City Commission

City of Deltona 2345 Providence Blvd. Deltona, FL 32725 Regular Commission Meeting City Commission Mayor Herzberg Vice Mayor Avila-Vazquez Commissioner Bradford Commissioner King Commissioner McCool Commissioner Ramos Commissioner Sosa Monday, April 4, 2022 6:30 PM Deltona Commission Chambers 1. CALL TO ORDER: 2. ROLL CALL – CITY CLERK: 3. INVOCATION AND PLEDGE TO THE FLAG: A. Invocation Presented by Mayor Herzberg. 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 March 21, 2022 and the Executive Session and Special Commission Meeting of March 22, 2022, as presented. - Joyce Raftery, City Clerk (386) 878-8502. Background: N/A Attachments: March 21, 2022 RCM Minutes March 22, 2022 Exe. Session Minutes March 22, 2022 SCM Minutes 5. PRESENTATIONS/AWARDS/REPORTS: A. AdventHealth Update - presented by Lorenzo Brown, West Volusia Market CEO City of Deltona Page 1 Printed on 3/30/2022 City Commission Regular Commission Meeting April 4, 2022 Background: Presentation to bring residents up to date on what is new/added to the local AdventHealth facilities. Attachments: AHFM Deltona City Council presentation 4.4.2022 B. Proclamation - Water Conservation Month Background: A proclamation to recognize the month of April as “Water Conservation Month” in the City of Deltona and encourage each resident, visitor and business to help protect our precious resource by practicing water conservation measures and becoming more aware of the need to conserve water. C. Proclamation - Child Abuse Prevention Month Background: Proclamation - declaring the month of April as Child Abuse Prevention Month to promote awareness of abuse and neglect of children, and urge all Floridians to engage in activities whose purpose is to provide the optimal environment for healthy child development. OPTIONS: D. Proclamation - National Borinqueneers Day - April 13, 2022 Background: A proclamation recognizing April 13, 2022 as National Borinqueneers Day for the sacrifices made and adversities overcome by Puerto Rican and Hispanic members of the Armed Forces as well as recognize the significant contributions to the history of United States made by the Borinqueneers. E. Presentation - Quarterly Reports of City Advisory Boards/Committees - Joyce Raftery, City Clerk (386) 878-8502. Background: Quarterly Reports of City Advisory Boards/Committees: 1) Affordable Housing Advisory Committee (Written Report Only) 2) Firefighters Pension Plan Board - (Written Report Only) 3) Planning and Zoning Board - (Written Report Only) 4) Team Volusia - (Written Report Only) 5) William S. Harvey Deltona Scholarship Advisory Board- (Written Report Only) City of Deltona Page 2 Printed on 3/30/2022 City Commission Regular Commission Meeting April 4, 2022 Attachments: Affordable Housing Advisory C.- Q1 Firefighters Pension Plan Board - Q1 Planning and Zoning - Q1 Team Volusia - Q1 WSH Scholarship Advisory Board - Q1 F. Presentation - Habitat for Humanity. Background: Habitat for Humanity presentation. 6. ORDINANCES AND PUBLIC HEARINGS: 7. OLD BUSINESS: 8. NEW BUSINESS: A. Request for approval of Phase I of the office reconfiguration of the first floor of City Hall including Bid number 22025 for renovation to the Planning and Development Services area to have a contractor build three (3) new interior offices needed to relocate the Housing and Community Development Division. A total amount not to exceed $35,000.00 is requested to pay for anticipated costs to facilitate the three new interior offices, related HVAC system (duct and ventilation) modification, potential fire sprinkler relocates and electrical upgrades as necessary, and to repair the small kitchen area (sink cabinet and overhead cabinet). - Ron A. Paradise, Director, Community Services (386) 878-8610. Strategic Goal: Effective and Productive Government Background: The Community Services Department occupies a portion of the first floor of City Hall. This includes the area referred to as the permit counter and an area situated in the southwestern wing of the building. This area of City Hall supports Building Services, Code Compliance, Planning and Development Services and the Community Development Division (Housing). In addition, a portion of this segment of the City Hall building also hosts a part of the City IT operation. While the row of offices and internal cubical design of the Community Services area had existed for many years, the design and office arrangement is obsolete and needs to be updated. This update is in part driven by the fact the employee base has expanded in the last number of years. For example, Code Compliance and Building Services have added seven (7) number of new employees in the last year. In addition, workplace function needs to be improved. For example, the Community City of Deltona Page 3 Printed on 3/30/2022 City Commission Regular Commission Meeting April 4, 2022 Development Division staff, in the course of implementing means based housing programs funded through State and/or Federal grants routinely discuss household financial