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HomeMy WebLinkAboutItem III (A) Approval and Acceptance of the Minutes of City Commission Regular Meeting of June 16, 1998, Special Session of June 25, 1998 and Work Session of June 30, 1998 cznIllai 7-7-98A I l ([,, �, L MINUTES OF THE CITY OF OCOEE REGULAR CITY COMMISSION MEETING HELD JUNE 16, 1998 CALL TO ORDER Mayor Vandergrift called the regular meeting to order at 7:15 p.m. in the Commission Chambers. Commissioner Anderson led in the prayer and Frances Watts led in the pledge of allegiance. The roll was called and a quorum declared present. PRESENT: Mayor Vandergrift, Commissioners Anderson, Glass (ar4wed at 7:20 P.M.), Howell and Parker. Also present were City Manager Shapiro, City Attorney Rosenthal, City Engineer/Utilities Director Shira, Assistant City Engineer Wheeler, Director of Community Relations/Projects Shira, Senior Planner Horne, Finance Director Horton, Public Works Director Smith, Fire Chief Strosnider, Finance Supervisor Carter, Budget Specialist Strickland, Police Chief Mark and City Clerk Grafton. ABSENT: None. PRESENTATIONS AND PROCLAMATIONS PRESENTATIONS AWARD FOR YEARS OF SERVICE- 5 YEARS- CATHY SILLS Mayor Vandergrift gave a brief history of Cathy's career with the City and presented her with a plaque and a gift certificate. Cathy introduced her husband, Jim, and daughter, Celeste. Finance Director Horton talked about Cathy's giving 100% +every day. AWARD FOR YEARS OF SERVICE- 5 YEARS-JOYCE STAUB Mayor Vandergrift gave a brief history of Joyce's career with the City and presented her with a plaque and a gift certificate. Police Chief Mark then spoke of her achievements. AWARD FOR YEARS OF SERVICE- 5 YEARS- DAVID KINLER Mayor Vandergrift gave a brief history of David's career with the City and presented him with a plaque and a gift certificate. City Engineer/Utilities Director Shira thanked him for his extra effort. AWARD FOR YEARS OF SERVICE- 5 YEARS-CARY BERTLING Cary was not present. AWARD FOR YEARS OF SERVICE- 10 YEARS-JEFFREY DYER Mayor Vandergrift gave a brief history of Jeffrey's career with the City and presented him with a plaque and a gift certificate. Police Chief Mark spoke highly of his quick response and cooperation. PROCLAMATIONS-None. Ocoee City Commission Regular Meeting June 16, 1998 L� CONSENT AGENDA The consent agenda consisted of items A, B, C, D, E and F. Commissioner Howell pulled item B for discussion. Commissioner Glass, seconded by Commissioner Howell, moved to approve items A, C, D, E and F of the consent agenda as presented. Motion carried 5-0. A. Approval and Acceptance of Minutes of City Commission Regular Meeting of June 2,1998. C. Approval and Authorization for Mayor and City Clerk to execute the Prairie Lake Village, Phase 2,Final Plat. (ENGINEERING AIDE KOVACS) D. Approval and Authorization for the Special Events Permit,Temporary Blocking of City Street(Floral). (BUILDING OFFICIAL FLIPPEN) E. Approval and Authorization to Purchase Ice Maker for Vignetti Recreation Center. (RECREATION DIRECTOR NORDQUIST) Item B. of the consent agenda was discussed at this point. B. Approval and Authorization to Sponsor Ocoee Bulldogs at the Diamond Sponsor Level ($1,000). Commissioner Howell said he would be interested in setting up a scholarship fund to enable all children to have the opportunity to play football or cheerlead. Commissioner Howell, seconded by Mayor Vandergrift, moved that the $1,000 be put into a fund for a scholarship, for children who need financial assistance in order to play in the Pop Warner Football League. Motion failed 2-3, with Commissioners Anderson, Glass and Parker voting no. Commissioner Parker, seconded by Commissioner Glass, moved to approve a Platinum Sponsorship for $500 and a scholarship fund for $1,000 to be set up for families who are unable to pay the fee. Commissioner Glass wished to amend the motion to put Commissioner Howell in charge of the scholarship. Mr. Rosenthal cautioned concerning the state Sunshine Laws. Commissioner Glass, seconded by Commissioner Parker, moved to amend the motion by adding Commissioner Howell as a contact to the Ocoee Bulldogs. Amendment carried 5-0. Motion as amended carried 5-0. COMMENTS FROM CITIZENS/PUBLIC Rebecca Layman, Ocoee Historical Commission, asked for funds ($500) to support producing a coverlet showing the scenes of Ocoee to sell for support of Withers-Maguire House. Mayor Vandergrift, seconded by Commissioner Anderson, moved to give $500 to be used for this project. Motion carried 5-0. Mrs. Frances Watts, 43 Shell Key Court, expressed appreciation for the many kindnesses extended to her during her illness and read a Garfield card addressed to the City Commission: "Remember you'll never be free of your problems, you'll always have me." 2 Ocoee City Commission Regular Meeting ;'+ , LU" Ul June 16, 1998 u j COMMISIONERS ANNOUNCEMENTS/CORRESPONDENCE Commissioner Parker: 1) Announced the July 4th Celebration on the City Complex at the Gazebo with a fireworks display at 9:00 P.M., and encouraged all to come. Commissioner Glass: 1) Announced the RSVP No. 656-2218. 