HomeMy WebLinkAboutItem 05 Approval of an Interlocal Agreement between the West Orange Healthcare District and the City of Ocoee for the West Orange Trails Activation Master Plan ocoee
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AGENDA ITEM COVER SHEET
Meeting Date: June 2, 2020
Item # 5
Reviewed By
Contact Name: Ginger Corless Department Director Crai ix
Contact Number: 407-554-7126 City Manager: S,
Subject: Approval of an Interlocal Agreement between the West Orange Healthcare District
and the City of Ocoee for the West Orange Trails Activation Master Plan.
Background Summary: Founded in 1949, West Orange Healthcare District (District) mission is to
"Invest in the Health and Wellbeing of our Community". During recent meetings, the District's Board of
Trustees identified focus areas or initiatives for 2020. One of these being to focus on how trails, such
as the West Orange Trail, can be used to activate the community to get outdoors, walk, bike, and
come together to become a healthier West Orange. To realize this initiative, the District is seeking to
create a dynamic regional trail system that engages the community through the activation of wellness
hubs along well-designed trail facilities.
The District, based on recommendations from their Board of Trustees, has requested the City of
Ocoee's assistance in leading work efforts to develop the West Orange Trails Activation Master Plan.
The work efforts are described in Exhibit A. City staff from Development Services' internal design
studio will assist the District in identifying existing and planned trail facilities, amenities, and programs
throughout West Orange County and within the District's Service Area. Once the facilities, trail stations
or hubs, amenities, and programs have been inventoried and mapped, City staff will facilitate a series
of workshops to prepare the goals, objectives, programs, and capital elements. Final work efforts will
include the publication of a Trails Activation Master Plan to serve West Orange County. The Master
Plan will include a trail map, list of programing opportunities, capital and program costs, and
recommendations for a branding and promotions program.
As part of these efforts, the City of Ocoee's trail opportunities will be identified and incorporated into
the overall West Orange Trails Activation Master Plan. Developing a Citywide Trails Master Plan has
been identified as a priority of the City's Planning and Parks divisions; and, in addition, the public
ranked trails as a highly desired recreation facility in the Parks, Recreation, and Trails Community
Survey that was completed earlier this year. The West Orange Trails Activation Master Plan will take
approximately nine (9) months to complete, however, City staff assigned to this endeavor will still be
responsible for completing their normal work activities. The District will compensate the City a lump
sum amount of$25,000 for City staffs resources and expertise in developing the Master Plan.
Issue: Should the Honorable Mayor and City Commission approve and authorize the Mayor to sign
the Interlocal Agreement between the West Orange Healthcare District and the City, allowing City staff
to assist the District in preparing the West Orange Trails Activation Master Plan?
Recommendations: Staff recommends to approve and authorize the Mayor to sign the Interlocal
Agreement between the District and the City allowing staff to assist in preparing the West Orange
Trails Activation Master Plan
Attachments: Interlocal Agreement and Exhibit A
Financial Impact: The District will compensate the City a lump sum amount of $25,000 in recognition
of the City's commitment to providing staff resources and expertise to assist the District in preparing
the West Orange Trails Activation Master Plan.
Type of Item: (please mark with an "x')
Public Hearing For Clerk's Dept Use:
Ordinance First Reading X Consent Agenda
Ordinance Second Reading Public Hearing
Resolution Regular Agenda
X Commission Approval
Discussion & Direction
Original Document/Contract Attached for Execution by City Clerk
Original Document/Contract Held by Department for Execution
Reviewed by City Attorney Dana Crosby-Collier N/A
Reviewed by Finance Dept. Rebecca Roberts N/A
Reviewed by N/A
2
INTERLOCAL AGREEMENT BETWEEN
THE CITY OF OCOEE, FLORIDA
AND
WEST ORANGE HEALTHCARE DISTRICT
FOR
A WEST ORANGE TRAILS ACTIVATION MASTER PLAN
THIS AGREEMENT is entered into by the City of Ocoee, Florida, a municipal
corporation created and existing under the laws of the State of Florida ("the City"),
and West Orange Healthcare District, a special tax district created by a special law
of the Florida Legislature ("the District").
