INTEROFFICE MEMORANDUM FROM THE OFFICE OF THE CITY MANAGER To: FROM: RE: DATE: The Honorable Mayor and Members~Ci~~ Commission Robert J. Bradshaw, City Manager ~~7 / July 11, 2013 The information that follows is intended to keep the Commission abreast of the on-going activities, issues, programs and services within the City. The City Manager met with Commissioner Perona to discuss the agenda for the July 1, 2013 City Commission meeting. The City Manager and Deputy City Manager met with the Grant Administrator and Historical Preservation Officer regarding a Florida Heritage Grant Application for the creation of an overlay for Rivers Edge Historic District. The City Manager and Deputy City Manager met with the Finance Director and Chief Accountant to discuss the proposed budgets for FY2014 and FY2015. The Deputy City Manager met with the Historical Preservation Officer regarding various issues. The City Manager met with the City Attorney and Administrative Services Director regarding a personnel matter. The Deputy City Manager and Marketing Specialist met with representatives of the HANDS Clinic of St. Lucie County and toured the facility. The City Manager participated in a conference call regarding the FCCMA Legislative Committee. The Deputy City Manager attended a meeting regarding the community garden. The City Manager met with the Interim Planning Manager regarding annexation and other planning issues. The City Manager and Deputy City Manager met with the Mayor for weekly updates of current City issues. The Deputy City Manager and Marketing Specialist attended a meeting with staff and representatives from the TCRPC regarding train station scope comments. The Deputy City Manager attended a meeting with staff from MIS and the Police Department regarding network infrastructure and website improvements. The Deputy City Manager met with Steve Weaver to discuss various issues. City of Fort Pierce, 100 North US 1, Fort Pierce, FL 34950-772.467.3000
Page 2 The City Manager and Deputy City Manager met with Mr. Quraishi, owner of McDonalds on North US.1. The City Manager held a Conference Agenda meeting on July 8, 2013. The City Manager attended a meeting with representatives from the FPUA regarding UA issues. The Deputy City Manager met with the Urban Redevelopment Director to discuss N. 2nd Street property acquisition and housing issues. The City Manager met with the City Attorney regarding the noise ordinance. The Deputy City Manager attended the Fort Pierce Area Council meeting. The City Manager attended the Tiffany Kelly mediation. The City Manager, Deputy City Manager, Finance Director and Chief Accountant met with each member of the City Commission to discuss the proposed FY 2014 and FY 2015 budgets. The Deputy City Manager and Marketing Specialist attended a meeting with Vincent Lopresti of the U.S. Small Business Administration regarding small business workshops. The City Manager and Communications Manager met with the City Attorney to discuss public records requests. The City Manager and Deputy City Manager met with the Public Works Manager regarding personnel matters. The City Manager and Deputy City Manager met with Rev. Quarterman to discuss his home at Zora Neale. The City Manager and Finance Director held Budget Workshop #1 on July 12, 2013. Communications & Marketing Manager Attended the July 1, 2013 City Commission meeting. Prepared Action Minutes from the meeting to the City Commission. Coordinated with city departments on a variety of Public Record requests from the public. Assisted City Clerk with several quarterly reporting record functions, recordkeeping activities, staff research requests, preparation of July 15, 2013 Commission agenda, etc. Facilitated arrangements for Bike 4 Friendship Riders/presentation at July 1, 2013 City Commission meeting. Developing graphics for WM Solar Trash Compactors. Updating and reprinting the Zora Neale Hurston Dust Tracks Heritage Trail brochure. Attended July 8, 2013 City Manager Conference Agenda. News Releases: National Bike 4 Friendship Cross-Country Tour #18-13; City Business Tax Receipts Renewal Begins July 1 #19-13; Fort Pierce Begins Single-Stream Cart Recycling With Grand Opening of Waste Management's New Facility #20-13
Page 3 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: 12 Renewal: o Transfer: 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: 13 Renewals: 11 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. Assisted the public by processing payment for animal registration. Assisted Code Enforcement Manager by processing and providing a receipt for check received from United for Animals for animal registration. On-going updating of contractors' records for current Liability Insurance, Workers' Compensation Insurance, and State License information. Checked for correctness and accuracy all necessary paperwork submitted by contractors to go before the Board of Examiners of Contractors at the July 9, 2013 meeting. 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 City Commission Meeting held on July 1, 2013. 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.
