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CITY OF CASSELBERRYCITY COMMISSION MEETING

Monday, February 25, 2013 1st Floor, Casselberry City Hall7:00 p.m. 95 Triplet Lake Drive, Casselberry, Florida~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~TO THE PUBLIC: Persons are advised that, if they decide to appeal any decision made at these meetings/hearings, they will need a record of the proceedings and for such purpose, they may need to insure that a verbatim record of the proceedings is made, which record includes the testimony and evidence upon which the appeal is to be based, per Section 286.0105, Florida Statutes. Persons with disabilities needing assistance to participate in any of these proceedings should contact the A.D.A. Coordinator, 48 hours in advance of the meeting at (407) 262-7700, ext. 1150.

Please be advised that, pursuant to Resolution 06-1703, the City Commission shall vote at 9:30 p.m. whether the agenda will be modified in light of the time remaining.~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~

AGENDA

1. MEETING CALL TO ORDER - Mayor Charlene Glancy

2. INVOCATION - Commissioner Anthony Aramendia

3. PLEDGE OF ALLEGIANCE

4. ROLL CALL

5. MINUTES

A. Minutes of February 11, 2013 - Regular Meeting

B. Minutes of January 14, 2013 - Workshop

C. Minutes of December 10, 2012 - Regular Meeting

6. PRESENTATIONS/COMMENDATIONSNone.

7. CITIZENS’ COMMENTSPersons who wish to make comment or make inquiry on any matter NOT ON THIS AGENDA may do so at this time. Please raise your hand and when recognized by the Mayor, come forward to the microphone, give your name and address and speak briefly on the matter. All comments must be directed to the Mayor or City Commission as a whole, not an individual City Commissioner, a City staff member or another member of the audience. Citizens may be heard during PUBLIC HEARINGS or at any time any agenda item is before the City Commission for consideration by following the same procedure described above.

8. CONSENT AGENDAThe action proposed to be taken is stated for each item on the Consent Agenda. Unless the item is removed from the Consent Agenda by a City Commission member, no discussion on individual items will occur and a single motion will approve all items.

A. Resolution 13-2465 - Supplemental Agreement No. 4 to the Standard Consultant Agreement with Environmental Research and Design, Inc. for North Lake Triplet and Middle Lake Triplet Sediment Inactivation EvaluationResolution 13-2465 provides for consideration of Supplemental Agreement No. 4 to the Standard Consultant Agreement with Environmental Research and Design, Inc. to evaluate sediment inactivation requirements in North Lake Triplet and Middle Lake Triplet for an amount not to exceed $16,652.04.

B. Resolution 13-2466 - Supplemental Agreement No. 8 to the Standard Consulting Agreement with Reiss Engineering, Inc. for the Seminola Gravity Basin Sewer Capacity StudyResolution 13-2466 provides for consideration of Supplemental Agreement No. 8 to the Standard Consulting Agreement with Reiss Engineering, Inc. for the Seminola Gravity Sewer Basin Capacity Study in an amount not to exceed $7,500.

C. Resolution 13-2467 - Piggyback Agreement with Killebrew, Inc. for Lake Kathryn Water Main Looping Project and Related Budget Amendment #13-032Resolution 13-2467 provides for consideration of a piggyback agreement with Killebrew, Inc. for construction of the Lake Kathryn Water Main Looping Project for an amount not to exceed $312,290 and related Budget Amendment #13-032.

D. Resolution 13-2468 - Piggyback Agreement with Connect Consulting, Inc. for Professional Hydrogeological Services for Evaluation and Rehabilitation of Well HP-1 at the Howell Park Water Treatment PlantResolution 13-2468 provides for consideration of a piggyback agreement with Connect Consulting, Inc. (CCI) for professional hydrogeological services for evaluation and rehabilitation of Well HP-1 at the Howell Park Water Treatment Plant for an amount not to exceed $26,000.

E. Resolution 13-2470 - New Smyrna Beach Pistol Range AgreementResolution 13-2470 provides for consideration of an agreement between the Casselberry Police Department and the New Smyrna Beach Police Department for use of their firearms training facility.

F. Resolution 13-2471 - Award of Invitation to Bid Y130005CI and Agreement with Settled Solids Management, Inc. for Water Facilities Ground Storage Tanks Cleaning and InspectionResolution 13-2471 provides for consideration to award Invitation for Bid Y130005CI and execute an agreement with Settled Solids Management, Inc. to provide cleaning and inspection services for the water facilities ground storage tanks in the amount of $25,865.50.

G. Resolution 13-2472 - Supplemental Agreement No. 1 to the Standard Consulting Agreement with AMEC Environment & Infrstructure for Soil Remediation of City-owned Property, Parcel #08-21-30-5BL-0C00-002B, and Related Budget Amendment #13-036Resolution 13-2472 provides for consideration of Supplemental Agreement No. 1 to the Standard Consulting Agreement with AMEC Environment and Infrastructure for remediation of the former Shell Station, parcel #08-21-30-5BL-0C00-002B, at the southeast corner of U.S. Highway 17-92 and Triplet Lake Drive for an amount not to exceed $161,600, and related Budget Amendment #13-036.

