Interoffice Memorandum FROM THE OFFICE OF THE

CITY MANAGER

City Manager

City Manager met with the Business Development and Tourism Activities Consultant on two

separate occasions to discuss several issues. Another meeting is scheduled for the end of the

week.

City Manager and the Finance Director participated in a conference call with Commissioner Becht

and the Auditor regarding public record requests for financial information.

The City Manager and Interim Planning Director interviewed the third short-listed candidate for the

Planning Specialist Position.

The City Manager and Mayor Benton met with Karen White to discuss her request for the

placement of Polar Ice vending machines within the City.

On January 3 and/or January 12, the City Manager met with the following department heads to

discuss issues, activities and follow-up status reports: Administrative Services Director, Public

Works Director, Interim Planning Director, Asst. Planning Director, Urban Redevelopment Director,

Building Official, City Engineer, Code Compliance Manager, Finance Director, MIS Director, Police

Chief, Communications & Marketing Manager, Marina Director, Golf Course Operation Manager and

Sunrise Theatre Director.

The City Manager and Interim Planning Director met with Marvin Jones regarding the Cigar Bar’s

waiver of distance and liquor license.

City Manager met with the MIS Director, Building Official and other staff to discuss IT issues.

City Manager met with the Building Official, Building Administrator and Communications &

Marketing Manager to discuss the media’s request for a comment regarding Inlet House.

City Manager met with the City Attorney to discuss an amendment to the Bent Creek developer’s

agreement.

City Manager met with the City Attorney, Interim Planning Director, Cynthia Angelos and Travis

Walker to discuss the Bent Creek developer’s agreement amendment.

TO: The Honorable Mayor and Members of the City Commission FROM: David L. Recor, ICMA-CM, City Manager RE: Department Activity Report DATE: January 13, 2011 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

Department Activity Report January 18, 2011 City Commission Meeting Page 2

City Manager contd.

City Manager met with the Mayor and each City Commissioner to discuss the Leadership Strategic

Planning meeting.

City Manager met with Peter Angelos to discuss his issues related to Chuck’s Seafood.

City Manager met with Gregg Boggs of Lucido & Associates to discuss the potential development of

waterfront property.

City Manager attended a meeting to discuss FPUA easements at the King power plant site with the

City Attorney, Interim Planning Director, Public Works Director, Urban Redevelopment Director,

City Engineer and Building Official.

City Manager met with the Public Works Director, Jeff Sabin and Dennis Corrick to discuss a

proposal from Waste Management for solid waste services.

City Manager met with the City Attorney, Interim Planning Director, Asst. Planning Director, Senior

Planner and Communications & Marketing Manager to discuss the City’s response to the DCA.

City Manager met with the Finance Director, Jerry DiBartolomeo and Mark Barnes regarding the

status of the audit. Communications & Marketing Manager

Working with Planning and MIS staff on hardware and software requirements for the City’s website.

Providing promotional information on Fort Pierce to Gozaic.com……the City has recently joined; this website facilitates promotions through the National Historic Trust – heritage travel.

Participated with the City Attorney, City Manager and Planning staff discussion on the Department of Community Affairs review of the City’s annexation policy as related to the proposed Comprehensive Plan.

Revised quarterly ad for Indian River Magazine.

Developing ‘Welcome to Fort Pierce’ brochure for newly annexed residents and businesses.

City Manager’s Office contd.

Department Activity Report January 18, 2011 City Commission Meeting Page 3

Gave assistance and answered questions to the walk-in public on various aspects of Business Tax Receipts which include but is not limited to:

New Applications: 16 Renewals: 36 Transfers: 7

Gave assistance and answered questions to the walk-in contractors on various aspects of Contractor’s Licensing which include but is not limited to:

New Applications: 3 Renewals: 7

Gave assistance and answered questions from the public who have contacted office by telephone: 193

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

Assisted the public with preparing necessary paperwork for animal registration: 1

Prepared monthly report of animal registrations issued by the Clerk’s office for the month of December 2010 and forwarded to the Fort Pierce Police Department.

