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HomeMy WebLinkAboutIII(A) Approval And Acceptance Of Minutes Of City Commission Regular Meeting Of August 15, 2000, Special Sessions Of August 15, 2000 And August 28, 2000 And Budget Work Sessions Of August 14, August 17, And August 24, 2000 Agenda 9-05-2000 Item III A MINUTES OF THE OCOEE CITY COMMISSION SPECIAL SESSION HELD AUGUST 28, 2000 CALL TO ORDER Mayor Vandergrift called the special session to order at 7:07 p.m. in the Commission Chambers. The roll was called and a quorum was declared present. PRESENT: Mayor Vandergrift, Commissioners Anderson, Howell, Johnson (arrived 7:09 p.m.), and Parker. Also present were City Manager Shapiro, City Attorney Rosenthal, and City Clerk Grafton. ABSENT: None Mayor Vandergrift said the meeting was called about charter schools. The RFQ to provide Education Consulting Services will be advertised Sunday, September 3 with a September 22 deadline for responses. He said October 1 is the deadline for application to the County to have the possibility of having a charter school opening next August. Due to time co traints, he asked that the City prepare a pre-application or an application. Senior Planner Kir t�o McGinnis will work with the Mayor to gather information for the application. He said the,f ``duehi.,9n Consultant could complete the application process. He said the application woul ow th ty's determination to do something but would not commit the City to anything. Mayor Vandergrift asked that a committee b ,ap.oin " to review the RFQ submittals to recommend three finalists. Mayor Vandergrift said he will be talkie " ith e sc i o of board and Orange County on Thursday to ask them about partnering with the City. Mayor Vandergrift, seconded m issx er Anderson, moved that the City prepare the application for charter schools Sorder ton eetthe October 1 deadline set by the school board and the state with the understandi ghat wan the consultant is on board they will continue the application process. Motion carried I.,3. Mayor Vandergrift, seconded by Commissioner Anderson, moved that the Mayor, Finance Director Horton, Public Works Director Smith, and two members of the Education Commission be placed on the Selection Committee, with the two members to be appointed by the Chairman of the Education Commission. Motion carried 5-0. ADJOURN The meeting adjourned at 7:12 p.m. APPROVED: Attest: City of Ocoee Jean Grafton, City Clerk S. Scott Vandergrift, Mayor _ _ Agenda 9-05-2000 �� Item III A MINUTES OF THE OCOEE CITY COMMISSION REGULAR MEETING HELD AUGUST 15, 2000 CALL TO ORDER Mayor Vandergrift called the regular meeting to order at 7:15 p.m. in the Commission Chambers. Commissioner Parker led in prayer and Eddie Ernst, Senior Patrol Leader, Pack 217, led the Pledge of Allegiance to the Flag. The roll was called and a quorum declared present. PRESENT: Mayor Vandergrift, Commissioners Anderson, Howell, Johnson, and Parker. Also present were City Manager Shapiro, City Attorney Rosenthal, Assistant City Attorney Doty, City Clerk Grafton, Buyer Tolbert, City Engineer/Utilities Director Shira, Assistant 'City Engineer Wheeler, Public Works Director Smith, and Zoning Coordinator Harper. ABSENT: None Mayor Vandergrift recognized candidate for circuit court judge, Russell McLatchey and his wife, Shannon, who were present in the audience. PRESENTATIONS AND PROCLAMATIONS PRESENTATION OF $1,500 TO OCOEE HIGH SCHOOL REUNION COMMITTEE AND THAT COMMITTEE'S PRESENTATION OF MONIES COLLECTED FOR OCOEE MIDDLE SCHOOL LANDSCAPING TO PRINCIPAL KATE CLARK. Jim Riffle, Chairman of the Ocoee High School Reunion Committee, said that, as the old Ocoee High School had been removed, the committee's goal had been to raise funds for the Ocoee Middle School landscaping and, through the generosity of various contributors (the City of Ocoee included), he was pleased to present a check in the amount of $3,000 to Kate Clark, Principal of the new school. Mayor Vandergrift announced a pledge in the amount of $2,500 from James Cummins, the construction company building the school, another $2,500 from Central Demolition, and $250 from Baskin Robins. Former Commissioner Jim Gleason, representing Health Central, presented $2,500. Mrs. Clark expressed appreciation for being in a community where education is valued. She presented a brick taken from the demolition of A Building (once Ocoee High, then Ocoee Middle School) inscribed with the legend "Ocoee High School A Building - 1927-2000" to the City. PRESENTATION OF PLAQUE OF APPRECIATION TO BRUCE HOLMES (WHO IS MOVING AWAY) FOR 5 YEARS OF SERVICE ON THE CODE ENFORCEMENT BOARD. Mayor Vandergrift invited Mr. Bruce Holmes to the lectern to receive a plaque in appreciation for his years of service on the Code Enforcement Board. Mr. Holmes, who also served as scout leader for Boy Scout Troop 217, said this was the best community he had ever lived in and he then introduced Mr. Gene Swietzer, who will take his place as scout leader. Troop 217 was present also. Mayor Vandergrift recognized Hap Hopkins, FDLE, and his son who was working on his government badge in Troop 766. FTh 1-111 L ID� Ocoee City Commission Regular Meeting August 15, 2000 CONSENT AGENDA The consent agenda consisted of items A, B, and C.1, 2, and 3. Commissioner Anderson, seconded by Commissioner Parker, moved to approve the consent agenda as presented. Motion carried 5-0. A. Approval and Acceptance of Minutes of City Commission Regular Meeting of August 1, 2000 and Joint Work-Session with Code Enforcement of July 25, 2000. (CITY CLERK GRAFTON) B. Approval and Acceptance of Quarterly Financial Report. (FINANCE DIRECTOR HORTON) C. Approval and Authorization for Mayor and City Clerk to Execute Necessary Documents for Maguire Road Widening Project. Based on the Project Design prepared by PEC, the City needs to acquire: 1. Non-Exclusive Temporary Easement Agreement and Non-Exclusive Perpetual Slope Easement Agreement with Richard and Donna Raysik. • Staff recommends the payment of$2,000 to the Raysiks to cover their costs incurred in reviewing • and finalizing the agreements and in making improvements to their property to mitigate their claims of impact. 