City Commission

City of Deltona 2345 Providence Blvd. Deltona, FL 32725 Regular Commission Meeting City Commission Mayor Herzberg Vice Mayor Bradford Commissioner Avila-Vazquez Commissioner King Commissioner McCool Commissioner Ramos Commissioner Sosa Monday, August 2, 2021 6:30 PM Deltona Commission Chambers REVISED 07-29-2021 1. CALL TO ORDER: 2. ROLL CALL – CITY CLERK: 3. INVOCATION AND PLEDGE TO THE FLAG: A. Invocation Presented by Commissioner Ramos. 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 of the Regular Commission Meeting of February 15, 2021 and March 1, 2021, as presented. - Joyce Raftery, City Clerk (386) 878-8502. Background: N/A Attachments: February 15, 2021 RCM Minutes March 1, 2021 RCM Minutes 5. PRESENTATIONS/AWARDS/REPORTS: A. Senator Wright to present a check to the City of Deltona for the expansion of the Eastern Wastewater Plant. City of Deltona Page 1 Printed on 10/8/2021 City Commission Regular Commission Meeting August 2, 2021 6. ORDINANCES AND PUBLIC HEARINGS: A. Public Hearing - Resolution No. 2021-44, Establishing the Annual Rate Resolution - Streetlighting Services for FY 2021/2022 - Mari Leisen, Finance Department (386) 878-8553. Strategic Goal: Fiscal Issues Background: The Streetlighting Services System is based on operational and capital needs, and is funded by fees levied to the property owners in the City. Section 54-253 of the Code of Ordinances requires that the City Commission adopt an Annual Rate Resolution during its budget adoption process for each fiscal year. The proceedings for adoption of an Annual Rate Resolution require the adoption of a Preliminary and Annual Rate Resolutions, which was adopted on June 21, 2021. Attached is the Annual Rate Resolution for street lighting assessments. Approval of this item authorizes the necessary budget transfers to facilitate Commission approval and further authorizes the Acting City Manager to sign any documents necessary to further Commission approval. OPTIONS: 1. Approve the annual rate 2. Increase the annual rate Attachments: 2021-44 Resolution - Annual Rate - Streetlighting - Aug 2021 B. Public Hearing - Resolution No. 2021-43, Establishing the Annual Rate of Assessment for Solid Waste Services for FY 2021/2022 - Mari Leisen, Finance Department (386) 878-8553. Strategic Goal: Fiscal Issues Background: The Solid Waste Collection System is based on operational and capital needs, and is funded by fees levied to the property owners in the City. Section 54-56 of the Code of Ordinances requires that the City Commission adopt an Annual Rate Resolution during its budget adoption process for each fiscal year. The initial proceedings for adoption of an Annual Rate Resolution require the adoption of a Preliminary Rate Resolution. The annual solid waste assessment rate for FY 2021/2022 is proposed at $202.80 per Equivalent Residential Unit (ERU), which is unchanged from the rate for the current fiscal year. City of Deltona Page 2 Printed on 10/8/2021 City Commission Regular Commission Meeting August 2, 2021 Approval of this item authorizes the necessary budget transfers to facilitate Commission approval and further authorizes the Acting City Manager to sign any documents necessary to further Commission approval of this item. OPTIONS: 1. Approve preliminary rate of $202.80 2. Increase the Solid Waste rate Attachments: 2021-43 Resolution - Annual Solid Waste assessment- Aug 2021 C. Public Hearing - Resolution No. 2021-45, Establishing the Annual Rate Resolution - Lake McGarity Aquatic Weed Control Services for FY 2021/2022 - Mari Leisen, Finance Department (386) 878-8553. Strategic Goal: Fiscal Issues Background: The Lake McGarity Special Assessment District was established to provide aquatic weed control services for the Lake. The cost of those services are apportioned to properties that will benefit from those services and will be levied to the property owners. Section 54-16 of the Code of Ordinances requires that the City Commission adopt an Annual Rate Resolution during its budget adoption process for each fiscal year. The initial proceedings for the adoption of an Annual Rate Resolution, which was adopted on June 21, 2021, with an annual per assessed parcel rate of $134.15. Attached is the Annual Rate Resolution for Aquatic Weed Control Services assessments for the Lake McGarity Special Assessment District for FY 2021/2022. Staff is proposing an annual rate of $134.15 per assessed parcel, which is unchanged from the rate for the current fiscal year. Approval of this item authorizes the necessary budget transfers to facilitate Commission approval and further authorizes the Interim City Manager to sign any documents necessary to further Commission approval of this item. OPTIONS: 