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




Item 4 -           Comments/Concerns from Council Members


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




Item 5 -           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 6 -           Audit & Budget Advisory Board Report


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.


Item 7 -           Parks & Recreation Advisory Board Report


Jack Wiles, Chairman, will be present to provide the Parks & Recreation Advisory Board Report.


Item 8 -           Parks & Recreation Advisory Board Appointment


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.




Item 9 -           Raydon – Request regarding signal at Williamson & Hockney/McGinnis and Town West


Mike Vollmar, President & CEO, will present their Corporation’s traffic study findings at this time.


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




Item 10 -        Approval of Minutes

a.    December 10, 2013 – Special City Council Meeting

b.    January 21, 2014 – Regular City Council Meeting

c.    January 28, 2014 – Regular City Council Meeting

d.    February 11, 2014 – Special 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 11 -        Staff Reports - Building Activity Report and Monthly Development Activity Report for January, 2014


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.

Item 12 -        Crime Report

Attached is the polic department's report which details criminal activity in the last quarter.


Item 13 -        Extension of Wrecker Service Agreement


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.


Item 14 -        Reject Bids for the Compensation and Classification Study, RFP #14-09


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.


Item 15 -        Staff seeks authorization to utilize the Florida Sheriff’s Association, the State of Florida, and Volusia County Contracts to purchase Fleet Vehicles and Equipment for FY 2014


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)


Item 16 -        Second Reading – Ordinance No. 2014-1 - Solid Waste Ordinance Revision


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.


Item 17 -        Resolution No. 14-3 – Solid Waste Rate Structure Simplification


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)


Item 18 -        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.


I.      ADMINISTRATION (Greg Kisela)


Item 19 – Annual Review Process for City Manager


Establish review process for City Manager’s Annual Performance Evaluation.

Item 20 -        Volusia Flagler Family YMCA - Port Orange Facility Renovations


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


Item 21 -        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.