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

Obtained and reviewed associated paperwork files of three contractors to go before Board of Examiners of Contractors on January 11, 2011 for complaints filed against competency card.

Assisted the public by doing research and providing copies of various public records: 6

Prepared legal advertisements, letters, resolutions, and ordinances for various departments for upcoming City Commission agenda items.

Prepared several Proclamations for the January 3, 2011 City Commission Meeting.

Attended, recorded and transcribed minutes of the January 3, 2011 City Commission Meeting.

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

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.

Assisted MIS Department by correcting and adding unit numbers to existing address data base.

City Clerk’s Office

Department Activity Report January 18, 2011 City Commission Meeting Page 4

Prepared and delivered various paperwork to be recorded to St. Lucie County Courthouse recording division.

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

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

One Licensing/Permit Clerk attended CPR/AED/FIRST AID TRAINING held at Riverwalk Community Center on January 6, 2011.

Assisted Police Department by providing and preparing title for City vessel that was used as trade-in for new City vessel.

Prepared memo to all City departments of the availability for pick-up of Supplement #91 for the City of Fort Pierce Code of Ordinances Book.

Prepared letter and mailing of Supplement #91 to various entities that the City provides supplement papers for updating City of Fort Pierce Code of Ordinances Book.

Provided necessary account information on bill for supplement papers and forwarded to Finance Department for payment to Municode.

Prepared memo to Finance Department requesting billing of Fort Pierce Utilities Authority for the cost of Supplement #91 provided to them.

Procurement

Prepared specifications (completed legal advertisement, completed bid document package, posted on Demandstar) for Bid No. 6030, Lift Station D Rehabilitation.

Assisted Risk Manager with CPR/AED/First Aid Training.

Opened one solicitation, RFP No. 6029, Consultant Services for Preparation of 2011-2015 Consolidated Plan.

Prepared agenda items for FPUA Board Meeting, recommendations of award for four solicitations (Bid/RFP).

City Clerk’s Office contd.

Administrative Services Department

Department Activity Report January 18, 2011 City Commission Meeting Page 5

Human Resources

Created a grievance file for one employee.

Submitted tuition reimbursement requests to the Finance Department for 2 employees.

Office Support Assistant attended CPR/AED/First Aid Training.

Completed Wellness/Fitness Bonus Payment request for one employee.

Completed FMLA follow-ups.

Advertised for the Irrigation Specialist Position available in Public Works, Parks and Grounds Division.

Researched and verified employment information.

HR Recruitment Activity: 1. Processed monthly Credit Card Statement Report. 2. Distributed time sheets, accruals and payroll information to each department. 3. Inputted data in payroll system for new employee and annual evaluation. 4. Received and processed December annual and probation evaluation. 5. Began Performance Evaluations for January.

Met with City Manager for Weekly Meeting.

Met with State Attorney’s Office.

Met with Auditors.

Conference call with Commissioner Becht & City Manager.

Prepared Financials for Month End Closing.

Prepared Financials and worked with Auditors on the Audit.

Administrative Services Department contd.

Finance Department

Department Activity Report January 18, 2011 City Commission Meeting Page 6

Ordered new AS400 system and switches for both City Hall and Public Works/Solid Waste to be installed upon arrival.

Upgrading cell phones for Building and Code Divisions.

Working with issues that resulted from the AS400 V6R1 operating system upgrade.

Working with AT&T and the State of Florida on the fiber optic installation preparation for Public Works/Solid Waste (ongoing).

Lotus Notes IQsuite e-mail spam, archive, and AS400 utilization updates and maintenance (ongoing).

Processing the firewall upgrades for all sites to enhance network security (ongoing).

Updating MIS documentation and procedural policies.

Updating BlackBerry cell phones for various departments/divisions (ongoing).

Awaiting credit card machine for River Walk Center.