Page 4 On-going implementation of computerization of deed, alleyway and right-of-way records. On-going implementation of computerization of annexation records. 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. Deputy City Clerk working with MIS Director in preparation for Business Tax and Contractor's Competency Card renewals.
Page 5 Procurement- 1. Pilot Program being conducted with Public Purchase for posting of formal/informal solicitations. The service is no cost to vendors and it is being used, in addition to Onvia Demandstar. 2. Prepared and processed Addendum 5 for the City Marina Reconstruction Project Phase 11-Docks. 3 Processed purchase orders. 4 Processing and/or completion of awards to vendors/contractors approved by Commission. 5 Meetings: a) Director of Administrative Services attended Teamsters Negotiations. b) Weekly Department" Boot Camp" meetings which includes revisions being made to the Rules and Regulations Manual. Human Resources - 1. Coordinated Pre-employment physicals and background checks. 2. Received applications for the City Clerk and Planning Manager positions. 3 Completed several Public Records requests. 4 Created several Personnel Action forms for employees. 5 Distributed monthly Reports to each department such as Accrual Register, Time Sheets and payroll register to Police Department. 6. Processed Purchase Orders and requisitions. 7. Verified payroll. 8. Processed June and July, 2013 employee monthly evaluations. 9 Completed Verification of Employment/Loss of Income forms Risk Management- 1. Facilitating Kids at Hope Training. 2. Participated in Court Proceedings to recoup Damages to City property. 3 Reviewed and Advised Purchasing on Insurance Requirements for Bids. 4. Audited, Closed, and Processed WC Claims. 5 Processed Insurance Subrogation. 6. Consulted with the City Carrier Regarding Liability Claims. 7 Processed day to day Risk Management Duties. Meetings with City Manager and Deputy City Manager. Meetings with each member of the City Commission. Preparation of documents for Budget Workshop #1. Day to Day Operations
Page 6 epayable testing complete and now "live" for vendors. Completing Public Records requests. Aggressively eradicating Malware issues on several departments PCs that were severely infected (on-going). Monthly meeting with GIS Core group and Deputy City Manager. Working with Comcast on several issues. Working with Police department staff on State of Florida monthly VOl P billing issues. Reviewing quotes for computer equipment for Commission approval. Exploring moving email system to the Cloud for enhanced archiving, anti-spam and anti-malware filtration, and archived reporting. Installed all City Hall Network printers to the new Print server located on the new Blade Server (on-going). Disconnecting the trunk lines (additional savings). 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 and Purchasing and actively working on Public Works and Building. Working on issues with telephone operator systems. 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). OptiWorkFiow application training with the Finance Staff ongoing, working with SunGard on file transfer to bank. Upgrading to BES 10 on BES server. Shelter Pro software roll out for Animal Control Officers to be loaded on City's application server. Major problems with email due to virus attacks to our system (on-going). Installation of computer equipment for Marina department and restoring server for Sunrise Theatre. Testing ipads for use in current environment (NovusAgenda, Lotus Notes email, and Click2Gov Building permits) and the GPS system. Working with Marina on camera installation and Wi-Fi access (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 three 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 sixty four (64) new work orders and completed one hundred twelve (112) work orders.
