AGENDA
CITY COMMISSION MEETING
COMMISSION CHAMBERS, CITY HALL
MONDAY, JULY 27, 2009 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. Recognition of years of service: Jeff Bennett for twenty-five years with the Fire Department and Scott Sparkman for ten years in the Police Department
B. Presentation regarding purchase of the Big Bass Motel on Hwy 27 by Pastor Art Ayris, First Baptist Church of Leesburg
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:
1. Meeting held July 13, 2009
B. PURCHASING ITEMS: None
C. RESOLUTIONS:
1. A resolution of the City Commission of the City of Leesburg, Florida authorizing the Mayor and City Clerk to execute an Interlocal Agreement with the Polk County Board of County Commissioners allowing the City to be a participating agency in a corporate purchasing card program with Bank of America; and providing an effective date.
2. A resolution of the City Commission of the City of Leesburg, Florida authorizing the Mayor and City Clerk to execute an Interlocal Agreement between Lake County, Florida and the City of Leesburg for Community Benefit Organizations for the Neighborhood Stabilization Program.
3. A resolution of the City Commission of the City of Leesburg, Florida, adopting an asset management policy for the City of Leesburg, Florida.
D. OTHER ITEMS: None
5. PUBLIC HEARINGS AND NON-ROUTINE ITEMS:
A. Resolution adopting revisions to the City purchasing policy as it relates to Local Business Enterprise definition and preferences
B. Resolution authorizing the City Manager to execute and submit the Certificate of Taxable Value for Fiscal Year 2009-10 to the Lake County Property Appraiser.
C. Resolution authorizing an Agreement with Larson Consulting Services to provide financial advisory and consulting support services.
D. Second reading of an Ordinance amending Subsection (a) of Section 25-453 of the Code of Ordinances pertaining to the extension of financial surety by a developer for construction improvements
E. Second reading of an Ordinance accepting a Utility Easement from Randall S. Nugent and Marcia McDade-Nugent, North of Griffin Road and East of US Hwy 441/27
F. Second reading of an Ordinance accepting a Utility Easement from Shore Acres Estates, Inc.
G. Second Reading of an Ordinance authorizing additions to the Investment Policy of the City of Leesburg Retirement Plan for General Employees
H. Second reading of an ordinance amending the fiscal year 2008-09 budget for the General, Hwy 441/27 CRA, Capital Projects, Water, Wastewater, Communications, Discretionary Sales Tax, and Magnolia Townhomes Funds for the Third Quarter.
I. Second reading of an ordinance rezoning approximately four acres generally located east of N. 13th Street and north of W. Line Street from City C-3 to City SPUD for William L. Polk, Trustee, LORAINE L. GIBSON FAMILY TRUST (Leesburg RV Storage Plus).
J. First reading of an Ordinance accepting a Utility Easement from Sam Poulos north of Griffin Road and east of US Hwy 441/27
K. First reading of an Ordinance accepting a Utility Easement from Jasko Enterprises, Inc. whose address is 1312 North 14th Street
L. Resolution authorizing staff to proceed with the Smart Grid Investment Grant (SGIG) application; approves the projects selected for inclusion in the American Recovery and Reinvestment Act (ARRA) Smart Grid Investment Grant application;
6. INFORMATIONAL REPORTS:
The following reports are provided to the Commission in accordance with the Charter/Ordinances. No action required.
A. Monthly Financial Report for June 2009 and FMEA Residential Bill Comparison for May, 2009
B. Write Offs Expected as of June 30, 2009
C. Customer Service Division of Finance Department - Customers by the Hour for April 2009; May 2009; and June 2009
7. CITY ATTORNEY ITEMS:
8. CITY MANAGER ITEMS:
9. ROLL CALL:
10. 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.
4.C.1.
AGENDA MEMORANDUM
Meeting Date: July 27, 2009
From: Mike Thornton, Purchasing Manager
Subject: Resolution authorizing execution of an inter-local agreement with Polk County for participation in a corporate purchasing card program
Staff Recommendation:
Staff recommends execution of the inter-local agreement with the Polk County Board of County Commissioners for participation in a corporate purchasing card program.
Analysis:
The City currently uses corporate purchasing cards (P-card) to make small dollar purchases for services and materials necessary for operation of the various departments. The City currently has 266 cards issued to City employees. Currently the single transaction, not item, limit is $1,000.00 for nearly all cardholders. The system has served the City well.
