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HomeMy WebLinkAboutIII (A) Approval and Acceptance of Minutes of Commission Regular Session of August 7, 2001, Budget Work Sessiosn of August 9, and August 13, 2001, Special Session of August 13, 2001 Agenda 8-21-2001 E /n\ FT Item III a MINUTES OF THE OCOEE CITY COMMISSION REGULAR MEETING HELD AUGUST 7, 2001 CALL TO ORDER Mayor Vandergrift called the regular meeting to order at 7:20 p.m. in the Commission Chambers located at 150 N. Lakeshore Drive. Pastor Jack Andrews led in prayer and Former Mayor Dabbs led in 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 Gleason, City Attorney Rosenthal, City Clerk Grafton, Building/Zoning Official Velie, City Engineer/Utilities Director Shira, Assistant City Engineer Wheeler, Community Relations Director Shira, Assistant Fire Chief Firstner, Public Works Director Smith, and Zoning Coordinator Harper. PRESENTATIONS AND PROCLAMATIONS Water Shortage Update. (Assistant City Engineer Wheeler) Assistant City Engineer Wheeler presented the Water Shortage Update, showing statistics for rainfall and water pumping from January through July for the years 2000 and 2001. Proclamation: Ocoee Fire Fighter Appreciation Week - August 24-31, 2001 Muscular Dystrophy Association's Appreciation for Firefighters' Boot Drive for MDA Mayor Vandergrift read the Proclamation and presented it to Fire Chief Firstner and Engineer/Paramedic Joe Moy. NON-AGENDA ITEM Community Relations/Projects Director Shira reported on the status of the Founders Day plans and reviewed the directions given at the February 6, 2001, Commission Meeting; i.e., have the committee decide on the entertainment, not authorize the sale of alcoholic beverages, reduce city employee overtime pay, keep it free to the public, and increase vendor fees. She distributed a report comparing the cost for last year's festival with this year's projected cost, and said in order to reduce the employee overtime pay it would be necessary to have many more volunteers. Ms. Shira said the committee meets twice monthly now and sub-committees are also active. Mayor Vandergrift noted there is a movement afoot for an Ocoee School All-Classes reunion that day and some of those may volunteer if/when they learn of the need. He said the Sweet Adelines will be singing. Commissioner Howell said he had received complaints about the increase in the vendor fee from $85 to $250 and expressed concern for the smaller vendors. Without objection, Mayor Vandergrift said to try it this way this year and see how it goes. Commissioner Johnson asked that a list of the sponsorships be provided. Ocoee City Commission Regular Meeting August 7, 2001 CONSENT AGENDA The consent agenda consisted of items A, B, C, D, E, F, G, H, and I. Mayor Vandergrift announced staff had pulled item G-Final Plat of Geneva Manor. Commissioner Anderson pulled item C-Change Order No. 4 with Groundtek, for separate consideration. Commissioner Howell, seconded by Commissioner Anderson, moved to approve items A, B, D E, F, H, and I of the consent agenda as presented. Motion carried 5-0. A. Approval and Acceptance of Minutes of Commission Regular Meetings of June 19, 2001, July 17, 2001, and Pre-Budget Work Session of June 13, 2001. Also Minutes of the Westridge PUD Community Meeting held July 18, 2001. (City Clerk Grafton) B. Approval and Authorization for Mayor and City Clerk to execute Change Order No. 3 to the Agreement for Lawn Maintenance with Groundtek to Add the Retention Pond at the New Vehicle and Material Storage Building. (City Engineer/Utilities Director Shira) • Groundtek quoted $270 per month to add this site to the existing agreement. Funding will be from the wastewater contractual services account. C. Pulled for separate consideration - See below. D. Approval and Authorization to Transfer Funds in the Amount of$3,882.29 in Public Works Accounts from 001-519-00-5320 Small Equipment to 001-519-00- 6400 Capital Equipment in Order to Purchase a Portable Air Conditioner. (Public Works Director Smith) • There arc three estimates provided for portable units with Grainger's 13,000 BTU being the choice at$3,882.29. E. Approval and Authorization for Mayor and City Clerk to Execute Addendum No. 01-3 to PEC's Contract in the Not-to-Exceed Amount of$98,321.00 for the Consery II Re-Pump Station Design Proposal. (City Engineer/Utilities Director Shiva) • This proposal covers preliminary and final design, permit preparation and submittal and bidding assistance for Consery II RE-Pump Station Design Proposal. F. Approval and Authorization to Grant$2,000 to