To: Mayor Allen Green
Vice Mayor Mary S. Martin
Councilman Dennis Kennedy
Councilman Robert Pohlmann
Councilman George Steindoerfer
From: Kenneth W. Parker, City Manager
Subject: Agenda Commentary for Regular City Council Meeting of March 22, 2005
Date: March 14, 2005
B. SPECIAL REPORT
At this time, representatives from KemperSports will make a report to the Council.
C. SPECIAL RECOGNITION AND PROCLAMATIONS
Mayor Green will present Ms. Oxley with a proclamation in recognition of efforts to clean debris from Dunlawton Avenue.
City Manager’s Comments: Ms. Oxley has done an excellent job of helping the City clean the Dunlawton Right-of-Way. Dunlawton is one of the most traveled roads in Port Orange. The appearance of Dunlawton establishes the first impression of the community. Ms. Oxley’s efforts are setting examples for others in our community to help keep litter off the road system. Port Orange is fortunate to have citizens like Ms. Oxley who volunteer their time to make Port Orange a great place to live, visit and work.
D. CITIZEN PARTICIPATION (Non-Agenda)
E. CONSENT AGENDA
The City of Port Orange is expanding the existing fiber optic network along the east-west corridor along Herbert Street. Presently, a sidewalk is being installed on the north side of Herbert Street from Terrace Village Drive to Carya Circle (Exhibit A) by A&MSI Construction Company, Inc. The contractor will be asked to install the fiber optic conduit and hand holes as part of a change order. The work will consist of labor only since the City will be purchasing the materials directly. The fiber optic conduit installation along Herbert Street will be part of the communication pathway to the Garnsey Water Plant and will serve as a back-up pathway to City Center. The installation will be in accordance with the City’s Standard Details M-20 and M-21 (Exhibit B). The change order for the fiber optic conduit and hand holes installation is $30,350 (Exhibit D).
The costs have been reviewed by Community Development Staff and Staff recommends approval of the change order to A&MSI Construction Company, Inc., for the installation of the conduit and hand holes in the amount of $30,350.
The City presently has a contract with Tru-Green Chemlawn, Inc., for spraying services for 33 acres of parkland. The City wishes to piggyback the City of Fort Pierce’s contract at a price of $46,129, with three one year renewal options if mutually agreed upon. The Parks and Recreation Department is very satisfied with their services and recommends the extension of this contract for one year through March 1, 2006.
Staff recommends that Council approve the extension of the contract for spraying services for the Bermuda Grass Park Areas, piggybacking the City of Fort Pierce’s Contract No. 5420 at a price of $46,129 for 33 acres of park areas, with three one year renewal options, if mutually agreed upon.
Staff has been working with Quentin L. Hampton Associates, Inc., in order to identify storm pipes that are in need of repair or replacement. Staff would like to “piggyback” Volusia County’s contract (No. 02-B-203BB) with American Water Services in order to have the work done at the lowest cost possible. As shown on the proposals attached, the total cost to clean, video, and line 505 feet of storm pipe in the Tree Top subdivision should not exceed $33,961.25; Cambridge Villas has 223 feet of storm pipe in need of repairs, and the total cost should not exceed $24,139.75. The total cost for both projects should not exceed $58,101. Funding is available in the DIP002 project.
Staff recommends that Council approve a “piggyback” of Volusia County’s contract (No. 02-B0203BB) with American Water Services to clean, video, and install new lining in the storm pipes in the Tree Top subdivision and Cambridge Villas for a total cost not to exceed $58,101.
City Manager’s Comment: The City has recently completed one section of pipe in the Cambridge area. This is a second segment of pipe that is in need of repair. Over the next several years, the City of Port Orange will have to undertake major relining of metal drainage pipe that was installed in many of our subdivisions. Metal pipe is no longer the City’s standard for drainage pipe.
In April, 2004, Council awarded the Palmer Loop Road Construction project to low bid vendor, Halifax Paving Inc., for a total cost not to exceed $365,990. This project is now complete and the engineering firm, Quentin L. Hampton Associates, Inc., and City staff are satisfied with the work. As shown on the Contract Modification sheet attached, quantities have been adjusted to agree with those installed in the field resulting in a deductive change order in the amount of $32,052.20. The total revised contract amount is $333,937.80. A “Summary Sheet” providing details of the change order is also attached for your review.
Staff recommends approval of deductive change order in the amount of $32,052.20 to contract with Halifax Paving Inc. for Palmer Loop Road (Bid No. 04-05).
