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 21, 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. Invocation Presented by Commissioner Bradford - Pastor William Bradley with New Hope Baptist Church. 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 November 7, 2016 and Special Commission Meeting of November 14, 2016, as presented. - Joyce Raftery, City Clerk (386) 878-8502. Background: N/A Attachments: November 7, 2016 Minutes November 14, 2016 Minutes 5. PRESENTATIONS/AWARDS/REPORTS: A. Proclamation - Florence & Donald Smith Day City of Deltona Page 1 Printed on 6/3/2020 City Commission Agenda November 21, 2016 Attachments: Florence & Donald Smith Day 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 Cooperative Economic Agreement with Team Volusia Economic Development Corporation. Jerry Mayes, Economic Development Manager, (386) 878-8619. Strategic Goals: Economic Development. Background: The purpose of this Agreement is to support the program of economic and business development in the City of Deltona and throughout Volusia County. This will enhance the economic wellbeing of the citizens of the City of Deltona. Team Volusia Economic Development Corporation is currently engaged in a cooperative venture between the public and private sector economic drivers for the purpose of recruiting new businesses and developers to the City of Deltona and Volusia County. This includes activities that assist in multiple City of Deltona ‘Strategic Goals’, such as assistance with the new City Economic Development website, with the Branding of the city, and with specific goal related efforts . Attachments: TVEDC Agreement B. Request Approval for a Cost-share Agreement between the St. Johns River Water Management District (SJRWMD) and the City of Deltona relating to the Lake Monroe Phase 4A project - Matt Doan, P.E., Acting Public Works Director (386) 878-8973 Strategic Goal: Infrastructure Background: The SJRWMD has issued requirements in the City’s consumptive use permit (CUP) that require the City to, among other things, expand its City of Deltona Page 2 Printed on 6/3/2020 City Commission Agenda November 21, 2016 reclaimed water system or face reductions in its groundwater allocation. To meet this requirement, the City intends to construct the Lake Monroe Reclaimed Withdrawal Phase 4 project. The phase 4 project has been split into Phases 4A and 4B. The attached agreement pertains to phase 4A only. This project has also been referred to as the West Volusia Water Suppliers (WVWS) 4A Deltona Storage and Treatment System Improvements Project in documents associated with the SJRWMD. Additionally, the project has been referenced with variations of the Alexander Avenue Water Management Site most recently in the public meeting held on 11/15/2016 and in current design documents. The Lake Monroe Phase 4A Reclaimed Water Augmentation Project is necessary to reduce the City’s reliance on ground water resources and meet those requirements set forth in the CUP. Funding of this project will be accomplished through a series of grants and a loan from the State Revolving Fund Loan (SRF) program. The estimated project cost for 4A is $10,450,000. This agreement provides $3,750,000 in grant funding ($1.875m from each, SJRWMD and FDEP) for the project. The City has budgeted $6,000,000 in the FY 16/17 budget. Additional monies will be budgeted for in FY 17/18 as necessary to accommodate funding of the final construction costs that will be established through competitive bidding. The project is expected to be completed over an 18 month period. After which the City will be able to treat stormwater from two existing pump stations and be prepared to treat future surface water to reclaimed water standards. In order to meet the requirements of the SJRWMD cost-share agreement, the agreement must be approved and submitted to their office by November 23, 2016 to ensure compliance with the provisions of the agreement. Attachments: 28855 City of Deltona WVWS Project 4A Agreement-Doan.pdf 9. ORDINANCES AND PUBLIC HEARINGS: A. Request for approval of Resolution No. 2016-56, Approval of Prior Year (FY 2015/2016) Budget Carry Forward of Transportation Fund funds in order to provide funding to complete multi-year Transportation projects - Robert Clinger, City of Deltona Page 3 Printed on 6/3/2020 City Commission Agenda November 21, 2016 Finance Department (386) 878-8552. Strategic Goal: Fiscal Issues - Transportation / CIP Background: The City currently has several Transportation projects that are on -going and span more than one fiscal year. Most of these projects are subject to design, bidding, and selection schedules as well as mobilization and implementation schedules that can result in multi-year expenditures. Last year, the Finance Department worked with Public Works to establish a protocol which allows for more accurate budgeting of multi-year projects so that projects can more efficiently carry forward from one budget year to the next. The City’s Transportation Fund had a revised capital budget of $4,825,000 for FY 2015/2016 and is requesting to carry forward $1,194,300 of unspent funds. The funds will be allocated to seven (7) multi-year Transportation projects. Attachments: R-2016-56 Transportation budget carry over Trans budget carry-over FY 15-16 B. Request for approval of Resolution No. 2016-57, Approval of Prior Year (FY 2015/2016) Budget Carry Forward of Stormwater Fund funds in order to provide funding to complete multi-year Stormwater projects - Robert Clinger, Finance Department (386) 878-8552. Strategic goal: Infrastructure Background: The City currently has several Stormwater projects that are on-going and span more than one fiscal year. Most