CLERK OF THE BOARD OF COUNTY COMMISSIONERS NW Street, Commission Chambers Miami-Dade County, Florida Thursday, April, 0 @ :0 p.m. VALUE ADJUSTMENT BOARD MEETING 0 BOARD MEMBERS (Present) Commissioner Jose "Pepe" Diaz, Chairman School Board Member Raquel Regalado Mr. Anibal Duarte-Viera Hani Jardack VAB ATTORNEY Manuel A. Blanco, Esq. 0 COUNTY ATTORNEY'S OFFICE Jorge Martinez-Esteve Assistant County Attorney STAFF Pedro Garcia, Property Appraiser Lazaro Solis, Office of Property Appraiser Daija Lifshitz, Office of Property Appraiser Robert Alfaro, VAB Manager
ALSO PRESENT: HONORABLE HARVEY RUVIN, Clerk of Courts MARK MARTINEZ, Senior Deputy Clerk MICHAEL HENDERSON, Chief of Staff 0 ITEM I N D E X I. Consideration and adoption of recommendations of Special Magistrates as the written decisions of the VAB for the remaining uncertified property assessment (folios) for tax year 0. PAGE II. Final certification of the 0 tax rolls (i.e. as to all assessments initially certified on an unadjusted basis on October, 0 and for which hearings were held and Special Magistrates' recommendations submitted prior to April, 0). III. Such other business as may properly 0 come before the Board. A. Approve and authorize the 0 publications of 0 Tax Impact Notice. 0
0 0 (Thereupon, the following proceedings were had:) COMMISSIONER DIAZ: Mr. Clerk? Robert, go ahead, let's call the roll. MR. ALFARO: Good afternoon. This is the 0 certification of the tax roll of the Value Adjustment Board. Today is April th. We have present Commissioner Diaz, Mr. Anibal Duarte-Viera, Mr. Hani Jardack, citizen members, and Ms. Raquel Regalado representing the School Board. Mr. Blanco, VAB Attorney. MR. BLANCO: You saved me a little time there. Members of the Board, Mr. Property Appraiser, Mr. Ruvin, Mr. Deputy Clerk -- COMMISSIONER DIAZ: Before you continue. Mr. Ruvin, I want to light you up real fast to give us a very good announcement. Because I think that this announcement, with all due respect, I want to make sure we get it at the start of everything before you go into the agenda.
0 0 I know we want to get out fast. MR. RUVIN: Very quickly, Mr. Chairman and Members of the Board, thank you for convening this meeting to look at the rolls and to consider approval of it. We're very proud to tell you, I've been informed by my Manager, staff of this operation, Robert Alfaro, that we are percent completed with all the appeals. Last year at this time we were one percent. So clearly we're way ahead of our schedule, and we'll be able to finished on time. COMMISSIONER DIAZ: Good job. MR. RUVIN: And our effort there is going to benefit a lot of people, but certainly, I think it takes the School Board out of the jeopardy that you've been in the past. So we're very pleased to announce that. MS. REGALADO: Thank you. COMMISSIONER DIAZ: That's actually great news. Thank you. Pedro Garcia is here, our Property
0 0 Appraiser, and also -- introduce your team so we know who is who. MR. GARCIA: Good afternoon to everybody. I've got to my right my Deputy, Laz Solis, and our Attorney Jorge. MR. MARTINEZ-ESTEVE: Jorge Martinez-Esteve, and Daija Lifshitz, Assistant County Attorneys here on behalf of Mr. Garcia. MR. RUVIN: Mr. Chairman, if I may. COMMISSIONER DIAZ: Sure. MR. RUVIN: Since we did the introductions, I want to acknowledge for the record my Senior Deputy, Mark Martinez is here, and my Chief of Staff, Michael Henderson is here, and we have other members of our staff here as well to support the effort. COMMISSIONER DIAZ: Okay. So with that, Mr. Attorney? Thank you for such great news at the start of this hopefully very fast, fast meeting. MR. BLANCO: Yes, it will be, sir.
