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HomeMy WebLinkAboutIII (A) Approval and Acceptance of Minutes of City Commission Regular Meeting of December 18, 2001 and December 12, 2001 Workshop kgenda 01-15-2002 tem Ill A MINUTES OF THE OCOEE CITY COMMISSION WORK SESSION HELD DECEMBER 12, 2001 CALL TO ORDER Mayor Vandergrift called the meeting to order at 6:35 p.m. in the Commission Chambers and the roll was called. PRESENT: Mayor Vandergrift, Conunissioner Anderson, Commissioner Johnson, and Commissioner Parker. Also present were City Manager Gleason, Community Relations/Projects Director Shira, Recreation Director Farmer and Administrative Assistant II Maxwell. In the audience, Administrative Assistant Smith, Administrative Supervisor Seaver, Volunteer Coordinator Michael Miller, and Founder's Day Committee Members. ABSENT: Commissioner Howell DISCUSS FOUNDERS' DAY 2002 Community Relations/Projects Director Shira presented Founders' Day information sheets and asked the Founders' Day Committee Members who were present to introduce themselves. Mrs. Shira gave brief background information on how Founders' Day has evolved and gave a brief overview of the 2000/2001 income and expenses. Mayor Vandergrift asked Mrs. Shiva if there would be an expense for the banners next year and Mrs. Shira stated the banners purchased were used on Clarke Road and if additional banners were needed they would need to be purchased. A lengthy discussion regarding banners ensued. Mrs. Shin raised the following points for consideration and direction: 1. KEEP AS CITY EVENT - Mrs. Shira advised the Mayor and the Commission that there are festivals that are run by profit and non-profit organizations and she would like some direction on whether to use such an organization or keep the festival a city-run event. Mayor Vandergrift suggested holding a workshop with profit/non-profit organizations and consulting firms to gather ideas and information on how to better manage Founders' Day. City Manager Gleason said he felt the consensus is to leave Founders' Day a city event but to get proposals from other organizations. 2. MULTI-DAY EVENT - Mrs. Shira stated vendors have asked for a multi-day event and presented various ideas on holding a multi-day event. A Friday night/Saturday event and a Saturday/Sunday event was discussed in detail. Recreation Director Farmer stated keeping the event a city-run event brings in more volunteers and if the school bands and choral programs, etc. are used for entertainment, it brings in more visitors because families come to see their children in the Founders' Day program. Ocoee City Commission Work Session December 12, 2001 3. HOW TO GAIN ADDITONAL FUNDING - Mrs. Shira presented the following ideas to gain additional funding: a. Charge Admission b. Expand sponsorship opportunities c. Sell alcohol d. Sell preferred seating to the concert e. Exclusive vendors After much discussion the consensus was not to charge an admission fee, to expand sponsorship opportunities, perhaps sell alcohol if a Friday night event is scheduled but no alcohol on the Saturday event, sell some preferred seating, and not to use exclusive vendors. Commissioner Johnson left at 758 p.m. 4. 5K RACE ISSUES - Mrs. Shira asked for direction with the 5K race and whether the proceeds donated be limited to offset the costs of the race. The consensus was to limit the donated proceeds of the 5K race so it will be a break-even event. 5. PROMOTION AND MARKETING ISSUES - Mrs. Shira stated there will be other avenues of marketing and promotions used for the festival this year such as printing the festival dates on the water bill, festival merchandise other than t-shirts, and commemorative posters. Mrs. Shira further stated the committee will look into bleachers, carnival rides, unattended vendor parking and marking the vendor booth spaces with flags. RECESS 8:15 P.M. -8:25 P.M. VOLUNTEER COORDINATOR AND COMMUNITY GRANT PROGRAM Volunteer Coordinator Michael Miller presented a handout and gave a detailed overview of the guideline which is listed below. 1. Criteria for consideration a. Local group, non profit entity or charitable organizations. Must be located in the city limits of Ocoee. Non-local group may qualify if Ocoee residents receive the benefits from the donation. No individuals are eligible. b. Must provide a service or a benefit to Ocoee community members. c. Must submit a written report to the city on how the funds were used. Report must be on file before group can apply for the following year. d. Grant monies given for operating expenses or capital expenditures. Not for scholarships, grants or awards to individuals. 