought they were under $100.00 and questioned the price of the of the temperature cameras. Director of Human Resources Gonzalez said just under $3,000.00; the proposal was one for City Hall and one for Public Services. Vice-Mayor Odman asked what we are going to do with them when they are no longer needed. Director of Human Resources Gonzalez said it is hard to answer; even if there is a vaccine, she does not see this going away soon and sees an extended time to use. Captain Pellecer noted no-contact thermometers are $110.00 each and he was able to get some free ones from the Emergency Operations Center of Broward County. Vice-Mayor Odman commented she is very interested in protecting our residents and preventing the spread of COVID. She is also concerned with things put in place that may do some good but does not justify the cost. The Department of Health uses the contactless thermometers; she questioned why that is not good enough for us if that is good enough for them. She understands the barriers between Commissioners, but is uncertain about the cameras. Commissioner James wanted to know with only two scanners, what we are going to do for Parks & Recreation as they would have to be tested more often than anyone. A staff person will have to be there if the temperature comes back high so that proper measures are taken; she questioned what the added cost would be. Director of Human Resources Gonzalez responded handheld thermometers are throughout the department. High traffic areas considered were Public Services & City Hall. The freestanding Minutes of Virtual Regular Meeting 9 Dania Beach City Commission Tuesday,June 23,2020—7:00 p.m. camera actually speaks and will say if someone can enter or not based on their temperature and whether they are wearing a mask; this would not require hiring another person. We could purchase one for Parks & Recreation, but they are expensive so we are trying to put them in place where it makes the most sense due to high traffic, while limiting and maintaining social distancing. Cody Kiess, Prestige, explained you do not have to be close enough to hear it or see it; you can log in from any computer and access the camera from any web browser, which allows camera monitoring from a distance. As far as long-term usage, functions may be enabled or disabled, allowing you to scan for employee identification to replace the swipe card or used in conjunction with the current swipe cards to open City doors or anything the City allows on that level. He confirmed the cost is $2,649.00 x 2 cameras,plus the floor stands at$303.75 each. Director of Human Resources Gonzalez noted the total price for all departments, with the wellness barriers, cameras and door for Code Compliance is $30,000.00 Commissioner James stated she wants to have the discussion among the Commissioners as to what they want; she does not know how effective these measures would be. Director of Human Resources Gonzalez explained the cost of the Chamber is $2,660.00. During the walkthrough, employees voiced concern of having some other protective measure other than wearing a mask. Employees are in close contact, interacting with the public, so any measure to ensure their safety while at work would be appreciated. City Manager Garcia said we could do as much or as little, and allow the Commission to decide what measures are taken; we will follow The Commission's direction then move forward. Commissioner James questioned the ventilation system, as we have had mold, and if it has anything to do with the technology and providing accurate results. Director of Public Services Rodriguez responded that currently we have no plans to change the HVAC system in our buildings. He has not seen anything from his peers and is not aware of any synergy with COVID, but he can look into it. The ventilation system does not have anything to do with the impact or prevention of the virus. Commissioner Brandimarte commented the Commission needed to be protected from the public, not from each other. She is afraid of the people in front of her; we need to have the glass in front of the Commission. City Manager Garcia noted we can clearly shift having dividers between us and instead in front of us. Commissioner Brandimarte stated we need bulletproof glass; staff should price out one continuous piece of glass. Minutes of Virtual Regular Meeting 10 Dania Beach City Commission Tuesday,June 23,2020—7:00 p.m. Assistant City Manager Sosa-Cruz noted one item not addressed from the security assessment was a bullet proof glass in front of the dais, so perhaps we should do further research on doing a plexiglass. City Manager Garcia recommended pulling this item to obtain more information in order to look at this more holistically. Staff will come back with a quote for the bulletproof glass for the Chamber, thermometer protocol with a staff member, compare the cost and investment, and come full circle with this item at the next Commission meeting. City Manager Garcia withdrew the item. 8. Bids and Requests for Proposals There were no proposals on this agenda. 9. Public Hearings and Site Plans There were no public hearings on this agenda. 10. Discussion and Possible Action 10.1 Proposed County Charter amendment- Mayor Lewellen Mayor Lewellen noted this is a moot item since Consent Agenda item 7.13 was adopted. 