0 0 Mr. Diaz, you are aware that you're going to be acting Chairperson for today's purposes? COMMISSIONER DIAZ: Yes. MR. BLANCO: Okay. Thank you, sir. All right. Let's start with this. This is a required meeting for the certification of the 0 tax roll with no further agenda items. I'm happy to announce our 0, which Mr. Ruvin, you know, also elaborated to, the 0 tax roll certification should be coming up this summer, which will finally bring us up to date. The first two items on the agenda are regarding the certification of the tax roll. The remaining item is to approve and authorize the publication of 0 Tax Impact Notice. And afterwards, any such business as may properly be brought from the Board. COMMISSIONER DIAZ: Okay. MR. BLANCO: This meeting is in accordance with the government in sunshine
0 0 manual under G(A)(), and we are in compliance. The meeting appears to be mostly for discussion of the items listed on the agenda provided to you. There has also been only one written request to speak from the public at this Board meeting. And this is from Ms. Wendy Beck, although there may be other agents present at the meeting. The time allowed for any speaker, if necessary, is totally up to your discretion. I would suggest a time limit of maybe two minutes. Correct. Okay. I'm looking at the agenda. If you want to go into it already. Item Number. COMMISSIONER DIAZ: Excuse me. The person who wants to speak is here? MR. BLANCO: Ms. Beck, do you want to speak at this point or after? MS. BECK: No. MR. BLANCO: Not at all, right? MS. BECK: Not at all. MR. BLANCO: Okay. Thank you.
0 0 COMMISSIONER DIAZ: Agenda, please. first item. MR. BLANCO: Okay. First item. Consideration and adoption of recommendations of Special Magistrates as the written decisions of the VAB for the remaining uncertified property assessments (folios) for the 0 tax year. COMMISSIONER DIAZ: Okay. MR. BLANCO: Mr. Chairman, at this time the special magistrates make recommendations when they hear cases. The way the law works on this, is that the Board, by motion, adopts these recommendations, and they become final written decisions of the Board. We will need a resolution for this item. COMMISSIONER DIAZ: We will need a resolution drawn up. MS. REGALADO: So moved. MR. DUARTE-VIERA: Second. COMMISSIONER DIAZ: Okay, so I have a motion, I have a second.
0 0 All in favor, say aye. THE BOARD MEMBERS COLLECTIVELY: Aye. COMMISSIONER DIAZ: Any opposed? None. Let the clerk put that in. MR. BLANCO: Right. COMMISSIONER DIAZ: Thank you. MR. BLANCO: Item, Mr. Chairperson, is the final certification of the 0 tax year as to the assessments initially certified on an unadjusted basis on October, 0 (sic) and for the hearings which are being heard today, April th, 0. The last thing we must do in this case is to any tax appeal list of final certification of tax rolls. So we're being asked to approve that today. There will be two. One for real property, and the other one for personal property. So if we can have -- Mr. Alfaro, do we have the certifications? MR. ALFARO: Yes. MR. BLANCO: You already gave them? MR. ALFARO: Yes.
0 0 0 MR. BLANCO: Okay. COMMISSIONER DIAZ: So do we need to do a motion? MR. ALFARO: Yes. MR. BLANCO: A resolution. COMMISSIONER DIAZ: Do I have a motion? MS. REGALADO: So moved. COMMISSIONER DIAZ: Motioned. MR. DUARTE-VIERA: Second. COMMISSIONER DIAZ: All in favor, say aye. THE BOARD MEMBERS COLLECTIVELY: Aye. COMMISSIONER DIAZ: Let the record show none opposed. Are we done? MR. BLANCO: One more. COMMISSIONER DIAZ: Okay. MR. BLANCO: Approve and authorize the publication of 0 Tax Impact Notice. I believe, Mr. Alfaro, you all have a copy of that as well. And this is a required notice that we merely need a motion. COMMISSIONER DIAZ: What's the motion
0 0 for again? MR. BLANCO: To approve it. COMMISSIONER DIAZ: To approve? MR. BLANCO: Yes. COMMISSIONER DIAZ: I'm sorry? MR. BLANCO: Yes, sir. COMMISSIONER DIAZ: Approve what? MR. BLANCO: The publication of 0 tax impact. COMMISSIONER DIAZ: Okay. MR. DUARTE-VIERA: So moved. COMMISSIONER DIAZ: I have a motion. MS. REGALADO: Second. COMMISSIONER DIAZ: I have a second. All in favor, say aye. THE BOARD MEMBERS COLLECTIVELY: Aye. COMMISSIONER DIAZ: Any opposed? MR. BLANCO: All other business. COMMISSIONER DIAZ: Any other business for the good of the order? MS. REGALADO: Just really quick. COMMISSIONER DIAZ: Representative Regalado? MS. REGALADO: Just really quick. I spoke to Manny, and I know that we want to
