Interoffice Memorandum FROM THE OFFICE OF THE CITY MANAGER

TO: The Honorable Mayor and Members of the City Commission FROM: David L. Recor, ICMA-CM, City Manager RE: Department Activity Report DATE: September 29, 2010

The information that follows is intended to keep the Commission abreast of the on-going activities, issues, programs and services within the City.

City Manager’s Office City Manager

City Manager and Comm. Perona met with Bill Thiess and representatives of the FMPA to discuss the FMPA and member cities.

City Manager met with Planning staff to discuss the status of the deliverables of the LDR rewrite contract with Duncan Associates. The City Manager and Asst. Planning Director then met with Jim Duncan and Kirk Bishop of Duncan Associates to discuss their contractual requirements.

City Manager met with the City Attorney and Police Chief to discuss personnel issues.

City Manager met with the Asst. Planning Director and Marvin Jones to discuss issues with 2 COPs (Consume on Premise) for a new restaurant downtown.

City Manager and Comm. Becht met with County Commission candidates Ken Waters and Frannie Hutchinson to discuss maintaining a good relationship between the City and County and items of mutual concern.

City Manager met with the Mayor, Asst. Planning Director and Building Official to discuss property on Bell Avenue.

City Manager participated in a conference call with the City Attorney, Police Chief, Purchasing Director, acting Administrative Services Director and Attorney Doug Noah to discuss the Justice Department’s letter regarding the revised policies and procedures manual.

Communications & Marketing Manager

Set up and attended Coffee With the Mayor/Gold Hammer Award.

Taped “Arts Spotlight” segment for airing on WQCS-FM promotion of the Zora Sculpture Dedication on October 9.

Program is set and confirmed for Zora Sculpture Dedication/coordinating special event items with Public Works.

Department Activity Report October 4, 2010 City Commission Meeting Page 2

City Manager’s Office contd. Communications & Marketing Manager contd.

Establishing new special event deposits and fees with Staff /setting up appointments with Director of Public Works, myself and City Commissioners on new special event policies overview.

Attended Fort Pierce Utilities Meeting for City Manager Recor.

Met with Bob Bounds – Northern Connector Project for City Manager Recor.

Updated job description for Program Assistant / River Walk Center.

Completed Independent Contractor Agreement Recreational Instruction for River Walk Center with Legal Department

City Clerk’s Office Gave assistance and answered questions to the walk-in public on various aspects of Business Tax Receipts , which included but was not limited to –

New Applications ...... 22 Renewals ...... 329 Transfers ...... 2

Gave assistance and answered questions to the walk-in contractors on various aspects of Contractor’s Licensing, which included but was not limited to –

New Applications ...... 8 Renewals ...... 167

Gave assistance and answered questions from the public who have contacted office by telephone: 302

Gave assistance and answered questions received by the public via e-mail through the City’s web- page.

On-going updating of contractors’ records for current Liability Insurance, Workers’ Compensation Insurance, and State License information.

Attended and recorded the Board of Examiners of Contractors meeting on September 14, 2010.

Inputted necessary information into computer system on contractors that were approved by the Board of Examiners of Contractors and issued City Competency Cards.

Prepared paperwork and forwarded to Finance Department for quarterly payment of members of the Board of Examiners of Contractors.

Assisted the public by doing research and providing copies of various public records: 3

Gave assistance and prepared necessary paperwork to assist the public in registration of pets: 4

Verified and signed off on Records Disposition Document for various departments.

Department Activity Report October 4, 2010 City Commission Meeting Page 3

City Clerk’s Office contd. Preparation of legal advertisements, letters, resolutions, and ordinances for various departments for upcoming City Commission agenda items.

Preparation of several Proclamations for the September 20, 2010 City Commission meeting.

Attended, recorded and transcribed minutes of the September 20, 2010 City Commission meeting.

Prepared agenda for Special City Commission meeting to be held September 27, 2010 at 5:05 PM.

Revenue Recovery working with Code Enforcement on new businesses that have not applied for a Business Tax Receipt.

Working with Code Enforcement on businesses that have not renewed Business Tax Receipts to year 2010.

Daily balancing process of cash receipts and submittal to Finance Department for bank deposit.

