MEMORANDUM

 

 

To:                   Mayor Allen Green

                        Vice Mayor Donald Burnette

                        Council Member Bob Ford

                        Council Member Drew Bastian

                        Council Member Dennis Kennedy

 

From:              Gregory A. Kisela, City Manager

 

Subject:          Agenda Commentary for Regular City Council Meeting of

                        April 16, 2013

 

Date:               April 10, 2013

 

 

  1. OPENING

 

Item 1 -           Pledge of Allegiance

Item 2 -           Silent Invocation

Item 3 -           Roll Call

 

B.   BOARD APPOINTMENTS, INTERVIEWS, AND REPORTS

 

Item 4 -           Citizen Advisory Committee for TPO

 

Bobby Ball will provide an update to the City Council related to the Citizen Advisory Committee for the TPO activities.

 

Item 5 -           Board Appointments

a.    Civil Service Board– Larry Kelly

Larry Kelly’s term on the Civil Service Board is expiring on May 16, 2013. Mr. Kelly has served on the Board since 2010 and has expressed a desire to remain on the Board. The new term is for three years and expires on May 16, 2016.

Staff recommends re-appointing Larry Kelly to the Civil Service Board. 

b.    Town Center CRA – Suzette Blahnik

Suzette Blahnik’s term on the Town Center CRA is expiring on May 17, 2013. Dr. Blahnik has served on the Board since 2011 and has expressed a desire to remain on the CRA Board. The new term is for two years and expires on May 17, 2015.

Staff recommends re-appointing Suzette Blahnik to the Town Center CRA.

c.    General Employee Pension Plan – Sonya Laney

Sonya Laney’s term on the General Employee’s Pension Board expired on April 1, 2013. Ms. Laney has served on the Board since 2011 and has expressed a desire to remain on the Board. The new term is for two years and expires on April 1, 2015.

Staff recommends re-appointing Sonya Laney to the General Employee’s Pension Board.

C.   SPECIAL AWARDS, REPORTS, RECOGNITION, AND PROCLAMATIONS

 

Item 6 -           Fire Lieutenant Promotions

 

Colleen Fitchett, Mark Straka, and David Gill were recently promoted to Lieutenant. Councilman Bastian asked that they be publicly recognized for their promotion.

 

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

 

E.   CONSENT AGENDA

 

Item 7 -           Approval of Minutes

 

a.    April 2, 2013 – Regular City Council Meeting

 

Attached are the City Council meeting minutes from recently held meetings. Should you have questions, please feel free to contact Robin or me.

 

Item 8 -           Approve Bid Award with Play More West, Inc. as the No. 1 ranked firm for Phase II Design Build of All Children’s Park

 

Four submittals were received for RFP#13-4 All Children’s Park Phase II Design Build:

 

On 2/28/13 the Committee met to short rank the firms and decided to hear oral presentations from all firms. On 3/11/13 the Committee heard oral presentations and final ranked the firms in the following order:

 

1. Play More West, Inc.

2. Jordon Brothers Construction

3. Austin Outdoor, Inc.

4. Game Time, Inc.

 

The apparent #1 rank is Play More West, Inc. with a total “base bid” cost of $180,244.00 and “supplemental features” with a total cost of $50,000.00. We are asking City Council to approve Play More West, Inc. as the contractor for design build of the All Children’s Park Phase II and allow the Mayor and City Clerk to execute the EJCDC contract subject to the City Attorney’s receipt and approval of the original contract and bond documents. The total amount of the project cost for Play More West, Inc. is $230,244

 

Project No.: QPC 044                                  Funding Account No.:  315 5100 572 6397

 

Staff recommends approving the bid Award with Play More West, Inc. as the No. 1 ranked firm for the design build of Phase II of the All Children’s Park and authorizing the Mayor and City Clerk to execute an EJCDC contract between the City of Port Orange and Play More West, Inc. subject to the City Attorney’s receipt and approval of the original contract and bond documents.