2 Ocoee City Commission Work Session December 12,2001 e. Must produce a minimum of 25 volunteer hours to qualify for grant. f. No multiple requests. 2. Fund Breakdown a. Schools 1. West Orange High School $1,000.00 2 per semester 2. Ocoee Middle School $500.00 1 per semester 3. Elementary schools $1,000.00 1 per school School grants will be $250.00 each. Four grants for West Orange High School b. Leagues, clubs and organizations given in $250.00 blocks only. $2,500.00 1. Rotary $1,000.00 2. Lions Club $1,000.00 3. YMCA $500.00 c. Galas, advertisements and tournaments $2,500.00 Mr. Miller stated he intends to start a volunteerism campaign which will open doors for additional volunteers but he is looking for some direction from the Mayor and the Ocoee City Commission. Commissioner Parker left at 8:40 p.m. Mayor Vandergrift stated he felt staff does not want to utilize volunteers and City Manager Gleason stated perhaps that was the case in the past but he comes from an organization where volunteers saved Health Central $500,000.00 and volunteers will be utilized in the future. Commissioner Anderson stated the Grant Committee will act as a "buffer" between the Commission and the residents coming before them to ask for money. City Manager Gleason stated if residents are chosen for the committee by Michael Miller this will only be a "committee" but if residents are appointed by the Commission it would be considered a "board" and will fall under the "Sunshine Law." A lengthy discussion enused regarding the Sunshine Law and what direction to give Mr. Miller. Commissioner Anderson said saving money by using volunteers and at the same time paying a staff member to attend the meetings and take minutes is considered a "double edged sword." Mrs. Shira stated this committee will not meet on a monthly basis but either once or twice a year and the applicants must have their applications in before the committee meets. Mrs. Shira further advised the Mayor and the City Commission that she has two grant applications and she needs direction as what to advise the applicants. 3 Ocoee City Commission Work Session December 12,2001 Mayor Vandergrift advised Mrs. Shira to notify the applicants that the City of Ocoee is implementing a grant schedule and at this time there are no funds available. City Manager Gleason advised the Mayor and Commission that he will get legal counsel from City Attorney Rosenthal regarding the issue of recording of minutes so the law is not violated in order to save money and staff time. ADJOURN The meeting adjourned at 9:13 p.m. APPROVED Attest: City of Ocoee Brenda Maxwell, Administrative Assistant II S. Scott Vandergrift, Mayor 4 DRAFT tern ndz 01-15-2002 III A MINUTES OF THE OCOEE CITY COMMISSION REGULAR MEETING HELD DECEMBER 4, 2001 CALL TO ORDER Mayor Vandergrift called the meeting to order at 7:15 p.m. in the Commission Chambers. Pastor Ron Cargill led in the prayer and Frances Watts led the Pledge of Allegiance to the Flag. Deputy City Clerk Whitford called the roll and declared a quorum present. PRESENT: Mayor Vandergrift, Commissioners Anderson and Parker. Also present were City Manager Gleason, City Attorney Rosenthal, City Clerk Grafton, Recreation Director Farmer, Planning Director Wagner, City Engineer/Utilities Director Shira, Public Works Director Smith, Assistant City Engineer Wheeler, IS Manager Ross, and Utilities Supervisor Sills. ABSENT: Commissioners Howell and Johnson. PRESENTATIONS AND PROCLAMATIONS FDOT SR 438 Reconstruction Project (Widening of Silver Star Road) - Mary Brooks, Public Information Officer Mary Brooks gave a brief overview of the project and gave a phone number and website which would allow the public to track the progress of the project. She announced the public meeting to be held December 13, 2001, from 7:00 - 8:30 p.m. and encouraged anyone with questions or concerns about the project to come to the meeting. After responding to questions Ms. Brooks left a project fact sheet and business cards to be placed in City Hall for easy public access. WATER SHORTAGE UPDATE (Assistant City Engineer Wheeler) Assistant City Engineer Wheeler gave a brief rundown on the rainfall statistics which indicated Ocoee was slightly under the average and under what was recorded at Orlando International Airport (OIA). Mr. Wheeler stated Ocoee is above the average though for rainfall recorded this time last year. Mr. Wheeler