H. Resolution 13-2473 - Interlocal Agreement for the Shared Distribution of the Six Cent Local Option Motor Fuel and Diesel Fuel TaxResolution 13-2473 provides for consideration of an Interlocal Agreement for the Shared Distribution of the Six Cent Local Option Motor Fuel and Diesel Fuel Tax between Seminole County and the municipalities of Altamonte Springs, Casselberry, Lake Mary, Longwood, Oviedo, Sanford, and Winter Springs to renew and extend the apportionment and distribution of the six cents ($.06) local option gas tax until August 31, 2043.

I. Sole Source Purchase of Sign Cutter and Related Budget Amendment #13-033This item provides for consideration of a sole source purchase of a sign cutter in the amount of $5,610 and related Budget Amendment #13-033.

J. Purchase of Emergency Lighting for Police Patrol Vehicles and Related Budget Amendment #13-028

This item provides for consideration to purchase the necessary emergency lighting equipment for three (3) police patrol vehicles in the amount of $15,000 and related of Budget Amendment #13-028.

K. Purchase of Lock Boxes Using State Law Enforcement Trust Funds and Related Budget Amendment #13-031This item provides for consideration to purchase lock boxes in the amount of $2,225 using State Law Enforcement Trust Funds and to approve related Budget Amendment #13-031.

L. Seminole County Affordable Housing Grant ApplicationThis item provides for consideration to approve the submission of a Seminole County Affordable Housing application for a $200,000 grant award to construct new single-family housing.

M. Fire Department Temporary Over-hire AuthorizationThis item provides for consideration to authorize the City Manager to permit a temporary over-hire of one (1) Firefighter/EMT in the Fire Department

N. Budget Amendment #13-035 - North Winter Park Drive Budget Rollover for Fiscal Year 2012/2013Budget Amendment #13-035 provides for consideration to amend the Fiscal Year 2012/2013 Adopted Budget to allow for the completion of Winter Park Drive Phase II that was budgeted in Fiscal Year 2012 but not completed within that fiscal year.

O. FY 2014 Capital and Operating Budget CalendarThis item provides for consideration to approve the Budget Calendar for preparing and adopting the FY2013/2014 Budget.

9. PUBLIC HEARINGSThe purpose of a Public Hearing is to receive input regarding the item being considered. Public Hearings are not intended to be a time for the public to obtain information about the subject matter of the hearing. (Hearing Sequence: 1st - Staff; 2nd -Applicant/Requesting Party; 3rd - Public; 4th - Opportunity for brief rebuttals, if appropriate; Final – City Commission motion, discussion and action.)

10. FIRST READING OF ORDINANCESNone.

11. RESOLUTIONSNone.

12. OTHER ITEMSNone.

13. DISCUSSION ITEMS

A. Future Agenda Items

B. Municipal Advisory Committee (Metroplan) Report - Mayor Charlene Glancy

C. Leadership Seminole Board Report - Mayor Charlene Glancy

D. Mayors/Managers Group Report - Mayor Charlene Glancy

E. Council of Local Governments in Seminole County (CALNO) Report - Commissioner Colleen Hufford

F. Seminole County Redevelopment Planning Agency Report - Vice Mayor Sandra Solomon

14. CITY MANAGER’S REPORT

15. CITY ATTORNEY’S REPORT

16. CITY CLERK’S REPORT

17. CITY COMMISSIONERS’ REPORTS/COMMENTS

18. ADJOURNMENT

____________________________ ______________________________________DATE DONNA G. GARDNER, CMC

CITY CLERK

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5. A

To: The Honorable Mayor and City Commissioners

From: The City Manager

Date: February 25, 2013

Subject: Minutes of February 11, 2013 - Regular Meeting

Introduction: The City Clerk is presenting the minutes of the February 11, 2013 City Commission Regular Meeting for approval.

CITY MANAGERM E M O R A N D U M

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5. B




Subject: Minutes of January 14, 2013 - Workshop

Introduction: The City Clerk is presenting the minutes of the January 14, 2013 City Commission Workshop for approval.


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5. C




Subject: Minutes of December 10, 2012 - Regular Meeting

Introduction: The City Clerk is presenting the minutes of the December 10, 2012 City Commission Regular Meeting for approval.


8. A




Subject: Resolution 13-2465 - Supplemental Agreement No. 4 to the Standard Consultant Agreement with Environmental Research and Design, Inc. for North Lake Triplet and Middle Lake Triplet Sediment Inactivation Evaluation

Introduction: Resolution 13-2465 provides for consideration of Supplemental Agreement No. 4 to the Standard Consultant Agreement with Environmental Research and Design, Inc. to evaluate sediment inactivation requirements in North Lake Triplet and Middle Lake Triplet for an amount that is not to exceed $16,652.04.

Background: Environmental Research and Design, Inc. (ERD) has an existing Continuing Professional Stormwater Services Agreement with the City and has conducted quarterly lake water quality sampling for the City for many years. In 2010, the City commissioned a detailed study, executed by ERD, to assess nutrient load sources and potential management solutions for Queen’s Mirror and the Triplet Chain of Lakes. The completed study can be found online at http://www.casselberry.org/lakes. This study found that a significant portion of the phosphorus load in Queen’s Mirror and the South Lake Triplet is attributable to internal recycling of phosphorus contained in the sediment layers in the lakes. The report recommended whole-lake treatments with liquid alum (aluminum sulfate) as a cost effective solution to bind this source of phosphorus, thereby reducing phosphorus loads to the lakes and improving water quality. At less than $100 per pound of phosphorus bound, this is by far one of the most cost effective and beneficial approaches for these two lakes compared to other conventional methods such as stormwater retrofits.

