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 January 5, 2010
Date: December 29, 2009
Item 1 - Pledge of Allegiance
Item 2 - Silent Invocation
Item 3 - Roll Call
Item 4 - Election of Vice Mayor
The City Council has been using the same agenda format for a number of years. It provides a mechanism to organize the agenda so that the materials are presented and considered in an orderly fashion.
The second document the City Council needs to review as part
of the Order of Business is the City’s Citizen Participation Plan. Several years ago, the City Council adopted a
plan to set a procedure for citizen participation in City conducted
meetings. It has worked extremely well
for the City of
Below is a listing of committees and the Council member assigned to that committee:
ArtHaus – Councilman Steindoerfer
City Investment Committee – Council Steindoerfer
Communications Interlocal Agency – Mayor Green and Kenneth W. Parker
General Employees Retirement Trust Fund – Councilman Steindoerfer
Golf Course Board of Directors – Mayor Green and Kenneth W. Parker
Library Advisory Board – Councilman Kennedy
Metropolitan Planning Organization – Vice Mayor Martin
Municipal Firefighters Pension Board – Councilman Pohlmann
Municipal Police Officers Retirement Trust – Councilman Kennedy
Port Orange-South Daytona Chamber of Commerce – Mayor Green
Volusia Council of Governments – Mayor Green
Volusia League of Cities – Mayor Green (Vice Mayor Martin Alternate)
YMCA – Councilman Pohlmann
Appointments will need to be made for service on these committees for 2010.
B. SPECIAL RECOGNITION AND PROCLAMATIONS
total of 17 employees retired during 2009.
At this time, Council will recognize the following employees for their
years of service to the City of
Mary Louise Tenney
December, Council recognized a group of individuals whose names were added to
the plaque at Memorial Park. Jack Wiles
was to be recognized at that time but was unable to attend the reception. At this time, Council will recognize Jack
Wiles for his service to the City of
Lamplighter Mobile Home Community has been working with Port Orange Elementary School for over 20 years to assist those students who are in need during the holiday season. At this time, Council will recognize Lamplighter Mobile Home Community for the contributions they make.
A representative of the Spruce Creek Raiders will be in attendance to be recognized by Council.
National Association of Town Watch has selected
This is the annual organizational meeting of the Port Orange Property Development, Inc. Separate agendas have been prepared for each of the meetings.
This is the annual meeting of the Design Review Board of the Port Orange Property Development, Inc.
This is the annual meeting of the City Center Corporate Park Property Owners Association.
This is the Annual Meeting of the Golf Club at Cypress Head, Inc.
G. CITIZEN PARTICIPATION (Non-Agenda)
H. CONSENT AGENDA
Attached are the minutes of the following meetings:
a. November 3, 2009 – Regular City Council Meeting
b. November 10, 2009 – Regular City Council Meeting
c. December 1, 2009 – Regular City Council Meeting
Staff recommends approval of the minutes.
Attached is the update on construction projects from Quentin L. Hampton Associates. Staff recommends acceptance of the report.
Attached is the update from Parks and Recreation. Staff recommends acceptance of the report.
Attached is the Road Construction Report. Staff recommends acceptance of the report.
is completing work on the Legislative Program for 2010. The attached agreement would be to support
our efforts in
Staff recommends that Council employ Pittman Law Group, P.L. to track legislation on the City’s behalf and to work in support of our legislative priorities, including project funding and to authorize the Mayor and City Manager to execute all associated documents.
On November 13, 2007, City Council approved Bid Award #B07-18 for transportation and disposal of lime sludge to Set Materials Inc., (d/b/a Chips Dozer Service). The term of the initial agreement was for a period of two years commencing January 1, 2008, with a one-year option for renewal, if mutually agreeable to both parties.
The City has expressed its desire to exercise the one-year option, and the vendor has agreed, in writing, to the extension. The vendor shall maintain the current pricing for disposal ($5.75/cubic yd) and transportation and disposal ($8.75/cubic yard) during the extended one year term.
Staff recommends approval of the one (1) year extension of the existing contract with all terms and conditions of the existing contract to remain in effect. Funds are available in the current operating budget in account #401-0200-533.34-11.
Staff recommends that Council approve a one (1) year extension of the current contract with Set Materials, Inc, (d/b/a Chips Dozer Service) for the disposal of lime sludge and authorize the Mayor and City Manager to execute contract extension documents.
service contract with Halifax Humane Society provides care, treatment, impound,
and disposal of animals picked up in the City of
2009 Contract – Rate of $46.23 plus $12.46 per day for the first three days and $13.93 per day thereafter.
Decapitation of rabies suspect animals – This service will no longer be provided by the Halifax Humane Society.
