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 October 6, 2009
Date: September 28, 2009
This is just a reminder that the Eastport CRA will meet at 5:30 p.m. and the Town Center CRA will meet at 6:15 p.m.
Item 1 - Pledge of Allegiance
Item 2 - Silent Invocation
Item 3 - Roll Call
B. CITIZEN PARTICIPATION (Non-Agenda)
C. CONSENT AGENDA
Attached are the minutes of the following meetings:
August 4, 2009 - Regular City Council Meeting
August 18, 2009 - Regular City Council Meeting
August 25, 2009 - Regular City Council Meeting
Staff recommends approval.
Attached is the report from Quentin Hampton’s. If you have questions, please contact either Mark Hampton or me.
Attached is the report from Parks and Recreation. If you have questions, please contact either Susan Lovallo or me.
City Manager’s Comments: At the last meeting, Mayor Green asked if the scoring level planned for the concession/restroom building is required to be handicapped accessible. At that time, we thought the answer was no. Since then, we have done some research and determined that handicapped accessibility may be required. We are talking with other cities and counties who have recently constructed scoring facilities that were not handicapped accessible to determine where in the Florida Building Code there is an exception. In the meantime, we are planning alternative methods for score keeping. This would mean that the building would be a one story facility with scoring facilities located behind each of the fields similar to what we have at all our current ball fields. Constructing an elevator probably is not the right alternative for the building. We will keep you apprised.
Attached is the report from Public Works. If you have questions, please contact either Warren Pike or me.
Item 8 - Addendum No. 24 to Quentin L. Hampton Associates, Inc., March 15, 1988 Agreement for Engineering Elements for the City’s Halifax Canal Reclaimed Water Augmentation FDEP 319(h) Grant Application
Quentin L. Hampton Associates, Inc., will assist with the development of engineering elements of the City’s 319 (h) grant application for the Halifax Canal Reclaimed Water Augmentation project. Staff recommends approval of Addendum No. 24 to QLH’s March 15, 1988 agreement, not to exceed $13,780.00, and to authorize the Mayor and City Manager to sign documents on behalf of the City. If you have any questions, please contact Kent E. Donahue or Brad Blais from QLH.
City Manager’s Comments: The City must have certain data in order to apply for the grant. It is not data that the City would have. When putting together the B-23 Canal 319(h) grant application several years ago, we did the same thing. A consultant helped us put together the required data to help us qualify for the grant.
There are six vacancies on the Youth Advisory Board. Erika Higgins, a 12th grade student at Atlantic High School, and Peter Chechanover, a 10th grade student at Spruce Creek High School, have made application to serve on the Board. Both individuals meet the Board criteria, and staff recommends their appointment.
Staff recommends that Council confirm Erika Higgins and Peter Chechanover as Youth Advisory Board Members for 2009-2010.
purchases an annual hardware and software maintenance contract from IBM with
additional discounts below
This is the annual software and technical support maintenance agreement we purchase from HTE so that we can continue to receive their support and any new enhancements they may make to our eleven (11) AS/400 software applications. Each application is budgeted in Account No. 501-0700-590-4636. HTE’s billing cycle varies for each application throughout the fiscal year and exceeds the $25,000 authority limit. The agreement supports the current City and archived Public Safety system operations. Funding for this purchase is budgeted in the 501 operating fund. Staff recommends that Council approve the purchase of the Annual Software and Technical Support Maintenance from HTE at a cost of $100,405 for FT2010.
Fire & Rescue will be purchasing
one Medium Duty Transport Unit at a cost of $225,026 from Wheeled Coach
Ambulance. This new unit will replace an
outdated Fire Engine. This price is
based on the Florida Sheriff’s Bid No. 08-08-0909, Specification No. 2, Type I
Medium Duty Ambulance. Funds will be
utilized from Fleet Finance Account No. 505.
Staff recommends that Council approve the purchase of Medium Duty
Transport Unit from Wheeled Coach Ambulance Corporation in
City Manager’s Comments: As you may recall, Chief Rafferty and Chief Weir made
a presentation to the City Council about two months ago related to
As you will recall, we looked at using an SUV style vehicle, a transport only vehicle, and this type of vehicle. It was the recommendation of Chief Rafferty with the concurrence of the Fire Chief that this vehicle would provide us with a flexible unit. Should the need ever arise and the City had to transport, we would have the capability to do so. That is an added feature.
The first sanitary sewer treatment process employed at the Reclaimed Water Plant is the initial screening of the wastewater influent to remove inorganic debris and other solids. This is accomplished utilizing a “bar screen.” Consequently, equipment exposure in this area is extremely hostile and corrosive. Therefore, keeping these units in proper working order is absolutely essential if the plant is to remain in regulatory compliance and avoid costly penalties from FDEP.
The two bar screens were initially installed in 1988 and were last refurbished ten years ago. Having two units provides the plant with a measure of redundant reliability in the event that one becomes inoperable or is taken out of service for maintenance. Also, these units are alternated in order to extend their reasonably expected useful life. However, despite the best management practices employed by the Wastewater Plant Operators and the companion efforts of the Maintenance Mechanics, elements of the two existing bar screens are in need of immediate repair or replacement. Also, both units are due for a major rehabilitation. Staff believes the cost-benefit for rehabilitation of the units significantly exceeds the value of full-cost replacement.
