Loading...
HomeMy WebLinkAboutItem III (A) Approval and Acceptance of the Minutes of City Commission Regular Meeting of August 18, 1998, Budget Workshops of August 17 and August 19, 1998, and Summary Reports of Vandergrift/Anderson Meetings of August 17 and August 19, 1998 Agenda 9-01-98 Item III A MINUTES OF THE CITY OF OCOEE REGULAR CITY COMMISSION MEETING HELD AUGUST 18, 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 prayer and Mrs. Frances Watts led in the pledge of allegiance. The roll was called and a quorum declared present. PRESENT: Mayor Vandergrift, Commissioners Anderson, Glass, Howell and Parker. Also present were City Manager Shapiro, City Attorney Rosenthal, City Engineer/Utilities Director Shira, Police Chief Mark, Director of Personnel & Employee Relations Psaledakis, Assistant City Engineer Wheeler, Acting Planning Director Horne, Public Works Director Smith, Recreation Director Nordquist, Capital Projects/Transportation Planner Friel, City Clerk Grafton, and Consultant Hooper(PEC). ABSENT:None. PRESENTATIONS AND PROCLAMATIONS PRESENTATION: DIANA ALMODOVAR,P. E.,ORANGE COUNTY PUBLIC WORKS. Capital Projects/Transportation Planner Friel introduced Diana Almodovar of Orange County Public Works and Nathan Silva of Glatting/Jackson. Mr. Silva presented an update on the Old Winter Garden Roadway widening, from SR 50 to Apopka Vineland Road, at the request of the Commission. Mr. Silva said the purpose of the presentation was (1) for information only, and (2) to update the Commission on what would be displayed at the Public Meeting at Frangus Elementary School, August 27, 1998, 7:00 - 9:00 p.m. Mr. Silva said they had been working closely with the City Staff for the past few months and wanted to give the Commission the opportunity to speak directly to them. He presented a brief update of the activities along the entire road project on the overhead projector and then presented the study Orange County had done on the segment pertaining to the City of Ocoee. He spoke about working in conjunction with the SR 50 Activity Center and other community projects in the development of the road plan for this area. He listed all the steps and public hearings that would be necessary for final approval of this road segment. Ms. Almodovar gave the telephone numbers for more information or questions, 836-7976 or 843-6552. Mr. Ken Hooper, of Professional Engineering Consultants (PEC), presented on the overhead projector an alternate plan from the one shown by Mr. Silva concerning the intersection of Old Winter Garden Road and Professional Parkway. In this plan the Old Winter Garden Road continued straight through that intersection over to Maguire Road (soon to be four-laned) and, in the future, it would tie into the Western Beltway interchange section. Mr. Hooper advised that he had prepared a letter recommending to the City a position paper requesting such a change to give to the county consultants. He spoke of the City of Ocoee and Orange County working closely together on this project to save money for both agencies. HU Ocoee City Commission Regular Meeting ; ( � • August 18, 1998 Commissioner Glass asked what the timing on these two projects would be. Mr. Hooper explained the construction of Maguire Road would be completed before Professional Parkway was begun, and that after the County and the City agree on an intersection the City would proceed with their plans but the county's plans would not be finished for a few years. Commissioner Glass invited the Orange County group to join the next "Road Show" Thursday, September 24, 1998 (tentative date) at Lake Whitney Elementary School. City Manager Shapiro said a booth would be set up for Orange County Public Works. CONSENT AGENDA The consent agenda consisted of items A, B, C, D, E, and F. Mayor Vandergrift asked on item F what the size of the lots would be after the division and would there be a septic tank on each lot. This item was pulled for discussion. Commissioner Anderson, seconded by Commissioner Glass, moved to approve consent agenda items A, B, C, D, and E. Motion carried 5-0. A. Approval and Acceptance of the Minutes of City Commission Regular Meeting of August 4, 1998. B. Approval and Authorization for Mayor and City Clerk to execute Agreement with Orange County School Board for School Resource Officers for the 1998-99 School Year. • Since 1985 the Police Department has provided a School Resource Officer at Ocoee Middle School to teach classes related to the criminal justice