REGULAR CITY COUNCIL MEETING MINUTES
COUNCIL CHAMBERS – CITY HALL
1000 CITY CENTER CIRCLE
OCTOBER 4, 2011
THE REGULAR CITY COUNCIL MEETING of the City of Port Orange was called to order by Mayor Allen Green at 7:00 p.m.
Pledge of Allegiance
Roll Call: Present: Councilman Bob Ford
Councilman Donald Burnette
Councilman Bob Pohlmann
Vice Mayor Dennis Kennedy
Mayor Allen Green
Also Present: Kenneth W. Parker, City Manager
Margaret T. Roberts, City Attorney
Robin Fenwick, Deputy City Clerk
BOARD APPOINTMENTS AND INTERVIEWS
4. Board Appointment
a. Library Advisory Board
Stan Hetrick introduced himself and advised Council that he currently serves on the Districting Board and Charter Review Board, neither of which meet regularly. Vice Mayor Kennedy advised when the meetings are and asked that Mr. Hetrick commit to attending the meetings because they have a hard time meeting the quorum. Councilman Pohlmann advised that 9th graders next year will have to complete one online class to graduate so the library may see an increase in student usage for computer access. Councilman Burnette thanked Mr. Hetrick for his service.
Motion to appoint Stan Hetrick to the Library Advisory Board made by Vice Mayor Kennedy, and Seconded by Councilman Pohlmann. After no public comments, a roll call vote was taken. Motion carried unanimously.
CITIZEN PARTICIPATION (Non-Agenda – 15 Minutes)
5. Approval of Minutes
a. September 20, 2011 – Regular City Council Meeting
6. Construction Activity Report
7. Piggyback Town of Indialantic Contract with TruGreen ChemLawn and extension of agreement for one year period beginning October 1, 2011 through September 30, 2012 for annual fertilization, weed control, and insect/pest control maintenance services for the City’s various parks and ball fields
8. Approval to Piggyback Volusia County’s contract with Ituran Life Trak
9. 2012 Legislative Program
Mr. Parker asked that Consent Agenda items #7, 8, and 9 be pulled for further discussion/explanation.
Motion to approve Consent Agenda items #5 and 6 made by Councilman Pohlmann, and Seconded by Vice Mayor Kennedy. Motion carried unanimously by voice vote.
Mr. Parker asked that items #7 and 8 be subject to review and approval by the City Attorney.
Motion to approve Consent Agenda Items #7 and 8 subject to review and approval by the City Attorney made by Councilman Burnette, and Seconded by Vice Mayor Kennedy. After no further comments, the Motion carried unanimously by voice vote.
Mr. Parker discussed the legislative program and updated Council on issues affecting the City. Mr. Parker asked Council if there are any other items that they would like staff to add to the program. Councilman Ford wants to increase the dialog with representatives/senator. Councilman Pohlmann asked if the Mayor is Council's representative. Mayor Green is ok with that but he'd like some help. Councilman Burnette said he would talk with Representative Hukill. Mayor Green suggested that each of them take a few issues to discuss with the legislators rather than him speaking for all of them on all issues. Mayor Green asked all to give Mr. Parker a list of the issues they are interested in handling. Vice Mayor Kennedy asked about adding the pill mill issue. Mr. Parker said he will add that to the list.
Motion to approve made by Vice Mayor Kennedy, and Seconded by Councilman Pohlmann. Motion carried unanimously by voice vote.
10. Second Reading – Ordinance No. 2011-14 – Mandatory Spay or Neuter Ordinance (TABLED FROM SEPT. 20, 2011)
Item #10 to remain on the table.
FINANCE (John Shelley)
11. Resolution No. 11-58 – Budget Appropriations
Mayor Green read Resolution No. 11-58.
RESOLUTION NO. 11-58
A RESOLUTION OF THE CITY OF PORT ORANGE, VOLUSIA COUNTY, FLORIDA; APPROPRIATING OPERATING FUNDS FOR VARIOUS CITY OPERATIONS; SETTING FORTH REVENUES AND EXPENDITURES; AND PROVIDING AN EFFECTIVE DATE.
Motion to approve Resolution No. 11-58 made by Councilman Burnette, and Seconded by Vice Mayor Kennedy.
There being no public comments, the Motion carried unanimously by roll call vote.
Mr. Parker thanked Stella Gurnee for the idea. Mayor Green asked about the employee suggestion program. Mr. Parker advised that it is still in place and good ideas have been brought by employees several times.
