City Commission Regular Meeting Agenda
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CITY COMMISSION REGULAR MEETING AGENDA MONDAY, APRIL 26, 2021 - 6:30 PM CITY HALL - COMMISSION CHAMBERS 1126 EAST STATE ROAD 434, WINTER SPRINGS, FLORIDA 1 CALL TO ORDER Roll Call Invocation Pledge of Allegiance Agenda Changes AWARDS AND PRESENTATIONS 100. Swearing-In Ceremony for New Police Officers 101. Tree Giveaway Updates & Presentation of Arbor Day Proclamation Arbor Day Proclamation 2021 INFORMATIONAL AGENDA PUBLIC INPUT Anyone who wishes to speak during Public Input on any Agenda Item or subject matter will need to fill out a “Public Input” form. Individuals will limit their comments to three (3) minutes, and representatives of groups or homeowners' associations shall limit their comments to five (5) minutes, unless otherwise determined by the City Commission. CONSENT AGENDA 300. Tyler Technologies / Energov – Permitting System Winter Springs, FL SaaS Contract City of Winter Springs Florida - Statement of Work Tyler Technologies - EnerGov SaaS Quote 301. Minutes from the Monday, April 12, 2021 City Commission Regular Meeting Minutes PUBLIC HEARINGS AGENDA 400. Waste Pro Contract Addendum and First Reading of Ordinance 2021-03 Waste Pro Sixth Addendum to Solid Waste Agmt Ordinance 2021-03 Adopt Solid Waste Franchise SIXTH Addendum 401. First Reading of Ordinance 2021-04 Amending the City of Winter Springs Code of Ordinances, Section 2-27 regarding City Commission Rules And Procedures; Providing amendments related to agenda items and reports; providing for the repeal of prior inconsistent ordinances and resolutions; incorporation into the Code; severability and an effective date. Ordinance 2021-04 Amending Commission Rules Agenda Items and Reports 2 REGULAR AGENDA 500. Non-Binding Preliminary Review for the Winter Springs Marketplace. Site Plan - Corner Parcel Exhibit Legal Description and Survey Location Map Non-Binding Preliminary Review Application 501. 2020 Comprehensive Annual Financial Report 2020 CITY OF WINTER SPRINGS - ANNUAL REPORT 2020 CITY OF WINTER SPRINGS - GOVERNANCE LETTER 502. Meeting Schedule and Assignments 503. Appointment Opportunities for City Boards and Committees REPORTS 600. City Manager Shawn Boyle 601. City Attorney Anthony A. Garganese 602. City Clerk Christian Gowan 603. Deputy Mayor/Seat Three Commissioner Ted Johnson 604. Seat Four Commissioner TiAnna Hale 605. Seat Five Commissioner Rob Elliott 606. Mayor Kevin McCann 607. Seat One Commissioner Matt Benton 608. Seat Two Commissioner Kevin Cannon PUBLIC INPUT Anyone who wishes to speak during Public Input on any Agenda Item or subject matter will need to fill out a “Public Input” form. Individuals will limit their comments to three (3) minutes, and representatives of groups or homeowners' associations shall limit their comments to five (5) minutes, unless otherwise determined by the City Commission. ADJOURNMENT 3 PUBLIC NOTICE This is a Public Meeting, and the public is invited to attend and this Agenda is subject to change. Please be advised that one (1) or more Members of any of the City's Advisory Boards and Committees may be in attendance at this Meeting, and may participate in discussions. Persons with disabilities needing assistance to participate in any of these proceedings should contact the City of Winter Springs at (407) 327-1800 "at least 48 hours prior to meeting, a written request by a physically handicapped person to attend the meeting, directed to the chairperson or director of such board, commission, agency, or authority" - per Section 286.26 Florida Statutes. "If a person decides to appeal any decision made by the board, agency, or commission with respect to any matter considered at such meeting or hearing, he or she will need a record of the proceedings, and that, for such purpose, he or she may need to ensure that a verbatim record of the proceedings is made, which record includes the testimony and evidence upon which the appeal is to be based" - per Section 286.0105 Florida Statutes. 4 OFFICE OF THE MAYOR WINTER SPRINGS, FLORIDA WHEREAS, in 1872, J. Sterling Morton proposed to the Nebraska Board of Agriculture that a special day be set aside for the planting of trees, and; and WHEREAS, this holiday, called Arbor Day, was first observed with the planting of more than a million trees in Nebraska; and WHEREAS, Arbor Day is now observed throughout the nation and the world; and WHEREAS, trees can reduce the erosion of our precious topsoil by wind and water, cut heating and cooling costs, moderate the temperature, clean the air, produce life- giving oxygen, and provide habitat for wildlife; and WHEREAS, trees in our city increase property values, enhance the economic vitality of business areas, and beautify our community. NOW THEREFORE, I, Kevin McCann, Mayor of the