0 0 make this a short meeting, but I just want to put this on the record. Our next meeting is not going to be short, kids. The bill to change the makeup of the VAB was approved in Tallahassee this session. We have to talk about it. We have to talk about what's going to happen. We have to talk about our manual, and our procedures. There are certain things that we need to change in there. I'm going to be talking to Manny about it. So I hope that at our next meeting we can get that all done, because the law goes into effect July st. So the next meeting is going to be a little bit longer, but I think that we can get through it if everyone goes through the documents before. But just in case, I don't want to restart this whole thing when we have new members post July. And I know that the summer is difficult enough as it is. So I just want to put that on the record. Thank you. MR. BLANCO: It will be a lot longer,
0 0 by the way. MS. REGALADO: I'm just putting it out there. Putting it out there. MR. BLANCO: I'm expecting input from all of you so that we can put it in our next meeting's agenda. Whatever you want to include in it, you know, please let me know in time, because we do have to advertise it. MS. REGALADO: Right. The only thing that I'm going to say on the record, and I'll end it with that, thank you, Mr. Chairman, is I know that there was money allocated in the budget for a new software system. I know that Commissioner Diaz talked about taking it to the County Commission. I would just like to know where that is, and if we're going to talk about it, because that was sort of the last pending thing. That and the manual is sort of what's lingering from our previous meetings. MR. BLANCO: That will be taken care of. MS. REGALADO: Thank you.
0 0 COMMISSIONER DIAZ: Okay. Another thing on the issue. Make sure that Commissioner Zapata or Chairman Zapata gets all the information ahead of time. I think he'll be chairing the next one. When is the meeting? MR. BLANCO: We're hoping to have it some time in July. COMMISSIONER DIAZ: Okay. It's all the way in July. All right. Just wanted to make sure. With that -- MS. REGALADO: That's a problem. The law goes into effect July st. So that means that we'll have a new member? Are we going to do it without -- because one Commissioner rotates off, and I think we need to meet before that law takes into effect July st. MR. BLANCO: Well, we're planning on certifying. If you need to meet again, before the certification we may do that. And then our certification will just be 0 minutes long like this one if you want to have a separate meeting. But we're not
0 0 going to be able to certify 0 until somewhere mid July or so, hopefully. MS. REGALADO: Right. I understand, Manny. But I'm saying that the issues that are pending from our prior meeting, the manual, the software, everything that's been lingering at this point, I would like to resolve before July st. Because what's going to happen is, July st, a Commissioner will rotate off this Board, and we will have a new member, and I don't want to start everything again. MR. BLANCO: All over again. MS. REGALADO: Because whoever comes on is going to want to start from, you know, from the beginning. So that's my only point. MR. BLANCO: We can convene a special meeting like we did all last year. We had several. MS. REGALADO: Okay. MR. BLANCO: That's not an issue. If anyone wants to -- COMMISSIONER DIAZ: We're good.
0 0 Just tell me the composition change under the State law. What is it? One Commissioner comes off? MS. REGALADO: Yes. MR. BLANCO: Right. They rotate. COMMISSIONER DIAZ: I concur with Member Regalado. Let's call a meeting prior to that happening so we could get through this inside-out, because every single one of us has already spoken on it, whether it's myself or Commissioner Zapata or maybe whoever else could be here, it will start all over. I totally agree with her. MR. BLANCO: Yes, sir. Lazaro, you want to add something? MR. SOLIS: Yes, if I may. We need to verify, but I'm under the impression that the composition of the Board was taken out in the last revision of the Bill. So that did not pass in the final Bill. We can confirm. We can go back and confirm, but my understanding is that that provision did not get signed by the
0 0 Governor. It was amended out in the last committee. COMMISSIONER DIAZ: Manny, do you have any information on that? MR. BLANCO: No, sir, I don't. I'm relying on his statement. Now, if -- COMMISSIONER DIAZ: If Lazaro says something, that's pretty much what it is. So then there's no -- MS. REGALADO: Check it, because we were told by the School Board something different. So not to interrupt, but we were told something different. So, again, go back to whatever was finally signed by the Governor. COMMISSIONER DIAZ: So the final version, it stays the same? MR. SOLIS: My understanding is, based on final version of the Bill as it passed and signed by the Governor, did not include any changes to the composition of the Board. COMMISSIONER DIAZ: Okay. Therefore, if it has no changes and everything is the same, then we'll go accordingly to July as