Rotary Club for Purchasing Children's Bike Helmets and Holding a Bike Safety Event at the Founders' Day Festival. (Community Relations/Projects Director Shira) • There are 18 members in this organization. Three of those reside in Ocoee, and six own a business or work in Ocoee. There is $600 remaining in the Legislative Community Promotions Account. Approval of this item will authorize transfer of$1,400 from Contingency Account (001-516- 4900)) into Legislative Community Promotions Account (001-511-00-8200). G. Pulled by Staff. H. Approval and Authorization for Mayor and City Clerk to Execute the Final Plat of Willows on the Lake. (Engineer I Gavrilovic) • This is an 86 lot single-family subdivision located on the east side of Clarke Road,just north of Silver Star Road. All required documentation pertaining to the platting of this subdivision has been Page 2 of 8 Ocoee City Commission Regular Meeting August 7, 2001 reviewed and approved by City Staff. An Irrevocable Standby Letter of Credit performance bond) has been issued in the amount of$554,595.68 for site improvements that were not completed by March 27, 2001, and most of those items have been constructed to date. An Irrevocable Standby Letter of Credit (maintenance bond) in the amount of$46,517.05 has been posted for a period of two years to guarantee the workmanship of the improvements that will be maintained by the City. I. Appointments to Boards. (City Clerk Grafton) 1. Code Enforcement Board -Roy Ellison resigned - term ends June 2003; Alternate Member Bill Henderson's term ends September 2001. • Mr. Ellison's resignation was submitted July 24, 2001. It has been this Commission's practice to move the alternate members according to their seniority into a vacancy created. In keeping with that practice, Spenser Solomon may he appointed to complete Mr. Ellison's term to June 2003, and Bill Henderson is willing to be reappointed for a term ending September 2004. There are no applications on file to present for Mr. Solomon's term which would have ended October 2001. 2. Parks and Recreation Advisory Board - 3 openings • Two citizens have expressed interest in serving on this board. Member Rachel Maxwell declined reappointment last October. David Brennan(District 4) has submitted an application and may be appointed to complete her term to October I, 2002. Joseph Hembree (District 3) is expected to submit an application prior to the August 7 meeting and may be appointed to complete Member Cristelli's term ending October I, 2001, and an additional term to October I, 2003. There are no applications on file to present for Member Lindenauer's term which ends October I. 2001. 3. Police Officers/Fire Fighters' Pension Board - Robert Williams' term ends September 30, 2001. • Mr. Robert Williams is willing to serve another term to end September 30, 2003 and approval of this agenda will reappoint him. Consent Agenda Item C. C. Approval and Authorization for Mayor and City Clerk to execute Change Order No. 4 to the Agreement for Lawn Maintenance with Groundtek to Add Landscape Services for the Little League Parking Lot Located at 560 Flewelling Avenue. (Public Works Director Smith) • Fiscal Year 00-01 Budget included funds to provide landscape services to the parking lot at this location. Groundtek quoted $342 per month ($684 to finish this fiscal year) and staff requests approval to add this to their contract. Commissioner Anderson asked if the Little League could volunteer to do this mowing. Public Works Director Smith said this money was already budgeted, but had not been used because mowing had not been needed due to the drought conditions. He added it was not likely the Little League would volunteer to mow, since they do not pick up the trash from their games. Commissioner Parker said that was why she was leaning toward charging a user fee for the use of the fields. Commissioner Anderson, seconded by Commissioner Howell, moved to approve item C as presented. Motion carried 5-0. Consent Agenda Item G. Page 3 of 8 Ocoee City Commission Regular Meeting August 7, 2001 G. Approval and Authorization for Mayor and City Clerk to Execute the Final Plat of Geneva Manor. (Engineer I Gavrilovic) • Geneva Manor is located on the south side of Geneva Street, just east of Lakewood Avenue. This is a short form plat which will divide approximately 1.6 acres into 4 separate lots. As this item was pulled by staff prior to the meeting, no consideration was given. COMMENTS FROM CITIZENS/PUBLIC Smitty Branch, 428 E. Lakeshore Drive, described the difficulties the Sleepy Harbor Home Owner Association is