reported the amount of water pumped is down this year and Ocoee is below the 15% decrease mandate ordered by SJRWMD. Ile reminded everyone the order is still in effect and will remain in effect through next year. Mr. Wheeler gave the statistics on violators and reiterated the watering days and times. Presentation of Trophies for the Lions Club Christmas Parade. (Parade Chairpersons Cathy and Jim Sills) Ms. Sills thanked everyone for coming out to see the parade and announced when the parade could be viewed on Orange County TV. She introduced Sam Woodson, President of the Lions Club, who thanked the Commission for allowing the trophies to be presented during the Commission meeting. Mr. Woodson thanked Mr. and Mrs. Sills for the terrific job they do every year in putting the parade together. He then gave a brief summary of the many projects in which the Lions Club is involved. Each of the three Commission members present read the names of the group or individuals receiving a trophy for a particular category and Mr. Jim 1"' r 4" E , Ocoee City Commission Regular Meeting December 18, 2001 No. 2 with GCI, with the modifications noted, thereby decreasing the contract amount by $11,913.33, with no increase in the contract time. C. Approval and Authorization for the Use of$4,000.00 in Forfeiture Funds for K-9 Equipment. (Police Chief Mark) • The Police Department in its eagerness to implement the K-9 program, failed to encompass all the needs associated with the necessary training requirements of such a program. After consulting with the lead instructor of the canine training program a list of necessary equipment was compiled. The type of equipment needed is costly and due to budget constraints the department is requesting authorization to use$4,000.00 from Forfeiture Funds to purchase the K-9 training equipment. D. Reappointments to Code Enforcement Board. (Three year term) (City Clerk Grafton) • The three year terms of John Konicek and Robert Godek end January 2002. Both have indicated they are willing to serve another three year term if appointed. COMMENTS FROM CITIZENS/PUBLIC Frances Watts, 43 Shell Key Court, addressed the Commission to thank them for the Christmas Dinner. COMMISSIONERS ANNOUNCEMENTS/CORRESPONDENCE Commissioner Howell said he had a really good time at the Christmas Parade. Commissioner Anderson reminded everyone that it would be a long holiday and to remember to drive defensively. Commissioner Johnson No comment at this time. Commissioner Parker said how much she enjoyed the door decorating contest and liked the way Mayor Vandergrift made every door a winner. Mayor Vandergrift 1) Thanked everyone for the cards he had received and asked everyone to pray for all the postal workers. 2) Suggested white lights be placed on the oak trees by the lakefront. PUBLIC HEARINGS: Second Reading of Ordinance No. 2001-33, Prohibiting Camping on Public and Private Property. (Police Chief Mark) In order to meet advertising requirements this Public Hearing will be continued to January 15, 2002, at 7:15 p.m. City Attorney Rosenthal read the title only of the ordinance. Mayor Vandergrift announced this public hearing would be continued to January 15, 2002. Heavener Subdivision, Preliminary Subdivision Plan, Project LS-00-010. (Planning Director Wagner) Page 2 of 8 Ocoee City Commission Regular Meeting December 18, 2001 Planning Director Wagner presented the staff report, advising that this subdivision includes a total of six commercial lots with one facing SR 50, two lots facing Clarke Road, and three interior lots facing a private internal road. He also said the western portion of the subject property (about 15.5 acres) is part of a large wetland area and will be a separate tract dedicated to the City. Mr. Wagner stated the subdivision improvements will include right turn lanes from SR 50 and Clarke Road into the site at a point where the internal road meets those collector roads. He advised a traffic study will be performed prior to review of the Final Subdivision Plan which will make recommendations for the design of the turn lanes and any additional improvements that may be necessary to mitigate traffic impacts from the project. Mr. Wagner said a unique feature of this subdivision is that it will include some filling of an area below the 100 year flood elevation along the western portion of the site with the required compensating storage volume provided. Normally this would not be permitted, Mr. Wagner said, however, since FEMA modified the 100 year flood elevation