RECITALS
WHEREAS, interlocal agreements are fully authorized by Part 1,
Chapter 163, Florida Statutes, as well as other applicable local law; and
WHEREAS, during recent meetings, the District's Board of Trustees
identified focus areas for 2020; and
WHEREAS, using the West Orange Trail (the "Trail") to activate the
community to get outdoors and become a more active and healthy community is
among those focus areas identified by the District; and
WHEREAS, to achieve this goal, the City has provided the District with a
work plan to use in developing the West Orange Trails Activation Master Plan (the
"Plan"); and
WHEREAS, this Agreement provides the framework for both parties to
use in working together to develop and implement the Plan.
NOW, THEREFORE, the parties hereto do mutually agree as follows'
SECTION 1. RECITALS
The above recitals are true and correct and form a material part of this
Agreement upon which the parties have relied.
SECTION 2. AUTHORIZATION
(a) The City of Ocoee City Commission authorizes this agreement
and hereby authorizes the Mayor and City Clerk to execute it
(b) The District's Board of Trustees authorizes this agreement and
hereby directs the appropriate signatory to execute it.
Page 1
SECTION 3. MUTUAL COOPERATION
The parties agree to cooperate to undertake, or assist in undertaking, the Plan.
The parties will identify existing trail facilities, amenities, trail stations and hubs, and
inventory and map programs currently offered on/or adjacent to the Trail and within
the District.
SECTION 4. DELIVERABLES
The goals and tasks for development of the Plan are hereby attached as
Exhibit "A", which is attached hereto and incorporated herein by reference (the
"Work").
SECTION 5. BUDGET
The District shall pay to the City $25,000 upon the City's completion and
the District's acceptance of the Work. The Work shall be completed by the City on
or before nine (9) months from the Effective Date.
SECTION 6. EFFECTIVE DATE; TERMINATION
This Agreement shall take effect upon this Agreement being filed with
the clerk of the circuit court of Orange County as required by Subsection
16301(11) of the Florida Statutes. This Agreement shall automatically
terminate on the date that the City is paid for the Work.
SECTION 7. COUNTERPARTS
This Agreement may be executed in counterparts each of which shall be
deemed an original.
[Signatures on Following Page]
Page 2
IN WITNESS WHEREOF, the parties hereto have caused this Agreement
to be executed by their duly authorized officials.
WEST ORANGE HEALTHCARE DISTRICT
By:
Mark Griffith, Board Chair
CITY OF OCOEE, FLORIDA
By City of Ocoee City Commission
Rusty Johnson, Mayor
ATTEST:
By:
Melanie Sibbitt, City Clerk
FOR USE AND RELIANCE ONLY BY APPROVED BY THE OCOEE
THE CITY OF OCOEE, FLORIDA CITY COMMISSION AT A
APPROVED AS TO FORM AND MEETING HELD ON , 2020
LEGALITY this day of UNDER AGENDA ITEM
, 2020
SHUFFIELD, LOWMAN &WILSON, P A
BY:
Scott A Cookson, City Attorney
Page 3
94 SET
o C o P P ocoee
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EXHIBIT"A"
West Orange Trails Activation Master Plan
City of Ocoee
Work Plan
March 4, 2020
Prepare For: Tracy Swanson
CEO
West Orange Healthcare District
Prepared By: Ginger Corless,AICP,CPRP
Deputy Development Services Director/CRA Administrator
City of Ocoee
PROJECT DESCRIPTION: Founded in 1949,West Orange Healthcare District(District) mission is to "Invest
in the Health and Wellbeing of our Community". Over the years, the District has been instrumental in
empowering individuals and organizations to champion initiatives that improve the overall health and
wellbeing of people residing in West Orange County. Such programs include Healthy West Orange, "a
grassroots movement aimed at helping people eat well,stay active, and enjoy life".
During recent meetings,the District's Board of Trustees identified focus areas or initiatives for 2020.One
of these being to focus on how trails,such as the West Orange Trail,can be used to activate the community
to get outdoors, walk, bike, and come together to become a healthier West Orange. To realize this
initiative, the District is seeking to create a dynamic regional trail system that engages the community
through the activation of wellness hubs along well-designed trail facilities.