system. In addition, since 1989 an officer has taught the D.A.R.E. curriculum at Spring Lake Elementary and Ocoee Elementary. This Agreement provides that Orange County will fund this service up to $40,000. C. Approval and Authorization to Award Customer Service Supervisor Sills $550 for Innovative Idea. • The cost saving idea submitted by Ms. Sills will save the City approximately $5,500. D. Approval and Authorization for Mayor and City Clerk to execute Municipal/County Local Mitigation Strategy Subcontract. • This agreement provides for the City's Participation with Orange County in the development of a single unified mitigation strategy for the impacts of disasters. E. Approval and Authorization for Mayor and City Clerk to execute Prairie Lake Village Phase 3 Final Plat. • This is a 36 lot addition to the Prairie Lake Subdivision being developed off Clarke Road north of A. D. Mims Road. An addendum to the Staff Report included the Recommendation for (1) Authorization for the Mayor and City Clerk to execute the Termination of Easement Agreement by Silvestri Investments of Florida, Inc., the City of Ocoee, and Prairie Lake Joint Venture, (2) approval of the Plat of Prairie Lake Village Phase 3, subject to execution of a Utility Easement acceptable to the City and approval, execution, and recording of the Termination of Easement Agreement. Item F was considered later in the meeting. COMMENTS FROM CITIZENS/PUBLIC 2 Ocoee City Commission Regular Meeting r7, n Li Li August 18, 1998 1_, Former Commissioner Vern Combs, 321 Sabinal St., expressed concern about the four laning of Maguire Road and how it would reduce to two lanes as it enters the Town of Windermere. He said the proposed four laning of Old Winter Garden Road would bring additional traffic to Maguire Road, and thought that Windermere's two lane road would be unable to handle the traffic. He suggested the City of Ocoee should communicate with Windermere. Mr. Shapiro said Windermere objected to the four laning of any road and that is the reason the Maguire four laning stops at Roberson Road and gradually tapers down. Mr. Shapiro said Orange County is not interested in widening their portion of Maguire Road either. Commissioner Glass said he had also tried to speak with Windermere about roads but they were not interested. Mrs. Beth Vandergrift expressed appreciation to all who had sent cards, flowers, etc., through their recent illnesses and the death of her parents. She asked everyone to keep them in their prayers. Mayor Vandergrift had these few comments: 1) Thanked everyone for their support during his recent illness. 2) Commented on the new report on water consumption and proposed a rebate. Mr. Shapiro suggested to average it out a little longer and then have the Commission establish a policy. Mr. Shapiro also stated they are truly not trying to raise revenue but trying to cut down consumption. Commissioner Anderson talked about new water conservation methods displayed at the Florida League of Cities Conference and would like the City of Ocoee to look at some of these ideas. Mr. Shapiro said we should be looking at that. 3) Thanked Bumble Bee for the flowers on the dais and suggested getting a stand for the flowers. 4) Thanked the volunteers who helped build the pavilions at Central Park on Saturday. Mayor Vandergrift excused himself from the meeting and turned the gavel over to Mayor Pro Tem Glass. Recess 8:06 - 8:13 p.m. Mayor ProTem Glass brought back item F of the Consent Agenda for discussion at this point. F. Approval and Authorization for Mayor and City Clerk to execute John T. Minor Replat Final Plat. • This divides an existing .8 acre lot located on Bluford Avenue into two lots. City Engineer/Utilities Director Shira, in answer to Mayor Vandergrift's earlier questions on item F, said that these lots met the size requirements for the zoning with a septic tank for each lot and there are existing homes on each lot at present. Commissioner Anderson, seconded by Mayor Pro Tem Glass, moved to approve Item F as presented. Motion carried 4-0. Mayor Vandergrift was not present. 