after the plans had begun the review process an exception was made. Mr. Wagner said there would he no development below the 100 year flood elevation as it existed prior to the change (96.5) but they will he allowed to develop a portion of the area which is between the old elevation (96.5) and the new elevation (101.0), as long as compensating storage volume is provided for that development. Mr. Wagner advised the Commission of the developer's request for the City to enter into a Drainage and Stormwater Agreement to allow for an expansion of the existing retention pond so that other portions of this subdivision may also utilize the City pond. He said it is anticipated that the Agreement will be finalized very shortly and it will be executed and recorded prior to platting the subdivision. Mr. Wagner said approval of this subdivision plan will also be deemed to be approval of the Drainage and Stormwater Agreement and authorization for execution of the Agreement. In addition to the stormwater retention pond agreement, Mr. Wagner said, there will also be a Declaration of Easement which provides for cross access between the Heavener Subdivision property and the adjacent Ozanian Property using the internal private road. Mr. Wagner advised the Commission an agreement between the City, the developer and the owner of the Ozanian Property is anticipated to be finalized very shortly and will be executed and recorded prior to platting the subdivision. He stated approval of this subdivision plan will also be deemed to be approval of the Declaration of Easement document. Mr. Wagner explained Condition Number 58 which would be a right-in only driveway access from Clarke Road to Lot I, and it also includes language about removing that access point at some time in the future. Staff recommended approval of the Preliminary Subdivision Plan without Condition Number 58. H. Scott Gold, Trustee (owner of record), said there would be a dry bed and park area with walking paths provided. He explained his position concerning the right-in access and distributed a traffic plan and design to help clarify some of the questions from the Commission. There was a lengthy discussion among the Commissioners regarding several issues of concern. Traffic issues and the safety issues as well as drainage problems were responded to by Mr. Gold. Mayor Vandergrift stated he would like to see a report from the City's Traffic Engineer and Commissioner Anderson inquired as to who would bear the responsibility for the maintenance of the pond. Page 3 of 8 r: Ocoee City Commission Regular Meeting December 18, 2001 The public hearing was opened. R. P. Monackey, 1820 Prairie Lake Boulevard, inquired about access roads and the right turn lane. Mr. Gold responded to the questions posed by Mr. Monackey. Kermit Bushur, 441 Vandergrift, expressed his concerns about drainage and access onto SR 50. Mr. Steve Mellich of Blenden Engineering Incorporated addressed the drainage issues and responded to related questions. The public hearing was closed. Commissioner Anderson, seconded by Commissioner Howell, moved to approve the Preliminary Subdivision Plan as recommended by staff. Commissioner Anderson, seconded by Commissioner Howell, moved to amend the motion to direct staff and developer to review the temporary right-in access and (1) see if entrance can be used_(2) determine if it can be integrated to help relieve right turn traffic entering SR 50. Motion carried 5-0. The vote on the motion as amended was 5-0. Kane's Furniture at Ocoee, Preliminary Site Plan, Project LS-00-011. (Planning Director Wagner) Planning Director Wagner presented the report on the Preliminary Site Plan for Kane's Furniture of Ocoee. Mr. Wagner stated the Kane's Furniture site occupies Lot 5 of the Heavener Subdivision, previously discussed, and contains 3.6 acres. The site is located on the north side of SR 50 and access from the subdivision's internal road. At the rear of the site, a retention pond will be constructed along with the subdivision improvements which will provide stormwater treatment for a portion of the internal road and for Lot 5. Due to site constraints, that retention pond will have essentially vertical sides constructed with decorative blocks, like the ponds constructed with the West Oaks Town Center at the northeast corner of SR 50 and Clarke Road. Mr. Wagner said there will also be a decorative fence and landscaping along the rim of the pond. Mr. Wagner advised the Commission of two proposed waivers, one related to the building setback