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HomeMy WebLinkAboutIII (A) Approval and Acceptance of Minutes of City Commission Regular Meeting of August 5, 1997, Budget Work Sessions of August 13, 1997 and August 14, 1997 Agenda 8-19-97 (R [-I-3LAA 7 Item III A ail J MINUTES OF THE CITY OF OCOEE CITY COMMISSION MEETING HELD AUGUST 5, 1997 CALL TO ORDER Mayor Vandergrift called the regular meeting to order at 7:15 p.m. in the Commission Chambers. Pastor Rogers, Ocoee Church of the Nazarene, 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, Howell and Parker. Also present were City Manager Shapiro, City Attorney Rosenthal, City Engineer/Utilities Director Shira, Planning Director Wagner, Senior Planner Horne, Capital Projects/Concurrency Analyst Resnik, Building Official Flippen, Fire Chief Strosnider, Police Chief Mark, Public Works Director Corwin and City Clerk Grafton. ABSENT: Commissioner Glass. PRESENTATIONS AND PROCLAMATIONS YEARS OF SERVICE AWARDS: a) 5 YEARS- MARK BRACE, BUYER B) 10 YEARS- JANET RESNIK, CAPITAL PROJECTS/CONCURRENCY ANALYST GLENN TREANOR, ENGINEER, FIRE DEPARTMENT C) 15 YEARS- RICHARD WALDROP, WATER TREATMENT PLANT OPERATOR"C" Mayor Vandergrift invited Mark Brace, Janet Resnik, Glenn Treanor, and Richard Waldrop individually to the lectern and gave a brief history of their years of service to the City before handing them their awards. Their department heads then spoke highly of their achievements. NON AGENDA ITEM Mayor Vandergrift spoke of the heart attack he had suffered a few weeks back and thanked hospital staff at Health Central and ORMC for the attention given to him while he was a patient. Mrs. Vandergrift thanked the City Manager and staff for their support. CONSENT AGENDA The consent agenda consisted of items A, B, C, D and E. Commissioner Anderson pulled item E. for discussion. Mayor Vandergrift, seconded by Commissioner Anderson, moved to accept items A, B, C, and D of the consent agenda as presented. Motion carried 4-0. (Commissioner Glass was not present.) A. Approval and Acceptance of Minutes of City Commission Regular Meeting of July 15, 1997. B. Approval and Authorization for Mayor and City Clerk to execute Agreement with Orange County School Board for School Resource Officers for the 1997-98 Ocoee CityCommissi n Regular Meeting I11 M W l' August 5, 1997 School Year. • This is a yearly renewal of an ongoing agreement with Orange County School Board since 1985. C. Approval and Authorization for the City to become an Alliance Member of the Florida Alliance for Safe Highways (FLASH) in Opposition to Triple Trailer Trucks. • This organization opposes the expanded use of larger and heavier trucks, even the proposals for pilot or demonstration programs, and the permanent increases in allowable truck size and weight. D. Approval and Authorization for Purchase of Radio Equipment for the Police Department from Motorola, Inc. Utilizing Orange County Contract Subscriber Term Contract No. Y6-165. • This purchase requires only $18,041.00 of the $22,500.00 allocated for this purchase at Mid-Year Budget Adjustment. Commissioner Anderson had pulled agenda item III. E from the consent agenda to ask if all the equipment would have to be converted. Mr. Corwin explained that this is the only equipment that is directly involved in the water and as such, NPDES requires that it be biologically degradable. E. Approval and Authorization to proceed with Kaiser Climbing Excavator Conversion to Panolin Biologically Degradable Hydraulic Fluid at a cost of $3,796.62. Commissioner Anderson, seconded by Commissioner Parker, moved to adopt item III. E of the consent agenda. Motion carried 4-0. (Commissioner Glass was not present.) COMMENTS FROM CITIZENS/PUBLIC Dawn Fryman, Heart of Florida United Way representative, announced that she would be working with the City of Ocoee employees starting Monday, gave numbers of how many people in the community would be using their organizations and asked Commission for their support and contribution to kick off the drive. After brief discussion, Mayor Vandergrift, seconded by Commissioner Anderson, moved to donate $500.00 from Community Promotion account to the Heart of Florida United Way. Motion carried 4-0. (Commissioner Glass was not present.) PUBLIC HEARING -None. OTHER BUSINESS DISCUSSION/ACTION RE: DISTRICTING COMMISSION