1. Keep the preliminary rate same as current year 2. Increase the annual rate Attachments: 2021-45 Resolution - Annual Rate - Lake Clean Up - Aug 2021 D. Public Hearing - Resolution No. 2021-42, Establishing the Preliminary Annual Rate Resolution - Stormwater Services for FY2021/2022 - Mari Leisen, Finance Department (386) 878-8553. City of Deltona Page 3 Printed on 10/8/2021 City Commission Regular Commission Meeting August 2, 2021 Strategic Goal: Fiscal Issues Background: The Stormwater Utility System is based on operational and capital needs, and is funded by fees levied to the property owners in the City. Section 54-158 of the Code of Ordinances requires that the City Commission adopt an Annual Rate Resolution during its budget adoption process for each fiscal year. The initial proceedings for the adoption of an Annual Rate Resolution require the adoption of an Annual Rate Resolution. Attached is the Annual Rate Resolution for stormwater utility assessments for FY 2021/2022. Staff is proposing an annual rate of $128.00 per ERU (Equivalent Residential Unit), which is unchanged from the current annual rate of $128.00 per ERU. Upon approval of this item authorizes any and all necessary actions, documents or budget transfers to facilitate Commission approval and further authorizes the Acting City Manager to sign any documents necessary to further Commission approval of this item. OPTIONS: 1. Approve the annual rate of $128.00 per ERU 2. Increase the annual stormwater rate Attachments: 2021-42 Resolution - Annual Rate - Stormwater -Aug 2021 7. OLD BUSINESS: 8. NEW BUSINESS: A. Request approval to ‘piggyback’ on Clay County Agreement/Contract No. 2018/2019-113 RNI for the contract with Property Registration Champions, LLC DBA Prochamps. - Ron Paradise, Director of Planning & Development, (386) 878-8610. Strategic Goal: Public Safety - City beautification. Background: The City Commission adopted the Deltona Anti-blight Ordinance No. 12-2014 on July 21, 2014, which requires certain mortgagees foreclosing properties in Deltona to register with the City, pay a $300.00 fee, and provide identifying information. In August of 2014 the City did enter into an agreement - via a ‘piggyback’ arrangement - with Property Registration Champions, LLC DBA Prochamps to register mortgagees and track mortgage foreclosure activity. However, the agreement with Prochamps has recently expired. City of Deltona Page 4 Printed on 10/8/2021 City Commission Regular Commission Meeting August 2, 2021 Property Registration Champions, LLC DBA Prochamps is a Florida Corporation based in Brevard County that provides registration and tracking services to numerous local governments throughout Florida and in other states. Since hiring Prochamps in August of 2014, approximately $1.7 million in revenue has been generated for the City general fund. Entering into a new agreement with Prochamps would permit the City to continue the established relationship with Prochamps including maintaining seamless reporting and fee collection. In addition, staff will still have access to the Prochamps data base for purposes of having direct contact with mortgagees, to report code violations on properties in foreclosure, and demanding that code violations be corrected. Deltona would be piggybacking on the Clay County, Florida contract that was competitively bid and has been renewed by Clay County. Attached is the Clay County Agreement/Contract No. 2018/2019 - 113 RN1 as Exhibit A, the City of Deltona Anti-blight Ordinance No. 12-2014 as Exhibit B, and the Property Registration agreement between Prochamps and the City of Deltona. As per communications with Prochamps, City staff has been informed the company also provides services to local governments regarding absentee ownership and rental regulations. These services would be applicable to the formulation and implementation of any future rental and/or absentee owner oriented ordinance. However, this agreement is only associated with the Anti-blight Ordinance No. 12-2014. Any future work with Prochamps will need to be negotiated under a separate agreement. The Acting City Manager has the authority to make corrections of scrivener’s errors and the like. OPTIONS: 1. Approve Piggyback Agreement for Property Registration Champions, LLC DBA Prochamps. 