City Commission

City of Deltona 2345 Providence Blvd. Deltona, FL 32725 Regular Commission Meeting City Commission Mayor Avila Vice Mayor Bradford Commissioner Avila-Vazquez Commissioner Burbank Commissioner Colwell Commissioner JodyLee Commissioner McCool Monday, November 6, 2023 6:30 PM Deltona Commission Chambers CANCELED 11/6/2023 - NO QUORUM 1. CALL TO ORDER: 2. ROLL CALL – CITY CLERK: 3. INVOCATION AND PLEDGE TO THE FLAG: A. Invocation Presented by District #4 Commissioner. 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 October 16, 2023, as presented. - Joyce Raftery, City Clerk (386) 878-8502. Background: N/A Attachments: October 16, 2023 RCM Minutes 5. PRESENTATIONS/AWARDS/REPORTS: A. Proclamation - Native American Heritage Month Background: Native American Heritage month has been a recurring monthly event in November since 1990 when former President George H. W. Bush signed a resolution declaring November as Native American Indian City of Deltona Page 1 Printed on 11/6/2023 City Commission Regular Commission Meeting November 6, 2023 Heritage Month. The contributions of American Indians have enhanced the freedom, prosperity and greatness of our state and nation. Their roots are deeply embedded in this land and we remain committed to preserving and protecting American Indian cultures, languages and history, while ensuring prosperity and opportunity for all American Indians. B. Proclamation - Small Business Saturday Background: According to the United States Small Business Administration, there are 33 million small businesses in the United States. Small businesses represent 99.9% of firms with paid employees, and small businesses are responsible for 64% of net new jobs created since 1995. Advocacy groups, as well as public and private organizations across the county have endorsed the Saturday after Thanksgiving as Small Business Saturday. C. Presentation - Volusia County Tax Collector Office - Deltona branch - Will Roberts, Volusia County Tax Collector Background: Update on the Volusia County Tax Collector Office - Deltona Branch: location, services offered and projected opening date. D. Presentation - The American Way - Toni Hunt Background: Presentation by The American Way on Economic Delegation & Managerial Partnership, to solidify the common interest of rebranding the city and igniting prosperity. Attachments: TAW Partnership Presentation (Deltona) (1) _TAW Economist & Deltona Support & Scope E. Presentation - Four Townes Family YMCA - Chris Seilkop, Volusia Flagler Family YMCA, President, CEO and Rafael Ramirez, upcoming Board Chair Background: Update on the Deltona Family YMCA Soccer Complex Renovation. Attachments: Deltona Commish Presentation.pdf F. Super Star Student of the Month Certificates October 2023 Background: Super Star Student of the Month Awards for October 2023 will be presented to: 1. Deltona Lakes Elementary, Mason Cintron, 5th Grade 2. Discovery Elementary, Lexi Mathis, 5th Grade 3. Forest Lake Elementary, Imarilys Martinez, 5th Grade 4. Pride Elementary, Jose Diaz-Friaz, 4th Grade 5. Sunrise Elementary, Mateo Soto, 3rd Grade City of Deltona Page 2 Printed on 11/6/2023 City Commission Regular Commission Meeting November 6, 2023 6. Timbercrest Elementary, Kelsey Battles, 4th Grade 7. Deltona Middle, Brandon Lake, 6th Grade 8. Galaxy Middle, Mason Tejada, 7th Grade 9. Heritage Middle, Daniel Pacheco Morales, 7th Grade 10. Deltona High, Lucy Thornhill, 11th Grade 11. Pine Ridge, Henry Castro Cardosa,11th Grade 6. PUBLIC FORUM: Public comments during Public Forum are limited to items of City business that are listed on the Agenda and/or items that are not listed on the Agenda. Comments regarding listed Agenda items will take place after discussion of each item. Please be courteous and respectful of the views of others. In order to address the Commission, citizens must fill out a public participation slip and give it to the Deputy City Clerk. All citizen comments are limited to 4 minutes and shall be addressed to the Mayor or the Commission as a whole. Members of the City Commission shall not enter into discussion or respond to a citizen’s comments other than to give directions or to ask for clarification. However, individual Commissioners may choose to respond under the "City Commissioner Comments" portion of the meeting. 