on the west side and the other related to the parking requirement. Based on the size of the proposed building, the Code would require that a minimum of 360 parking spaces be provided on the site. However, the applicant has demonstrated that 360 spaces are not needed for this type of furniture store. Mr. Wagner said based on the analysis provided by the applicant, 77 spaces should be adequate for this building, as long as the use remains a furniture store. Mr. Wagner stated that, consistent with the requested waiver, the applicant will execute a Declaration of Restrictive Covenant which will be executed and recorded in the Public Records prior to construction and which would restrict the property from being used for anything except a furniture store. This restriction would expire upon the earlier of: 1) fifty (50) years from the date of Declaration; 2) the date the Page 4 of 8 Ocoee City Commission Regular Meeting December 18, 2001 building is demolished or removed; or 3) additional parking is provided to meet the existing Code requirements. Staff recommended approval including waivers and Declaration of Restrictive Covenant. There was a brief discussion with Commissioner Anderson inquiring about the drainage of stormwater from the roof. Mitch Collins, Harp Design Group, explained that, because of the way the building was designed and the vertical roof drains, the rainwater would not be a problem. The public hearing was opened and as no one wished to speak the hearing was closed. Mayor Vandergrift, seconded by Commissioner Anderson, move to approve the Kane's Furniture at Ocoee, Preliminary Site Plan. Motion carried 4-1. Commissioner Howell voted no. Recess 8:50 p.m. - 9:05 p.m. OTHER BUSINESS First Reading of Ordinance No. 2002-01, Proposed Rezoning from A-1 to R-1-AA of the Dill/Ravensdale Property - Case Number RZ-2001-03-01. (Planning Director Wagner) Second reading and public hearing scheduled for January 15, 2002 at 7:15 p.m. City Attorney Rosenthal read the title only of Ordinance Number 2002-01. Mayor Vandergrift announced the date and time of the second reading and public hearing. This item was taken out of agenda order. Approval of Prairie Lakes PUD-Tract "E" Final Subdivision Plan Case - Number LS-99- 008. (Planning Director Wagner) Planning Director Wagner gave a report on the Prairie lakes PUD Tract "E" Final subdivision Plan, advising it will include 60 single family residential lots and 106 townhouse lots, for a total of 166 units. The property surrounding the proposed subdivision has PUD zoning, but there is a small vacant parcel just north of the site with C-1 zoning. The subject property is currently vacant, but is almost completely covered with trees. Mr. Wagner stated the Preliminary Subdivision Plan for Tract "E" was approved by the City Commission in November of 2000. The single family portion of this subdivision will have two points of access and the townhouse portion will have one gated entrance from Clarke Road. Recreation areas for the residents are provided in the plans. The plan also provides for a 6 foot brick wall along Hackney Prairie Road. Mr. Wagner advised the Commission that staff recommended approval of the Final Subdivision Plans subject to the following four conditions: 1) Concrete curbing would be provided throughout the townhouse portion of the project, 2) Compensating storage for stormwater would not be provided on the park sites-it should be provided on the project site, 3) This subdivision should not be required to provide meeting room space specified in the recently adopted ordinance, 4) The legal conditions identified in the Assistant City Attorney's memo need to be satisfactorily addressed. Developer Ray Braddock addressed the Commission with regards to the compensating storage issue. There was a Page 5 of 8 Ocoee City Commission Regular Meeting December 18, 2001 lengthy discussion with several members from the community addressing the Commission. Max Jacobs, 2247 Mountain Spruce, inquired as to whether the dry bed would be a sports field or a park. Candice Stone, a Prairie Lakes resident, asked if there was a school planned for the subdivision and said she would prefer to have a neighborhood park. Will Tillery, 1982 Hargate Ct., expressed concern about the indigo snake (an endangered species) found in the subject development area. Sylvester Terry, 2197 Yorville Ct., voiced his opposition to the proposed townhouses and inquired about the brick wall. Ron Glutz, 2110 Hargate Ct., also spoke in opposition to the