Interoffice Memorandum FROM THE OFFICE OF THE CITY MANAGER

Transcription

1 Interoffice Memorandum FROM THE OFFICE OF THE CITY MANAGER TO: The Honorable Mayor and Members of the City Commission FROM: Robert J. Bradshaw, City Manager RE: DATE: September 12, 2013 The information that follows is intended to keep the Commission abreast of the on going activities, issues, programs and services within the City. City Manager s Office City Manager The City Manager met with Commissioner Perona to discuss the agenda for the September 3, 2013 City Commission meeting. The City Manager met with Commissioner Becht to discuss City issues. The Deputy City Manager attended a meeting with Tetra Tech representatives regarding the marina project. The Deputy City Manager attended a meeting with Commissioner Alexander and Jerome Gayman regarding the Liberian Senate President s visit to Fort Pierce. The City Manager met with the Interim Planning Manager to discuss Planning issues and the transitional process with the new Planning Manager starting on September 16, The Deputy City Manager participated in a teleconference with Urban Redevelopment staff and Matt Guggenheimer regarding Florida Hardest Hit Program. The Deputy City Manager attended a meeting regarding the Small Business Workshop. The City Manager and Deputy City Manager attended weekly meetings with the Mayor to discuss current City issues. The Deputy City Manager attended the FPAT meeting on September 5, The Deputy City Manager and City Engineer met to discuss the Port and several other items. The City Manager held a Conference Agenda meeting on September 9, The City Manager attended the Town Hall meeting on September 9, The Deputy City Manager and Grants Administrator met with representatives from Harvest Food Outreach to discuss CDBG funds. The City Manager met with representatives from the American Dream Factory to discuss economic development opportunities. City of Fort Pierce, 100 North US 1, Fort Pierce, FL

2 September 16, 2013 City Commission Meeting Page 2 City Manager s Office contd. City Manager contd. The Deputy City Manager met with the City Engineer, Building Official and Grants Administrator to discuss the Capital Improvement Program. The Legislative Delegation Team met with Representative Pigman regarding legislative issues. The City Manager attended the September 11 Ceremony. The City Manager met with Bill Clancy to discuss City issues. The Deputy City Manager attended a meeting regarding the energy savings performance contract. The Deputy City Manager attended the Communitywide Council meeting on September 11, The City Manager met with Linda Cox, City Clerk appointee, to discuss the transitional process. The City Manager and Deputy City Manager met with Rebecca Grohall to discuss her taking over the Planning Manager responsibilities and her computer/technology requirements. The Deputy City Manager held a meeting with Urban Redevelopment staff. The City Manager and Deputy City Manager met with Ken Pruitt regarding property valuation within the CRA boundary. The Deputy City Manager held a meeting regarding City owned mortgages. The Deputy City Manager and City Engineer met with the St. Lucie County Public Works Director regarding an infrastructure projects presentation to the Harbor Advisory Committee. The City Manager, Building Official and FEMA Program Analyst met with Viola Bryant regarding 512 Florida Avenue. Communications & Marketing Manager Served as Interim City Clerk at the September 3, 2013 City Commission. Coordinated with city departments on four (4) Public Record requests from the public and staff. Overseeing all daily Clerk activities, minute preparation from Commission meetings, staff research requests, public hearing notices to media, Boards and Committees updates, City Commission agenda preparation, etc. Attended the September 5, 2013 Fort Pierce Authentic Tours monthly meeting. Preparing advertising budget for the year. Attended and served as MC of the September 11, 2013 CeeCee Ross Lyles annual memorial. The event was extremely well attended by the family and community. Met with incoming City Clerk Linda Cox regarding duties and responsibilities of the City Clerk. Attended the Flood Management on September 9, 2013 with the Building Department to prepare updated information to the public. News Release: # /11 12th Anniversary CeeCee Ross Lyles Memorial; #25 13 Small Business Workshop; #26 13 Coffee With the Mayor Golden Hammer Award Announcement.

