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 26, 2010
Date: October 20, 2010
The City Council will conduct a Workshop on Tuesday night at 5:30 p.m. The purpose of the workshop is to review service levels for Community Development Department and the Public Works Department.
Item 1 - Pledge of Allegiance
Item 2 - Silent Invocation
Item 3 - Roll Call
B. SPECIAL REPORT
At this time, a representative of KemperSports Management will make a report to Council regarding the activities of the Golf Club at Cypress Head.
C. CITIZEN PARTICIPATION (Non-Agenda – 15 minutes)
D. CONSENT AGENDA
Attached are the Project Managers’ Reports. If you have questions, please contact any of the Project Managers or me. Staff recommends acceptance of the reports.
joint effort between the City and County over the past 2 years to widen this
roadway has helped to improve traffic flow on
This addendum authorizes engineering services for three projects. First, the Garnsey Water Treatment Plant Backwash Pumps and Filter Backwash Piping Upgrades will make the plant compliant with the new EPA Groundwater Rule. When completed, the treatment plant modifications will improve the safety and reliability of our potable water by ensuring 99.99% efficiency in removal of any viruses that inadvertently contaminate the raw water supply. Engineering fees are projected to be $56,610.
the Reclaimed Water Plant Reservoir Storage and Discharge Permit Modifications
is an attempt to modify existing FDEP & SJRWMD permits governing the
operation of the 175-acre lake system.
If approved by the agencies, it will provide 142 million gallons of
additional reclaimed water storage in the lakes. Furthermore, it will allow for intentionally
surcharging the lakes to overflow into the adjacent wetland system. This would provide the City with a second
discharge for excess treated effluent (in addition to the existing
It should be noted that while neither of these two projects was originally anticipated during the development of the CIP, both represent a desirable enhancements to the efficiency of our existing operations. Therefore, in order to implement these enhancements without creating delays in the implementation of improvements programmed in the FY11 CIP, surplus operating funds from FY10 were earmarked for carryover into 40102005336400 and 40104005356400 respectively for the two projects.
The third project, the Reclaimed Water Plant Clarifier Modifications & Improvements, is essential in order to replace the two northern clarifiers. Originally installed in 1988, these units were refurbished around 2000. Both have now reached the end of their reasonably expected useful life, and require replacement. Engineering fees are estimated at $81,230 and funding is available SSP002 Sewer Plant Improvements.
each project, the Engineer shall include preparation of contract
specifications, civil, mechanical, structural and electrical bid document plans,
land surveying, permitting, bidding assistance, contract administration and
inspection services. The Engineers shall
be compensated as described in Article III subparagraph A of the February 14,
1980 Agreement between Quentin L. Hampton Associates, Inc. and the City of
Staff recommends that Council approve Contract Addendum No. 81 with the firm of Quentin L. Hampton Associates (QLH) pertaining to engineering services, and authorize the Mayor and City Manager to execute the associated contract documents
Engineers, Inc. provides forest management services on behalf of the City of
1. Wellfield/Forest Management and Protection
2. Wildfire and Storm Protection
3. Wetland Mitigation Banking
4. Gopher Tortoise Mitigation Banking
5. Enforcement of Hunting Lease Agreement and Special Events
The current contract for these forest management services extends through March 1, 2012. Operating revenues generated within the Forestry Management (420 Fund) and the Wetland Mitigation (416 Fund) provide the necessary funding for the protection and management of the wellfield property. Funding for the proposed services is budgeted in the following accounts:
Forestry Management 420-1000-580-3163 $ 42,510
Wetland Mitigation 416-0300-580-3113 15,000
Total $ 51,510
Staff respectfully recommends approval of proposed management services for FY 2010-11 in accordance with current authorized contract terms and conditions.
By its action on September 28, 2010, City Council approved Biological Consulting Services (BCS) as sole source provider for biological and hydrological data collection services.
Since the initial installation of water production wells in the Central Wellfield in 1987 to the present day expansion of the 175-acre reclaimed water reservoir and wetland mitigation banking, BCS has provided all biological and hydrological data collection, report preparation, and subsequent submittals on behalf of the City to the SJRWMD, FDEP, and ACOE required for regulatory compliance. BCS has also assisted in negotiation of regulatory agency permit conditions and subsequent revisions thereafter.