Page 7 Administrative/Meetings- 1. All Staff members conducted 'Planner of the Day' duties on a rotating basis. 2. Walk-ins/Call-ins. 3. Minutes for Technical Review Committee June 20th, 2013; Board of Adjustment June 27th, 2013; and Planning Board Meeting June 11th, 2013 4 Prepared Planning Board packets for members; Board of Adjustments packets members and Technical Review Committee distributions. 5 Attended the June 27, 2013 Board of Adjustment meeting and the July 1, 2013 City Commission meeting. 6. Attended a conference call with the City Engineer, Assistant City Attorney and the Port St. Lucie Assistant City Attorney regarding the FDOT US 1 bus shelter project. 7 Attended a meeting with TCRPC Staff regarding the Fort Pierce Train Station feasibility and design study. 8. Attended the Fort Pierce Update presentation to the St. Lucie Chamber of Commerce. Comprehensive Planning- 1. Prepared transmittal packet for external agency review for the Capital Improvements Element update to include fiscal year 2015/16 (Comprehensive Plan Amendment) 2. Coordinating with the office of the City Attorney regarding an ordinance amending Section 22-143, 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; tentatively scheduled for the 5 August 2013 City Commission meeting 3 Coordinating with the office of the City Attorney regarding a corrective ordinance addressing a scrivener's error within Ordinance L-01 4. Coordination of large annexation group for TRC review Development Review- 1. Planning Board Staff Review & Report- Greater Friendship Missionary Baptist- Site Plan w/ Conditional Use 2. Planning Board Staff Review & Report- St. James' Christian Academy Expansion- 4300 Okeechobee Rd -Conditional Use 3 Treasure Coast Bible Assembly- Conditional Use Intake 4 Life point Daycare Center- Conditional Use Intake 5 Prepared staff report and presentation concerning a conditional use application for a recycling center, located at 1008 Bell Avenue; scheduled for the 09 July 2013 Planning Board meeting GIS/ Mapping- 1. Analyzing the City Clerk Excel Annexation Agreement spreadsheet 2. GIS analysis regarding Annexation Agreements city wide 3 Coordination with GIS intern 4 Daily & weekly web updates Historic Preservation- 1. COA Application Preparation 2. FEMA Wind Mitigation Grant Assistance- COA Proposed Window Replacement- St. Anastasia & Old City Hall 3 Florida Trust for Historic Preservation Grant Application- Nonmatching Grant Submittal
Page 8 7131 Okeechobee Rd (West Star Petroleum)- This project is ongoing and we will keep you informed of all future developments. 1404 Avenue E -The owner of the above stated property is concerned that the Church, being constructed on the adjacent lot, is too close to the property line. After conducting a thorough investigation we find no apparent violations of the building code. The Planning Department is also investigating this dispute and will be providing their findings shortly. 1112 Ave G Nelums- At the July 1, 2013, Commission Meeting Mrs. Gloria Nelums expressed concern about a tree that she feels is endangering her home if it falls. Building Department staff is investigating this complaint and will keep you informed of their findings. Popeye's Restaurants - Both locations in Ft. Pierce have been issued permits for major remodeling work. We anticipate that both projects will proceed without incident. We will keep you informed of their progress. Hearings - 1. County Court- Judge Barnes-July 3, 2013 a) COFP v. Peterson: Operating business without BTR (2 counts)- postponed until next hearing b) COFP v. Miller, Walter James: Running at large- guilty c) COFP v. Barker, Byron Edward - Failure to restrain animal -guilty - Running at large -guilty d) COFP v. Caceres, David: Operating business without BTR (2 counts)- guilty e) COFP v. Francois, Lousimar: Operating business without BTR- guilty Code Enforcement - 1. Received 47 complaints 2. Issued 4 written warnings 3 Issued o citation 4 Initiated 106 new cases a) 14 general violations b) 92 lot clearing violations 5 Conducted 151 follow-up inspections 6. Closed so cases Animal Control - 1. Responded to 129 dispatched calls 2. Conducted 125 self-initiated calls 3 Conducted 55 follow-up investigations 4 Issued 23 citations and 7 written warnings 5 Completed 5 bite reports
