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, February 6, 2017 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 Vice Mayor Nabicht 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 January 17, 2017, as presented. - Joyce Raftery, City Clerk (386) 878-8502. Background: N/A Attachments: January 17, 2017 Minutes 5. PRESENTATIONS/AWARDS/REPORTS: A. Presentation: Annual Christmas Parade Awards - Bill Snyder, Deltona Fire Department Development Services, (386) 575-6902. Strategic Goal: Internal and External Communication. Solicit partnerships with businesses, schools, hospitals, and residents for information dissemination. City of Deltona Page 1 Printed on 6/3/2020 City Commission Agenda February 6, 2017 Background: The City of Deltona held its 7th Annual Christmas Parade on December 15, 2018. The entries selected, were judged by local stakeholders. The results of the judging are as follows: 3rd Place - Best Overall Tied for 3rd place- 3 winners with 205 points each - Deltona High School Fine & Performing Arts - YMCA Cheerleaders - Shed Life Shed Movers 2nd Place - Best Overall 225 Points - West Volusia Moose Lodge of Deltona 1st Place - Best Overall 237 Points - Deltona Fire Explorers Post 2460 City Department Winner Deltona Water with 292 points Public Works came in second with 289 points B. Presentation - Quarterly Reports of City Advisory Boards/Committees - Joyce Raftery, City Clerk (386) 878-8502. Background: Quarterly Reports of City Advisory Boards/Committees: 1) Planning and Zoning Board - (Written Report Only) 2) Firefighters’ Pension Plan Board of Trustees - (Presented by Plan Administrator Lisa Spriggs) 3) Deltona Economic Development Advisory Board - (Presented by Vice-Chair Eric Alexander) 4) Team Volusia - (Presented by Team Volusia Economic Development Corporation) Attachments: PZ 2016 Fourth Quarter Report FFPP 2016 Fourth Quarter Report DEDAB 2016 Fourth Quarter TVEDC 2016 Fourth Quarter Report C. Super Star Student of the Month Certificates for January 2017 Background: Super Star Student of the Month awards for January 2017 will be presented to: City of Deltona Page 2 Printed on 6/3/2020 City Commission Agenda February 6, 2017 1. Deltona Lakes Elementary, Jayla Johnson, 3rd Grade 2. Discovery Elementary, Elizabeth Saul, 3rd Grade 3. Enterprise Elementary, Nicholas Negron, 4th Grade 4. Forest Lake Elementary, Molly Headrick, 1st Grade 5. Friendship Elementary, Sarah Reynolds, 5th Grade 6. Pride Elementary, Christian Beaulieu, 2nd Grade 7. Spirit Elementary, David Burgos, 5th Grade 8. Sunrise Elementary, Aliyah Suepat, 4th Grade 9. Timbercrest Elementary, Ciera Cervantes, 3rd Grade 10. Deltona Middle, Hayden Wright, 6th Grade 11. Galaxy Middle, Christopher Cerroni, 7th Grade 12. Heritage Middle, Kady Martinez, 6th Grade 13. Deltona High, Sarah Franklin, 12th Grade 14. Pine Ridge High, Fredderick Boother, 10th Grade 15. University High, Derek Garcia, 11th Grade Attachments: Jan 2017 Super Star Student Achievements 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: 9. ORDINANCES AND PUBLIC HEARINGS: A. Request for Approval of Resolution No. 2017-02, Approval of Prior Year (FY 2015/2016) Budget Carry Forward of Municipal Complex Fund funds in order to provide funding to complete multi-year “The Center at Deltona” Municipal Complex project - Robert Clinger, Finance Department (386) 878-8552. Strategic goal: Fiscal Issues Background: The City currently has “The Center at Deltona” a Municipal Complex project that is on-going and spans more than one fiscal year. This project is subject to design, bidding, and selection schedules as well as mobilization and implementation schedules that can result in multi -year City of Deltona Page 3 Printed on 6/3/2020 City Commission Agenda February 6, 2017 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 Municipal Complex Fund had a revised capital budget of $8,980,000 for FY 2015/2016 and is requesting to carry forward $2,285,700 of unspent funds. The funds will be allocated to two (2) on-going multi-year Municipal Complex projects. Attachments: 2017-14-BA-The Center Carryforward R-2017-02 - BA - Municipal Complex Fund The Center 10. OLD BUSINESS: A. Request for approval of the novation letter assigning Hawksley Consulting Inc. agreement to Stantec Consulting Services Inc, Matt Doan, P.E., Public Works Director, (386) 878-8973. Strategic Goal: Fiscal Issues Background: The City of Deltona has utilized Burton & Associates, Inc. on a variety of rate, impact fee, and other financial services across multiple departments. Burton & Associates, Inc. was acquired by Hawksley Consulting Inc. and the most recent rate study agreement presented at the December 12, 2016 Regular Commission Meeting reflected the current name. The back-up