HomeMy WebLinkAbout12-03-2019 Agenda OCOEE CITY COMMISSION
Ocoee Commission Chambers
150 North Lakeshore Drive
Ocoee,Florida
DECEMBER 3,2019 AGENDA 6:15 P.M.
REGULAR CITY COMMISSION MEETING
CALL TO ORDER
Invocation
Pledge of Allegiance
Roll Call and Determination of Quorum
PRESENTATIONS AND PROCLAMATIONS
STAFF REPORTS AND AGENDA REVIEW
COMMISSIONERS ANNOUNCEMENTS
PUBLIC COMMENTS
THE PUBLIC IS ALLOWED TO COMMENT ON ANY ITEMS THAT ARE ON THE AGENDA BUT NOT PART OF A PUBLIC HEARING.
PUBLIC HEARING COMMENTS ARE TO BE HEARD DURING THAT PORTION OF THE MEETING.ANY COMMENTS YOU WOULD
LIKE TO MAKE THAT ARE NOT PART OF THE AGENDA WILL BE HEARD UNDER THE CITIZENS/PUBLIC COMMENTS AT THE
END OF THE MEETING.
CONSENT AGENDA
ALL MATTERS LISTED UNDER THE CONSENT AGENDA ARE CONSIDERED TO BE ROUTINE AND WILL BE ACTED UPON BY
ONE MOTION. THERE WILL BE NO SEPARATE DISCUSSION OF THESE ITEMS UNLESS DISCUSSION IS DESIRED BY A MEMBER
OF THE COMMISSION,IN WHICH CASE THE MAYOR WILL INSTRUCT THE CITY CLERK TO REMOVE THAT ITEM FROM THE
CONSENT AGENDA AND SUCH ITEM WILL BE CONSIDERED SEPARATELY.
1. Approval of the Minutes for the Regular City Commission Meeting held
November 5,2019. (City Clerk Sibbitt)
2. Approval of Code Enforcement Agreement with the Town of Windermere with 3%
Adjustment to Cover the City of Ocoee's Costs. (Assistant Support Services Director
Gaines)
The City of Ocoee is willing to continue to provide part-time code enforcement services to the Town of
Windermere with a 3%increase to cover the City of Ocoee's increased costs. The City of Ocoee will continue
to make available to the Town of Windermere one (1) of the City of Ocoee's Code Enforcement Officers to
provide code enforcement services within the Town of Windermere for approximately eight(8)hours a week.
It is anticipated that the Code Enforcement Officer will perform the services over two(2)4-hour segments on
non-consecutive days in each Town;however,the schedule may change depending upon circumstances.If the
Town of Windermere would like to use more than the weekly eight(8)hours per week,the Town will pay an
overtime rate of$49.67/hour.This is dependent upon the workload of the Code Enforcement Officer.
3. Approval of a Resolution Establishing Fees for Zoning Verification Letters.
(Development Services Director Rumer)
Historically City staff has answered requests for zoning and land use verification and at times additional
information pertaining to a parcel through either a zoning verification request or public record request. The
frequency of requests has been manageable and has been provided free of charge unless it was a part of a larger
public records request, which can have fees assessed based on staff's time to provide documentation. As the
economy has flourished and property transactions have picked up, the frequency of and items requested has
reached a point that staff is recommending assessing fees as provided for in Section 1-14 of the City of Ocoee
Code of Ordinances, which authorizes the imposition of record search fees related to property located within
the city. Staff reviewed the zoning verification fees from surrounding local governments and is suggesting the
following two (2) fees be adopted by resolution; 1) Standard Zoning Verification Letter - $50.00, and 2)
Detailed research(Certificate of Occupancy,Variances, site plans etc.)Zoning Verification Letter-$125.00.
Regular City Commission
December 3,2019
4. Approval of a Business Tax Software Program from Clear Village, Inc., (Capital
Purchase). (Development Services Director Rumer)
Currently Business Tax Receipts FKA Occupational Licenses are required per Chapter 119 of the City Code of
Ordinances.The Development Services Department,Building Division administers the processing through the
ADG(American Data Group)program.The City has been working with Clear Village who provides permitting
software to the City for a Business Tax Receipt program that would provide an upgrade from what is offered
through ADG.The new software will allow the online processing of applications and renewals.Funding for the
Clear Village Business Tax Software was approved under the budget for fiscal year 2018-2019. The Clear
Village Software product rollout is underway,but was not completed prior to October 1,2019,which kept the
Purchase Order from being paid.