2) Read City Engineer Shira's report on the results of the water test, showing that 63% of the taste testers preferred Ocoee water to bottled water. Commissioner Anderson: 1) Asked Chief Strosnider if the City will really have fireworks, as daily newspaper reports on fire conditions have cast some doubt. Chief Strosnider assured that the City is well covered and going forward with plans, but everyone must be very careful. Commissioner Howell: 1) Congratulated J. J. Prettyman (son of Recreation Supervisor Vicki Prettyman) for qualifying for the Junior Olympics Golf Tournament. a) Said"Hi"to his granddaughter Sara. Mayor Vandergrift: No comments at this time. PUBLIC HEARINGS SECOND READING- ORDINANCE 98-09 EVALUATION AND APPRAISAL REPORT City Attorney Rosenthal presented this Ordinance by title only. Senior Planner Home said that the report had been provided to the City Commission on March 17, 1998 in order to allow ample time for review prior to this public hearing. She introduced the members of the Evaluation and Appraisal Report Advisory Group and the Planning and Zoning Commission, and advised that both groups had reviewed the EAR prior to its presentation to the City Commission, recommending approval. Mrs. Horne explained that, pursuant to state law, the report had been prepared by Staff to assess the success and/or failure of the Comprehensive Plan, and, following action taken at this meeting, she would submit the report to the Department of Community Affairs for a compliance determination. The public hearing was opened. As no one wished to speak, the public hearing was closed. Commissioner Anderson, seconded by Commissioner Glass, moved to adopt Ordinance No. 98-09, adopting the Evaluation and Appraisal Report, as presented. Motion carried 5-0. SUMMERVILLE AT OCOEE ASSISTED LIVING FACILITY. (PLANNING DIRECTOR WAGNER) SECOND READING OF ORDINANCE No. 98-10, PUD LAND USE PLAN - REZONING, AND SPECIAL EXCEPTION APPLICATION,CASE No. 1-1SE-98. 3 J Ocoee City Commission Regular Meeting iu U June 16, 1998 City Attorney Rosenthal read this Ordinance by title only. Planning Director Wagner presented the plan on an overhead projection and explained the proposed changes. The subject property currently has C-2 zoning. The Planned Unit Development(PUD) zoning would include all uses currently permitted by the site's existing C-2 zoning as well as an Assisted Living Facility for senior citizens with a maximum of 120 beds. Due to the unique nature of the proposed use and the way the Land Development Code is structured,the Assisted Living Facility will require both PUD zoning and Special Exception to allow the proposed Assisted Living Facility on this site. Mr. Wagner reported that the Development Review Committee and the Planning and Zoning Commission both recommended approval unanimously. Staff recommended (1) adoption of Ordinance No. 98-10 approving the request for the Summerville at Ocoee Assisted Living Facility (Case # 98-001),to rezone the subject property from C-2, Community Commercial District, to PUD, Planned Unit Development, consistent with the PUD Land Use Plan date stamped received by the City on May 19, 1998, subject to the execution of a development agreement as required by the Land Development Code, and (2) authorize the Mayor and City Clerk to execute a development agreement with the owners of the subject property as required by the Land Development Code. The public hearing was opened. Mrs. Frances Watts asked what assisted living is. Kevin Robillard, Vice President, Daniel Corporation, explained it is helping someone who is a senior citizen not entirely able to do all selfcare, who does not need the full services of a nursing home and is still ambulatory. The facility will have 85 units for up to 2 people but most units will be for 1 person. Commissioner Anderson asked who can live in an Assisted Living Facility. Mr. Robillard. said generally older people who have this particular need, a 23 or 32 year old would not be comfortable. This facility is specifically targeted to serve the older person. The public hearing was closed. Commissioner Anderson asked if there would be a gate on the adjoining side with the restaurant property, what type of brick would be used and how much the units would cost. Kevin Robillard in response to several questions said the gate will be in with the final site plan approval. The brick will match the type used in the wall for Lake Olympia Club. The units will cost $3,100 - $4,200 rent per month. Commissioner Anderson suggested that they have handicapped ramps away from the porte- cochere. He also asked if there could be a stipulation for a specific age. Commissioner Anderson moved to approve Ordinance 98-10 PUD Land Use-Rezoning with the stipulation of condition of age. There was no second to this motion. 