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
February 18, 2014
Date: February 12, 2014
Item 1 - Pledge of Allegiance
Item 2 - Silent Invocation
Item 3 - Roll Call
B. COUNCIL COMMENTS
At this time council members may discuss various matters or concerns.
C. BOARD APPOINTMENTS, INTERVIEWS, & REPORTS
Bobby Ball will provide an update to the City Council related to the Citizen Advisory Committee for the TPO activities.
Chairman Ted Noftall and other members will be in attendance to provide details of the Board’s recent meeting and answer any questions Council may have.
Jack Wiles, Chairman, will be present to provide the Parks & Recreation Advisory Board Report.
There is one vacancy on the Parks & Recreation Advisory Board. The term is for two years and will expire on February 15, 2016.
There are two applicants: Patricia Barraco and Dianne Templeton Gardner. Their applications are attached for your review.
Staff recommends appointing an applicant to the Parks & Recreation Advisory Board.
D. CITIZEN PARTICIPATION (Agenda)
Mike Vollmar, President & CEO, will present their Corporation’s traffic study findings at this time.
E. CITIZEN PARTICIPATION (Non-Agenda – 15 Minutes)
F. CONSENT AGENDA
Item 10 - 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.
The attached Staff Reports include the Development Activity Report and the Building Activity Report. These reports provide information on proposed development, projects under construction, commercial code enforcement activity and monthly building permits and inspection updates.
Attached is the polic department's report which details criminal activity in the last quarter.
A bid was solicited and awarded for the City’s Wrecker Services Agreement to Landau Enterprises, Inc. d/b/a Fryer’s Towing Service. Staff and Landau Enterprises, Inc. d/b/a Fryer’s Towing Service have both agreed to extend that contract for the first of three extension periods. Staff therefore recommends that Council approve the extension for an additional year under the same terms and conditions as the original contract. This extension provides an increase of 2% making the new monthly payment to the City of Port Orange $8,317.78 until February 28, 2015.
Staff recommends the City Council approve the wrecker contract extension for Landau Enterprises, Inc. d/b/a Fryer’s Towing Service.
The City released RFP #14-09, A Request for Proposals for a Compensation and Classification Study on November 19, 2013. Proposals were due on December 18, 2013. Proposals were received from seven firms, however, only one was deemed responsive. Three proposals were received after the deadline and unopened in accordance with City purchasing policies. Three other proposers failed to comply with all technical specifications of the bid. The sole responsive firm, Evergreen Solutions, LLC, was interviewed on February 11, 2014. Since Evergreen was only represented by their Marketing personnel, staff was unable to confirm the firm’s ability to meet the City’s expectations for this project. Given the lack of candidate pool, staff recommends rejecting all bids and authorizing staff to modify the Request for Proposals and reissue. Upon Council authorization, staff is prepared to release the revised bid on February 24, 2014.
Project No.: AIO019 Funding Account No.: 01-1000-519.31-13
Staff recommends rejecting all bids and authorizing Staff to modify the Request for Proposals and reissue.
Staff has reviewed vehicle and equipment needs with the user departments and recommends approval to utilize the Florida Sheriffs Association Contract # 13-11-0904 & 13-21-0904, State of Florida Contract # 760-000-10-01, and Volusia County Contract #MA-400-1519-1 to purchase Fleet Vehicles and Equipment as shown on the Fleet Purchase Summary. A description of the process is included in this document.
Funds to be utilized are as follows:
Fleet Finance Funding Account #: 50510006196400
Staff recommends approval to purchase Fleet Vehicles and Equipment as shown on the Fleet Purchase Summary for a total cost not to exceed $500,525.91, authorizing waiver of purchasing policy for equipment options, and ratifying the purchase of a John Deere commercial mower for $15,858.15, and authorizing the Mayor & City Clerk to execute contract documents, as necessary.
G. FINANCE (Wayne Saunders)
Please see the attached Ordinance that amends the previously adopted Solid Waste Collection and Disposal Ordinance, Chapter 56, section 29, to allow for a simplified rate structure that will combine garbage, recycling, yard waste, land fill, street sweeping, and miscellaneous costs into a single fee. This is in direct response to the forensic audit comments regarding overly complex fee structures. A revised rate resolution will accompany the second reading of this Ordinance.
Staff recommends approving Ordinance No. 2014-1.
This resolution amends the Solid Waste rates. In response to audit comments the rate structure has been simplified by combining the garbage, recycling, yard waste, landfill and street sweeping into a single fee. A separate energy (fuel) fee is still required due to contractual requirements with the vendor. The fees are also adjusted to help balance the Solid Waste Budget and provide necessary funding for the additional street sweeping expense previously approved by the Council and a 1.6% increase in collection fees as provided for in Sect. X. A. Change in the Cost of Doing Business section of the agreement with Waste Pro. The total increase is 2% for all classifications of users. Examples are: The single family monthly fee increases 37 cents from $18.30 to $18.67 and a 2 yard/one pickup container increases $1.13 from $56.60 to $57.73.
Staff recommends approving Resolution No. 14-3.
H. CITY ATTORNEY (Margaret Roberts)
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.
I. ADMINISTRATION (Greg Kisela)
Establish review process for City Manager’s Annual Performance Evaluation.
In late 2013, the City Council endorsed the City working with the Volusia Flagler Family YMCA to spend approximately $718,000 of reserves and unassigned balances to renovate the Port Orange Family YMCA Port Orange Facility. The attached list is broken into three phases to accomplish this work.
The renovations described in the attached memo will put a major facelift on the Port Orange YMCA Facility. If endorsed by the City Council, the pool facility would be completely renovated along with new fitness equipment. It also includes flooring and paint in the fitness areas. In addition, the men’s locker room would be renovated along with the ladies’ lobby bathroom.
Staff recommends approving the phasing plans for the renovations of the Volusia Flagler Family YMCA – Port Orange Facility
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.