2. Non-Exclusive Temporary Easement Agreement and Drainage and Access Easement Agreement with Cypress Colony, Inc. • Colony Plaza, Inc. holds a mortgage on the property and has executed a joinder and consent for the drainage easement, which is a permanent easement. Staff recommends the payment of $250.00 to the Cypress Colony to cover their costs in reviewing and executing the agreements. 3. Non-Exclusive Temporary Easement Agreement with Foxfire Apartment Associates. • Staff recommends the payment of $250.00 to Foxfire Apartment Associates to cover their costs in reviewing and executing the agreement. COMMENTS FROM CITIZENS/PUBLIC Mr. Bernard Budnik, 504 Darkwood Avenue, and Tom Griffey, 713 Crooked Creek Drive, addressed the Commission requesting funds for entry fees for their newly formed Ocoee Rays - AAU baseball team. Commissioner Anderson, seconded by Commissioner Parker, moved to pay the entry fees ($750 - $1,250) from contingency account. Commissioner Johnson, seconded by Commissioner Parker, moved to amend the amount to $500. Motion carried 5-0. The vote on the amended motion carried 5-0. Mrs. Dayna Gaut, 308 Sterling Lake Drive, addressed the Commission as a Citrus Elementary School parent, and requested the following: 1) a school guard for the school entrance across from Froggers 2) blinking lights on Clarke Road north of Silver Star Road to indicate a school zone 3) continued enforcement of the speed limit on Clarke Road. Page 2 of 11 { Ocoee City Commission Regular Meeting August 15, 2000 City Manager Shapiro advised he would talk with Lieutenant Goclon about the assignment or reassignment of guards and he asked for authorization to pay an additional guard from contingency to finish this fiscal year if necessary. Public Works Director Smith advised the signs were in compliance with the law, but that he could add a school crossing advisory sign. Commissioner Parker asked that 25 MPH signs during school hours be used if possible. Mr. Smith said it was not possible on state roads but he would check with Chief Mark to see what would be enforceable on the other roads. Mayor Vandergrift said that the lighted school zone in front of Adriatic Street should be either expanded or contracted to show the entrance to the school. COMMISSIONERS ANNOUNCEMENTS/CORRESPONDENCE Commissioner Howell said he went to Ocoee Middle School and Citrus Elementary School for their opening day and he expressed appreciation for the cooperation with and by the School Board that made the schools possible. Commissioner Anderson noted that the reception on Channel 10 is terrible and asked citizens to e-mail him to let him know how their reception is. Commissioner Johnson - no comments Commissioner Parker - no comments Mayor Vandergrift 1) Said he went to Florida League of Cities in Ft. Lauderdale and, while having dinner, made a picture of a bride and told her it would be on TV. He read her letter of appreciation in which she asked what channel he would be appearing on to display her picture so she could have a friend videotape it. 2) Recognized Winter Park Commissioner Doug Storer in the audience (who has a website called Smart Schools) and announced a Smart School meeting Thursday, September 28, 2000 at 10:00 a.m. in the Ocoee Middle School Building 2, Room 42. The agenda will be posted on the website four days prior to the meeting. PUBLIC HEARINGS First Reading of Ordinance No. 2000-22, Amendment to the Land Development Code pertaining to Metal-Skinned Buildings and Structures. (PLANNING DIRECTOR WAGNER) Second Reading and Public Hearing Scheduled for September 5, 2000 at 7:15 P.M. City Attorney Rosenthal read the title only of Ordinance No.. 2000-22, and Mayor Vandergrift announced the date and time of the second reading and public hearing. The public hearing was opened. Page 3 of 11 11 n\ Ocoee City Commission Regular Meeting August 15, 2000 Planning Director Wagner gave the staff report, advising that typical metal skinned exteriors are prohibited, but this recommended amendment would pertain to structures within I-1 and I-2 zones of the City, preserving the intent of the current ordinance while allowing some cost savings on a portion of the building. This proposed amendment requires that all portions of a building fronting a public street as well as 20% of the side of the building still conform to the current Code, but that the remainder of the structure can have metal siding. Mr. Wagner stated the Planning and Zoning Commission held a public hearing regarding this amendment, voting 7-1 to recommend approval of the proposed amendment, and Staff also recommended approval. Mr. R.P.Mohnacky, 1820 Prairie Lake Boulevard, asked several questions, to which Mr. Wagner responded. The public hearing was closed. There was discussion regarding possible changes to be made to the proposed ordinance, but no directions were given. City Attorney Rosenthal announced that items K and L were advertised as public hearings as well, but were not listed on the agenda as such and should be heard at this time. Mayor Vandergrift elected to continue with the first readings of ordinances, recess, and then have those public hearings. OTHER BUSINESS FIRST READING OF ORDINANCES Second Reading and Public Hearing Scheduled for September 5, 2000 at 7:15 P. M.. ORDINANCE No. 2000-23, AMENDING CHAPTER 21 OF THE CODE- PURCHASING. (BUYER TOLBERT) City Attorney Rosenthal read the title only of the ordinance. Buyer Tolbert was present to answer any questions. Mayor Vandergrift announced the date and time of the second reading and public hearing. ORDINANCE No. 2000-24, RESCINDING AND REPLACING TRAVEL ORDINANCE No. 93-20. (CITY MANAGER SHAPIRO) City Attorney Rosenthal read the title only of the ordinance. Mayor Vandergrift announced the date and time of the second reading and public hearing. RECESS 8:34 - 8:54 P.M. Mayor Vandergrift recognized candidates Mike McEvers and Ali Kirk Mashayeki in the audience. Page 4 of 11 Ocoee City Commission Regular Meeting August 15, 2000 PUBLIC HEARINGS (Continued) CONSIDERATION OF VARIANCE APPLICATION, CASE NO. 02VR-2000:GAGE, 451 ROPER PARKWAY, PARCEL ID#199-22-28-0000-00-045. (ZONING COORDINATOR HARPER) Zoning Coordinator Harper gave the staff report advising the applicant has two requests: (1) to allow unpaved mobile storage on the subject property, and (2) to allow the portion of said property which lies within a FEMA 100 year flood zone to be used as unpaved mobile storage. Staff recommended denial. The Board of Adjustment recommended: (1) to require the applicant to pave only the circulation aisles and driveway of the subject property, and (2) based upon Attorney Cookson's advice, did not take a vote regarding the expressed flood plain issues but they expressed the "sense of the board" that such issues were only properly addressed as Comprehensive Plan and Land Development Code amendments. Mr. C. Randall Freeman, Attorney, 151 Silver Star Road, representing Mr. Gage, (A Better Mobile Storage), explained the nature and scope of the business. Mr. Freeman stated the subject property is located in the northeast corner of the Industrial Park and it fronts the new Hwy 429 Expressway. He pointed out that during the Board of Adjustment hearing, a discussion regarding the surface treatment brought about a recommendation to use a dustless gravel on the travel surfaces. Mr. Freeman distributed the list of storage rules proposed and reviewed them. Discussion ensued regarding the City's authority to allow development within the 100 year flood plain and City Attorney Rosenthal stated that this is not a site plan approval, that if Commission wishes to grant a variance at this time, it may, and then when the site plan is to be reviewed in conjunction with that variance it will have to comply with all requirements of the City, except that the staff would not require that the portion where the vehicles are being parked to be paved. When the site plan is submitted and if there is a dispute regarding where (or if) the 100 year flood plain is, it will be resolved with the normal procedures used in a site plan review. The public hearing was opened and, as no one wished to speak, was closed. Commissioner Howell, seconded by Commissioner Parker, moved to grant a variance with respect to the subject property to allow outdoor storage of motor vehicles without the paving of storage areas or grounds as otherwise required by the Land Development Code, except that a stabilized surface adequate for fire trucks and emergency vehicles will be required on all access drives and other areas determined by the fire department to be necessary for public safety. Motion carried 5-0. CONSIDERATION OF VARIANCE APPLICATION, CASE No. 03VR-2000:STROSNIDER, 2420 LEILA LEE COURT, PARCEL ID#10-22-28-3467-00-340. (ZONING COORDINATOR HARPER) Zoning Coordinator Harper gave the staff report, advising the applicant requested a variance to allow the construction of an accessory structure (in ground pool) in the side yard of his Page 5 of 11 [I] /7A Ocoee City Commission Regular Meeting August 15, 2000 home in order to save two big trees located behind the house. Staff recommended an interpretation that considers the unique characteristic of the lot and saving the protected sycamore trees. The Board of Adjustment recommended approval of the variance as it meets the requirements of the Code. The public hearing was opened and, as no one wished to speak, was closed. Commissioner Howell, seconded by Commissioner Johnson, moved to grant the variance allowing a swimming pool in the side yard at 2420 Leila Lee Court as it meets the requirements of the Code. Motion carried 4-0. Mayor Vandergrift was away from the dais. MAGUIRE ROAD: DISCUSSION OF OFFERS OF JUDGMENT- PARCELS 101, 103, AND 104. (ASSISTANT CITY ATTORNEY DOTY) Assistant City Attorney Doty gave the staff report, advising that she had received correspondence from Christy Wilson, counsel for Gordon Nutt, enclosing Offers of Judgment on Parcels 101, 103, and 104, which are the only remaining unsettled parcels in the Maguire Road condemnation litigation. She recommended: (1) accepting the Offers on Parcels 101 and 103, (2) authorizing the City Attorney to execute any and all documents necessary to finalize the Offers of Judgment for Parcels 101 and 103, (3) authorizing the payment of an amount not to exceed $4,300.00, subject to invoice review by the City Attorney, for surveying costs incurred by the property owners of Parcels 101, 103, and 104, and (4) and rejecting the Offer on Parcel 104. Commissioner Anderson, seconded by Commissioner Howell, moved to approve Staff recommendation to accept the Offers on Parcels 101 and 103, authorize the City Attorney to execute any and all documents necessary to finalize the Offers of Judgment for Parcels 101 and 103, authorize the payment of an amount not to exceed $4,300.00, subject to invoice review by the City Attorney, for surveying costs incurred by the property owners of Parcels 101, 103, and 104, and reject the Offer on Parcel 104. Motion carried 5-0. Mayor Vandergrift elected to take the following item out of agenda order for consideration at this time. LAKEFRONT AND MUNICIPAL COMPLEX MASTER PLAN WORK ORDER FROM SPILLIS CANDELA. (PLANNING DIRECTOR WAGNER) Planning Director Wagner presented Richard Foley, with Spillis Candela, and Ginger Corless, with Herbert-Halback, Inc., part of the design team engaged to design the Coca Cola property, the Lakefront and Municipal Complex Master Plan and South Park. Mr. Wagner advised the work order to develop the Master Plan for the Municipal Complex is in the amount of$51,830.00 to cover Professional Services. Mr. Foley and Ms. Corless spoke briefly regarding the Scope of Services. Page 6 of 11 It I LA' 111\ Ocoee City Commission Regular Meeting August 15, 2000 Commissioner Anderson, seconded by Commissioner Johnson, moved to approve the Scope of Services for the Lakefront and Municipal Complex Master Plan as presented. Motion carried 5-0. CHARTER SCHOOLS- EDUCATION CONSULTING SERVICES. (MAYOR VANDERGRIFT) Mayor Vandergrift had presented an RFQ for Education Consulting Services in the packet