 

Item 9 -           Approve Bid Award with Team Pain as the No. 1 ranked firm for RFP #13-3 Skate Park Additions & Renovations

 

Two submittals were received for RFP#13-3 Skate Park Additions and Renovations:

 

On 4-1-13 the Committee met to hear oral presentations and final ranked the firms in the following order:

 

1. Team Pain

2. Misiano Construction

 

The apparent #1 rank is Team Pain with a total “base bid” cost of $130,000.00.

 

We are asking City Council to approve Team Pain as the contractor for the Skate Park Additions and Renovations and allow the Mayor and City Clerk to execute the EJCDC contract. Attached is scope of proposed design concept. The total amount of the project cost for Team Pain is $130,000.00

 

Project No.: QPC 041                                  Funding Account No.:  001 4400 572 6300 

 

Staff recommends approving the bid Award with Team Pain as the No. 1 ranked firm for RFP#13-3 for the Skate Park Additions & Renovations and authorizing the Mayor and City Clerk to execute an EJCDC contract between the City of Port Orange and Team Pain.

 

Item 10 -        Approval of Renewal of Landscape Maintenance Contracts with Tuff Turf and Tif-Jen

 

In the spring of 2011, Mowing and Landscape Maintenance contracts were competitively bid and awarded to Tuff Turf and Tif-Jen, for a one year period with up to five additional renewals.  Staff is satisfied with the performance of both of these vendors and recommends that the second of the five renewals be executive for the period April 1, 2013 through March 31, 2014.  The work to be performed will be the same as that identified in the 2012-2013 contracts.

 

Funding Account Nos.:                                                      00143005413420     $251,491.50

                                                                                                41218005413420     $  19,144.01

                                                                                                00144005723420     $157,905.38

                                                                                                40106005363420     $  27,022.69

 

Staff recommends approving the renewal of the Annual Mowing and Landscape Maintenance contracts with Tuff Turf at an annual cost of $211,652.56 and Tif-Jen in the amount of $243,911.02, and authorizing the Mayor and City Clerk to execute any contract documents as necessary.

 

Item 11 -        Acceptance of Coraci Boulevard Right-of-Way South from Town West Boulevard

 

Accepting the Warranty Deed for Coraci Boulevard South of Town West Right-of-Way as described on the Location Map attached hereto.

Staff recommends accepting the Coraci Boulevard Warranty Deed.

 

F.    FINANCE (Wayne Saunders)

 

Item 12 -        Resolution No. 13-22 – Budget Appropriation

 

City council approved the forensic audit services with Carr Riggs & Ingram. City staff has identified anticipated expenses based on the engagement letter.

 

The attached budget resolution provides for the recognition of the budget changes recommended to address the funding of the forensic audit. In addition, we are requesting $20,000 to assist in the payroll audit.  Please see the attachments for the specific detail.

 

Staff recommends approval of the attached Resolution No. 13-22.

 

G.   CITY ATTORNEY (Margaret Roberts)

 

Item 13 -        City Attorney’s Report

 

The City Council asked that the Agenda format include an agenda item that would allow the City Attorney to report and update City Council members.

 

H.   ADMINISTRATION (Greg Kisela)

 

Item 14 -        First Reading of Ordinance No. 2013-7 – Audit and Budget Advisory Board

 

As requested by City Council please find attached a proposed ordinance establishing the Audit and Budget Advisory Board.

Staff recommends approval of Ordinance No. 2013-7.

 

Item 15 -        Amended Budget Preparation Calendar

 

Earlier this year the City Council approved the Fiscal Year 2013-2014 Budget Calendar.  We are proposing changes to the calendar.  (See attached.)  If this revised calendar is acceptable to you we have planned a half-day Saturday workshop on May 4, 2013 to start the process.

Staff recommends Council approve the amended Budget Calendar.

 

Item 16 -        City Manager’s Report

 

This has been placed on the agenda so that the City Manager can bring items to the City Council attention and to provide information to the City Council about ongoing city activities.

 

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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