MEMORANDUM

 

 

To:                   Mayor Allen Green

                        Vice Mayor Dennis Kennedy

                        Council Member Bob Ford

                        Council Member Donald Burnette

                        Council Member Robert Pohlmann

 

From:              Kenneth W. Parker, City Manager

 

Subject:          Agenda Commentary for Regular City Council Meeting of

                          May 1, 2012

 

Date:               April 25, 2012

 

 

The Budget Workshop session on Tuesday will be Parks and Recreation. Parks and Recreation will discuss their General Fund.  This meeting is scheduled to begin at 5:30 p.m.

 

  1. OPENING

 

Item 1 -           Pledge of Allegiance

Item 2 -           Silent Invocation

Item 3 -           Roll Call

 

B.   SPECIAL AWARDS, RECOGNITION, PROCLAMATIONS, AND REPORTS

 

Item 4 –          Local Business Spotlight – Giuseppe’s 30 year Anniversary

The Port Orange/South Daytona Chamber of Commerce will present the featured business of the month, Giuseppe’s Steel City Pizza.

Item 5 –          Sandra Tweedy – District Finalist for Teacher of the Year

 

The City Council will recognize Sandra Tweedy as a District Finalist for Teacher of the Year honors.

City Manager Comments:  Port Orange is fortunate to have a reputation of having quality teachers in all of our schools.  On Tuesday night, the City Council will have an opportunity to recognize Sandra Tweedy.  Ms. Tweedy was one of the District Finalist for Teacher of the Year honors.  I have personal knowledge of her ability as a teacher since she taught two of my sons in math.  She is an outstanding example of the quality  of teachers who instruct in our schools.

 

C.   CITIZEN PARTICIPATION (Agenda)

 

Item 6 -           Request to waive performance bond for the dog pavilion by John Junco

 

John Junco agreed to act as the contractor for the pavilion at the dog park.  The money for the pavilion will be deposited with the City.  It is my understanding that the bills will be paid by the City, not the contractor.  The City would be provided insurance and a not to exceed price.  The City’s exposure is if the contractor does not finish the work on the pavilion or does not pay the sub-contractor.  There are instances where the City has not required a performance bond.  An alternative approach is for the City to require a performance bond and reimburse the contractor for the bond.  Under normal construction contractors of this amount it should be a minimal amount.  If we were bidding this project, a performance bond would have been included in the price.

 

D.   CITIZEN PARTICIPATION (Non-Agenda – 15 Minutes)

 

E.   CONSENT AGENDA

 

Item 7 -           Approval of Minutes

 

a)    April 17, 2012 – Special City Council Meeting

b)    April 17, 2012 – Regular City Council Meeting

c)    April 24, 2012 – Special City Council Meeting

d)    April 24, 2012 – Regular City Council Meeting

 

Item 8 -           Construction Activity Report

 

Attached is the update on construction projects from Quentin L. Hampton Associates, Inc.  Staff recommends acceptance of the report.

 

Item 9-            Approval of Lease Extension with ArtHaus Foundation, Inc. for the building and premises at 3840 Ridgewood Avenue

 

ArtHaus Foundation, Inc. has requested approval of a lease extension until June 30, 2014 for the City’s property located at 3840 Ridgewood Avenue.  ArtHaus has been a tenant at this location since 2004.  ArtHaus’ present lease, approved in June 2009, provides for an initial three (3) year term and up to two (2) one (1) year extended terms.  ArtHaus has submitted a written request to exercise both extended terms.  

The approval of the current lease in 2009 included foregoing monthly rental payments as an in-kind contribution to ArtHaus.  ArtHaus provides an important cultural element to the Town Center Redevelopment District and the community at large.  ArtHaus continues to be a responsible tenant and caretaker of the building.

Staff recommends approval of a Lease Extension until June 30, 2014 with ArtHaus Foundation, Inc. for the property located a 3840 Ridgewood Avenue; to forego monthly rental payments as an in-kind contribution to ArtHaus; and to authorize the Mayor and City Manager to execute documents on behalf of the City.