Contracting with BCS maintains the consistency and integrity of the data collection in the field, and the subsequent analyses. It also ensures that the ultimate submittal to the regulatory agencies is consistent with previous submittals. Ultimately, because of BCS’s unique hands-on history in the development of these lands for the purposes described, having them continue to perform these services provides confidence that the City will continue to comply with all regulatory permits associated with water production, reclaimed water recharge, and storage.
The Public Utilities Department respectfully recommends awarding of a purchase order to Biological Consulting Services in the amount of $31,400.00. Funding for these services is budgeted in the 401-0900-536-3113 account.
Item 10 - Revalidation for “Piggy-back” of Volusia County Contract #08-B-165KW Backflow Device Testing and Certifications Awarded to Aaron’s Backflow Services, Inc. and Validation of Purchase Order for FY 2010-2011
By their original action on October 28, 2008, City Council approved the means to “piggy-back” Volusia County Contract #08-B-165KW for Backflow Device Testing and Certifications, awarded to Aaron’s Backflow Services, Inc.
Per FAC 62-555.360, the City is required to maintain a cross connection program. The program includes annual testing and inspection of all backflow prevention (BFP) devices. BFP’s are typically installed immediately after the meter on potable water services. Their purpose is to protect the city’s drinking water system from potentially being contaminated by pollutants that may be injected into the drinking water plumbing after the point of connection to the city system. City policies place the responsibility of testing and maintaining BFP’s on the owner of the backflow device. In the case of commercial and multi-family developments, the parcel owner must provide the required annual testing. However, the City itself bears this responsibility for residential connections.
current County price agreement remains in effect through September 30, 2013.
Aaron’s Backflow Services, Inc. has agreed to perform the same services for the
The Public Utilities Department respectfully requests City Council approval to revalidate the “piggyback contract”, and validate the purchase order issued to Aaron’s Backflow Services, Inc. in the amount of $129,000. Funds have been budgeted in FY2010-11 under Professional Services account 40108005363113 specifically for this purpose.
we have been experiencing significant difficulty with elevated force main
operating pressures, extended pump station run times, and a few temporary pump
station failures in the area of Williamson Bld. just north of Taylor Road, and
along and north of Willow Run Blvd. City
crews have been actively working to improve sewage flow over the past two weeks
to improve the situation by attempting flush the system with limited to no
success. Indications now are that we
have a significant blockage of our force main system in the area of I-95 crossing and
emergency work authorization will be for the cleaning (pigging) of 4 miles of
sewer force mains along
Professional Piping Services, Inc. has successfully completed pipeline rehabilitation work for us, countless times over the years. They specialize in the pigging method to clean and rehabilitate pressure mains and are currently the “pigging experts “in this field. Their quote provided is consistent with and actually lower then recent equivalent unit pricing work authorizations which we have kept on file. We request your approval at this time to waive the normal purchasing and bidding procedures and validate the Professional Piping Services, Inc. Purchase Order in the amount of $36,872 .for the necessary sanitary sewer system rehabilitation efforts. Funds are currently available in the Sewer System Rehabilitation Project #URH001, account number 421-0401-535-6397 to cover this required work effort.
Staff recommends Council validate a previously approved work authorization for $36,872 being issued to Professional Piping Services, Inc., whereby normal bidding procedures were waived, and to authorize the City Manager to approve all required future payments under this existing work authorization.
E. FINANCE (John Shelley)
At the City’s fiscal year ending September 30, 2010, budget appropriates lapse. The attached Resolution reestablishes these appropriates for funding the Federal Fish and Wildlife grant and the Russell Landing grant projects, that were either not completed or started by the fiscal year end. These carryover appropriations reestablish proper budget project funding and budgetary alignment of projects.
Staff recommends approval of the attached Resolution. Please see the attachments for the specific detail.
F. COMMUNITY DEVELOPMENT (Wayne Clark)
Planning Commission Action: June 24, 2010
Recommended approval, 6-0 to establish Chapter 10, Article III of the Land Development Code.