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 Code Enforcement Division by providing certified copies of code liens to be filed by the Code Enforcement Division with the St. Lucie County Clerk of Court.

Assisting Finance Department by signing and affixing the City seal to necessary paperwork associated with release of liens.

Assisting Planning Department by researching conditional uses and site plans.

Assisting Planning Department with items concerning Business Tax Receipts.

Working with HR Department to make sure all necessary paperwork was completed by Commissioner Perona for set-up in the computer system.

Working with MIS Department for set-up of computer in Commissioner Perona’s office and activating his City cell phone.

Taking of photos and preparing presentation of Mayor’s Gold Hammer Award.

Attended Coffee with The Mayor and assisted with Gold Hammer Award.

Department Activity Report October 4, 2010 City Commission Meeting Page 4

Human Resources Department Provided Civil Service Appeals Board Chairman, Steve DiPalma, with copies of revised rules and regulations, previous memorandums and Memorandum of Procedure per his request.

Attended a Health Insurance meeting on 9/15/10.

Attended meeting in reference to lay-offs with the Chief of Police and City Manager on 9/15/10.

Advertised job opening for part-time Administrative Assistant position in the City Manager’s office.

Researched and verified employment information.

Coordinated physical and background check for Executive Assistant/Human Resources Candidate.

Submitted Wellness/Fitness Bonus Payment request to Finance Department for one employee.

Completed request for the US Bureau of Labor Statistics Current Employment Statistics Program (Report of the Number of Employees and Women Employees).

Recruitment Activity – 1. Processed monthly Credit Card Statement Report for Purchasing Dept. 2. Distributed time sheets, accruals and payroll information to each department. 3. Completed employment verification. 4. Inputted data in Payroll system for new employee and annual evaluation. 5. Prepared ID/priority cards for employees. 6. Received and processed September annual and probation evaluation. 7. Reviewed all employee files for performance evaluations for October.

Finance Department Met with insurance consultants.

Met with Retirement Board’s attorney.

Met with 185 Police Retirement Board.

Met with General Employees Retirement Board.

Met with Department of Urban Redevelopment Director.

Prepared documents for the public hearings on budget.

Prepared financials for month end closing.

Preparing financials for year end closing.

Department Activity Report October 4, 2010 City Commission Meeting Page 5

MIS Department Working on quotes for the leasing of a more cost effective copier for City Manager’s office.

Upgrading “on hold” telephone message.

Still working with Anne Satterlee on upgrading River Walk’s computer systems including adding a POS terminal to handle credit cards and completed the requisition for the leasing of a new copier by Ikon.

Tightening computer controls while updating employees PCs with current applications including anti-virus software to help mitigate attacks (ongoing).

Installation started for security devices for the City Manager’s office and Finance’s vault. Still waiting on quotes for Code and Planning doors.

Working with SunGard HTE on the installation of Building Permits Click2Gov application (ongoing).

Procurement Department Attended Insurance Committee meeting.

Attended budget discussion with City Manager and Police Chief.

Prepared agenda items for Commission meeting.

Interviewed candidates for Executive Assistant.

Researched and prepared information on the reassignment of duties for the Administrative Services Department

Planning Department Meetings – 1. City Commission meeting 9-20-10. 2. Annual Florida Planning Conference, Tampa. 3. TCERDA meeting, discussion on design layout and process. 4. Technical Review Committee meeting 9-23-10. 5. Planning Board meeting 9-21-10. 6. Meeting with Duncan Associates-Land Development Code Contract issues. 7. Meeting with David Sowerby-1309 N 19th St. 8. St. Lucie TPO TAC meeting SLC Airport.