experiencing with the lack of owner-participation and asked the City to mandate participation. City Attorney Rosenthal said currently the City requires an IIOA at the development stage, but has no authority to enforce this on an existing development such as Sleepy Harbor. Several other suggestions were made, but no action was taken. Mr. Branch said a person in his neighborhood had offered to match any donation they received for the HOA and he wished to request more funds through the MVP program. Mayor Vandergrift suggested he submit the request in writing. Rosemarie Morganto, 11012 Groveshire Court, addressed the Commission at length about the conditions during this construction period for the Maguire Road widening project. Commissioner Johnson said he had already brought her concerns to staff and they were working on the solutions. Lester Dabbs, 619 Caborca Court, representing the General Employee Pension Board of Trustees, appealed to the Board to include $21,000 in the budget as the City's contribution toward a $100 supplemental benefit to the retirees. In addition, Mr. Dabbs noted his term on the Pension Board ends September 30. Mr. Dabbs reported Ellis Shapiro is scheduled to go back into the hospital and the golf tournament to benefit Mr. Shapiro already has 84 golfers signed up. He thanked City Manager Gleason and Commissioner Johnson for their efforts in promoting the tournament. COMMISSIONERS ANNOUNCEMENTS/CORRESPONDENCE Commissioner Howell 1) Announced a benefit to help the boxing program to be held August 18 at Jim Beech Recreation Center with the SCCW professional wrestling, plus four amateur boxing matches. 2) Read a phone message called in from Bob Steen responding to Public Works Director Smith's remark that the people who use the football fields do not clean up after the games. He said they were the only recreation group that does. Mayor Vandergrift 1) Read a message in a New Fab Five Pier newsletter expressing appreciation to the City of Ocoee for funding pier signage, feeder maintenance and making the pier ADA accessible. He noted the Page 4 of 8 vEQFcr Ocoee City Commission Regular Meeting August 7, 2001 pier is well used and there will be grant money available again this next year. He suggested someone look into that towards building another pier. 2) Said trash cans are needed at the lake front every two or three hundred feet. PUBLIC HEARINGS: Continued Public Hearings from July 17, 2001 The Vintage at Lake Lotta (Lake Lotta Apartments), Preliminary/Final Site Plans Amendment, Project No. LS-99-006. (Planning Director Wagner) Planning Director Wagner gave the staff report, advising on July 17, 2001, this Commission considered a proposed amendment to the Preliminary/Final Site Plan for the Vintage at Lake Lotta which makes changes to the approved landscape plan. Staff was directed to meet with the Developer to resolve outstanding issues related to the revised landscape plan and the item would be discussed again at the next City Commission meeting. Mr. Wagner said the Developer has submitted another landscape plan which is consistent with his presentation at the July 17 meeting and the landscaping on the site will be completed according to that landscape plan. The public hearing was opened and, as no one wished to speak, was closed. Commissioner Anderson, seconded by Commissioner Howell, moved to approve the Vintage at Lake Lotta Preliminary/Final Site Plan Amendment as presented. Motion carried 5-0. As Mr. Kimbrell was not yet present, his agenda item was considered later in the meeting. Second Readings of Ordinances Ordinance No. 2001-18, Providing a Procedure for Naming Subdivisions and Providing a Formal Method of Changing the Subdivision Name. (Planning Director Wagner) City Attorney Rosenthal read the title only of the Ordinance. The public hearing was opened and, as no one wished to speak, was closed. Commissioner Anderson. seconded by Commissioner Johnson, moved to adopt Ordinance No. 2001-18, providing a procedure for naming subdivisions and providing a formal method of changing the subdivision name, as presented. Motion carried 4-0. Commissioner Howell was away,from the dais. Ordinance No. 2001-19, Relating to Community Meeting Rooms. (City Attorney Rosenthal) City Attorney Rosenthal read the title only of the Ordinance. The public hearing was opened and, as no one wished to speak, was closed. Page 5 of 8 OnAFT Ocoee City Commission Regular Meeting August 7, 2001 Commissioner Parker, seconded by Commissioner Anderson, moved to adopt Ordinance No. 2001-19, relating to community meeting rooms, as