10.2 COVID 19 update -Vice-Mayor Odman Vice-Mayor Odman spoke of the walk-through of City facilities last week; she felt it was well done and that a lot of thought had gone into it. She sat in on a call with Mayor Holness and hospital districts: Memorial, Broward Health, and Cleveland Clinic. She would bet that the number of reported cases is higher, and felt it is very important to get as many people tested as possible. She wants Commissioners to do videos and we should do everything we can to get the word out on the testing. On the call with the hospital districts, they talked about what we cannot control and what we can control which is what we do here. Vice-Mayor Odman noted in two days, Dania Beach went up 13.5%. Her guess is the numbers will keep trending upward. Another thing talked about is these are younger patients; those children come home to their parents and grandparents and that is a big factor because that can increase the mortality rate. She noted the mutation of the virus and it is somehow becoming weaker and less deadly. Dr. Katz talked about this; it has mutated about 18 times, which does not mean it is any less deadly or virulent, but it does mean it is staying around longer. There is a correlation in seeing the virus get weaker. The most effective things we could do right now, although summer camps are cancelled, is getting the compliance hotline going again. It is Minutes of Virtual Regular Meeting 11 Dania Beach City Commission Tuesday,June 23,2020—7:00 p.m. important residents have a number that they can call, which is 311, although 311 does not work out west; beyond having a number all residents can call, we should stay vigilant and tighten our game back up. Commissioner Brandimarte noted the virus is amazing because it can mutate; she will be shocked if they ever find a vaccine for it. When you invest in things for the Commission, you are investing in yourselves. Mayor Lewellen noted the numbers come from the Health Department and they come from only zip code 33004. She felt the numbers are off, but does not know what they would be. Vice—Mayor Odman said we are tracking the three other zip codes: 33312, 33314, and 33316. 10.3 Police reform - Commissioner James Commissioner James said a week ago she requested that the City Manager ask the Commission to bring suggestions regarding what we could do in Dania Beach to try to make positive changes to effect fewer arrests and ease police tensions. Mayor Lewellen noted she spoke to the City Manager about doing something locally such as the youth advisory board and the police department working on a community liaison type of scenario. City Manager Garcia said she did a lot of research and in the call with Representative Jenne, she submitted a list of things to him regarding no-knock raids, search and seizures, discussions on recruitment, and mental health. The Mayor has the list and we can provide that to everybody. Mayor Lewellen noted the list is what she was reading from earlier during her presentation. Commissioner Brandimarte commented the Mayor hit the nail on the head regarding a Civilian Review Board. There should be two members from Dania Beach and two from every community for representation. Commissioner James said if the Commission has ideas they want to include, they should let her know. She will work with City Manager Garcia and Captain Marks on an item to bring back to vote on. She confirmed this would be only for Dania Beach; we have a contract with BSO that ties our hand but as the contract holders, the contract needs to be looked at to know what we can and cannot change. She did not want to use the term defending as we need our police service, but we need to change policies that are not working in our best interest. Commissioner Harris commented when we come up with our individual list, we could submit it to the County and then have one big comprehensive list that adds to the County efforts and compare that with what is being done on a national level. He agreed with the Civilian Review Board suggestion. Minutes of Virtual Regular Meeting 12 Dania Beach City Commission Tuesday,June 23,2020—7:00 p.m. Commissioner Brandimarte noted she would rather wait for what the Mayor is going to find out from Sheriff Tony; she wants some guidance to see how far we can go. Commissioner James said she intends to work with the City Manager and Captain Marks so we will know what we are allowed and not allowed to do. Other cities are not waiting to see what the legislature is doing; they are making their own rules. Necessary conversations are needed so we are not ill advised. She noted she was speaking more of the no-knock raids or mandating commands before the pulling out of a service pistol. There are policy changes that can help with arrests; many cities have a ban on chokeholds and other holds or restraints that restrict airways. Commissioner Brandimarte commented she is not qualified on this and wants direction. Commissioner Harris stated we could come up with our own lists and through the League of Cities initiatives,push to get good legislative action. Mayor Lewellen said she has an email from Sheriff Tony on things they are already doing; she will give it to the City Manager to distribute to the Commissioners. City Manager Garcia noted she also discussed with Commissioner James investment and engagement in Police Athletic Leagues. Commissioner Brandimarte said PAL would not be feasible as it is too much money. Commissioner James noted she spoke to the City Manager about creating a PAL when she was first elected, and was told it was too expensive. She is open to any suggestion that is feasible. City Manager Garcia said we could look into DOJ for funding. If we do not invest in our youth, it will hurt us; she wants to look at all the possibilities. Addendum 10.4 Proclamation Policy - Mayor Lewellen Mayor Lewellen said we had consensus on a policy, but last week an exception was made to the policy. She suggested we could pull back on the proclamation policy and do it the way it was done before, and asked if there was a consensus to take out the section of the ceremonial items policy regarding proclamations. City Attorney Ansbro clarified the policy is written in such a way that it recognizes certain causes, events and categories. A request form has be used and has to come before the Commission. Commissioner James stated the Commission has not utilized the form, not only last week, but this part of the policy has been isolated. Minutes of Virtual Regular Meeting 13 Dania Beach City Commission Tuesday,June 23,2020—7:00 p.m. Mayor Lewellen said if we are not using the policy, we should not have it. It was never abused in the past, and she suggests taking the proclamation portion out. City Attorney Ansbro explained he would take the proclamation portion out, and the policy would basically address the keys. Vice-Mayor Odman noted she would