City Commission

City of Deltona 2345 Providence Blvd. Deltona, FL 32725 Regular Commission Meeting City Commission Mayor Avila Vice Mayor JodyLee Commissioner Avila-Vazquez Commissioner Bradford Commissioner Burbank Commissioner Colwell Commissioner McCool Monday, December 11, 2023 6:30 PM Deltona Commission Chambers DECORUM POLICY: The City of Deltona has a significant interest in conducting orderly and efficient public meetings, which includes preventing disruption, promoting civility, and preserving decorum. To that end, behavior which disrupts or impedes the efficient and orderly conduct of any public meeting, as determined by the Mayor, or presiding officer, or a majority of the City Commission, is not permitted. The Mayor, or presiding officer, or a majority of the City Commission, may interrupt, warn, or terminate a speaker’s statement when that statement is too lengthy, personally directed, abusive, obscene, irrelevant, or otherwise reasonably perceived to be a disruption to the fair and orderly progress of the discussion at hand. The Mayor, or presiding officer, or a majority of the City Commission, may also interrupt any part of the meeting to warn any individual that they are being disruptive or otherwise impeding the efficient and orderly conduct of the meeting. The Mayor, or presiding officer, or a majority of the City Commission, may require any individual to leave a public meeting for its duration if that individual is unable to observe this Policy after being warned. Should an individual be required to leave a meeting for violating this Policy, that person shall be escorted from Commission Chambers by a Volusia County Sheriff’s Deputy. 1. CALL TO ORDER: 2. ROLL CALL – CITY CLERK: 3. INVOCATION AND PLEDGE TO THE FLAG: A. Invocation Presented by District #5 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 City of Deltona Page 1 Printed on 12/7/2023 City Commission Regular Commission Meeting December 11, 2023 starting with District #1, #2, #3, #4, #5, #6 and the Mayor. 4. APPROVAL OF MINUTES & AGENDA: A. Approval of minutes of the Executive Session and Regular Commission Meeting of November 27, 2023, as presented. - Joyce Raftery, City Clerk (386) 878-8502. Background: N/A Attachments: Executive Session Minutes RCM Minutes 5. PRESENTATIONS/AWARDS/REPORTS: A. Super Star Student of the Month Certificates October & November 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 6. Timbercrest Elementary, Kelsey Battles, 4th Grade 7. Volusia Pines Elementary, Kathaleya Soto Agosto, 5th Grade 8. Deltona Middle, Brandon Lake, 6th Grade 9. Galaxy Middle, Mason Tejada, 7th Grade 10. Heritage Middle, Daniel Pacheco Morales, 7th Grade 11. Deltona High, Lucy Thornhill, 11th Grade 12. Pine Ridge, Henry Castro Cardosa,11th Grade Super Star Student of the Month Awards for November 2023 will be presented to: 1. Deltona Lakes Elementary, Cassidy Mike, 2nd Grade 2. Discovery Elementary, George Dewitt, 5th Grade 3. Forest Lake Elementary, Van Dinh, 2nd Grade 4. Pride Elementary, Elijah Colon, 5th Grade 5. Sunrise Elementary, Sophia Rivera, 2nd Grade 6. Timbercrest Elementary, Briar Rose Hinds, Kindergarten 7. Volusia Pines Elementary, Makenna Mullen, 4th Grade 8. Deltona Middle, Aiden Almodovar-Acevedo, 7th Grade 9. Galaxy Middle, Eli Stowell, 6th Grade 10. Heritage Middle, Fisher Kenneth Kemp, 6th Grade 11. Deltona High, Aliyah Ahmed,10th Grade 12. Pine Ridge, Tavin Phosy, 11th Grade City of Deltona Page 2 Printed on 12/7/2023 City Commission Regular Commission Meeting December 11, 2023 B. Presentation by Ben Eby, Vice President & Administrator for Halifax Health/UFHealth. Background: This item is to provide an update on Halifax Health/UFHealth. Attachments: COD MCD Program Updates C. Presentation by Don Jones, District Manager ADP Central Florida. Background: This item is to provide information on ADP Time & Attendance software which was brought up at the June 27, 2022 Workshop and the March 20, 2023 Regular Commission Meeting. With over 70 years of HR and payroll expertise, ADP supports more than a million businesses with data-driven advice and tech-forward HR solutions, whether there’s one employee or thousands. Attachments: ADP Presentation.pdf 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: 8. OLD BUSINESS: A. Request for Approval of Colin Baenziger & Associates Services Contract for Executive Search Services for the Selection of the City Manager - Glenn Whitcomb, Interim City Manager, (386) 878-8850. Strategic Goal: Fiscal/Internal/External Communication Background: An RFP for Executive Search Firm was posted on Demandstar on September 15, 2023. On November 1, 2023 a Special