City Commission

City of Deltona 2345 Providence Blvd. Deltona, FL 32725 Agenda City Commission Mayor John C. Masiarczyk Sr. Vice Mayor Chris Nabicht Commissioner Christopher Alcantara Commissioner Anita Bradford Commissioner Heidi Herzberg Commissioner Gary Mitch Honaker Commissioner Brian Soukup Monday, November 7, 2016 5:30 PM 2nd Floor Conference Room City Manager's Agenda Review 1. CALL TO ORDER: 2. ROLL CALL – CITY CLERK: 3. INVOCATION AND PLEDGE TO THE FLAG: A. Silent Invocation Presented by Commissioner Honaker. Background: At the Regular City Commission Meeting on Monday, October 17, 2011, the City Commission approved to have each Commissioner by District schedule someone to present the invocation at each Regular City Commission meeting rotating each Commissioner by District starting with District #1, #2, #3, #4, #5, #6 and the Mayor. 4. APPROVAL OF MINUTES & AGENDA: A. Approval of minutes - Regular Commission Meeting of October 17, 2016 and September 19, 2016, as revised. - Joyce Raftery, City Clerk (386) 878-8502. Background: The minutes of September 19, 2016 were approved at the Regular Commission Meeting held on October 3, 2016, however, a correction was brought to the attention of staff and is located on Page 2, second to last paragraph. Attachments: October 17, 2016 Minutes September 19, 2016 Minutes (Rev. 10-14-16) 5. PRESENTATIONS/AWARDS/REPORTS: A. Super Star Student of the Month Certificates for October 2016 City of Deltona Page 1 Printed on 6/3/2020 City Commission Agenda November 7, 2016 Background: Super Star Student of the Month awards for October 2016 will be presented to: 1. Deltona Lakes Elementary, Isabella Torres, 5th Grade 2. Discovery Elementary, Leilany Acevado, 5th Grade 3. Enterprise Elementary, Allison Barry, 1st Grade 4. Forest Lake Elementary, Naima Ramasar, 5th Grade 5. Friendship Elementary, Natalie Brenay, 5th Grade 6. Pride Elementary, Yarelis Merced, 3rd Grade 7. Spirit Elementary, Nathan Baldwin, Kindergarten 8. Sunrise Elementary, Alaessa Carver, 1st Grade 9. Timbercrest Elementary, Scotty Bradley, 4th Grade 10. Deltona Middle, Joyce Lin, 7th Grade 11. Galaxy Middle, Ava Tooke, 7th Grade 12. Heritage Middle, Juliet Torres, 6th Grade 13. Deltona High, Cody Martin, 11th Grade 14. Pine Ridge High, Ricardo Rivera, 12th Grade 15. University High, Alinah Torres, 12th Grade Attachments: Oct 2016 Super Star Student Achievements B. An update on the Healthy Start Coalition of Flagler and Volusia Counties presented by Executive Director Dixie Morgese - Joyce Raftery, City Clerk (386) 878-8502. Background: This is a follow up to the information that was presented at the Regular Commission Meeting held on April 18, 2016 by the Healthy Start Coalition Executive Director Dixie Morgese. At that time Ms. Morgese provided a brief presentation on Deltona’s Healthy Start services, provided data from the Family Place intake form and gave an update on things to come in the future. Attachments: Healthy Start Coalition Presentation C. Presentation - Quarterly Reports of City Advisory Boards/Committees - Joyce Raftery, City Clerk (386) 878-8502. Background: Quarterly Reports of City Advisory Boards/Committees: 1) Deltona Economic Development Advisory Board - (Presented by Chairman Tanya Boggs) 2) Planning and Zoning Board - (Written Report Only) 3) Firefighters’ Pension Plan Board of Trustees - (Presented by Plan Administrator Lisa Spriggs) City of Deltona Page 2 Printed on 6/3/2020 City Commission Agenda November 7, 2016 Attachments: DEDAB Third Quarter 2016 Report P&Z Third Quarter 2016 Report FFPP Third Quarter 2016 Report D. The City’s Investment Advisor, Chandler Asset Management, is going to give a presentation on the current economic environment as well as a status report on the City’s investments as of September 30, 2016 -- Robert Clinger, Finance Department - (386) 878-8552. Strategic Goal: Other priority objectives: maintain a balanced budget, reserves, and investments. Background: The City’s Investment Advisors (Chandler Asset Management) will make a presentation on the current economic environment as well as a status report on the City’s investments as of September 30, 2016. Attachments: 2016.09.30CAMDELTONA Chandler Investment Report 093016 6. CITY COMMISSION SPECIAL REPORTS: 7. PUBLIC FORUM: - Citizen comments limited to items not on the agenda and comments on items listed on the agenda will take place after discussion of each item. Citizen comments for any items. (4 minute maximum length per speaker) CONSENT AGENDA: The consent agenda contains items that have been determined to be routine and non-controversial. If anyone in the audience wishes to address a particular item on the consent agenda, now is the opportunity for you to do so. Additionally, if staff or members of the City Commission wish to speak on a consent item, they have the same opportunity. 