Page 9 Income & Expenses - 1. Processed 39 lien I title search requests. 2. Property Code Violations income continues to exceed expectations, just shy of doubling the budgeted income. Animal Code Violation collections have also greatly increased, exceeding the budgeted income by over $170o.oo. 3 All lien & fine case folders are being manually reviewed and updated to address past due accounts (on-going). Miscellaneous - 1. Continued work on the proposed ordinance for mobile vendors. 2. Obtained bids for lot clearing work and awarded to vendor. 1. Seaway Drive is open to westbound traffic. 2. Contractor has completed the paving of the roadway connection at Seaway and South Ocean. Prior to opening this section the stamped concrete splitter islands will need to be constructed. 3 Roadway construction continues on the north side of Seaway Drive. 4 Yard drainage installation has been completed. Development Reviews - Intake of Seven (7) Building Permit, Site Plan, or certificate of Occupancy reviews. 1oth Street Reconstruction - Awaiting receipt of Final Release of Liens prior to release of the contractor's retainage. Stormwater Division- Revisions to tax roll for TRIM notices prepared and submitted to County for Stormwater Utility Fees. Traffic Control- New FDOT supplied US 1 Corridor timing has been deployed as of June 19, 2013; FDOT consultant is performing QC of new timings under active conditions to refine intersection timing splits on the US 1 Corridor during the next week. The City's Signal contractor will be working with the FDOT consultant to input data on the remaining corridors over the next several weeks. Reimbursement request for JPA - Traffic Signal System Enhancement Equipment was made to FDOT in the amount of $196,596. Jetty Park Reconstruction - 1. Contractor is currently completing the improvements to the southern portion of the park. 2. Substantial completion is scheduled for July 2013 and final project completion is scheduled for September 2013. City Marina Reconstruction - Phase I - Islands - Lucas Marine Construction completed internal sand filling operations and is working on the final grading for Tern Island. LMAC is at 97% for project completion. LMAC has revised the date for substantial completion to July 2013 due to additional repair efforts. Staff is working with LMAC to resolve potential contractual issues. Staff continues working with local stake holders with concerns related to the Marina reconstruction project. City Marina Reconstruction-- Phase II- Docks- RFP 2013-021 City Marina Reconstruction- Phase II Docks deadline has been extended from June 27, 2013 to July 9, 2013. Staff has issued 5 addendums for proposal clarifications. S. 21st Street I Havana Ave. Sidewalk Project - Project currently under design. Funding has been approved by FDOT for FY 2015. 30% plans have been submitted to the City for review and comments were forwarded to the consultant.
Page1o Garden Avenue Sidewalk and Pedestrian Bridge - FDOT and City comments pertaining to the 6o% design plans have been provided to the consultant for addressing. This project is being funded by a Transportation Enhancement grant through the St. Lucie County TPO. Funding has been approved by FDOT for FY 2014. 31st Street Sidewalks from Okeechobee Road to Tennessee Avenue - 8o% 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 2014. 5th Street Reconstruction from Orange Avenue to Boston Avenue - Contract awarded to J.H. McGregan & Sons, in the amount of $167,904. City Attorney's office to complete review by July 12, 2013. Upon execution of agreement, a pre-construction meeting will be held prior to construction. Heathcote Stormwater Improvements- Contract with Kimley Horn approved at City Commission meeting. Meeting held with consultant to determine the limits of stormwater improvements that can be completed with awarded grants. Meeting with consultant scheduled for July 10, 2013 to finalized plans. FDEP grants total $1,41o,ooo. Hurricane Season Preparations- Hurricane season is once again upon us and PWD staff has begun our annual preparedness routine. Fleet Maintenance has serviced all City generators and tested for operation. Parks & Grounds personnel continue to prune trees throughout the City, Streets & Drainage folks are ensuring that the storm water system remains clean and operational and the Solid Waste Division diligently removes the homeowner generated horticulture that is placed curbside. As with every year we prepare for the worst and hope for the best. Energy Efficiency & Conservation- Con Edison 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 has already begun on the dog park. The Eagle Scouts assisted with the pavilion construction as well as the concrete that was poured. This project is progressing quickly and is about so% completed. Currently we are awaiting the delivery of a few amenities and fence installation. Anticipated completion is within the next 30-45 days.
