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
September 1, 2009
Date: August 24, 2009
Item 1 - Pledge of Allegiance
Item 2 - Silent Invocation
Item 3 - Roll Call
B. BOARD APPOINTMENT/INTERVIEWS
Robin Lasky has provided the City with her formal request to be reappointed to a term on the Port Orange Planning Commission.
C. CITIZEN PARTICIPATION (Non-Agenda – 15 Minutes)
D. CONSENT AGENDA
Attached are the minutes of the following meetings:
a. June 23, 2009 – Regular City Council Meeting
b. July 21, 2009 – Regular City Council Meeting
c. July 28, 2009 – Regular City Council Meeting
Staff recommends Council approval.
Attached is the report from Quentin L. Hampton Associates, Inc. If you have questions, please contact any of the Project Managers, Quentin Hampton’s, or me.
Attached is the report from Parks and Recreation. If you have questions, please contact either Susan Lovallo or me.
Attached is the Road Construction Report. If you have questions, please contact either Warren Pike or me.
On November 4, 2008, the City Council authorized staff to negotiate a contract with Stottler Stagg & Associates, Inc., for architectural and engineering consulting services related to new construction and renovation projects. The contract approved March 3, 2009, sets forth standard terms and conditions and requires that projects be authorized by addendum in order to clearly identify the scope of services for each project. On March 17, the City Council requested the addendum be brought back for reconsideration.
The attached addendum represents the scope of services and fee proposal for two of the remaining four original projects. The Cypress Head Clubhouse proposal, in the amount of $23,800, provides design services and documents for the purpose of protecting windows and doors in compliance with the City’s hazard mitigation grant and 2007 Building Code. The scope also includes renovations to the roof to withstand 130 mph winds, bid assistance, and construction administration. While we hoped to utilize existing truss drawings to reduce the total cost, the structural engineer has indicated that they are not adequate. The cost associated with this design will satisfy the City’s match requirement, and funds are available in Account No. 317-1000-580-63-97, Project No. AIO010.
The Fire Station No. 73 re-roofing project scope includes evaluation, design, construction documents, bid assistance, and construction administration. The building has substantial leaks which are damaging the exterior and interior of the buildings, and the HVAC system is in need of remedial action. The roof repairs were budgeted in the 2008 Capital Improvement Plan but delayed to coincide with this contract. Funds in the amount of $23,900 are available in Account No. 317-1000-580-63-97, Project No. CIP008.
Staff recommends that Council approve Addendum No. 2 to the contract with Stottler Stagg & Associates, Inc., dated March 17, 2009, for architectural and engineering services for hardening the Cypress Head Clubhouse and re-roofing Fire Station No. 73 and to authorize the Mayor and City Manager to execute all associated documents on behalf of the City.
City Manager’s Comments: Fire Station 73 has some issues that are beyond normal roof issues that will have to be addressed. Therefore, it will require some design work. It revolves around how the equipment on the roof is attached. Because of the grant conditions at Cypress Head, we will need to make sure the truss design will withstand 130 miles per hour.
As you know, we have leak problems at City Hall that
need attention and major repair. We will
be accepting proposals from roofing contractors to replace the roof at City
Hall. At the same time, we will be
asking for proposals from roof contractors to make repairs to the roof at the
On August 18, Council approved the purchase of GPS units for fleet vehicles and equipment for a total annual start-up cost of $64,294. Staff, however, made an error; and this figure is incorrect. Staff neglected to multiply the monthly air-time charge of $5,145 ($35.00 per unit x 147 units) by 12 to cover the first year. This brings the total annual initial cost for units, software, and air time to $120,892. Funds are available in the Fleet Finance Account, 50510005806400.
recommends approval to piggyback
City Manager’s Comments: This was brought to my attention after the bid was awarded by the City Council. When Public Works was preparing the bid document that simply made a calculation error related to the air time. We have not ordered the units until such time as this error has been corrected.