0 0 needed so you could have everything in order and properly set before us. MR. BLANCO: I will. COMMISSIONER DIAZ: As far as the program is concerned, I know that you've been working on that. Can you give me an update on it. MR. MARTINEZ: Sure, Commissioner. At this point the scope of work has been done by ITD. It has been reviewed by our operations. The Property Appraiser has reviewed it also. So we're looking at that right now in management before we hand that over for legal sufficiency, and then procurement can take place. COMMISSIONER DIAZ: Okay. So it's still under procurement? MR. MARTINEZ: Yes. Once it gets procurement, then our group will meet and have a recommendation for the Board. COMMISSIONER DIAZ: I think what Member Regalado was asking for is more or less a target date as to when you guys are ready. Am I correct? MS. REGALADO: Right. And the reason
0 0 is, I know we have certain magistrates that are rotating off, and we're going to be hiring magistrates, so I want to have all that in place before we start again. COMMISSIONER DIAZ: And, actually, we all stated the same thing. All of us -- all five of us when we were talking this. So if we could try to expedite it and get that, you know, within July and make sure we hit all -- since we're going to have one meeting that's going to be dealing with everything pretty much, I think it's our big meeting, per se, let's go ahead and put it all into that. Maybe by then procurement has gone through their process, even though it's your process, which is different from -- where all we did is add the part of visualizing and helping you and technology and everything else. Am I correct? MR. MARTINEZ: To a certain point the committee that you establish will make a recommendation and ultimately the Board will decide on which system. COMMISSIONER DIAZ: On which vendor
0 0 0 we will take, but that's the final decision? Am I correct, Lazaro? MR. SOLIS: Yes. As one of committee members, let me -- and with some experience in prior procurements, let me try to set some expectations. The RFP and all the technicalities, legalese, et cetera, are under final review. That should be done in short order. What I mean by that is, I would say probably in the next couple of weeks. The next step is to advertise the RFP to solicit vendors in submitting proposals. Once the proposals have been received, they will be evaluated by the Committee, and then a recommendation will come back to this Board from that Committee as to which vendor the Board would like to select. At that point the Board then will make a selection based on the Committee's recommendations, and a vendor is selected to then start the implementation process of the new system. COMMISSIONER DIAZ: Okay. Upon
0 0 selection -- we all got that. That's the same whether it's School Board, us or just a normal company that's doing it. Prior to that, has ISD (sic) already put their input and the companies are being selected? MR. SOLIS: Okay. The bid itself, the RFP has not gone out yet. The requirements are being drafted. COMMISSIONER DIAZ: So it's a selected bid or a totally open RFP? MR. SOLIS: It's a totally open RFP. COMMISSIONER DIAZ: RSI -- what was it? MR. SOLIS: It's going out in the form of a RFP, request for proposal. COMMISSIONER DIAZ: Okay. So it's open to anybody that -- MR. SOLIS: It's open to all vendors. An advertisement will be made. It will follow all the procurement guidelines. Once the sealed proposals are submitted to the Committee, they will be reviewed and weighted with the point system, very similar to any other process, and then a
0 0 recommendation will be made to this Board. COMMISSIONER DIAZ: Would the recommendation to us would be -- or the court -- would be done based on the group of people including -- and we're asking these questions so we don't have to deal with it later. MR. SOLIS: No, correct. COMMISSIONER DIAZ: For instance, your Board that's going to be reviewing -- there was one Board to put the RFP together. MR. SOLIS: That's the Committee. COMMISSIONER DIAZ: That's the Committee. MR. SOLIS: And it's made up of five members of the various agencies, which is great. COMMISSIONER DIAZ: Now, that's the -- you know and we all know, that then comes the second process to make sure that all those commitments and everything that was asked for in the RFP gets certified that they are what they are. And then the lowest possible price placed on that
0 0 certification. MR. SOLIS: Correct. That would be the third step. The first step is getting the RFP out and reviewing the proposals. The second step is bringing to this Board a recommendation of which vendor to negotiate with. So let's say the Board says go with Vendor B -- COMMISSIONER DIAZ: And negotiate with that vendor. MR. SOLIS: Then once the Board gives the Committee the authorization to negotiate an agreement with Vendor B then a final contract will be dawn up, a proposal, which will be brought to the Board for final ratification of that commitment. That's where you outline the terms and conditions of the agreement. COMMISSIONER DIAZ: Okay, but you said Vendor B. MR. SOLIS: Well it can be Vendor A, Vendor. I'm just saying that a vendor