presented. Motion carried 4-0. Commissioner Howell was away from the dais. Mayor Vandergrift left the dais during the first reading of the Ordinances and returned immediately following. OTHER BUSINESS First Reading of Ordinances. Second Readings and Public Hearings Scheduled for August 21, 2001 at 7:15 p.m. Ordinance No. 2001-20, Annexation - Center Lake (Case No. AR-2000-11-01). (Senior Planner McGinnis) Ordinance No. 2001-21, Rezoning - Center Lake (Case No. AR-2000-11-01. (Senior Planner McGinnis) Ordinance No. 2001-22, Amending the Benefit Amounts and Eligibility Section of the Pension Plan to Add a 3% Reduction Cap to the Early Retirement Benefit for Police Officers/Firefighters Retirement Trust Fund. (City Manager Gleason) Ordinance No. 2001-23, Providing for a 25 Year and Out Retirement Option for Police Officers/Firefighters Retirement Trust Fund. (City Manager Gleason) City Attorney Rosenthal read the title only of Ordinance Nos. 2001-20, 2001-21, 2001-22, and 2001-23. Mayor pro tern Anderson announced the second readings and public hearings for all four ordinances are scheduled for August 21, 2001, at 7:15 p.m. Magnolia Ridge and Faraway Farms Large Scale Comprehensive Plan Amendment Update. (City Attorney Rosenthal) City Attorney Rosenthal briefed the Commission on the meetings with the representatives of both Magnolia Ridge (the Dill Properties) and Faraway Farms (Chevron), held in accordance with direction given at the July 17, 2001, Commission meeting. He reviewed the schedule for Large Scale Comprehensive Plan Amendments and the Joint Planning Area Agreement Amendment (for Faraway Farms only), and the issues involved. Scott Henderson, representing the Dill Properties, said they will bring in a complete package with a development agreement by the time of transmittal of the Evaluation Appraisal Report (EAR), and he expressed appreciation for the cooperative effort. Julie Kendig and Tracy Crowe, representing Chevron, said their goal is to have their packet ready to submit with the EAR as well. Ms. Crowe said they had been in touch with Renaissance and the County regarding scheduling and had put together an aggressive schedule toward that end. Request for Variance - Case No. 04VR-2001:Kimbrell. (Zoning Coordinator Harper) Zoning Coordinator Harper gave the staff report, advising that Mr. Kimbrell, 601 East Lakeshore Drive, wishes to build a 10 foot X 12 foot shed two feet from his side property line in lieu of the Page 6 of 8 DQLr4FT Ocoee City Commission Regular Meeting August 7, 2001 Land Development Code specification of 7 1 feet. IIe said the Board of Adjustment and staff recommend denial. Discussion followed regarding the ordinance requirements and this Commission's request for an amendment to that ordinance. Mr. Scott Kimbrell said all he asked was to be consistent with the neighbors, and he added that his shed was not home made. Commissioner Parker, seconded by Commissioner Anderson, moved to grant Mr. Kimbrell's request to place his shed two feet from his side property line, subject to receipt of letters from the neighbors on both sides and the Home Owner Association saying they have no objection. (3 letters) Motion carried 5-0. Approval of Contracts with Superior Waste Services of Florida, Inc. (City Attorney Rosenthal) Exclusive Commercial and Multi-Family Solid Waste Collection Franchise. Residential Yard and Bulky Waste Collection and Disposal Contract. City Attorney Rosenthal, referring to the two contracts listed above, said that although they agreed in concept with the contents of the documents, he had not yet heard from Superior Waste legal department a definitive okay. He asked for approval with authorization to make changes consistent with this Commission's wishes. Following a brief question and answer session, Commissioner Anderson, seconded by Commissioner Parker, moved to approve the agreements with Superior Waste Services of Florida Inc. as set forth in the agenda packet with such revisions thereto as may be approved by the City Mana er and the City Attorney and authorize execution thereof by the Mayor and City Clerk, bein the Commercial and Multi-Family Solid Waste Collection Franchise Agreement and the Residential Yard and Bulky Waste Collection and Disposal Agreement. Motion carried 5-0. STAFF REPORTS City Manager Gleason 1) Reported a citizen had come in to advise that the police department aggressively ticketed the parents who were attending the school orientation at the Ocoee Middle School tonight. He said he would address the issue with Chief Mark Wednesday morning and see if something could he worked out with the parking. 