of these projects are subject to design, bidding, and selection schedules as well as mobilization and implementation schedules that can result in multi-year expenditures. Last year, the Finance Department worked with Public Works to establish a protocol which allows for more accurate budgeting of multi-year projects so that projects can more efficiently carry forward from one budget year to the next The City’s Stormwater Utility Fund had a revised capital budget of $2,550,600 for FY 2015/2016 and is requesting to carry forward $944,200 of unspent funds. The funds will be allocated to nine (9) on-going multi-year Stormwater projects. Attachments: R-2016-57 SW Carry-over SW budget carry-over FY 15-16 C. Request for approval of Resolution No. 2016-63, Approval of Prior Year (FY City of Deltona Page 4 Printed on 6/3/2020 City Commission Agenda November 21, 2016 2015/2016) Budget Carry Forward of General Fund funds in order to provide funding to complete certain City initiatives - Robert Clinger, Finance Department (386) 878-8552. Strategic goal: Fiscal Issues Background: During the 14/15 and 15/16 fiscal years, the City Commission approved several City initiatives. Many of these initiatives have been completed; however there are some initiatives that could not be completed in the fiscal year approved. Staff is requesting approval to carry forward funding of $469,800 for the following initiatives not yet completed: Gateway Beautification - Howland / Graves $300,000 These funds were designated for gateway beautification via a budget amendment in FY 14/15. Since that time, the City has left these funds in tact in order to use them as leverage in obtaining grants. The City has been successful in this endeavor and anticipates using the funds as a grant match in FY 16/17. Gateway Beautification - I4 / Saxon $50,000 These funds were designated for gateway beautification via a budget amendment in FY 14/15. Since that time, the City has left these funds in tact in order to use them as leverage in obtaining grants. The City has been successful in this endeavor and anticipates using the funds as a grant match in FY 16/17. Master planning - Community Center / Sports Niche $75,000 $100,000 was originally budgeted for this project. The sports niche master planning phase is well underway and staff is requesting to carry forward the remaining $75,000 in order to continue with the master plan. Of this amount, a portion will be used to complete the master plan for parks and recreational facilities with the remainder being used to develop a business pro-forma for the new Community Center. Firefighter Reserve Program $25,100 These funds were designated for the City’s new Firefighter Reserve Program via a budget amendment in FY 15/16. As the funds were approved late in the FY 15/16 year, staff did not have ample time to get the equipment necessary for the program ordered and delivered; therefore staff is requesting these funds be carried forward in order to continue with the program. Gateway Beautification - Accent existing areas $19,700 These funds were designated for gateway beautification via a budget amendment in FY 14/15. Gateway beautification is an on-going process driven by the seasons and/or climate and staff is requesting to carry forward the unspent funds. City of Deltona Page 5 Printed on 6/3/2020 City Commission Agenda November 21, 2016 Attachments: R-2016-63 General Fund budget carry over 2017-04 D. Request for Approval of Resolution 2016-64, Final Budget Amendment /Transfer for FY 2015/2016 to transfer funds between General Fund departments as part of the year end process - Robert Clinger, Finance Department (386) 878-8552. Strategic Goal: Fiscal Issues Background: As part of the fiscal year end process, it is standard practice to process a year end budget amendment to “true up” department budgets so that no department reflects an over-budget situation in the City’s CAFR. This requested transfer moves budget dollars between departments in the General Fund to fund the City’s first debt service payment on the Community Center as the debt was not budgeted during the FY 2015/2016 budget process. This amount does not reflect a full debt service payment but represents the General Fund’s proportionate share for the Community Center from July 7, 2016 - September 30, 2016. This movement does not result in a net change in budgetary fund balance. Attachments: R-2016-64 - year end budget amendment Final True Up General Fund - FY 15-16 E. Request for Approval of Resolution 2016-65, Budget Amendment for FY 2016/2017 in the Equipment Fund for $11,000 in order to provide funding for the mounting and installation of the Automated License Plate Readers (ALPRs) - Robert Clinger, Finance Department (386) 878-8552. Strategic Goal: Public Safety Background: During FY 15-16, some ALPR equipment was tested for mobile application with VCSO patrol vehicles. However, during the testing process, there was considerable down-time for the mobile LPR units. Therefore, the decision was made to purchase static LPR units with strategic placement throughout the City of Deltona. This end of the fiscal year decision created logistical obstacles of placement, installation, and connectivity that could not be overcome until after the closing period of FY 15-16. Due to the fact that units ultimately being used are not mobile, there are additional costs for camera mounting poles and electric service feeds that were not budgeted. Therefore, staff is requesting a budget amendment in the amount of $11,000 in order to purchase the required mounting poles and to provide the associated electrical wiring needed. City of Deltona Page 6 Printed on 6/3/2020 City Commission Agenda November 21, 