The City of Ocoee Development Services Department's internal design studio (the City) will assist the
District with the work effort required to develop the West Orange Trails Activation Plan. The following
work plan provides a framework for identifying existing trail facilities and amenities; and,wellness-based
outdoor programs that are currently offered on or adjacent to a trail or pathway within the District.Once
the facilities,trail stations or hubs,amenities, and programs have been inventoried and mapped,a series
of facilitated workshops will be held to accomplish the following.
• Define "Activation";
• Establish the geographical areas to focus our planning and activation efforts;
• Document gaps in the trail system, as well as, identify mechanisms to close those gaps;
• Identify desired new facilities and amenities;
• Locate existing and future"Wellness Hubs";
• Create new programs and events that serve to activate the Wellness Hubs along the trails;
• Draft capital and program budgets to implement the Plan;
West Orange Trails Activation Master Plan
City of Ocoee
Work Plan
March 4,2020
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• Develop an active and dynamic branding, marketing and communication campaign to promote
the Activation of Trails.
WORK PLAN:
Task 1.0 Kick-off Meeting with WOHD and Coordination with Potential Partners
Task 1.1 Kick-off Meeting—The City will meet with the District to initiate the project, including
developing the overall project schedule. During this meeting terms such as "Activation"
and"System Plan"will be defined.The target area(s)for which this master plan is to cover
will be identified.
In addition, Primary and Secondary partners will be identified. For the purposes of this
work plan, "Primary Partner" will include staff from the different jurisdictions within the
District's service boundaries and MetroPlan Orlando. Secondary partners are defined as
supporting nonprofit agencies such as the West Orange Chamber, YMCAs, Boys and Girls
Club, Orlando Health, and other agencies that may provide services, programs and
funding for healthy community initiatives such as OCPS and medical businesses, health-
based organizations, and supporting businesses (bike shops, restaurants, Main Street
groups, etc.).
The City will coordinate the meeting, prepare the agenda, provide a preliminary project
directory, and data collection list that will be reviewed at the Kick-off Meeting; the City
will also document key outcomes and actions resulting from the meeting.
Task 1.2 Proiect Introduction to Partners—The City will contact each of these agencies to explain
the project, gain preliminary staff investment, and initiate the outreach necessary to
maintain a strong network of partners.
Task 1.3 Proiect Directory- A project directory comprised of key partners will be created. These
partners will include the District, MetroPlan Orlando, Orange County, unincorporated
settlements of Gotha and Dr. Phillips (coordinate with Orange County), and the
municipalities of Oakland, Ocoee, Windermere, and Winter Garden. The directory will
also list secondary nonprofits, health related organizations, and other interested or
special interest groups (i.e., West Orange Chamber, YMCA, OCPS, seniors, local daycare,
bike shops, restaurants adjacent to existing trails).
Task 2.0 Existing Facilities, Programs,and Services Audit
Task 2.1 Data Collection - Each jurisdiction will be provided a data request form requesting each
jurisdiction's existing trail inventory, planned improvements, programs, special events,
and their related costs.Demographic information,including information,where available,
regarding existing health and wellness issues and existing community health services and
programs will be collected and analyzed as it pertains to creating, implementing, and
West Orange Trails Activation Master Plan
City of Ocoee
Work Plan
March 4,2020
Page 3 of 5
managing a Trails Activation Program.This will include research related to evidence-based
health and wellness initiatives(Robert Wood Johnson Foundation).
Task 2.2 Development of a Preliminary Trails Map— Based on the existing facility information, a
conceptual trail system plan will be prepared. This plan will include all existing and
planned trails, sidewalks, bike lanes, [railheads, and key destinations.The trails map will
also highlight gaps in the system.
Task 2.3 Existing and Planned Programs and Special Events— Based on the information collected
from each partner a report will be generated that presents existing activity on or adjacent
to existing trails. Attendance or use information, if available, will also be discussed.The
report will include an activities calendar that will identify when and where programs
currently are offered.
Task 2.4 Public Opinion Survey—To gauge public interest and define issues and opportunities, a
survey instrument will be prepared and administered. The survey can be administered
using a web-based application such as Survey Monkey.We would ask each of our partners
to promote the survey to gain an adequate reflection of each community. The more
points of distribution, the larger the response rate. In addition, on-site surveys can be
administered along the West Orange Trail and at special events within the various
jurisdictions within the District's service area.