3 Ocoee City Commission Regular Meeting August 18, 1998 0 U u L�_U J U COMMENTS FROM CITIZENS/PUBLIC continued. Keith Ussrey, 869 Marlene Dr., asked for permission to use Bob Sorenson Field on Sunday afternoons this fall for the AAU team. He said they had been given permission this spring and would just like to get an extension on that. He also asked for a key to the restrooms, as the locks had been changed. Public Works Director Smith explained that the fields would not be maintained on the weekends, but he saw no problem with their use. Mr. Ussrey said he would take care of the fields, and they would not need the lights due to these being afternoon games. The General Consensus of the Commission was to approve the use of Bob Sorenson Field by the AAU for the fall and spring season. Mr. Ussrey thanked the Commission. Commissioner Howell said he objected to teams that use the fields for practice particularly in the evening with the lights. He said they should be responsible to pay for the lighting. Mayor Pro Tem Glass asked for a Staff Report on the cost of the lighting in order to make a decision. COMMISIONERS ANNOUNCEMENTS/CORRESPONDENCE Commissioner Parker 1) Thanked all of the volunteers who worked on the Central Park Pavilions on Saturday and named them: Joe Moy, Steve Ellis, Tony Daum, James Kelley, Ted Moore, John Vogt, Jim Shira, Bruce Nordquist, and professional workers Denver Music, Keith Keller, Eddie Hornsby, David Spears, and Ferron Young. She said the Fire Department would continue working in the evenings until the pavilions were completed. Commissioner Anderson: None. Commissioner Howell: 1) Announced that the roads at Spring Lake Elementary School would be finished in the next week and they should be contacting citizens about re-routing traffic in the area. He thanked the City for supporting this project and making it safer for the children. Commissioner Glass: None. PUBLIC HEARINGS None scheduled. OTHER BUSINESS FIRST READING OF ORDINANCES: Ordinance No. 98-17,Blankenship #1 Annexation, Case#AR-98-06-05. Ordinance No. 98-18, Blankenship #1 Zoning, Case#AR-98-06-05. Ordinance No. 98-19, Blankenship #2 Annexation, Case#AR-98-06-06. Ordinance No. 98-20,Blankenship#2 Zoning, Case #AR-98-06-06. City Attorney Rosenthal read each of the four Ordinances by title only and Mayor Pro Tem Glass announced that the Second Readings/Public Hearings for these Ordinances were scheduled for September 1, 1998 at 7:15 p.m. 4 Ocoee City Commission Regular Meeting August 18, 1998 ( U lJ�j (i i1 J Li RESOLUTION NO. 98-09, RELATING TO JOB DESCRIPTIONS. Director of Personnel and Employee Relations Psaledakis said she worked on the job descriptions with the department heads for several months. Commissioner Anderson recalled that they had talked about standardizing some of the language, such as having a drivers license or having/maintaining a drivers license. Commissioner Anderson questioned the language re: high school or AA degree preferred. He asked that the language be cleaned up. Commissioner Howell asked if any new jobs were being created. Ms. Psaledakis said yes, the Principal Planner. Mr. Shapiro said adopting the job descriptions does not automatically fill the position, it must be budgeted first. When Commissioner Anderson asked that the words be cleaned up, Mr. Rosenthal said any changes made must be spelled out in the motion or their work would have to be brought back before the Commission. Mr. Shapiro said he did not want Staff put in that position and would like Commissioner Anderson to work with Ms. Psaledakis and work out the changes. Commissioner Anderson, seconded by Commissioner Howell, moved to adopt Resolution No. 98-09 relating to job descriptions, and with a correction to the Customer Service Supervisor job description, Minimum Training and Experience, to delete the word "or" following High School Graduate, and replace it with a period. Motion carried 4-0. Mayor Vandergrift was not present. REPORT ON STATUS OF CITYWIDE DRAINAGE UTILITIES PROGRAM. Assistant City Engineer Wheeler introduced David Hamstra, of PEC. Mr. Hamstra said there were three main topics for discussion, (1) The National Pollutant Discharge Elimination System (NPDES) Annual Report (Permit Year 2), (2) Capital Improvement Program (CIP), (3) Pioneer Key II Retrofit Alternatives. He said the NPDES 2nd Annual Report is due September 30, 1998, and would be good for 5 years. He explained briefly each of the topics. Mr. Hamstra asked for any input or changes to prepare the final report for Mayor Vandergrift's signature at the next Commission Meeting. Mr. Hooper of PEC talked about Pioneer Key II and presented options, (1) proceed to upgrade the existing conveyance system, (2) construct new mobile home park and relocate the residents, or (3) just purchase the lots/homes. He spoke about different ways of funding the different options. Commissioner Anderson