Page 11 Staffing Report- All sworn and non-sworn positions are currently filled. July 4 Festivities- The police department is providing security for the July 4 celebration and fireworks show downtown, as well as Friday Fest on July 5 PAL Summer Camp- The second session of Pal's Junior Police Academy starts July 8. Chili Cook-Off- The police department is participating in the Exchange Club's Annual Chili Cook Off, which will be held at the Fenn Center on July 13, 2013. The police department is defending the Grand Prize title for raising the most money to support the Boys and Girls Club last year. T-Shirts are on sale, we will hold a Jail and Bail at the event, and donations are also welcome.. Administrative- 1. Presentation to FIND Board on Melody Lane Fishing Pier in Cocoa Beach, 6/22. Memo to consultant Tetra Tech re: changes to project dictated by DEP permit process. 2. Series of memos to Harold Dillon re: economic development (Renegade Aircraft) 3 COA applications to Historic Preservation. Board for St. Anastasia and Old City Hall 4 Series of edits on Amphibious Base Trail at Jetty Park to designer, sign producer. Review, approve final full-sized proofs. 5 Meeting with County cultural group to discuss maintenance for public art assets. 6. Conf. call from St. Lucie Village attorney (Neill) re: train issues, potential for "quiet zones" CDBG/SHIP/Housing- 1. Attend FDIC meeting in Orlando to discuss Community Reinvestment Act requirements for local banks re: packaging City housing mortgages for sale to CRA-active local banks. (6/25) 2. Conference with Legal to discuss outstanding mortgage issues, Pioneer Park, Oaks, etc. Draft memos for City Manager conference discussion. 3 Meet with 2-10 Warranty representative to discuss outsourcing warranty issues for housing. 4 Discussions with Housing Authority for CDBG funding for Sunrise Heights development, prepare agenda items for CWC and Commission consideration. 5 Prepare agenda items for Communitywide Council meeting. 6. Process 2 new Hardest Hit cases. 7. Begin SHIP annual year close out reporting 8. Continue NSP closeout negotiations for sale of Atlantic house 9 Draft note and mortgage agreements for Orange Avenue NSP apartments. FPAT- 1. Series of meetings with Chop Legere: his meetings with Commissioners re: water taxi proposal. Develop information. Prepare concept overview for Commissioners. 2. Staff attended Fl. Society for Ethical Ecotourism conference in Cocoa Beach. Evaluate accreditation for FPAT members. Review and have FPAT members sign 2013 grant agreements, issue checks.
Page12 FEMA- 1. Draft agenda item for approval of Modification 6 to City Hall wind mitigation grant for $48k of additional funding for City Hall entrance doors. Approved at July 1 Commission meeting 2. Draft agenda item for acceptance of FDEM wind mitigation grant for additional City-owned buildings. 100% funding of $4-4mm series of projects. Approved on 7/1. 3 Conference with Legal to discuss implementation of new wind mitigation agreements. FPRA- 1. Meet with Legal re: RLF loan for King brownfield, series of memos with Regional Planning Council staff and attorney, update RLF document, prepare it for approval at quarterly meeting, ongoing discussions with FPUA staff. 2. EPA grants expired on 6/30. Prepare final reports for EPA, secure final invoices from consultants, PO reconciliations, etc. 3 Research property sale RFP to dispose of FPRA properties. Grants- 1. Complete and submit Florida Heritage grant application for Planning Department. 2. Collaborate with IRSC (Hines) to develop Highwaymen Heritage Trail website. Oversee daily operations for City Marina and Fisherman's Wharf Marina. Working with seasonal dockage and events (see weekly email "Marina Happenings" newsletter for updates). Consulting on Marina rebuild project. Marina dock construction bids extended to July 9, 2013. Marina Island Construction estimated completion July 19, 2013. Wilson Petroleum has received contract for fuel tank replacement on June 21, 3013. To be placed on future commission meeting agenda for approval. Working with City Clerk and FPUA to update and add to the City Ordinance #21-32 and #12-103 which includes language relating to the Fort Pierce City Marina, the marina barrier islands, and Fisherman's Wharf Marina. Updated men's rest-room/shower facility in the marina harbormaster building. Creating new marina brochures for the 2014 season. Working with marina staff and MIS department relating to the new marina operating program and improving wireless capabilities. Working with MIS department on auction of 41ft. sail vessel for slip fees. Dredging will begin July 8th in the marina channel.
Page13 Park Permits 1025.00 Programming 319.67 River Walk 495.00 Special Events 1300.00 Total $3,139 67 I Over the past two weeks, the following performances and activities were presented in the Sunrise the Black Box Theatres: Fort Pierce Jazz and Blues Society and the Sunrise Theatre copresented Tuesday Night Jazz Jam evenings on June 18 and 25; Comedy Corn~r lmprov on Saturday, June 15 and 29. Preparation for the upcoming 3 Missoula Children's Summer Theatre Camps continued, with the next program being Rapunzel July 8-12 (sold out). Booking and event commitments for the 2013/14 Season continues and will up to the publication of the Sunrise, the City/Sunrise's program/playbill which will come out the second week of September. 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 $70,000 received to date. While each year has seen an increase in memberships over each of the last 6 years, we are currently on a course to top last year's numbers. Budget projections and adjustments for this and next year's fiscal year continue to be reviewed and implemented.