8. CONSENT AGENDA: A. Request for approval of Cigna contract for Health and Dental Insurance, 2017 - Richard Adams, Human Resources (386) 878-8752. Strategic Goal: Fiscal Issues Background: The Commission directed staff to go out to bid for a fully insured health insurance product, including dental coverage. Staff convened the Benefits Committee, and cost constraint and continuation of current coverage levels were the main focus of the Committee. The city received 7 bids for Health coverage and 9 bids for Dental coverage. A Selection Committee was formed, including Human Resources, City of Deltona Page 3 Printed on 6/3/2020 City Commission Agenda November 7, 2016 Finance, Legal, and a representative from the Firefighter’s Union. A unanimous decision was reached to select Cigna for both health and dental coverage. On 10/17/2016, the Commission voted to follow the recommendation of Staff and award the bid to Cigna, at the rates provided and using the current contribution rate which the City utilizes. The contract for the approved services has been attached. Attachments: Cigna Plans Rates 2017 City of Deltona Buy Up IN SBC 2017 City of Deltona Core Plan SBC 2017 City of Deltona OAP OON SBC 2017 Insurance Agreement - Cigna - 11-1-16 9. ORDINANCES AND PUBLIC HEARINGS: A. Public Hearing - Resolution 2016-58 revising the City’s Investment Policy - Lori Carr, Finance Department - (386) 878-8553. Strategic Goal: Fiscal Issues Background: The City’s current Investment Policy was adopted November 7, 2005. While the policy is reviewed annually during the budget process, it was brought to our attention during the previous audit that the policy needed to be updated as there have been some statutory changes since 2005 regarding the investment of public funds. Staff is presenting an update to this policy to include new statutory requirements as well as more comprehensive guidance. Resolution No. 2016-58 repeals Resolution No. 2005-42 adopted in November, 2005. The City’s Investment Advisors from Chandler Asset Management are available to answer any questions. Attachments: Investment Policy - 11-2005 R-2016-58 Investment Policy Revision Investment Policy - Revised 11-2016 Investment Policy - With Markup - Revised 11-2016 B. Public Hearing - Resolution No. 2016-49, Adopting the Southwest Deltona Community Redevelopment Area (CRA) Community Redevelopment Plan - Chris Bowley, AICP, Planning and Development Services, (386) 878-8602. Strategic Goal: Economic Development - Pursue the creation of a CRA for the Deltona Boulevard. Background: The City of Deltona created a legal description with a surveyor for the City of Deltona Page 4 Printed on 6/3/2020 City Commission Agenda November 7, 2016 proposed Southwest Deltona Community Redevelopment Area (CRA) boundary. The legal description was provided to Volusia County and used in their Delegation of Authority to establish the CRA in partnership with the City on July 7, 2016. The Redevelopment Plan included the approved CRA boundary that was subsequently processed through the City’s CRA creation and adoption process. However, pursuant to Chapter 163.362, FS, the legal description also has to be placed within the Redevelopment Plan. Thus, Resolution No. 2016-49, provides for an update to the Redevelopment Plan to include an Appendix D, the legal description of the CRA boundary. No other changes to the Redevelopment Plan, the CRA boundary, the CRA Trust Fund, or the CRA Board is proposed by this resolution; it only addresses the statutory omission. Attachments: Resolution No. 2016-49 Redevelopment Plan Redevelopment Plan C. Public Hearing - Resolution No. 2016-50, amending the City of Deltona Local Housing Assistance Plan (LHAP) - Chris Bowley, AICP, Planning and Development Services, (386) 878-8602. Background: The Deltona Local Housing Assistance Plan (LHAP) is a planning document illustrating how the City implements the Florida Strategic Housing Initiatives Partnership (SHIP) program. The LHAP outlines several housing strategies the City may undertake. Two strategies, Purchase Assistance (first time home buyers) and Owner Occupied Rehabilitation, are the most often applied within the City. Because of changes in the real estate market and in light of program rules associated with program set asides (earmarking certain percentages of grant allocations for certain user groups ), City staff is proposing changes to the Purchase Assistance and Owner Occupied Rehabilitation strategies. Staff is proposing to increase the down payment amounts within Purchase Assistance to respond to upward trending home prices indicative of the local real estate market. The existing and proposed down payment amounts linked to income levels are as follows: Income Level Existing Down Proposed Down Payment Award Payment Award Very Low Income Up to $25,000 Up to $40,000 Low Income Up to $20,000 Up to $30,000 Moderate Income Up to $15,000 Up to $20,000 Under the Owner Occupied Rehabilitation strategy, applicants are required to have a current homeowner insurance policy. For many City of Deltona Page 5 Printed on 6/3/2020 City Commission Agenda November 7, 2016 homeowners insurance is a requirement because mortgage companies require such coverage. However, Staff is encountering applicants in need of assistance that do not have homeowner insurance coverage. In the cases where the applicants do not carry a homeowner insurance policy, the house is typically owned outright and many clients in this position tend to be elderly. Insurance premiums are costly and can be quite a burden on households that have limited financial resources. Therefore, to improve assistance opportunity, City staff is suggesting the requirement for homeowner insurance be eliminated as a requirement to qualify for the Owner Occupied Rehabilitation strategy . For more information on the proposed changes to the LHAP, please see the attached support documentation. In addition, the amendments to the LHAP are attached and presented in an underline and strike through format. Finally, the City Affordable Housing Advisory Committee (AHAC) reviewed the proposed LHAP changes on September 20, 2016. The AHAC recommended that the City Commission amend the LHAP as proposed by City staff. The Florida Housing Finance Corporation that administers the SHIP program has reviewed the changes and has indicated the proposed changes would not conflict with the City’s SHIP program. Attachments: Resolution No. 2016-50 Support Documentation Local Housing Assistance Plan Amendments Deltona LHAP 2017-2019 10. OLD BUSINESS: A. Budget amendment to appropriate a portion of the City’s Natural Disaster Reserve to fund storm related expenses for debris removal, debris monitoring, site rental, and city property damage from Hurricane Matthew - Robert Clinger, Finance, 386 878-8552 Strategic Goal: Public Safety Background: A budget amendment is needed to appropriate the necessary funds for expenses caused by Hurricane Matthew. Ultimately, these gross expenses, net of any FEMA reimbursements, will be taken from the City’s Natural Disaster Reserve. Estimated gross costs are as follows: Debris removal $1,050,000 Site rental $75,000 Debris monitoring $360,000 10% contingency $150,000 City Property damage $500,000 City of Deltona Page 6 Printed on 6/3/2020 City Commission Agenda November 7, 2016 Total $2,135,000 Attachments: Resolution No. 2016-61 2017-02 B. Ratification of the Emergency Debris Removal Services (CrowderGulf) purchase order due to Hurricane Matthew. - Matt Doan, P.E., Acting Public Works Director (386) 878-8973. Strategic Goal: Public Safety Background: On October 3, 2016, the Honorable Rick Scott, Governor of the State of Florida, issued Executive Order Number 16-230 declaring a state of emergency in the State of Florida due to the severe threat posed by Hurricane Matthew. The City Commission followed suit by declaring a state of local emergency on October 5, 2016 with Emergency Resolution No. 2016-52. A Notice to Proceed (NTP) was issued to the City’s currently ranked number one contractor, CrowderGulf, on October 10, 2016 for As Needed Emergency Debris Removal Services pertaining to Hurricane Matthew. In 2014, Request For Proposal (RFP) No. PW 14-04 was advertised for solicitation in order to ensure that debris removal services were competitively bid prior to any such event in which the services would be required. Not only is this a standard practice of the City of Deltona, but this is also heavily desired in terms of applying for potential FEMA reimbursement. The RFP was handled and awarded in accordance with the City of Deltona’s Procurement Policies and Procedures Manual. Two firms were selected and in May of 2014 and agreements were entered into with both contractors, with CrowderGulf being ranked as number one. The agreements were for an initial period of one (1) year, with the option to renew for three (3) additional one (1) year periods upon mutual written consent of both parties. The agreements are such that they are open contracts to be used on an as-needed basis due to the fact that there is no determination as to when this type of service will be required. The agreements do not guarantee to the Contractor any minimum amount of work throughout the term of the agreement. Estimated quantities for a fictitious event were placed in the RFP for a baseline comparison. Purchase Order No. 17309 was issued to CrowderGulf for emergency debris removal services associated with Hurricane Matthew under the City of Deltona Page 7 Printed on 6/3/2020 City Commission Agenda November 7, 2016 emergency declaration. It was imperative to initiate such services in a timely fashion to secure resources and begin the recovery process. The amount of this purchase