4 Ocoee City Commission Regular Meeting F01 June 16 1998 � A Mr. Rosenthal suggested that the age restrictions would have to be drafted into a definition of an ACLF. He also recommended that the Planning Department research the restriction. Kevin Robillard responded that he had no problem with confining use to persons over 50 years of age. Mayor Vandergrift polled the commissioners to find their feeling on the age restriction. Commissioner Parker would not like to see any age restrictions placed on the facility. Commissioner Glass no problem with asking Mr. Rosenthal to research the State Statutory definition, but wants to hear from the applicant about a timeline. Commission Howell can understand Commissioner Anderson's position, but does not see how an age limit would work. Mayor Vandergrift agreed with Commissioner Howell. Mayor Vandergrift, seconded by Commissioner Parker, moved to approve Staff recommendation to adopt Ordinance No. 98-10 approving the request for the Summerville at Ocoee Assisted Living Facility (Case #98-001), to rezone the subject property from C-2, Community Commercial District, to PUD Planned Unit Development, and authorizing the Mayor and City Clerk to execute a development agreement with the owners of the subject property as required by the Land Development Code. Motion carried 4-1 with Commissioner Anderson voting no. Commissioner Anderson said for the record what we do today will set the footwork for the future so he is uncomfortable without some type of age restriction. SUMMERVILLE AT OCOEE ASSISTED LIVING FACILITY SPECIAL EXCEPTION APPLICATION, CASE No. 1-1sE-98. PLANNING DIRECTOR WAGNER displayed the plan on the overhead projector and explained that this type of facility required both PUD zoning and Special Exception approval. He gave a brief description of the facility and advised that the plan has been recommended for approval by the DRC and the Planning and Zoning Commission. Staff recommended approval of the Special Exception for Summerville at Ocoee Assisted Living Facility (Case#1-1 SE-98),to be built according to the Preliminary Plan as date stamped received by the City on May 19, 1998, including the Conditions of Approval identified thereon. The public hearing was opened. As no one wished to speak the public hearing was closed. Mayor Vandergrift seconded by Commissioner Parker, moved to accept the staff recommendation of the approval of the Special Exception for Summerville at Ocoee Assisted Living Facility (Case # 1-1 SE-98) to be built according to the Preliminary Plan as date stamped received by the Cityon May 19, 1998, including the Conditions of Approval identified thereon. 5 ' 117-1 Ocoee City Commission Regular Meeting 1 1: t June 16, 1998 L L Commissioner Anderson moved to amend to make the facility for 50 years and older. There was no second. Motion carried 4-1 with Commissioners Anderson voting no. APPROVAL OF UNSECURED PROMISSORY NOTE IN AMOUNT OF $200,000 TO FINANCE THE ACQUISITIONS OF BASE OPERATIONS MGMT. SERVICES, INC. PROPERTIES EAST OF BLUFORD AVENUE BETWEEN MCKEY STREET AND OAKLAND AVENUE(CITY ATTORNEY ROSENTHAL) City Attorney Rosenthal presented the staff report, noting that a portion of the purchase price for the 12 platted lots will be paid with an unsecured promissory note in the amount of$200,000 which would bear interest at the rate of 8%per annum and be payable over a term of three years. The public hearing was opened. Mrs. Watts asked if this is the property of Mr. Ben Griffin. Former Commissioner Rusty Johnson proposed that the city get an option to buy other houses in the block. The public hearing was closed. Commissioner Anderson, seconded by Commissioner Glass, moved to approve the borrowing on an unsecured basis of up to $200,000 in connection with the financing of a portion of the purchase price for the acquisition of 12 platted lots as more fully set forth in a Purchase Agreement dated June 2, 1998 between Base Operations Management. Services, Inc., as