REPORT. Senior Planner Horne gave a brief overview of the Districting Commission Report and explained that the population figures were provided by Real Estate Research Consultants as authorized in the regular session on June 3, 1997. Supervisor of Elections Senior Mapping Supervisor Willis used those figures to update her census block map and then prepared maps of 5 2 Ocoee City Commission Regular Meeting [13 1August 5, 1997IIJJ basic options using criteria established by the Districting Commission. Chairman Holmes, Senior Planner Horne and Mrs. Willis were present to answer questions. Chairman Holmes explained the procedure used by the five member board to draw the district lines, and thanked Commission for giving him the opportunity to serve. Mayor Vandergrift thanked the Supervisor of Elections and Mrs. Willis, staff and the Districting Commission, and commented that he had wanted to stay within the existing precinct lines so the City could return to the November voting date. Senior Mapping Supervisor Willis explained that the Federal Government, the State and the County would not change their district lines until the year 2002, and City district lines drawn along the existing precinct lines do not divide population properly. Former Commissioner Gleason commended the District Commission for their non-political solution in redrawing the district lines and, noting that Reflections and Silver Glen would be divided away from Brentwood, suggested that Clarke Road be used to divide instead of the way it is drawn. Commissioner Parker, seconded by Commissioner Howell, moved to accept the districting Commission report and map as presented and to direct the City Attorney to prepare an ordinance to adopt the districts as presented. Motion carried 4-0. (Commissioner Glass was not present.) Mayor Vandergrift pulled Item VI. C-Agreement for Operational Services for Composting of Domestic Wastewater Sludge with the American Earthworm Company Inc. - out of agenda order to be discussed here. DISCUSSION/ACTION RE: AGREEMENT FOR OPERATIONAL SERVICES FOR COMPOSTING OF DOMESTIC WASTEWATER SLUDGE WITH THE AMERICAN EARTHWORM COMPANY, INC. City Engineer Shira presented the staff report. Allan Stuart from the American Earthworm Company was present to answer questions. Commissioner Anderson, seconded by Commissioner Howell, moved to authorize the Mayor and City Clerk to execute the Agreement for Operational Services for Composting of Domestic Wastewater Sludge between the City of Ocoee and the American Earthworm Company, Inc. Motion carried 4-0. (Commissioner Glass was not present.) DISCUSSION/ACTION RE: WORK ORDER#9 WITH GEE & JENSON IN THE AMOUNT OF $10,400 FOR PHASE I OF A MAINTENANCE FACILITY AT WASTEWATER TREATMENT PLANT. City Engineer Shira presented the staff report and explained that in the 1997 Utility System Bond Issue, one of the proposed projects was a maintenance facility to be constructed at the wastewater treatment plant. This facility is to provide office, storage and maintenance areas for the utility department. Mayor Vandergrift left the table during this report and returned shortly thereafter. 3 rTh Ocoee City Commission Regular Meeting D n{ LG August 5, 1997 Commissioner Howell, seconded by Commissioner Parker, moved to authorize the Mayor and City Clerk to execute Work Order #9 with Gee & Jenson in the amount of $10,400. Motion carried 3-0. (Mayor Vandergrift and Commissioner Glass were not present.) DISCUSSION/ACTION RE: WATER SYSTEM IMPROVEMENTS - DESIGN SERVICES CONTRACT WITH PROFESSIONAL ENGINEERING CONSULTANTS,INC.-ADDENDUM 97-3. City Engineer Shira presented the staff report and explained that the 1997 Water and Sewer Utility Bond issue included $3,123,000 for water distribution system improvements and $649,000 for engineering and inspection services related to water system projects. In meeting with Professional Engineering Consultants, Inc. (PEC), the City has been able to fine-tune the proposed water distribution network, taking into account those water lines which have been or will be installed by developers. By removing these from the list of proposed water lines used in the bond issue, the City has been able to lower the estimated construction cost from $3,123,000 to $2,500,700. Mayor Vandergrift, seconded by Commissioner Howell, moved to execute Addendum No. 97- 3 to Professional