5. Approval of the Florida Department of Health EMS Matching Grant for the Purchase
of Two (2) LUCAS Chest Compression Systems. (Fire Chief Miller)
The Ocoee Fire Department has been awarded a matching(75%/25%)grant through the Florida Department of
Health. The award is for two(2)LUCAS 3.0 Chest Compression Systems which allow for hands-free CPR to
patients in cardiac arrest. The City has already received the State's contribution of$24,992.80. As part of the
award, the Fire Department is responsible for 25% of the total cost ($4,153.80 per unit—two (2) units total
$8,307.60).The State contribution is$24,992.80 for a total cost of$33,230.40.
6. Approval of Clinic Operations to Crowne Consulting Group, Inc. (Human Resources
Director Williford)
In 2007,the City executed a contract with Crowne Consulting Group to operate the City's newly constructed
employee clinic(revised/re-executed in 2010). In subsequent years,the Crowne Group merged with CareHere
and the contracts were assigned as required to continue with their clinic operations. The City's contract
continues on a year-to-year basis. In 2018,CareHere and the Crowne Consulting Group separated into distinct
entities, and their clinic operations were divided between the two companies. The City requested our clinic
operations be assigned back to our original contractor(Crowne);however,CareHere did not honor our wishes
and continued to serve as our clinic operator. Due to the expiration of a noncompete clause, the Crowne
Consulting Group is now able to serve as our clinic operator once again.Since the bulk of the City's experience
in clinic operations has been handled in an exemplary manner by Crowne, staff is of the opinion that clinic
operations should be moved to Crowne once again. In addition, Crowne has a contractual provision with
CareHere whereby they can maintain the existing medical staff at the clinic.
7. Approval of Reappropriating Capital Funding for the Vignetti Park Ballfields. (Parks
and Recreation Director Johnson)
As part of improvements for the Vignetti Park ballfields, the Parks & Recreation Department replaced all
fencing and backstops for the fields. The projects were allotted$125,000 for fence replacement and$75,000
for backstops. The City completed both projects and saved a total of$102,884.40 on the projects combined.
Staff is requesting the remaining amount of these projects ($102,884.40) be re-appropriated for the Vignetti
Park ballfields to complete the remodel of those fields. These improvements would include new scoreboards,
foul poles, Bermuda turf, infield clay, concrete, dugout/spectator shade, netting, bulbs for lights, and other
safety fencing around the ballfields.
8. Approval to Piggyback off US Communities/Omnia Contract for Installation of
Security Cameras with Infinity AV& Security at Central Park. (Parks and Recreation
Director Johnson)
As part of improvements for Central Park,the Parks and Recreation Department is proposing to install security
cameras to help increase security and reduce vandalism.Staff is requesting permission to piggyback off the US
Communities/Omnia Contract#4400006645 for installation of security cameras by Infinity AV&Security for
these services. Infmity AV& Security has submitted a proposal to supply and install the security cameras in
accordance to the plans,with unit pricing,in the amount of$61,610.51,based upon the contract.
9. Approval to Piggyback off City of Orlando Police Department Contract for the
Purchase of Uniforms with Galls. (Police Chief Brown)
The City Manager's approval authority was exceeded for a single vendor.The City of Ocoee Police Department
purchased uniforms totaling $89,870.68 from Galls. The City of Ocoee Fire Department and the Parks and
Recreation Department had additional purchases totaling $3,862.50 from the same vendor. The combined
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December 3, 2019
purchases exceeded the City Manager's approval authority for a single vendor. Since the total amount spent at
Galls is over the City Manger's approval threshold, entry into a contract is required by either obtaining three
quotes, using a sole source,or with a piggyback contract.
10. Approval of FDOT 2019 Florida's Bicycle Pedestrian Focused Initiative Grant for High
Visibility Enforcement to Reinforce Pedestrian, Bicycle and Driver Safety. (Police
Chief Brown)
This year$5.000.00 has been made available for the City of Ocoee Police Department through Florida's Bicycle
Pedestrian Focused Initiative - Communication and High Visibility Enforcement Grant. The purpose of the
grant is to reinforce safe pedestrian, bicyclist, and driver behaviors in priority counties in Florida. Orange
County is considered a priority county due to the number of serious injuries and deaths of pedestrians and
bicyclists.The Letter of Agreement and Contract must be signed by the Mayor. If approved,the City of Ocoee
Police Department will receive $5,000.00 to conduct high visibility education and enforcement on specific
areas of West Colonial Drive and Silver Star Road to reduce traffic crashes resulting in serious and fatal injuries
to pedestrians and bicyclists.