2016 Attachments: R-2016-65 - BA Equip Fund - VCSO 2017-05 F. Request for approval of Resolution No. 2016-55, Approval of Prior Year (FY 2015/2016) Budget Carry Forward of Deltona Water funds in order to provide funding to complete multi-year Utility projects - Robert Clinger, Finance Department (386) 878-8552. Strategic Goal: Infrastructure Background: The City currently has several Utility projects that are on-going and span more than one fiscal year. Most of these projects are subject to design, bidding, and selection schedules as well as mobilization and implementation schedules that can result in multi-year expenditures. Last year, the Finance Department worked with Public Works to establish a protocol which allows for more accurate budgeting of multi-year projects so that projects can more efficiently carry forward from one budget year to the next. Deltona Water had a revised capital budget of $8,980,100 for FY 2015/2016 and is requesting to carry forward $3,132,900 of unspent funds. The funds will be allocated to several multi-year Utility projects. Attachments: R-2016-55 DW budget carry over FY 15-16 - DW carry-over G. Request for approval of Resolution No. 2016-62, Approval of Prior Year (FY 2015/2016) Budget Carry Forward of Equipment Fund funds in order to provide funding for items budgeted but not purchased and / or received in FY 2015/2016 - Robert Clinger, Finance Department (386) 878-8552. Strategic Goal: Fiscal Issues Background: The City currently has several pieces of equipment that were budgeted in FY 2015/2016 but were not purchased and / or received in FY 2015/2016 for a variety of reasons. Staff is requesting that the funding for the following items be carried forward into FY 2016/2017 so that the equipment may be purchased in this fiscal year: License Plate Readers (LPR) $ 89,100 Electric Sign @ Howland Blvd 75,000 Wireless Infrastructure Upgrade 30,000 Installation of Video Surveillance Cameras at City Parks 35,000 City of Deltona Page 7 Printed on 6/3/2020 City Commission Agenda November 21, 2016 Equipment for new Fire Engine 6,500 Vehicles - Public works (3) 95,500 Total Requested to be Carried Forward: $331,100 Attachments: R-2016-62 - Equipment Fund carry over Equipment Fund 15-16 carry forward request details 2017-03 10. OLD BUSINESS: 11. NEW BUSINESS: A. The Center at Deltona Construction of a Community Center Award (Bid No. 17002) - Chris Bowley, AICP, Planning and Development Services, (386) 878-8602. Strategic Goal: Economic Development - Construct a Senior Community Center. Background: The City has anticipated the construction of a new community center (the Center at Deltona) and placed that community need in the City’s Strategic Plan. Funds were bonded, design commenced, permits obtained, and site preparation occurred. The construction services were placed out for bid (Bid No. 17002) and eight (8) responders submitted proposals; one in Volusia County that was not the lowest bidder. The lowest bidder withdrew (see attached letter) and the next lowest bidder is Mulligan Constructors, Inc. (Mulligan). Also attached are the bid tabulations for Bid No. 17002 and the proposal from Mulligan (an Orlando-based firm). Mulligan’s base bid is $7,163,000.00, not including alternate pricing. Bid No. 17002 includes two alternate costs, one for exterior building treatment above basic for $49,393.00 and a second for stage equipment for $30,092.00. The exterior finish upgrades is recommended to be included for building fenestration. The stage equipment alternate is not recommended to be selected at this time due to the following: 1) the new City Event Manager should determine the needs for fitting the stage tied to venue leasing, 2) the alternate cost would include the general contractor’s percentage, and 3) there should be an assessment period to determine the appropriate stage equipment to reduce the potential for over-purchasing. Attachments: Bid Tabs Mulligan Constructors Bid Construct-Tech Group Bid Withdrawal City of Deltona Page 8 Printed on 6/3/2020 City Commission Agenda November 21, 2016 B. Grant Compliance Monitoring for Davis Bacon and FDOT - Chris Bowley, AICP, Planning and Development Services, (386) 878-8602. Strategic Goal: Fiscal Issues - Other grants as approved by the City Commission. Background: The City of Deltona in its Strategic Plan identified the need for grant pursuit, in addition to grants written by staff. In addition to grant writing, a component of grants is compliance monitoring once a grant is issued . The source of grant funds may also have specific rules of compliance, as is the case with formula-based grants such as CDBG or SHIP. The use of a grant compliance firm is needed for Davis Bacon compliance above that which can be provided by City staff and FDOT grant compliance for TPO grants until Local Agency Program (LAP) certification can be achieved by City staff per project. To meet grant compliance for two major grant sources being utilized by the City (CDBG and FDOT funded grants), a scope (RFQ No. 17007) was submitted for Davis Bacon and FDOT grant compliance through the City Purchasing office. One respondent proposal was received from Guardian Community Resource Management, Inc., who is also one of the grant writers for the City. If approved, use of the firm will be paid through the Planning Department budget and/or grant administration budget. Attachments: Agreement for Grant Compliance Guardian Scope of Services Guardian Insurance Certificate Guardian Fee Schedule 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). City of Deltona Page 9 Printed on 6/3/2020 City Commission Agenda November 21, 2016 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 10 Printed on 6/3/2020