order is based on an estimated cubic yard total for this storm event. Per the purchasing policy, this emergency purchase order is being brought to the City Commission for ratification. The City intends to submit for FEMA reimbursement for eligible debris removal costs. Attachments: PO 17309 Hurricane Matthew Debris Removal Services.pdf Crowder-Gulf Matthew Fully Executed NTP.pdf Summary of Debris Removal Request for Proposal.pdf RFP Document.pdf Overview of Findings PW 14-04.pdf INTENT TO AWARD.pdf Crowder-Gulf Join Venture agreement 2014.pdf C. Ratification of the Emergency Debris Monitoring Services purchase order due to Hurricane Matthew. - Matt Doan, P.E., Acting Public Works Director (386) 878-8973. Strategic Goal: Public Safety Background: On October 3, 2016, the Honorable Rick Scott, Governor of the State of Florida, issued Executive Order Number 16-230 declaring a state of emergency in the State of Florida due to the severe threat posed by Hurricane Matthew. The City Commission followed suit by declaring a state of local emergency on October 5, 2016 with Emergency Resolution No. 2016-52. A Notice to Proceed (NTP) was issued to the City’s currently number one ranked debris monitoring contractor, Tetra Tech, Inc., on October 11, 2016 for As Needed Emergency Debris Monitoring Services pertaining to Hurricane Matthew. In 2014, Request For Proposal (RFP) No. PW 14-03 was advertised for solicitation in order to ensure that debris monitoring services were competitively bid prior to any such event in which the services would be required. Not only is this a standard practice of the City of Deltona, but this is also heavily desired in terms of applying for potential FEMA reimbursement. The RFP was handled and awarded in accordance with the City of Deltona’s Procurement Policies and Procedures Manual. Two firms City of Deltona Page 8 Printed on 6/3/2020 City Commission Agenda November 7, 2016 were selected for further evaluation. In May of 2014 an agreement was entered into with Leidos, Inc. (predecessor to Tetra Tech, Inc.) which not only was ranked as number one during the initial scoring selection, but also deemed to provide the overall “best value” to the City for the services being sought. The agreement was for an initial period of one (1) year, with the option to renew for three (3) additional one (1) year periods upon mutual written consent of both parties. The agreement is such that it is an open contract to be used on an as-needed basis due to the fact that there is no determination as to when this type of service will be required. The agreement does not guarantee to the Contractor any minimum amount of work throughout the term of the agreement. Estimated quantities for a fictitious event were placed in the RFP for a baseline comparison. In August 2014 the City of Deltona was notified that the Beck Disaster Recovery (BDR) Division of Leidos, Inc. had been acquired by Tetra Tech, Inc. The acquisition was specifically for the BDR Division of Leidos, Inc., and many members of the division that were involved in the original proposal are still on the project team with Tetra Tech, Inc. Two (2) renewals have been signed since the execution of the original agreement. In order to avoid any confusion or misunderstanding that might cause a delay in FEMA reimbursement, it was determined that it was in the best interest of the City of Deltona to ask the City Commission to pass a resolution ratifying the agreement for As Needed Emergency Debris Monitoring Services since the original agreement was in the name of Leidos, Inc., and checks would be written to its successor in interest, Tetra Tech, Inc. That resolution was adopted by the Deltona City Commission on October 17, 2016. Purchase Order No. 17310-00 was issued to Tetra Tech, Inc. for emergency debris monitoring services associated with Hurricane Matthew under the emergency declaration. It was imperative to initiate such services in a timely fashion to secure resources and begin the recovery process. The amount of this purchase order coincides with the debris removal services for this storm event, as the required quantity of monitoring staff is dependent upon the resources being utilized by the debris removal contractor. Per the purchasing policy, this emergency purchase order is being brought to the City Commission for ratification. The City intends to submit for FEMA reimbursement for eligible debris removal costs. City of Deltona Page 9 Printed on 6/3/2020 City Commission Agenda November 7, 2016 Attachments: TetraTech_Monitoring_PO.pdf Deltona City of FL_Tetra Tech_Notice to Proceed (Executed).pdf Summary of Debris Monitoring Request for Proposal.pdf RFP Document.pdf Overview RFP PW 14-03.pdf INTENT TO AWARD.pdf Leidos Inc Agreement.pdf D. Request for approval of agreement between the City and Albert H. and Janette K. Pell - Rental Agreement - Storm Debris Location - Robert Clinger, Finance Department - (386) 878-8552. Strategic Goal: Public Safety Background: As a result of Hurricane Matthew the City has accumulated a significant amount of storm debris. The City does not have adequate land and/or facilities to store this debris until it is removed / disposed. On October 6, 2016, on an emergency basis, the City entered into an agreement for storage of storm debris with Albert H. and Janette K. Pell until such time that all City debris is removed / disposed of. Staff is now requesting formal approval of this after-the-fact emergency agreement. Attachments: Pell agreement - storm debris 11. NEW BUSINESS: A. Request for approval of Consultants for State Government Relations and Lobbying - Robert Clinger, Finance Director, (386) 878-8552. Strategic Goals: Fiscal Issues. Background: As directed by the City Commission, staff solicited proposals from Consultants for State Government Relations and Lobbying for the purpose of assisting the City of Deltona to achieve its goals as will be more specifically delineated by the City Commission. The City Commission requested lobbying services under two scenarios: a) Session fee for the 2017 Florida legislative session, and b) Annual fee for services throughout the entire year. Two proposals were received for RFP #17003, one from GA McKeown & Associates, LLC. and the second proposal was from Peebles & Smith, Inc. After a complete review of the submittals, scores were tallied and a Selection Committee meeting took place to discuss scoring. The city staff recommends that GA McKeown & Associates, LLC be selected by the City Commission to provide the required services. City of Deltona Page 10 Printed on 6/3/2020 City Commission Agenda November 7, 2016 GA McKeown & Associates, LLC. has offered to provide annual services for Forty-Five Thousand dollars ($45,000.00) per year, paid in 12 monthly installments of Three Thousand Seven Hundred and Fity dollars ($3,750.00) from October 2016 through September 2017. This represents a 5% discount off of the standard rate. Realizing that the City may have a set budget already in place, the team can work with the city to adjust services and fees accordingly. In the alternative GA McKeown & Associates has offered to provide services for the 2017 Florida legislative session for Fifteen Thousand dollars ($15,000.00.). This represents a 5% discount off of the standard rate. Realizing that the City may have a set budget already in place, the team can work with the city to adjust services and fees accordingly. Peebles & Smith, Inc. has offered to provide annual services for a monthly fee of Four Thousand ($4,000.00) not to exceed Forty-Eight Thousand dollars ($48,000.00) annually. This fee is inclusive of all services and administrative expenses and fees, postage, et certa. The City shall pay travel expenses, in an amount not to exceed 5% of the contract fee, only with prior approval by an authorized City representative. In the alternative, Peebles & Smith, Inc. has offered to provide services for the 2017 Florida legislative session for a monthly fee of Twelve Thousand Five Hundred dollars ($12,500.00) for March and April of 2017, not to exceed Twenty-Five Thousand dollars ($25,000.00). This fee is inclusive of all services and administrative expenses, including administrative fees, postage, et certa. The City shall pay travel expense, in an amount not to exceed 5% of the contract fee, only with prior approval by an authorized City representative. Comparison of fees for services: GA McKeown & Associates: Peebles & Smith, Inc.: Annual Expense: $45,000.00 $48,000.00 Session Expense: $15,000.00 $25,000.00 Travel Expense: N/A 5% of contract fee City of Deltona Page 11 Printed on 6/3/2020 City Commission Agenda November 7, 2016 Attachments: RFP #17003 St. Gov. Services & Lobbying GA McKeown & Assoc. Annual Agreement GA McKeown & Assc. Session Agreement Peebles & Smith Proposal-Annual Peebles & Smith Proposal-Session GA McKeown & Assoc. Agreement GA McKeown & Assoc. Session Agreement Peebles & Smith Annual Agreement Peebles & Smith Session Agreement 12. CITY ATTORNEY COMMENTS: 13. CITY MANAGER COMMENTS: 14. CITY COMMISSION COMMENTS: 15. ADJOURNMENT: NOTE: If any person decides to appeal any decision made by the City Commission with respect to any matter considered at this meeting or hearing, he/she will need a record of the proceedings, and for such purpose he/she may need to ensure that a verbatim record of the proceedings is made, which record includes the testimony and evidence upon which the appeal is to be based (F.S. 286.0105). Individuals with disabilities needing assistance to participate in any of these proceedings should contact the City Clerk, Joyce Raftery 48 hours in advance of the meeting date and time at (386) 878-8500. City of Deltona Page 12 Printed on 6/3/2020