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

                        March 2, 2010


Date:               February 22, 2010



A.                 OPENING


Item 1 -           Pledge of Allegiance

Item 2 -           Silent Invocation

Item 3 -           Roll Call



B.                 CITIZEN PARTICIPATION (Agenda)


Item 4 -           Port Orange-South Daytona Chamber of Commerce Quarterly Report


Debbie Connors will make a report to the Council regarding the Chamber of Commerce.


C.                CITIZEN PARTICIPATION (Non-Agenda)

D.                CONSENT AGENDA


Item 5 -           Approval of Minutes:


a.                  January 5, 2010 – Regular City Council Meeting

b.                  January 19, 2010 – Regular City Council Meeting

c.                  January 26, 2010 – Regular City Council Meeting

d.                  January 26, 2010 – Special City Council Meeting


Attached are the minutes of the meetings as listed above.  Staff recommends approval of the minutes.


Item 6 -           Update on Construction Projects


Attached is the Construction Projects report.  If you have questions, please contact any of the Project Managers or me.


Item 7 -           Update on Recreational Facilities


Attached is the update on Recreational Facilities.  If you have questions, please contact either Susan Lovallo or me.


Item 8 -           Road Construction Report


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


Item 9 -           Bid Award – Softball Field at Coraci Sports Park


Eleven bids were received for the construction of a softball field at Coraci Sports Park.  The lowest responsible bid was received from Shoemaker Construction Inc. in the amount of $96,400.  All necessary paperwork was in order; therefore, Staff recommends that Council award this bid to Shoemaker Construction for their bid as stated.  Funding for this project is budgeted in Account No. 611-5100-572-6397, Project No. QPC 034.


City Manager’s Comments: In fact, the bids have been so good on this project so far, there is potentially enough money to construct the fourth field at the complex as well.  We are examining whether this is a possibility. 


Item 10 -        “Piggyback” Volusia County’s Contract with Southeast Pavement Marking Inc.


Staff requests approval to “piggyback” Volusia County’s contract, Bid No. 09-B-78KW, with Southeast Pavement Marking Inc. in order to stripe roadways at the lowest cost possible.  A copy of the pricing sheet is attached for your review.  Funds are available in Account No. 30143005415363, Project No. IMI002.  Staff recommends approval.


Item 11 -        Workforce Development Grant


Workforce Development (Center for Business Excellence) has awarded the City of Port Orange a grant in the amount of $975 to pay for leadership training for the Battalion Commanders.  Staff recommends that Council accept the grant from Workforce Development in the amount of $975 that will help with training of personnel.


Item 12 -        Authorize Phase II-A Services with Dredging & Marine Consultants, LLC, for Engineering, Permitting, and Construction Administration for Dredging in the B-23 Canal


On August 4, 2009, the City Council approved a contract and Phase I preliminary design services with DMC for engineering services related to the B-23 canal project.  On January 19, 2010, the City Council approved Phase II services for the replacement of public seawalls contingent upon issuance of a Notice to Proceed.  The attached scope of services and fee proposal represents the final design elements of the project and specifically includes services for the dredging component. The Phase II-A proposal covers engineering, permitting, bidding assistance, construction administration, and inspection services for the seawall reconstruction.  The proposal is drafted to work hand in hand with the previously approved seawall scope, and fees have been allocated proportionally.


The proposal includes both lump sum and not-to-exceed amounts depending upon the service.  The total not-to-exceed projected cost is $36,610.  Funds are available in Account No. 412-1800-541-63-97 DIP042.


Staff recommends that Council authorize Phase II-A services with Dredging & Marine Consultants, LLC (DMC) for engineering, permitting, construction administration, and inspection services related to the dredging of the B-23 canal and to authorize the Mayor and City Manager to execute all associated documents.



E.                 TABLED ITEMS


Item 13 -        Resolution No. 10-12 – Reimbursement of Grant Funds – Gamble Property (Tabled 2/16/10)



It is recommended that this Resolution remain on the table.


Item 14 -        “Piggyback” of Miller Pipeline Contract with Manatee County, Florida, for Sewer System Rehabilitation Work at the Dunlawton Avenue 30” Gravity Sewer Collector System (Tabled 2/23/10)


Staff recommends that this item remain on the table.





Item 15 -        Second Reading – Ordinance No. 2009-4 – Repeal Ordinance No. 2008-19 Small Scale Future Land Use AmendmentSummit Golf Center (Continued to Date Certain of March 2, 2010)


Staff recommends approval.


Item 16 -        Second Reading – Ordinance No. 2010-1 – Amending Chapter 17, Section 30, of the Land Development Code to Allow Interim Uses with the Planned Community – Port Orange Riverwalk (PC-R) Zoning District


Staff recommends approval.



G.                ADMINISTRATION


Item 17 -        Discussion – City Newsletter


Attached is a memorandum regarding distribution of the City newsletter.  The City mails the quarterly newsletters to every utility customer in Port Orange.  There are some residents who do not receive a newsletter because they may live in an apartment or a subdivision that has a master meter.  This would include certain mobile home parks.  We estimate that we are reaching more than 95% of our residents.


What options are available to the Council?


1.                  Continue with the newsletter as it is now produced.

2.                  Replace the printed newsletter with an electronic newsletter.

3.                  Modify the newsletter so that it can be included in our utility bills.  This would mean a smaller newsletter.  It would have to be placed in the same envelope as our bill.  We would need to be careful on size so as to not increase our mailing cost.  Also, the quality may not be as good as the current newsletter. However, it would allow us to do something each month rather than on a quarterly basis.

4.                  Produce a monthly video newsletter that can be broadcast both on pog-TV and on our website.  A weakness to this approach is that many of our residents do not have access to pog-TV and do not have computers to access our City website.


City Manager’s Comments:  In the most recent survey of residents, we found that internet and pog-tv were still very minor ways for our residents to get first hand information about the City of Port Orange.   



H.                 COUNCIL COMMENTS


Item 18 -        Comments/Concerns from Council Members


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