information provided by the Public Works Director at the meeting included discussion regarding a letter received the Friday prior indicating another name change to Stantec Consulting Services Inc. Hawksley Consulting Inc. was owned by MWH Global Inc. which was bought previously by Stantec Consulting Services Inc. and the letter indicated the subsidiary names would be dissolved effective January 1, 2017 including MWH Global Inc., Hawksley Consulting Inc., and Burton & Associates and all assets and liabilities, including existing contracts, will be assigned to Stantec Consulting Services Inc. All Burton & Associates, Inc. staff that work on City of Deltona projects remain and office locations will be maintained under the new name. Per Section 5.3 of the agreement between the City of Deltona and Hawksley Consulting Inc. for Water, Wastewater and Reclaimed Water Rate Study and Financial Management Services; the agreement may be assigned or transferred with prior written authorization from the City. The vendor submitted a novation letter in an effort to comply with the agreement and requests the City of Deltona exercise the option. The Public Works Department requests that the City Commission accept the assignment and transfer of the agreement from Hawksley City of Deltona Page 4 Printed on 6/3/2020 City Commission Agenda February 6, 2017 Consulting Inc. to Stantec Consulting Services Inc. and provide the written authorization noted in Article 5, Section 5.3 via execution of the novation letter. This action will facilitate timely completion of the Water and Wastewater Revenue Sufficiency Analysis (rate study) submitted as Task Order No. 1 under the agreement and as approved by the Commission on December 12, 2016. Also, the Commission directed staff to begin the RFQ process to explore new consulting services and to not assign any further work to Stantec Consulting Services Inc. The RFQ process should be completed by late summer 2017. This directive has the potential to delay necessary rate studies because the City will not have a consultant under contract, unless the Commission approves to have Stantec Consulting Services Inc. available for future work. Attachments: Hawksley Contract Assigment Letter - Hawksley SCSI_Hawksely_AR_Cards_v1 Hawksley Consulting Inc Agreement Regular Commission Meeting 12-12-16 B. Thornby HERE- Proposed improvements to Thornby Park and its nature trail. Jerry Mayes, Economic Development Office, (386)878-8916. Strategic Goal: Economic Development. Provide a strategic focused effort towards economic development throughout the City to enhance existing businesses and attract new businesses. Background: The City Commission requested additional information regarding grants and the process of obtaining grants for the proposed Thornby HERE project. City staff sought approval from the West Volusia Audubon Society to act as the grant agent for the City. The Memo Of Understanding (MOU) is a City developed product crafted by the Vose Law firm. The West Volusia Audubon Society has approved the MOU and the document now needs Commission approval. The Commission also requested cost estimates for the Thornby HERE project. The consultant, Tetra Tech, has estimated trail improvements, as detailed in the attached document ($229,000) and the City’s Parks & Recreation Department has estimated the costs for the outdoor classroom ($21,000). Attachments: Cost For Outdoor Classroom Construction Thornby Park - Tt Proposal - Jan 2017.pdf W Vol Audubon Society MOU 2016-17.pdf City of Deltona Page 5 Printed on 6/3/2020 City Commission Agenda February 6, 2017 11. NEW BUSINESS: A. Approval to allow County to cohabitate at Station 64 Background: Volusia County is renovating their fire station in Osteen. During the renovation they have requested to move one of their crews to Station 64 on Fort Smith Boulevard. If approved, this cohabitation would start in March for a duration of approximately four to six months. During this time the county would move one of their engines and a crew of two into our facility. Our legal department is preparing a hold harmless agreement for the county to sign to indemnify the city from liability while they occupy our station. They would look to move to Station 64 sometime in March and would be there for approximately four to six months. The benefits to this would be relationship building between our two agencies and the crews that would be involved. Both crews would be able to see how things are done in each of the others agencies. We would also have a second engine crew that would be able to respond in our area when they are in quarters. This would be helpful when our crew is on another call, in training or on large incidents. The crews would also be able to train together and