The appointed Selection Committee comprised of Dennis Kennedy, Councilman; Shannon Lewis, Assistant City Manager; John Shelley, Finance Director; Rob Zicker, Human Resources Director; Bob Newell, Risk Manager; and Bobbi Palmer, Purchasing Coordinator, met several times to evaluate and rank the proposals submitted for this subject. Three proposals were received from: Brown & Brown (PGIT); A. J. Gallagher (Travelers, et al.) and Florida League of Cities.
A. J. Gallagher did not submit a proposal on the Workers Compensation portion of this RFP. Coverage for the Workers Compensation portion submittals were consistent since it is Federal and State regulated. The Committee unanimously ranked the Florida League’s proposal as number one in the amount of $298,172.00.
The Property and Casualty portion had a more intensive evaluation with the Committee having several questions. The Committee convened twice prior to them developing their final ranking. That final ranking was: 1. Florida League of Cities; 2. A. J. Gallagher; and 3. Brown & Brown. Further, after much consideration and discussion, it was the Committee’s recommendation that the City Council should accept the League’s zero dollar deductible option for the liability proposal in the amount of $744,985.00. The proposed program is similar in insurance limits, deductibles, and coverage as the current insurance program except the liability coverage will go from $50,000 deductible to a zero dollar deductible. The total for both packages from the Florida League of Cities is $1,043,157.00. This is a total reduction of $220,843.00 under last year’s premium. Funding for this item is appropriated in 504-1000-580-4510.
Staff recommends that Council approve the Selection Committee’s ranking and recommendation for the Florida League of Cities proposal for both Workers Compensation with a $25,000 deductible, Property with a $25,000 deductible, and Casualty with zero dollar deductible coverage in the amount of $1, 043,157.00
Comments: The City of
Earlier this year, the Police Department applied for funding under the Victims of Crime Act (VOCA) Grant program. The Department has been awarded $53,348 for the 2009/2010 funding cycle to assist victims of crime. Because the grant program requires a match, the City’s share is $13,337.
recommends that Council approve the acceptance of grant funds from the State of
The City’s current banking contract expires at the end of September, 2009. The City has been considering different banking services and also our fiscal year is coming to a close. In order to complete adequate planning and a potential transition process, staff is requesting up to a six month contract extension with SunTrust, the City’s current banking institution. Staff recommends that Council approve a bid waiver for up to six months for the City’s banking services.
An interdepartmental committee researched and tested
a variety of electronic document management systems that will allow for more
efficient and economical records management, storage and retrieval
citywide. In addition, the On-Base
system has a workflow module that will allow staff to streamline work processes
electronically, cut down on the amount of paper documents and physical storage
space, and allow the public greater ease in obtaining public records through
the website. The initial cost of the
system, including all modules, setup, installation and training is $24,668. There will be an annual maintenance cost of
$3,910. Staff recommends “piggybacking”
Staff recommends that Council approve the purchase of a citywide document management system from On-Base in the amount of $28,578 by “piggybacking” Lake County’s contract and authorize the Mayor and City Manger to execute all applicable documents.
Annually, staff bids out the annual usage of assorted t-shirts primarily used by the Recreation Department for the various athletic leagues. Staff revised the specifications this year so as to allow a breakdown between shirt and printing. The City received four bids; however, the bidders were not consistent with the method in which the bids were submitted. Staff, therefore, requests that Council reject all bids and allow staff to revise the specifications further and re-bid.
The CDD is comprised of 1238.2 acres located entirely within the City of Port Orange, Florida. The City owns 225 acres of land acquired for conservation within the boundaries of the CDD. This Interlocal Agreement formalizes the understanding between the City and the CDD that the CDD shall not impose, levy, certify or otherwise seek to encumber or collect any special assessments, non-ad valorem assessments, maintenance assessments or taxes of any kind on property owned by the City or any other governmental entities within the CDD.
that Council approve the proposed Interlocal Agreement between the City of
E. TABLED ITEMS
Staff recommends that this item remain on the table.
Attached is the proposed amendment and changes to the General Employees Pension Plan. There are basically three major changes included in this Ordinance. First, the multiplier is being changed from 2.12% to 2% for future computations. Second, the employee contribution is being increased to 7.5% of salary.
Third, the supplemental payment that would be paid to employees to help offset insurance has been eliminated for future years. An employee maintains their vesting. The new computations will be for future years. This is designed to maintain the City’s contribution at 13% of salary. This Plan covers non-police and fire employees.