In 2012, the City initiated whole lake alum treatments on these two lakes, with the first treatment completed in September 2012. The study from ERD also estimated that a significant portion of phosphorus load in Middle Lake Triplet and North Lake Triplet (28% and 26%, respectively) was likely due to internal recycling. It is likely that whole-lake alum treatments will also be of benefit to Middle and North Lake Triplet and, with this in mind, additional funds were programmed in Fiscal Year 2013 to cover the anticipated costs of such treatments. However, the original study from ERD did not conduct sediment sampling for these two lakes, which is critical to evaluating appropriate dosing requirements for an alum treatment.

Discussion: ERD is well respected in Florida for expertise in alum treatment. ERD has proposed to conduct additional evaluation work that would determine appropriate dosing of alum for Middle and North Lake Triplet. This will require numerous sediment samples and chemical analyses, as discussed in detail in the attached Supplemental Agreement No. 4. ERD’s proposed costs are


$16,652.04. Actual proposed alum treatments and associated costs will be presented to the City Commission at a future date for consideration once this evaluation is completed. For tracking purposes, this is part of Public Works project PW 1325.

Budget Impact: Sufficient funds have been allocated in the Stormwater Utility Professional Services Acct. #110-0740-539.31-00 to cover the costs associated with ERD’s proposal in the amount of $16,652.04.

Recommendation: The City Manager and the Public Works Director recommend approval of Resolution 13-2465.

Prepared by: Kelly H. Brock, Ph.D., P.E., Assistant Public Works Director/City Engineer

Reviewed by: Mark D. Gisclar, Public Works Director Rebecca Bowman, Finance Director

Charles Irvin, Purchasing Agent

Attachments: Resolution 13-2465 Supplemental Agreement No. 4

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8. B




Subject: Resolution 13-2466 - Supplemental Agreement No. 8 to the Standard Consulting Agreement with Reiss Engineering, Inc. for the Seminola Gravity Basin Sewer Capacity Study

Introduction: Resolution 13-2466 provides for consideration of Supplemental Agreement No. 8 to the Standard Consulting Agreement with Reiss Engineering, Inc. (Reiss), for the Seminola Gravity Sewer Basin Capacity Study in an amount not to exceed $7,500.

Background: The Seminola Gravity Sewer Basin is one of the largest gravity sewer basins in the City’s sewer collection system with well over 300 manholes and many private pump stations that contribute flow to the sewer collection system. Additional burden will be placed on the sewer collection system through development within the sewer basin. Public Works staff has identified additional capacity needs required by development of the 15-acre parcel adjacent to City Hall, as well as long-term redevelopment of the main corridors within the City.

Discussion: Reiss is currently under a continuing services contract with the City and has performed potable water and force main modeling services for the City. By completing the modeling work previously, a significant amount of data processing has already been performed by Reiss, thereby reducing the cost to complete the Seminola Gravity Sewer Basin Study. Public Works staff has negotiated a proposal with Reiss to evaluate the current capacity and the potential impact to this basin through the development of the vacant 15-acre parcel adjacent to City Hall and future long-term redevelopment of the main corridors within the City.

Budget Impact: Funding to cover the costs associated with Supplemental Agreement No. 8, (for an amount not-to-exceed $7,500, without prior authorization), is available in the Distribution and Collection Professional Services Account #401-0751-536.31-00.

Recommendation: The City Manager and Public Works Director recommend approval of Resolution 13-2466.

Prepared by: Alan Ambler, P.E., Water Resources Manager

Reviewed by: Mark D. Gisclar, Public Works Director Rebecca Bowman, Finance Director Charles Irvin, Purchasing Manager


Attachments: Resolution 13-2466 Reiss Engineering, Inc. - Supplemental Agreement No. 8

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8. C




Subject: Resolution 13-2467 - Piggyback Agreement with Killebrew, Inc. for Lake Kathryn Water Main Looping Project and Related Budget Amendment #13-032

Introduction: Resolution 13-2467 provides for consideration of a piggyback agreement with Killebrew, Inc. for construction of the Lake Kathryn Water Main Looping Project for an amount not to exceed $312,290 and related Budget Amendment #13-032.

Background: The City of Casselberry provides potable water through a substantial potable water distribution system. Public Works staff has identified several areas of the potable water distribution system that could benefit from additional pipe to provide easier flow of water through a looped system. The Lake Kathryn Water Main Looping Project was included in the Casselberry 10 Year Potable Water Master Plan and is intended to provide better water quality to the Lake Kathryn area and the businesses along U.S. Hwy. 17-92.

Discussion: Killebrew, Inc. (Killebrew) has been successfully performing pipe bursting projects for the City for almost three years and has proven to be a reliable utility contractor. They are currently performing the Casselberry Water Quality Improvement Projects (pipe bursting) within the LakeKathryn area and it was determined that it would not be advantageous to have another independent contractor perform similar work within the same project area. Construction of the looping project by Killebrew will also realize significant cost savings to the City in reduced mobilization and engineering design costs. Killebrew is currently under contract with Polk County (Bid BVP #10-067) for Utilities Construction Services and has agreed to allow the City to piggyback on this existing contract. A copy of the agreement between Killebrew and Polk County is available in the Public Works Department for review.