share operating procedures which would help when operating on emergency incidents in the future. The challenges to this would be that we would have to move some equipment and furniture around to accommodate the second crew. The county would have to move some of their computer equipment into the station. There would most likely be a slight increase in the utility bills for the station. Lastly, there is limited parking at the station so crews would have to jockey cars around in the morning at crew change. Overall this move will help build a stronger relationship between our two agencies. The county would bear any major costs associated with this endeavor. Attachments: Hold Harmless Agreement B. Affirmation by the City Commission of two (2) re-elected representatives from the firefighters’ pension members by the firefighters’ pension members which is done by ballot - Joyce Raftery, City Clerk Department (386) 878-8502. Strategic Goal: Internal and External Communication Background: Per Chapter 46 of the City of Deltona Code of Ordinances, specifically Section 46-28 - Board of Trustees (below), a request for member nominations was distributed requesting self nomination for the two (2) City of Deltona Page 6 Printed on 6/3/2020 City Commission Agenda February 6, 2017 member appointed seats and the only two (2) received were from the current members Kurt Vroman and John Fleemin. Per Chapter 46 of the City of Deltona Code of Ordinances, specifically Section 46-28 - Board of Trustees: (a) The sole and exclusive administration of and responsibility for the proper operation of the plan and for making effective the provisions of this article are hereby vested in a board of trustees. The board is hereby designated as the plan administrator. In the city, there is hereby created a board of trustees of the fund, which shall be solely responsible for administering the fund. The board shall consist of five members, two of whom, unless otherwise prohibited by law, shall be legal residents of the city who shall be appointed by the governing body of the city, and two of whom shall be full-time firefighters as defined in F.S. 175.032+, who shall be elected by the majority of the active firefighters* who are participants in the plan. Attachments: Member List - FFPP Board revised 01-19-2017 C. Discussion: Termination of City Residential Construction Mitigation Program (RCMP) - Ron A. Paradise, Assistant Director, Planning and Development Services, (386) 878-8610. Strategic Goal: Fiscal Issues, other grants as approved by the City Commission. Background: The City of Deltona has a Local Housing Assistance Plan (LHAP) that outlines how the City will spend affordable housing funds that it receives. The LHAP limits resources to spend on very low and low income applicants that need assistance for basic repairs for their homes that they otherwise could not afford. In April 2015, the City was afforded an opportunity to offer home repair to moderate income applicants not in the LHAP. The Residential Construction Mitigation Program (RCMP) grant through the State of Florida program was approved by the City Commission in April 2015 and went under contract in December 2015 through Resolution No. 2015-09. From its inception, the RCMP has not been an efficient program within the City from the benefit cost analysis (BCA) low indices below the program threshold, the review of proposed improvements from the State, the bids from City contractors, and the applicable expenditures for repair. The RCMP is designed to harden structures for wind mitigation. While the CDBG, SHIP, and NSP programs have applied housing assistance throughout the City successfully, the RCMP has not been as applicable to operate. City of Deltona Page 7 Printed on 6/3/2020 City Commission Agenda February 6, 2017 In communication with the State Florida Division of Emergency Management (DEM), the result of the process to make the program work for Deltona is that separation from the program is mutually agreeable (see attached e-mail). This is also verified through the low BCA scores. The City has thus noticed the eight (8) applicants associated with the RCMP. Of eligible moderate income applicants from the RCMP, they will be transferred to the SHIP Disaster Mitigation/Recovery Assistance if their repairs meet that program criteria, which allows for moderate income expenditures. The attached spreadsheet documents the status of the RCMP applicants and efforts to assist eligible applicants through the SHIP Disaster Mitigation/Recovery Assistance strategy. Staff will return to the Commission in the future if a satisfactory resolution cannot be reached. Attachments: RCMP Spreadsheet Email RE RCMP 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 8 Printed on 6/3/2020