stated he would rather relocate the residents. Mayor Pro Tem Glass asked if Staff had worked on a cost estimate for the purchase of these homes. Mr. Shapiro responded they were looking at this. Mr. Hooper suggested they could research this and present a list of pros and cons for a group buy out with a total cost for that buyout compared with the cost to fix the problems. Mayor Pro Tem Glass said to go ahead with this idea and bring photographs of each of these properties, as he is not interested in enriching some people and impoverishing others in the relocation; also he would like to find out the probability of getting some grant money. No action was taken on this item at this time. DRAFT OF SECOND YEAR ANNUAL REPORT FOR THE STORMWATER NPDES PERMIT. 5 r((1 r -r Ocoee City Commission Regular Meeting L,J Ju -U Lr August 18, 1998 Assistant City Engineer Wheeler said this was included in the previous presentation and asked for any comments, questions or changes. No action was taken on this item at this time. COMMENTS FROM CITIZENS/PUBLIC continued. James Blackwelder, 2009 Nancy Ann Terrace, said there are suppliers who would donate materials to build the concession stand at the Senior League Field. Mr. Shapiro said that the concession stand had been eliminated from this year's budget. Commissioner Howell said if these companies were offering to donate the materials there should be some way the City could get the concession stand built. Mr. Shapiro suggested that this be included in the next budget workshop on August 19 for discussion, and he would need to speak to someone about the liability issues on the designing of the stand. Mayor Pro Tem Glass advised Mr. Blackwelder that it would be looked at in the budget workshop to get a better cost estimate with the donated materials to see if they can move forward with the project. PROPOSAL FOR ACOUSTICAL CEILING PANELS FOR VIGNETTI RECREATION CENTER. Recreation Director Nordquist reviewed the Staff Report asking for acoustical ceiling panels at the Vignetti Recreation Center, and explained that, while the wall covering authorized at the August 4 meeting had reduced the noise considerably, the decibel level was still uncomfortably high. As delaying installation of acoustical ceiling panels would put a burden on the staff and children at the center, he requested authorization to waive the bid process. He said he had asked Golden Hammer Contractors, Inc. to submit a proposal, as they were currently working on City Hall and were mobilized at a location near the Recreation Department. The submitted proposals were for $12,500 using Eckoustic Functional Panels and $14,368 using S.T.O.P. Acoustical Foam. Commissioner Anderson, seconded by Commissioner Howell, moved to (1) waive the competitive bidding requirements for the installation of acoustical wall (sic) covering for the reasons set forth in the staff report, (2) authorize the issuance of a purchase order and other documentation in order to hire Golden Hammer Contractor, Inc. to install acoustical panels at the Vignetti Recreation Center at a price of$12,500, and (3) authorize $12,500 from the contingency fund for this purpose. Motion carried 4-0. Mayor Vandergrift was not present. Mayor Pro Tem Glass left the table. RESOLUTION No. 98-10, ADOPTING FORM FOR TRAFFIC CALMING/STREET CLOSING. City Attorney Rosenthal read the resolution by title only. Capital Projects/Transportation Planner Friel gave a brief description of the staff report and asked the Commission to adopt Resolution No. 98-10 as presented. Commissioner Howell asked if the Melva Street Closing would be under this new resolution. Mr. Friel said they had already started the process for Melva Street and it is already beyond what this form would accomplish for it. Commissioner Parker, seconded by Commissioner Howell, moved to approve Resolution No. 98-10, adopting the Traffic Calming and Street Closing Application Form. Motion carried 3-0. Mayor Vandergrift and Mayor Pro Tern Glass were not present. 