City of Winter Springs, Florida do hereby Proclaim April 26, 2021 as “ARBOR DAY” in the City of Winter Springs and encourage all citizens to celebrate Arbor Day and to support efforts to protect our trees and woodlands. Further, I urge all citizens to plant trees and promote the well-being of this and future generations. In witness whereof, I have hereunto set my hand and caused this Seal to be affixed and signed this 26th day of April 2021 _________________________________ KEVIN McCANN, MAYOR ATTEST: __________________ CITY CLERK Kevin McCann Mayor 5 Matt Benton Kevin Cannon Ted Johnson TiAnna Hale Rob Elliott Commissioner Commissioner Commissioner Commissioner Commissioner CONSENT AGENDA ITEM 300 CITY COMMISSION AGENDA | APRIL 26, 2021 REGULAR MEETING TITLE Tyler Technologies / Energov – Permitting System SUMMARY Staff requests the authorization to enter into an agreement with Tyler Technologies for three (3) years for software and implementation services for the City's new online permitting system. The current online permitting system, Project Dox, has not provided adequate results for the last several years. The online system contains redundancy and lacks certain online capabilities, such as online inspection scheduling. The current system also suffers from failures on a continuous basis and the City is looking to implement a more stable software system. Staff plans to utilize these services provided by the Energov software to reduce workload, eliminate redundancies, increase system stability, and provide the public more online tools. The City is utilizing a piggybank contract from St. John’s County. The piggybank option allows for the City to move forward without a Request for Proposal (RFP). Energov is utilized by several local municipalities such as; City of Sunrise City of Riviera Beach City of Fernandina Beach Village of Wellington City of Deltona City of Jacksonville City of Pembroke Pines Village of Miami Shores City of Kissimmee City of Coral Springs St. Lucie County Marion County Miami-Dade County City of Miami Gardens City of Marco Island City of Hallandale City of Miami Beach City of Sanibel Beach City of North Miami City of Riviera Beach City of Bonita Springs Beach City of Cape Coral Miami Shores Village City of Melbourne City of Pinellas Park City of Fort Myers North Bay Village 6 The cost of Energov services is $116,000.00 for implementation and $90,540.00 annually. There are also travel expenses of $28,900.00. The contract is for three (3) years with an additional a renewal for two (2) additional one (1) year renewal terms. The funding source is the development services enterprise fund and will require an appropriation from fund balance. Future year’s maintenance costs will be budgeted in the operational expenditures of the development services fund. RECOMMENDATION Staff recommends the City Commission consider the purchase and replacement of the Cities current online permitting system Project Dox. Staff also recommends the City enter into an agreement with Tyler Technologies Inc. for three (3) years, with two (2) single year renewals for software and implementation services of the City's new online permitting system, Energov, in the amount of $116,000.00, plus reimbursement of estimated travel expenses of $28,900.00. Additionally the ongoing software service fee will be $90,540.00 annually. The total overall cost for year one is $206,540. Staff also recommends authorization for the City Manager and City Attorney to prepare and execute any and all applicable contract documents consistent with this agenda item. 7 PIGGYBACK RIDER AGREEMENT THIS PIGGYBACK RIDER AGREEMENT (“Agreement”) is made and entered as of the date of last signature as indicated on the signature page below (the “Effective Date”) between the CITY OF WINTER SPRINGS, a Florida municipal corporation (“City” or “Client”) and TYLER TECHNOLOGIES, INC., a Delaware corporation authorized to do business in the State of Florida with offices located at 2160 Satellite Blvd., Ste. 300, Duluth, GA 30097 (“Contractor” or “Tyler”). The City and the Contractor agree as follows: 1. The Purchasing Policies of the City of Winter Springs allow for “piggybacking” contracts. Pursuant to this procedure, the City is allowed to piggyback an existing government contract, and there is no need to obtain formal or informal quotations, proposals or bids. The parties agree that the Contractor has entered into a contract with St. John’s County, Florida, said contract being identified as: Contract Agreement RFP No: 19-10 – St. John’s County Growth Management – Electronic Permitting, Plan Review & Inspection System (EPPRIS) Master Contract # 19-MCC-TYL-11198 (said original contract being referred to as the “Original Government Contract”). 2. The parties agree that the terms and conditions set forth in the