0 0 will meet qualifications and the price limit. COMMISSIONER DIAZ: It could be Vendor A, and we're good to go. MR. SOLIS: Correct. COMMISSIONER DIAZ: If not it goes into separate negotiations. MR. SOLIS: Correct. COMMISSIONER DIAZ: That is done by the Board in itself, not us. MR. SOLIS: By the Committee. COMMISSIONER DIAZ: The Committee, I'm sorry. I call it the Board. MR. SOLIS: The Value Adjustment Board will authorize the Committee to enter into negotiations with whatever vendor the Board has already selected. COMMISSIONER DIAZ: Okay, we're good. So long as the process is done on both ends, I'm good with that. MS. REGALADO: Okay. Just really quick, just really quick. And again, thank you for explaining the RFP process. But, you know, my concern is to mold that into our deadlines, okay. So we're going
0 0 to meet July st. From what you said, by July st are you going to have a recommendation to this Board, because it sounded like a no. MR. BLANCO: Wait, I didn't say July st. I said sometime in July. MS. REGALADO: Well, sometime in July. So by sometime in July, whatever that is, are you going to have a recommendation, a final recommendation from the committee regarding the vendors to us? How long are you going to leave the RFP open? MR. SOLIS: I would have to defer to the procurement staff. I believe that there is a standard acceptable practice in terms of how long you put it out. Let's say, hypothetically, and please don't quote me on this. Let's say it's two weeks. So if the proposal goes out, the RFP goes out on, let's say, May th. Then two weeks puts it, let's say June st. Then the Committee should be able to come back within four weeks or five weeks with a recommendation in terms of which
0 0 vendor to negotiate with. So, theoretically, between now and sometime in July, you should have before you a recommendation based on the proposals that were submitted. So that the Board could -- the Value Adjustment Board could then authorize the Committee to do the final negotiations on price and terms, and do a final selection. MS. REGALADO: Okay. So I want that to be clear on record. Manny, when are you hiring -- when are we going to be interviewing new magistrates for the next cycle? MR. BLANCO: That will start roughly around August or so. MS. REGALADO: Okay. So you see what I'm saying about the timing, right? So if we, if this process pushes out past July. Let's say that mid July you come back to us with some recommendations, we pick a vendor, we authorize you to renegotiate with that vendor. We then have to purchase that, right? Now we're smack in the middle of
0 0 budget for the County Commission, and then a few weeks later, Manny is going to be interviewing magistrates. I want whoever Manny interviews to be a magistrate to understand whatever platform we're going to be using. Right? That's kind of important. I'm just putting it in perspective. I know that it's a complicated process, and it has its own, you know, identity, but I want to ensure that we're not a year behind. Because what will happen is, if we don't figure this out by mid August when we're interviewing new magistrates, we're going to be playing catch up for a while there. So we've been talking about this for a long time. You know, and again, I'm the first one to push for best practices. But can we move it along a little so that it could come back to us in July, and we can ensure that by the time we get to August, that we at least have a platform that we can tell people when we interview them that they're going to be required to know
0 how to use. That's all. COMMISSIONER DIAZ: Point taken. Please adjust accordingly, and let's just look for the best possible solution as stated. With that, I don't want to get stuck here with the corporate run. So any other questions? Are we good to go? MR. BLANCO: I believe we're good to go. COMMISSIONER DIAZ: Meeting is adjourned. Thank you everybody. (Thereupon at : p.m. the meeting was concluded). 0
CERTIFICATE OF REPORTER STATE OF FLORIDA ) COUNTY OF MIAMI-DADE ) SS: 0 I, Jannett Taylor-Brown, Court Reporter and Notary Public in the State of Florida, do hereby certify that I was authorized to and did report the foregoing proceeding, the meeting of the Value Adjustment Board, held on the th day of April, 0; and that the transcript, pages through, is a true and correct record of my stenographic notes. DATED, this st day of May 0, at Miami-Dade County, Florida. 0 JANNETT TAYLOR-BROWN COURT REPORTER
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