MEMORANDUM

 

 

 

 

To:                   Mayor Allen Green

Vice Mayor Mary 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

                        May 26, 2009

 

Date:               May 19, 2009

 

 

 

      A.        OPENING

 

Item 1 -           Pledge of Allegiance

Item 2 -           Silent Invocation

Item 3 -           Roll Call

 

 

B.                 SPECIAL REPORT

 

Item 4 –          Report from KemperSports Management

 

A representative of KemperSports will make a report to Council at this time regarding The Golf Club at Cypress Head.

 

C.                CITIZEN PARTICIPATION (Agenda)

 

Item 5 -           Request from the Port Orange Blazers Girls’ Fast Pitch Softball Organization for the City to Co-Sponsor their Organization

 

The Port Orange Blazers Girls’ Fast Pitch Softball organization is requesting the City to co-sponsor their organization by allowing them use of the City Center fields for a fee of $3,000 per year.  They have provided proof of insurance and have added the City as an additional insured (see attached).

 

Staff recommends that Council approve the request from the Port Orange Blazers Girls’ Fast Pitch Softball organization to co-sponsor their organization by allowing them use of City Center fields for a fee of $3,000 per year.

 

 

D.                CITIZEN PARTICIPATION (Non-Agenda – 15 Minutes)

E.                 CONSENT AGENDA

 

Item 6 -           Project Managers’ Report

 

Attached is the Project Managers’ Report.  If you have questions, please contact any of the Project Managers or me.

 

Item 7 -           “Piggyback” Extension – Investment Advisory Services

 

The City Council previously approved the “piggybacking” of the Investment Advisory Services from the School Board of Volusia County.  That contract was just extended for an additional four year renewal period at a decreased fee of fifteen percent from the original fee schedule outlined in the initial response to the RFP.  The City would also like to extend at the same prices, terms, and conditions for the four additional years.  Staff recommends that Council approve the extension of the “piggybacked” contract for Investment Management Services from the School Board of Volusia County to Public Financial Management (PFM).

 

City Manager’s Comments:  PFM has been the City’s Investment Advisor for several years.  Last year, the City Council awarded PFM a contract to continue managing our investment portfolio.  They have done an outstanding job for the City of Port Orange during the period they have been managing and advising the City on investments.  You may recall that they are the ones who advised the City to move our funds out of State Board.  This saved the City several thousands of dollars after it was determined that the State investments did not meet our investment criteria.

 

 

Item 8 -           Time Warner Circuit Renewal Agreement and Expansion

 

Staff is recommending the renewal of the communication service agreement with Time Warner for the Cities voice, Internet, and data circuits.  IT staff was able to negotiate a substantial cost savings of approximately $1,200 per month and increase bandwidth at the same time.  These circuits allow us to continue supplying telephone services to City facilities and expand that service to Fire Stations for additional cost savings.

 

Staff recommends that Council authorize the agreement of the attached contracts with Time Warner continuing service for an additional 36 months.

 

Item 9 -           Development Order Extension – Final Plat and Plans for Port Orange Plantation, Phase IV, and Assignment of Subdivision Improvement Agreement

 

This is a request to approve the Development Order Extension for the Final Plat and Plans for Port Orange Plantation, Phase IV.  The subdivision proposal includes 93 single-family lots with associated infrastructure and stormwater improvements on approximately 26.2 acres. The subject property is located west of Williamson Boulevard, north of Town West Boulevard.

  • Legal documentation giving the developer clear right to build the bypass drainage system must be submitted prior to plans being stamped “Approved for Construction”.

 

The assignment of the Subdivision Improvement Agreement (SIA) document will assign the contractual obligations pursuant to the SIA for Phase IV of the Port Orange Plantation Subdivision from the former property owner (D. R. Horton) to the current property owner (BOH Port Orange FL, F.P.).

 

Planning Commission Recommendation:      The Planning Commission recommended approval, 7-0, of the Development Order Extension for the Final Plat and Plans for Port Orange Plantation, Phase IV, subject to the condition noted above. 

 

Staff Recommendation:   Staff recommends that Council approve the Development Order Extension for the Final Plat & Plans for Port Orange Plantation, Phase IV, as recommended by the Planning Commission and to approve the Assignment of the Subdivision Improvement Agreement for Phase IV.

 

Item 10 -        Development Order Extension – Final Plat and Plans for Port Orange Plantation, Phase V, and Assignment of Subdivision Improvement Agreement

 

This is a request to approve the Development Order Extension for the Final Plat and Plans for Port Orange Plantation, Phase V.  The subdivision proposal includes 64 single-family lots with associated infrastructure and stormwater improvements on approximately 22.8 acres. The subject property is located west of Williamson Boulevard, north of Town West Boulevard.

  • Legal documentation giving the developer clear right to build the bypass drainage system must be submitted prior to plans being stamped “Approved for Construction”.

 

The assignment of the Subdivision Improvement Agreement (SIA) document will assign the contractual obligations pursuant to the SIA for Phase V of the Port Orange Plantation Subdivision from the former property owner (D. R. Horton) to the current property owner (BOH Port Orange FL, F.P.).