and City Attorney Rosenthal advised that it should be reviewed by staff and some text needs to be added. Mayor Vandergrift, seconded by Commissioner Anderson, moved to adopt the RFQ for Education Consulting Services. Mayor Vandergrift, seconded by Commissioner Anderson, moved to amend his motion and direct the City Attorney to tweak the words. Motion carried 4-0. Commissioner Howell was away from the dais. The amended motion carried 5-0. Mrs. Martha Lopez-Anderson noted that there was a timetable that was already in place. Mr. Rosenthal said he had already noticed that there was not enough time allowed between receipt and distribution and he asked for a list of people who should receive RFQ by mail. SILVER STAR ROAD (SR 438) WIDENING REQUEST TO EXECUTE FDOT DISTRICT DOCUMENT NO. 2, UTILITY WORK BY HIGHWAY CONTRACTOR AGREEMENT (AT UTILITY EXPENSE) AND DISTRICT DOCUMENT No. 3, UTILITY WORK BY HIGHWAY CONTRACTOR AGREEMENT (AT FDOT EXPENSE) FOR RELOCATIONS ON SR 438. (CITY ENGINEER/UTILITIES DIRECTOR SHIRA) City Engineer/Utilities Director Shira gave the staff report, advising these are the second and third agreements with FDOT (the first being executed February 15, 2000 which acknowledged the City's obligation to locate, protect, relocate, install, adjust or remove those city-owned utility facilities which are in existing FDOT right-of-way and are determined to be in the way of the proposed widening project). In this agreement FDOT has agreed to credit to the City up to $633,900 toward the City's costs to design and construct the required relocations in consideration of certain right-of-way that the City is to transfer to FDOT. The District Document No. 2 provides that all of Ocoee's utilities that are within the current FDOT right-of-way which are deemed to be in conflict with the proposed widening project must be moved to a location acceptable to FDOT and the work is to be at the City's expense. Page 14 of the agreement states that the City and FDOT have a non-standard agreement for the funding of this work and the figure $575,335.00 takes into account the credit previously extended by FDOT against the total $633,900.00 for the City's design contract with Lochrane Engineering. Page 7 of 11 D U Ocoee City Commission Regular Meeting 2 n-d i U� � August 15, 2000 l� The District Document No. 3 provides that if there are City utility facilities located outside of current FDOT right-of-way within an area that is obtained by FDOT as right-of-way, then the cost of design and construction for the relocation of those facilities is to be borne by FDOT. Mr. John Murphy, GAI Consultants Southeast, said the bids are to be opened July 17, 2001 and the dirt should be moving in October 2001 just west of Clarke Road to east of Hiawassee Road. Commissioner Anderson, seconded by Commissioner Parker, moved to authorize the Mayor and City Clerk to execute District Document No. 2, Utility Work by Highway Contractor Agreement (at Utility Expense) and District Document No. 3, Utility Work by Highway Contractor Agreement (at FDOT Expense). Motion carried 5-0. RESOLUTION NOS. 2000-06 AND 2000-07, CONVEYANCE OF LAND TO THE FLORIDA DEPARTMENT OF TRANSPORTATION IN CONNECTION WITH THE SILVER STAR ROAD/S.R. No. 438 PROJECT. (CITY ATTORNEY ROSENTHAL) City Attorney Rosenthal explained that Resolution No. 2000-06 gives the right-of-way to implement the above agreement and Resolution No. 2000-07 authorizes the deed which clears up a title matter involving acquisition from Orange County. Commissioner Anderson, seconded by Commissioner Johnson, moved to (1) find that FDOT Parcel No. 113 (Section 75250-2525) is owned by the City and/or the public for the purpose of the future expansion of Silver Star Road and does not have an independent use or monetary value and that the conveyance of such land to the Florida Department of Transportation is not subject to the provisions of Section C-8(B) of the City Charter, and (2) adopt Resolution Nos. 2000-06 and 2000-07 with respect to the execution of City Deeds in favor of the State of Florida Department of Transportation and authorize execution of said Resolutions and the City Deeds referenced therein by the Mayor and City Clerk, and further authorize the execution of all documents necessary to complete the conveyances contemplated by said Resolutions. Motion carried 5-0. AWARD BID BOO-07, CUSTODIAL SERVICES CONTRACT TO GOLDEN MARK SERVICES. (PUBLIC WORKS DIRECTOR SMITH/BUYER TOLBERT) Buyer Tolbert was present to respond to questions. Mayor Vandergrift, seconded by Commissioner Johnson, moved to award bid #00-07 to Golden Mark Maintenance, and authorize execution of the agreement by the Mayor and City Clerk to be effective October 1, 2000, and further authorize the Mayor, City Clerk and Staff to execute all documents necessary to consummate the transaction contemplated by the agreement. Motion carried 5-0. Page 8 of 11 • Ltil o �� Ocoee City Commission Regular Meeting August 15, 2000 RESOLUTION No. 2000-05, REIMBURSEMENT OF CERTAIN COSTS RELATING TO COCA COLA PROPERTY. (CITY ATTORNEY ROSENTHAL) City Attorney Rosenthal read the title only of Resolution No. 2000-05, reimbursement of certain project costs relating to the Coca-Cola Property from the proceeds of future tax exempt financing. Mayor Vandergrift, seconded by Commissioner Anderson, moved to adopt Resolution No. 2000-05 establishing its intent to reimburse certain project costs relating to the acquisition and development of public property and capital improvements thereto with proceeds of a future tax exempt financing and authorizing execution thereof by the Mayor and City Clerk. Motion carried 5-0. DISCUSSION RE STARKE LAKE FOUNTAIN/LIGHTING. (PUBLIC WORKS DIRECTOR SMITH) Public Works Director Smith gave the staff report, and presented a picture of a fountain similar to that available. He recommended not moving forward at this time with the lighting and sidewalk but requested authorization to proceed with the procurement and installation of a floating fountain in the Starke Lake lagoon, comparable to the Cascade 750 model, with a budget not to exceed $20,000.00. He