plan. Mr. Braddock responded to the citizen's and Commission's questions and concerns. Further discussion ensued. Mayor Vandergrift, seconded by_Commissioner Anderson, moved to continue consideration of the Prairie Lakes PUD Tract "E" Final Subdivision Plan with the direction that staff work with the developer on exploring alternative solutions for compensating storage and that communitymeetinp with the adjacent residents be held prior to the matter coming back to the Commission. Motion carried 4-1. Commissioner Parker voted no. Discussion and Action re: Contract for Lobbyist 2002 Legislative Session and State and County Departments and Programs for January 1 - December 31, 2002. (City Manager Gleason) Mr. Gleason presented a proposal for a contract with Rotundo and Associates to consult on behalf of the City of Ocoee. Mr. Gleason stated staff believes a highly qualified consultant could assist in obtaining State and County funds for transportation and other necessary projects. Commissioner Johnson, seconded by Commissioner Parker moved to Improve the contract _. „ carried 3-0. Mayor Vandergrift and Commissioner with Rotundo and Associates. Motion _ Howell were away from the dais. Appointments to Districting Commission. (City Clerk Grafton) City Clerk Grafton presented the list of appointment recommendations for approval by the Commission. Mayor Vandergrift appointed Martha Lopez-Anderson, Commissioner Anderson appointed Rosemary Wilsen, Commissioner Howell appointed Gary Hood, Commissioner Johnson appointed Dan Matthys, and Commissioner Parker appointed Sherry DeWeese. Commissioner Parker, seconded by Commissioner Johnson,moved to accept the appointees as presented Motion carried 3 0. Mayor Vandergrift and Commissioner Howell were away from the dais. Discussion re Names for New Parks. (Recreation Director Farmer) Recreation Director Farmer advised the Commission that a name for the "South Park" area park needs to be determined during the month of January. There are also two other park sites that will be developing in the near future and Mr. Farmer asked for direction in forming a Page 6 of 8 rr , !, r-, Ocoee City Commission Regular Meeting December 18, 2001 policy or criteria for the naming of parks. The Commission liked the idea of running a contest to get input from the citizens for the naming of the park site and after a brief discussion Mr. Farmer stated he had sufficient direction to continue. STAFF REPORTS City Manager Gleason presented the board with a request for sponsorship of a golf tournament to benefit West Orange Airport Authority. It was the consensus of the Commission to not be a sponsor this year due to budgetary constraints. City Manager Gleason asked for direction from the Commission for making the day of New Years Eve an early day for those who are not shift workers and holiday pay for those who can not leave early. Without objection the Commission gave City Manager Gleason discretionary authority to work it out. COMMENTS FROM COMMISSIONERS 1) Commissioner Johnson stated he was working on the downtown area renovation and was waiting for Randy Johnson to get back with him. 2) Said he thought it would be great to light up the downtown and lake areas all year long. Commissioner Anderson announced the grand opening of the West Orange Health Alliance (WOHA) would be in April and explained that the services offered by the WOHA would be free to the community. He asked for approval to pay the remaining balance of the money pledged. Without objection the Commission approved paying the $25,000.00. Commissioner Howell offered information he had received while attending the National League of Cities Conference in Atlanta and requested the purchase of a video and manual regarding the establishment and benefits of a teen council. Commissioner Parker stated she thought teen councils were a great idea. Without objection the Commission agreed to purchase the video and manual for a cost of$35.00. Commissioner Parker expressed concern about the two coyotes in her area and stated they were getting very bold. Mayor Vandergrift said he enjoyed the singing prior to the opening of the meeting and would like to open each meeting with entertainment or an historical anecdote. All the Commissioners wished everyone Happy Holidays and cautioned them to be careful while traveling. ADJOURNMENT The meeting adjourned at 10:58 p.m. Page 7 of 8 Ocoee City Commission Regular Meeting December 18, 2001 Attest: APPROVED: Sally Whitford, Deputy City Clerk S. Scott Vandergrift, Mayor Page 8 of 8