Fort Walton Beach Council agenda — 09-09-08 regular agenda — reading text

APPOINTMENT (ALTERNATE) Consideration of an alternate appointment to the Code Enforcement Board. Dr. Pullen nominated Lee McDonald, 10 Ru de le Roi, Fort Walton Beach, to serve as an alternate to the Code Enforcement Board for a three -year term beginning August 26, 2008 and ending August 26, 2011. As there were no further nominations, the Mayor called for the vote on the nomination and it carried unanimously with Holmes, Garvie, Pullen, Hartwell, and Minich in favor ( Reeves and Miller absent). VISION STEWARDSHIP REPRESENTATIVE ( BEAUTIFICATION COMMITTEE) Consideration of appointment of a Beautification Committee /Tree Board representative to the Vision Plan Stewardship Committee. Mr. Minich nominated Michael Jimmerson, 4 Ferry Road NE, Fort Walton Beach, to serve as the Beautification Committee/Tree' Board representative to the Vision Plan Stewardship Committee until the end of his term on the Beautification Committee/Tree Board, which is August 21, 2010.  259 Regular Council 8/ 26/ 08 s VISION STEWARDSHIP ( CONT) As there were no further nominations, the Mayor called for the vote on the nomination and it carried unanimously with Holmes, Garvie, Pullen, Hartwell, and Minich in favor Reeves and Miller absent). YOUTH COMMITTEE APPOINTMENTS Consideration of appointments to the Fort Walton Beach Youth Committee. Mr. Minich nominated the following to serve on the Fort Walton Wa o Beach Youth Committee: Ryan Bencivenga, 624 Powell Drive; Gary Klem, 9 Kathleen Drive, Mary Esther; and Justin Mitchell, 153 Ferry Road, NE; until their graduation date of June 2009, and Dakota Abernathy, 115 Hughes Street, Fort Walton Beach; and Jacob W. Loken, 66 Country Club Drive, Fort Walton Beach; until their graduation date of June 2011. As there were no further nominations, the Mayor called for the vote on the nominations and it carried unanimously with Holmes, Garvie, Pullen, Hartwell, and Minich in favor ( Reeves and Miller absent). OTHER CITY BUSINESS FOR DISCUSSION PURPOSES Mr. Holmes suggested that a future item for discussion would be starting the Council meetings earlier than 7: 00 pm. The City Attorney will review the Code and determine whether or not it would require a Charter change or can be changed by ordinance. MAYORICOUNCIL ANNOUNCEMENTS Dr. Pullen expressed that Council members should try to recruit members for City Boards and Committees. He mentioned that on the lot at the corner of First and Beal where the owners were required to replace oak trees that had been cut down that half the trees replaced are dead. The City Manager will look into the situation. Mr. Hartwell mentioned it is at the height of the hurricane season and urged everyone to be prepared. Mr. Minich echoed Dr. Pullen' s comment about the boards and committees and expressed that the City relies on the boards and committees. The Mayor mentioned a nice email received from Valerie Wenzel talking about the City's horticulturist Steve Simpson; publicly thanked PIO Cam Johnson for his work on the International Shopping Center Meeting; commended the Police Department for receiving first place and recognition of the Traffic Safety Program; mentioned the FLOC also passed a resolution that the Sunshine Law should apply to the State Legislature; passed around a summary prepared by the FLOC on the proposed 2008 general election constitutional amendments; mentioned the Red Light traffic initiative will be refiled for consideration at the 2009 Legislative Session; and mentioned his attendance at a presentation by Mr. Boyd about Okaloosa Regional Airport and its potential for growth. The Mayor requested a status report on the Fire Department Consolidation Study. The City Manager reported the study had been stalled for a while and thought now there is a greater push for consolidation because the fire districts are having greater difficulties generating revenues, so there is an inherent self- interest in moving that forward .a little more quickly. The City Manager advised she will report back on that issue. CITY MANAGER ANNOUNCEMENTS The City Manager announced the Utility Department will host a public meeting on Thursday, August 28'" 5: 30 to 6: 30 pm at the Hedrick Center to inform residents and property owners of an upcoming project on Holmes Blvd. 260 Regular Council 8/ 26/ 08 