As we explained in the Technology Workshop held with City Council in February, the City Technology Improvement Plan (TIP) calls for expanding Fiber Optic Services to connect all city facilities. Expansion of the Fiber Network will allow for high-speed data, voice and video services to be provided to outlining City operations that need such services. City staff has developed an approach to use existing utility lines that will save major cost in performing this project (up to an estimated $150K). Thus, by piggybacking the Broward County contract readily available we can save time and major dollars in accomplishing our technology improvement goals. Installing the Fiber Optic lines will enable the city facilities to have the same access to Internet, phone, and video technologies. These services will be used to improve our ability to provide communications, customer service and security.
Funds are available for this project in account number 505-1000-580-64-15. For further information contact William R. Whitson, Assistant City Manager.
Staff recommends that Council authorize staff to piggyback a Broward County contract number RLI #060597- RB for Fiber Optic installation to network City facilities in an amount not to exceed $298,600.00
Staff requested statements of qualifications late last summer for a Spatial Needs Study. Architects Design Group was deemed to be the firm that best met the needs of that study and Council authorized staff to negotiate a contract with them. With the hurricanes upon us, the negotiations were put aside as the original price proposal came in quite a bit over the budgeted amount. Since then, negotiations have been brought back up. With a scaled down scope of work, staff has been able to reach a satisfactory agreement in the amount of $49,635. Staff, therefore, recommends that Council award the agreement to Architects Design Group in the amount of $49,635.
Over the past several years, City Councils have waived bid procedures for the purchase of fireworks for the July 4th celebration. Fireworks by Santore have co-sponsored the event by offering a 50 percent dollar match. Santore has provided the City and its citizens excellent displays in past years.
It is the Staff’s recommendation that bid procedures be waived and Fireworks by Santore, Inc. (with a 50 percent dollar match) again be awarded this year’s display in the amount of $20,000. Monies for this event come from the Solid Waste Account.
The landscape maintenance contracts with Tif-Jen and Tuff Turf are due to expire on March 30, 2005. As allowed by contract, staff would like to extend both agreements another year. Both contractors have performed the work required and both are willing to renew without any increase in cost with the exception of the CPI rate increase (2.27%) as allowed by contract. The landscape contracts include mowing, edging, weeding, pruning, and mulch applications. Tif-Jen’s contract also includes spray applications of lawn and shrub fertilizer, weed and pest control. Total annual cost for Tif-Jen’s contract will not exceed $469,731.50. Total annual cost for Tuff Turf’s contract will not exceed $157,915.88 (includes newly added areas). Funding is available as shown on summary sheet attached.
Staff recommends that Council approve to extend the landscape maintenance agreements with Tif-Jen Lawn Service at a total annual cost of $469,731.50 and Tuff Turf Landscaping, at a total annual cost of $157,915.88.
In May, 2002, Council awarded the Lake Service Contract, Bid No. B02-011, to low bid vendor, Aquatic Weed Control Inc. Staff is satisfied with the level of service provided by Aquatic Weed Control and the vendor is willing to renew this contract without any increase in cost with the exception of the CPI rate adjustment as allowed by contract.
Staff also recommends approval to add new ponds that are now City responsibility – five retention ponds along Nova Road and a retention pond in Hidden Village. Total annual cost for renewal contract with Aquatic Weed Control should not exceed $39,588.84.
Staff recommends that council extend the Lake Service Contract with Aquatic weed Control Inc. for an annual cost not to exceed $39,588.84.
The attached staff reports include the Development Activity Report for February 2005 and the Building Activity Report for January 2005. These reports provide information on proposed development and projects under construction, commercial code enforcement activity, and monthly building permits and inspection updates.
Staff recommends that Council accept the Staff Reports (Monthly Development Activity Report and the Building Activity Report) for January and February 2005.
The Florida Department of Transportation is taking applications for the Highway Safety Grant Program. This grant offers law enforcement agencies the opportunity to provide additional funding for traffic enforcement and aggressive driving suppression.
The Port Orange Police Department is requesting grant funding for two additional traffic officers, two additional motorcycles, and traffic related equipment. The grant will provide 100% funding the first year, 75% the second year, and 50% the third year.
Staff recommends that Council authorize the Port Orange Police Department to apply for the Highway Safety Grant Program.
City Manager’s Comments: Last year, one of the analysis we presented to the City Council as part of the long term financial projections was employee needs as we move toward build out. One of the areas that we projected having a need was in the police area. This is one way to phase in additional police officers. The grant program would allow us to increase our force by two officers with the grant funding 100% the first year, 75% the second year (the City would have to fund 25% in the second year) and 50% in the third year (the City would have to fund 50% in the third year). In the fourth year and thereafter, the City would be responsible for funding the entire cost of the police officers. As we see the construction occurring in the northwest and southwest areas of our City, there will be a need for an additional patrol zone. That means additional officers. As we add two new schools in Port Orange, that will create new concerns and pressures at those locations. This is a way of phasing in the additional officers and allowing the City to phase in the operational cost. Should you have a question, please call Chief Monahan.