Seller, and the City of Ocoee, as Buyer. Motion carried 5-0. Recess 8:33 p.m. - 8:40 p.m. OTHER BUSINESS MAYOR VANDERGRIFT announced he would take item D out of agenda order and consider it at this time. PARTICIPATION IN THE DEVELOPMENT OF A COUNTYWIDE HAZARD MITIGATION STRATEGY. Assistant City Engineer Wheeler read the staff report, noting that the Orange County Office of Emergency Management has requested notice of the City's intentions regarding participation in the development of a countywide hazard mitigation strategy as offered by FEMA. The letter offers three options: (1) participate (Ocoee's share of the grant would be pooled with the other participants' shares to develop the overall strategy); (2) stand alone (Ocoee's share would be used for Ocoee's strategy alone); and (3) do nothing (Ocoee's share would be split between the county program and retained by the state). Mr. Wheeler recommended accepting the grant offered by FEMA, through the Florida Department of Community Affairs, and jointly participate in the development of the countywide Hazard Mitigation Strategy and authorize the City Manager to respond to Orange County by June 20, 1998, as referenced in his staff report, and to 6 Ocoee City Commission Regular Meeting U June 16, 1998 1r authorize staff to actively participate in the development of this strategy. The City would then qualify for funds to make improvements for emergency purposes rather than fixing disaster areas. Mayor Vandergrift, seconded by Commissioner Glass moved to accept Staff recommendation for Participation in the Development of a Countywide Hazard Mitigation Strategy. Motion carried 5-0. Mr. Shapiro proposed buying trailer park spaces as they become empty or require a new trailer be placed on the space. Commissioner Glass announced that he had to leave the meeting and wished to make a few comments before excusing himself early. • On the Temporary Fire Administration Office Space. (VII-A), he supported Staff recommendation. • On Capital Improvement Plan (VII-B), his big issue with the plan was sidewalks and he asked if there was a way to move up construction. Mr. Shapiro responded that he was not sure at this time, it could soon be a function of Public Works to build Ocoee's sidewalks. • On Voting Delegate - Florida League of Cities Convention (VII-E), he was not planning to go so please do not nominate him while he is absent. Without objection Mayor Vandergrift was appointed at this time. • On the Consideration of Settlement Proposal in Jerry E. Jones Code Enforcement Matter (VII- F), he supported City Attorney Rosenthal's recommendation. • On the Police Take Home Car Plan (VII-C) he would like the discussion to be deferred till he is present so he can be a part of it. Delay was approved without objection till July 7, 1998. Commissioner Glass apologized for leaving early and left at 9:00 P.M. TEMPORARY FIRE ADMINISTRATION OFFICE SPACE. Chief Strosnider said that a few years ago he moved his fire inspectors into City Hall due to a lack of space, now he has to move them out. He has looked at space in the other fire stations but was not feasible, also, he has looked at office space in the surrounding area but it was not in his budget range. He said that the only solution at this time seems to be adding a temporary 14' x 60' office module at Fire Station 1. He noted that this could be done at an approximate one time cost of$18,472, and a monthly recurring cost of$350 for lease of the trailer. Commissioner Anderson suggested the use of local office space rather than store front space or use the police substations at the fire stations 3 and 4, which are not in use at this time. Mr. Shapiro stated that for communication purposes they would like to keep them all together. Mayor Vandergrift, seconded by Commissioner Parker, moved to accept the staff recommendation for the Temporary Fire Administration Office Space. Motion carried 4-0. Commissioner Glass was not present. 