Parkson is the original manufacturer and supplier of the Parkson bar screen. They are the sole source provider of Parkson products and factory-warranty service. Parkson submitted a quote in the amount of $205,877 to rehabilitate two bar screens on site. The price includes the removal and re-installation of the units. Having Parkson perform all work will ensure that all factory warranties for both material and workmanship are valid.
The Department planned for this project in the FY10 CIP. Furthermore, bondholder covenants mandate that a minimum of 5% of operating revenues must be directed to the 403 fund for the specific purpose of maintaining the existing system infrastructure. This specific project will help meet the requirements of those covenants. Funding is found in SSP002 Sewer Plant Replacement in account number 40304005356397. We recommend waiving formal bids, granting Parkson Sole Source approval, and authorizing a purchase order in the amount of $205,877.00.
Staff recommends that Council waive the formal bidding process and validate Parkson as the sole source vendor for Parkson products and to authorize a purchase order to Parkson for rehabilitation of two bar screens at the Reclaimed Water Plant in the amount of $205,877.00.
On Sunday, September 27, 2009, crews were called to make emergency repairs to the sewer main at the intersection of Dunlawton and Clyde Morris. The City Manager authorized the work to be done. Staff recommends approval.
City Manager’s Comments: The City is soliciting proposals from utility contractors to do emergency repairs to the sewer line at the corner of Clyde Morris and Dunlawton. The bids will be opened on Wednesday afternoon. We will be forwarding those to you under separate cover with a recommendation.
D. TABLED ITEMS
Staff recommends that this item remain on the table.
The attached resolution appropriates budget funds for capital expenditures and an internal loan. Staff recommends approval.
A contract for sale and
purchase has been executed by the seller for the .68 +/- acre parcel located at
Staff recommends that
Council approve the attached resolution authorizing the issuance of a
Promissory Note in the amount of $410,000 to the Port Orange Town Center CRA to
finance the acquisition of the former Cardwell Funeral Home property located at
Previously, a Request for Statements of Qualifications and price proposals was requested for Audit Services and the preparation of the City’s CAFR. The Selection Committee short listed the submittals and held oral presentations from the short listed firms. During the oral presentations, each firm was requested to clarify their price proposals as there was some confusion among the committee members with regard to the prices for audit services and the preparation of the City’s CAFR. Upon conclusion of the oral presentations, the Selection Committee unanimously developed the final ranking of:
1. Brent Millikan & Co.
2. James Moore & Co.
3. Hoyman Dobson
4. McDirmitt Davis
Subsequently, James Moore & Company filed a protest on that ranking and a protest hearing was held. The City’s hearing officer, Mr. Parker, upheld James Moore’s protest and, further, has requested staff to revise the scope of work and re-advertise. Therefore, it is that decision and recommendation that staff requests Council to approve.
Staff recommends that Council reject the Selection Committee’s final ranking on RFP No. 09-10 due to some ambiguity in the RFP and to authorize staff to clarify and revise the scope of work requested and re-advertise for a new RFP.
F. COMMUNITY DEVELOPMENT
Staff recommends approval.
Staff recommends approval.
The City has the opportunity to apply for a
$200,000 Brownfield Assessment Grant from the U.S. Environmental Protection
Agency. Assessment grants provide funding to inventory Brownfield
sites, conduct environmental assessments, and undertake planning and community
involvement activities related to redevelopment of Brownfield sites. Although the application is for a
community-wide grant, the City will be targeting the areas along the U.S. 1
corridor and those in and around former landfill sites. The performance period for EPA Assessment
Grants is three (3) years. No
financial match is required by the City.
The Brownfield program is a redevelopment tool to
help local communities increase the economic viability of properties that are
underutilized or that have remained idle for years due to contamination or the
perception of environmental contamination.
State tax credits and tax incentives are a couple of the benefits from
participation in the State of
Staff recommends that Council approve the attached resolution authorizing staff to submit a Brownfields Assessment Grant application to the U.S. Environmental Protection Agency.
Recently, funds became available under FDEP’s Nonpoint
Source 319 (h) grant program. To address
flooding issues associated with the
This project will work in conjunction with future
stormwater efforts the City is planning along the
The City seeks $450,000 (60%) from the 319 (h) grant program.
Staff recommends that Council approve the attached resolution authorizing the City Manager to submit a grant application to Florida Department of Environmental Protection (FDEP) under their 319 (h) grant program, authorize the Mayor and City Manager to executed any contracts or agreements, and provide a match.
The City of
For Council information, we do pay interest on all deposits held by the City.
Staff recommends that Council maintain the current policy to not refund utility account deposits
Attached is an email from a resident of Cypress Head concerning annual passes for the golf course. This item is presented for Council discussion at this time.
In 2007, the City Council changed the penalty for doing work without a building permit. Previously, the penalty was double the permit fee. The current penalty is $500 plus the cost of the permit. I was contacted by a resident who had work done at his home without a permit. When Code Enforcement visited him, he agreed to get the permit. The fee for the permit was $57.50. The penalty is an additional $500. Does Council desire to continue the current policy or revert to the old policy of double permit fees?
H. COUNCIL COMMENTS
At this time, Council Members may discuss various matters of concern.