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AGENDA
CITY COMMISSION MEETING
COMMISSION CHAMBERS, CITY HALL
MONDAY, MARCH 10, 2014 5:30 PM
1. CALL TO ORDER
INVOCATION
PLEDGE OF ALLEGIANCE TO THE FLAG OF THE UNITED STATES OF AMERICA
2. PROCLAMATIONS: None
3. PRESENTATIONS:
A. Swearing in David Johnson as Leesburg Fire Chief
B. Organizational Visioning Process - Introduction Mark Durbin, ICMA-Ranger Rider Program
C. Fire Assessment Presentation From the Department of Finance
4. CONSENT AGENDA:
Routine items are placed on the Consent Agenda to expedite the meeting. If the Commission/Staff wish to discuss any item, the procedure is as follows: (1) pull the item(s) from the Consent Agenda; (2) vote on remaining items with one roll call vote, (3) discuss each pulled item and vote by roll call
A. CITY COMMISSION MEETING MINUTES: None
B. PURCHASING ITEMS:
1. Request from Public Works Wastewater Division to purchase a 60 kw stand by generator to replace an existing unit at Lift Station 6C located at 29220 US HWY 27 from Zabatt, Inc. for a total cost of $33,753.00
2. Purchase request by the Electric Utility for engineering services with Booth & Associates related to system upgrades at Airport, North, and Center Substations for an amount not to exceed $70,250.00.
C. RESOLUTIONS:
1. Resolution approving a Satisfaction of Mortgage for Randy R. Amburgey and Constance S. Amburgey for payment of a $1,000 mortgage note owed from the City of Leesburg First Time Homebuyer's Program
2. Resolution of the City Commission of the City of Leesburg, FL authorizing the Mayor and City Clerk to execute a Change Order 1 to Task Order 5 with TelventUSA, Inc. for an additional $14,400.00; and providing an effective date.
3. Resolution of the City Commission of the City of Leesburg, Florida authorizing the Mayor and City Clerk to execute five annual maintenance agreements with CG Automation to support the Electic Department SCADA system; and providing an effective date.
D. OTHER ITEMS:
5. PUBLIC HEARINGS AND NON-ROUTINE ITEMS:
COMPREHENSIVE PLAN INFORMATION SIGN-UP SHEET (YELLOW) AVAILABLE
A. Resolution authorizing the Issuance of the City's Not to Exceed $14,700,000 Electric System Refunding Revenue Note, Series 2014 to Refund All the City's Outstanding Electric System Revenue Bonds, Series 2004.
B. Partial Termination of Debt Service Agreement - Series 2004
C. Second reading of an ordinance amending the fiscal year 2013-14 Budget for the General and Capital Projects Funds for the First Quarter.
D. Approval of a not to exceed expenditure of $600,000.00 to C.W. Roberts Contracting, Inc. for the 2014 Street Resurfacing program for the streets identified in the attached list and map.
E. Land Development Code Amendments
1. First reading of an ordinance amending the Land Development Code Chapter 25 by adding Section 25-288 (S) to allow temporary agricultural uses.
2. First reading of an ordinance amending the Land Development Code Chapter 25 by amending Section 25-290 Temporary Uses to clarify temporary outdoor sales promotions for local auto dealers for their inventory only while restricting non-local dealers.
3. First reading of an ordinance amending the Code of Ordinance by deleting Chapter 6 Subsection 6-41 and Chapter 25 Subsection 25-292 (4) and adding a new revised Subsection (4) The Keeping of Domestic Animals and Fowl to provide for backyard chickens.
4. First reading of an ordinance amending Chapter 25 Land Development Code by revising Section 25-292 Supplemental District Requirements (21) Indoor recreation to address Adult Gaming Centers.
5. First reading of an ordinance amending the Land Development Code Chapter 25 by adding Section 25-164 Nonconforming properties and Section 25-325 Nonconforming Landscaping to require that nonconforming sites that are abandon for a one (1) year period be brought in to compliance for corridor landscaping and monument signage when opening a new use.
6. First reading of an ordinance amending Chapter 25 Land Development Code Section 25-292 Supplemental district requirements by adding (23) Outdoor Sales Display and Storage requirements.
F. Second reading of an ordinance creating Article III of Chapter 4 of the Code of Ordinances, entitled "helicopter regulations," providing regulations for the operation, takeoff and landing of helicopters and rotary wing aircraft.
G. First reading of an ordinance rezoning approximately 42 acres generally located east side of Fern Drive, north of Sunnyside Drive, to add a PDO (Planned Development Overlay) district to a R-2 (Medium Density Residential) District to change the buffer wall to a split rail stone and PVC fence design. (Ashton Woods)
H. Resolution authorizing execution of a lease agreement with Wipaire, Inc. for property at Leesburg International Airport
I. Resolution authorizing restructure of the Customer Service Division
6. INFORMATIONAL REPORTS:
The following reports are provided to the Commission in accordance with the Charter/Ordinances. No action required.