There are many benefits in a corporate or organization purchasing card program. Departments have the flexibility and convenience to purchase the goods and services they need to operate. The City receives a rebate on purchases made. The purchasing division can focus its attention on higher dollar purchases where greater savings can be realized. The cost of processing a purchase and payment is much less for the City. Generally, merchants prefer government agencies to use a purchasing card instead of payment by check. The merchant or vendor receives their payment much quicker than the conventional method of issuing a purchase order and check for payment.
On November 24, 2003 the City Commission approved resolution 6975 authorizing an Agreement with SunTrust expanding bank services to provide a purchasing card program. The current agreement between the City and SunTrust provides a rebate or revenue sharing of 50 basis points (.5%) on purchases with the purchasing card. Purchases classified by Visa as large ticket items are not included in this rebate program. Additionally, in order for the City to receive any rebate we must spend at least $1.5 million dollars annually.
The Bank of America program through Polk County will provide the City several possible rebate amounts based on the total dollars spent by all the participants and the grace period selected by the City. I estimate the rebate percentage to the City in this program to be 1.25%. The table included here shows the different examples of rebates available.
Purchase Card Annual Volume Tiers (Excludes Large Ticket) / Grace or Payment Days / Grace or Payment Days / Grace or Payment Days3 days / 7 days / 14 days
$1,000,000 - $1,999,999 / .91% / .85% / .75%
$2,000,000 - $2,999,999 / 1.10% / 1.05% / .95%
$3,000,000 - $4,999,999 / 1.16% / 1.10% / 1.00%
$5,000,000 - $9,999,999 / 1.18% / 1.12% / 1.02%
$10,000,000 - $14,999,999 / 1.19% / 1.13% / 1.03%
$15,000,000 - $19,999,999 / 1.20% / 1.14% / 1.04%
$20,000,000 - $24,999,999 / 1.21% / 1.15% / 1.05%
$25,000,000 - $49,999,999* / 1.25% / 1.20% / 1.10%
$50,000,000 - $74,999,999 / 1.28% / 1.23% / 1.13%
$100,000,000 or over / 1.30% / 1.25% / 1.15%
Qualified Large Ticket Transactions
$0 and over / .50% / .45% / .35%
* The participating agencies total spend placed the rebate percent at this tier.
Last year the participating agencies spent just over a total of $27,000,000.00 Participating agencies are Polk County Board of County Commissioners, Lake County Board of County Commissioners, School Board of Broward County, City of Lakeland(still implementing), and Lakeland Area Mass Transit. The total dollars spent of all participating agencies is used to determine the ‘Volume Tier’. The grace or payment days selected by each individual agency will determine the rebate percent at that tier. Each agency then receives a rebate amount based only on their dollar amount spent using the applicable rebate percent.
For example, if the City of Leesburg spent a total of $1,500,000 using the purchasing card and used a 3-day payment period (payment to the bank), the rebate percent would be 1.25% or $18,750.00. Participating in this program allows smaller agencies, like Leesburg, to receive the higher rebate available to larger agencies. If the City remains in our current agreement with SunTrust, we would receive a rebate of $7,500 in this example. We can more than double the rebate amount received simply by participating in this cooperative program.
During the last two fiscal years, the City has not met the minimum spending requirements to receive a rebate in existing program. Participation in this program will guarantee the City no less than a 1% rebate regardless of our total dollars spent. The attached inter-local agreement provides for this guarantee in paragraph D.
With some minor changes to the purchasing procedure and possible use of payment management programs through Bank of America, the City can increase total dollars spent using the purchasing card program. This will result in a higher rebate amount. With the proper policies, procedures, and employee education, the City can minimize misuse and receive increased cash back for our expenditures.
Other than executing the inter-local agreement, the only requirement for the City to participate in this program is membership in the Mid-Florida Chapter of NIGP. This is a local chapter of the National Institute of Governmental Purchasing professional organization. The annual membership fee is $40.00.
There are no recurring bank costs for the City to particpate in this program. Standard bank fees for late fees and finance charges are part of the agreement, but have never been assessed since the City implemented the purchasing card program in 2003.
