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 4, 2010
Date: April 26, 2010
Item 1 - Pledge of Allegiance
Item 2 - Silent Invocation
Item 3 - Roll Call
B. SPECIAL RECOGNITION AND PROCLAMATIONS
Port Orange Police Department, in cooperation with Wal-Mart, is promoting crime
prevention in the City of
C. CITIZEN PARTICIPATION (Non-Agenda)
D. CONSENT AGENDA
Attached are the minutes of the following meetings:
March 2, 2010 - Regular City Council Meeting
March 4, 2010 - Special City Council Meeting
March 16, 2010 - Special City Council Meeting
March 16, 2010 - Special City Council Meeting
March 23, 2010 - Regular City Council Meeting
April 6, 2010 - Special City Council Meeting
April 6, 2010 - Regular City Council Meeting
Staff recommends approval of the minutes as listed.
Attached is the report on construction projects. If you have questions, please contact any of the Project Managers or me.
Attached is the update on Recreational facilities. If you have questions, please contact Susan Lovallo or me.
Attached is the Road Construction Report. If you have questions, please contact either Warren Pike or me.
Misiano Construction was required to do additional work to meet final inspection standards per itemized list. This work was a requirement by City Code Inspectors before final inspection could be granted; therefore, we are requesting approval of Final Change Order to Misiano Construction Company for the additional work at a cost of $15,625.02 to complete the construction of the concession stand.
V&P Property Group, currently under construction
There have been additional fees charged for plan modifications, fire alarm, and fire sprinkler system related activities. These items will not be affected and will be charged as applicable. This proposal will not affect any subsequent improvements or additions, and staff recommends approval.
Staff recommends that Council adjust building-related fees for V&P Property Group, LLC by $36,577.79 due to the difference between estimated versus actual costs.
City Manager’s Comments: The City included in its incentive package the payment of certain fees. The incentives were paid from the proceeds of the land sale. An initial estimate on building fees was provided to the architect. The amount provided had some incorrect amounts. The $36,577.79 credit reflects the correct estimate.
The City entered into a Joint Participation Agreement
(JPA) with Eastern Volusia Regional Water Authority, City of
The attached Scope of Work represents the evaluation of additional flood control components and a prioritized plan of implementation to achieve comprehensive flood control within the study area. The original budget amount is sufficient to complete the work as proposed; however, the deliverable will be a study report and not final design(s) for permitting purposes. City representatives have expressed concerns that the scope is not inclusive of all the necessary items that should be considered and has provided the following language for inclusion:
“Task 6, Number 9 – Analysis of suitable locations along the canal basin, identified by CDM/QLH and approved by City personnel, to provide for optimal source reduction through the construction of additional retention ponds.”
Staff recommends proceeding with the study and approving the change in scope so long as the requested language is inserted into the document and work program. Staff believes it is vital to have sufficient information in order to determine what the most beneficial and economic improvements will be. The scope of work does include evaluation of alternatives to identify the flood reduction benefits versus costs.
Staff recommends that Council approve the attached
change in scope of work for the Nova Canal Flood Control and Integrated Water
Resource Program subject to inclusion of the additional language requested by
the City of
Manager’s Comments: This is a change in scope
of work. At this time, it does not
increase the City’s commitment for additional funds. There are funds available in the original
agreement to cover the cost of the additional studies. The project that now is envisioned does not
include a pump at the end of the
The Police Department is requesting authorization for labor, equipment, and supplies as stated on the attached listed quote from Communications International to remove and re-install and connect the radios, radars, and related emergency equipment for 20 total replacement police department vehicles (10 replacement patrol cars, 5 replacement volunteer (VIP) vehicles, 3 replacement police motorcycles, and 2 replacement unmarked vehicles). As stated, this quote also includes labor costs to remove, re-install, and connect said communications equipment into the new replacement vehicles. The sole source quote from Communications International is $37,907 for all 20 replacement vehicles. A copy of the quotation from Communications International is attached. The funding source is Account No. 505 1000 580 6406.