11. Approval of Memorandum of Understanding for E 911 Systems with Orange County
Sheriff's Office. (Police Chief Brown)
House Bill 441 passed by the Florida Legislature this year and requires Orange County Sheriff to enter into
Memorandums of Understanding with each agency or governmental entity within the Sheriff's jurisdiction that
dispatches first responders. The Memorandum of Understanding confirms that the signing agency is able to
transmit directly on each other's communications' system. The Police Department contracts dispatching
services from the Winter Garden Police Department. Winter Garden Police Department has the capabilities for
the immediate broadcasting of public safety information over primary radio dispatch channels of each first
responder within their service area.As such,the Police Department would be exercising Statement Option 3 as
detailed in the Memorandum of Understanding's Attachment A.
12. Approval of a Contract with MCCi to Upgrade the City's Laserfiche Electronic
Document Management System for Software, Installation, Training and One (1) Year
of Technical Support. (Support Services Director Butler)
The Adopted FY 2020 Budget for capital expenditures includes $60,000 to upgrade the City's Laserfiche
electronic document management system.The purpose of the upgrade is to enhance the existing capabilities to
include new features, such as the ability to create digital forms, greatly improve staffs ability to retrieve
information, establish a public portal for document requests, add workflow management for document
processing,and increase the number of simultaneous users. The cost of the new software enhancement is a net
of $40,707.39 after considering the present value of our existing Laserfiche software licenses. Staff also
recommends that the upgrade include $15,250 for professional services related to staff training, workflow
configuration for up to 15 document types.Together,the total recommended expenditure is$55,957.39,which
is less than the approved budget allocation.
13. Approval of a Contract with CenturyLink for Voice and Data Network and Technical
Support for a Three-year Term and to Provide a Hosted VOIP Telephone Service for
a Five-Year Term. (Support Services Director Butler)
The City's existing voice and data network management contract with CenturyLink will expire in January 2020.
This system uses the CenturyLink Managed Office product offering and includes an integrated voice and data
network. The service presently connects all staffed city locations served directly by CenturyLink and,through
an extension over Spectrum cable television service,to Fire Station 26,which is in the AT&T local exchange
calling area. All network and desktop telephone equipment is provided under lease from CenturyLink and is
managed by them from a remote location. The present contract is based on a price of$55 per telephone,which
includes the embedded cost of furnishing and operating the voice/data network.The new contract price is about
$20 per phone.The proposed network backbone solution is for the City to own and directly manage the physical
network consisting of firewalls,routers,and switches with equipment warranty service and advanced technical
support being provided by CenturyLink. This network structure will be physically similar to what is in place
now, but will allow greater control by the City to make common network revisions needed to accommodate
evolving City needs.A separate system using a combination of CenturyLink and Spectrum service capabilities
with Verizon cellphone backup is used by the Ocoee Utilities Department for supervisory control and data
acquisition(SCADA)related to their facilities.The SCADA system is managed by City IT staff. The SCADA
system will remain separate under the proposed new network solution.
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14. Approval of RFQ #19-008 Construction Manager at Risk for Fullers Cross Road and
Ocoee-Apopka Road Intersection Improvements Guaranteed Maximum Price
Contract Authorization. (Public Works Director Krug)
The Commission awarded the Construction Manager at Risk(CMR) contract for the Fullers Cross Road and
Ocoee-Apopka Road Intersection Improvements at the September 17, 2019 meeting to Oelrich Construction,
Inc., (Oelrich), and approved the pre-construction services portion of the contract on November 5, 2019.