said he intended to piggyback on the City of Orlando contract with Lake Fountains at $9,993.02 for the fountain. He estimated $5,000.00 in electrical costs, with funds coming from the Bond Issue. Commissioner Johnson, seconded by Commissioner Howell, moved to authorize Mr. Smith to proceed with the procurement and installation of a floating fountain in the Starke Lake lagoon, for a not to exceed amount of$20,000.00, piggybacking on the City of Orlando contract. Motion carried 5-0. CHANGE ORDER#1 WITH GCl/GENERAL CONSTRUCTORS, INC. ON THE VEHICLE AND MATERIAL STORAGE BUILDING. (ASSISTANT CITY ENGINEER WHEELER) Tabled at August 1 meeting. Assistant City Engineer Wheeler gave the staff report, distributed a corrected staff report which contained the responses to the questions raised at the August 1 meeting, and reviewed the listed responses. Commissioner Howell, seconded by Commissioner Parker, moved to approve Change Order No. 1 with GCl/General Constructors, Inc. by increasing the contract amount by $10,022.45, with no increase in contract time, and authorize the Mayor and City Clerk to execute Change Order No. 1. Motion carried 4-1 with Commissioner Anderson voting no. AUTHORIZATION FOR MAYOR AND CITY CLERK TO EXECUTE INTERLOCAL AGREEMENT WITH ORANGE COUNTY BOARD OF COMMISSIONERS REGARDING LAKE LILLY DRAINWELL. (ENGINEER I GAVRILOVIC) Page 9 of 11 Ocoee City Commission Regular Meeting -u August 15, 2000 Due to deterioration of the existing drainwell and drainage problems experienced by the residents located within the Lake Lilly and Lake Pearl drainage basin, the construction of a new drainwell was proposed. Residents of both the City of Ocoee and Orange County are located within this drainage basin, therefore an Interlocal Agreement between the City and County was entered into. Assistant City Engineer Wheeler responded to questions raised about the drainwell. Commissioner Anderson, seconded by Commissioner Howell, moved to authorize the Mayor and City Clerk to execute the Interlocal Agreement with Orange County Board of Commissioners regarding the Lake Lilly Drainwell. Motion carried 5-0. VOLUNTEER BOARD SURVEY. (CITY CLERK GRAFTON) After a brief discussion regarding the responses to the survey, Commissioner Anderson noted that several boards appeared to be in favor of having a facilitator or a trainer come in. City Manager Shapiro said that if a board wants it to get back with staff and something will be arranged. Mayor Vandergrift said to distribute the package to the volunteer board members and those boards requesting such assistance could be accommodated. STAFF REPORTS Mayor Vandergrift asked that a joint workshop with Planning and Zoning Commission be set up to discuss lot sizes. City Manager Shapiro advised that he has talked with HBA and they want to meet with Staff for lunch at Maitland and he would like to wait until after that meeting to schedule the joint meeting. EMERGENCY ITEM City Attorney Rosenthal called attention to his memorandum distributed earlier regarding an extension of the inspection period and closing date for the Coca-Cola Property and asked that it be declared an emergency item. Mayor Vandergrift declared consideration of the First Amendment to the Contract for Purchase and Sale between the City of Ocoee, as Purchaser, and The Coca-Cola Company, as Seller, to be an emergency item. Mayor Vandergrift, seconded by Commissioner Parker, moved to approve the First Amendment to said Contract and authorize execution thereof by the Mayor and City Clerk. Motion carried 5-0. Page 10 of 11 ° [F1 1 Ocoee City Commission Regular Meeting I ,d August 15, 2000 COMMENTS FROM COMMISSIONERS Commissioner Howell: 1) Noted that, when heading north on Clarke Road, the first traffic light is obscured by big trees. 2) Announced that, in the Florida League of Cities golf tournament last weekend, the Ocoee golf team took first place. (Commissioners Anderson, Howell, Johnson, and Mr. Parker) He suggested that the tournament be held at Forest Lake Golf Club next year. Commissioner Anderson said that he is aware the RSVP messages are circulated, but he would like to see the complaints/information Public Works gets as well. Mr. Smith advised he does not have the resources to tabulate that information. Commissioner Johnson: 1) Said Maguire Road construction is starting and he requested an update every Commission meeting but at least every 30 days, so that the homeowners in the affected area can be informed. He said he has sent letters to the HOA offering to bring City Manager Shapiro to their meetings to answer questions if requested. Mr. Shapiro said he will forward the contractor's regular reports to the Commission as they are received. Commissioner Anderson suggested notifying HOA's by e-mail. 2) Thanked all for the condolences when his brother passed away. _ Commissioner Parker said with all the meetings this week, she will have said quite enough. Mayor Vandergrift: 1) Asked that a joint meeting with Planning and Zoning Commission be scheduled to discuss lot sizes. 2) Recognized State House of Representatives Candidate Ali Kirk Mashayekhi who was still present at the end of the meeting. Mr. Mashayekhi made very complimentary remarks about the Commission's accomplishments in this meeting. ADJOURNMENT The meeting adjourned at 11:10 p.m. APPROVED Attest: City of Ocoee Jean Grafton, City Clerk S. Scott Vandergrift, Mayor Page 11 of 11 rtgGuua '-uD-L000 �Lf6 I�]� I � Item III A MINUTES OF THE OCOEE CITY COMMISSION BUDGET WORK SESSION HELD AUGUST 14, 2000 CALL TO ORDER Mayor Vandergrift called the work session to order at 7:00 p.m. The roll was called and a quorum was declared present. PRESENT: Mayor Vandergrift, Commissioners Anderson, Howell, Johnson, and Parker. Also present were City Manager Shapiro, Building/Zoning Official Velie, City Clerk Grafton, City Engineer/Utilities Director Shira, Assistant City Engineer Wheeler, Community Relations/Projects Director Shira, Finance Director Horton, Finance Supervisor Carter, Budget Analyst Brosonski, Fire Chief Strosnider, Assistant Fire Chief Firstner, Human Resources Director