Department Activity Report October 4, 2010 City Commission Meeting Page 6

Planning Department contd. Development Review – 1. One Lord One Faith One Baptism Conditional Use review and TRC meeting. 2. Coconut Cove Major Amendment to a PUR and Preliminary/ Final Plat, recommended approval at September meeting. Scheduling for City Commission hearing in October. 3. Reviewed and prepared TRC documentation for applicant(s) for Conceptual Site Plan review – Sedona. 4. Reviewed and prepared TRC documentation for applicant(s) for Site Plan/Conditional Use - Trinity Lutheran Church. 5. Reviewed and prepared TRC documentation for applicant(s) for Special Exception - Randolph Coin Operated Laundromat. 6. Reviewed and prepared TRC documentation for applicant(s) for Variance - Randolph Coin Operated Laundromat. 7. Reviewed and prepared TRC documentation for applicant(s) for Special Exception - Florida Community Health Center. 8. Reviewed and prepared TRC documentation for applicant(s) for Variance - Florida Community Health Center. 9. Re-intake meeting for proposed ALF - location Weatherbee Road. 10. Building permits. 11. Occupational licenses. 12. Landscape field inspections/evaluations. 13. Review and research on other municipal land development regulations. 14. Counter visits. 15. Phone inquiries. 16. Review Sedona annexation. 17. Address assignments. 18. Site visits for zoning compliance.

Historic Preservation – 1. Edgartown Special Area Plan: Scheduled advertised neighborhood meeting (10/13/10 at Main Street Fort Pierce) and newspaper interview with Edgartown Working Group and Hometown News. 2. Historic Preservation Board: Agenda package completed and distributed to Board. 3. Sustainable Treasure Coast: Continued writing Design Regulations for Sustainability Retrofits for Historic Districts and met with green contractor to discuss potential products for inclusion in the Design Regulations. 4. Preliminary design meeting with Backus Museum representatives. 5. Administrative COA's

Comprehensive Planning – 1. Preparation of CIE discussion for Planning Board. 2. Preparation of County annexation notification letters. 3. LDR Re-write - evaluating existing comments.

Department Activity Report October 4, 2010 City Commission Meeting Page 7

Building Department Projects of Interest – 1. Demolitions: The following structures have been removed, completing the city authorized demolitions for this fiscal year. a) 602 N 6th Street b) 1506 N 16th Street c) 1508 N 16th Street d) 1510 N 16th Street e) 1414 N 16th Street f) 1211 N 16th Street g) 514 Means Ct h) 1203 Ave F 2. 3306 Enterprise Rd. (Dean Doyle/ Paul Frischkorn): This building was constructed without building permits or drawings. The Building Department received as-built drawings and an engineer’s letter certifying the building. All inspections are complete and the Certificate of Occupancy issued.

Developments – 1. Jannifer Thompson, 1114 Mayflower Rd.: All of Maurice Shazier’s building permits have been suspended pending verification of his license and insurance status and the status of his progress at the above mentioned project. 2. Wind Mitigation Grant: The Building Department received approval for a $100,000 grant to be distributed to the public for wind mitigation assistance. 3. F.E.M.A. Community Rating Service Report: The annual CRS report was completed and forwarded to F.E.M.A. before the October 1st deadline. Over 2,000 letters were sent to citizens who live in flood zones as part of this program.

Code Enforcement Hearings – No hearings to report. Next hearing Special Magistrate Blandino on October 6, 2010.

Casework – 1. Responded to 93 complaints.

2. Initiated 114 new cases. a) 34 lot clearings b) 80 general 3. Conducted 175 follow-up inspections. 4. Closed 123 cases. 5. Continued investigation of businesses without current Business Tax Receipts in conjunction with the City Clerk’s office.

Income & Expenses – 1. All lien and fine case folders are being manually reviewed and updated to address past due accounts (on-going). 2. Over $1,200 in collections received during the first half of September. 3. Processed 27 lien / title searches.

Department Activity Report October 4, 2010 City Commission Meeting Page 8

Code Enforcement contd. Miscellaneous – 1. Met with business owner regarding compliance with Code Board order. 2. Violation orders issued to homeowners that still have political signs displayed for candidates not running in November election. Signs for upcoming election were permitted to be placed last Saturday, September 18th. 3. Prepared for and testified in arbitration hearing regarding a previously laid-off employee. 4. Met with Attorneys McCain and Walker to discuss order preparation and coordinate hearing issues. 5. Attended SLC Chamber of Commerce Tourism Committee meeting. 6. Prepared for SLC Chamber of Commerce Leadership class – Government Day – to take place on October 14th.

7. Prepared for and attended Technical Review Committee meeting. 8. Workforce Solutions employee continues archiving paper case files to a data format. 253 cases were scanned to date. 9. Updating Naviline System to close inactive / old case files (on-going). 10. Updating Naviline System to correct errors that occurred when cases transferred from the old system to the new system (on-going).