Oelrich,VHB Engineers and City staff are diligently working on the next step in the CMR process which is to
negotiate the Guaranteed Maximum Price and completion dates based on a collaborative value engineering
process of all involved.Due to existing conditions encountered in the field,the team has spent additional time
evaluating alternatives to complete the project within budget meeting industry standards and determine a
construction start date.It is in the interest of the City to expedite the project once the GMP is finalized and Staff
is requesting Commission authorization for the City Manager to present the GMP to the Mayor for execution
if within budget. The design and construction are estimated to total$1 million.Orange County is funding fifty
percent (50%) of the project up to a maximum of$500,000.00. The design fee is $212,600.00, and pre-
construction fee $10,862.00, leaving $776,538.00 for the construction. The City Manager will provide a
briefmg to the Commission at the meeting following the finalized GMP being executed by the Mayor. The
elements of the project include adding left and right-turn lanes, stormwater improvements and new traffic
signalization.
PUBLIC HEARING -None
FIRST READING OF ORDINANCE
15. First Reading of Ordinance Amending and Restating in Full the City of Ocoee
Municipal General Employees' Retirement Trust Fund. (Second Reading and Public Hearing
scheduled for December 17,2019,Regular Commission Meeting at 6:15 pm or soon thereafter.) (Municipal
Pension Board Chair Cowan)
At their meeting held on November 6,2019,the General Employees'Retirement Board reviewed and approved
the proposed ordinance which deals primarily with defmition changes for compliance with the Internal Revenue
Code (IRC), clarify certain language and restate all previous Ordinances amendments of the Plan into one
document.The following proposed amendments are as follows:
• Section 1, Definitions, clarifying the definition of"Spouse" and move the definition of"Credited Service"
to Section 8,Vesting,regarding the rights of employees who terminate service prior to retirement.
• Section 2, Membership, to limit those individuals eligible to opt-out of the system,to comply with present
Internal Revenue Code Treasury Regulation requirements.
• Section 8, Vesting, clarifying the rights of vested and non-vested employees who terminate service prior to
retirement.
• Section 14,Maximum Pension, Subsection 8,the limitation mirrors the language in the IRC.
• Section 16, Miscellaneous Provisions, add Subsection 9, Missing Benefit Recipients. This provision is in
accordance to IRS Programs Compliance Memorandum.
• Section 24, Reemployment After Retirement, to comply with the Internal Revenue Code qualification
requirements and clarify reemployment after receipt of early retirement benefits.
• Section 25, Deferred Retirement Option Plan, remove Subsection 6.H, clarifying that once a member
participates in the DROP program,no changes to his/her form of benefit is permitted, and clarify members
whose participation commenced on or after September 18,2012,will be credited on a monthly basis.
16. First Reading of Ordinance Amending the City of Ocoee Municipal Police Officers' &
Firefighters' Retirement Trust Fund Reflecting Internal Revenue Code(IRC) Changes
and CBA Revisions from Previous Years. (Second Reading and Public Hearing scheduled for
December 17, 2019, Regular Commission Meeting at 6:15 pm or soon thereafter.) (Police Chief Brown)
The City of Ocoee Municipal Police Officers' & Firefighters' Pension Board has reviewed and approved the
proposed ordinance which deals primarily with definition changes for compliance with the Internal Revenue
Code and changes agreed upon in collective bargaining agreements with the City of Ocoee and the respective
bargaining units from the police and fire departments.The proposed amendments are as follows:
• Section 1,Definitions,clarify and the definition of"credited service."
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Regular City Commission
December 3,2019
• Section 7&8,Pre-Retirement Death and Disability,amended to more clearly identify those individuals who
may be eligible to apply for a disability pension in the event they have resigned or employment is terminated.
• Section 9, Vesting, clarifying rights of vested & non-vested employees who terminate service prior to
retirement.
• Section 15,Maximum Pension,the limitation mirrors the language in the Internal Revenue Code.
• Section 17, Miscellaneous Provisions, Missing Benefit Recipients. This provision is in accordance to IRS
Programs Compliance Memorandum.
• Section 27, Deferred Retirement Option Plan, clarifying that once a member participates in the DROP
program,no changes to his/her form of benefit is permitted.
• Section 29,Reemployment After Retirement,amended as required by IRC.
• Section 30, Supplemental Benefit Component for Special Benefits, amended to provide that a member who
has less than seven years of Credited Service and terminates service with the City shall forfeit his individual
Member Share Account.