Psaledakis, Information Systems Manager Ross, Police Chief Mark, Police Captain Wilson, Public Works Director Smith, and Recreation Director Nordquist. ABSENT: None As in the past, Commission agreed without objection to review the budget as presented line-by-line beginning on page one and to adjourn at 10:00 p.m. Information requested by the Commission earlier in the day had been placed on the dais along with additional information from department heads: spreadsheet of health insurance carriers/options, salary schedule, personnel changes over the past 5 years, job groupings and projected job grouping changes, and responses from Finance Director Horton and Human Resources Director Psaledakis to various questions submitted by Mayor Vandergrift. REVIEW AND DISCUSS: BUDGET FY 2000-2001 Human Resources Director Psaledakis introduced Ken Enlow, Brown and Brown, to discuss the health insurance situation. Mr. Enlow had prepared a spreadsheet of information that had been distributed and he introduced Mr. Mike Reeves who would attend the Budget Workshop Thursday to respond to any questions should that be necessary. Mr. Enlow said he would be present on Wednesday to explain the current status and the proposed changes in coverage with Blue Cross/Blue Shield to the employees. Commission agreed without objection to withhold the decision regarding insurance until they could hear a report on the employee comments from that meeting. The review of the proposed budget began, after the above discussion, with City Manager Shapiro responding to questions regarding line items. Only those items for which the Commission requested additional information or agreed to change will be listed in these minutes. Page 3-8: Acct. 8200 Community Promotion $31,800 - Commissioner Johnson proposed the policy be changed to consider grants for groups only rather than for individuals and Commissioner Parker added that one of the tests for granting funds should be whether some benefit would be coming back to the City. The Commission agreed without objection to change the amount budgeted for this item to $20,000. Page 3-8: Acct. 8204 W. O. Chamber of Commerce $9,000 - Commissioner Anderson raised the question regarding how long this agreement was for and was advised that someone would research and provide that information. LI L111, u, 11 Ocoee City Commission Budget Work Session August 14, 2000 Page 3-9: Regarding the note at the bottom of the page listing the organizations the professional dues were for in line item 5402, Commissioner Anderson asked that the amount for each organization be included as well. RECESS 8:22 - 8:40 P.M. Page 3-20: City Manager Shapiro advised accounts 4905, 4906, and 4907 (Senior Program water, tax and solid waste service) had been put into contingency until after the adoption of the budget. Page 3-23: Acct. 1503 Education/Incentive - Commissioner Parker asked that when an employee earns a degree the Commission be notified so the Commission can recognize the employee. Page 3-24: Acct. 5200 POL Supplies $-0- - The pool cars are being transferred to Public Works. Mayor Vandergrift asked that when a line item is changed to another department it be so noted as a line item with zeros. Page 3-37: Acct. 6302 Maguire House - Commissioner Parker reported that Mrs. Elizabeth Maguire had been present earlier to discuss this item but had to leave. In the ensuing discussion Commissioner Parker agreed to meet with the Historical Commission to discuss the needs versus availability of funds and to let them know the City is trying. Page 3-39: Commissioner Howell said he wants to add a person to Facilities Maintenance and will keep looking for funds to do this. At this point in the discussion, Commission decided to continue until 10:30 p.m. after a short recess. RECESS 9:53 - 10:10 P.M. Page 3-41: After much discussion regarding entry level salary for police and fire departments Commission asked that a chart showing those entry levels raised to both grade 11 and grade 12 be provided for the August 17 work session. ADJOURN The meeting adjourned at 10:35 p.m. APPROVED Attest: City of Ocoee Jean Grafton, City Clerk S. Scott Vandergrift, Mayor 2 Agenda 9-05-2000 d r? ' Item III A MINUTES OF THE OCOEE CITY COMMISSION BUDGET WORK SESSION HELD AUGUST 17, 2000 CALL TO ORDER Mayor Vandergrift called the work session to order at 7:05 p.m. The roll was called and a quorum was declared present. PRESENT: Mayor Vandergrift, Commissioners Anderson, Howell, Johnson, and Parker. Also present were City Manager Shapiro, Building/Zoning Official Velie, City Clerk Grafton, City Engineer/Utilities Director Shira, Assistant City Engineer Wheeler, Community Relations/Projects Director Shira, Finance Director Horton, Finance Supervisor Carter, Budget Analyst Brosonski, Fire Chief Strosnider, Assistant Fire Chief Firstner, Human Resources Director Psaledakis, Information Systems Manager Ross, Planning Director Wagner, Police Chief Mark, Police Captain Wilson, Public Works Director Smith, Recreation Director Nordquist and Utilities Superintendent Holland. ABSENT: None City Manager Shapiro reported the following: 1) The West Orange Chamber of Commerce fund is a 6-year agreement and the third year is just being completed. 2) In the meeting with the employees regarding health insurance coverage, one-third of the employees were present and their vote was in favor of the change as proposed. Which option to choose appeared to be a challenge as some options favored the users of HMO and some PPO and the Employee Committee suggested Option 4 rather than to put it to an employee vote and possibly divide the employees. 3) The insurance rate increase has been negotiated down from 13% to 10% increase, which leaves $30,000 available to be used elsewhere. 