3 September 16, 2013 City Commission Meeting Page 3 City Clerk s Office Gave assistance and answered questions to the walk in public on various aspects of Business Tax Receipts which included but not limited to: New Applications: 10 Renewals: 260 Transfers: 4 Gave assistance and answered questions to the walk in contractors on various aspects of Contractor s Licensing which included but not limited to: New Applications: 5 Renewals: 193 Gave assistance and answered questions from the public who have contacted office by telephone. Gave assistance and answered questions received by the public via e mail through the City s webpage. Assisted the public by researching and providing copies of various requested public records. Assisted the public, various departments, newspaper and other government entities by providing DVD copies of various commission meetings. On going updating of contractors records for current Liability Insurance, Workers Compensation Insurance, and State License information. Preparation of legal advertisements, letters, resolutions, & ordinances for various departments for upcoming City Commission agenda items. Preparation of several Proclamations. Attended, recorded and transcribed minutes of the Special Meeting between City of Fort Pierce and St Lucie County held on August 29, 2013 concerning the Port of Fort Pierce. Attended, recorded and transcribed minutes of the Fort Pierce City Commission Meeting held on September 3, Revenue Recovery working with Code Enforcement personnel on existing businesses that have not renewed Business Tax Receipt to the 2013 year. Revenue Recovery working with Code Enforcement personnel on new businesses within the city limits that have not applied for a Business Tax Receipt. Licensing/Permit Clerk working with Building Department Permit Specialist to contact business tax applicants to set up appointments for building inspections and other issues associated with a business tax application. Daily balancing process of cash receipts and submittal to Finance Department for bank deposit. On going implementation of computerization of deed, alleyway and right of way records. On going implementation of computerization of annexation records.

4 September 16, 2013 City Commission Meeting Page 4 City Clerk s Office contd. On going implementation of scanning City Commission Agenda Packets onto DVD s. On going implementation of scanning City Commission Meeting minutes, ordinances, resolutions, and the Fort Pierce Redevelopment Meeting minutes into the Optiview system. Assisting MIS Department in correcting and adding unit numbers to existing address data base. Preparation and delivering to St Lucie County Courthouse recording division various paperwork to be recorded. Assisting Finance Department by signing and affixing the City Seal to necessary paperwork associated with release of liens. Assisting Finance Department personnel with invoices received from Scripps Newspaper for advertisements and invoices received from St. Lucie County Clerk of Court for recordings, to determine which departments are to be billed. Assisting Planning Department personnel answering questions pertaining to business tax applications. Assisted Planning Department personnel by researching and providing copies of various ordinances, rezoning, conditional uses and annexations. Assisted Planning Department personnel by researching and providing the cost for legal advertising of various projects they are processing. Assisted City Attorney Office by researching and providing copies pertaining to various city issues. License/Permit Clerks contacting businesses that renewals notices were returned by Post Office for various delivery reasons. Replied to correspondence received from the Florida League of Cities regarding information pertaining to business tax from insurance companies.

5 September 16, 2013 City Commission Meeting Page 5 Administrative Services Department Procurement 1. Opened Bid No ~Installation of Owner Furnished Generators, that is funded by DEM Grant, Agreement No. 14HM 2Y Received one (1) bid submittal 3. Coordinated the rebid of Bid No ~ Standby Generators for City Hall and Police Department, that is funded by DEM Grant, Agreement No. 14HM 2Y with J.T. McDermott, Facilities Manager. 4. Purchasing Manager prepared draft of contract for Wind Tech, Inc. ~ Expansion of Wind Project 5. Coordinated with Linda Whalen, Grant Administrator; Mike Reals PW Manager/Project Manager, submitted to Deputy City Manager for review. 6. Processed purchase orders. 7. Processing and/or completion of awards to vendors/contractors approved by Commission. 8. Meetings: a) Director of Administrative Services attended Insurance Committee Meeting (Group Medical). Human Resources 1. Coordinated Pre employment physicals and background checks. 2. Completed several Public Records requests. 3. Created several Personnel Action forms for employees. 4. Distributed monthly Reports to each department such as Accrual Register, Time Sheets and payroll register to Police Department. 5. Processed Purchase Orders and requisitions. 6. Verified payroll. 7. Processed September 2013 employee annual evaluations. 8. Completed Verification of Employment/Loss of Income forms. Risk Management 1. Reviewed and Advised Purchasing on Insurance Requirements for Bids. 2. Audited, Closed, and Processed WC Claims. 3. Processed Insurance Subrogation. 4. Consulted with the City Carrier Regarding Liability Claims. 5. Processed day to day Risk Management Duties.

