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 28, 2010
Date: September 20, 2010
Item 1 - Pledge of Allegiance
Item 2 - Silent Invocation
Item 3 - Roll Call
B. SPECIAL RECOGNITION AND PROCLAMATIONS
Just before 6 p.m. on Tuesday evening, September 7th,
a typical football practice at
At this time Council will
D. SPECIAL REPORT
A representative from KemperSports will make a report to the Council regarding the Golf Club at Cypress Head.
E. CITIZEN PARTICIPATION (Non–Agenda-15 minutes)
F. CONSENT AGENDA
Attached is the Project Managers’ Report. If you have any questions, please contact any of the project managers or me.
Last year, Council granted approval to have Ituran LifeTrak install and monitor GPS units in the fleet vehicles and equipment. Ituran LifeTrak is willing to continue to provide the monthly monitoring service at the same cost, $35.00 per month, per unit. Total units are 149 which equates to a monthly cost of $5,215.00, or $62,580.00 annually. The sheet attached provides a breakdown of cost by department.
Staff recommends that we continue with the GPS monitoring on fleet vehicles through Ituran LifeTrak for an annual cost not to exceed $62,580.00.
A critical element of the Public Utilities Department operation includes continuous reliance upon radio telemetry and fiberoptic communications to monitor and operate our remote wells and pumping stations. The signals are received at the Garnsey Water Plant and then conveyed to the Reclaimed Water Plant via the City fiberoptic network. However, in order for the data to be transmitted, the information receives a midpoint “boost” at the Parks and Recreation office. However, a loss of FPL power at the Parks base completely disrupts the signal until electrical service is restored. Additionally, telephone service is also lost. The end result is that all forms of communication between the plants are disrupted until FPL service is restored.
Just such an event occurred this summer. As a result, a sewage pump station transmitted an alarm signal that failed to reach the Reclaimed Plant which monitors the lift stations. Consequently, the lift station flooded with sewage until a resident noticed the problem and contacted the City. Fortunately, crews responded before any direct damage to any property occurred, and no imminent health hazard resulted.
In order to prevent this from occurring in the future, Public Utilities worked in collaboration with Public Works, Parks & Recreation, and Information Technology, to secure a quote from Florida Detroit Diesel Allison to install an existing surplus generator at the Parks base (the midpoint “boost” for the fiberoptic network signal). The quote includes retrofit of an auxiliary fuel tank and an enclosure.
Florida Detroit Diesel-Allison (FDDA) has a continuing service agreement
with the City of
Council approve a purchase order to Florida Detroit Diesel-Allison in the
amount of $42,597 for installation of a generator featuring an auxiliary fuel
tank and enclosure, in accordance with the terms of their continuing service
agreement with the City of
Public Utilities infrastructure consists of a very elaborate and complex system of pumps, motors, generators, and other equipment necessary to operate and monitor the city’s wells, remote pumping stations, and lift stations as well as our water treatment and sewer/reclaim plant facilities. In accordance with City policy and procedures, the department implements competitive bid and purchasing practices whenever possible.
In some instances, however, it is neither possible nor practical to obtain competitive quotes due to the specialized nature of certain equipment and services. When these circumstances occur, it is often due to the fact that specific parts, materials, and accessories must be purchased from either the original manufacturer or an authorized distributor. Equipment standardization is another very important consideration. For example, the City operates more than 120 lift stations. It is simply not practical nor is it feasible for in-house mechanics and operators to be trained and skilled in the repair and preventative maintenance of multiple brands and models of pumps and motors.
Few vendors are utilized on an annual basis for specific products and services that exceed $25,000. Staff recommends the waiver of bid procedures and validation of the following vendors as a sole source for standardization purposes.
Staff recommends approval to waive bid procedures and validate Barney’s Pumps, Data Flow Systems, Diamond Quest, Sanders Company, and Biological Consulting Services as Sole Source Vendors for standardization purposes.
Three bids were received from local area
businesses for the Annual Usage of Assorted T-Shirts. The lowest bid was received from Mid-Florida
Funding for this is in both the Parks & Recreation Operating Budget as well as each department for their own respective uniforms shirt requirements
Staff recommends Council approve the bid to the lowest responsible responsive bid received from Mid Florida Sportswear for the Annual Assortment of T-Shirts.
The City and the District entered into a cooperative
funding agreement on April 1, 2009 to facilitate the restoration of
Staff recommends Council approve the First Amendment
to the Agreement between the St. Johns River Water Management District
(District) and City of
G. FINANCE (John Shelley)
On the development agreement dated November 18, 1999, City Council approved the waiver of building and related fees for the PYA/Monarch (US Foods) Development Phase II. In July 2009, Council approved acceptance of a Shoreline Restoration Grant from the United States Department of the Interior.
The attached resolution appropriation budgets revenues and expenditures for US Foods development fees and the grant. Staff recommends approval.
During the past few weeks, City staff has evaluated the potential of collecting certain accounts receivable. During this process, we have concluded that $76,915.92 utility account receivable and $2,778.76 miscellaneous receivables, totaling $79,694.68 are proposed for write off. Utility receivables originated from 2004-2006 and miscellaneous revenues from 2005-2008. These receivables were not able to be secured by property, business or other assets.