7. CITY ATTORNEY ITEMS:
8. CITY MANAGER ITEMS:
9. PUBLIC COMMENTS:
This section is reserved for members of the public to bring up matters of concern or opportunities for praise. Issues brought up will not be discussed in detail at this meeting. Issues will either be referred to the proper staff or will be scheduled for consideration at a future City Commission Meeting. Comments are limited to three minutes.
10. ROLL CALL:
11. ADJOURN:
PERSONS WITH DISABILITIES NEEDING ASSISTANCE TO PARTICIPATE IN ANY OF THESE PROCEEDINGS SHOULD CONTACT THE HUMAN RESOURCES DEPARTMENT, ADA COORDINATOR, AT 728-9740, 48 HOURS IN ADVANCE OF THE MEETING.
F.S.S. 286.0105 "If a person decides to appeal any decision made by the Commission with respect to any matter considered at this meeting, they will need a record of the proceedings, and that for such purpose they 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." The City of Leesburg does not provide this verbatim record.
Item No: 3B.
Meeting Date: March 10, 2014
From: Al Minner, City Manager
Subject: Organizational Visioning Process – Introduction Mark Durbin, ICMA
Staff Recommendation:
Seek direction from City Commission with regard to conducting a 2014 visioning process.
Analysis:
Conducting a “Visioning Process” may assist the City Commission and City Manager in building a consensus which formulates long, medium, and short range goals and objectives for the City organization. This process can be effectively undertaken with the assistance of the International City/County Management Association/Florida City/County Management Association (ICMA) Ranger Rider Program.
Should the Commission use ICMA resources for this purpose, the City Manager is recommending that Mr. Mark Durbin serve as the City’s “Visioning Process Moderator.” Mr. Durbin was most recently the City Manager for Kissimmee, Florida. After his retirement, Mr. Durbin became an ICMA volunteer and is willing to assist the City of Leesburg with a Visioning Process. Mr. Durbin has conducted several such processes and his biography is attached for your review.
The process would consist of conduction a public workshop(s) and seeking input from citizens, the Management Team and the Commission on long, medium and short range goals for the organization. Following the workshop, a visioning consensus can be built, which can be formalized – through resolution – as an official Leesburg Vision Statement. The purpose of this item being placed on the agenda is to provide opportunity for the Commission to meet Mr. Durbin, prior to commencing such a process where this individual would be the moderator.
Options:
1. Direct City Manager to begin the Process using Mark Durbin as the “Visioning Moderator”
2. Other alternative direction the Commission may deem appropriate
Fiscal Impact:
The cost of using the ICMA Range Rider program is free and/or may only require travel and small expense reimbursements.
03/10/14
Item No: 3C.
Meeting Date: March 10, 2014
From: William Spinelli
Subject: Overview of a Fire Assessment Fee
Staff Recommendation:
As per the City Commission request, here is an Overview of a Fire Assessment Fee Program.
Options:
1.
2. Such action as the Commission may deem appropriate
Fiscal Impact:
None
Submission Date and Time: 3/5/2014 6:56 PM____
Department: ______Prepared by: ______
Attachments: Yes____ No ______
Advertised: ____Not Required ______
Dates: ______
Attorney Review : Yes___ No ____
______
Revised 6/10/04 / Reviewed by: Dept. Head _______
Finance Dept. ______
Deputy C.M. ______
Submitted by:
City Manager ______
/ Account No. ______Project No. ______
WF No. ______
Budget ______
Available ______
03/10/14
Item No: 4.B.1.
Meeting Date: March 10, 2014
From: Mike Thornton, Purchasing Manager for
DC Maudlin, Public Works Director
Subject: Purchase request for a 60kw stand-by generator to replace an existing unit at Lift Station 6C
Staff Recommendation:
Staff recommends approval of the purchase request and awarding of the bid to Zabatt, Inc. for a total cost not to exceed $33,753.00.
Analysis:
Lift Station 6C is located on US Highway 27 northbound lane between Corley Island Road and Magnolia Avenue and currently has a standby generator that needs to be replaced. This lift station processes approximately 250,000 gallons of wastewater per day. A stand-by generator is essential for this lift station in order to avoid a spill should power to the station be lost.
The existing generator has been inspected and is exhibiting signs of mechanical failure. The generator unit and all necessary equipment is also showing advanced stages of corrosion and rust.
The purchase requires the vendor to furnish and install a new natural gas powered 60 kw generator with automatic transfer switch. The vendor is to provide a new meter can and all wiring and controls from the meter can to the generator unit. The City will retain ownership of the old generator.