defer to the other Commissioners, as she does not know what the issue is. She asked Commissioner James if it is prudent to keep the policy in place, whether it helps the Commission guide decisions for proclamations or if it was easier the old way when we had no policy. Commissioner James responded yes, we need a policy. She had requested something be put in place to protect her, the other Commissioners, or anyone who asks for a proclamation. She cannot control enforcement, and it has only come up now because she asked for a proclamation last week; exceptions were made in the past. Mayor Lewellen said the problem arose over a key, not a proclamation issue. If you have a policy, you either enforce it in full with no exceptions or do away with it. She would rather not have the policy for proclamations; we can still have a policy for the keys to the City that still addresses issues. We do not need a proclamation policy in place if exceptions are going to be asked for all the time. Mayor Lewellen asked if the Commission would object to removing the policy. Vice-Mayor Odman said we should keep the policy as it is. She added Commissioner James heard what Mayor Lewellen said about respecting the policy by not continuously asking for exceptions. Mayor Lewellen asked that there be no exceptions made. The Commission consensus was to keep the policy in place. 11. Commission Comments 11.1 Commissioner Brandimarte Commissioner Brandimarte spoke of her upcoming trip out of the state. 11.2 Commissioner Harris Commissioner Harris noted the CARES Act funding for the cities passed unanimously by the County Commission; through the task force, they were able to get a percentage back to the cities. Some of our revenue streams have been affected, and the CARES act funding will help mitigate that. Minutes of Virtual Regular Meeting 14 Dania Beach City Commission Tuesday,June 23,2020—7:00 p.m. Commissioner Harris noted he was elected to the MPO Board. Commissioner Harris emphasized the need for the strategic plan moving forward with the budget; it is imperative that we relate some the expenditures that we do not know about with COVID to the CARES Act. 11.3 Commissioner James Commissioner James thanked BSO for closing roads and ensuring public safety during the protest. She was pleased with the marchers and how they conducted themselves, and is planning stakeholder meetings for the community. Commissioner James spoke of the recent South Broward High School graduation. Commissioner James expressed concern about a letter she received anonymously that had serious allegations, and wanted to do her due diligence; she is asking for an independent investigation into the Human Resources Department. The responsibility of the Commission is to ensure we are doing our jobs looking into these matters. She said she had previously spoken to the City Attorney and City Manager and is asking for an independent investigation. City Attorney Ansbro responded if there were a consensus to do so, we would select one of the outside counsel firms the City uses to conduct an independent investigation of the allegations. An allocation for legal expenses would be sought after. Commissioner James asked if there was a consensus. Discussion ensued. Vice-Mayor Odman felt it was appropriate to hand this off to someone else and said okay to an independent investigation. Commissioner Brandimarte said if someone sent her something that she felt needed to go a little bit further, she would, and agreed with an outside investigator. Commissioner Harris said he also has received those disgusting anonymous letters. The anonymity decreases the validity of the complaint; however, an outside investigation is probably the way to go. Mayor Lewellen noted she is not comfortable with doing an outside investigation without knowing the cost. Commissioner James stated she had a consensus. Adam Steinberg, Attorney, noted he represents the HR Director and encouraged holding a discussion with the City Attorney and Commissioner James to ask certain questions of his client; the City could avoid the expense of an investigation. Minutes of Virtual Regular Meeting 15 Dania Beach City Commission Tuesday,June 23,2020—7:00 p.m. City Attorney Ansbro recommended getting an external investigator and capping it at $10,000.00. Further discussion ensued regarding the hiring process for the HR Director. 11.4 Vice-Mayor Odman Vice-Mayor Odman had no comments. 11.5 Mayor Lewellen Mayor Lewellen spoke of the CARES Act and the County Commission success. She is part of the task force that got this done for the cities who were not allocated funds directly from the federal government. The funds were allocated to the County for expenditures related to COVID. Mayor Lewellen also spoke of the graduation event held at Dania Pointe. Mayor Lewellen noted the Chamber of Commerce is doing an online hurricane preparation seminar on Thursday. Mayor Lewellen also noted the County Mayor is doing a press conference tomorrow regarding the increase in COVID numbers; there will likely be more restrictive enforcement. 12. Appointments 12.1 Complete Count Advisory Committee 12.2 Creative Arts Council Advisory Board 12.3 General Employees Pension Board 12.4 Green Advisory Board 12.5 Police and Fire Pension Board There were no appointments at this meeting. 13. Administrative Reports 13.1 City Manager City Manager Garcia reported on the COVID-19 testing underway at City Hall and noted we are still trying to get the testing extended to the west side at PJ Meli Park. Minutes of Virtual Regular Meeting 16 Dania Beach City Commission Tuesday,June 23,2020—7:00 p.m. 13.2 City Attorney City Attorney Ansbro noted the Governor has extended the exception to the sunshine law; we have until August 1st to hold virtual meetings and cities will likely request it be extended again. 