Working on ARCGIS application installation and scheduling installation of replacement computer equipment for Engineering and Planning Departments.

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

Waiting on quotes for the doors of City Attorney, Code, and Planning.

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

Received 40 new work orders and completed 28.

City Hall closed for holidays and furlough day.

MIS Department

Department Activity Report January 18, 2011 City Commission Meeting Page 7

Meetings – 1. Meeting with Cynthia Angelos, City Manager, City Attorney-Bent Creek 2. Weekly Meeting with City Manager-Dept heads. 3. Meeting with Marvin Jones and City Manager-Cigar/Wine Bar 4. Meeting with Building Official and applicant-2808 Orange Ave-Electric Fence 5. Interviews for Planning Specialist Position 6. Meeting with MIS on VPN procedures

Development Review – 1. Phone calls / E-mails / POD 2. Intake Meeting for Variance to correct application deficiencies for Hurricane Grill's shed 3. Preliminary sufficiency review for Geoplasma Application (Application still not complete) 4. 1 Pre-application Meeting 5. Notices for Cond. Use for Treasure Coast Neurology 6. Notices for Skatetown USA WOD 7. Staff Report for Skatetown USA WOD for Planning Board 8. Transcribed Planning Board minutes for Nov. meeting 9. Updated and verified contact information for all Planning Board and Board of Adjustment

members. 10. Address Assignments 11. Building Permits 12. Occupational Licenses 13. Text Amendment - Docks City Commission 14. Site Plan Extension-Deeken Plaza City Commission 15. Fee Resolution-update schedule for City Commission 16. Budget preparation-line item transfer for computer-Capital replacement 17. Prepared Planning Board agenda and upload to FTP site.

Urban Forestry – 1. Beach erosion at Jetty Park - Field inspection and correspondence to staff & SLC 2. City Tree Board - Preparation for January meeting. 3. Inlet Linear Park - Lighting comments to Public Works. 4. Heathcote Botanical Gardens - Assist Director with Phase 1 tree planting project. 5. Landscaping and parking inspections - For tax license applications. 6. Work with property owners on Code parking and landscape issues. 7. Tree Inspection city wide for freeze damage evaluation. 8. Waiver of Distance packet preparation - South Beach Liquor - City Commission 1-18-11. 9. Waiver of Distance – Skatetown – TRC / Planning Board – assist Ryan Conditional Use packet

preparation. 10. Huck Catering - City Commission 1-18-11. 11. Review, inspection and completion of building permits and tax license applications. 12. Tree removal permits administration and assistance to the Public. 13. Assist Code Enforcement with landscaping, tree violations. 14. LDR review process. 15. Pre-app meetings as scheduled. 16. Planner of the Day duty.

Planning Department

Department Activity Report January 18, 2011 City Commission Meeting Page 8

Projects of Interest – 1. Zora Neale Hurston Library: Plans submitted for 4,000sf expansion. 2. Governor’s House Demo: Contractor asked to sod property within 10 days.

Developments –

1. Inlet House: The news media contacted staff regarding the project on site. The problems stem for differences between the residents and the condominium association. Unfortunately, the Building Department has wrongfully been implicated in this dispute. We will keep you informed of all developments.

2. Wind Mitigation Grant Program: The Building Department began advertising this program to the public via the City’s website, cityofftpierce.com and channel 27. The grant program will also be advertised in the News Tribune on Wednesday - January 12, 2011 and Friday - January 14, 2011.

3. High Point Fee Adjustment: Representatives from the High Point Condominium Association

spoke with Building Department staff and reached an agreement, regarding the fees for a single opening. All parties are ready to move forward with this project.