6 September 16, 2013 City Commission Meeting Page 6 Finance Department Open Enrollment for Health Insurance Meeting with Insurance Committee Completed Millage Rate and Budget Ordinances Completed Advertisement for Budget to newspaper Day to Day Operations MIS Department Working on the upgrading Wi Fi for entire basin at Marina. Working on the immediate aspects of the Wi Fi system. Estimated completion in approximately 30 days. Upgrading Marina Program. Receiving quotes to upgrade computer and broadcasting equipment in Commission Chambers and will present at next Commission meeting. Exploring cloud based options for different applications. Monthly meeting with GIS Core group and Deputy City Manager. Working with Police department staff on State of Florida monthly VOIP billing issues. Partial computer equipment arrived on Friday. Exploring moving system to the Cloud for enhanced archiving, anti spam and anti malware filtration, and archived reporting. Working with GBS staff on the discovery for the move to the Cloud. Installed all City Hall Network printers to the new Print server located on the new Blade Server (on going). Working on Rights issue with NAS (on going). Installation of the AppAssure Backup and Replication software to be loaded on the City s application server. Completed the computer equipment installations for Finance Department, City Clerk, Human Resources, MIS Training Room, Purchasing, River Walk, Public Works and Code Enforcement; Staff is actively working on Building Inspectors Laptops. Processing VOIP spread sheets for remaining remote sites (Marina and Sunrise Theatre) and gathering all information required including old numbers to be ported. Marina data room is currently being upgraded to handle a new data rack, servers. Transferring data to the new NAS device (on going). OptiWorkFlow application training with the Finance Staff ongoing. Shelter Pro software roll out for Animal Control Officers to be loaded on City s application server. Major problems with due to virus attacks to our system (on going). Servers for Sunrise Theatre and Indian Hills crashed, waiting on arrival of new servers. Testing ipads for use in current environment (NovusAgenda, Lotus Notes , and Click2Gov Building permits) and the GPS system. Working with Marina on camera installation (ongoing). Working on Blade Center servers and continuing dialog with IBM and Midrange Support technical staff to complete setup of the Blade Center and ongoing connection issues. Completed transfer with four Netfinity servers from the old system (on going). Software integrations citywide (on going). Working with AT&T and State of Florida on the fiber optic installation preparation for Public Works/Solid Waste (ongoing). Lotus Notes IQsuite e mail spam, and archiving (ongoing). Updating MIS documentation and procedural policies (on going). Received forty four (44) new work orders and completed fifty four (54) work orders.

7 September 16, 2013 City Commission Meeting Page 7 Planning Department Administrative/Meetings 1. All Staff members conducted Planner of the Day duties on a rotating basis. 2. Walk ins/call ins. 3. Minutes for the August 13, 2013 Planning Board meeting. 4. Prepared Zoning Verification Letters for 2552 Peters Road, Orangewood Apartments at 705 South 19th Street and Atlantis Cove at 2476 Atlantis Drive. 5. Met with Representative Lee to provide an update on various City initiatives. 6. Pre application meeting for a proposed Conditional Use at 330 Tennessee Avenue. Comprehensive Planning 1. Presented Ordinance L 297 amending Section , Public Hearings, of the City Code, to include both the recommendations made by the Planning Board at the 14 May/11 June 2013 meetings and the requirements identified in the Florida Statutes to September 3, 2013 City Commission Meeting. 2. Presented Staff Report and a corrective Ordinance addressing a scrivener s error within Ordinance L 01, at the September 3, 2013 City Commission meeting. 3. Coordinate with the Department of Economic Opportunity regarding Comprehensive Plan amendment 13 1ESR. Development Review 1. Bev Smith Toyota Addition Site Plan 3350 South US Highway 1 City Commission Agenda Item Okeechobee Road Variance Board of Adjustment presentation S Ocean Drive Conditional Use Wood Deck seaward of the Coastal Construction Control Line (CCCL) City Commission Agenda Item 4. Ocean Village (Mainsail Drive) Conditional Use Shade Sails seaward of the Coastal Construction Control Line (CCCL) City Commission Agenda Item N US HWY 1 Bowen Medical Office Building Permit Review GIS/Mapping 1. GIS input for 2 separate Annexation Agreements, includes property description verification, mapping out property metes and bounds, cross reference with public records 2. Follow up regarding GIS input for Edgartown Settlement parcels 3. Annexation phase II GIS review 4. Web edits/updates/revisions. Historic Preservation 1. COA Application Preparation 2. Old City Hall/St. Anastasia New Windows (FEMA Grant) Approved by HPB South Indian River Drive COA for New Construction (Postponed by applicant)