7. ORDINANCES AND PUBLIC HEARINGS: A. Public Hearing - Ordinance No.12-2023, to Amend Chapter 14-7 Animals, of the Code of Ordinances, at second and final reading - Marsha Segal-George, City Attorney, (386) 878-8872. Strategic Goals: Internal/External Communications Background: The City Commission on August 28, 2023 regular City Commission meeting concurred for the City to amend the Chapter 14-7 Animals, of the Code of Ordinances. The City Commission consensus was to expedite revisions to Chapter 14-7 Animals, to add for Cruelty to animal; Proper Care; Custody; and Confinement pursuant to Florida Statute 828.13 to be put in an Ordinance and moved for second reading. On October 6, 2023 the Commission approved the first reading of Ordinance No. 12-2023 and to revise adding inclement weather, clean water, and guard dog provision. On October 23, 2023 a Workshop was held reviewing the additional provisions added to Ordinance No. 12-2023 wherein it was determined that guard dog provision was for Commercial zoning only, currently not applicable in the City and not contained in Chapter 14. Attachments: Ord 12-2023 - Chapter 14 ANIMALS Newspaper Advertisement B. Public Hearing - Resolution No. 2023-57, Approval to Transmit the Affordable Housing Advisory Committee 2023 Incentive, Review and Recommendation City of Deltona Page 3 Printed on 11/6/2023 City Commission Regular Commission Meeting November 6, 2023 Report - Angelia Briggs, Housing and Community Development (386) 878-8614. Strategic Goal: Community Development Background: The State Housing Initiative Partnership (SHIP) Act, sections 4203907-420-9079, Florida Statues, (hereinafter referred as the SHIP Act) and Chapter 67-37, Florida Administrative Code (FAC), (Hereinafter referred to as the ”SHIP Rule”), established requirements for SHIP entitlement communities, like Deltona, related the implementation of SHIP Act and the SHIP Rule. Chapter 420.9076 F.S, states that local governments which receive funds through the State housing Initiative Partnership (SHIP) program are required to establish an Affordable Housing Advisory Committee (AHAC) whose mission is to prepare an affordable housing incentive review and recommendation report every year. Chapter 420.9046 F.S requires that a local government AHAC review and provide an annual analysis of eleven areas that could influence the provision of affordable housing within a jurisdiction. These areas range from the effect impact fees have on affordable housing, the ability of providing incentives for affordable development to providing transit-oriented infrastructure development within a jurisdiction. The AHAC has served its mandatory duty with the formulation of the attached Affordable Housing Advisory Committee 2023 Incentive, Review and Recommendation Report. The report will provide a summary of the AHAC discussions and potential recommendations for each statutory impediment reviewed during this year. The process and report requirement is essential to the maintenance of affordable housing within the jurisdiction and must be revisited annually. The formulation, submission and approval of this report, will ensure that the City of Deltona continues to receive SHIP funding. The AHAC as a body continues to make bold recommendations in order to fulfill their mandate of ensuring safe, affordable housing within the City of Deltona. The Interim City Manager has the right to make corrections of scrivener’s errors and the like. Attachments: AHAC Deltona Report-2023_ FINAL .pdf AHAC Report 2023- Resolution (2).pdf 8. OLD BUSINESS: City of Deltona Page 4 Printed on 11/6/2023 City Commission Regular Commission Meeting November 6, 2023 9. NEW BUSINESS: A. Request for approval of the 2024 holiday meeting schedule - Joyce Raftery, City Clerk’s Department (386) 878-8502. Strategic Goal: External and Internal Communication Background: In the past, the Commission has chosen to have no workshops the month of November and December. Also, to combine the two (2) regular meetings