information with applicants seeking assistance. Some of this information can be considered sensitive and definitely private. The cubical designed nature of the area assigned to the Division is limited to maintain a certain level of confidentiality when it comes to phone calls and meeting with an applicant. Therefore, to be more efficient and respectful of the sensitive information discussed, the first phase of the first floor Community Services office space reconfiguration includes the construction of three (3) new offices to be located in the City Hall First Floor Planning and Development Services Division area. The offices will be constructed with full privacy walls and closing doors. Two bids to construct the offices were received as follows: 1. A.G. Pifer Construction Co., Inc. $22,000.00 2. UDH Contractors, LLC $40,520.00 The low bidder, A.G. Pifer Construction Co., Inc., provides construction services throughout Volusia County and has been verified through the Department of Business and Professional Regulation. A.G. Pifer Construction Co. Inc. has also performed work for the City including other office remodels. However, the bids above did not include needed electrical upgrades and possible fire sprinkler and HVAC duct relocation. The City has determined it would be more cost effective to use its already approved electrical, HVAC and fire sprinkler contractor base to perform any needed work. The City has not received bids regarding electrical, HVAC or fire sprinkler but is confident a total of any of the required ancillary work would not amount to more than $13,000.00. This is Phase 1 of the City Hall First Floor Office reconfiguration. For future consideration by the City Commission, Phase 2 will include the creation of 16 cubicles for the Code Compliance Division officers, the reconfiguration of four offices for the Planning and Development Services Division, upgrades to a common area, and furniture acquisition/replacement (including Phase 1 offices). Phase 3 will include reconfiguration of the Construction Services Division offices located in the Construction Services customer service area. The Acting City Manager has the authority to make minor modifications to the plans, correct scriveners’ errors and the like. City of Deltona Page 4 Printed on 3/30/2022 City Commission Regular Commission Meeting April 4, 2022 OPTIONS: 1. Approve the bid for the construction of three (3) new offices to be located in the City Hall First Floor Planning and Development Service Division area at the cost of $22,000.00, plus additional costs associated with redesigning office space. Advantages: a. Confidential information will be managed more effectively; b. Will open other opportunities for office reconfiguration; and c. City can use its own contractors and save money. Disadvantages: a. Project will require a monetary investment. 2. Deny purchase. Advantages: a. The City will not have to spend the money. Disadvantages: a. Sensitive personal information will be less protected and confidential; and b. Future office reconfiguration needed to address staff increases will be problematic as the available office space is limited. Attachments: BID NO 22025 MEMO DATED 3-9-2022 A.G. PIFER CONSTRUCTION CO. UDH CONTRACTORS LLC B. Request for approval of recommendations for scholarship awards from the William S. Harvey Deltona Scholarship Advisory Board - Joyce Raftery, City Clerk’s Department (386) 878-8502. Strategic Goal: Internal and External Communication. Background: The William S. Harvey Deltona Scholarship Advisory Board selected 17 applicants to receive the 2021/2022 scholarship awards. The selections were based on the following criteria: 1) financial need; 2) academic achievement; 3) school; 4) community and/or leadership activities; 5) special skills and/or talents; and 6) an essay of 500 to 750 words. The application packets were mailed to each school, placed on the website and distributed to all City facilities. OPTIONS: City of Deltona Page 5 Printed on 3/30/2022 City Commission Regular Commission Meeting April 4, 2022 1. Approve the scholarship awards distribution as presented. 2. Have the board redistribute the funds. Attachments: 21-22 score sheet C. Amendment to Okinawan Martial Arts of Florida, LLC Facility Use Agreement and Renewal of current agreement. John Peters, Acting City Manager (386) 878-8850. Strategic Goal: Fiscal Background: On Tuesday, March 11, 2022 the City Commission reviewed the Parks and Recreation Department’s facility use agreements within the City. This Amendment to Okinawan Martial Arts of Florida, LLC Facility Use Agreement clarifies that the User fee of $120.00 a month shall remain in effect through the duration of the facility use agreement and renewals therein unless otherwise revised by the City Commission. There is a renewal term available for this User and they desire to renew the current agreement. The Acting City Manager has the authority to make corrections of scrivener’s errors and the like. OPTIONS: 1. Approve Amendment which permits the City