Budget Impact: Budget Amendment #13-032 is necessary to re-allocate adequate funding from Fund Balance to cover the costs associated with construction of this project. Upon approval, funds will be available in the Public Works Distribution and Collection New Water Lines account #401-0751-536.63-11.

Recommendation: The City Manager and Public Works Director recommend approval of Resolution 13-2467 and related Budget Amendment #13-032.

Prepared by: Alan Ambler, P.E., LEED AP, Water Resources Manager


Reviewed by: Mark D. Gisclar, Public Works DirectorRebecca Bowman, Finance DirectorCharles Irvin, Purchasing Manager

Attachment: Resolution 13-2467Killebrew, Inc. - AgreementBudget Amendment #13-032

8. D




Subject: Resolution 13-2468 - Piggyback Agreement with Connect Consulting, Inc. for Professional Hydrogeological Services for Evaluation and Rehabilitation of Well HP-1 at the Howell Park Water Treatment Plant

Introduction: Resolution 13-2468 provides for consideration of a piggyback agreement with Connect Consulting, Inc. (CCI) for professional hydrogeological services for evaluation and rehabilitation of Well HP-1 at the Howell Park Water Treatment Plant for an amount not to exceed $26,000.

Background: The City of Casselberry extracts ground water from the Floridan Aquifer under a Consumptive Use Permit (CUP) issued by the St. Johns River Water Management District. The City’s wells range in capacity from 900 to 3600 GPM. The City has recently inspected and rehabilitated two (2) wells, Well N-1 and Well S-1, with success. Well HP-1 requires inspection as it is only producing 600 GPM, when the total capacity is 900 GPM. This well is over 40 years old and the pump likely requires replacement.

Discussion: CCI submitted a proposed agreement for the evaluation of Well HP-1 in order to determine the cause for reduced capacity. CCI was recently selected by the City of Palm Coast to provide professional hydrogeological services through a competitively bid process (RFQ-U-10-02.) CCI has also successfully performed well inspection and rehabilitation for the City for Wells N-1 and S-1, as well as other local municipalities. CCI has agreed to extend the pricing offered to the City of Palm Coast and a copy of that agreement is available for review in the Public Works Department. The Casselberry agreement with CCI provides for a thorough evaluation of the identified well which will include project management, permitting assistance, well evaluation and rehabilitation services, well modification and testing services, hydrogeology services during construction, and reporting assistance.

Budget Impact: Funds to cover the costs associated with this work (for an amount not to exceed $26,000) are available in the Public Works Water Production Professional Services Account # 401-0754-533.31-00.

Recommendation: The City Manager and Public Works Director recommend approval of Resolution 13-2468.

Prepared by: Alan Ambler, P.E., LEED AP, Water Resources Manager


Reviewed by: Mark D. Gisclar, Public Works Director Rebecca Bowman, Finance Director Charles Irvin, Purchasing Agent

Attachments: Resolution 13-2468 CCI Agreement for Well HP-1 Evaluation

8. E




Subject: Resolution 13-2470 - New Smyrna Beach Pistol Range Agreement

Introduction: Resolution 13-2470 provides for consideration of an agreement between the Casselberry Police Department and the New Smyrna Beach Police Department for use of their firearms training facility.

Background: In October of 2011 the Police Department created a Special Enforcement Team as a means of providing the necessary specialized support for conducting law enforcement operations, to include the execution of search warrants and other special assignments approved by the Chief of Police.

In 2012 the Special Enforcement Team, as a result of the Police Department’s proactive philosophy in conducting criminal investigations, executed a total of seventeen (17) narcotics related search warrants resulting in twenty-nine (29) arrests and the seizure of numerous types of illegal drugs. All of these investigations targeted residential areas within the community and proved to be instrumentalin maintaining the quality of life expected by the citizens of Casselberry.

The specialized support provided by the members of the Special Enforcement Team requires training in tactics and procedures above that of a standard patrol officer. To effectively conduct such training, it is necessary to utilize firearm training facilities which provide more tactical resources (i.e. buildings, “shoot houses”, obstacle courses, etc.) which are not available at the Seminole State College law enforcement firearms training facility. For this reason, the Casselberry Police Department has requested the use of, when necessary, the New Smyrna Beach Police Department’s firearms training facility.

Discussion: The Casselberry Police Department maintains a mutual aid agreement with the Seminole County Sheriff’s Office and will continue to utilize the Seminole County S.W.A.T. for high risk incidents when situations exceed the capabilities and training of the Department’s Ready Response Team. The formation of the Ready Response Team will provide the Department, when necessary, with the immediate resources to address incidents within the City of Casselberry which do not meet the criteria for S.W.A.T.

Budget Impact: There is no impact to the City Budget.

Recommendation: The City Manger and Police Chief recommend approval of Resolution 13-2470.


Prepared by: Bill McNeil, Chief of Police

Reviewed by: Bill McNeil, Chief of Police

Attachments: Resolution 13-2470City of New Smyrna Beach Pistol Range Agreement

8. F




Subject: Resolution 13-2471 - Award of Invitation to Bid Y130005CI and Agreement with Settled Solids Management, Inc. for Water Facilities Ground Storage Tanks Cleaning and Inspection

Introduction: Resolution 13-2471 provides for consideration to award Invitation for Bid Y130005CI and execute an agreement with Settled Solids Management, Inc. to provide cleaning and inspection services for the water facilities ground storage tanks in the amount of $25,865.50.

