MEMORANDUM

 

 

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

                        August 1, 2006

 

Date:               July 24, 2006

 

 

Reminder:    City Council Meeting begins at 7:30 p.m.

 

 

B.                 PUBLIC HEARING

 

Item 4 -           Resolution No. 06-67 – Adopting the Five Year Capital Improvement Program

 

The attached resolution will approve the final Capital Improvement Plan for FY2006 through FY2011. 

 

 

C.                BOARD APPOINTMENTS

 

Item 5 -           Planning Commission (4 Terms to Expire on September 1, 2006)

 

The terms of Pete Atwood, George Chatley, George McMasters, and Joan Parker on the Planning Commission are scheduled to expire.  All have expressed an interested in being reappointed.  Attached are applications from Suzette Cameron, Chad Hazen, Lance Green, and Mark Matovina, who have expressed an interest in being appointed to the Planning Commission.

 

 

D.                CITIZEN PARTICIPATION

E.                 CONSENT AGENDA

 

Item 6 -           Approval of Minutes:

 

a.                  May 23, 2006 – Regular City Council Meeting

b.                  June 6, 2006 – Regular City Council Meeting

c.                  June 20, 2006 – Special City Council Meeting

d.                  June 20, 2006 – Regular City Council Meeting

e.                  June 27, 2006 – Special City Council Meeting (5:00 p.m.)

f.                    June 27, 2006 – Special City Council Meeting (5:30 p.m.)

g.                  June 27, 2006 – Regular City Council Meeting

 

Attached are the minutes of the above-referenced meetings.  If you have questions, please contact either Shirley Kelly or me.  We recommend approval.

 

Item 7 -           Update on Construction Projects

 

Attached is the report from Quentin L. Hampton Associates, Inc.  If you have questions, please contact Mark Hampton, Roger Smith, or me.  We recommend acceptance of the report.

 

Item 8 -           Update on Recreational Facilities

 

Attached is the report from Parks and Recreation.  If you have questions, please contact either Glen Walker or me.  We recommend acceptance of the report.

 

Item 9 -           Road Construction Report

 

Attached is the report from Public Works.  If you have questions, please contact either Warren Pike or me.  We recommend acceptance of the report.

  

Item 10 -        Approve C. T. Hsu & Associates Contract with City of Port Orange to Design the Police and Fire Stations and Related Public Safety Projects

 

This contract is for the design, engineering, and construction administration of a new Police Station, a new Fire and Emergency Services Delivery Station No. 72, and a new Fire Station No. 75.  Depending on funding, and at the City’s option, certain renovations to Fire Station No. 73 and renovations to the current Police Station to accommodate fire administration may be included.

 

The City’s total budget for the project is $17,000,000, including the architect fees of $1,769,000 for new construction and fees of $405,000 if the City elects all renovation projects.  Exhibit A to the contract describes more specifically the scope of the projects, compensation, and time for completion.

 

Staff recommends that Council approve the contract between C. T. Hsu & Associates, Inc., P.A., and the City of Port Orange for the design of the police and fire stations and related public safety projects and authorizing the Mayor and City Manager to execute the contract as provided.

 

City Manager’s Comment:           Our plan to keep the cost under control is to construct as much of the shell as possible and then complete as much of the building as we have funds.  We will work with Mr. Hsu to bring a conceptual plan to the City Council indicating how much of our construction program can be built.  This will protect the City from changes in the Code requiring only those areas left unfinished to meet any Code changes. 

 

 

F.                 BOARDS AND COMMISSION

 

Item 11 -        Report from Advisory Boards:

 

Parks and Recreation Advisory Board

 

A representative of the Parks and Recreation Advisory Board will make a report to the Council at this time.

 

 

G.                FINANCE

 

Item 12 -        Resolution No. 06-68 – Amendment to Purchasing Policy

 

Currently, the City’s Purchasing Ordinances and policies require the Purchasing Coordinator to advertise the invitation to bid a minimum of ten (10) days prior to the bids being received and opened.  The Federal government and, in particular, CDBG Disaster Funding has a requirement that the advertisement be a minimum of 12 days prior to the bids being received and opened.  In order for the City to obtain CDBG funds, our time frame must coincide with this requirement; therefore, staff recommends that the City revise this section of the purchasing ordinance and policy to be in sync with the time frame of the Federal government so that our advertisement time is a minimum of twelve days prior to them being received and opened.  Staff recommends that Council approve an amendment to Section 2.263 a. bidding procedure to read:  Newspaper.  Notice inviting bids shall be published once in at least one newspaper published in Volusia County and having general distribution in the City at least twelve days preceding the last day set for the receipt of bids.

 

City Manager’s Comments:  This will meet the requirements of the CDBG Disaster Assistance Program.  We will be using this money to install seawall improvements along Halifax Drive and the Causeway.  We will need to bring back an Ordinance amendment to amend the Code provisions.

 

Item 13 -        Review of Multi-Family Utility Billing Related to Single Family Structures

 

The City of Port Orange Code Section 74-1 defines an equivalent living unit as the basis of individual residential utility billing.  The City of Port Orange Land Development Code, Chapter 2, Section 2, further defines that a dwelling unit is a building or part thereof with separate cooking, sleeping, and sanitary facilities.  Please see the attached discussion regarding this issue and determine the proper association between equivalent living unit and dwelling.  It is further recommended that association of these definitions be ratified by City Council through the Water and Sewer Rate Resolution on August 15, 2006.