Commission to revise fees charged for use of the City facilities and approve the renewal term for the current year. 2. Deny the Amendment and the rate for the use of the facility will remain at $120.00 a month through the duration of the agreement and renewals therein. Renewal term is governed by the terms of the contract and this contract has two future renewal terms available. Attachments: AMENDMENT TO OKINAWAN MARTIAL ARTS OF FLORIDA, LLC FACI Renewal D. Amendment to the Boys & Girls Club of Volusia/Flagler Counties Facility Use Agreement. John Peters, Acting City Manager (386) 878-8850. Strategic Goal: Social Services Background: On Tuesday, March 11, 2022 the City Commission reviewed the Parks and Recreation Department’s facility use agreements within the City. The Boys & Girls Club of Volusia/Flagler Counties currently use the Harris Saxon Community Center for afterschool programs from 2:00pm until 6:00pm and are requesting an extension of use until 7:00pm Monday through Friday. City of Deltona Page 6 Printed on 3/30/2022 City Commission Regular Commission Meeting April 4, 2022 Parks and Recreation has confirmed that Harris Saxon Community Center has been booked on Monday’s, Wednesday’s, and Friday’s from 6:00pm - 8:00pm for the Kids Game Night program, which is a free City run program for kids in the Community. Additionally, Orlando Wing Chung also utilizes the Saxon Harris Community on Tuesday’s and Thursdays from 6:30pm to 8:00pm for martial arts classes. Due to low participation rates, the City could end the Kids Game Night and the Boys & Girls Club of Volusia/Flagler Counties could utilize the facility until 7pm. on Monday’s, Wednesdays, and Fridays. The Boys & Girls Club has advised they are willing to share space at the facility. OPTIONS: 1. Approve the Amendment which will allow the Boys & Girls Club to use the facility until 7:00 p.m. on Mondays, Wednesdays, and Fridays. 2. Deny the Amendment and the Boys & Girls Club will be able to use the facility until 6:00 pm. Would allow the Kids Game Night program to continue. Attachments: Amendment to Facility Use Agreement 2018 Boys-Girls Club E. Meter Replacement Citywide Strategic Goal: Infrastructure Background: On March 11, 2021, the American Rescue Plan Act was signed into law, and established the Coronavirus State Fiscal Recovery Fund and Coronavirus Local Fiscal Recovery Funds, which together make up the Coronavirus State and Local Fiscal Recovery Funds (“SLFRF”) program. This program is intended to provide support to local governments in responding to the economic and public health impacts of COVID-19 and in their efforts to contain impacts on their communities, residents, and businesses. The City of Deltona is a recipient of $13,972,193 from the U.S Treasury. The City has budgeted for AMI meter Replacements citywide and stormwater projects. This AMI project will replace all of the City’s manual read meters and convert them to radio read meters. This more efficient process will also increase customer satisfaction by relaying timely data to customers such as possible leaks, high usage, etc. Staff solicited bids for the meters and only one bid was received from Ferguson Waterworks at a total of $9,802,758.80. A breakdown of the costs is attached. OPTIONS: 1. Approve moving forward with this budgeted project making it more efficient and improve customer satisfaction City of Deltona Page 7 Printed on 3/30/2022 City Commission Regular Commission Meeting April 4, 2022 2. Deny this request and put the project on hold Attachments: Signed award memo and bid from Ferguson Waterworks Bid form-breakdown of costs 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 for approval to award Bid # 21010 Fertilizers and Chemicals - Ryan Reckley, Parks & Recreation (386) 878-8902 Strategic Goal: Infrastructure Background: Purchasing received four (4) responses to ITB# 21010 for Fertilizers and Chemicals. This bid is to provide fertilizers and chemicals for the City’s sports fields and park lawn spaces on an as needed basis. Staff reviewed bids and is recommending a multiple award to the low bid for each item with the initial period being two years with the option to renew for three additional one-year periods. Due to current supply chain issues, contractors must still petition the Purchasing Manager for any City of Deltona Page 8 Printed on 3/30/2022 City Commission Regular Commission Meeting April 4, 2022 temporary price redeterminations. Staff will contact all contractors that offer the item to still determine we are procuring the item at the lowest price point. 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 the multiple award of Bid # 21010 to the contractors on the attached memo. 2. Disapprove the multiple award of Bid # 21010 Attachments: BID 21010, fertilizers and chemicals 12. CITY COMMISSION SPECIAL REPORTS AND REQUESTS: 13. CITY ATTORNEY COMMENTS: 14. CITY MANAGER COMMENTS: Attachments: Formal Request.pdf 15. CITY COMMISSION COMMENTS: 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 9 Printed on 3/30/2022