Options:
1. Approve execution of the inter-local agreement with the Polk County Board of Commissioners;
or
2. Such alternative action as the Commission may deem appropriate
Fiscal Impact:
There will be a positive fiscal impact with the City actually receiving a rebate and at a higher rate than currently provided by our card issuer.
Submission Date and Time: 7/22/2009 5:26 PM____
Department: _Finance______Prepared by: _Mike Thornton______
Attachments: Yes__X__ No ______
Advertised: ____Not Required __X___
Dates: ______
Attorney Review : Yes___ No ____
______
Revised 6/10/04 / Reviewed by: Dept. Head _______
Finance Dept. ______JB______
Deputy C.M. ______
Submitted by:
City Manager ______
/ Account No. ____NA______Project No. _____NA______
WF No. ______NA______
Budget ______NA______
Available ______NA______
RESOLUTION NO.______
A RESOLUTION OF THE CITY COMMISSION OF THE CITY OF LEESBURG, FLORIDA, AUTHORIZING THE MAYOR AND CITY CLERK TO EXECUTE AN INTER-LOCAL AGREEMENT WITH THE POLK COUNTY BOARD OF COUNTY COMMISSIONERS ALLOWING THE CITY TO BE A PARTICIPATING AGENCY IN A CORPORATE PURCHASING CARD PROGRAM WITH BANK OF AMERICA; AND PROVIDING AN EFFECTIVE DATE.
BE IT RESOLVED BY THE CITY COMMISSION OF THE CITY OF LEESBURG, FLORIDA:
THAT the Mayor and City Clerk are hereby authorized to execute an inter-local agreement with the POLK COUNTY BOARD OF COUNTY COMMISIONERS whose address is 2470 Clower Lane, Bartow, Florida 33830, for participation in a corporate purchasing card program pursuant to their agreement with Bank of America.
THAT this resolution shall become effective immediately.
PASSED AND ADOPTED by the City Commission of the City of Leesburg, Florida, at a regular meeting held the __27th___ day of __July___ 2009
______
Mayor
ATTEST:
______
City Clerk
07/27/09
4.C.2.
AGENDA MEMORANDUM
Meeting Date: July 27, 2009
From: Kenneth L. Thomas, Director of Housing & Economic Development
Subject: Resolution authorizing an Interlocal Agreement with Lake County Government for the Community Benefit Organizations for the Neighborhood Stabilization Program (NSP 1)
Staff Recommendation:
Staff recommends approval of the Interlocal Agreement with Lake County, Government concerning the Neighborhood Stabilization Program I.
Analysis:
The Neighborhood Stabilization Program (NSP1) was established for the purpose of stabilizing communities that have suffered from foreclosures and abandonment. The program allows local governments to purchase and rehabilitate foreclosed and abandoned homes for resale. In addition, foreclosed rental properties can be purchased and renovated for rental use. The individuals targeted will be low, moderate and middle income (LMMI) households.
Once the Interlocal Agreement is signed monies can be used to purchase property for affordable housing. If the City acquires property through this program, the City will retain ownership and will have the ability to sell or lease property to low, moderate and middle income households. If the City decides to sell the property, the monies received from the sale will be placed in a housing account to use for future acquisition. If improvements are needed to help with the sale or leasing of the properties, the program does allow up to $15,000 for renovation.
This agreement would allow Lake County to perform NSP activities and expend funds within the City boundaries for the benefit of Leesburg citizens.
Options:
1. Approve Interlocal Agreement with Lake County to meet the requirements of the federally funded Neighborhood Stabilization Program; or
2. Such alternative action as the Commission may deem appropriate
Fiscal Impact:
All expenditures to perform program activities will be paid from program funds as developer’s fees. Developer fees are as follows, but not limited to property evaluations, maintenance of foreclosed properties, pro-formas and property management.
Submission Date and Time: 7/22/2009 5:26 PM____
Department: Housing & Economic Dev.Prepared by: Tracie Hodge
Attachments: Yes__X__ No ______
Advertised: ____Not Required ___X___
Dates: ______
Attorney Review : Yes_X__ No ____
______
Revised 6/10/04 / Reviewed by: Dept. Head _______
Finance Dept. ______JB_____
Deputy C.M. ______
Submitted by:
City Manager ______
/ Account No. ______Project No. ______
WF No. ______
Budget ______
Available ______
RESOLUTION NO.______