Engineering Consultants, Inc.'s contract in the not-to-exceed amount of 7% of the construction cost of the water distribution system improvements. Motion carried 4-0. (Commissioner Glass was not present.) DISCUSSION/ACTION RE: BUDGET MESSAGE. City Manager Shapiro presented the Budget Message to Commission but elected not to read it into the record. (See attached). Mayor Vandergrift, seconded by Commissioner Parker, moved to accept the Budget Message for FY 1997/1998 as presented. Motion carried 4-0. (Commissioner Glass was not present.) DISCUSSION/ACTION RE: CONSTRUCTION INDUSTRY TASK FORCE. (TABLED FROM JULY 15, 1997 MEETING) Commissioner Parker recommended this item be tabled to the next Commission meeting. There were no objections. DISCUSSION/ACTION RE: SCHEDULING OF STORMWATER UTILITY UPDATE. City Manager Shapiro recommended using a portion of the already scheduled August 20 meeting to present the Stormwater Drainage Improvements update. Commissioner Howell, seconded by Mayor Vandergrift, moved to take the August 20th meeting date and use at least one hour of that date for the stormwater utility discussion and use any subsequent time for Budget, if necessary. Motion carried 4-0. (Commissioner Glass was not present.) STAFF REPORTS -None. 4 Ocoee City Commission Regular Meeting 0 August 5, 1997 COMMENTS FROM COMMISSIONERS Commissioner Parker: No comments. Commissioner Howell: 1) Said he would like to discuss the Indianapolis Plan at the next City Commission Meeting. Commissioner Anderson: 1) Announced that Cable Vision would be showing the City Commission meetings on channel 19 instead of channel 16 starting October 1st. 2) Welcomed back Mayor Vandergrift and commended Health Central and Orlando Regional Medical Center for their work. Mayor Vandergrift: 1) Announced the RSVP number 656-2218. 2) Reported that grapevines need to be trimmed that are growing over the sidewalk located north of the rail road tracks on Prairie Lake Boulevard. 3) Would like to see the grass cut down to the edge of the lake. 4) Said he had discovered the City had only two Ocoee Flags and asked that more be ordered. 5) Thanked Dawn Fryman, United Way representative, for attending the meeting. ADJOURNMENT The meeting was adjourned at 8:55 p.m. Attest: APPROVED: City of Ocoee Jean Grafton, City Clerk S. Scott Vandergrift, Mayor 5 C i71] Agenda 8-19-97 PA Item III A MINUTES OF THE OCOEE CITY COMMISSION BUDGET WORKSHOP HELD AUGUST 13, 1997 CALL TO ORDER Mayor Vandergrift called the Budget Workshop to order at 7:05 p.m. in the commission chambers. The roll was called and a quorum declared present. PRESENT: Mayor Vandergrift, Commissioners Anderson, Glass, Howell (arrived at 7:08 p.m.), and Parker. Also present were City Manager Shapiro, Personnel Director Psaledakis, Finance Director Horton, Finance Supervisor Carter, Budget Specialist Strickland, Capital Projects/Concurrency Analyst Resnik, City Engineer/Utilities Director Shira, Planning Director Wagner, Public Works Director Corwin, Public Works Superintendent Smith, Building Official Flippen, Acting Recreation Director Nordquist, Police Chief Mark, Fire Chief Strosnider, and City Clerk Grafton. ABSENT: None Consensus was reached to end the workshops at approximately 9:00 p.m. and Mayor Vandergrift asked City Manager Shapiro to present his opening statements. Mr. Shapiro advised that the revenues in this budget were not as great as originally anticipated because the property appraiser used a different method of assessing West Oaks Mall than that used for residential property. He explained further that most of Ocoee is single-family residence which is assessed on the valuation of the property, while the Mall was assessed on the dollar income produced. As the property appraiser was consistent and appraised all the malls in Orange County equally, Mr. Shapiro said he had no problem with that method. When Mayor Vandergrift pointed out that the property appraiser should use that same method to assess Florida Auto Auction, Mr. Shapiro said he would look into that. REVIEW/DISCUSSION: BUDGET FY 1997-98 The Budget Workshop workbook was reviewed page by page and line by line; and the Finance Team, City Manager Shapiro, and Department Heads responded to questions raised by Commission. There were no changes made to the line items during this session, but several requests were