Attached is the Monthly Financial Report. If you have questions, please contact either John Shelley or me.
G. COMMUNITY DEVELOPMENT
February 17, 2009, the City Council approved the award of a contract for the
design of the center section of
H. PUBLIC WORKS
Staff recommends approval.
I. PUBLIC UTILITIES
The FDOT has completed the design of a future 6-laning improvement for I-4 between SR44 and I-95. The design includes stormwater ponds and wildlife crossings. Additionally, the project features a 10-foot high animal safety fencing along the corridor, which has the added benefit of enhancing homeland security for our property holdings and central wellfield. Some of the planned improvements require procurement of lands abutting the existing right-of-way.
Specifically, Parcel 109 is sandwiched between the land commonly referred to as the “Danhauser Tract” located to the west and the County landfill property to the east. As a matter of policy, the City generally prefers to maintain rights and usage of its wellfield property holdings for a variety of uses, which include hunting leases and wetland mitigation banking. However, in this case, the subject land is being sold outright to construct a significant realignment of the intersection connecting I-4 with US Highway 92.
FDOT negotiated with
Staff recommends approval of the sale per the terms of the
Staff recommends that Council approve the attached resolution authorizing the sale to FDOT of 13.476 acres of land in an amount of $67,750 for land and $9,250 for mineral rights interests for a total purchase price of $77,000 and authorizing the Mayor and City Manager to execute the associated contract documents.
City Manager’s Comment: We have brought this alignment change to the County
on several occasions. It is an excellent
opportunity for the County to request the State to provide access to the
landfill area off of I-4. This would
remove landfill traffic coming from
The FDOT has completed design of a future 6-laning improvement for I-4 between SR44 and I-95. The design includes stormwater ponds and wildlife crossings. Additionally, the project features a 10-foot high animal safety fencing along the corridor, which has the added benefit of enhancing homeland security for our property holdings and central wellfield. Some of the planned improvements require procurement of lands abutting the existing right-of-way.
Specifically, Parcel 803 is located on lands contained within the area commonly referred to as the “Rotary Tract.” As a matter of policy, the City generally prefers to maintain rights and usage of its wellfield property holdings for a variety of uses, which include hunting leases and wetland mitigation banking.
A perpetual easement is necessary to accommodate a wildlife crossing of
I-4 at this location. The easement proposed does not conflict with the use of
the land for a hunting lease or mitigation bank. FDOT negotiated with
Staff recommends that Council approve the attached resolution authorizing the sale to FDOT of a perpetual easement across 13,750 square feet of land in an amount of $750 and authorizing the Mayor and City Manager to execute the associated contract documents.
The FDOT has completed designing a future 6-laning improvement for I-4 between SR44 and I-95. The design includes stormwater ponds and wildlife crossings. Additionally, the project features a 10-foot high animal safety fencing along the corridor, which has the added benefit of enhancing homeland security for our property holdings and central wellfield. Some of the planned improvements require procurement of lands abutting the existing right-of-way.
Specifically, Parcel 805 is located on lands contained within the area commonly referred to as the “Danhauser Tract.” As a matter of policy, the City generally prefers to maintain rights and usage of its wellfield property holdings for a variety of uses, which include hunting leases, wetland mitigation banking, and, in this case, billboard leases.
A perpetual easement is necessary to accommodate a stormwater treatment
pond at this location. The easement
proposed does not conflict with the existing use of the land for hunting or
billboards. Additionally, the tract is
not currently included in any permitted or proposed wetland mitigation
bank. FDOT negotiated with
Staff recommends that Council approve the attached resolution authorizing the sale to FDOT of a perpetual easement across 7.077 acres of land in an amount of $75,000 and authorizing the Mayor and City Manager to execute the associated contract documents.
J. PUBLIC SAFETY
This Agreement has been amended to incorporate only those agencies that are included in the RCC System. The Agreement term is extended to 5 years. Staff recommends approval.
Attached is a proposed resolution from
L. COUNCIL COMMENTS
At this time, Council Members may discuss various matters of concern.