SECOND READING OF ORDINANCE—PUBLIC HEARING
17. Second Reading of Ordinance for Daka Property - 8807 Hackney Prairie Road
Annexation & Rezoning, Project No(s): AX-09-19-85 & RZ-19-09-11. (Advertised in the
West Orange Times on Thursday, November 21, 2019 and Thursday, November 28, 2019.) (Development
Services Director Rumer)
This proposed annexation and rezoning is located on the north side of Hackney Prairie Road approximately
2,683 feet east of N. Clarke Road,next to Prairie Lake Elementary School. The Parcel ID Numbers are 03-22-
28-0000-00-052&03-22-28-0000-00-101.The parcels total approximately 2.13 acres,and one parcel has one
(1)existing single-family home. The subject property is considered contiguous to the City of Ocoee since it is
bordered by property located within the City limits on the north,east, and south.The proposed annexation is a
logical extension of the City limits, urban services can be provided, and the annexation meets state and local
regulations. The parcels are currently zoned Orange County Rural/Agricultural (A-1), and the proposed
rezoning is City of Ocoee Low Density Residential(R-IA). The applicant is annexing into the city limits as a
condition to receive a city potable water connection.
a) Second Reading of Annexation Ordinance
b) Second Reading of Rezoning Ordinance
18. Second Reading of Ordinance Amending the Land Development Code (LDC), Article
III, Subsection A of Section 3-2, Regarding an Alternate Board Member on the
Planning and Zoning Commission/Land Planning Agency. (Advertised in the West Orange
Times on Thursday, November 21, 2019.) (Development Services Director Rumer)
On May 15,2018,the City Commission adopted an Ordinance which amended Section 3-2 and Section 3-3 of
the City of Ocoee Land Development Code, which amended the following: establishment and membership of
the Planning and Zoning Commission, abolished the Board of Adjustment, revised the duties of the Planning
and Zoning Commission, and incorporated the rules from Ordinance 89-19 into the Code. The adopted
Ordinance consisted of changing the Planning and Zoning Commission from a nine (9)member Commission
to a five (5) member Commission. The City is proposing to amend the Land Development Code and add a
provision to Article III, Subsection A of Section 3-2 to appoint six(6)members to comprise the Planning and
Zoning Commission, including one (1) alternate member appointed by the City Commission, as well as
maintaining the (1)non-voting member appointed by the School Board of Orange County. The new alternate
member would be required to attend and participate in Planning and Zoning meetings with the exception of
holding a nonvoting status unless: i)a quorum is not met or ii)a voting conflict is made by a member.
REGULAR AGENDA
19. Discussion and Direction Regarding Property Located at 441 Basking Ridge Court.
(City Attorney Cookson)
The City currently mows and maintains the approximately one (1) acre cemetery property located at 441
Basking Ridge Court. Due to the historical significance of the property to City residents, the City Attorney
recently attempted to contact the owners of record to request they donate the property to the City so that the
City could install passive improvements on the property(such as a bench, gazebo, or other similar use). The
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December 3,2019
initial letter,which was sent to the addressee per the Orange County Property Appraiser's records,was returned
by the post office as undeliverable.The second letter,which was sent to the post office box address on the deed
of record, was not returned; however, the City Attorney's office has received no response to the letter. The
Property Appraiser lists the cemetery property value at $9,270.00. Staff has assessed other options and has
consulted with the City's eminent domain attorney.An option for the City to acquire the property is for the City
to proceed in eminent domain. This process would take six to nine months and would probably cost between
$15,000 and$20,000.
STAFF ACTION ITEMS
COMMENTS FROM CITIZENS/PUBLIC
COMMENTS FROM COMMISSIONERS
ADJOURNMENT
PLEASE NOTE:IN ACCORDANCE WITH FLORIDA STATUTES 286.0105:ANY PERSON WHO DESIRES TO APPEAL ANY
DECISION AT THIS MEETING WILL NEED A RECORD OF THE PROCEEDINGS AND FOR THIS PURPOSE MAY NEED TO
ENSURE THAT A VERBATIM RECORD OF THE PROCEEDINGS IS MADE WHICH INCLUDES THE TESTIMONY AND
EVIDENCE UPON WHICH THE APPEAL IS BASED.ALSO,IN ACCORDANCE WITH FLORIDA STATUTE 286.26:PERSONS
WITH DISABILITIES NEEDING ASSISTANCE TO PARTICIPATE IN ANY OF THESE PROCEEDINGS SHOULD CONTACT
THE OFFICE OF THE CITY CLERK, 150 N. LAKESHORE DRIVE, OCOEE, FL 34761, (407) 905 -3105 48 HOURS IN
ADVANCE OF THE MEETING.
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