Procurement Analysis:
On January 13, 2014 ITB 140141 was issued. All bidders which responded to ITB 140091 that awarded December 9, 2013 for the purchase of a similar generator for Lift Station 35 were notified. A pre-bid meeting was held at the project site January 17, 2014.
On January 28, 2014, the Purchasing Division received three sealed bid responses. Only one bid from Zabatt, Inc. has been deemed responsive and is eligible for consideration of award. None of the bids received were from vendors that would qualify for any tier of the City’s Local Vendor Preference Policy.
Staff evaluated the bid from Zabatt, Inc. and determined the bid to be the lowest responsible bidder submitting a responsive bid. The City has purchased similar generators from the vendor in the past.
Options:
1. Approve the purchase request and bid award to Zabatt, Inc. for $33,753.00; or
2. Such alternative action as the Commission may deem appropriate
Fiscal Impact:
This purchase was budgeted in the Public Works/Wastewater Capital Improvement budget for Fiscal Year 2014. An amount of $35,000 was budgeted for this purpose. The bid amount is $1,247.00 under budget.
Submission Date and Time: 3/5/2014 6:56 PM____
Department: _Public Works/Wastewater__Prepared by: Terry Pollard______
Attachments: Yes____ No ___X___
Advertised: ____Not Required ___X___
Dates: ______
Attorney Review : Yes___ No __X__
______
Revised 6/10/04 / Reviewed by: Dept. Head _______
Finance Dept. _BLM,______
Deputy C.M. ______
Submitted by:
City Manager ______
/ Account No. _044-4099-535-6410__Project No. __440003______
WF No. _____WF0885293/001____
Budget _____$35,000.00______
Available ____$35,000.00______
03/10/14
Item No: 4.B.2.
Meeting Date: March 10, 2014
From: Patrick Foster, Interim Director Electric Department
Subject: Purchase request by the Electric Department for engineering services related to upgrades at Airport, North, and Center Substations.
Staff Recommendation:
Staff recommends approval of the purchase request for engineering service to Booth & Associates, Inc. for an amount not to exceed $70,250.00.
Analysis:
The Electric Department (Utility) is in the process of upgrading equipment at Airport, North, and Center Substations. The upgrades generally involve replacing older equipment with new equipment that can be remotely controlled and monitored through the Utility’s Supervisory Control and Data Acquisition (SCADA) system. The equipment replacement is also part of the City’s Distribution Automation improvements being made under the Smart Grid project.
The services to be provided by the engineer are generally calculating all settings for new equipment and designing the protection and control where applicable. Booth will also provide updated drawings reflecting the new equipment installed. The City is responsible for providing all equipment and labor for the equipment removal and installation.
· Airport Substation – Replace a circuit breaker on L400 - $13,950.00.
· Airport Substation – Replace a circuit breaker on L800 - $13,950.00.
· North Substation – Replace a circuit breaker on L3007 - $13,950.00.
· North Substation – Replace a circuit breaker on L3008 - $13,950.00.
· Center Substation – Replace a circuit breaker on L4255 - $18,950.00.
On January 13, 2014 the City Commission approved an expenditure of $73,000.00 to Booth & Associates, Inc. for similar work at the Utility’s East Substation.
Procurement Analysis:
On July 23, 2012 the City Commission approved the execution of a professional services agreement with Booth & Associates, Inc. to provide engineering services on a continuing basis. This work will be performed as tasks under the existing Master Agreement.
Options:
1. Approve the purchase request to Booth & Associates, Inc. for $70,250.00; or
2. Such alternative action as the Commission may deem appropriate
Fiscal Impact:
This work is being 50% funded from the Smart Grid Investment Grant from the Department of Energy. This work is part of the distribution Automation (DA) portion of the overall project. The other 50% is funded by the Electric Department Capital Projects.
Submission Date and Time: 3/5/2014 6:56 PM____
Department: _Electric Department______Prepared by: _Mike Thornton______
Attachments: Yes____ No ______
Advertised: ____Not Required ______
Dates: ______
Attorney Review : Yes___ No ____
______
Revised 6/10/04 / Reviewed by: Dept. Head _______
Finance Dept. _BLM,______
Deputy C.M. ______
Submitted by:
City Manager ______
/ Account No. _041-1099-531.31-30____Project No. __410012______
WF No. _____834001/001______
_____836448/001______
_____836452/001______
_____836451/001______
_____836449/001______
Budget _____$70,250.00______
Available ____$70,250.00______
03/10/14
Item No: 4.C.1.
Meeting Date: March 10, 2014
From: Ken Thomas, Director of Housing & Economic Development