2. Deny Piggyback Agreement for Property Registration Champions, LLC DBA Prochamps. Attachments: EXHIBIT A-Property Registration Champions-Contract 1819-113 RN1 EXHIBIT B-City of Deltona Ordinance 12-2014 Draft Agreement Property Registration Champions dba ProChamps B. Request approval to purchase a transport vehicle this year due to upcoming price increase. To also request approval of budget resolution 2021-41 to amend to the budget and provide the funding to purchase the transport vehicle. City of Deltona Page 5 Printed on 10/8/2021 City Commission Regular Commission Meeting August 2, 2021 - Fire Chief Bill Snyder, Fire Department (386) 575-6902. Strategic Goal: Public Safety Background: The Fire Department has budgeted $370,000 in next year’s budget for the purchase of a transport vehicle. It has recently been brought to our attention that the company we are purchasing the vehicle from has a planned rate increase of approximately six percent. We are requesting to purchase the vehicle now to avoid the added expense caused by the expected price increase. By purchasing now, we would save the city approximately $22,000 in an added expense that would occur if we wait until the new budget in October. We will also get the benefit of getting in front of others that are purchasing next year. We will use impact fees for $250,000 of the purchase and the City and the Union have agreed to use transport revenue to make up the remaining $120,000. Staff recommends to purchase the transport vehicle now to avoid the upcoming price increase. OPTIONS: 1. Approve the purchase of the vehicle early to save costs. 2. Deny the purchase of the vehicle and purchase next year with a 6% increase. Attachments: 2021-41 - Resolution - New Transport Vehicle for FD 2021-72 Capital Replacement - to purchase transport vehicle for FD 2021-73 - Fire Impact Fees - decrease fund balance to purchase transport vehic 2021-74 -General Fd - decrease fund balance to purchase transport vehicle for F C. Request approval for the sole source purchase of a process blower and associated equipment from Aerzen USA Corporation at a total cost of $30,590.04. - Steven Danskine, Public Works/Deltona Water (386) 878-8998. Strategic Goal: Infrastructure Background: Due to the manufacturer’s recommended overhaul service schedule, we need to purchase a spare blower for the treatment process at the Eastern WRF. At current capacities we are unable to take a blower offline to be overhauled, the complex membrane process requires a minimum of three blowers to stay in compliance with the DEP operating permit. This issue will be compounded with the upcoming plant expansion requiring 4 process blowers at all times. A backup/spare blower will reduce downtime and the risk of noncompliance along with capacity issues in the future. OPTIONS: City of Deltona Page 6 Printed on 10/8/2021 City Commission Regular Commission Meeting August 2, 2021 1. Approve - Proceed with the purchase of backup process blower. 2. Deny - There will be no backup process blower at Eastern WRF, and we risk falling out of compliance in the event of a blower failure. Attachments: Sole Source Deltona Aerzen Quote# SEQ-21-002208 D. Request approval to award ITB# PW 2021-01 to Prime Construction Group in the amount of $8,674,740.00 for the construction of the Phase 4B Lake Monroe Intake, Pump Station, and Raw Water Transmission Main Project. - Steven Danskine, Public Works/Deltona Water (386) 878-8998. Strategic Goal: Infrastructure Background: On March 18, 2021 the City opened bids on the Phase 4B Lake Monroe Intake, Pump Station, and Raw Water Transmission Main Project which includes channel dredging in Lake Monroe, surface water intake at Lake Monroe, surface water pump station, and raw water transmission main from Lake Monroe to the Alexander Avenue Water Resources Facility. In addition, mobilization, temporary traffic control (TTC) (previously “maintenance of traffic”-MOT), and erosion control are also included as part of this project. Approval of this item authorizes the necessary budget transfers to facilitate Commission approval and further authorizes the City Manager to sign any documents necessary to further Commission approval of this item. OPTIONS: 1. Approve: Proceed with construction of the dredging, intake, pump station, and raw water main. 2. Deny: Abandon the project, renege on our agreement with FDOT and leave the cross walks in their current less safe state. Attachments: 4B Intake - BID REQUEST FORM-Signed 2.9.2021 Agreement-Prime Construction-ITB# PW 2021-01 rev CC date 08.02.21.doc Award Letter - Deltona WW641860 BID TAB-ITB# 2021-01-Phase 4B Lake Monroe Partial Sign-Overview of Findings, ITB# 2021-01 4B Prime Construction Bid Form Submittal City of Deltona Page 7 Printed on 10/8/2021 City Commission Regular Commission Meeting August 2, 2021 9. PUBLIC FORUM: Citizen comments are limited to issues and concerns not on the agenda and comments on items listed on the agenda will take place after discussion of each item. Please be courteous and respectful of the views of others. Members of the City Commission shall not enter into discussion or respond to individuals' comments