4) Other cities are subsidizing prescription insurance for retirees and that had been included in the proposed budget. If Commission selects one of their options, Blue Cross/Blue Shield has agreed to make group health coverage including prescriptions available to City of Ocoee retiring employees. As funding for the drug subsidy in pension benefits would not be needed, approximately $40,000 may be deleted from the budget. In response to Commissioner Anderson's question regarding whether Brown and Brown gets a fund from Blue Cross/Blue Shield in addition to the $20K from the City, Mrs. Psaledakis said she would get a response in writing from Ken Enlow. Without objection, Commission agreed to go with Option 4 of the Blue Cross/Blue Shield proposal for health insurance. Commissioner Parker advised that Mrs. Elizabeth Maguire was still under the weather and had asked her to report for her. The issues discussed in Mr. Randy Freeman's letter presented to the Commission were safety issues and Mrs. Maguire proposed postponing the painting of the Withers-Maguire House in order to use the $15K for repairs. At the end of the discussion, Commission agreed without objection to take care of those safety concerns before Founders' Day. T3L [ L ± Ocoee City Commission Budget Workshop August 17,2000 City Manager Shapiro reviewed the police and fire department salary increase chart that was requested at the August 14 work session. Human Resources Director Psaledakis proposed that there should be separate pay grade schedules for sworn officers, executives, and technical employees. There was discussion regarding dispatchers, their scheduling and stress level, and the need to separate out that function from either the police or fire departments. There was also discussion regarding publishing job openings on every available media, to include the website, Channel 10, Mid Florida Tech, Valencia, UCF, career centers, etc. At Commissioner Anderson's request, Police Officer Traci Payne reported on the current recruiting practices in the state, comparing them with the City of Ocoee's procedures. Lieutenant Goclon contributed to the discussion. Mayor Vandergrift and Commissioner Anderson said they would like to see a presentation from the police department regarding a training program. A lengthy discussion ensued regarding the grant positions and the computer systems. RECESS 8:31 — 8:59 P.M. Page 3-41: Remove Corporal reclassifications $11,925 - Commissioner Howell suggested and Commissioners Parker and Anderson agreed. Page 3-42: Acct. 6400 Radars — Commissioner Howell wished to add 2 radars. Acct. 6401 Police Vehicles - Mayor Vandergrift asked that the next budget show whether the vehicles in the budget were new or replacements. Commissioner Anderson asked Finance Supervisor Carter to check into whether the paging system was paid for and not received or received and not in operation. Page 3-46: Mr. Shapiro stressed the need to reclassify lieutenant, engineers and firefighters to paramedics. The review continued to page 3-50 with no further changes. ADJOURN The meeting adjourned at 10:00 p.m. APPROVED: Attest: City of Ocoee Jean Grafton, City Clerk S. Scott Vandergrift, Mayor 2 Agenda 9-up-zwv Item III A MINUTES OF THE OCOEE CITY COMMISSION BUDGET WORK SESSION HELD AUGUST 24, 2000 CALL TO ORDER Mayor Vandergrift called the work session to order at 7:00 p.m. in the Commission Chambers. The roll was called and a quorum was declared present. PRESENT: Mayor Vandergrift, Commissioners Anderson, Howell, Johnson, and Parker. Also present were City Manager Shapiro, Building/Zoning Official Velie, City Clerk Grafton, City Engineer/Utilities Director Shira, Assistant City Engineer Wheeler, Community Relations/Projects Director Shira, Finance Director Horton, Finance Supervisor Carter (arrived at 9:45 p.m.), Budget Analyst Brosonski, Fire Chief Strosnider, Assistant Fire Chief Firstner, Human Resources Director Psaledakis, Information Systems Manager Ross, Planning Director Wagner, Police Chief Mark, Police Captain Wilson, Public Works Director Smith, Recreation Director Nordquist and Utilities Superintendent Holland. ABSENT: None City Manager Shapiro requested that the procedure for this work session be altered from the line- by-line review of each page to instead give some direction on 4 or 5 programs and the job reclassifications/descriptions that must be decided by the Commission so that the rebalancing of the budget could begin. Mr. Shapiro advised a revenue problem has come up in the last few days regarding the pre-post school day care program. He said the State of Florida department governing such programs has begun including municipalities and the City must either not charge a fee or do away with the program, as the City's facilities do not meet the requirements. After considerable discussion regarding possible solutions, during which Commissioner Anderson asked that the law be explained, Mr. Shapiro said he would ask the city attorney to provide the legal issues in writing on Monday. The discussion moved forward to other issues and Commissioner Johnson stated that he objects to the practice of adding 16 hours to the personal leave of an employee for not getting sick during the fiscal year. He added that he also wants to separate the annual leave from sick leave and not have sick leave be reimbursable time when not used. Both Commissioner Johnson and Commissioner Anderson requested having the labor attorney look into separating vacation and sick time. Police/Fire Personnel Grades Upon reviewing the pay grade options requested at the last work session for police/fire personnel, Commissioners Anderson, Howell, Johnson and Parker preferred Option #4 (3% and 3 grades increase), and Commissioner Anderson said he wanted a guarantee from the union that they will not come back and open up the dollar amount. Mayor Vandergrift said he believed the City of Ocoee was in line with other cities the same size and that retention of employees was not a valid reason to increase salaries, because the benefit package is still superior. At Mr. Shapiro's request the discussion moved to section 7 of the budget workbook. Ocoee City Commission Work Session August 24, 2000 Personnel Additions/Reclassifications Page 7-1: Information Systems - Add Information Systems Technician, Grade 8 - 3 in favor. Page 7-3: Community Relations-Admin Assistant II, Grade 6 transferred from City Manager to Community Relations and reclassified to Admin Assistant III, Grade 8 - 3 in favor. RECESS 8:45-9:05 P.M. Page 7-1: Finance: Finance Supervisor - reclassify from Grade 18 to Grade 19 - 3 not in favor. Accountant - reclassify from Grade 13 to Grade 15 - 3 not in favor. Buyer - reclassify from Grade 9 to Grade 10 - 3 in favor. Accounting Clerk 1 - reclassify from Grade 5 to Grade 7 - after long discussion about whether to go to Grade 8 or not, 3 were in favor of approving to Grade 7. Human Resources: Two HR Specialists - reclassify from Grade 10 to HR & Collective Bargaining Specialists Grade 14 - 3 in favor of reclassifying to Grade 12. HR Technician - reclassify from Grade 5 to HR & Collective Bargaining Specialist Grade 14 - 3 in favor of reclassifying to Grade 10. Add HR & Collective Bargaining Specialist Grade 14 - 3 in favor of adding. 