13.3 City Clerk- Reminders Tuesday, July 28, 2020 - 5:30 p.m. CRA Board Meeting Tuesday, July 28, 2020 - 7:00 p.m. City Commission Meeting 14. Adjournment Mayor Lewellen adjourned the meeting at 11:05 p.m. ATTEST: �► B CITY OF D A BEACH ��L �� ]� C o y THOMAS SCHNEIDER, CMC LORI L ELLEN CITY CLERK ��IISHEQ�� MAYOR Approved: July 28, 2020 Minutes of Virtual Regular Meeting 17 Dania Beach City Commission Tuesday,June 23,2020—7:00 p.m. CITY OF DAN IA BEACH, FLORIDA Audited Financial Statements Presentation For the Year Ended September 30, 2019 Introduction HCT To the Honorable Mayor, Vice Mayor and Members of the City Commission of City of Dania Beach, Florida We are pleased to have the opportunity to meet with you on June 23, 2020 to discuss the results of our audit of the financial statements of the City of Dania Beach, Florida (the "City") as of and for the year ended September 30, 2019. Our audit was conducted in accordance with the terms established in the audit engagement letter dated November 15, 2019. We are providing this document in advance of our meeting to enable you to consider our findings and hence enhance the quality of our discussions. We will be pleased to elaborate on the matters covered in this document when we meet. Our audit is complete and we issued an unmodified or "clean" opinion on the financial statements of the City Of Dania Beach, Florida on March 31, 2020. HCT Presentation Content • Audit results, required communications, and other matters summary • Supplemental slides supporting required communications and other matters • Responsibilities Audit results, required communications, and other matters summary Communication • . • • Scope of audit Our audit of the financial statements of City of Dania Beach, Florida as of and for the year ended September 30, 2019, was performed in accordance with auditing standards generally accepted in the United States of America and the standards applicable to financial audits contained in Government Auditing Standards, issued by the Comptroller General of the United States; and Chapter 10.550, Rule of the Auditor General. Changes to our planned risk There were no changes to our audit plan risk assessment and planned audit strategy. assessment and planned audit strategy Auditor's report We have issued an unmodified opinion on the financial statements of City of Dania Beach, Florida and other reports as follows: • Independent Auditor's Report- Complete • Independent Auditor's Report on Internal Control over Financial Reporting and on Compliance and Other Matters based on an Audit of Financial Statements Performed in Accordance with Government Auditing Standards- Complete • Schedule of Findings - Complete • Independent Auditor's Report on Compliance with the Requirements of Section 218.415, Florida Statutes, Required by Rule 10.556(10) of the Auditor General of the State of Florida - Complete • Management Letter in Accordance with the Rules of the Auditor General of the State of Florida - Complete Outstanding matters None Significant accounting Significant accounting policies and practices are detailed in Note 1 of the financial statements. polices Audit results, required communications, and other matters summary (continued) Communication TopicResponse Significant accounting No new accounting policies regarding estimates were adopted during the year. estimates Significant risk and other Significant risks and other significant audit matters relate to: significant audit matters • Management override of controls (relevant for all entities) • Revenue recognition (relevant for all entities) New accounting None applicable for 2019. pronouncements i HCT 4 Audit results, required communications, and other matters summary (continued) Communication Topic ' - • • Uncorrected No matters to report misstatements Corrected misstatements All entries were made and any misstatements noted during the audit were corrected. Financial presentation and No matters to report disclosure omissions Audit results, required communications, and other matters summary (continued) Communication TopicResponse Control deficiencies Deficiencies were noted.The details are provided on pages 17 and 18 of this presentation. Related parties No significant findings or issues were detected. Other information in documents Our responsibility with respect to information in a document does not extend beyond the financial containing audited financial information identified in our report, and we have no obligation to perform procedures to statements corroborate other information contained in a document. However, we do have a responsibility to read the other information and consider whether such information, or the manner of its .,' presentation, is materially inconsistent with information, or the manner of its presentation, .. appearing in the financial statements. Audit results, required communications, and other matters summary (continued) Communication . . Communication .. Topic . . Illegal acts or fraud No actual or suspected instances of Significant No matter to report fraud involving management, difficulties employees with significant roles in encountered during internal control, or instances where the audit fraud resulted in a material misstatement in the financial Disagreements No matter to report statement were identified during the with management audit. Noncompliance No matter to report Significant findings Refer to slides 15 - 19 for the findings with laws and or issues discussed, and recommendations regulations or the subject of correspondence, Going No matter to report with management Concern Management's No matter to report Non-GAAP No matter to report consultation with other accountants Subsequent events Potential financial impact of Covid - 19 Material written Engagement letter and management communications representation letter Other findings or No matter to report issues Audit results, required communications, and other matters summary (continued) TopicCommunication . . Independence In our professional judgment, we are independent with respect to The City, as that term is defined by the professional standards. If HCT Supplemental Slides Areas of Audit Emphasis ➢ Financial Statements: — Financial Reporting — Revenues — Expenses — Capital Assets — Receivables — Long Term Debt 10 Areas of Audit Emphasis - Financial Statements HCT Financial Reporting • Obtained an understanding of the Financial