City Commission Meeting was held for review and discussion of the proposals. The City Commission selected Colin Baenziger & Associates for the Executive Search Firm. The Commission directed the Interim City Manager to negotiate an agreement with Colin City of Deltona Page 3 Printed on 12/7/2023 City Commission Regular Commission Meeting December 11, 2023 Baenziger & Associates and to bring the agreement before the Commission for approval. Attachments: Contract to Find City Manager Attachment A - Scope of Services.pdf Attachment B - Project Schedule.pdf CBA Volume II - Appendices.pdf 9. NEW BUSINESS: A. Request for approval of Resolution 2023-63 and Budget Amendment for the Vann Park Outfields repair project in the amount of $330,000.00 and approval of the agreement with Lake Jem Farms, LLC for this project - Mark Manning, Parks & Recreation (386) 878-8905. Strategic Goal: Infrastructure Background: Due to damage from Hurricane Ian the irrigation pump for the Vann Park baseball/softball fields was damaged beyond repair. Multiple attempts were made after the storm to secure a reliable water source for field irrigation with no resolve. As a result, most of the sod on the fields has been damaged beyond repair. To address our irrigation needs, we recently partnered with Deltona Water, and now have the ability to connect to the City water system. But we are still left with damaged fields. This repair project is to be completed by our approved sod vendor and will include laser grading of the infields with replacement of the sod on the senior, minor/major, softball and t-ball fields. Because this damage was the direct result of the damage from Hurricane Ian to our irrigation pump, the City will be eligible for FEMA reimbursement for up to 90 percent of this project. Attachments: FEMA Project #727705 2023-63 Reso - BA 2024-018 Vann Park Outfield Repairs BA2024-018 Vann Park Outfield Repairs - 720 Agreement-Lake Jem Farms, LLC Exhibit A Exhibit B B. Request approval of NGU Sports Lighting Offer of Business #1116 for completion of CIP-Park’s Project: Dewey Boster Baseball Field Lights at a cost not to exceed approved budgeted amount of $325,000.- Mark Manning, Parks & Recreation (386) 878-8905. Strategic Goal: Infrastructure City of Deltona Page 4 Printed on 12/7/2023 City Commission Regular Commission Meeting December 11, 2023 Background: This capital project, which was approved during the budget process, will retrofit the metal halide light fixtures at the Dewey Boster baseball fields with energy efficient LED fixtures. The current metal halide fixtures are 25 years old, out of warranty, becoming cost prohibitive to replace and have reached the end of their life cycle. The City is anticipating that this retrofit project will provide significant savings for light usage during the fall and spring seasons each year. This project will piggyback off the Sourcewell contract #071619-CPL (Cooper Lighting). Attachments: Offer of Business #_ 1116 City of Deltona - Dewey O'Boster Sports Complex - So Sourcewell Pricing - Deltona Dewey Field C. Request for Consideration of all reappointments/appointments to the Affordable Housing advisory Committee - Joyce Raftery, City Clerk’s Office, (386)-878-8502. Strategic Goal: Internal and External Communication Background: The terms of all eleven (11) members of the Affordable Housing Advisory Committee were extended until December 30, 2023. Staff has heard from the following members who wish to be re-appointed, Jean Armstrong, Terri Ellis, Sylvia Hayes, Cassie Landron, Jodi Pena-Castaldi, Manny Rodriguez, and Michelle Wallace-Chin. Staff has received applications from the following individuals who wish to be appointed, Rachel Amoroso, Elizabeth W. (Chavez), Jahaira Delgado, Kimberly Haney, Dawna Harridge , Lillian Mendez, and Maribel Montanez. The City has, posted the openings on D-TV, and the City’s web page. The SHIP Act and Rule requirement has been reinstated per SHIP statute (F.S. 420.907676 and Rule 67-37.010) that in order to continue to qualify for funding, the local government must appoint an Affordable Housing Advisory Committee. The proposed Housing and Community Development staff recommendations and the eleven (11) member Committee shall include: (a) One citizen who is actively engaged in the residential home building industry in connection with affordable housing. (b) One citizen who is actively engaged in the banking or mortgage banking industry in connection with affordable housing.