8 September 16, 2013 City Commission Meeting Page 8 Building Division 7131 Okeechobee Rd (West Star Petroleum) We are waiting for revisions to be submitted for this project. We will keep you informed of future developments N Lawnwood Circle (Dr. Dawkins and Roberts Medical Office This permit was issued for this permit. Lawnwood Baseball Stadium The permit to add bleachers to one of the baseball fields is ready to be issued. City Marina (Fuel Tank Replacement) The building permit was issued for this project Code Enforcement Division Hearings Special Magistrate Blandino September 4, regular hearings a) 2 continued by staff b) 3 complied prior to hearing c) 2 found in violation 2. 2 penalty reduction requests a) 1 fine reduction granted with conditions b) 1 find reduction granted Code Enforcement 1. Received 17 complaints 2. Issued 0 written warnings 3. Issued 0 citation 4. Initiated 316 new cases a) 0 general violations b) 316 lot clearing violations 5. Conducted 183 follow up inspections 6. Closed 113 cases Animal Control 1. Responded to 87 dispatched calls 2. Conducted 120 self initiated calls 3. Conducted 32 follow up investigations 4. Issued 4 citations and 9 written warnings 5. Completed 1 bite report Income & Expenses 1. Processed 24 lien / title search requests. 2. All lien & fine case folders are being manually reviewed and updated to address past due accounts (on going).

9 September 16, 2013 City Commission Meeting Page 9 Code Enforcement Division contd. Miscellaneous 1. Met with the FPPD, Marc Meyers, representative from ABT and several business owners from the beach to discuss alcohol related problems and other issues causing problems between the owners. 2. Met with Nick Mimms, Reverend Kitt, Rick Reed, Marc Meyers, Danny Hawkins and Shaun Coss to discuss zoning problems and unpermitted activities occurring at 1005 Sunrise Blvd. 3. Code Officer Janey Singer participated in the neighborhood cleanup held on August 23rd. 4. All Community Response Division staff members have been working very hard on the lot clearing sweep throughout the northwest neighborhoods. a) 671 notices were mailed to owners and all properties were posted. b) In addition to the code officers, Animal Control Officers and two volunteers helped in preparing the mailings and postings. c) Staff have spent several days meeting with property owners and explaining the program and what steps are needed to comply d) We have already seen a large number of properties being brought into compliance. e) Any property not brought into compliance will be placed out to bid next week. f) All work is expected to be completed by September 30th.