in December into one (1) meeting in the middle of the month of December. Attached for the Commission's approval is the proposed schedule for calendar year 2024 for City Commission meetings and the invocation schedule for 2024 . Attachments: 2024 Holiday Meeting Schedule 2024 Invocation Meeting Schedule B. Request approval of the Amendment to the State Housing Initiatives Partnership (SHIP) 2022-2025 Local Housing Assistance Plan (LHAP). - Angelia Briggs, Housing and Community Development Manager (386) 878-8614. Strategic Goal: Housing and Community Development Background: The City of Deltona as an entitlement community receives funds from Florida Housing Finance Corporation (FHFC) under the State Housing Initiatives Partnership (SHIP) program. In order to receive funding, in addition to other guidelines, the City is required to forward a Local Housing Initiatives Plan (LHAP) to FHFC triennially. The LHAP is a list of programs, approved by the Commission and FHFC, on which the local government is allowed to expend SHIP funding. In short, the LHAP, is a directory of allowable programs, including but not limited to, Housing Repair, Rental assistance, Mortgage Payment Assistance, Disaster Assistance, Septic Replacement, Septic to Sewer conversion, Down Payment (home acquisition assistance) and Rental Housing Acquisition or Assistance for Affordable Multi-Family Rental are just a few of the types program allowable. All of the programs above have a maximum income allowed per household, maximum funding available per households and in some cases a reoccurrence guideline/clause. Attachments: LHAP to Commission- Final 11-6-23.pdf C. Request approval for extension of the contract with Vanguard Utility Service, Inc. to complete the installation of approximately 20,000 5/8” x ¾” Automated City of Deltona Page 5 Printed on 11/6/2023 City Commission Regular Commission Meeting November 6, 2023 Meter Reading (AMR) water meters in the amount of $1,095,030.00 - Phyllis Wallace, Interim Public Works Director (386) 878-8965. Strategic Goal: Infrastructure Background: The City utilized ARC Funding to purchase approximately 35,000 AMR water meters with the remaining funds encumbered for meter installation. Deltona Water staff continues to install the remote read meters in all new subdivisions as well as with new in-fill home construction. In May 2023, Deltona Water/Public Works presented the proposal from Vanguard Utility Service, Inc as the recommended vendor for the overall meter installation. The contract presented with Vanguard Utility Service, Inc was for an initial 10,000-meter installation which provided for a two (2) year period of performance and annual renewal. Vanguard Utility Service, Inc has installed approximately 6,500 meters since June 2023. Based on the performance by Vanguard Utility Service, Inc and the rate of installation, it is in the best interest of the City to extend the contract for the balance of the meter installation, approximately 20,000 meters. Attachments: Vanguard Utility Service Bid Water Meter Installation Bid #23009 DRAFT Agenda Memo Water Meter Installation Bid Tabulation #23009 D. Request approval for purchase of Hydralink brokers and Hydralink SCADA equipment packages for all Lift Stations 1 through 55 from Hydra Services Inc., located in Debary, Florida in a total amount not to exceed $822,109.00 - Phyllis Wallace, Interim Public Works Director (386) 878-8965. Strategic Goal: Infrastructure Background: For FY 2022/2023 and 2023/2024 the City Commission approved capital equipment purchases for Deltona Water including updating of SCADA software and equipment throughout the Water Plants, Wastewater Plants & Lift Stations. Lift Stations 1 through 49 are existing lift stations utilizing antiquated SCADA communication technology. Lift Stations 50, 51, 52, 53, 54, & 55 are newer lift stations that require outfitting with the Hydralink equipment in order to adhere to current specifications and communicate with SCADA. The cost of the (2) redundant brokers is $4,038.50 each (total $8,077.00), Lift Stations 1 through 51 require $14,519.00 each (total $754,988.00 , Lift Stations 52, 53, 54, & 