Engineering Department A1A – Phase I – The pre-bid meeting was held on 9-23-10. Due to numerous inquiries, the Purchasing Department suggested pushing the bid opening seven days from the original date or 9-30-10 to 10-7- 10. Final design and property acquisition work on-going. Phase IIB and Harbour Isle Roundabout - All punch list items have been addressed. Awaiting receipt of the final release of liens and record drawings.

Moore’s Creek – Construction management and inspection of on-going construction of Linear Park from 7th Street to 15th Street. All major construction activities have been completed. Landscaper replacing shrubs and trees as required. Littoral planting to be completed in month of November.

13th Street (Orange Ave to south of Ave D) – FPUA continues working on the utility replacements. FPUA Electrical should complete the electrical relocations and pole removals the week of 9/20/10. FPUA Water/Wastewater continues with the sanitary line replacement and has started the water line replacement and has completed mainline installation from Orange Ave to Ave B.

Oleander Ave. / Sunrise Blvd. Sidewalk and Bike Paths –FDOT has been preparing the bid specification packages for the design build contract. Specifications have been reviewed by County and City staff. The County and FDOT have come to terms with the different design criteria and the RFB advertisement is scheduled for October 2010. The project will be awarded January 2011 with construction commencement in June 2011.

29th Street (Orange Ave to Ave Q) – FDOT will administer a design/build contract which will include milling and resurfacing, sidewalk construction and possibly curb and gutter installation. FDOT will be letting this design/build project under the same contract as the Oleander/Sunrise project.

Department Activity Report October 4, 2010 City Commission Meeting Page 9

Engineering Department contd. Development Reviews – Intake and review of two (2) Building Permit Applications/Site Plan Reviews.

10th Street and Pinecrest Subdivision – Saint Lucie County has advertised for RFQs for the design and permitting services. Submittals are due on October 6, 2010. As part of the funding, the City will receive $1,983,716.00 in CDBG Tropical Storm Fay funding. In accordance with the Agreement all construction shall be completed May 2012. The proposed work will include drainage upgrades to Pinecrest along with total reconstruction of 10th Street from Citrus to Moore’s Creek.

Frances Avenue Storm Drainage Replacement – Staff has completed the design of the storm drainage retrofit project extending from Thumb Point to Fernandina. The project is currently being reviewed for quality control and then will be forwarded to the utility companies for their information. Advertisement for construction bids expected in October 2010.

Stormwater Division – Stormwater personnel preparing for audit of NPDES permit. FDEP will be evaluating our implementation of the City’s storm water management plan permit requirements. Stormwater division reviewing training programs for City personnel to better spot illicit discharges.

Traffic Control – Continued monitoring and coordination of the City’s traffic control system. Engineering continues to coordinate with ATS and the Police Department on the permitting efforts for the red light camera system. We are continuing to work with PCS on the testing and debugging of the City’s active travel time monitoring system on US1 from Orange Avenue to Emil Avenue.

SR 70 (Jenkins Rd. to US 1) – Letter prepared requesting assistance from Governor for the replacement of signal support systems with mast arm assemblies along this hurricane evacuation corridor.

Department Activity Report October 4, 2010 City Commission Meeting Page 10

Public Works Department Deputy Director of Public Works – Appointed Robert “Mike” Reals to the position of Deputy Director of Public Works. This was a promotional opportunity for Mr. Reals who was the former Fleet Maintenance Division Manager.

Northwest Pioneers Park – Drainage system work is complete. Parking lot construction is complete. The Entry Plaza construction is complete. Perimeter fencing is complete. Final grading and landscaping is 95% complete. Redmarq, the pavilion and picnic shelter contractor has been recommended to be terminated for poor performance and improper utilization of City procurement card. Public Works staff has commenced work on the subject structures.

Maravilla Park – Collaborated with the City Manager to generate opposition letter to Saint Lucie County in anticipation of their proposed pilot program to eliminate restroom and trash collection services at Maravilla Park beginning October 1, 2010.

Energy Efficiency & Conservation – Met with several prospective material and equipment providers to discuss financing alternatives for the implementation of energy saving measures. This effort was coordinated with members of the Saint Lucie County Project Energy Team.