2) Reminded all the Budget Workshop is scheduled for Thursday, August 9 at 7:00 p.m. Mayor Vandergrift asked what is being done to make it possible for the TV public to know what is going on, such as projecting on the overhead and sending it out over the air. Mayor Vandergrift asked if notice had been received yet about the dedication of the planters at the school that the City helped to fund. No word yet. Page 7 of 8 Ocoee City Commission Regular Meeting August 7, 2001 COMMENTS FROM COMMISSIONERS Commissioner Parker said she was pleased with the signs at the entrances to the City and asked that consideration be given to signs that say "Thanks for visiting us. Please come again." Commissioner Johnson 1) Said he sat in the audience seats in the Chambers for a meeting last week and was very uncomfortable. He wanted something done about replacing them soon. 2) Reported reservations have been made for 96 golfers for the Ellis Shapiro Benefit Golf Tournament Friday. Commissioner Anderson I) Received a report that on Malcolm Street off Russell Drive there is a low area where water stands and he suggested including that in the budget. 2) Announced the family fund set up for Ellis Shapiro at SunTrust and advised those who need an envelope could get one at the City Clerk's office. Commissioner Howell said there is a difference in the community in District 1 since Wurst Road has been improved, and it pleased him to see citizens taking pride in their property. Mayor Vandergrift 1) Announced the Grand Opening of the West Oaks Library Wednesday, August 8 at 10:00 a.m. 2) Asked if the Florida league has been notified that he is the voting delegate for the conference. City Manager Gleason said they have. ADJOURNMENT The meeting adjourned at 10:58 p.m. APPROVED: Attest: City of Ocoee Jean Grafton, City Clerk S. Scott Vandergrift, Mayor Page 8 of 8 Vainada 88 8-21-2001 Item III A MINUTES OF THE OCOEE CITY COMMISSION MEETING BUDGET WORKSHOP HELD AUGUST 9, 2001 CALL TO ORDER Mayor Vandergrift called the meeting to order at 7:03 p.m. in the Commission Chambers. PRESENT: Mayor Vandergrift, Commissioners Anderson, Howell, Johnson, and Parker. Also present were City Manger Gleason, Finance Director Horton, Finance Supervisor Carter, Accountant Bishop, Budget Analyst Brosonski, Human Resources Director Psaledakis, Director of Community Relations/Projects Shira, City Clerk Grafton, Building and Zoning Official Velie, Police Chief Mark, Police Captain Wilson, Communications Manager Ek-Collins, Recreation Director Nordquist, City Engineering/Utilities Director Shira, Public Works Director Smith, Fire Chief Strosnider, Information Systems Manager Brian Ross, Planning Director Wagner, and Deputy City Clerk Whitford. City Manager Gleason gave an overview of the budget process used this year and how the budget was determined. He thanked the finance team as well as all the department directors for their efforts in prioritizing and making the cuts that were necessary to present a balanced budget at the roll back rate of 4.5272. Mr. Gleason stated the difference percentage wise between the current rate and the roll back rate is approximately $217,000.00. Mr. Gleason told the Commission about the areas where there had been major cuts shared by each department, also in the Contingency Fund and Community Promotions. He said they would have to decide if they wanted to go ahead with certain projects and/or CIP items that were not funded. He indicated those items were listed on the hand outs they received at the beginning of the meeting and he asked for direction as to what they wanted. Mayor Vandergrift asked if any of the department directors had any comments they wished to make. He stated this was the most complete budget he had seen in a long time and he too thanked the finance team and the department directors for all their hard work. There were no comments by the department directors and the Commission proceeded to review the budget beginning with General Revenues on page 3-1 and continuing page by page with Staff responding to questions arising about particular line items. Mayor Vandergrift in reference to page 3-3 suggested the creation of a utilities commission. Commissioner Anderson inquired how the figures for the administrative costs were derived and about the COPS grant amount. Finance Director Horton responded to both questions. The Amended column on the budget pages seemed to cause some confusion and it was decided that for next years budget the Amended terminology would be changed to Budgeted. A column would also be added