Reporting Process • Inspected the Financial Statements for conformity with GAAP • Inspected the disclosures ensuring applicable disclosures were included in accordance with related accounting standards. Revenues • Revenues totaled $82.6M for the fiscal year ended September 30, 2019 compared to $76.6M for the fiscal year 2018. •The increase is primarily a result of the following: Charges for services of$3.1M during the fiscal year ended September 30, 2019 Property taxes of$1.4M during the fiscal year ended September 30, 2019 Investment earnings of$0.7M during the fiscal year ended September 30, 2019 • We selected a sample of significant transactions for various revenue streams and tested the existence, accuracy, and cut-off of the revenue recorded. Expenses •Totaled $65.4 million for fiscal year 2019 compared to $67.7 million for fiscal year 2018. • We selected a sample of transactions for significant expenditure items and tested the completeness, accuracy, and cut-off of the expenses recorded. '* - Areas of Audit Emphasis - Financial Statements (continued) - ,A Approach Capital Assets, net 0 Capital assets (net of depreciation)totaled $82.9M at September 30, 2019 compared to $85.6M at September 30, 2018. The decrease of$2.7M was primarily due to depreciation in excess of 2019 additions. Receivables • Balance of$3.1M at September 30, 2019 compared to $3.6M at September 30, 2018. • Receivable balances were confirmed at year end to client support documents at September 30, 2019. Long Term Debt • Balance of$22.5M at September 30, 2019 compared to $26.3M at September 30,2018 which was decreased by principal payments during the year. Primarily from the forgiveness of a portion of a note payable to Broward County of approximately$2.OM. • Balances were confirmed by third party confirmations. Internal control related matters HC HCT responsibilities: ➢ The purpose of our audit was to express an opinion on the financial statements. ➢ Our audit included consideration of internal control over financial reporting in order to design audit procedures that are appropriate in the circumstances for the purpose of expressing our opinions on the financial statements, but not for the purpose of expressing an opinion on the effectiveness of the City's internal control. ➢ We are not expressing an opinion on the effectiveness of the City's internal control. ➢ Our consideration of internal control was not designed to identify all deficiencies in internal control that might be material weaknesses or significant deficiencies, and therefore, material weaknesses or significant deficiencies may exist that were not identified. 13 " ' TInternal control related matters (continued) tic Definitions Deficiency A deficiencv in internal control exists when the design or operation of a control does not allow management or employees, in the normal course of performing their assigned functions, to prevent or detect misstatements on a timely basis. A deficiency in design exist when (a) a control necessary to meet the control objective is missing or (b) an existing control is not properly designed so that, even if the control operates as designed, the control objective would not be met.A deficiency in operation exist when a properly designed control does not operate as designed, or when that person performing the control does not possess the necessary authority or competence to perform the control effectively. Significant deficiency A significant deficiency is a deficiency, or a combination of deficiencies, in internal control over financial reporting (ICFR) that is less severe than a material weakness yet important enough to merit attention by those charged with governance. Material weakness A material weakness is a deficiency, or combination of deficiencies, in internal control over financial reporting, such that there is a reasonable possibility that a material misstatement of the entity's financial statements will not be prevented, Or detected and corrected, on a timely basis. A reasonable possibility exists when the likelihood of an event occurring is either reasonably possible or probable. Reasonably possible is defined as the chance of the future event or events occurring is either reasonably possible or probable. Reasonably possible is defined as the chance of the future event or events occurring is more than remote but less than likely. Probable is defined as the further event or events are likely to occurring. 14 Significant deficiencies, material weaknesses and other recommendations related to internal controls 18-MLC-01— Employee Annual Evaluation (Recommendation) • The City does not have a formal process for employees to receive an annual evaluation that included a City form with the employee's name, the period under evaluation, and the supervisor's/department head's rating and scoring based on a rating matrix. Recommendation: We recommend that the City institute an annual employee evaluation process during fiscal year 2019. Current Year Status— Not implemented in FY 2019 18-MLC-02—Cash Handling Procedures for Parks and Recreation Department (Recommendation) • The City's Parks and Recreation Department should have a manual for cash handling procedures that includes the various types of transactions that may be encountered. Recommendation: We recommend that the Finance Department implement through the elected and appointed officials cash handling procedures that include the various types of transactions that may be encountered. Current Year Status— Implemented in FY 2019 HCT 15 Significant deficiencies, material weaknesses and other recommendations related to internal controls (continued) 18-MLC-03—Payments for Lobbyist Registrations (Recommendation) • The City Clerk's Office operates a detached payment system for accepting cash and checks from lobbyist registrations. The City Clerk's Office directly collects cash and checks for the lobbyist registration process. The City Clerk's Office should have a procedures manual for handling the various types of transactions that may be encountered. Recommendation: We recommend that the Finance Department through the