during the public forum other than to give directions or to ask for clarification. However, individual Commissioners may wish to respond under their "City Commission Comments". Personal attacks on Commission members, City staff or members of the public are not allowed, and will be ruled out of order by the Mayor. Citizen comments for any items. (4 minute maximum length per speaker) 10. COMMENTS ON CONSENT ITEMS: Citizen comments are limited to issues and concerns on the Consent Agenda item(s). Please complete a public participation slip and indicate in the subject line the issue you wish to address. Members of the City Commission shall not enter into discussion or respond to individuals' comments during the public forum other than to give directions or to ask for clarification. Please be courteous and respectful of the views of others. Personal attacks on Commission members, City staff or members of the public are not allowed, and will be ruled out of order by the Mayor. 11. CONSENT AGENDA: The Consent Agenda contains items that have been determined to be routine and non-controversial. If discussion is desired by any member of the City Commission, that item must be removed from the Consent Agenda and considered separately. All other matters included under the Consent Agenda will be approved by one motion. Citizens with concerns should address those concerns by filling out a public participation slip and giving it to the Deputy City Clerk prior to Consent Agenda items being pulled. A. Request approval of Resolution No. 2021-46 and budget amendments to transfer funds from Law Enforcement Impact Fees Fund to Municipal Complex Fund to facilitate the purchase of office furniture and improvements. - John A. Peters, III, P.E., Acting City Manager’s Office (386) 878-8858. Strategic Goal: Fiscal Issues - Improvements to City Hall Background: On July 19, 2021, the City of Deltona Commission voted to approve the purchase of furniture and accompanying building improvements to reconfigure the office floor plan in City Hall. The intent is to place employees performing related duties in locations that promote efficiency, and to maximize the space at City Hall and Deltona Water. The space made available in Deltona Water will be available for Volusia Sheriff’s Office deputies for a satellite office since the current office on Providence Boulevard lacks adequate space. The City Commission approved the purchase to be paid from Law Enforcement City of Deltona Page 8 Printed on 10/8/2021 City Commission Regular Commission Meeting August 2, 2021 Impact Fees on July 19, 2021. The budget resolution and amendment transfers funds from the Law Enforcement Impact Fees Fund to the Municipal Complex Fund, in order to facilitate the purchase. OPTIONS: 1. Approve Resolution 2021-46 and budget amendments to facilitate the purchase of office furniture and associated building improvements. 2. Deny Resolution 2021-46 and budget amendments to facilitate the purchase of office furniture and associated building improvements. Attachments: 2021-46 - Resolution - Transfer funds from Law Enforcement to Municipal Comp 2021-76 -To transfer out Law Enforcement Impact Fees 2021-75 -To transfer in to Municipal Complex Fund B. Request approval to enter into a Piggyback Agreement on an existing Volusia County Contract (ITB# 19-B-156IF) with Whitehouse Contracting for the purpose of constructing a 5-foot wide sidewalk along Feather Drive in the amount of $117,800. - Steven Danskine, Public Works/Deltona Water (386) 878-8998. Strategic Goal: Infrastructure Background: As part of the City’s budgeted Sidewalk Improvement Program to provide safer pedestrian travel throughout the City, this project seeks to construct approximately 4,400 linear feet of 5-foot wide sidewalk along one side of Feather Drive between Arrowhead Ave. and E. Barlington Dr. Whitehouse Contracting has a long history of providing high quality service to the City at fair and reasonable prices. OPTIONS: 1. Approve: Proceed with construction of the sidewalk. 