made that required action. Those are listed below: Pg.2-2 - 514 - Legal - Mayor Vandergrift asked for the dollar amount of the bills passed on to others. - 539 - Cemetery - In response to Mayor Vandergrift's question about the status of the Hawthorne proposal to purchase/operate the cemetery, Mr. Shapiro said he would see if it is still in the works. -546 - Engineering - Mayor Vandergrift asked for the dollar amount of the bills passed on to others. Ocoee City Commission Regular Meeting August 13, 1997 Pg.3-8 -2301 Insurance - The question was raised regarding how much insurance is carried on each Commissioner. -5202 Operating Supplies - Mayor Vandergrift asked for a written policy for the Mayor/City Commission regarding the purchasing of 4 shirts each year and a jacket every other year. Pg.3-10 Mayor Vandergrift asked that an organizational chart be provided, and that the department head's and assistant's names be put on the lead page of the budget worksheets for each department. Commissioner Glass asked that the phone extensions be added as well. Pg.3-13 Mr. Shapiro advised that Janet Resnik is the person he plans to put in this position and she will be responsible for submitting grants as well as other projects. Personnel has a job description for this position and will distribute it to Commission. Pg.3-16 Commissioner Anderson asked how much it would cost to buy a server outright. Those figures were not immediately available, but were to be provided for the August 14 workshop. Pg.3-24 Commissioner Howell's memo dated August 13, 1997 regarding the Over 65 Program was distributed. As a result of the discussion that ensued, City Manager Shapiro recommended removing the Over 65 Program from the budget, putting the funds in contingency until after the budget could be adopted, and placing the issue on the first agenda in the new fiscal year. ADJOURNMENT The meeting adjourned at 9:10 p.m. APPROVED Attest: City of Ocoee Jean Grafton, City Clerk S. Scott Vandergrift, Mayor 2 D n n Agenda 8-19-97 Item III A MINUTES OF THE OCOEE CITY COMMISSION BUDGET WORKSHOP HELD AUGUST 14, 1997 CALL TO ORDER Mayor Vandergrift called the Budget Workshop to order at 7:00 p.m. in the commission chambers. The roll was called and a quorum declared present. PRESENT: Mayor Vandergrift, Commissioners Anderson, Glass (arrived at 7:15 p.m.), Howell (arrived at 7:10 p.m.), and Parker. Also present were City Manager Shapiro, Personnel Director Psaledakis, Finance Director Horton, Finance Supervisor Carter, Budget Specialist Strickland, Planning Director Wagner, Public Works Director Corwin, Public Works Superintendent Smith, Building Official Flippen, Acting Recreation Director Nordquist, Police Chief Mark, Fire Chief Strosnider, and City Clerk Grafton. ABSENT: City Engineer/Utilities Director Shira and Capital Projects/Concurrency Analyst Resnik. REVIEW/DISCUSSION: BUDGET FY 1997-98 - (continued) The review of the Budget Workshop Workbook was continued beginning with page 3-25, with the Finance Team, City Manager Shapiro, and Department Heads responding to questions raised by Commission. The information requested during the August 13 work session was distributed at the beginning of the meeting. There were no changes made to the line items during this session, but several requests were made that required action. Those are listed below: Pg. 3-46 During the discussion regarding police equipment, Mayor Vandergrift asked that a training tape of the use of a car camera be provided for Commission to see. At Commissioner Howell's request, there was discussion about the use of the Indianapolis Plan. Both City Manager Shapiro and Former Commissioner Johnson spoke against the Plan. Mayor Vandergrift spoke in favor of a modified plan. Mayor Vandergrift asked that, in the future, the information regarding how many personnel the department head asked for vs. the number granted by City Manager be included in the Budget Workbook. Mayor Vandergrift asked that the new positions in the Fire Department be advertised on Channel 16 (19). Ms. Psaledakis advised she is already advertising on the internet and could do both. The budget review ended on page 3-54. Ocoee City Commission Regular Meeting August 14, 1997 ADJOURNMENT The meeting adjourned at 9:02 p.m. APPROVED Attest: City of Ocoee Jean Grafton, City Clerk S. Scott Vandergrift, Mayor 2