Environmental Advisory Board Action: July 15, 2009
Voted unanimously to recommend amending Chapter 10, Article I Section 5 of the Land Development Code.
Staff recommends Council adopt Ordinance No. 2010-32, as recommended by Planning Commission and the Environmental Advisory Board
The purpose of the third amendment is to allow wall signs on the second story of the two-story office/retail buildings for the tenants on the upper level. All outstanding technical comments have been addressed.
PLANNING COMMISSION ACTION: September 23, 2010
Recommended approval (5-0, Commissioners Barker and Booth, excused) subject to resolution of outstanding issues and review by the City Attorney as to legal form and content. The purpose of the third amendment is to allow wall signs on the second story of the two-story office/retail buildings for the tenants on the upper level. All outstanding technical comments have been addressed.
Staff recommends Council approve Ordinance No. 2010-33, approving the Master Development Agreement for the PAVILION PCD 3RD AMENDMENT, as recommended by the Planning Commission.
Development Department has received an easement vacation application for Lot 63
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, 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
Council approve Resolution No. 10-93 vacating a portion of the westerly rear
yard 10.00-foot wide Drainage and Utility Easement located on Lot 63 of the
G. ADMINISTRATION (Ken Parker)
Mayor and City Council agreed to reduce their salaries by 5%. Currently the Mayor’s salary is $18,600. After the
By Charter, the council can only adjust salaries during an election year. Second reading will occur on November 9. The effective date is when the new Council takes office on December 7, 2010.
Staff recommends Council approve Ordinance No. 2010-34.
City Council agreed to reduce their compensation by 5%. This Ordinance reflects that change. The effective date of the change is when the
The purpose of this ordinance is to provide consistency with the Charter and to specify when the duly elected council members shall take office. Staff recommends Council approve Ordinance No. 2010-35 Amending Section 22-3 relating to when Elected Officers take office.
City Manager Comments: Several years ago, the citizens changed the Charter related to when members of the City Council took office. I moved that date from January to December. This Ordinance change simply brings the Code of Ordinances into compliance with the Charter.
L. Hampton Associates has been under contract with the CRA since January 2009
for the design of median improvements on U.S. 1 & Dunlawton Avenue in the
Town Center CRA. FDOT permitting and
bid assistance remain to be fully accomplished under this contract. The project has been broken down into two segments
– S.R. 421/Dunlawton Avenue from
Staff recommends Council approve Resolution No. 10-94 approving a Landscaping Construction and Maintenance Memorandum of Agreement with the Florida Department of Transportation for median improvements on S. R. 421/Dunlawton Avenue in the Port Orange Town Center Community Redevelopment Area, and authorizing the Mayor and City Manager to execute all documents required for this purpose.
L. Hampton Associates has been under contract with the CRA since January 2009
for the design of median landscaping improvements on U.S. 1 & Dunlawton
Avenue in the Town Center CRA. FDOT
permitting and bid assistance remain to be fully accomplished under this
contract. The project has been broken
down into two segments – S.R. 421/Dunlawton Avenue from
Staff recommends Council approve Resolution No. 10-95 approving the Landscaping Construction and Maintenance Memorandum of Agreement with the Florida Department of Transportation for median improvements on S. R. 5/U.S. 1/Ridgewood Avenue in the Port Orange Town Center Community Redevelopment Area, and authorizing the Mayor and City Manager to execute all documents required for this purpose
The City Council recently discussed the findings, recommendations and costs outlined in the above mentioned report. The attached Resolution is to accept the report and work toward incorporating some of the projects into the City’s planning efforts as feasible.
Staff recommends Council approve Resolution No. 10-96 - Accepting the
Feasibility Study and Engineering Design Report for the Nova, Reed and
City Manager Comments: This Resolution formally accepts the feasibility study that was prepared for the Nova/Halifax Canal System. The City Council reviewed the report several weeks ago. The Resolution does not commit or require any of the cities to provide financial assistance to help another city. It does provide that we will support each others efforts in obtaining financial assistance to put the improvements in place over time. Joint participation and joint projects can be done under the Resolution.
H. 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.