to reflect the anticipated amounts to be received. Minutes of the City Commission Meeting Budget Workshop August 9,2001 The Commission continued reviewing the budget proceeding to the Expenditures section starting with the General Fund beginning on page 3-18 with Staff responding to questions. Commissioner Anderson questioned the cost of the 3 laptops in the Legislative budget and requested the Commission be given the back up documentation for those. He also requested to have the information for all the computers requested as to memory and hard drive size, where they are being purchased from, and what is included with each computer. After a brief discussion it was the consensus of the Commission that, in next year's budget, items such as computers and vehicles should include information which would indicate if these were replacement or new items. City Manager Gleason explained the proposed policy (handout given at beginning of meeting) for Community Grants/Promotions and the need for the city to follow the proposal if they wished to stay within the budget based on the roll back rate. If not, the Commission will have to give some direction as to what changes they would like to make before the budget is approved. Mayor Vandergrift asked staff to check with other cities regarding their grant policies, because, if they give zero amounts, Ocoee would have a good basis to do likewise. A discussion ensued about the need for the second IS person, the number of computers requested in the budget, and clarification of what several items were. The Commission requested next year's budget specify as to whether the amount requested for computers is for software, hardware, or both. The Commission further requested in reference to vehicles; size, type and use be indicated in the budget as well as if they are replacements or new items. A discussion about the scope of use and training of the 2 K-9 dogs requested by the Police Department ensued, followed by a discussion about Ocoee's hiring requirement of an Associates Degree for Police Officers. Chief Strosnider indicated to the Commission that grants were being sought for several items listed on the Fire Department budget and if they came through that portion of the money would not need to be spent and could be used elsewhere. Mayor Vandergrift requested extra trash receptacles be placed in the Cemetery and thanked Janet for the grant for Starke Lake Boat Ramp. I Ie would also like Ocoee to apply for the grant that would make Ocoee a"Tree City". 2 Minutes of the City Commission Meeting Budget Workshop August 9, 2001 Commissioner Johnson suggested he would like to see the Community Relations Department be combined with the City Manager's Department and not have a director. He stated it should be more of a Manager position and that position would be in training to be Assistant City Manager and would handle the Community Relations part as well as relieve the City Manager of other duties. This would free up the City Manager to do the things outside the office that need to be done. Human Resource Director Psaledakis reminded the Commission that the City Manager can have only 2 departments under his direct supervision per the City Charter. If the Commission wished to follow through on Commissioner Johnson's idea, either IS or Communications would need to be transferred away from him. Ms. Psaledakis said the IS Manager position should actually be a Director considering the size, growth of the City, amount of technology, and the number of computers Ocoee has. Upon a request by City Manager Gleason, Mayor Vandergrift announced a Closed Special Session for an update on the Fire Station litigation to take place Monday, August 13,2001, at 6:30 p.m. prior to the Budget Workshop meeting. ADJOURN The Budget Workshop adjourned at 9: 37 p.m. Attest: APPROVED: City of Ocoee Sally Whitford, Deputy City Clerk S. Scott Vandergrift, Mayor 3 DEi Q IF 4 AItemgend 18--1 1A2001 MINUTES OF THE OCOEE CITY COMMISSION BUDGET WORKSHOP HELD AUGUST 13, 2001 CALL TO ORDER Mayor Vandergrift called the meeting to order at 7:02 p.m. in the Commission Chambers located at 150 N. Lakeshore Drive. PRESENT: Mayor Vandergrift, Commissioners Anderson, Howell, Johnson, and Parker. Also present were City Manger Gleason, Finance Director Horton, Finance Supervisor Carter, Accountant Bishop, Budget Analyst Brosonski, Human Resources Director Psaledakis, Director of Community Relations/Projects Shira, City Clerk Grafton, Building and Zoning Official Velie, Police Chief Mark, Police Captain Wilson, Communications Manager Ek-Collins, Recreation