2. Deny: Abandon the project and select another section of sidewalk to construct. Attachments: Piggyback Agreement-Whitehouse Contracting-Feather Dr thru 09.30.21 C. Request approval of the Task Authorization with Kimley-Horn for the design, permitting and pre-construction bidding services for the Fisher Wastewater Treatment Facility Improvements, in accordance with their Agreement with the City of Deltona and RFQ# PW 2020-10 for Continuing On-Call Engineering Water & Wastewater Utility Plant Engineering Services. - Steven Danskine, Public Works/Deltona Water (386) 878-8998. City of Deltona Page 9 Printed on 10/8/2021 City Commission Regular Commission Meeting August 2, 2021 Strategic Goal: Infrastructure Background: This project is to design, permit and provide pre-construction bidding services for improvements to the Fisher Wastewater Treatment Facility including effluent pump replacement and rehabilitation of the existing intermediate pump station, bypassing of the existing effluent holding pond, piping to convey secondary effluent to Alexander Avenue WRF for final treatment and other associated improvements. The Fisher Wastewater Facility is in need of several improvements to continue with the proper operation of the facility and to comply with the Consent Order and Blues Springs Basin Management Action Plan (BMAP) issued by FDEP. The traveling bridge filters have reached the end of their useful life and the effluent holding pond has been experiencing excessive nitrogen levels. Based on the Fisher Wastewater Treatment Facility improvements feasibility evaluation, the following improvements are needed: 1. Modifications to the existing intermediate pump station including pump upgrades, wet well interior wall rehabilitation, temporary by-pass piping during construction, and associated electrical improvements including VFD and by-pass control. 2. Additional transmission system pipeline to convey secondary effluent from the Fisher Wastewater Treatment Facility to Alexander WRF through approximately 1,500 LF of 12” pipeline, connecting to the existing 16” pipeline at the intersection of Alexander Avenue and Windbrook Drive. Disconnect 16” reclaimed line on Alexander and reconnect 20” reclaimed line at the Windbrook Alexander intersection. Disconnect 20” reclaimed line at the intersection of Alexander Avenue and Anderson Drive. 3. Add process piping to connect the contact tank to the stabilization basin for improved nitrification which will result in lower nitrogen levels. 4. Extension of approximately 1,000 LF of 6” reclaimed distribution main to route wash down water to proposed booster station onsite to increase pressure of the reclaimed wash down water system. While the City ultimately intends to transfer sewage from the Fisher Plant to Volusia County’s facility in DeBary, we must perform this work in the meantime to comply with the new Blue Springs BMAP requirements. OPTIONS: 1. Approve - Proceed with the project and make necessary improvements to the Fisher Wastewater Treatment Facility. City of Deltona Page 10 Printed on 10/8/2021 City Commission Regular Commission Meeting August 2, 2021 2. Deny - Project will not be completed and we will be in violation of Consent Order issued by FDEP for the Fisher Wastewater Treatment Facility. Attachments: Partial Sign TA Mead & Hunt Fisher Imp. Fully Executed Agreement,Kimley-Horn,RFQ# PW 2020-10 D. Request approval to enter into a contract with Mead & Hunt, Inc. for Engineer of Record (EOR) Services for the construction of the Group 1 Water Main Replacement Project in accordance with their Agreement with the City of Deltona and RFQ# PW 2020-009 for Continuing On Call Water and Wastewater Utility Line Services, at a not to exceed cost of $44,220. - Steven Danskine, Public Works/Deltona Water (386) 878-8998. Strategic Goal: Infrastructure Background: Deltona Water is utilizing a different Consultant than the Engineer of Record (EOR) to provide Construction Engineering Inspection (CEI) services for the Group 1 Water Main Replacement project. While the CEI will provide most of the inspection and oversight duties during the construction of the project, the EOR still needs to be involved to answer requests for additional information, approve significant modifications to their design, as-built review, permit close-out, etc. Mead & Hunt, Inc. has provided a not to exceed cost proposal for anticipated effort to cover their services during this phase of the project. It is likely that a number of the contingencies anticipated may not be required and it is likely that the full amount proposed will not be required. OPTIONS: 1. Approve - Proceed with contracting with the Engineer of Record, Mead & Hunt, on this project increasing the likelihood of a successful outcome. 2. Deny - Increase the risk to completing a successful project and potential difficulty in obtaining permit close-out. Attachments: Not Signed-Group 1 2 WM Repl. EOR Svcs. Scope Fee 5-14-2021 Partial Sign-Mead & Hunt TA-EOR Svcs Group 1 WM 12. CITY COMMISSION SPECIAL REPORTS AND REQUESTS: 13. CITY ATTORNEY COMMENTS: 14. CITY MANAGER COMMENTS: 15. CITY COMMISSION COMMENTS: City of Deltona Page 11 Printed on 10/8/2021 City Commission Regular Commission Meeting August 2, 2021 16. 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 3 business days in advance of the meeting date and time at (386) 878-8500. City of Deltona Page 12 Printed on 10/8/2021