 

City Manager’s Comments:  If this method is acceptable, we will bring back a change in the Rate Resolution; and we will bring forward a clarification in the City Code of Ordinances.

  

H.                 PUBLIC HEARING

 

Item 14 -        Resolution No. 06-69 - Approval for Submittal to the Department of Housing and Urban Development of the City’s “FY2006 to FT2010 Consolidated Plan and F2006 Action Plan” Community Development Block Grant Documents

 

The public meeting held in conjunction with the Council Meeting on July 18, 2006 yielded no additional comments or suggestions to be considered for the  “FY2006 to FY2010 Consolidated Plan and FY2006 Action Plan.”  Staff is recommending that the Council approve the City’s CDBG submittal to HUD.  These documents will continue to be reviewed for legibility and form by staff and the City’s consultant up to the City’s final submittal date with HUD of August 16, 2006.  The most current corrections will be on hand at this meeting for review.

 

Staff recommends that Council approve and move forward with submittal to HUD of the City’s  “FY2006 to FY2010 Consolidated Plan and FY2006 Action Plan” Community Development Block Grant documents.

 

Note:  Exhibit A will provided to Council prior to the meeting.

  

I.                     PUBLIC SAFETY

 

Item 15 -        Resolution No. 06-70  - Fire and/or Rescue Service Mutual Aid with Volusia County

 

The Interlocal Agreement has been in effect since 1980.  The last time it was updated was in 1995.  The agreement provides for any agency to request mutual aid assistance from another agency, when their resources have been exhausted and/or to bring an emergency under control in a timely manner.  Staff recommends that Council approve the Interlocal Agreement entered into by and between all fire rescue agencies in Volusia County to provide mutual aid upon request of another agency in the County, conditioned upon all agency names being added to the agreement.

 

  

J.                  ADMINISTRATION

 

Item 16 -        Resolution No. 06-71 - Florida League of Cities – 2006 Florida Cities of Excellence Awards Program (Florida City of Excellence Nomination

 

Two years ago Port Orange was one of the six finalists for this award.  The City proposes again to submit an award nomination under the Florida City of Excellence Award category to recognize Port Orange’s outstanding leadership, citizen outreach, technology, fiscal management, and innovative programs.  Staff recommends that Council approve the attached resolution authorizing the City Manager to submit a Florida City of Excellence award nomination to the Florida League of Cities under their Florida Cities of Excellence Awards Program, authorize the Mayor and City Manager to execute any contracts or agreements.

 

Item 17 -        Resolution No. 06-72 - Florida League of Cities – 2006 Florida Cities of Excellence Awards Program (Employee of the Year – William R. Whitson)

 

The Florida League of Cities has established the 2006 Florida Cities of Excellence Award Program to acknowledge the many things cities and city employees contribute to the quality of life in Florida.  The City proposes to submit an award nomination under the Employee of the Year Award category to recognize William Whitson for his work performance/productivity, judgment, initiative, integrity, dependability, cooperation, and citizen relations.  Staff recommends that Council approve the attached resolution authorizing the City Manager to submit an Employee of the Year Award nomination to the Florida League of Cities under their Florida Cities of Excellence Awards Program, authorize the Mayor and City Manager to execute any contracts or agreements.

 

Item 18 -        Resolution No. 06-73 - Florida League of Cities – 2006 Florida Cities of Excellence Awards Program (Citizen of the Year – Joyce Oxley)

 

The City proposes to submit an award nomination under the Citizen of the Year Award category to recognize Joyce Oxley for her volunteer efforts that have benefited the quality of life within the City.  Furthermore, the nomination recognizes her commitment, support and skills, leadership, and her desire to make a positive impact on the City.  Staff recommends that Council approve the attached resolution authorizing the City Manager to submit a Citizen of the Year Award nomination to the Florida League of Cities under their Florida Cities of Excellence Awards Program, authorize the Mayor and City Manager to execute any contracts or agreements.

 

Item 19 -        Resolution No. 06-74 - Florida League of Cities – 2006 Florida Cities of Excellence Awards Program (City Spirit Nomination)

 

The Florida League of Cities has established the 2006 Florida Cities of Excellence Award Program to acknowledge the many things cities and city employees contribute to the quality of life in Florida.  The City proposes to submit an award nomination under the City Spirit Award category to recognize Port Orange’s effort to successfully address a need.

 

Staff recommends that Council approve the attached resolution authorizing the City Manager to submit a City Spirit Award nomination to the Florida League of Cities under their Florida Cities of Excellence Awards Program, authorize the Mayor and City Manager to execute any contracts or agreements.

 

Item 20 -        Resolution No. 06-75  - Establishing the Youth Advisory Board

 

The Youth Advisory Board is a proposed advisory board to City Council comprised of 20 students from the two Port Orange middle and high schools. The board will provide City Council with an advisory board that can help shape their decisions on issues that pertain to middle and high school students. Attached is a resolution establishing the YAB and a background packet outlining the basic elements and organizational principles of the new board. Staff recommends that Council approve the attached resolution establishing the Port Orange Youth Advisory Board and its organizing principles.

 

 

K.                 COUNCIL COMMENTS

 

Item 21 -        Comments/Concerns from Council Members

 

At this time, Council Members may discuss various matters of concern.

 

 

 

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