(Sylvia Hayes currently serving) (c) One citizen who is representative of those areas of labor actively engaged in home building in connection with affordable housing. (Michelle Wallace-Chin currently serving) City of Deltona Page 5 Printed on 12/7/2023 City Commission Regular Commission Meeting December 11, 2023 (d) One citizen who is actively engaged as an advocate for low-income persons in connection with affordable housing. (Terri Ellis currently serving) (e) One citizen who is actively engaged as a for-profit provider of affordable housing. (f) One citizen who is actively engaged as a not-for-profit provider of affordable housing. (Jodi Pena-Castaldi currently serving) (g) One citizen who is actively engaged as a real estate professional in connection with affordable housing. (Cassie Landron currently serving) (h) One citizen who actively serves on the local planning agency pursuant to § 163.3174. (Manny Rodriguez currently serving) (i) One citizen who resides within the City of Deltona. (Jean Armstrong currently serving) (j) One citizen who represents employers within the City of Deltona. (k) One citizen who represents essential services personnel, as defined in the local housing assistance plan. If, due to reasonable factors, a citizen actively engaged in these activities in connection with affordable housing is not available for appointment to the Committee, a citizen engaged in the activity without regard to affordable housing may be appointed. The AHAC Committee shall evaluate and report to the City Commission on established policies, procedures, ordinances, land development regulations, and review the comprehensive plan; to include, recommended changes as established in Section 420.9076, F.A.C. City of Deltona Page 6 Printed on 12/7/2023 City Commission Regular Commission Meeting December 11, 2023 Attachments: Updated AHAC By Laws AHAC Member List 10-03-2023 AHAC Spread Sheet Member Jean Armstrong - AHAC Member Terri Ellis - AHAC Member Sylvia Hayes - AHAC Member Cassie Landron - AHAC Member Jodi Pena Castaldi- AHAC Member Manny Rodriguez - AHAC Member Michelle Wallace-Chin - AHAC Rachel Amoroso - (P&Z) Elizabeth W. (Chavez) Jahaira Delgado Kimberly Haney Dawna Harridge Lillian Mendez Maribel M. Montanez D. Request for approval of Resolution No. 2023-61 and Budget Amendments for Community Development Block Grant, State Housing Initiative Partnership, Deltona Water, Stormwater, Transportation, Parks Projects, Municipal Complex and Capital Equipment Replacement Funds - Mari Leisen, Finance Director, (386) 878-8553. Strategic Goal: Fiscal Issues - Maintain a Balanced Budget Background: The Commission approved the annual budget for FY 2023-24 on September 18, 2023. Staff has submitted the attached budget amendments for the 2023-24 fiscal year as detailed in attached: Carry forward remaining FY 2022-23 budget for Community Development Block Grant projects still in progress in FY 2023-24 (Attachment A); Carry forward remaining FY 2022-23 budget for State Housing Initiatives Partnership projects still in progress in FY 2023-24 (Attachment B); Carry forward remaining FY 2022-23 budget for Water/Sewer Utility capital project still in progress in FY 2023-24 (Attachment C); Carry forward remaining FY 2022-23 budget for Stormwater capital projects still in progress in FY 2023-24 (Attachment D); Carry forward remaining FY 2022-23 budget for Transportation projects still in progress in FY 2023-24 (Attachment E); City of Deltona Page 7 Printed on 12/7/2023 City Commission Regular Commission Meeting December 11, 2023 Carry forward remaining FY 2022-23 budget for Park projects still in progress in FY 2023-24 (Attachment F); Carry forward remaining FY 2022-23 budget for Municipal Complex projects still in progress in FY 2023-24 (Attachment G); Carry forward remaining FY 2022-23 budget for Capital Equipment Replacement funds remaining in FY 2023-24 (Attachment H) Attachments: 2023-61 Reso - Carry forward 12-11-2023 BA2024-010 CDBG Carryover from FY2023 to FY2024 - 105 BA2024-011 SHIP Carryover from FY2023 to FY2024 - 104 BA2024-012 Deltona Water Carryover from FY2023 to FY2024 - 401 BA2024-013 Stormwater Carryover from FY2023 to FY2024 - 101 BA2024-014 Transportation Carryover from FY2023 to FY2024 - 109 BA2024-015 Parks Projects Carryover from FY2023 to FY2024 - 302 BA2024-016 Municipal Complex Carryover from FY2023 to FY2024 - 301 BA2024-017 Capital Equip Replacement Carryover from FY2023 to FY2024 - 50 E. Request approval for a Resolution, Budget Amendment and contract approval for the purchase of a replacement fire engine and essential equipment with the approved budget funds. - Fire Chief Bill Snyder, Fire Department (386) 575-6902. Strategic Goal: Public Safety Background: The Fire Department had budgeted $825,000 in this year’s budget for the purchase of a