12. Discussion relating to the City’s purchasing process
Mr. Parker advised Council that Tom Cinefro will give a presentation updating Council on several items.
Tom Cinefro, Purchasing Coordinator, discussed the purchasing process with Council, along with the new purchasing cards, common mistakes by bidders.
Mr. Cinefro explained that out of 20 bids in 2011, ten had no mistakes at all and were deemed responsive, 6 were submitted without acknowledging addendum, three without proper insurance documents, and one without a price; all were deemed non-responsive. Out of the ten with no mistakes there were no protests. The ones with mistakes had four bid protests.
Some proposed changes were discussed. Councilman Ford feels there is something wrong with 50% success rate. He wants as many bids as possible to get the best possible price. He supports a cure period or prequalifying period.
Councilman Burnette supports a prequalifying period.
Councilman Pohlmann is in favor of fewer bid protests. He supports a 24-hour cure period for envelope #1.
Mayor Green agrees with a 24-hour cure period. He suggests opening envelope #1 one day and envelope #2 on the next day.
Vice Mayor Kennedy agrees with a 24-hour cure period.
Mr. Cinefro advised that the Ordinance will need to be changed. Mr. Parker agreed and said Staff will provide a new Ordinance.
Mr. Cinefro gave an update on the vending machine program. There are currently two machines are at the water plant. The program is working nicely.
Discussion was held relating to the new p-card program with Suntrust. Mr. Parker gave an example of the City’s FPL payments and advised that the City will receive a 1.5% rebate. Councilman Ford said department heads need to review the credit card materials. He supports the new p-card program.
Mr. Cinefro gave an update on upcoming bids.
Councilman Burnette gave kudos to Mr. Cinefro for participating at the Chamber forum recently.
Mayor Green asked for public comments: Stan Hetrick asked if demandstar.com could be on the main page of the City's website. Mr. Cinefro said Staff is working to update the website.
COMMUNITY DEVELOPMENT (Wayne Clark)
13. Summary of the Safe Routes to Schools Studies Recommendations
Bill McCord, Transportation Planner, updated Council on the safe routes to schools study. A TPO funded project coming is the Herbert sidewalk from SSMS to Nova on the south side of the road.
ADMINISTRATION (Ken Parker)
14. Feasibility of Increasing Public Access to City Wellfield Property
Mr. Parker gave background, advised that a team was put together with City and County Staff to discuss the City’s Wellfield property. Shannon Lewis, Assistant City Manager gave details of the report. The short term results include working with the County to do more trails. The County already does tours on the property. The report suggests that the property could be more available to citizens if the City helps to promote the County's programs already in place. Vice Mayor Kennedy would love to see an increase of trails while taking into consideration security issues at the Wellfields and the mitigation banks. He is concerned about the security issues.
Councilman Pohlmann believes the negatives outweigh the positives. He feels there are other properties for park areas within the City. The current use is more useful to the residents than opening it up.
Councilman Burnette also has concerns about security of the Wellfields and the liability. He might support a plan on the south end of the Wellfield property extending the current County trails.
Councilman Ford asked about policing. Ms. Lewis said VCSO patrols it as well as the hunting club. Councilman Ford wants Council to begin thinking whether or not they want to continue a hunting lease on the property. He feels the liability is huge with a hunting club. He wants passive parks in the future. He wants to see the Environmental Advisory Board reviewing the property. He wants Council to look long term at the property, nothing immediate.
Mayor Green wants to own the rest stop on I95 that backs up to the Wellfield property.
15. Comments/Concerns from Council Members
Councilman Ford asked about the status of the Facility Manager position. Mr. Parker said it goes online tomorrow. It is part time, contract, no benefits. Councilman Ford wants a review of all facilities by the new person relating to long term efforts on repairs and maintenance. Mayor Green wants the position to include projects for future repairs.
Councilman Burnette advised that he may not be at the Council Meeting on October 25, 2011 due to his son’s football game.
Vice Mayor Kennedy advised that the recycling dates have changed in some areas of the City. Bruce Howard, Veolia, confirmed that 2100 homes changed, flyers were delivered to those homeowners. There are also new schedules for some other homeowners.
Mayor Green asked about doors at fire station they weren't painted. Mr. Parker will check on it. Mayor Green asked about pill drop-offs. Mr. Parker said there are specific dates that citizens can drop off their unused medications and he will get the dates.
Mayor Allen Green
Kenneth W. Parker, City Manager