The Atlantic Shores Velo Club has requested the City to co-sponsor their 6th Annual Spring Criterium Bicycle Race to be held April 3, 2005. They are requesting waiver of fees for the use of City Center and costs associated with electrical, bleachers, portable staging, set up, supervision, and security for the event. Staff is recommending that Council approve the request to co-sponsor and waive $5,766.10 in rental fees for the Atlantic Shores Velo Club’s 6th Annual Spring Criterium Bicycle Race to be held around City Center on April 3, 2005, charging the club only the rental fee for the Circle use of $200.
Commonwealth Ministries requests approval for a Minor Special Event to be held on Saturday, April 16, at 5231 S. Nova Road from 7:00 a.m. until 1:00 p.m. The Ministry will be holding a rummage sale as a fundraiser.
Staff recommends that Council approve the Minor Special Event request from Commonwealth Ministries located at 5231 S. Nova Road for Saturday, April 16, 2005, subject to the seven recommended staff conditions.
F. REPORTS FROM ADVISORY BOARDS
Included in the packet is a report from the Bicycle Pedestrian Advisory Committee representative.
A representative of the Citizen Advisory Committee for the MPO will make a report to Council.
G. COMMUNITY DEVELOPMENT
This is a request to amend the Future Land Use Map of the City’s Comprehensive Plan Update ’98 for Case No. 04-20000001.
Planning Commission Action: On November 16, 2004, the City Council authorized the transmittal of the subject Land Use Amendments to the Florida Department of Community Affairs (DCA). The Planning Commission had recommended denial (5-2) at its October 28, 2004 meeting, Commissioners Gautauckis, McMasters, Bickel, Barker, and Lasky voting no, on the resolution to transmit the Fall 2004 Comprehensive Plan Amendment Package to the Florida Department of Community Affairs. A complete copy of the original staff report on this amendment is attached for your reference.
The amendment would change the designation of 46.25 acres from the current Volusia County Agriculture Resource to City of Port Orange Agriculture/Residential (0-2 units/acre). The applicant intends to incorporate the properties into the Waters Edge PUD.
Upon review of the City’s proposed amendment, DCA had no objections, per the Department’s ORC Report (see attached letter dated February 01, 2005). The City has also received a favorable Consistency Certification from Volusia Growth Management Commission (VGMC) (see attached letter dated January 27, 2005).
Staff Recommendation: Staff recommends approval.
Second Reading: April 19, 2005
The property owner, Port Orange Investments, Inc., has requested the annexation of approximately 36.24 acres of land into the City of Port Orange. The property is located south of Waters Edge PUD and east of Airport Road. If the property is annexed into the City of Port Orange, the owner intends to incorporate it into the Waters Edge Planned Unit Development (PUD) for future single-family residential development.
Staff recommends approval.
Second Reading: April 19, 2005
The property owner, Port Orange Investments, Inc., has requested the annexation of approximately 10.01 acres of land into the City of Port Orange. The property is located south of Waters Edge PUD and north of Pioneer Trail. If the property is annexed into the City of Port Orange, the owner intends to incorporate it into the Waters Edge Planned Unit Development (PUD) for future single-family residential development.
Staff recommends approval.
Second Reading: April 19, 2005
Local Agency Program Agreement for funding the permanent repairs to the Causeway Boat Docks caused by Hurricane Jeanne and the attached resolution are being brought before the Mayor and Council for approval.
Staff recommends that Council approve the attached resolution authorizing the Mayor and City manager to execute a Local Agency Program Agreement for the repair of the Causeway Boat Docks in an amount not to exceed $85,000.
At the end of the month, Port Orange will go live with its television station. Before doing so, Staff would like the City Council to select a name. This is important for branding and marketing purposes. The following is the suggested list:
Port Orange Government TV (POGTV)
The Port Orange Connection
Vision Port Orange
Television Port Orange
Government Television Port Orange (GTPO)
Access Port Orange
Station Port Orange
Channel 99 Port Orange
The Port Orange Link
Port Orange Government Access TV
On Air Port Orange
Community Action Port Orange
Staff recommends any of the following: Port Orange Government TV, Government Television Port Orange, Station Port Orange, or Port Orange Government Access TV.
City Manager’s Comment: I think it is important to keep it simple. We must remember that there will be other governmental entities using channel 99, too. We need to remember that the station is for government, not public access. It should be clear to the public that this is a governmental channel. Therefore, I am leading toward Port Orange Governmental Access Channel or some combination that identifies the channel with Port Orange as a governmental entity.
At this time, Council Members may discuss various matters of concern.