10 September 16, 2013 City Commission Meeting Page 10 Engineering Department A1A Phase I 1. Contractor is constructing the remaining driveway aprons and sidewalks along Seaway Drive. 2. The remaining Royal Palm trees will be installed within the next two weeks. 3. Seaway Drive has been opened to two way traffic west of Coquina. 4. FDOT has instructed the contractor to mill and repave areas of the roadway due to insufficient cross slopes and substandard asphalt densities. A meeting is scheduled on to discuss in detail the issues. 5. FDOT has granted staff s request to utilize funding to mill and resurface both Binney and Hernando. This will be done once the A1A project is complete in October. Development Reviews Intake of six (6) Building Permit, Site Plan, or Certificate of Occupancy reviews. Stormwater Division Continuation of the documentation of the water quality in Moore s Creek. Preliminary evaluation of canal bank erosion on 19th Street canal. Preliminary evaluation of swale re grading work needed in Park Trail Acres. Traffic Control City and FDOT contractor have implemented the new FDOT corridor signal timing for the Orange Ave, SR 70, SR 615 and Okeechobee Road corridors. We are continuing the active QA/QC of the corridor timing changes and making refinements to the splits and system offsets. Staff has also completed the deployment of a partial upgrade to the School zone flasher system. Jetty Park Reconstruction 1. Contractor is currently completing the landscaping, irrigation, and lighting improvements to the southern portion of the park. 2. Final project completion is scheduled for October 10, City Marina Reconstruction Phase I Islands LMAC is at 99% for project completion. LMAC has not revised the date for substantial completion since incorporating the recent delays and reorganization after the site accident. Staff is working with LMAC to resolve potential contractual issues. City Marina Reconstruction Phase II Docks RFP City Marina Reconstruction Phase II. Staff is setting up technical interviews with both proposers to clarify information contained in their respective proposals. We are preparing for the start of the Marina fuel tank replacement. Wilson petroleum has submitted plans for City building permits. The Tank manufacture has committed to delivery of the underground tank by 9/30/2013. S. 21st Street / Havana Ave. Sidewalk Project Project currently under design. Funding has been approved by FDOT for FY % plans have been submitted to the City for review and comments were forwarded to the consultant. 31st Street Sidewalks from Okeechobee Road to Tennessee Avenue 100% review plans have been submitted to FDOT for review and comment. This project is being funded by a Safe Routes to School grant through the St. Lucie County TPO. The project entails the installation of approximately 1.1 miles of sidewalks along 31st Street from Okeechobee Road to Tennessee Avenue. Funding has been approved by FDOT for FY th Street Reconstruction from Orange Avenue to Boston Avenue Contract awarded to J.H. McGregan & Sons in the amount of $167,904. FPUA electric to begin electric line relocation. Existing electric lines and poles to replaced utilizing concrete poles located at the rear of the right of way line. Heathcote Stormwater Improvements Consultant completing design plans for alum treatment plant, and relocation of FPUA water main and gas main. Plans to be completed within 45 days. Amendment No. 1 received from FDEP. Final document to be on City Commission meeting of October 7, Seaway Drive Sidewalk Café Construction underway. Final completion slated for October 14, Veterans Memorial Park A Design meeting is being held today with the SLC and Captec Engineering.

11 September 16, 2013 City Commission Meeting Page 11 Public Works Department Energy Efficiency & Conservation ConEdison has completed the Investment Grade Energy Audit and is currently working with the Energy Efficiency & Conservation Team (EECT) to determine feasible energy conservation measures for inclusion in the much anticipated energy savings performance contract. A presentation to the commission is expected in the very near future. Maravilla Dog Park Construction is completed! A ribbon cutting ceremony as well as a presentation to the commission are being planned now. PWD 90 Wellness Challenge The first month of the competition is behind us and we already have a participant with a 20lb weight loss. Interest continues to grow and more folks join in our activities each week. Single Stream Recycling Interest and participation in our program continues to grow! For three weeks in a row we have seen record tonnage collected on our heaviest collection day. Currently we have approximately 4000 carts on the street and look to start phase II of distribution in January Phase II Window Retrofit Project This project will be very fast paced, staff anticipates submittals to be received the week of September 9, 2013 and installation of windows to begin in early November. Police Department Community Forum (Residents) On July 31, Chief Baldwin and several of our local officials attended a community forum organized by Representative Larry Lee to address violence in our community. A follow up meeting has been scheduled for September 9, 5:30 PM, at Lincoln Park Academy. Community Forum (Pastors) On August 28, Chief Baldwin met with pastors serving the Lincoln Park Community. Pastors received an overview of services available from the Children Services Council and Parent Academy. The next meeting is scheduled for September 18, 11:30 AM, at the Riverwalk Center. Accreditation The police department is holding a mock accreditation assessment the week of September 9, in preparation for our tri annual assessment later this year.