6 Agenda 9-01-98 Ju � �� Item III A MINUTES OF THE OCOEE CITY COMMISSION BUDGET WORKSHOP HELD AUGUST 17, 1998 CALL TO ORDER Mayor Pro Tern Glass called the Budget Workshop to order at 7:07 p.m. in the Commission Chambers. The roll was called and a quorum declared present. PRESENT: Mayor Pro Tern Glass, Commissioners Howell and Parker. Commissioner Anderson arrived at 7:12 p.m. Also present were City Manager Shapiro, Finance Director Horton, Finance Supervisor Carter, Budget Specialist Strickland, Community Relations/Projects Director Shira, Personnel Director Psaledakis, Building Official Flippen, City Engineer/Utilities Director Shira, Public Works Director Smith, Police Chief Mark, Police Captain Tony Wilson, Fire Chief Strosnider, Recreation Director Nordquist, Acting Planning Director Horne, and Deputy City Clerk Gosnell. ABSENT: Mayor Vandergrift. Consensus was reached not to end the workshop until mutually agreed upon later in the evening. Mayor Pro Tern Glass asked City Manager Shapiro to present his opening statements. Mr. Shapiro reported that the budget represents changes that are necessary and take into consideration certain items that will be instated around mid-year rather than requesting them at mid-year time. He further explained that it was an equipment-orientated budget that included personnel upgrades, and no change in insurance benefits. Mayor Pro Tern Glass asked the Commission if there were any questions of a general nature they wished to ask. Commissioner Anderson responded that he had several questions to ask during the Workshop on behalf of Mayor Vandergrift, who was absent due to illness. City Manager stated that Mayor Vandergrift, Commissioner Anderson and Budget Specialist Strickland had met today to go over the Budget. REVIEW/DISCUSSION: BUDGET FY 1998-99 The Budget Workbook was reviewed page by page and line by line; and the Finance Team, City Manager Shapiro, and Department Directors responded to questions raised by Commission. There were no changes made to the line items during this session; however, several requests were made that required action. Those are listed below: Capital Outlay—Page 2 521-00 Law Enforcement -- 6401/Vehicles - Commissioner Anderson asked if the 10 year leasing of vehicles could be reduced to 4 years, and asked why some leases were 4 years and some were 3 years. City Manager Shapiro responded that the lower number of years leased was better. Finance Director Horton reported that Police Department vehicles were leased for 3 years due to high maintenance. The standard policy for all other vehicles is 4 years. LO I 7 Ocoee City Commission Budget Workshop u August 17, 1998 Commissioner Anderson and Commissioner Parker asked questions concerning the Police vehicles to be implemented in the Indiannapolis Plan. Consensus was reached that the Commission would wait for the Committee's recommendation. Capital Outlay—Page 4 572-00 Recreation -- 6400/Equipment - Commissioner Anderson requested that staff look into purchasing cellular phones (example: Nextel) in place of portable radios. City Manager Shapiro responded that staff can check into it, but did not feel technology was advanced enough to use the cellular phones over portable radios. RECESS 8:25 P.M. - 8:35 P.M. Personnel Additions/Reclassifications—Page 1 Commissioner Anderson requested that in future salary surveys, figures received that did not fall into the categories of Minimum/Maximum Grade could be reviewed by staff to determine if they should be calculated in a different manner. Personnel Additions/Reclassifications—Page 3 Recreation- Commissioner Anderson requested information on how much it costs the City to run the after school care program to see if the City is making or losing money. City Manager Shapiro stated that Staff would prepare a report. Section Three - General Fund Page 3-4 Revenues - 335190/Other Government Revenue - Mayor Pro Tern Glass requested that the Fire Protection Contract be removed from this line item and made a separate line item. RECESS 10:05 P.M. - 10:10 P.M. Page 3-24 Expenditures - 4903/4905/4906/4907 - Senior Program - As a result of discussion, City Manager Shapiro stated he would remove the Senior Program from the budget, putting the funds in Contingency until the budget could be adopted. Page 3-51 Fire Control - Proposed Personnel Changes - Mayor Pro Tem Glass reported that Firefighters was misspelled. ADJOURNMENT The meeting adjourned at 10:40 p.m. APPROVED Attest: City of Ocoee Fran Gosnell, Deputy City Clerk Scott Glass, Mayor Pro Tem 2 Agenda 9-01-98 j p 7 Item III A 11 n MINUTES OF THE OCOEE CITY COMMISSION BUDGET WORKSHOP HELD AUGUST 19, 1998 CALL TO ORDER Mayor Pro Tem Glass called the Budget Workshop to order at 8:37 p.m. in the Commission Chambers. The roll was called and a quorum declared present. PRESENT: Mayor Pro Tem Glass, Commissioners Anderson, Howell, and Parker. Also present were City Manager Shapiro, Finance Director Horton, Community Relations/Projects