Background: Cleaning and inspection of the six (6) ground storage tanks located at the Howell Park South, and North Water Treatment Facilities is necessary. The Work generally consists of providing all labor, equipment, vehicles, tools, materials and associated items to remove all sediment, clean, disinfect, inspect and evaluate the tanks. A written summary report will be prepared by the contractor setting forth the results of the evaluations and inspections, and describing in detail the recommended repairs/refurbishments (if any) for each of the ground storage tanks. Inspections of the tanks may be performed with the tanks empty and out of operation or full and in service, subject to the methods and equipment to be utilized by the contractor. This report shall address the physical conditions of both the interiors and exteriors of each tank.

Discussion: An Invitation for Bid (IFB) was advertised in the Orlando Sentinel on December 2, 2012 for qualified firms to submit sealed bids for the services listed in the IFB. The closing date and bid opening was 2:00 p.m. on January 3, 2013. The City received two (2) sealed bids for this contract. The Bids were reviewed by the Purchasing Agent and Water Resources Manager. The lowest bid price of $25,865.50 was submitted by Settled Solids Management, Inc. and this firm is considered to be responsive and responsible. Settled Solids Management, Inc. will provide ground storage tanks cleaning and inspection as defined in the specifications and will furnish all materials, tools, equipment, and manpower to complete the work.

Budget Impact: Funds are available to cover cleaning and inspection of ground storage tanks in account #401-0754-533.46-00, Repairs and Maintenance.

Recommendation: The City Manager and the Public Works Director recommend approval of Resolution 13-2471.

Prepared by: Charles Irvin, Purchasing Agent

Reviewed by: Rebecca Bowman, Finance Director


Attachments: Resolution 13-2471 Agreement with Settled Solids Management, Inc. Invitation for Bid Bid Tabulation

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8. G




Subject: Resolution 13-2472 - Supplemental Agreement No. 1 to the Standard Consulting Agreement with AMEC Environment & Infrstructure for Soil Remediation of City-owned Property, Parcel #08-21-30-5BL-0C00-002B, and Related Budget Amendment #13-036

Introduction: Resolution 13-2472 provides for consideration of Supplemental Agreement No. 1 to the Standard Consulting Agreement with AMEC Environment and Infrastructure for remediation of City-owned property, parcel #08-21-30-5BL-0C00-002B, at the southeast corner of U.S. Highway 17-92 and Triplet Lake Drive (former Shell Gas Station) for an amount not to exceed $161,600, and related Budget Amendment #13-036.

Background: The City of Casselberry received $400,000 from the U.S. Environmental Protection Agency for Brownfield assessments. On September 27, 2010 via Resolution 10-2177, the City Commission approved a Standard Consulting Agreement with AMEC (formerly known as MACTEC Engineering and Consulting, Inc.) for Brownfield assessment services (RFQ 20100706). Staff was aware of contamination on the referenced site and utilized some of the EPA funding to conduct a Phase II assessment. The assessment determined the level of contamination on the site and the remediation that is needed if the property is to be developed. The Agreement between the City and AMEC was effective on October 1, 2010 and is set to expire October 1, 2013.

Discussion: The City is exploring the potential for development of the above-mentioned parcel and adjacent property with CASTO Southeast Realty Services and Integra Land Company as a proposed “City Center”. The contamination is perceived as a threat to the neighboring properties and an obstacle to the acquisition by the developers of debt financing. The City needs to provide a clean site to enable these developers, or any other potential developers, to obtain funding should they decide to purchase the property.

Several months are needed for the ground water to become clean after the contaminated soils are removed and replaced with clean fill. The sooner the site is cleaned, the sooner the property will be viable for sale. Negotiations are now underway with developers and time is of the essence to certify the land is free of contamination. The City has a continuing services contract with AMEC Environment and Infrastructure to “provide services as described in the Scope of Services … and any additional Consulting Services the City may request.” Based on this language, AMEC is eligible to complete this work.


AMEC has submitted a proposal detailing their work effort. They will excavate up to 1,200 tons of soil, dispose of the contaminated soil, replace up to 1,200 cubic yards of soil, disperse up to 1,700 pounds of soil treatment compounds (ORC) and conduct 5 post excavation soil samples at a cost of “up to $161,600”. The cost estimate is based on removal and replacement of a greater amount of soil than may be necessary.

Budget Impact: Upon approval of the attached budget amendment, funding in the amount of $161,600 will be provided in the Community Development Professional Fees account # 001-0210-515.31-00. Funding will be drawn from General Fund reserves.

Recommendation: The City Manager and the Interim Community Development Director recommend approval of Resolution 13-2472.

Prepared by: Pamela Lynch, Economic Development Coordinator

Reviewed by: Sandra Smith, Interim Community Development Director

Attachments: Resolution 13-2472AMEC Supplemental Agreement No. 1Budget Amendment #13-036

8. H




Subject: Resolution 13-2473 - Interlocal Agreement for the Shared Distribution of the Six Cent Local Option Motor Fuel and Diesel Fuel Tax

Introduction: Resolution 13-2473 provides for consideration of an Interlocal Agreement for the Shared Distribution of the Six Cent Local Option Motor Fuel and Diesel Fuel Tax between Seminole County and the municipalities of Altamonte Springs, Casselberry, Lake Mary, Longwood, Oviedo, Sanford, and Winter Springs to renew and extend the apportionment and distribution of the six cents ($.06) local option gas tax until August 31, 2043.