We will continue to attempt collection of these accounts. Please see the attached memorandum for more detail. Detail of recommended write offs will be in the City Clerk’s Office for review.
Staff asks City Council for authorization to write off utility accounts receivable and miscellaneous accounts receivable balances that have been deemed uncollectable.
Attached is the monthly financial report. If you have any questions, please contact John Shelley or me.
H. COMMUNITY DEVELOPMENT (Wayne Clark)
Staff recommends approval.
On August 26, 2010 the Planning Commission recommended approval (5-0, Commissioners Lasky and Parker, excused), of the request to rezone +/-1.9 acres from “A” (Agricultural) and “R-8SF” (Single-Family Residential) to “GPU” (Government/Public Use). If the rezoning is approved, the property owner intends to submit a site plan to develop a house of worship and fellowship hall on the property.
Planning Commission Recommendation: The Planning Commission recommended approval 5-0 (Commissioners Lasky and Parker excused).
Staff Recommendation: Staff recommends approval.
The Community Development Department
has received an easement vacation application for
The easement vacation application and legal description have been reviewed for completeness and accuracy. The area was inspected with respect to City Codes and possible effects to adjacent properties resulting in no outstanding concerns. Contractors have submitted building permit applications for the proposed structures. The pool, concrete deck, and screen pool enclosure will not exceed required minimum setback distances or the minimum open space requirement for the lot. Release letters have been obtained from all franchise utility companies and there are no currently planned drainage or utility improvements proposed for the subject areas in the future. The easement areas may be vacated, as described in the attached Exhibit “A”, to the extent that they are not being used.
The Community Development Department
has received a right-of-way vacation application for the
The right-of-way vacation application and legal description have been reviewed for completeness and accuracy. City departments have reviewed the request and the area was inspected with respect to City Codes and possible effects to adjacent properties resulting in no outstanding concerns. Release letters have been obtained from all franchise utility companies and there are no currently planned roadway, drainage, sewer, or water improvements proposed for the subject area in the future. The right-of-way area may be vacated, as described in the attached Exhibit “A”, to the extent that it is not being used.
On August 26, 2010 the Planning Commission recommended approval (5-0, Commissioners Lasky and Parker, excused), of a Conditional Use to allow a boat display/sales area as an interim use in the “PC-R” zoning district (Riverwalk). If the Conditional Use is approved, Brad and Jack Wiles of Atlantic Marine are proposing to operate a boat display/sales area on the subject property. The Planning Commission recommended approval subject to the following conditions:
· An executed agreement between Atlantic Marine and the Port Orange Town Center CRA;
· The agreement between the Port Orange Town Center CRA and Galbreath Enterprises being revised to include Atlantic Marine;
· A maximum of 12 boats is permitted on the property;
· A 32 SF maximum ground sign is the only signage allowed on the property;
· Conditional Use will expire on December 31, 2014 or the date indicated in the agreement between Atlantic Marine and the Port Orange Town Center CRA;
· The boats being displayed shall be properly maintained and owned by Atlantic Marine;
· The property shall be controlled by the terms and provisions of the agreement between the Port Orange Town Center CRA and Atlantic Marine. If the agreement is silent regarding a particular subject or requirement, the conditions of the Conditional Use or requirements of the Land Development Code shall control; and
· Completion of the site improvements described in the attached staff report.
Staff requests Council approve a Conditional Use to allow a boat display/sales area as an interim use in the “PC-R” zoning district (Riverwalk), as recommended by the Planning Commission
I. PUBLIC WORKS (Warren Pike)
you recall, shortly after the last May rainfall event in which several of our
sister cities along with
a year long approach and numerous meetings a final report has now come
out. The costs are staggering and there
could be an event in which flooding will occur no matter what gets built. Let’s remember, the City of
of the attached report consists of several pump stations and tide gates in
certain areas as well as numerous new retention ponds in all the cities
The direct benefits are questionable due to each and every situation which is completely different. Tides are a concern as well as storm surge, wind direction and lunar influences. This item is for discussion only.
J. PUBLIC SAFETY (Gerald Monahan and Tom Weber)
Staff recommends approval.
is a renewal of their traffic enforcement agreement with the City of
K. ADMINISTRATION (Ken Parker)
This Ordinance provides that employees hired after October 1, 2010 and are not covered by one of the bargaining unit agreements will become members of the City’s Defined Contribution Retirement Plan rather than one of the City’s Defined Benefit programs. Pension is one of the items that is subject to mandatory collective bargaining so any change to those covered by one of those contracts requires the City to bargain with the Unions. This is a prospective change and applies only to new hires. Those individuals currently employed by the City and covered by one of the defined benefit plans would continue to be covered by those plans.
The City has the
opportunity to apply for a $400,000 Brownfields Community-Wide Assessment Grant
($200,000 Hazardous Substances and $200,000 Petroleum) 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 sites within the City’s two
Community Redevelopment Areas, including the U.S. 1 Corridor, and key economic
development sites adjacent to former landfills.
The performance period for EPA Assessment Grants is three (3)
cash match is required by the City, and grant funds may be used to cover grant
City Manager Comments: The City applied for the grant funds last year and
did not receive any funding. However,
two of the adjacent cities,
L. COUNCIL COMMENTS
At this time council members may discuss various matters or concerns.
At this time, Council Members may report on various committees to which they have been assigned.