Keep Fort Pierce Beautiful – The City Commission appointed eight (8) community members to this board to continue their efforts for beautification and education throughout the City of Fort Pierce.

Police Department Accreditation Process – The police department completed a mock assessment in preparation for a formal accreditation inspection scheduled for December 2010. Assessors from three external agencies provided positive feedback and cleared the department for participation in the final inspection.

Children’s Movement – Chief Baldwin attended the Children’s Movement kick-off event on September 15, 2010. Over a thousand people attended to support this non-partisan movement to bring attention to Florida’s children issues in the state legislature.

Reduction in Force – The police department has initiated action to reduce our workforce by 5 positions as required in the FY 2011 budget proposal. Positions being eliminated include the Public Information Officer, Mail Courier, and three community service aides that were assigned to the Ellis Substation. A recent retirement of a community service aide and resignation of a crime analyst may reduce the number of layoffs required respectively. The department is attempting to maintain some public hours at the Ellis Substation through the use of volunteers or part time assistance provided by an AARP employment program.

Department Activity Report October 4, 2010 City Commission Meeting Page 11

Urban Redevelopment Held ribbon cutting for Tastie's Restaurant, a new business on Ave. D, funded in part by CDBG and FPRA grants.

Taped a television interview for WTCE, Ch. 21, to discuss the NSP program.

Continued the development and acquisition of the NSP properties. Closed on 2 properties and scheduled initial cleanup of acquisition sites.

Held kickoff meeting for continued EPA cleanup of former King Power Plant site with all participants including FPUA, EPA and TCRPA representatives.

Issued construction contracts for Pratt and Forrester CDBG home rebuilds.

Grant staff continued work on Marina and related issues.

Marina Oversee daily marina operations.

Preparing for seasonal dockage and events. See weekly e-mail "Marina Happenings" newsletter for update.

Preparing mangrove growing area for planting.

Working on security cameras for the marina.

Golf Course Met with Tribune account rep to discuss advertising program for fiscal year 2011.

Met with Assistant Golf Professionals to discuss ways of increasing revenue and decreasing expenses, especially as it relates to staffing.

Completed all blanket purchase orders for fiscal 2011.

Department Activity Report October 4, 2010 City Commission Meeting Page 12

River Walk Center Park Permits $1,175.00 Room Rental $1,179.37 Special Events $ 275.00

Total $2,629.37

Recreation Contractor Agreement approved for ongoing classes at RWC. Obtaining a credit card system for RWC. Initiated designs and prices for RWC monument signage from Public Works.

Sunrise Theatre Over the past two weeks, the following performances and activities were presented in the Sunrise and Black Box theatres – 1. Groucho’s Comedy Club attracted a good number of patrons for the performance of two comedians each on Saturday, September 11 and 18. 2. On Tuesday, September 14 and 28 the co-presented Fort Pierce Jazz & Blues Society’s Jazz Jam attracted a very good crowd in the Black Box Theater. 3. The theatre was utilized on September 14, 16, 23 and 24 for rehearsals community choir members participating in the Lil’ Feet Fundraising concert which was held on Saturday, September 25. Approximately 600 tickets were sold for this event which was organized by the Sunrise Theatre, Larry Lee and Maurice Starr (legendary promoter, songwriter, and hit record producer) and featured The Heartbeat Boys, Los Mega Boyz, The Dynasty Dance Team, and a choir comprise of five local singing groups: Mt. Olive Missionary Baptist Church; Future Generations of St. Lucie County; Community Outreach Youth Program; and various members of other local choirs. Proceed from this event will go towards the Lighthouse Foundation supporting other local non-profits, including the Sunrise Theatre Foundation.

Upcoming events over the next two weeks – 1. In the Black Box Theatre: a) Gainesville’s number one jam band, 3rd Stone on Friday, Oct. 1 b) FPJ&B Society’s Jazz Jam on Tuesday, October 5 and 19 c) Groucho’s Comedy Club on October 9 and 23 2. Performances and events in the Sunrise Theatre will include: a) AC/DC Tribute Band, “Back In Black” on Friday, Oct. 8 b) The Pink Tie Benefit in support of research for the cure of breast cancer