Background: In 1983, Seminole County imposed a $.04 gas tax for a period of ten years via County Ordinance #83-22. In 1985, this term was amended from ten to thirty years, extending the expiration date to August 31, 2013 (County Ordinance #85-33). Further, an additional $.02 gas tax was imposed for a term of 30 years with an expiration date of August 31, 2015 (County Ordinance #85-34).

Discussion: Since the expiration date of August 31, 2013 for the initial $.04 tax is imminent, the County wishes to consider another Gas Tax Ordinance which would extend the combined $.06 gas tax until August 31, 2043. An Interlocal Agreement for the Shared Distribution of the Six Cent Local Option Motor Fuel and Diesel Fuel Tax between Seminole County and the seven (7) cities referenced above has been provided for consideration. It is not necessary for all cities to agree to the terms and execute the Interlocal Agreement as long as cities representing at least 50% of the total county population do so. Terms of the Agreement, which remain the same as the previous version, have been reviewed by the City Manager and Finance Director.

Budget Impact: There is no budget impact from this Interlocal Agreement; however, the extension of the tax by Seminole County would assure the continuation of an important revenue stream used by the City to pay for transportation related expenses well into the future.

Recommendation: The City Manager and Finance Director recommend approval of Resolution 13-2473.

Prepared by: Judi Romboli, Executive Assistant

Reviewed by: Randy Newlon, City Manager Rebecca Bowman, Finance Director


Attachments: Resolution 13-2473Interlocal Agreement

8. I




Subject: Sole Source Purchase of Sign Cutter and Related Budget Amendment #13-033

Introduction: This item provides for consideration of a sole source purchase of a sign cutter in the amount of $5,610 and related Budget Amendment #13-033.

Background: The Public Works Department provides City-wide signage via in-house production from its traffic sign shop within the Streets Division. Signage typically includes, but is not limited to, street name signs, street regulatory signs, street warning signs, parks signage, and special event signage. Traffic sign production requires substantial adherence to nationally adopted standards, as well as significant materials, software, and specialized equipment.

Discussion: The traffic sign shop is in need of a new sign cutter/plotter. This piece of equipment physically prints and cuts signs of various sizes that are generated by a computer graphics package. Public Works proposes to purchase the ACS GRAPHTEC PRISMATIC FC8000-130 54” cutter/plotter w/floor stand. This equipment is sufficient to meet the City’s needs, is compatible with the City’s existing software, and is offered as a sole source purchase for $5,610.

Budget Impact: Budget Amendment #13-033 is necessary to allocate $5,610 in funds for this capital purchase, as it was not originally included in the Fiscal Year 2013 Budget. However, due to savings between its repair and maintenance and operating supplies accounts, the Streets Division returned over $40,000 to the General Fund balance at the conclusion of Fiscal Year 2012. The Budget Amendment essentially proposes to draw a small portion of those funds back out of fund balance to cover this important capital item. Upon approval, funds will be available in the Streets Machinery Equipment/ Other Equipment Account #001-0720-541-67.35.

Recommendation: The City Manager and the Public Works Director recommend approval of the sole source purchase of the sign cutter in the amount of $5,610 and related Budget Amendment #13-033.

Prepared by: Kelly H. Brock, Ph.D., P.E., Assistant Public Works Director/City Engineer

Reviewed by: Mark D. Gisclar, Public Works Director Rebecca Bowman, Finance Director

Charles Irvin, Purchasing Agent


Attachments: Budget Amendment #13-033 Sole Source Cutter QuoteSign Cutter Specification Sheet

8. J




Subject: Purchase of Emergency Lighting for Police Patrol Vehicles and Related Budget Amendment #13-028

Introduction: This item provides for consideration to purchase the necessary emergency lighting equipment for three (3) police patrol vehicles in the amount of $15,000 and related of Budget Amendment #13-028.

Background: On March 26, 2012, the City Commission approved Budget Amendment #12-032 authorizing the purchase of four (4) replacement patrol vehicles utilizing monies from the “Equipment Replacement Fund.” The Police Department utilized funds collected from its “unclaimed evidence and abandoned property” to subsidize the purchase of the vehicles and equipment. However, when purchased, sufficient funds were not available to include the necessary emergency lighting equipment for three (3) of the four (4) vehicles.

Discussion: Various parts totaling $15,000 will be purchased from three separate vendors and assembled to equip the three (3) patrol vehicles with the necessary emergency lighting equipment.

Budget Impact: The requested budget amendment will result in a $15,000 decrease to the Police Department’s operating supplies account #001-0610-521-52.00 and an equivalent increase to the capital outlay vehicle account #001-0610-521-67.22.

Recommendation: The City Manager and Police Chief recommend approval to purchase emergency lighting equipment in the amount of $15,000 for three patrol vehicles and related Budget Amendment #13-028.

Prepared by: Bill McNeil, Police Chief

Reviewed by: Rebecca Bowman, Finance Director and Charles Irvin, Purchasing Agent

Attachments: Budget Amendment #13-028


8. K




Subject: Purchase of Lock Boxes Using State Law Enforcement Trust Funds and Related Budget Amendment #13-031

Introduction: This item provides for consideration to purchase lock boxes in the amount of $2,225 using State Law Enforcement Trust Funds and to approve related Budget Amendment #13-031.