Animal Control requested euthanasia of wild animals - $13.93
2010 Contract – Rate of $48.31 plus $13.02 per day for the first three days and $14.56 per day thereafter.
Removal of Paragraph 3(d) from the Services Agreement. The Humane Society is deleting their requirement to collect fees from a pet owner when reclaiming an impounded animal. The Humane Society is stating they will make every attempt to collect the fees; however, they will return the animal to its owner and provide the City with the owner’s contact information. In the past twelve months, the Humane Society has collected $7,606.10 from pet owners and credited the City’s account. According to the new contract, the Humane Society will no longer be required to collect these fees from the pet owner.
recommends that Council renew the service contract with the
State College (DSC) has issued a Request for Information regarding property
acquisition on the east side of
Palmer College Foundation, Inc. (Palmer) has leased
Palmer will pay $410,634 annually in years 1 through 3; $469,296 annually in years 4 through 7; and $483,961.50 annually in years 8 through 10. They will continue to be responsible for interior building maintenance and will receive an annual rental credit for taking over all exterior maintenance activities from the City.
Palmer is in good standing with the City and has complied with all provisions in the current lease agreement. Staff recommends that Council approve the Third Amendment and Restatement of Lease Agreement with Palmer College Foundation, Inc. as attached.
companies responded to qualify for construction services to renovate the
The City issued a request for proposals for General Banking Service. A mandatory pre-bid was held and subsequently five addendas were issued. Three submittals were received from Wachovia (Wells Fargo), Fifth Third, and Sun Trust. The Selection Committee met to discuss and evaluate the responses. Mel Hamilton from Public Finance Management (PFM) assisted the Committee review. The Committee’s evaluation focused on the most important higher volume items in order to compare services and related cost as offset by earning credits.
It was determined by the Committee that the guaranteed earnings rate of 40 basis points (bp) on invested reserves with immediate access and the 75 bp earnings credit paying for banking costs, the Sun Trust’s proposal approximated the cost of Wachovia’s. With the added ranking points available for additional offices located within the City limits and adequate services provided, Sun Trust was unanimously ranked number one, Wachovia ranked number two, and Fifth Third as three. Without a transition period and transition costs, there are very few changes other than a few cost savings, particularly in the debt services area. The Committee and City Staff therefore recommend Council approve the ranking and authorize the Mayor and City Manager to sign on behalf of the City the contract with Sun Trust for the City’s General Banking Services.
Funding for regular banking service is offset from interest earnings. Credit card costs for services are funded by each user Department.
Staff recommends that Council approve the final ranking and authorize the Mayor and City Manager to sign the contract with Sun Trust Bank for the City’s General Banking Services.
has identified metal storm pipes that are failing (see attached list). Staff recommends relining
the pipes as opposed to replacing them in order to save cost and avoid
disruption to the residents. Staff would
like to piggyback
recommends that Council approve piggybacking
There are two vacancies for
Staff recommends that Council confirm Brandon Dark as a Youth Advisory Board Member for 2009-2010.
Following is the proposed schedule for meetings of the City Council 2010:
January 5, 19, and 26
February 2, 16, and 23
March 2, 16, and 23
April 6, 20, and 27
May 4, 18, and 25
June 1, 15, and 22
July 20 and 27 (Regular Meetings);
July 24 (Saturday Budget Workshop)
August 3 and 17 (Primary election is scheduled for Tuesday, August 24)
September 7, 21, and 28 - It may be necessary to adjust the September meeting dates. As you are aware, the City Council cannot hold a public hearing that conflicts with either the County or the School Board. They have not set their meeting schedules yet.
October 5, 19, and 26
November 3 and 9 (Election Day is Tuesday, November 2)
December 7 and 14
Staff recommends that Council accept the schedule as presented.
I. TABLED ITEMS
Item 26 - Second
Staff recommends that this item remain on the table.
On April 28, 2009, City Council approved the acceptance of a U. S. Department of Justice, Edward Byrne Memorial Justice Assistance Program grant. Also, staff is recommending funding of engineering/design for the Dunlawton Drainage project. The attached resolution appropriates budget revenues and expenditures for these projects. Staff recommends approval.
K. PUBLIC WORKS
has received a proposal for engineering fees from Quentin L. Hampton
Associates, Inc., for the Dunlawton drainage improvements and reclaimed water
augmentation ponds. As show on the
attached, the total cost for design, engineering, permitting, and construction
administration is $133,000. Currently,
there is no project number or funding identified for this project. Staff recommends approval of Addendum No. 24
to the contract with Quentin L. Hampton Associates, Inc., for the
At this time, Council may discuss how they would like to proceed in updating the City’s Vision Statement.
M. COUNCIL COMMENTS
At this time, Council Members may discuss various matters of concern.