GIS/Mapping – 1. Prepared Planning Board Item - Trinity Lutheran Church - Site Plan & Conditional Use 2. Created position duties 3. Analysis for web design computer 4. Analysis for Planning computers 5. Organized Planning processes, GIS functions, Web functions 6. Occupational Licenses 7. Analysis for GIS Trimble device 8. POD support

Interim Assistant Director/Historic Preservation Officer – 1. Text Amendment: Exempting the downtown area from waiver of distance requirements:

Research, Planning Board Agenda Package 2. Department administration duties 3. Planner of the Day duties

Comprehensive Planning – 53 annexations/maps/CC presentation

EAR ORC – addressing issues re: incorporating treasure Coast Hurricane Evacuation Plan, St. Lucie County Manatee Protection Plan, Port Master Plan, St. Lucie County Local Mitigation Strategy (LMS); reviewing KHA responses; preparing City responses (13 detailed Objections; 13 detailed Comments responding to); gathering data to include future Amtrak station in the CIE (Capital Improvements Element); addressing City annexation policy issues re: discrepancy with Florida Statutes.

2011 CIE update – incorporating funding mechanisms and projects regarding impact fees, St. Lucie County LMS; City stormwater and road paving projects; FDOT projects.

Planning Department contd.

Building Department

Department Activity Report January 18, 2011 City Commission Meeting Page 9

Hearings – 1. Special Magistrate Blandino – January 5, 2011

a) 16 cases scheduled – 6 complied prior to hearing, 1 pulled by staff b) 1 case continued by Special Magistrate c) 3 Stipulations of Non-Compliance signed d) 5 cases found in violation

Casework – 1. Responded to 27 complaints 2. Initiated 10 new cases (reduced enforcement over holidays)

a) 1 lot clearings b) 9 general

3. Conducted 138 follow-up inspections 4. Closed 35 cases 5. Continued investigation of businesses without current Business Tax Receipts in conjunction

with the City Clerk’s office.

Income & Expenses – 1. All lien & fine case folders are being manually reviewed and updated to address past due

accounts (on-going). 2. Processed 18 lien / title searches.

Miscellaneous – 1. No new updates due to holidays and vacation. 2. Updating Naviline System to close inactive / old case files (on-going). 3. Updating Naviline System to correct errors that occurred when cases transferred from the old

system to the new system (on-going).

Code Enforcement

Department Activity Report January 18, 2011 City Commission Meeting Page 10

A1A – Construction management of Phase IIB & Harbour Isle Roundabout – Bi-weekly construction coordination meeting with contractor and utilities. Met with David King, owner of Subway, to discuss parking during and after construction. Met with Mr. King on-site to ease parking, access problems during construction.

Moore’s Creek – Construction management and inspection of on-going construction of Linear Park

from 7th Street to 15th Street. Current construction activities include canal excavation east of 13th Street. Paving of 9th Street and Dundas Court completed the week of January 4th.

13th Street (Orange Ave. to south of Ave. D) – Pre-bid meeting held on January 8th. Eighteen

contractors attended meeting to be eligible for bidding. Bids to be opened January 21, 2010. Oleander Ave. / Sunrise Blvd. Sidewalk and Bike Paths – Contract awarded to H&D Construction.

Contract being prepared by Purchasing Department. Documents prepared for request for qualifications for construction engineering and inspection. Federal guidelines prohibited using continuing service agreements for CEI services.

CIP Update – Continuing update of CIP projects. Meeting with individual departments to revise

current CIP and compile proposed additions. Utility Coordination Meeting – Joint meeting with FPUA Utilities, AT&T and Comcast to discuss

upcoming road construction projects and necessary utility relocation. Projects from City and FPUA reviewed to improve coordination between agencies.

City Hall Parking Garage – A meeting was held with a representative of the pre-cast concrete manufacturer and installer, Dura-Stress, to review the findings of the structural engineering report completed 1/3/11. Dura-Stress has agreed to repair the deficiencies utilizing techniques to reduce reoccurrences of this type. It is anticipated that the procurement time for Dura-Stress to receive the repair material will be two (2) to three (3) weeks. During this time and until the repair action is completed the top levels of the parking garage will be closed.