1 to Grade 10. Planning: 3 in favor of approving as presented. Page 7-2: Facilities Maintenance: 3 in favor of approving as presented. Commissioner Howell asked again to see exactly what each department asked for in their original budget request. Law Enforcement: Boxing Club Coordinator, Grade 13 - consensus to keep this and change to Grade 10. The discussion ended with this category on page 7-2. ADJOURN The meeting adjourned at 10:50 p.m. APPROVED: Attest: City of Ocoee Jean Grafton, City Clerk S. Scott Vandergrift, Mayor 2 Agenda 9-05-2000 Item III A r' , i I L] �h 1 MINUTES OF THE OCOEE CITY COMMISSION SPECIAL SESSION HELD AUGUST 15, 2000 CALL TO ORDER. Mayor Vandergrift called the Special Session to order at 6:45 p.m. in the Commission Chambers. 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, Assistant City Attorney Doty, and City Clerk Grafton. ABSENT: Commissioner Johnson - CLOSED SESSION WITH CITY ATTORNEY PAUL ROSENTHAL AND ASSISTANT CITY ATTORNEY MARY DOTY, AND CITY MANAGER ELLIS SHAPIRO RE: STRATEGY AND SETTLEMENT NEGOTIATIONS: CASE No. CI098-4279 - PARCELS No. 62-165, 62-765, AND 62-865 (WESTERN BELTWAY). ORLANDO/ORANGE COUNTY EXPRESSWAY AUTHORITY VS. CITY OF OCOEE, FOREST LAKE GOLF CLUB, LTD., AND EARL K. WOOD, TAX COLLECTOR, ORANGE COUNTY, FLORIDA. City Attorney Comments: City Attorney Rosenthal read from a prepared statement concerning the purpose of the meeting: "The City is currently the Defendant in an action brought by Orlando/Orange County Expressway Authority. The case was filed in the Circuit Court for the Ninth Judicial Circuit of Orange County under Case No. CI 098-4279. As required by Florida Statutes, Section 286.011(8), I have previously advised the City Commission that I desire to have advice concerning this litigation and to discuss with the City Commission, in a closed session, matters related to strategy and settlement negotiations regarding the Western Beltway. "Florida Statutes provide a limited exception from the Sunshine Law for the City's attorneys to meet in private with the City Commission to discuss pending litigation to which the City is a party. As required by Florida law, reasonable notice of the closed session has been given which identifies the time and date of the closed attorney-client session and the names of the persons who will be attending. The entire session will be recorded by a certified court reporter and no portion of the session may be off the record. The court reporter's notes will be fully transcribed and filed with the City Clerk. At the conclusion of the litigation, the transcript of the meeting will become a public record. It is not permissible to leave the meeting to consult with other persons regarding the subject matter of the meeting. Following the conclusion of the closed session, it will be necessary to meet in public in order to take such other action as may be appropriate based upon the closed session and to adjourn the meeting." Mayor Vandergrift announced the following: "Our City Attorney has previously requested a closed session with the City Commission to discuss strategy and settlement negotiations regarding Parcels No. 62-165, 62-765, and 62-865 (Western Beltway) in the case described by the City Attorney. The persons who will be attending the closed session are Mayor Vandergrift, F-Q Ocoee City Commission Special Session - Strategy and Settlement Negotiations July 25,2000 Commissioner Anderson, Commissioner Howell, Commissioner Johnson, Commissioner Parker, City Manager Ellis Shapiro, City Attorney Rosenthal, Assistant City Attorney Doty, the Court Reporter, and no others. It is estimated that the closed attorney-client session will last one-half hour. Following the conclusion of the attorney-client session, the meeting will be reopened in order to announce the termination of the closed session and take such other action as the City Commission may deem appropriate. The City Commission will now move into closed session." RECONVENE PUBLIC MEETING FOR ACTION ON ABOVE ISSUES. Mayor Vandergrift reopened the Special Session of the City Commission and announced that the closed attorney-client session had been terminated at 6:59 p.m. He asked if there were any comments from the members of the City Commission or any proposed actions. Assistant City Attorney Doty said in the closed session they discussed the proposed settlement of Orange County Circuit Case CI098-4279, which was the case of the Expressway Authority vs the City of Ocoee. It was the eminent domain litigation involving the acquisition of 15 acres by the Expressway Authority of the city owned property. The mediated settlement agreement reached in mediation on July 25 subject to approval by the City Commission of the City of Ocoee and the Expressway Authority Board was $250,000. Staff recommended approval of the settlement. Commissioner Anderson, seconded by Commissioner Parker, moved to approve staff recommendation to approve the mediated settlement agreement in the amount of$250,000 and to authorize the City Attorney to execute any and all documents necessary to finalize the settlement agreement. Motion carried 4-0. Commissioner Johnson was not present. ADJOURNMENT. The meeting adjourned at 7:02 p.m. APPROVED Attest: City of Ocoee Jean Grafton, City Clerk S. Scott Vandergrift, Mayor 2