Director Nordquist, City Engineering/Utilities Director Shira, Public Works Director Smith, Fire Chief Strosnider, Information Systems Manager Ross, Planning Director Wagner, and Deputy City Clerk Whitford. IS Manager Ross provided the Commission with the information requested at the previous meeting in regard to computer Capitol outlay and specifications. The Commission proceeded with the review the budget continuing from where they stopped at the conclusion of the August 9th Budget Workshop, which was Stormwater Utility Fund, Section 4-1. Mayor Vandergrift inquired how, if at all, the POWR program had affected the income on water utilities and whether it was in line with last year's projections. Staff responded that the City was on target with the projections made last year. Mayor Vandergrift asked if electronic meters were still planned to be installed in the new apartment complex and suggested that a proposal come before the Commission to add an additional cost to new homes which would help pay for the meters. City Engineer/Utilities Director Shira responded his department could take a look at the installation charges, which would only affect new customers. Mr. Shira stated that the greatest cost would be the reading unit and suggested a possible joint venture with the City of Winter Garden to purchase the unit. He said that would enable both cities to read all the meters in their respective city within a day or so. There was consensus by the Commission that Mr. Shira should look further into the joint venture with Winter Garden. Staff responded to questions about grants from St. Johns River Water Management District (SJRWMD) and how they can be used. Staff also gave clarification on specific items when requested by Commission. The Commission requested projections on the overtime requested for the Solid Waste Utility- Residential Division of Public Works. Other questions on specific line items were answered by Staff. RECESS 7:55 p.m. to 8:07 p.m. Minutes of the Ocoee City Commission Budget Workshop August 13, 2001 In response to Mayor Vandergrift's suggestion that an Assistant City Manager should also be the City in-house attorney, direction was given to Human Resources Director Psaledakis to conduct a survey to find out what other cities in the area have an in-house attorney and the cost per year. Mr. Ken Enlow, of Brown and Brown, responded to questions on Worker's Comp. and deductibles on Liability. Staff responded to Commissioner Anderson's inquiry about the Communications Department plan for the next 5 years as it relates to the cost of radios and the additional necessary equipment. Commissioner Howell inquired about the increase in dependent coverage for new hires to 100%. A discussion ensued with the Commission considering the City covering some portion of the dependent coverage. A poll of each item on the list of proposals for the 2002 Annual Budget provided by the City Manager Gleason is as follows: 1. Proposed a 3%cost of living increase for those employees who have not reached their maximum pay-grade. Without objection. 2. Proposed a merit increase of 0% to 2.5% for those employees that have not reached the maximum within their pay-grade. Commissioners Johnson and Parker preferred 0% or 2.5% Commissioner Anderson, Howell, and Mayor Vandcrgrift preferred 0% to 2.5% Terry Rosenberg addressed the issue. 3. Proposed the following change in vacation schedule: a. One through five years of service 80 hours b. Six through ten years of service 120 hours c. Eleven through fifteen years of service 160 hours d. Sixteen years+ 200 hours e. Employees will be required to take the time off shown above. Failure to take all the time required shall cause the employee to lose the time not taken on October 1". f. No longer will employees combine sick and vacation to meet time off requirement. Without obiectionv. 2 CRAFT Minutes of the Ocoee City Commission Budget Workshop August 13,2001 4. Proposed the elimination of the two additional personal leave days that were added to the employee leave account for perfect attendance. Mayor Vandergrift, Commissioners Anderson, Parker, and Johnson were in favor of the proposed elimination. Commissioner Howell was opposed. There was discussion about lateral transfers and the consensus of the Commission was there should be time certain of 2 weeks to allow the person to return to their original position if for some reason they were not satisfied with their new position. 5. Proposed that new employees must first complete the one-year probation period in order to qualify for the two personal holidays. Commission approved. 