replacement fire engine and its essential equipment. Due to rising costs of vehicles and a change in emissions standards from the federal government, the current cost is more than what was budgeted. We are requesting a budget amendment for an additional $126,000, along with approval to purchase a new fire engine in the amount of $950,617.42. The City is once again able to purchase the fire truck from Sutphen Corporation, by piggybacking the Sourcewell Cooperative Purchasing Contract. As with all fire engine purchases in the past, a prepayment agreement has been requested to save $37,892.90. This obligates us to pay in full within 30 days of contract acceptance. If the Commission chooses to not pay in full up front, the total amount will be $988,510.32 requiring a budget amendment of $163,510.32. Our vehicle replacement policy for fire engines, allows us to run each engine for 10 years as a front-line truck and an additional eight years a reserve engine. Due to budget reductions three years ago, we fell a year behind schedule and the current build times of 40-42 months City of Deltona Page 8 Printed on 12/7/2023 City Commission Regular Commission Meeting December 11, 2023 have put us further behind. Two engines are on order from prior fiscal years that have approximate delivery times of late 2024 (FY22) and 2025 (FY23) as of now. These new engines will become front line units allowing the current front lines to move to reserve status, used when frontline is down for maintenance or repair. At this time, we are down one reserve unit, which is currently in auction due to aging conditions and safety concerns. Purchasing an additional engine this year will get us back on schedule once it arrives in 2027. Attachments: Sutphen Proposal 11-3-2023 Sutphen - Prepayment Discount Options Sourcewell #0113021-SUT BA2024-019 Replacement Fire Engine 222 2023-62 Reso - BA 2024-019 Replacement Fire Engine - 222 F. Request approval of the October 1, 2023 through September 30, 2025 Collective Bargaining Agreement between the City of Deltona and The Deltona Professional Firefighters Local 2913. - Glenn Whitcomb, Interim City Manager (386) 878-8858. Strategic Goal: Public Safety Background: The City of Deltona has reached a tentative Collective Bargaining Agreement with the Deltona Professional Firefighters Local 2913. This agreement has been reviewed by both parties’ legal teams, the Interim City Manager, and has been ratified by the Deltona Professional Firefighters and is ready for review and approval by the City Commission. This proposed contract will be valid from October 1, 2023 through September 30, 2025. Attachments: CBA - Subject to Commissio Approval 12-1-2023 G. 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 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 City of Deltona Page 9 Printed on 12/7/2023 City Commission Regular Commission Meeting December 11, 2023 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 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 The City of Deltona Comprehensive Emergency Management Plan for 2023 - 2028. - Fire Chief Bill Snyder, Fire Department (386) 575-6902 Strategic Goal: Public Safety Background: The City of Deltona Comprehensive Emergency Management Plan has to be reviewed and updated every five years. This plan has been reviewed and updated by City Staff and East Central FL Regional Planning Council. It has also been reviewed and approved by the Volusia County Emergency Management Division. The 2023 - 2028 Comprehensive Emergency Management Plan is now ready for final review and approval by the Commission. Attachments: Deltona_CEMP_FINAL_11.2023 B. Request approval of a Purchase Order with Ferguson Waterworks for the annual subscription of Neptune 360 meter reading software used by Deltona City of Deltona Page 10 Printed on 12/7/2023 City Commission Regular Commission Meeting December 11, 2023 Water in the amount of $35,320 - Phyllis Wallace, Interim Public Works Director (386) 878-8965. Strategic Goal: Infrastructure Background: Neptune 360 meter data management platform is used for our AMR meter reading. The City of Deltona is utilizing he Master Agreement between Volusia County and Ferguson Enterprises, Inc. #815-70390-1 that has an effective date of August 2, 2022 thru August 1, 2025. This agreement was competitively bid by the County August 2022. The use of the agreement is in the best financial interest of the City of Deltona. Attachments: County of Volusia - Ferguson Enterprises Inc. Pigyyback - Fully Executed Volusia County - Allison - Agreement Confirmation Letter 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 11 Printed on 12/7/2023