elected and appointed officials create a procedures manual for the City Clerk's Office during fiscal year 2019. Current Year Status—Implemented in FY 2019 18-MLC-04—Information Technology Gap with Lobbyist Registrations (Recommendation) • The City's Information Technology Department must update the system so that lobbyist registrations only reflect or accept for the amount of represented corporate entities paid for in advance. For example, a lobbyist can pay for one (1) client via the City Clerk and subsequently once approved—can log-in onto the system as ADD in multiple clients. Recommendation: We recommend that the City institute a module upgrade or patch to eliminate the ability of any lobbyist to register more clients than are paid for at any time during the calendar year. Current Year Status—Implemented in FY 2019 HCT 16 Significant deficiencies, material weaknesses and other recommendations related to internal controls (continued) 18-MLC-05— Monthly and Quarterly Financial Closing Checklist Forms (Recommendation) • The Finance Department performs a month-end and a quarter-end closing of the accounting records at no certain time during the subsequent month/quarter. The Finance Department employs a month-end checklist form and a quarter-end checklist form. The form is completed with a manual check on a line next to the procedure performed. The month and quarter-end form does not include a sign off by initiating or reviewing staff. The form should reflect the dates that the month-end and quarter-end procedures were performed, the person performing each steps by their initials and then a sign off by the department finance director or designee as the approving City representative. Recommendation: We recommend that the City's Finance Department institute a practice that the month-end and quarter-end form include an initiator sign-off, reviewer sign-off, and departmental head sign-off, with a date included on each. The completed month-end and quarter-end form should be retained in accordance with the records as maintained by the City Clerk. Current Year Status— Implemented in FY 2019 18-MLC-06—Accounting and Disclosure Checklist (Significant Deficiency) • The City's finance staff does not use an up-to-date accounting and disclosure checklist to ensure that all relevant financial information is disclosed in the appropriate accounting period in accordance with GAAP and the entity's accounting and disclosure policies at month end or year end. Recommendation: We recommend that the Finance Department institute using an accounting and disclosure checklist for all monthly and year-end reporting. Current Year Status— Implemented in FY 2019 Significant deficiencies, material weaknesses and other recommendations related to internal controls (continued) 18-MLC-07—Errors in Employee Personnel Files (Material Weakness) • Based on our audit inspection of the Human Resource Department employee files, we noted a high rate of errors. 3 of 6 (50%) of the new hire files were noted to have errors and 4 out of 5 (80%) newly terminated employee files were noted to have errors. We selected 28 current and active employee files for audit inspections and noted that 7 out of 28 (25%) files contained errors. We selected 12 prior terminated EEs for audit inspections and noted that 8 out of 12 (66%) files contained errors. Recommendation: We recommend that all employee files are reviewed and all noted corrective actions are taken during fiscal year 2019 to ensure all required HR documents are associated with each personnel file. Current Year Status—Partially implemented in FY 2019 18-MLC-08—Discretionary Selection and Expenditures with Contracted Law Firms (Significant Deficiency) • The Legal Department selected various law firms to represent the City without a formal committee vetting process. Recommendation: We recommend that all legal vendors be required to follow the normal and routine vetting and procurement process for any other goods and services hired by the City. Current Year Status—Partially implemented in FY 2019 HCT 18 Significant deficiencies, material weaknesses and other recommendations related to internal controls (continued) 18-MLC-09— Notice of Award and Notice to Proceed for all Procurements (Recommendation) • The City's procurements should include a notice of award and a notice to proceed for every selected vendor after the formal award process has concluded. Recommendation: We recommend that the City implement a notice of award and notice to precede letters for all procurements during fiscal year 2019 and prospectively. Current Year Status— Partially implemented in FY 2019 18-MLC-10—City's Policies and RFQ standards related to any Procurement Process (Recommendation) • The City's procurements should follow all City's policies and RFQ standards, maintain objectivity and avoid irregularities. Recommendation: We recommend that the City implement procedural steps and guidelines to ensure adherence by all involved City Staff to all City policies and procurement standards are maintained at all times coupled with objectivity. Current Year Status—Not implemented in FY 2019 HCT 1.9 Responsibilities Management • Fairly presenting the financial statements, including disclosures in conformity with U.S. GAAR responsibilities- Financial •Adjusting the financial statements to correct material misstatements and affirming in the statements representation letter that the effects of any uncorrected misstatements aggregated by the auditor are immaterial, both individually and the aggregated, to the financial statements taken as a whole. Management • Design, implementation, and maintenance of internal control relevant to the preparation and fair responsibilities - ICFR presentation of financial statements that are free from material misstatements, whether due to fraud or error. Management •To provide the auditor with; responsibilities'-Other 1. Access to all information of which management is aware is relevant to the preparation and fair presentation of the consolidated financial statements, such as records, documentation, and other matters; 2. Additional information that the auditor may request from management for the purpose of the audit; and 3. Unrestricted access to persons within the entity from whom the auditor determines it necessary to obtain audit evidence. • Identifying and ensuring that the entity complied with laws and regulations applicable to its activities, and for informing the auditor of any known material violations of such laws and regulations. • Providing the auditor with a letter confirming certain representations made during the audit, that includes but is not limited to management's responsibilities. 