7 Ocoee City Commission Regular Meeting June 16, 1998T 1-2 Q L-13 MAYOR VANDERGRIFT MADE A PRESENTATION FOR POLICE TAKE HOME CAR PLAN. CONSIDERATION OF SETTLEMENT PROPOSAL IN JERRY E. JONES CODE ENFORCEMENT MATTER. Mr. Rosenthal gave a brief background of the matter, recommending rejection of the $2,000 settlement proposal and requesting authorization for a settlement proposal in the amount of$20,000 which would reimburse the City for its out of pocket expenses and for a portion of the costs incurred by the Code Enforcement Board. Commissioner Anderson moved to make the amount of fine $30,000 and payable in 45 days. Mr. Shapiro explained that the reason for the amount of fine was to make it payable. Mr. Rosenthal said this property is a homestead property and the City is not going through foreclosure. Commissioner Anderson rescinded his first motion and, seconded by Commissioner Parker, moved to adopt the recommendation of staff with date specific., extended to 30 days from the date of contact documents. Motion carried 4-0. Commissioner Glass was not present. CAPITAL IMPROVEMENT PLAN Mayor Vandergrift in a brief statement asked that the conversation on the capital improvements be limited to this year's issues due to the time. Mr. Shapiro said the commissioners may want to move something up or back on the list. Mayor Vandergrift said they would look at the report page by page and ask questions accordingly. Page 1 - Commissioner Anderson questioned line 14, New Police Station Architect Plans. The $225,000 was removed, as it was entered in error. Page 2 - Commissioner Anderson: change line 27, Pave Lee St. and Kissimmee St. behind Food Lion to a 3 priority. Page 3 - Mr. Shapiro addressed questions on sidewalks, stating that in the future, the city would like to be building their own, with input on positioning from the public. Page 4 - Line 66, Mr. Shapiro said, for the record, Planning and Zoning informed we have not paid enough attention to the lake projects. He also added that the Commission might look at a GOB bond issue, but they need to find out what the citizens consider their priorities. Page 11-Mr. Shapiro advised that he cannot come up with a budget until the Commission makes a decision concerning the Police Take Home Car Plan. Commissioner Howell would like to have a special workshop before the next Commission Meeting to propose a plan. Mr. Shapiro would like to make the generated revenues of the city available to the Commissioners, but will not have those available till the next commission meeting. Page 18- Line 63,the word new should be in parenthesis. Commissioner Anderson thanked Finance for the fine job they did on the report. Commissioner Anderson, seconded by Commissioner Parker, moved to approve the Capital Improvements Program as amended. Motion carried 4-0. Commissioner Glass was not present. 8 Ocoee City Commission Regular Meeting 7) r June 16, 1998 u it I ' U u Commissioner Anderson commented that in the future Public Works should look into contracting the garbage collection to the private sector rather than hiring more workers and buying more trucks. STAFF REPORTS-None. COMMENTS FROM COMMISSIONERS Commissioner Parker: Will arrive at the joint meeting on Thursday, June 18 at 7:30 p.m. Commissioner Anderson: 1) Reported the light at Mckey/Bluford stays on too long (2 min- 20 sec. ) even when there was no one on Bluford Avenue. 2) Will arrive at meeting on Thursday, June 18, 1998 a few minutes late due to a CACOPD meeting at 7:00 p.m. 3) Concerning the Indy Plan, stated that he is not in favor of giving a vehicle to any city employee who is not a resident of the City of Ocoee. Mayor Vandergrift: 1) He would like to do an Employee Opinion Survey, and wants an RFP on the next agenda. 2) Would like to know how long Silver Glen will be unpatched. 3) Expressed concern about speeding on Melva Street, suggested closing entrance. 4) Commended Lions Club for giving weather radios to the schools. n Said Bridge Creek road in Cross Creek is coming apart. Mr. Shapiro said that it is a private road, but he can find out what is wrong. 6) There is still water running out of Saddle Bay Loop. 7) Said the lights at Little Champ on Wurst Road are blinding. Commissioner Anderson added that tennis court lights are on all night. 8) Asked if well to drain Starke Lake is still running. 9) Stated that the water bill drop box is still too high. (Public Works has already fixed it.) 10) He would like to see more trees at corner of Kissimmee St. on Sysco property. Commissioner Howell: 1) He said it was a good idea to close off Melva at one end. ADJOURNMENT The meeting was adjourned at 10:40 p.m. Attest: APPROVED: City of Ocoee Jean Grafton, City Clerk S. Scott Vandergrift, Mayor 9 T-3 Agenda 7-7-98 Item III A MINUTES OF THE CITY OF OCOEE CITY COMMISSION SPECIAL MEETING HELD JUNE 25, 1998 CALL TO ORDER Mayor Vandergrift called the special session to order at 7:03 p.m. in the Commission Chambers, and stated that the purpose of this meeting was to take action regarding Governor Chile's Executive Order 98-165, declaring a statewide emergency due to dryness and banning the sale and use of fireworks. The roll was called and a quorum declared present PRESENT: Mayor Vandergrift, Commissioners Anderson, Howell and Parker. Also