12 September 16, 2013 City Commission Meeting Page 12 Urban Redevelopment Department Grants Administrator 1. Completed end of year reports State Housing Initiatives Partnership (SHIP) program for , and Created minutes, newspaper ad, agenda and associated meeting prep materials for Fort Pierce Authentic Tours (FPAT) meeting 3. Provided grant administration for FPAT grant awards 4. Researched and compiled information to consider while creating addendum to contract for City's housing finance program (REACH) 5. Created reports, etc. required to complete online request to US Dept. of Treasury for City's reimbursement of $204, for work done on HD King plant site 6. Worked on amendments to CDBG PY Year Plan and 2014 Action Plan 7. Worked toward closing out Florida Humanities Council grant award and Phase I of Highwaymen Heritage Trail project 8. Created PowerPoint, handouts, etc. and held first of two required community meetings for Florida Recreation Development Assistance Program grant application 9. Assisted Treasure Coast Regional Planning Council with finalization of documents needed for Revolving Loan Fund agreement to proceed with cleanup of HD King site. 10. Worked with US Department of HUD representative and spent many hours using HUD's online IDIS database to correct errors made by previous staff. 11. Met with citizens and staff continuously on departmental programs and offerings, existing and upcoming projects, deadlines, etc. Program Analyst 1. Marina Project a) Creating time line for Phase I to complete request for time extension b) Answering questions from FEMA for time extension c) Attending weekly contractor meetings d) Preparing requests for drawdowns e) Monitoring funding f) Preparing quarterly report g) Met with Ed Seissiger, project manager to discuss quarterly reports and time extension 2. Windows City Hall and Expansion a) Meet with staff to discuss how project management hours will be administered b) Worked on contract for Wind Tech with Purchasing c) Final draw down completed and received for City Hall phase d) Prepared agenda item for Jay Ammon, Architect, consultant for building envelope e) Preparing files for expansion project 3. CDBG a) Prepared requests for nonprofit payments for grants b) Answered phone calls regarding rehabilitation for homes c) Processed payment requests for utilities etc. 4. NSP a) Working on sale of 827 Atlantic Avenue

13 September 16, 2013 City Commission Meeting Page 13 Marina Oversee daily operations for City Marina and Fisherman's Wharf Marina. Working with seasonal dockage and events (see weekly "Marina Happenings" newsletter for updates). Consulting on Marina rebuild project. Marina dock construction bids have been received and are being reviewed. Marina Island Construction estimated completion unknown. Wilson Petroleum has received contract for fuel tank replacement on June 21, Approved by Commission. Estimated start date September 23, In process of updating men's rest room/shower facility in the marina harbormaster building. Working with marina staff and MIS department relating to the new marina operating program. Continuing dredging in the marina channel. Should be completed by end of September. Installed new Wi Fi system for marina tenants and public use. Second antenna will be installed by September 15th, Approval of contract for Moore's Creek dredging. Commission approved August 5th, Approximate start time in September. Golf Course Completed wall to wall spraying of the golf course for weeds. Lightly top dressed the greens to aid in the healing after aerification. Continue working on new league agreements for upcoming year... River Walk Center Park Permits Programming Garden Center Special Events Maravilla River Walk Center Total $5,465.79

14 September 16, 2013 City Commission Meeting Page 14 Sunrise Theatre Over the past two weeks, the following performances and activities were presented in the Sunrise & Black Box Theatre: Fort Pierce Jazz and Blues Society and the Sunrise Theatre copresented Tuesday Night Jazz Jam evenings on August 13 & 27; Comedy Corner Improv on Saturday, August 24. The fourth sold out week of Missoula Children s Summer Theatre Camp was held August 12 16, culminating in a Friday night performance of Pinocchio. In addition to the rental shows that have already gone on sale, more meetings have been held with outside renters and additional rental shows have been booked for the 2013/14 Season. Booking and event commitments for the 2013/14 Season continue and will up to the publication of the Sunrise, the City/Sunrise s program/playbill which will come out in September. Marketing and coordination of all performances booked to date for the publication and the Sunrise Theatre website continues. Show sponsorship commitments have been secured for several shows with more meetings scheduled to try and secure additional financial support. Response to membership renewal and new memberships are increasing in a most positive way. Presently, we are up considerably from last year at this time with just over $110,000 received to date. While each year has seen an increase in memberships over each of the last 6 years, we have far exceeded last year s numbers. Budget projections and adjustments for this and next year s fiscal year continue to be reviewed and implemented.