1. Disclosure of all significant deficiencies, including material weaknesses in thedesign or operation of internal controls that could adversely affect the City's financial reporting 2. Acknowledgement of their responsibilities for the design, implementation, and maintenance of internal controls to prevent and detect fraud. City Commission • Oversight of the financial reporting process and internal control over financial reporting (ICFR) responsibilities • Oversight of the establishment and maintained by management of programs and controls designed to prevent, deter, and detect fraud. >F Responsibilities (continued) Management and the Setting the proper tone and creating and maintaining a culture of honesty and high ethical City Commission standards. responsibilitiesconductedprovisions including compliance with the provisions of laws and regulations that determine the reported amounts d disclosures HCT-Audit objectives Forming and expressing an opinion about whether the financial statements that have been prepared by management with the oversight of the City Commission are prepared, in all material respects, in accordance with U.S. GAAP. HCT responsibilities - Performing the audit in accordance with U.S. GAAS and that the audit is designed to obtain Audit reasonable, rather than absolute, assurance about whether the financial statements as a whole are free from material misstatement. • Performing an audit of financial statements including consideration of ICFR as a basis for designing audit procedures that are appropriate in the circumstances, but not for the purpose of expressing an opinion on the effectiveness of the City's ICFR. HCT responsibilities - The auditor's report on the financial statements does not extend to the other information in Other information in documents containing audited consolidated financial statements, excluding required documents containing supplementary information. financial statements The auditor's responsibility is to make appropriate arrangements with management or the City Commission to obtain information prior to the report release date and to read the other information to identify material inconsistencies with the audited financial statements or misstatements of facts. • Any material inconsistencies or misstatements of facts that are not resolved prior to the report release date, and that require revision of the other information, may result in HCT modifying or withholding the auditors repost or withdrawing form the engagements • Communicate any procedures performed relating to the other information and the results of those procedures. HCT responsibilities - • Communicating significant matters related to the financial statement audit that are in our Communications professional judgment, relevant to the responsibilities of the City Commission in overseeing the financial process. U.S. GAAS does not require us to design procedures for the purpose of identifying matter to communicate to the City Commission. • Communicating if we suspect or identify non compliance with laws and regulations exist, unless matters are clearly inconsequential. • Communicating to management and the City Commission in writing all significant deficiencies and material weaknesses in internal control identified during the audit, including those that were remediated during the judgment, are of sufficient importance to merit managements attention. The objective of our audit consolidated financial statements is to report on the Company's internal control. • Conducting the audit in accordance with professional standards and complying with the rules and responsibility of the Code of Professional Conduct of the American Institute of Certified Public Accountants and the official standards of relevant CPA Societies, and relevant state boards of accountancy. • Communicating to the City Commission circumstances, if any, that affect the form and content of the auditors' report. • Communicating if we plan to withdraw from the engagement and the reasons for the withdrawal • Communicating to the City Commission if we conclude no reasonable justification for a change of the terms of the audit engagement exists and we are not permitted by management to continue the original audit engagement. • When applicable, we are also responsible for communicating particular matters required by law or regulation, by agreement with the entity, or by additional requirements applicable to the engagement. • Communicating if we have identified or suspect fraud involving: (a) management, (b) employees who have significant roles in internal control, (c) others, when the fraud results in a material misstatement in the judgment, relevant to the responsibilities of the City Commission. • Communicating significant finding and issues arising during the audit in connection with the entity's professional parties. • Communicating conditions and events, considered in the aggregate,that raise substantial doubt about an entity's ability to continue as a going concern for a reasonable period of time. HCT Questions 23 HCT The information contained herein is a general nature and is not intended to address the circumstances of any particular individual or entity. Although we endeavor to provide accurate and timely information, there can be no guarantee that such information is accurate as of the date it is received or that it will continue to be accurate in the future. No one should act upon such information without appropriate professional advice after a thorough examination of the particular situation. The HCT