Beach Erosion - The Public Works Department will be inspecting this situation at least once per week to obtain measurements and photographs of the rapid loss of beach sand material currently being experienced from Fort Pierce Jetty to the south. The Saint Lucie County Erosion District is aware of the matter and will also be monitoring the erosion.

Inlet Linear / Jetty Park Parking – The City Manager, City Engineer, Chief of Police, and Director of Public Works are collaborating on a design for additional stabilized parking within the boundaries of the FPRA owned property just west of South Jetty Park.

N 22nd St & Avenue K – PWD crews completed the clearing, cleaning, and tree trimming of three (3) vacant lots at the northwest corner of N 22nd St & Avenue K.

Engineering Department

Public Works Department

Department Activity Report January 18, 2011 City Commission Meeting Page 11

Enough is Enough March By – This event has been rescheduled for January 8, 2010 from 3-5PM, starting from Pioneer Park.

Murder Reward Fund – As requested by the City Commission, the police department increased the reward offering for our recent murders to $5,000 and distributed flyers in the impacted neighborhoods.

Staff reviewed outstanding issues, such as the Tulepan Sect. 108 note, with the outgoing Grant Writer and appropriate staff, to determine where these various programs were in the process.

Director conducted annual reviews with all staffers.

Received bids for consultants to draft annual and five-year CDBG Plans.

Completed construction at Forrester CDBG rebuild and moved client back into home.

Reviewed bids and selected contractor for two NSP home rebuild projects.

Met with two consultant contractors for NSP projects to review their responsibilities and assign them projects.

Reviewed consultant engineer report and held successful meeting with City staff and builder Dura-Stress regarding maintenance issues with City parking garage.

Drafted Communitywide Council agenda.

Met with County staff on Intermodal bus terminal.

Had final interview with new Grant Writer and offered her the position.

Oversee daily operations for City Marina and Fisherman's Wharf Marina.

Working with seasonal dockage and events (see weekly email “Marina Happenings" newsletter for updates).

Researching wireless camera for Inlet.

Updated weekly radio commercial.

Police Department

Urban Redevelopment

Marina

Department Activity Report January 18, 2011 City Commission Meeting Page 12

Park Permits $200.00 Room Rental $2,045.05 Special Events $3,300.00 Programming $61.48 Total $5,606.53

Working with Public Works on a monument sign (2-sided) for the River Walk Center with space for changeable copy to promote various activities at the RWC to the public.

Two new leagues have been added to the schedule for season.

Fertilization of the greens has been completed.

Met with Superintendent to discuss purchase of sand to complete bunker project.

Performances in the Black Box Theatre included: The Fort Pierce Jazz and Blues Society presented their Jazz Jams on December 21, 28 & January 4; Groucho’s Comedy Club had a good turnout on Saturday January 8, for Monique Marvez.

Performances in the main theatre included: Memories of Elvis: Merry Christmas Baby starring Chris MacDonald on Saturday, December 18; a sold-out performance by the National Ballet Theatre of Russia’s “The Nutcracker” on Sunday, December 26; a sold out performance by comedian Howie Mandel on Sunday, January 2; a performance by the State Ballet Theatre of Russia’s production of “Giselle” on Wednesday, January 5; on the morning of January 5, a School Time Performance of Giselle was attended by approximately 650 students from various county schools.

Upcoming performances over the next few weeks include: “Richard Nader’s Rock & Roll Doo Wop Show featuring Gene Chandler, The Crystals, Johnny Tillotson and Emil Stucchio and the Classics on Friday, January 14; two performances of the National Touring Company of “Forever Plaid” on Saturday, January 15.

The Sunrise Theatre/Fort Pierce Jazz and Blues Society’s Jazz Jams continue in the Black Box Theatre every Tuesday evenings at 7 PM.

Recent additions of performances by Willie Nelson and Lewis Black were sold out with two weeks and a second show for Lewis Black has been added to the schedule for Friday, May 20.

Golf Course

River Walk Center

Sunrise Theatre