present were Acting City Manager Wagner, City Attorney Rosenthal, Fire Chief Strosnider, Police Chief Mark, Assistant Building and Zoning Official Washington and City Clerk Grafton. ABSENT: Commissioner Glass Mayor Vandergrift proposed notifying the citizens that the City's fireworks display will go on as scheduled, with posters and flyers put in local stores informing people of the ban on personal fireworks. There was an open discussion about administering the Executive Order and having local merchants remove displays and fireworks from their stores. Consensus was reached to have officers visit the businesses. City Attorney Rosenthal recommended that the city not take action as a municipality to prohibit the sale of fireworks and sparklers because the Governor had already done that. He suggested repealing any licenses that have been issued for the sale of fireworks and issuing a directive to the police and fire chiefs to publicize the dangers and enforce the Governor's Executive Order. Mr. Rosenthal suggested language indicating that the notices were posted pursuant to order of the City Commission. He added he could draft an emergency ordinance to: (1) Declare a state of local emergency in the City of Ocoee, (2) Direct the Police and Fire departments to publicize the dangers of fireworks, novelties, etc., (3) Repeal permits and licenses issued for the sale of fireworks etc. and, (4) Direct the Police and Fire Chiefs to enforce the Governor's Executive Order. This ordinance would be in effect for 60 days. Commissioner Parker, seconded by Commissioner Howell, moved to adopt the Ordinance as described by City Attorney Rosenthal, who then read by title only Emergency Ordinance No. 98- 13. Motion carried 4-0. COMMENTS FROM COMMISSIONERS Commissioner Howell: Asked the City Manager to provide the cost on paper for the Police Take Home Car Plan before the workshop. Ocoee City Commission Special Meeting 1i-) June 25, 1998 �� J� Commissioner Parker Asked that the cost of leasing one fully equipped police vehicle for one year be provided for the workshop. Commissioner Anderson: Asked how many shifts shared the vehicles. Mayor Vandergrift: Announced he was on his way to a meeting at the Mall for the association being formed to organize other Homeowner associations and hoped to involve the community in saving our trees, which are suffering badly because of lack of water. He said he would like to get people to put some water on them. ADJOURNMENT The meeting was adjourned at 7:30 p.m. Attest: APPROVED: Jean Grafton, City Clerk S. Scott Vandergrift, Mayor 2 Agenda 7-7-98 i r, - Item III A MINUTES OF THE OCOEE CITY COMMISSION WORK SESSION HELD JUNE 30, 1998 CALL TO ORDER Mayor Vandergrift called the work session to order at 7:35 p.m. in the Commission Chambers, and announced that Commissioner Howell called this meeting to discuss the Police Take Home Car Plan and Employee Survey. PRESENT: Mayor Vandergrift, Commissioners Anderson, Glass, Howell and Parker. Also present were City Manager Shapiro, Fire Chief Strosnider, Police Chief Mark, City Engineer/Utilities Director Shira, Community Relations/Projects Director Shira, Finance Supervisor Carter, Public Works Director Smith and City Clerk Grafton. ABSENT: None Mr. Shapiro stated that his job is to comment on what is appropriate financially, and he would like to put together a budget that works for everyone. He said the Commission is there to set policy, and staff's job to find a way to put it together and make it work. Mr. Shapiro said they all need to work as a team for the good of the City. Mayor Vandergrift introduced a special citizen, Captain Jack Stacy of the Orlando Police Department, and thanked him for coming. Jack R. Stacy, Jr., 923 Cool Springs Circle, stated he has been a police officer for 25 years, and is a Division Captain for the Orlando Police Dept. He said they have been trying to set up the Indy Plan for a few years but due to the size of the city and cost they have not succeeded as of yet. He suggested that Ocoee get this plan to work while the city is still in its growing phase. The plan reduces emergency response time which is a benefit to the citizens and to management and helps improve the tidiness of the vehicles. He added that shifts can be changed at a moments notice and a large number of people are immediately accessible. Mr. Stacy said that now is the time for the city to act on this plan. COMMISSIONERS COMMENTS Commissioner Howell said he asked for this meeting to get ideas from other Commissioners to find a solution. Also, he had heard mixed reports on whether the employee survey is really needed. He