55 require $14,761.00 each (total $59,044.00). The combined total is $822,109.00. Hydra Services, Inc. of Debary, Florida is the inventor and manufacturer of the Hydralink product line and the sole source sales and service provider for the State of Florida. City of Deltona Page 6 Printed on 11/6/2023 City Commission Regular Commission Meeting November 6, 2023 Attachments: Deltona HydraLink Brokers rev101323 Deltona HydraLink quote with enclosure Deltona HydraLink quote without enclosure Hydralink Sole Source Oct23 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 to award Bid # 24001 -sod, to Lake Jem Farms, LLC. for as needed sod citywide. - Mark Manning, Parks & Recreation (386) 878-8905 Strategic Goal: Infrastructure Background: Staff solicited bids for sod under City of Deltona Bid #24001- sod. One bid was received from Lake Jem Farms, LLC., who is the City’s current sod supplier. Attachments: ROA Bid 24001 sod POs over $25000 for FY23.24 B. Request approval of Lake Jem Farms’ quote # 0127256 for completion of CIP-Park’s soccer field repairs project at a cost not to exceed budgeted amount of $140,000. - Mark Manning, Parks & Recreation (386) 878-8905. Strategic Goal: Infrastructure Background: The Parks Department has allocated $140,000 for the repair of soccer fields 4, 5 & 6 at the Dewey Boster Sports Complex for fiscal year 23/24. Soccer field five is showing signs of significant settling which has required us to deny our youth soccer partner access for practice and games for the fall season. Soccer fields 4 and 6 are also showing City of Deltona Page 7 Printed on 11/6/2023 City Commission Regular Commission Meeting November 6, 2023 signs of settling as well. This project will take an approximate area of 50 feet in width and 1,000 feet in length from field 4 to field 6 by building back up the underlying foundation and then resodding the affected playing areas with Bermuda 419. Lake Jem Farms, LLC is our current sod provider. Attachments: City of Deltona Dewey Boster 40000 sq feet C. Request approval of the three-year maintenance agreements/extended warranties with Stryker and Zoll with funding approved for the current fiscal year and contingent upon Commission appropriation for future fiscal years. - Fire Chief Bill Snyder, Fire Department (386) 575-6902 Strategic Goal: Public Safety Background: The Fire Department demonstrates its commitment to fiscal responsibility through strategic measures such as preventative maintenance agreements and extended service plans for crucial medical equipment. These agreements not only ensure the efficient operation of our equipment but also offer cost-saving benefits through discounts on repair parts and consumables. Additionally, they enable us to manage our expenses by spreading payments over the next three fiscal years. Funds for FY24’s annual payments have already been allocated and approved by the Commission in Fire Operations Budget for Repair & Maintenance of Equipment Line. The Stryker ProCare Quote, attached for review, covers the preventative maintenance of our ambulance stretchers. The total cost of $44,802 is divided into three annual payments of $14,934, contingent on yearly budget appropriation and commission approval. Likewise, The Zoll extended warranty contract, also attached for review, pertains to the service plan on the Autopulse (CPR assist device), with a total of $56,100 to be paid in three annual installments of $18,700, subject to the same budgetary and requirements. The Zoll warranty on our Cardiac Monitors is set to expire in May 2024. We have arranged an extended warranty and preventative maintenance contract, attached for review, totaling $43,553.24. For this fiscal year, a pro-rated amount of $7,508.99 is expected, with the remaining balance to be divided into two annual payments of $18,022.13. Attachments: Stryker - DELTONA FIRE RESCUE ProCare Quote.2 Zoll Autopulse - 2023-2026 ZOLL X Series Cardiac Monitors - 5 Month Prorated ZOLL X Series Cardiac Monitors - 2024 - 2026 City of Deltona Page 8 Printed on 11/6/2023 City Commission Regular Commission Meeting November 6, 2023 D. Request approval to purchase replacement vehicles