Task 2.5 The Impact of Trail Activation on Community Health, Fitness and Wellbeing—The topic of
trails activation and its impact on community health will be researched and documented
to provide a baseline for program development, as well as, assist in identifying potential
funding mechanisms.
Task 2.6 Preliminary Opportunities and Observations — Based on the information obtained, a
Technical Memorandum will be drafted that includes a summary of the data collection
process,the preliminary trails map,assessment of existing and planned programs,special
events, results from the public opinion survey, summary of the research collected, and
identification of funding opportunities. Observations will be incorporated related to how
the Trail Activation Program can provide a positive influence on community health in
West Orange County
Task 3.0 Data Review and Trail Planning and Programming Workshop
Task 3.1 Workshop—A workshop will be held between the District and key partners to discuss the
findings of the data collection phase.This workshop will be interactive and orchestrated
in a manner that creates consensus regarding the direction the Preliminary Trails
Activation Master Plan should take.
Task 3.2 Coordination and Documentation—The City will work with the District in preparing the
agenda,obtaining the meeting room/site,and coordinating meeting date(s).The City will
West Orange Trails Activation Master Plan
City of Ocoee
Work Plan
March 4,2020
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prepare all meeting handouts, presentations and materials needed for the meeting, as
well as,facilitate the workshop portions of the meeting.The City with assistance from the
District will document key outcomes and actions resulting from the workshop.
Task 4.0 Trails System Activation Master Plan
Task 4.1 Trails System Plan-Based on information obtained through the data collection tasks and
the workshop,the City will prepare a preliminary trails system master plan.This will be a
chapter in the overall Trails System Activation Master Plan which focuses on the built and
planned trail facilities within the target area(s). This Plan will identify trail gaps,
construction costs, and timeframes in which to accomplish the trail system build-out.
Existing, planned, and proposed trailheads and wellness hubs will be delineated
graphically.Trailhead amenities and opportunities will also be inventoried and assessed.
Task 4.2 Trails Activation Program—Based on information obtained through the previous tasks this
section of the plan will identify the steps needed to implement a program that includes
plans to complete a regional trail system, but more importantly to quickly launch trail
activation programs and events throughout the District's service area. The goal of the
Trails Activation Program is to create facilities and programs to bring individuals of all ages
and all abilities together to improve their overall health,fitness,and wellbeing.
The Trails Activation Program will define how the District will champion this program
through partnership agreements; it will identify funding opportunities and strategies;
and, include an energized branding, marketing, and communication plan that will build
community interest and participation in this community-based health, fitness, and
wellness initiative.The intent of the Trails Activation Program is to be dynamic and ever-
evolving. A mechanism to evaluate and modify the Trails Activation Program will be
introduced as opportunities and new ideas are presented.
Task 4.3 Branding, Marketing, and Creating a Community Dialog — The District will create a
dynamic brand for the Trails Activation Program, as well as, outline and implement a
marketing program that garners the community's attention and support.This marketing
program will be used to roll-out the Trails Activation Master Plan and associated activities
and programs; however, it will also be built to engage and evolve over time.
Task 4.4 Meetings—It is anticipated,several meetings will be required during the development of
the Trails Activation Master Plan. For the purpose of this Work Plan, bi-weekly meetings
or updates are anticipated. District staff and selected partners will review the preliminary
Trails Activation Master Plan and modifications will be made prior to the public roll-out.
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City of Ocoee
Work Plan
March 4,2020
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Task 5.0 Trails System Activation Master Plan Meetings&Presentations
Task 5.1 Presentations —A series of presentations will be made to unveil and roll-out the West
Orange Trail System Activation Master Plan These presentations will highlight the
partnerships needed to implement the Plan.
Task 5.2 Coordination and Documentation —The City will work with the District in preparing the
agenda and in coordinating meeting dates. The City will prepare all handouts,
presentations, and materials. The District will be the lead champion in rolling out the
program to the West Orange community. The City with assistance from the District, will
document key outcomes and actions resulting from the meetings.
SCHEDULE: Based on the above task,the length of time between project kick-off and public roll-out
is eight(8)to nine(9) months.
CITY OF OCOEE COMPENSATION FOR SERVICES: $25,000