CITY MANAGER ANNOUNCEMENTS ( CONT) She also announced the CRA will present a series of charrettes hosted by Urban Design 91h 11th Associates beginning September until to develop architectural design regulations for the 9th CRA area; reported there will be a brownfield training program on September at 5: 00 pm in the Council Chambers, staff will then come to Council with a resolution to request public hearing dates be set to identify a brownfield area in the Industrial Park; announced the pancake 6th breakfast on Saturday, September at Magnolia Grill from 8 am to 10 am to raise money for the American Heart Association. ADJOURNMENT Being no further business, the meeting adjourned at 10: 50 p. m. APPROVED: MAYOR: ATTEST: CITY CLERK Ive  CITY COUNCIL MEETING September 9, 2008 Consent Agenda Consideration of request to award Bid 08 -123, Annual Grass Seed Bid to the lowest responsive, responsible bidders, for approximately 80,000lbs of seed for the Golf Club, Parks & Recreation and Public Works Golf Club Administrator) I Council Action 1st 2nd Vote: Agenda Item Number: 3  CITY OF FORT WALTON BEACH MEMORANDUM DATE: SEPTEMBER 2, 2008 TO: JOYCE SHANAHAN, CITY MANAGER FROM: BOB FLANAGAN, GOLF CLUB SUPERINTENDENT SUBJECT: REQUEST TO AWARD BID #08 -123, RYE GRASS SEED SUMMARY PURSUANT TO THE CITY OF FORT WALTON $ EACH CODE OF ORDINANCES, VOLUME II, CHAPTER 4, SECTION 4. 01, PARAGRAPH 4. 01. 025 AND THE PURCHASING POLICIES AND PROCEDURES, REQUEST AUTHORIZATION TO AWARD BID NO. 08- 123 ANNUAL GRASS SEED BID, TO THE LOWEST RESPONSIVE, RESPONSIBLE BIDDERS AT THE UNIT PRICES AS OUTLINED IN THE BID TABULATION SHEET, FOR APPROXIMATELY 80,000 POUNDS OF SEED THAT WILL BE USED BY THE GOLF CLUB, PARKS AND RECREATION DEPARTMENT, AND PUBLIC WORKS DEPARTMENTS AT AN ESTIMATED COST OF $ 60, 000. IF APPROVED, SUFFICIENT FUNDING IS AVAILABLE AS OUTLINED IN THE BACKUP REPORT. FINANCIAL DATA 1. DEPARTMENT: GOLF CLUB, PARKS AND RECREATION, PUBLIC WORKS 2. DIVISION: GOLF CLUB MAINTENANCE PARKS AND REC. GROUNDS MAINTENANCE PUBLIC WORKS, RIGHT -OF -WAY MAINT.& SEWER OPS. CEMETERY GROUNDS MAINTENANCE 3. FUND: GENERAL AND GOLF COURSE FUNDS 4. ACCOUNT #: 404 -0700 -572 -4650 GOLF CLUB 001 -1000 -572 -4650 PARKS AND RECREATION 001 -1250 -541 -4650 RIGHT OF WAY MAINT. 401 - 1320 -535 -5200 SEWER OPERATIONS 001 - 1280 -539 -4650 CEMETERY 5. ACCT. DESCRIPTION: GOLF CLUB - GROUNDS MAINTENANCE PARKS AND REC. - GROUNDS MAINTENANCE RIGHT OF WAY - GROUNDS MAINTENANCE SEWER OPS. - OPERATING SUPPLIES /EXPENSES 1+ - Z 6. FY BUDGET: 2008/2009 7. AMOUNT BUDGETED: GOLF CLUB $ 50,000 PARKS AND REC. $ 61,750 RIGHT OF WAY $ 0 SEWER OPS $ 55600 CEMETERY $ 965 TOTAL $ 63, 315 8. GRANT FUNDS: YES NO X AMOUNT $ 9. FUND TRANSFER: YES NO X AMOUNT $ 10. FROM ACCT. #: NIA 11. TO ACCT. #: N/A 12. REASON FUNDS AVAILABLE FOR TRANSFER: N/A 13. PRICE ANALYSIS: ATTACHED ADD' L MAT FDR NONE X BID ITEM DATA 14. DESCRIPTION OF BID ITEM: GRASS SEED AS PER SPECIFICATIONS 15. SUPPLEMENTAL MATERIAL: ATTACHED ADD' L MAT FDR_ NONE X 16. # BID INVITATIONS SENT: 18 17. # BIDS RECEIVED: 5 18. # RESPONSIVE BIDS: 5 19. RECOMMENDED VENDOR:LOW BIDDER ITEMS # 1 & 3a, EWING IRRIGATION, FT. WALTON BEACH, FL., LOW BIDDER ITEM #2 PENNINGTON SEED, MILTON, FL., LOW BIDDER ITEM #3 AGRI- AFC,LLC., SUMMERDALE, AL., LOW BIDDER ITEM #4 TURF MERCHANTS, TANGENT, OR. 20. BID AWARD AMOUNT: AT UNIT PRICES INDICATED 21. COMMENTS: YES 22. ESTIMATED QUANTITY TO BE PURCHASED: a. 60,000# PER.RYEGRASS b. 14,000 # COMMON RYEGRASS c. 4, 000# POA TRIVIALIS FOR GOLF GREENS) 23. ESTIMATED PURCHASE AMOUNT: $60,000 24. BID TABULATION ATTACHED: YES x NO ADD' L MAT FDR_ 25. TERM OF CONTRACT: N/A 26. BID VALID TO: ONE YEAR FROM BID AWARD 27. BID PRICE VALID FOR TERM OF CONTRACT YES + x NO 28. WARRANTY PERIOD: N/A 29. DELIVERY TIME: N/A 30. STATE CONTRACT: YES NO x 31. CONTRACT #: N/A 32. CO -OP PURCHASE: YES NO x 33. AGENCY: N/A 34. EXPECTED LIFE OF ITEM: N/A 35. ITEM DEMO' D: YES NO N/A x 36. REFERENCES CHECKED: YES NO N/A X 37. CONTRACT: ATTACHED ADD' L MAT FDR N/A x 38. CONTRACT APPROVED FOR LEGAL SUFFICIENCY: YES NO N A / _ 39. CURRENT VENDOR: N/A 40. CURRENT PRICE: N/A RTY-ORT PRE% RED AND SUBMITTED BY: FLAA14AbAN S GOLF : SUPERINTENDENT 4- 17 RF-% AAi& fiND SUBMITTED BY: gr-m, DATE 9/2/ 08 LF ADMINISTRATOR RECEIVED AND CONCUR DATE /, lf10' X MIKE TATUM, PURCHASING DIRECTOR RECEIVED AND CONCUR J,;?) ( _ RECEIVED