for two Fire Administration staff positions with the approved budget funds. - Fire Chief Bill Snyder, Fire Department (386) 575-6902. Strategic Goal: Public Safety Background: The Fire Department has allocated $140,000 in this year’s budget for the purchase of replacement vehicles for the Fire Safety Manager and for the EMS Captain (now Chief) positions. The current vehicle assigned to the Fire Safety Manager surpasses the cities preferred mileage and age standards, however, it remains in better condition than some of our existing service vehicles. To address this, we intend to purchase a new pickup style vehicle for the Fire Safety Manager’s daily use reassigning the old vehicle to a service/back-up status, thereby replacing one of the 2007 vehicles currently in service. The current Captain vehicle will also transition to a service vehicle to replace another 2007 vehicle due to the delay in future vehicle purchase availability and the large increases we have seen in costs. We are requesting to purchase a new truck now before there are more cost increases or major repairs needed to one of our current service vehicles. The Fire Department Service vehicles are utilized to pull our special operations, hazmat, and mass casualty trailers as well as our Zodiac boat and therefore need to be reliable vehicles. Both of these vehicles will be 4x4 pickup trucks, as quoted by Garber Fleet Sales through the piggybacked Florida Sheriffs Association Contract #FSA20-VEL 28.0. These pickup trucks will enable us to comply with the Fire Department’s clean cab cancer initiative standards by segregating contaminated equipment and gear from the passenger area into the bed of the truck. The Fire Safety Manger’s pickup truck will also provide the ability to safely navigate construction areas, including those that are unpaved or prepped, during inspections of new buildings still in the construction process. At this time, we cannot guarantee specific vehicle purchase agreements due to ongoing supply challenges from the manufacturers and rapid turnover of inventory at sales lots. We are actively engaged in discussions with our State contract sellers and have received quotes from Garber Fleet Sales for new 2023 vehicles on the lot, which are attached for reference. In the event the aforementioned vehicles are no longer available once we are approved for their purchase, our primary objective is to secure City of Deltona Page 9 Printed on 11/6/2023 City Commission Regular Commission Meeting November 6, 2023 vehicles that closely align with the specifications provided in the attachment. We will prioritize factors like delivery schedules and price fluctuations while ensuring that our total expenditure does not exceed the $140,000. This budget encompasses not only the cost of the vehicle acquisition but also covers essential components such as emergency lights, sirens, graphics, truck bed accessories, (e.g. toppers and slide trays), radios, computer mounts, and emergency consoles. The EMS truck’s overall cost will be more expensive than Manager’s truck as it necessitates the installation of emergency equipment. Attachments: Garber Quote #149 (EMS Vehicle) Garber Quote #153 (Fire Safety Manager Vehicle) E. Request approval for approval and authorization to purchase a Caterpillar 289D3 Skid Steer Loader with attachments from Ring Power Corporation as found on the Florida Sheriff’s Association Contract FSA23-EQU21.0 in the amount of $134,266 - Phyllis Wallace, Interim Public Works Director (386) 878-8965. Strategic Goal: Infrastructure/Equipment Replacement Background: This loader & attachment replacements have exceeded their useful life per policy CW10-03 - City Vehicle/Equipment Replacement Guidelines (TD-0811 Loader; TD-1427 Broom Attachment & TD-1425 Cold Planer). Staff obtained a quote using the Florida Sheriff’s Association Contract FSA23-EQU21.0, with an effective date of October 1, 2023 through September 30, 2024 Item #222 Loader Skid Steer 3100 lb with a cost of $72,716; accessories $67,370 for a total of $140,086 minus an additional discount of $5,820 resulting in a complete purchase price of $134,226. Attachments: 289D3 CITY OF