would like to see what has changed since doing the last survey, and feels this is the only way the Commissioners have to find out how the employees feel, without interfering in city business. Commissioner Anderson commented that it is not his job to give police personnel benefits, but rather to set policy. He would like to see the take home cars inside the city limits, but sees no benefit to the citizens to take home cars outside the city limits. Ocoee City Commission Work Session June 30, 1998 T7 n, J Commissioner Glass said he has spoken to others, including some in the Orlando Police Department, but there was no uniform position. He stated it should be the decision of the Police and Management to decide the appropriateness, and the commissioner's decision whether to budget the plan. He said he would keep an open mind and listen to the cost, then make his decision. Commissioner Parker said she wanted the "best bang for the taxpayer's buck", and that she spends time with citizens who would like to see more police presence in the communities. She stated she does not see the plan as a benefit to the officers, but as a benefit to the citizens, and a savings on the maintenance and wear and tear of the vehicles. She said they need to budget the cars the same way they would budget a garbage truck. Mayor Vandergrift spoke in favor of the plan and stated he would like to set up a committee to look in depth at the plan. He said it would be good for the safety of the citizens and officers, and suggested some details of how the plan might be implemented. He asked Chief Mark to review his Staff report of April 27. Chief Mark responded that the cost factor was too high at the time this memo was written. Captain Wilson stated that at present there are 25 police vehicles on the road. There are 9 patrol officers in the city limits, but would need 6 new cars to start the program. Mr. Shapiro added that the lease expense over a three year period would be $27-28,000 with about $1,100 per year for maintenance. There was a discussion, at this point, about the number of vehicles needed, how many were included in the budget, how to budget future cars, how to use the new cars, comparing mileage of cars for different officers and proposals for usage with the new plan. COMMENTS FROM PUBLIC Tracy Payne, an officer with the City of Ocoee, spoke on behalf of the plan and proposed that officers have a personal car even if they were not taking it home. She listed some of the problems that now exist with sharing cars and said the City's number one priority should be to see that each officer has a car. She added that this could be used as an incentive to attract the type of people the city would like to hire, as right now the pay is not competitive enough to do that. She suggested that the older cars should not be used in the field at all because of safety. She said the officers are concerned that they might lose pay raises or health benefits to pay for the Plan and that the officers would like to see a raise in their base salary. Mayor Vandergrift commented that it is not the intent of this commission to dock anyone's pay or benefits to pay for the plan. 2 rn Ocoee City Commission Work Session [{7, - June 30, 1998 Mr. Shapiro asked Officer Payne if she believed the police force could be patient if the city had a start to the plan, but might take up to 4 years to have all the officers in cars. Ms. Payne responded they could be more than patient as long as they understood that officers need to see how the plan would be implemented. Glen Edwards, also an officer with the City of Ocoee, said he would like the Commission to consider giving the officers who live outside the city limits an option to pay a mileage charge to take home their cars. Ray Schaub, officer with the Ocoee Police Department since 1989, made the following points, (1) he thought that they could be patient while the city goes through its growing pains, (2) as he understood the Indy Plan, they are to use their cars while off duty, including with their families, even though no one is this department had intentions of putting their families in their cars, (3) having a car ready to use is a huge morale booster for the officers. Debbie McDonald, Personnel Specialist, noted that the Liability Insurance would increase due to more exposure, especially if the family members were to ride in the car. Mr. Shapiro said he did not think any officer here would care to take their family in the cars because it would not be safe. He suggested that the committee be made up of police officers, the Chief, the Finance Director and staff member to put