Background: In 2009, Casselberry Police Department recognized the need to develop a program which would enable first responders a means to quickly access an individual’s residence in the event of an emergency when the resident was physically unable to unlock the door. Prior to the establishment of this program, first responders were required to force entry into the residence, many times causing damage to property with the resident left to pay for the damages.

This voluntary program provides for the installation of a lock box in an inconspicuous location on the outside of the residence. Installed by the Police Department, a unique “special hazards/conditions” message (or lock box code) is assigned which corresponds to the residence and is readily identifiable at fire/rescue and law enforcement communications centers with the programmed lock box code transmitted to first responders via laptop message.

From program implementation in 2009 and forward, the Police Department has installed in excess of 130 lock boxes with a recent noticeable increase in the number of residents requesting to participate in the program. On average there are 8-10 lock boxes installed per month; however, based upon requests received, it is anticipated that this monthly average will increase. The Police Department currently has fifteen (15) lock boxes in inventory and is seeking to replenish the supply to make the equipment immediately available for installation.

The Police Department recognizes that the Lock Box Program has been of immense benefit to Casselberry residents and public safety and, therefore, desires to continue to promote and fund this program through the use of State forfeiture funds.

Discussion: The Florida Contraband Forfeiture Act permits the use of such funds for numerous purposes to include “safe neighborhood” programs. The Lock Box Program initiative provides elderly and disabled residents with a sense of security in knowing that, should there be a need for public safety officials to access their residence in an expeditious manner for the purpose of providing them with services they require, they have the capability of doing so without causing damage to


property because of forced entry. Pursuant to the Florida Contraband Forfeiture Act, “the local law enforcement agency has the discretion to determine which program(s) will receive the designated proceeds.”

Budget Impact: The impact to the budget is an increase to account #104-0610-521.52-00 (Operating Supplies) in the amount of $2,225 and an increase reliance on fund balance in account #104-0000-389.90-00 (Other Non-Operating Sources) in the amount of $2,225.

Recommendation: The City Manager and Police Chief recommend the purchase of additional lock boxes in the amount of $2,225 and related Budget Amendment #13-031.

Prepared by: Bill McNeil, Chief of Police

Reviewed by: Rebecca Bowman, Finance Director Charles Irvin, Purchasing Agent Karen Gilbert, Support Services Manager

Attachments: Quotation Budget Amendment #13-031

8. L




Subject: Seminole County Affordable Housing Grant Application

Introduction: This item provides for consideration to approve the submission of a Seminole County Affordable Housing application for a $200,000 grant award to construct new single-family housing.

Background: On January 2, 2013, Seminole County released a notice of funding availability for housing improvement grant applications. The funding is derived from the Federal Home Investment Partnerships (HOME) Program. Any proposed project must benefit an area of low to moderate income neighborhoods per federal requirements. Through this program, the City’s application would focus on constructing new single family homes in the northern part of Casselberry. The City will partner with Habitat for Humanity in this effort. The grant submittal deadline is February 28, 2013.

Discussion: Staff is proposing a strong project that attempts to augment the work submitted by the Casselberry Housing Task Force. Staff has identified two (2) potential sites for development within the City as noted on Exhibit A attached. Due to the quick turnaround for grant submittal, lots must be municipally owned to be used as in-kind funds to reduce the City’s financial commitments. These lots would also support the readiness of the project. In addition to the value of the property, the City’s in-kind contribution will be met through staff time. Habitat for Humanity will provide their in-kind support through the participation of the volunteers in the build process and the donated materials.

The average assessed value of a habitat home is $100,000. Research conducted for the Housing Task Force showed that this is approximately $60,000 more than an average housing unit in the identified project area. Should this grant be awarded to the City, the City will then need to enter into a memorandum of understanding (MOU) with Habitat for Humanity.


Recommendation: The City Manager and Interim Community Development Director recommend approval to submit the Affordable Housing Grant Application to Seminole County.

Prepared by: Kyle Dudgeon, Economic Development Planner


Reviewed by: Sandra Smith, Interim Community Development Director Rebecca Bowman, Finance Director

Attachments: Exhibit A: Potential Sites Map

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8. M




Subject: Fire Department Temporary Over-hire Authorization

Introduction: This item provides for consideration to authorize the City Manager to permit a temporary over-hire of one (1) Firefighter/EMT in the Fire Department due to a Fire Department member who is in the Florida National Guard and is being activated for a year-long assignment in the Iraq/Afghanistan war theatre as well as numerous, lengthy medical leaves by several members within the Department. The combination of these absences from duty is negatively impacting the Fire Department’s personal services budget.

Background: Through the budget process, the City attempts to staff all of its Departments at an appropriate, affordable level commensurate with the functions and services provided by the individual Departments. Overtime accounts [funds] are established to address “normal” absences of personnel for vacations, sick leave, etc. In the case of the Fire Department, additional funds are required in the overtime account in order to accommodate the overtime hours accrued by members working a 56-hour work week consistent with requirements in the U.S. Fair Labor Standards Act (FSLA). Extraordinary situations within the individual Departments such as lengthy sick leave absences, personnel activated for military service (U.S. Armed Forces Reserve Personnel and Members of the National Guard) and major disasters within the community can negatively impact “normal” budgets for personal services inclusive of overtime.