DELTONA QUOTE 10-23_2 F. Request for approval and authorization to purchase a new 2024 Thompson High Head 6-Inch portable pump from Thompson Pump & Manufacturing Company, Inc. as found on the Florida Sheriff’s Association Cooperative Purchasing Program Contract #FSA23-EQU21.0 Heavy Equipment, Item 317 in the amount of $69,942.00 - Phyllis Wallace, Interim Public Works Director (386) 878-8965. Strategic Goal: Infrastructure/Equipment Replacement Background: This new 2024 Thompson High Head 6-Inch portable pump will be utilized by the Stormwater Division and will replace SW0747 6-inch portable pump which has been in service since 2007 and has exceeded its useful life per policy CW10-03 - City Vehicle/Equipment City of Deltona Page 10 Printed on 11/6/2023 City Commission Regular Commission Meeting November 6, 2023 Replacement Guidelines. Staff obtained a quote using the Florida Sheriff’s Association Cooperative Purchasing Program Contract #FSA23-EQU21.0 Heavy Equipment, Item 317, with an effective date of October 1, 2023 through September 30, 2024 with a 2-year extension through September 30, 2025 for Thompson Pump providing a quote for the purchase in the amount of $69,942.00. Attachments: 6JSVEE (9.5 in) SL Deltona - FSA_2023-2025_6JSVEE_Quote_FLBL23119A- (10-4-23) FSA23-EQU21.0- Thompson Pump 6JSC (9-1-23) - Deltona_6JSVEE (9-26-23) G. Request approval for approval and authorization to purchase a new F-450 Crew Cab 4 x 4 from Palmetto Ford of Miami as found on the Florida Sheriff’s Association Contract FSA23-VEL31.0 in the amount of $71,301 - Phyllis Wallace, Interim Public Works Director (386) 878-8965. Strategic Goal: Infrastructure/Equipment Replacement Background: This new F-450 truck will be utilized by the concrete crew in the Field Operations Division and will replace FO-0845 which has been in service since 2008 and has exceeded its useful life per policy CW10-03 - City Vehicle/Equipment Replacement Guidelines. Staff obtained a quote using the Florida Sheriff’s Association Contract FSA23-VEL31.01, with an effective date of October 1, 2023 through September 30, 2024 for SPEC#27 2024 Ford F450 Crew Cab - W4H providing a quote for the purchase in the amount of $71,301. Attachments: CITY OF DELTONA - SPEC 27 - 2024 F450 CREW 4X4 W4H 12FB FSA PRICE H. Request approval for approval and authorization to purchase a new 2024 Ford Escape from Duval Ford as found on the Bradford County Sheriff’s Contract #BCSO2019-01 in the amount of $32,004.84 - Phyllis Wallace, Interim Public Works Director (386) 878-8965. Strategic Goal: Infrastructure/Equipment Replacement Background: This new Ford Escape SUV will be utilized by the Stormwater Division and will replace SW0827 which has been in service since 2008 and has exceeded its useful life per policy CW10-03 - City Vehicle/Equipment Replacement Guidelines. Staff obtained a quote using the Bradford County Sheriff’s Contract #BCSO2019-01, with an effective date of September 13, 2022 through September 13, 2027 (five years) for Ford Escape SUV - 2024 U0G providing a quote for the purchase in the amount of $32,004.84. City of Deltona Page 11 Printed on 11/6/2023 City Commission Regular Commission Meeting November 6, 2023 Attachments: Contract No. BCSO2019-01 Letter CONTRACTS AWARDED Ford Escape 12. CITY COMMISSION SPECIAL REPORTS AND REQUESTS: 13. CITY ATTORNEY COMMENTS: 14. CITY MANAGER COMMENTS: 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 Manager in writing at CityManager@deltonafl.gov or to Deltona City Hall, 2345 Providence Blvd., Deltona, FL 32725 at least 48 hours prior to the meeting at which the person wishes to attend. The City is not permitted to provide the use of human physical assistance to physically handicapped persons in lieu of the construction or use of ramps or other mechanical devices in order to comply with Florida law. If proper accommodations for handicapped access cannot be made at a particular public meeting venue pursuant to a timely written request under Section 286.26 F.S., the City Manager shall change the venue of that meeting to a location where those accommodations can be provided. City of Deltona Page 12 Printed on 11/6/2023