 

Planning Commission Recommendation:      The Planning Commission recommended approval, 7-0, of the Development Order Extension for the Final Plat and Plans for Port Orange Plantation, Phase V, subject to the condition noted above. 

 

Staff Recommendation:   Staff recommends that Council approve the Development Order Extension for the Final Plat & Plans for Port Orange Plantation, Phase V, as recommended by the Planning Commission and to approve the Assignment of the Subdivision Improvement Agreement for Phase V.

 

F.                 TABLED ITEMS

 

Item 11 -        Second Reading – ordinance No. 2009-4 – Repeal Ordinance No. 2008-19 Small Scale Future Land Use Amendment – Summit Golf Center (Tabled 4/28/09)

 

Staff recommends that this item remain on the table.

 

G.                FINANCE

 

Item 12 -        Monthly Financial Report

 

Attached is the Monthly Financial Report.  If you have questions, please contact either John Shelley or me.  Staff recommends acceptance of the report.

 

 

H.                 COMMUNITY DEVELOPMENT

 

Item 13 -        Second Reading – Ordinance No. 2009-9 – Amending Chapter 5, Section 8(e) of the Land Development Code Relating to Establishing Parameters for the Reconstruction of Non-Conforming Off-Site Signs Following a Catastrophe

 

Staff recommends approval.

 

I.                     PUBLIC UTILITIES

 

Item 14 -        Bid Award – Ernest Drive Improvements and Sugar Forest Water System Replacement Project

 

This project is comprised of planned public improvements in two separate districts of our City. These two projects were combined for bidding purposes in hopes of providing a more cost effective project size for the contractor and the City. The Ernest Drive phase of the project will provide potable water service and improved fire protection as well as a paved roadway to approximately 10 existing residential lots. This is the very last street in the Overlook Trail area to receive safe reliable drinking water from us. We have continually strived to accomplish this for approximately 10 years. This is the fourth separate water system extension contract that we have entered into over the years for this specific area.  This dedication is something to be proud of.  Now, should a forest fire again threaten us from the south from across the creek we will be in a much better position to fight it.    

           

The Sugar Forest phase of the project provides new water mains, hydrants, and approximately 45 water services in an older area of our City. This particular area has had continual challenges with broken water services and water mains over the years. This area of our City was developed approximately 32 years ago with pipe materials that no longer meet our City construction standards.  Our City crews are looking forward to having this high maintenance area completely replaced with high quality water mains, water services, and new fire hydrants.

           

Our consultants, Quentin Hampton and Associates, in consultation with city staff, prepared construction contract documents for these two combined projects.  Bids for construction of these improvements were publicly advertised and 16 bids were then opened on May 12, 2009.   Upon evaluating all of the bids received we have determined that Hazen Construction was the lowest responsive bidder on both phases of the work.  Hazen is a well known local established and respected Underground Utility Contractor who has successfully performed numerous City contracts for us in the past.

           

We request your approval in awarding this contract to Hazen Construction Company in the amount of $ 321, 321.00 at this time.  Funding for this project is currently available within the Water System Extension, Water System Replacement, and Water System Reinforcement Project Accounts, CIP # UET001, # URP001, and URF001. 

 

Staff recommends that Council approve the bid award for the Ernest Drive Improvements & Sugar Forest Water System Replacement Project, Bid # B-09-14, to Hazen Construction in the amount of $ 321, 321.00 and to authorize the Mayor and City Manager to sign and execute all required contract documents.  

 

City Manager’s Comments:  The Public Utilities Department continues to identify areas that need to have major work completed.  Sugar Forest is a project that has been identified as needing extensive work.  We have been faced with broken lines and service needs in this area.  This will allow us to replace the water services with new services and install new lines and hydrants. 

 

Additionally, the City works with neighborhoods to extend water service to areas that is not served by water.  For a number of years, the City has been working in the area off of Hensel Hill that is not served with water and has unpaved roads to install water service and to put a surface on the roads.  This is the last segment in this specific neighborhood that was not previously served with water.  This will provide fire protection to this area as well as providing them with a reliable source of drinking water.  When this project is completed, water will be available to every lot along Ernest Drive.  However, two of the property owners refused to provide the necessary easements across their property.  Therefore, they will not have a hard surface road in front of their homes nor will they have water connection.  They will, however, be served with a fire hydrant.

 

Normally, this item would be on consent agenda.  However, since Council Member Kennedy lives in one of the areas, I have moved this item from consent to Public Utilities. 

 

J.                  ADMINISTRATION

 

Item 15 -        Discussion – VGMC Rules of Procedure

 

Council asked that this item be placed on the May 26 agenda for further discussion.

 

K.                 COUNCIL COMENTS

 

Item 16 -        Comments/Concerns from Council Members

 

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

 

Item 17 -        City Council Committee Reports

 

At this time, Council Members may discuss various committees to which they have been assigned.

 

 

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