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
August 27, 2013
Date: August 21, 2013
Item 1 - Pledge of Allegiance
Item 2 - Silent Invocation
Item 3 - Roll Call
B. SPECIAL REPORTS, AWARDS, PROCLAMATIONS
The Port Orange/South Daytona Chamber of Commerce will spotlight a local business.
At this time, a representative of KemperSports will make a report to the Council regarding the activities of the golf course.
C. BOARD REPORTS
Chairman Ted Noftall and other members will be in attendance to answer any questions Council may have.
D. CITIZEN PARTICIPATION (Agenda)
Patrick Burnette and Katarina Figueroa have submitted an application to serve on the Youth Advisory Board.
Mr. Burnette is a 7th grader at Silver Sands Middle School. His application is attached.
Ms. Figueroa is a Junior at Spruce Creek High School. Her application is attached.
Staff recommends appointing Patrick Burnette and Katarina Figueroa to the Youth Advisory Board.
Richard Barker’s term is expiring in September, 2013. He has expressed an interest in being reappointed to the Planning Commission.
There have been two other citizens; Donald T. Traster and Richard (Dick) Smith, who have submitted applications for appointment to serve the City. Their applications are attached, along with Mr. Barker’s application from his original appointment in 2003.
The new term is for two years and will expire on September 21, 2015.
Staff recommends appointing one applicant to the Planning Commission.
There is one vacancy on the Parks & Recreation Advisory Board. The term is for two years and will expire on February 15, 2013. Mr. Collins’ application is attached for your review.
Staff recommends appointing Michael Collins to the Parks & Recreation Advisory Board.
E. CITIZEN PARTICIPATION
Steven Staudt requested to address Council regarding fees for a youth baseball tournament
Mr. Caton wanted to discuss a very important period of time in the history Port Orange. During the course of two months in 1962, the future of Port Orange was determined with the annexation of 6,500 acres. Prior to the annexation, Port Orange’s city limits measured no more than two square miles, and was much smaller in terms of land area than its neighbor to the north South Daytona.
Port Orange’s annexation of the land west of the FEC Railroad tracks was initiated by then Mayor Wilbur Willis to block Daytona Beach’s annexation of Harbor Oaks and Allandale. In February 1962, Daytona Beach had annexed the land between the Daytona International Speedway and the Samsula Airport (Spruce Creek Fly-In).
Mr. Caton served on both to the Zoning Board and the Planning Board from 1961 to 1972.
F. CITIZEN PARTICIPATION (Non-Agenda – 15 Minutes)
G. CONSENT AGENDA
Item 12 - Approval of Minutes
Attached are the City Council meeting minutes from recently held meetings. Should you have questions, please feel free to contact Robin or me.
Attached is the Project Managers’ Report. If you have questions, please contact any of the Project Managers or me.
The Florida Department of Environmental Protection (FDEP) requires that the Operating Permit for the Reclaimed Water Plant (RWP) be renewed periodically. The current RWP Operating Permit #FL0020559 expires on May 31, 2014. Renewal applications and accompanying attachments must be received by the FDEP six months before the scheduled permit expiration date. Significant work efforts and data collection are required in advance of the permit application submission to FDEP.
Over the years, QLHA has provided permit application renewal services to the City of Port Orange as well as many other public utility providers within the State of Florida. Public Utilities RWP & Engineering staff recommend that QLH be authorized to provide the services as detailed in Addendum 94. Funds are currently budgeted for this purpose in the Sewer Plant Replacement Project.
Project No.: SSP 002 Funding Account No.: 403-0400-535-6397
Staff recommends approving Addendum No. 94 to the 1980 contract with Quentin L. Hampton Associates Inc. in an amount not to exceed $17,500, and to authorize the Mayor and City Manager to sign all required contract documents.
The Department of Fire & Rescue is seeking approval to apply for the United States Fire Administration Staffing for Firefighter and Emergency Response (SAFER) grants to request grant funding for 3 firefighter positions (1 additional FTE per shift). The grant guidelines have changed from previous requirements whereby the grant will fully fund salaries and like benefits for the 3 positions but, do not cover for the cost of personal protective equipment and uniforms. Moreover, there are no committals or promissory obligations to fund these positions once the SAFER funds sunset after the second year. Fire-Rescue staffing cannot be reduced for the two year SAFER funding. One main change to SAFER guidelines for the 2013 period is there are no third year funding commitments for the City of Port Orange to assume SAFER personnel in the event there are no vacancies available to fill.
The 3 firefighter positions we propose for 2013 SAFER would staff1 additional firefighter per shift assigned to an engine company. This will realize a reduction to overtime costs and will add an additional position on each 24/48 shift rotation. The additional staffing assistance provided under SAFER will assure that fire and emergency medical responses are met with the adequate staffing resources for our customers. The objective is to assure that our citizens are protected in as safe a manner possible with the most effective and efficient costs provided.
Staff requests authorization to apply for USFA AFG SAFER Grant to fund 3 additional firefighter positions for two years. The additional resources will effectively staff fire apparatus realizing savings on overtime. The proposed 3 positions will backfill vacant positions in the third year.
H. FINANCE (Wayne Saunders)
The City has received insurance proceeds for the replacement of stolen equipment.
City staff has conducted a budget execution review of the various police trust funds.
The attached budget resolution provides for the recognition of the budget changes recommended to address the funding and related costs. Staff recommends approval of the attached Resolution. Please see the attachments for the specific detail.
Staff recommends approving Resolution No. 13-40.
This amendment to the City’s utility rate tables will correct gaps in the ranges for base usage for Motel, Hotel, Commercial and Industrial users with 8 in. and 10 in. meters found in Sec. 17 D. on page 17 of the resolution. The current resolution indicates a range of 42,001-162,000 for the 8 in. and 60,001-180,000 for the 10 in. leaving gaps between the base usage and excess ranges that start at 168,001 and 240,001 respectively. The current 162,000 has been amended to 168,000 and the current 180,000 has been amended to 240,000 to close the gaps. This issue was discovered during the recent forensic review by CRI.
Staff recommends approving Resolution No. 13-41.
Finance will provide a progress update on Forensic and External Audit recommendations.
Attached is the Monthly Financial Report. If you have questions, please contact Wayne Saunders or me.
I. POLICE DEPARTMENT (Jerry Monahan)
This amendment is needed for consistency between the required noise meters currently used by the City and those required to be used by the Code. This amendment also increases the enforcement opportunities of this section by broadening the scope of individuals that may be held responsible for noise/light violations.
Staff recommends approving Ordinance 2013-13 amending Chapter 42, Article IV of the Code of Ordinances.
J. CITY ATTORNEY (Margaret Roberts)
The City Attorney will provide updates regarding the Altamira project, if any.
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.
K. ADMINISTRATION (GREG KISELA)
The Port Orange YMCA proposed a 7,500 square feet expansion to its existing facility. This would be accomplished through a design-build arrangement administered by the City. The current lease would be amended to include additional payments (see pro forma) and lease amendment proposal.
This has been placed on the agenda so that the City Manager can bring items to the City Council attention and to provide information about ongoing city activities.
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.