Staff recommends that Council approve the sole source justification for labor, necessary equipment, and supplies regarding the removal and installation of emergency vehicle communications equipment (radios, radar, antennas, emergency light and siren equipment, etc.) on 20 total replacement vehicles from Communications International, which includes removing and re-installing the current police radios in the vehicles being replaced.
were eleven competitive bids received for the construction of a softball field
recommends that Council waive the bid procedure and award the construction of
softball field No. 4 at
E. TABLED ITEMS
On May 18, I will ask the City Council to remove this item from the table for a report.
F. COMMUNITY DEVELOPMENT
Item 15 - Second Reading – Ordinance No. 2010-8 – Amending Chapter 5 of the Land Development Code Relating to Subdivisions and Amending Chapter 17 of the Land Development Code Relating to Zoning District Regulations
Staff recommends approval.
The City’s SHIP Local Housing Assistance Plan briefly outlines the strategies that the City intends to implement but does not provide enough detail to thoroughly administer, protect and enforce the intended results the City expects of the strategies.
Preparation and adoption of policies and procedures that outline the intent, the application process, eligibility guidelines, mortgage and note stipulations, lender restrictions, subordination, and an appeals process for applicants who dispute an eligibility determination provide the level of assurance needed to responsibly implement the SHIP strategies.
Adoption of the Policy and Procedure Guidelines for the Down Payment Assistance Program will provide the City with the additional protections necessary to confidently support all local determinations and processes.
Staff recommends that Council approve the attached resolution adopting the Policy and Procedure Guidelines for the City’s SHIP Down Payment Assistance Program
G. PUBLIC WORKS
a result of the flooding in May, 2009, staff has been working with FDOT and
private property owners to resolve the drainage situation that caused
Staff recommends that Council approve the attached resolution authorizing the Mayor and City Manager to enter into a contract to acquire a vacant parcel of approximately ½ acre (+/-) at the southeasterly corner of Dunlawton Avenue and Spruce Creek Road for the purchase price of $139,000, plus buyer’s closing costs, and to execute any additional documents necessary to close the transaction.
City Manager’s Comments: This is one of the parcels identified for retention ponds associated with the Dunlawton Project. This parcel of land will allow the City to expand the existing pond on the corner of Dunlawton and Spruce Creek. It will allow the City to slope the banks so that the pond can be maintained. It will allow the City to place entry signage for Eastport at this location.
H. PUBLIC UTILITIES
Staff recommends approval.
Item 19 - First Reading – Ordinance No. 2010-10 – Amending Chapter 74, Article VIII, of the Code of Ordinances Relating to Adoption of the 2010 Manual of Cross Connection Control (Continued to Date Certain of May 4, 2010)
Since the early inception of our Reclaimed Water
Program back in 1992, state requirements have mandated the City of
City staff from various departments have assisted the Public Utilities Department staff in a review and rewrite of the ordinance sections and the Cross-Connection Control Manual. The newly revised Manual of Cross-Connection Control will serve as a useful tool in the years to come in guiding all those interested and directly affected in the water industry on how to properly protect the City‘s water supply and drinking water distribution system. Members of the City staff have recently met with many local plumbers and others who are directly affected by cross-connection control as well as the Building Trades Board where we received valuable positive comments to improve the Manual’s application and implementation. Many of their proposed suggestions and changes have been included. Staff now requests that the Council will approve the attached ordinance and adopt by reference the recently revised Manual of Cross-Connection Control.
Staff recommends that Council approve the attached ordinance adopting the proposed amendments to Chapter 74, Article VIII of the Code of Ordinances, and to adopt the 2010 City of Port Orange Manual of Cross-Connection Control for the protection of the City’s potable water system.
is election year. The qualifying period
J. COUNCIL COMMENTS
At this time, Council Members may discuss various matters of concern.