6. 'there was no proposed change in the coverage or in the companies. The proposed change was in: a. All employees hired and employees adding dependent coverage on or after the open enrollment period during September 2001 shall be responsible for 100% of the premium for dependent coverage on all insurances. h. Employees with dependent coverage before 10/01/01 who now pay $35.18 bi-weekly will pay $51.02 bi-weekly on 10/01/01. This is a difference of$15.84 bi-weekly or an increase of 3.7%. This increase will bring the employee dependent coverage contribution to 25% of the premium. The City will pay 75°/of the premium for dependent coverage.The proposed 3% cost of living increase will offset this change. This was covered earlier in the meeting in response to Commissioner Howell's question. The Commission will look at the City covering some portion of the dependent coverage. 7. Proposed two new positions this year. Technical Support/Trainer will he added to the IS department and one of these positions will be assigned to the Police/Fire/Communications departments.The Police position is actually an athletic aide that is presently a temporary position (through 9/30/01) to assist with the boxing program. Commission approved. 8. Proposed two title changes. Title changes only pay-grade remains the same. There are some transfers of employees from one department to another, however, this has no financial impact on the budget. Commission approved. 3 Minutes of the Ocoee City Commission Budget Workshop August 13, 2001 After a lengthy discussion it was the consensus of the City Commission to add $200,000.00 to the Contingency fund for 2 or 3 projects to be decided on later and direct staff to calculate the millage rate to accommodate that amount. ADJOURN The Budget Workshop adjourned at 10:03 p.m. Attest: APPROVED: City of Ocoee Sally Whitford, Deputy City Clerk S. Scott Vandergrift, Mayor 4 DRAFT Agenda 8-21-2001 Item III A MINUTES OF THE OCOEE CITY COMMISSION SPECIAL SESSION HELD AUGUST 13,2001 Mayor Vandergrift called the City Commission Special Session to order at 6:34 p.m. in the Commission Chambers. The roll was called and a quorum declared present. PRESENT: Mayor Vandergrift, Commissioners Johnson and Parker. Also present were Assistant City Attorney Doty, City Manager Gleason and Deputy City Clerk Whitford. Commissioner Anderson arrived at 6:40 p.m. as meeting was moving into the Closed Session. ABSENT: Commissioner Howell. Mayor Vandergrift announced that the Commission would be attending a Closed Session with Assistant City Attorney Doty, City Manager Gleason, the Court Reporter from Verbatim Transcripts, and no others regarding settlement negotiations and strategy related to litigation expenditures in Orange County Circuit Court Case No. CI-001-303 - City of Ocoee vs. Cortez, et al. He said it was estimated that the attorney-client session would last thirty minutes. Following the conclusion of the attorney-client session, the meeting would be reopened in order to announce the termination of the closed session and take such other action as the City Commission may deem appropriate. Assistant City Attorney Doty announced that the City is currently the Petitioner in an eminent domain action brought against Edwin and Donna Cortez and Kathryn S. Barley. The case was filed in the Circuit Court for the Ninth Judicial Circuit of Orange County under Case No. CI- 001-303. As required by Florida Statutes, Section 286.011(8), the City Attorney advised the City Commission that he desired to have advice concerning this litigation and to discuss with the City Commission, in closed session, matters related to settlement negotiations and litigation expenditures. 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 adjourn the meeting. At 6:39 p.m. Mayor Vandergrift announced that the City Commission would move into closed session. RECONVENE PUBLIC MEETING FOR ACTION ON ABOVE ISSUE Mayor Vandergrift reopened the Special Session and announced the closed attorney-client session had been terminated, and announced the time to be 6:50 p.m. r72 r-c3 Ocoee City Commission Regular Meeting June 15, 1999 Mayor Vandergrift asked if there were any comments. Commissioner Anderson._seconded_bv Commissioner Parker, moved to direct the Citv Attorney to make offers of judgment on Parcel 101 in the amount of $157.300.00 an.do_n Parcel _1.02 in the amount of$235,000.00. Motion carried unanimously ¢x voice vote The meeting was adjourned at 6:54 p.m. APPROVED Attest: City of Ocoee Sally Whitford, Deputy City Clerk S. Scott Vandergrift, Mayor 2