 

Item 10 -        Revalidation of Sole Source Vendor for Purchase of Telemetry Control Equipment

 

On September 27, 2011, City Council approved Data Flow Systems, Inc. as sole source supplier of equipment and parts for the Public Utilities Department radio telemetry system.  This system enables for remote monitoring and control at over 140 facilities including lift stations, water wells, and storage tanks.

This project calls for an upgrade in security monitoring and access at the central wellfield gate, through the purchase and installation of telemetry controlled surveillance equipment, which will be integrated into the department’s existing supervisory control and data acquisition (SCADA) system.  The proposed surveillance system includes Ethernet radio units, antennas, video camera, monitor, and associated network equipment necessary for communication between the wellfield gate and operator control room at the Garnsey Water Treatment Plant.  

Telemetry equipment is funded in the current FY 2011-2012 Capital Improvement Program under Project, #MME003, account #40302005336497.  Public Utilities staff respectfully requests revalidation of Data Flow Systems as sole source vendor and approval to purchase telemetry controlled surveillance system in the amount of $34,060.   

Staff recommends revalidation of Data Flow Systems, Inc. as sole source supplier of telemetry control equipment and services for standardization purposes, and approval for purchase and installation of telemetry controlled surveillance system in the amount of $34,060. 

 

Item 11 -        Change Order No. 1 to Street Sweeping Contract with USA Services of Florida, Inc.

 

Staff obtained an estimate to add Williamson Boulevard, from Taylor Road to Summertrees extension, to the street sweeping contract with USA Services of Florida Inc.  This portion of roadway is 12.13 curb miles and it would be swept 26 times per year (every 2 weeks).  Current contract price is $28.70 per curb mile which equates to a total annual cost of $9,051.63.  Service on Williamson Boulevard would begin May 15, 2012 and the change order amount, for the period of _May 15, 2012_ through September 30, 2012 is $3,481.40.

Funding Account No.: 41061005343414

Staff recommends approval of Change Order No. 1 for the additional annual cost of $9,051.63 to add Williamson Boulevard to the street sweeping contract with USA Services of Florida Inc. and authorize the Mayor and City Manager to execute contract documents, as required.

City Manager Comments:  Our current sweeping contract did not include the curbed section in front of the Pavilion or the curb section on Taylor Road.  This change order would include those sections of roadway. 

F.            FINANCE (John Shelley)

 

Item 12 -        Resolution No. 12-23 – Budget Appropriations

 

On April 17, 2012 the City Council approved acceptance of a grant for $125,000 from Volusia County ECHO for All Children’s Park.  This grant requires the City to provide matching funds of $125,000.  In addition funds are being requested to fund the replacement of fencing around the City Center ball fields.  Also the City Council directed staff to close the 623 Public Works savings fund.  The attached resolution appropriations budgets revenues and expenditures for the items discussed above.

Staff recommends approval of Resolution No. 12-23.

City Manager Comments:  Last January, I had proposed in the carry forward Resolution funds for replacement fencing on the baseball fields at City Center.  The fences at City Center were installed in 1988.  Parks and Recreation has inspected the fences and recommend replacement.  We would need to replace the fences during the summer months and before the fall seasons begin.  The City received a grant in the amount of $125,000 for the second phase of the All Children’s Park.  The City’s match money is coming from Fund 315, the Park’s Capital Project Fund.  The final item is transferring the funds out of Fund 623 to the 301 fund.  This would formally close the 623 Fund.

G.           PUBLIC UTILITIES (Mike Ulrich)

 

Item 13 -        Resolution No. 12-22 - Ocean Quest Lift Station and Permanent Non-Exclusive Easement to the City of Port Orange

 

The Ocean Quest Condominium, located at 4641 South Atlantic Avenue, Ponce Inlet was constructed in 1990 with a sanitary sewer lift station to serve that residential property. The station is located on the common area adjacent to South Atlantic Avenue and has been operated as a privately-owned and maintained facility over the past 20 years. Additional residential condominiums were also constructed to the north and south and also tied into the lift station via their common on-site sewer collection system.