together a working plan. He said he does not think they need a committee from outside. He asked for direction from the Commission. Bob Smith, Public Works Director, asked that consideration be given for take home vehicles for the on-call people in Public Works. City Manager Shapiro said the plan should include Utilities as well. Commissioner Parker suggested they move in the direction of having one officer from each squad or unit participate with police management and members of the finance committee to set up the parameters beginning with the in-city program and later expanding to a five mile option. She also said they were capable without a commissioner or any other management and thought they could be fair. Commissioner Glass stated that Ocoee has an incredible Police Department, and that hiring Chief Mark was one of the best decisions the city has made. He said they are capable of putting together a program and he would like to see it presented to the Commission with more details. Commissioner Anderson agreed with Commissioners Parker and Glass. Commissioner Howell agreed with the other Commissioners, but would like to know if the new plan would cover the officers already taking home a car now. Mayor Vandergrift suggested practicing "rigid flexibility". He said he saw a positive attitude at this meeting and directed that the plan be on the agenda for the next commission meeting. 3 Ocoee City Commission Work SessionrTh t-1 3 June 30, 1998 RECESS: 9:05-9:15 p.m. Mayor Vandergrift opened the floor for discussion regarding the employee survey and possibly a future citizen survey to see how well the Commission and employees are doing. Commissioners Comments Commissioner Glass said he fully supported doing a survey, but would like to use the same survey as a few years ago in order to compare the results. He later changed his position to agree with the other Commissioners. Commissioner Parker would also like to see survey, as long as it was done by an outside agency. Commissioner Howell agreed with Commissioner Parker. Commissioner Anderson said he did not see a need for a new survey, however, he said that if a survey is to be done it should be objective and done by a professional. Mayor Vandergrift proposed doing a survey periodically, using the first as a benchmark. Debbie McDonald asked who wanted the survey done. Commissioner Parker responded that the commissioners wanted it because of the feedback they were getting. Ms. McDonald said the Commissioners should tell people to use the proper channels that have been set up for them, such as the Employee Committee. Lisa Strickland, representing the Employee Committee, said that in response to the special meeting notice an informal poll was taken of 108 employees asking whether another survey should be done. The results were as follows: 53% No, 40% Yes, 7% Had no opinion. The employee committee had addressed the issue of the survey 1 1/2 years ago but came to the conclusion that with all the new routes now available to the employees it was unnecessary. She also suggested that if there was a new survey done the employee morale would suffer if the results turned out like the first one. Commissioner Howell said he had spoken to the people in the field who said they would only respond to a survey run by and outside agency. He said employee morale affects the citizens and that makes it the Commission's business. Peggy Issacson suggested that employee surveys can be an important tool. She said privacy is a big problem. Ms. Issacson also stated that an outside agency could look at the original survey objectively to determine if the results are valid. She said that the Commission would have to be ready to get negative feedback, also they must be ready to respond to negative or positive feedback constructively. In answer to the Commissioners' questions on cost she replied that it would depend on how they wanted the project done and how it is rated, but the cost would be determined by the RFP. 4 Ocoee City Commission Work Session June 30, 1998 1 1 A short discussion ensued how best to construct the survey itself. Mr. Shapiro suggested that Commissioner Parker, with the Personnel Director, Finance Director, Community Relations/Project Director and one other department head not involved do an RFP, and then schedule workshops with the professional to help set up the survey. Mayor Vandergrift said that they will move forward with the employee survey and directed that it be placed on the July 7, 1998 agenda. ADJOURNMENT The meeting was adjourned at 9:50 p.m. Attest: APPROVED: Jean Grafton, City Clerk S. Scott Vandergrift, Mayor 5