Director Shira, Personnel/Employee Relations Director Psaledakis, Finance Supervisor Carter, Budget Specialist Strickland, Police Chief Mark, Fire Chief Strosnider, City Engineer/Utilities Director Shira, Recreation Director Nordquist, Acting Planning Director Horne, and City Clerk Grafton. ABSENT: Mayor Vandergrift. REVIEW/DISCUSSION: BUDGET FY 1998-99 Mayor Pro Tem Glass asked Commissioner Anderson to relate the questions raised by Mayor Vandergrift in their meeting earlier in the day. Commissioner Anderson presented Mayor Vandergrift's questions concerning areas covered during the Workshop of August 17, beginning with page 3-66, and the department heads responded to the questions. Mayor Vandergrift had suggested partnershipping with the YMCA for some of the recreation needs. The page by page review continued, beginning with Section 4 and continuing through Section 6 without change, with the Finance Team, City Manager Shapiro, and Department Directors responding to questions as they were raised. Commissioner Anderson requested that the ratio of overtime vs salary in all departments be computed. Finance Director Horton said the answer would be in his mailbox Thursday. Personnel Director/Employee Relations Director Psaledakis advised that she had negotiated a flat rate on most of the insurances, getting a better rate on life insurance, and will be conducting open enrollment shortly for the new company. She added that there will be open enrollment in September for those who wish to change from HMO to PPO. Commissioner Howell noted that there are quite a few city vehicles on the road without markings and asked whether the signage on the city vehicles was a part of the budget. Mr. Shapiro advised that was going to be on the agenda for discussion at staff meeting on Thursday when he would give Department Heads direction to choose a design for their vehicles and move forward with the signage. Ocoee City Commission Budget Workshop August 19, 1998 ' n \ L U � Commissioner Howell asked that consideration be given to remodeling the existing concession stand at the senior league field rather than build a new one. Consensus was reached to pursue this option. Commissioner Anderson asked for(and received) clarification that the Budget Book replacement pages distributed just prior to the meeting were the changes discussed at the August 17 workshop. Commissioner Parker commended staff for the excellent job done producing the Budget. She asked if/when it would be possible to allow retiring employees who are continuing their insurance coverage through the City's health benefit plan to add dependent coverage for spouses. Ms. Psaledakis responded that, given Commission direction, she could arrange to provide that option for retirees immediately. Mr. Shapiro added that it was his responsibility to caution that, although there would be no cost to the City to permit this option, the rates in the future could rise as more older people are allowed to continue on the policy, and that the time may come when a new insurance company would not allow such coverage. At that time it would no longer be possible to offer the option, but he did not forsee the insurance company dropping anyone who was already on the policy. Consensus was reached to implement the offering to retirees the option of health insurance for their spouses immediately and to continue as long as possible. Mayor Pro Tem Glass commended Finance Team for the excellent job on the Budget and thanked the Department Heads for being present. ADJOURNMENT The meeting adjourned at 9:50 p.m. APPROVED: Attest: City of Ocoee Jean Grafton, City Clerk Scott A. Glass, Mayor Pro Tem 2 _Agenda 9-01-98 JrfmC, tem IIIA MINUTES OF THE MEETING OF MAYOR VANDERGRIFT AND COMMISSIONER ANDERSON HELD AUGUST 17, 1998 Mayor Vandergrift and Commissioner Anderson met at 11:00 a.m. on August 17, 1998 at Mayor Vandergrift's residence,2625 Cedar Bluff Lane, Ocoee,to discuss general budgeting matters. Budget Specialist Lisa Strickland was also present. The meeting concluded at 10:55 a.m. Jean Grafton, City Clerk Agenda 9-01-98 r7) Item III A LL' JLu MINUTES OF THE MEETING OF MAYOR VANDERGRIFT AND COMMISSIONER ANDERSON HELD AUGUST 19, 1998 Mayor Vandergrift and Commissioner Anderson met at 10:50 a.m. on August 19, 1998 at Mayor Vandergrift's residence,2625 Cedar Bluff Lane, Ocoee, to discuss general budgeting matters. Budget Specialist Lisa Strickland was also present. The meeting concluded at 12:00 noon. Jean Grafton, City Clerk