Discussion: The Fire Department has a member who has been activated for a year-long military assignment and presently has three (3) members on sick leave and/or light duty resultant from various medical conditions. Unfortunately, it does not appear that these members will be returning to duty until the summer. The cumulative impact of these absences from duty (shift assignments) has necessitated the extensive use of overtime which will negatively impact that account. At present rate of utilization, the Department will exceed its allocation by the summer vacation period. It is recommended that the City Commission authorize a temporary full-time Firefighter/EMT over-hire to cover the position vacancy created by the member on military assignment in order to avoid excessive costs for staffing through the overtime account.

Budget Impact: As the City has minimal budgetary impact from the Fire Department member on long-term military assignment, funds for that position along with some anticipated overtime expense savings, should provide sufficient funding for this temporary over-hire. Additionally, normal attrition experienced by the Department annually should have this temporary position absorbed into


the authorized staffing level prior to the member on military assignment returning to duties at the Fire Department in February of 2014 (next fiscal year).

Recommendation: The City Manager and Fire Chief recommend approval of one (1) temporary full-time Firefighter/EMT over-hire.

Prepared by: Donald W. Harkins, Jr., Fire Chief

Reviewed by: Randy J. Newlon, City ManagerRebecca Bowman, Finance Director

8. N




Subject: Budget Amendment #13-035 - North Winter Park Drive Budget Rollover for Fiscal Year 2012/2013

Introduction: Budget Amendment #13-035 provides for consideration to amend the Fiscal Year 2012/2013 Adopted Budget to allow for the completion of Winter Park Drive Phase II that was budgeted in Fiscal Year 2012 but not completed within that fiscal year.

Background: The attached budget amendment carries forward the spending authorization from Fiscal Year 2012 for the completion of North Winter Park Drive Phase II.

Discussion: The total amount for North Winter Park Drive to be re-appropriated is $195,643. The following is a breakdown by fund:

Stormwater Fund 22,008Capital Improvement Fund 120,030Water & Sewer Fund 53,605

$195,643

Budget Impact: The 2012/2013 Adopted Budget will be amended to re-appropriate $195,643 in spending previously approved for the FY 2011/2012 Budget. Funding will be provided out of the ARRA Grant and Fund Balance reserves representing unexpended appropriations from the prior year. The total drawn from all funds is $195,643.

Recommendation: The City Manager and the Finance Director recommend the approval of Budget Amendment #13-035 in the amount of $195,643.

Prepared by: Christopher Plummer, Budget Manager


Attachments: Budget Amendment #13-035


8. O




Subject: FY 2014 Capital and Operating Budget Calendar

Introduction: This item provides for consideration to approve the Budget Calendar for preparing and adopting the FY2013/2014 Budget.

Background: The FY2013/2014 Budget must be adopted by the end of September 2013 and takes affect the first day of October. There are statutory requirements that must be followed in the preparation and adoption of the Budget and dates associated with those requirements are always inserted into the Budget Calendar to ensure statutory compliance.

Discussion: The City Manager will work with the Department Directors to prepare and disseminate a draft-balanced Budget for City Commission review by the end of June. The TRIM (Truth in Millage) notice for FY2013/2014 property taxes is mailed by the Seminole County Property Appraiser to all property taxpayers in August. Per the Budget Calendar, the Casselberry City Commission must adopt a tentative millage rate at the July 22nd Commission meeting. City Commission Budget workshops have been scheduled for July 9th, 10th and 11th and forthcoming from the workshop discussions, a tentative millage will be determined.

Budget Impact: There is no impact to the City budget.

Recommendation: The City Manager and Finance Director recommend approval of the attached Budget Calendar for FY2013/2014.

Prepared by: Christopher Plummer, Budget Manager


Attachments: Budget Calendar for FY2013/2014


13. A




Subject: Future Agenda Items

Introduction: The opportunity to discuss items for placement on future City Commission agendas is provided.

Background: At the City Commission held on September 13, 2010, it was determined to add an item to the Commission Agenda entitled “Future Agenda Items”.

Discussion: Commission members may bring forth matters for discussion to determine if an item warrants Commission consideration on a future agenda.


Recommendation: The City Manager recommends consideration of this item.

Reviewed by: Randy Newlon, City Manager

Attachments: None


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13. B




Subject: Municipal Advisory Committee (Metroplan) Report - Mayor Charlene Glancy

Introduction: A report from the meeting of the above-referenced committee will be given by Mayor Glancy or designee, if applicable.


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13. C




Subject: Leadership Seminole Board Report - Mayor Charlene Glancy

Introduction: A report from the meeting of the above-referenced committee will be given by Mayor Glancy, if applicable.


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13. D




Subject: Mayors/Managers Group Report - Mayor Charlene Glancy

Introduction: A report from the meeting of the above-referenced group will be given by Mayor Glancy, if applicable.


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13. E




Subject: Council of Local Governments in Seminole County (CALNO) Report - Commissioner Colleen Hufford

Introduction: A report from the meeting of the above-referenced committee will be given by Commissioner Hufford, if applicable.


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13. F




Subject: Seminole County Redevelopment Planning Agency Report - Vice Mayor Sandra Solomon

Introduction: A report from the meeting of the above-referenced committee will be given by Vice Mayor Solomon, if applicable.


citycommission backuppublicrecords.casselberry.org/weblink/0/edoc/263193/cc... · meeting call to...

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