name and logo are registered trademarks or trademarks of HCT, LLC. 24 REQUEST TO ADDRESS CITY COMMISSION AT REGULAR OR SPECIAL VIRTUAL MEETINGS DANIA BEACH SEA IT.LIVE IT LOVE IT. The City is required by state law to keep minutes of City Commission meetings. To properly identify persons who address the City Commission in those minutes,the City requests that this form be completed and provided to the City Clerk,before the meeting begins. DATE OF COMMISSION MEETING: June 23, 2020 PRINTNAME: Bro Mac/Terrance McElroy ADDRESS:650 south federal highway Dania beach, FI. PHONE NO. (Optional): PLEASE CHECK ONE OR BOTH OF THE BOXES BELOW: 1) W CITIZEN COMMENTS: Comments by Dania Beach citizens or interested parties that are not part of the regular printed agenda may be trade during each Commission meeting during the period set aside for"Citizen Cor mients." A thirty(30)minute"Citizen Comments"period shall be designated on the agenda for citizens and interested persons to speak on matters not scheduled on that day's agenda. Each speaker shall be limited to 3 minutes for his or her comments. Persons desiring to speak during the citizen comment period shall inform the City Clerk immediately prior to the beginning of the meeting of their intention to speak. If more than 10 speakers express a desire to speak,the Commission shall determine on a meeting by meeting basis whether to(a)extend the time allotted for citizen comments to accommodate all speakers,or(b)whether to limit the number of speakers or amount of time per speaker. A speaker's time shall not be transferable to another speaker. PLEASE BRIEFLY DESCRIBE THE SUBJECT MATTER OF YOUR COMMENT: Update: Lighthouse4students.org outcomes and response during the Pandemic 2) PUBLIC HEARINGS—ITEM# (AS PRINTED ON AGENDA) PLEASE NOTE:IF YOU WISH TO SPEAK ON AN ITEM THAT PERTAINS TO A"ZONING"TYPE OF MATTER(FOR EXAMPLE,A SITE PLAN,VARIANCE, SPECIAL EXCEPTION OR SIMILAR TYPE OF ITEM KNOWN AS A"QUASI-JUDICIAL"MATTER, YOU ARE SUBJECT TO BEING ASKED TO SWEAR OR AFFIRM THAT YOU WILL BE TRUTHFUL AS TO YOUR COMMENTS OR TESTIMONY. YOU MAY ALSO BE SUBJECT TO QUESTIONS ASKED OF YOU BY AN APPLICANT OR AN APPLICANT'S REPRESENTATIVE OR ATTORNEY WHICH RELATE TO THE ITEM. ANY PERSON WHO DECIDES TO APPEAL ANY DECISION MADE WITH REGARD TO ANY MATTER CONSIDERED AT THIS MEETING OR HEARING WILL NEED A RECORD OF THE PROCEEDING,AND FOR SUCH PURPOSE MAY NEED TO ENSURE THAT A VERBATIM RECORD OF THE PROCEEDING IS MADE WHICH RECORD INCLUDES THE TESTIMONY AND EVIDENCE UPON W141CH THE APPEAL IS TO BE BASED. LOBBYIST REGISTRATION IS REQUIRED. PRIOR TO ENGAGING IN ANY LOBBYING ACTIVITIES, WHETHER OR NOT COMPENSATION IS PAID OR RECEIVED IN CONNECTION WITH THOSE ACTIVITIES,EACH LOBBYIST SHALL FILE WITH THE CITY CLERK AN ANNUAL REGISTRATION STATEMENT AND PAY AN ANNUAL TWO HUNDRED FIFTY DOLLARS($250.00) REGISTRATION FEE FOR EACH PRINCIPAL OR EMPLOYER. REGISTRATION FORMS.'ARE AVAILABLE ON THE CITY WEBSII'E: WWW.DANIABEACHFL.GOV. (ORDINANCE#t20t2-019,AMENDED BY ORDINANCE#2019-019) y �11b 06/23/2020 REQUEST TO ADDRESS CITY COMMISSION AT REGULAR OR SPECIAL VIRTUAL MEETINGS DANIA BEACH SEA IT.LIVE IT LOVE IT. The City is required by state law to keep minutes of City Commission meetings. To properly identify persons who address the City Commission in those minutes,the City requests that this form be completed and provided to the City Clerk,before the meeting begins. DATE OF COMMISSION MEETING: June 23, 2020 PRINT NAME: Erika P atten ADDRESS:501 E Dania Beach Blvd PHONE NO. (Optional): 754-900-8313 PLEASE CHECK ONE OR BOTH OF THE BOXES BELOW: 1) W, CITIZEN COMMENTS: Comments by Dania Beach citizens or interested parties that are not part of the regular printed agenda may be trade during each Commission meeting during the period set aside for"Citizen Comments." A thirty(30)minute"Citizen Cotrvments"period shall be designated on the agenda for citizens and 'interested persons to speak on matters not scheduled on that day's agenda. Each speaker shall be limited to 3 minutes for his or her comments. Persons desiring to speak during the citizen comment period shall inform the City Clerk immediately prior to the beginning of the meeting of their intention to speak. If more than 10 speakers express a desire to speak,the Commission shall determine on a meeting by meeting basis whether to(a)extend the time allotted for citizen comments to accommodate all speakers,or(b)whether to limit the number of speakers or amount of time per speaker. A speaker's time shall not be transferable to another speaker. PLEASE BRIEFLY DESCRIBE THE SUBJECT MATTER OF YOUR COMMENT: Addressing the City's future plans regarding outdoor events proposed to occur in the Fall. Key Points: a) Reigniting Economy b) Overcoming Obstacles c) Application and Proposal process 2) PUBLIC HEARINGS—ITEM# (AS PRINTED ON AGENDA) PLEASE NOTE:IF YOU'vVLSH TO SPEAK ON AN ITEM THAT PERTAINS TO A"ZONING'TYPE OF MATTER(FOR EXAMPLE,A SITE PLAN,VARIANCE, SPECIAL EXCEPTION OR SIMILAR TYPE OF ITEM KNOWN AS A"QUASI-JUDICIAL"MATTER,YOU ARE SUBJECT TO BEING ASKED TO SWEAR OR AFFIRM THAT YOU WILL BE TRUT14FLIL AS TO YOUR COMMENTS OR TESTIMONY. YOU MAY ALSO BE SUBJECT TO QUESTIONS ASKED OF YOU BY AN APPLICANT OR AN APPLICANT'S REPRESENTATIVE OR ATTORNEY WHICH RELATE TO THE ITEM. ANY PERSON WHO DECIDES TO APPEAL ANY DECISION MADE WITH REGARD TO ANY MATTER CONSIDERED AT THIS MEETING OR HEARING WILL NEED A RECORD OF THE PROCEEDING, AND FOR SUCH PURPOSE MAY NEED TO ENSURE THAT A VERBATIM RECORD OF THE PROCEEDING IS MADE WHICH RECORD INCLUDES THE TESTIMONY AND EVIDENCE UPON WHICH THE APPEAL IS TO BE BASED. LOBBYIST REGISTRATION IS REQUIRED. PRIOR TO ENGAGING IN ANY LOBBYING ACTIVITIES, WHETHER OR NOT COMPENSATION IS PAID OR RECEIVED IN CONNECTION WITH THOSE ACTIVITIES,EACH LOBBYIST SHALL FILE WITH THE CITY CLERK AN ANNUAL REGISTRATION STATEMENT AND PAY AN ANNUAL TWO HUNDRED FIFTY DOLLARS ($250.00) REGISTRATION FEE FOR EACH PRINCIPAL OR EMPLOYER, REGISTRATION FORMS ARE AVAILABLE ON THE CITY WEBSITE: WWW.DANIABEACHFL.GOV. (ORDINANCE#2012-019:AMENDED BY ORDINANCE#2019-019) 7�.�,�� ka>zEaa,�„ooa,s4ba�„, 06/23/2020