Approximately one year ago representatives from the Ocean Quest Condominium Association contacted the staff in Public Utilities requesting the City take over ownership and maintenance of the lift station. During the past several months, the Association has completed full rehabilitation of the mechanical pump and electrical components, rehabilitated the wetwell, and added a Data Flow telemetry system and a new independent FPL power connection in order to meet current city standards. The rehabilitation efforts undertaken by Ocean Quest now comply with all prerequisites for acceptance by the City. The replacement lift station went online on February 10, 2012 with a successful start-up and all facets of the pumping system operation have now been granted approval by Public Utilities Department Staff.

Ocean Quest Condominium Management Association, Inc., a non-profit Florida corporation is the current owner of the common area upon which the above-referenced lift station is constructed. The Association has executed and delivered to the City a Non-Exclusive Permanent Lift Station Easement providing ample access to the station from South Atlantic Avenue to the 30-ft. by 30-ft. utilities easement over the lift station facility. Staff recommends acceptance and ownership over the Ocean Quest Lift Station #117 as a public facility at this time, and the approval and recording of the attached Non-Exclusive Permanent Lift Station Easement as delivered by Ocean Quest Condominium Management Association, Inc.

Staff recommends approval of Resolution No 12-22 accepting ownership of the rehabilitated Ocean Quest Lift Station #117 as a public sanitary sewer pump station, the non-exclusive permanent lift station and access easement granted to the City by the land owner, Ocean Quest Condominium Management Association, Inc., and to authorize the Mayor and City Manager to sign all required legal documents.

 

H.           ADMINISTRATION (Ken Parker)

 

Item 14 -        Resolution No. 12-21 – Adoption of GASB 54 Policy

 

As previously discussed with City Council the Governmental Accounting Standards Board (“GASB”) has implemented Statement 54.  GASB 54 implements a standard for governmental fund balance reporting and governmental fund type definitions.  The attached resolution formally adopts this Statement by the City of Port Orange which prioritizes and categorizes components of governmental fund equity of the City.   Staff recommends approval of this resolution.

Staff recommends approval of Resolution No. 12-21.

Item 15 -        Emergency Management presentation

 

The City of Port Orange has an adopted emergency management ordinance which sets forth the purpose, organization, powers, duties and other regulations associated with the comprehensive emergency management program.  Under this structure, and through the Comprehensive Emergency Management Plan, each department has specific responsibilities before, during and after emergency events.  The ordinance also provides for the creation of an Emergency Management Coordinator position with the responsibility of planning, coordinating and operating emergency management activity within the City. 

Discussion regarding the emergency management position occurred during the last budget workshop in 2011 and was postponed to this calendar year.  In addition to discussing personnel, the attached presentation also focuses on existing facilities and emergency operations center options.

Staff requests discussion and direction regarding the City’s emergency management program, personnel and facilities.

Item 16 -        Authorization to issue a Request for Statements of Qualifications (RFSQ) for professional architectural/engineering services for a police shooting range facility

 

The Police Department is seeking letters of interest, statement of qualifications and technical proposals from qualified professional individuals and/or firms interested in providing architectural/engineering services for the construction of a new police shooting range to be located in the City well field property.

 

Funding Accounts:

Account 314 – 2006 GO Bond

Account 607 – State Forfeiture Funds

Account 625 – Federal Forfeiture Funds

Project No.:    200831          

 

Staff recommends authorization to issue RFSQ #12-08 to provide professional architectural/engineering services for a new police shooting range facility   

 

I.              COUNCIL COMMENTS

 

Item 17 -        Comments/Concerns from Council Members

 

At this time council members may discuss various matters or concerns.

 

 

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