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Home My WebLink About10-02-2007 Agenda OCOEE CITY COMMISSION Ocoee Commission Chambers 150 North Lakeshore Drive Ocoee, Florida October 2, 2007 AGENDA 7:15 P.M. REGULAR CITY COMMISSION MEETING I A. CALL TO ORDER Invocation Pledge of Allegiance Roll Call and Determination of Quorum I B. PRESENTATIONS AND PROCLAMATIONS Presentation - The Ocoee Human Relations Diversity Board (HRDB) would like to present a check for $500 to the Ocoee High School Marching Band. Proclamation - Put the Brakes on Fatalities Day - October 10,2007. (Mayor Vandergrift) I C. COMMENTS FROM CITIZENS/PUBLIC I D. COMMISSIONERS ANNOUNCEMENTS E. 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 and Acceptance of the Regular City Commission Minutes of September 4, 2007, Budget Workshop Minutes of August 9 & 13, 2007, and Special Session Minutes of September 13, 2007. (City Clerk Eikenberry) 2. Appointment to the Ocoee School Advisory Board. (City Clerk Eikenberry) Members of the Ocoee School Advisory Board serve two-year terms. Currently the Ocoee School Advisory Board has nine (9) members and their resolution allows no less than seven (7) members and no more than fifteen (15) members. One application was received from Ms. Lisa Wright with interest in serving on the board. 3. Reappointment to the General Employees' Pension Board of Trustees. (City Clerk Eikenberry) Trustees for the Pension Boards serve two-year terms. The City Commission appoints two of the trustees, two are elected from the employee body, and the fifth trustee is chosen by those four trustees and presented to the City commission for certification of the appointment as a ministerial act. Trustee Jean Grafton has indicated she is willing to serve another term if appointed. At this time no other applications were received for serving on this board. 4. Approval of Ingram Trails Plat. (City Engineer Wheeler) This plat is for Ingram Trails which is 20.482 acres and located on the northwest comer of Ingram Road and Clarcona Ocoee Road, which consists of a 55 single family homes with its associated amenities. City Commission Regular October 2, 2007 5. Award of RFQ #0704 Architectural & Engineering Services for the Development of a New Police Headquarters. (Finance Director Horton) In compliance with State Statute Section 287.055 (CCNA Act) and policies and procedures of the City of Ocoee Purchasing Code Chapter 21, a Request for Qualifications (RFQ) was advertised with the intention to award a contract to one (1) qualified professional architectural and engineering firm. The selected firm will provide full architectural and engineering services for the development of a new police headquarters. The required services shall include the development of a space needs program, structural, mechanical, and electrical engineering services, civil, traffic, cost estimating, landscape and irrigation design, signage and graphics, and security system design, and other services in accordance with the RFQ package. Recommendation by the Selection Committee is to award the Architectural & Engineering Services for the development of a new police headquarters to the top-ranked firm, HKS Architects, Inc. 6. Approval of Ocoee Founders Day Festival Request for Road & Public Boat Ramp Closings. (Building Official Jones) In order to temporarily close a public street, the approval of the Honorable Mayor and City Commission is required. Jeffrey W. Hayes, Parks & Recreation Director, has made an application to the City for a Special Events Permit for the Ocoee Founders Day Festival and Parade that would require the temporary closing of City owned streets. The events will be held on October 19-20,2007. The streets to be closed are Flewelling A venue, Rewis Street, Mckey Street, Cumberland A venue, Oakland Avenue, Bluford Avenue, Lakewood Avenue. A portion of S. Lakeshore Drive will be closed on October 18,2007 at noon. The public boat ramp at Starke Lake will be closed on October 19 & 20. 7. Approval of Ocoee Founders Day 5K Road Race Request for Road Closings. (Building Official Jones) In order to temporarily close a public street, the approval of the Honorable Mayor and City Commission is required. Jeffrey W. Hayes, Parks & Recreation Director, has made an application to the City for a Special Events Permit for the Ocoee Founders Day 5K Road Race that would require the temporary closing of City owned streets. The events will be held on October 13, 2007, from 7am until 9:30 am. The streets to be closed are Clarke Road, White Road Orlando Avenue, Stinnett Drive, E. Lakeshore Drive and Vandergrift Drive. 8. Approval for Addendum to "Letter of Agreement" with Ocoee High School. (Utilities Director Smith) Utilities would like to extend the POWR Park agreement between the City of Ocoee and Ocoee High School (specifically the Agriculture Department), initially executed March 6, 2007; which maintains that the City shall compensate Ocoee High School $4,005.00 ($445.00 per month throughout the 9- month school year) for "in-kind" services which include but are not limited to: the maintenance of the POWR Park, planning and planting new vegetation, assisting with and attending POWR educational programs and consulting with the City concerning expansion of the POWR Park. 9. Approval ofMVP Grant Extension. (Community Relations Manager Wright) The Most Valuable Partnership grant program cycle is open once per year in November and is funded for $20,000. Ocoee neighborhood associations and civic groups are eligible to apply for MVP grants and may be awarded up to $2,500 in matching grant funds. Organizations that were awarded grant money were required to complete their improvement projects by September 30, 2007 in order to receive their matching grant monies. The Windsor Landing Homeowners Association was awarded a $2,500 Most Valuable Partnership Grant on February 20, 2007. The Windsor Landing HOA was unable to complete their landscaping and lighting improvement project due to Pulte Home's construction activities. The Windsor Landing HOA is requesting that the City roll-over their $2,500 grant money into the next fiscal year, and give them a 6-month extension to complete their project. Page 2 of3 City Commission Regular October 2, 2007 I F. PUBLIC HEARINGS - None I G. REGULAR AGENDA 10. Award ofRFP #07-004 Auditing Services. (Finance Director Horton) In compliance with Florida Statutes, Section 218.391 (Auditor Selection Procedures), and the City of Ocoee Purchasing Code, proposals were solicited from Certified Public Accounting Firms with Governmental Accounting experience to submit a response to the City of Ocoee Request for Proposals (RFP) to provide Independent Financial Auditing Services for the fiscal years ended September 30, 2007,2008, and 2009. A renewal option for an additional two years may be negotiated. The firm must be duly licensed under Florida Statutes, Chapter 473 and qualified to conduct audits in accordance with government auditing standards as adopted by the Florida Board of Accountancy. Staff recommends that the City Commission award the term contract for RFP #07-004 Auditing Services to one of the three firms evaluated by the selection committee. With only four points separating the top two firms, the Selection Committee recommends the City Commission select the firm. The contract term will be for three fiscal years with a renewal option for an additional two years. The Respondents and their annual price proposal for 2007 are as follows: I) Carter, Belcourt & Atkinson P.A. - $43,500, 2) Cherry Bekaert & Holland LLP - $45,500, and 3) McDirmit Davis & Company - $29,000. 11. Confirmation of Board Appointments. (City Clerk Eikenberry) a. Charter Review Board b. Police Infraction Hearing Board 12. Discussion Regarding Electronic Message Board Signs. (Community Development Director Wagner) On July 17, staff gave a presentation on electronic message board signs to the City Commission. Following the presentation, staff was asked to perform additional research to determine whether local governments throughout Central Florida permit electronic message board signs, and if so, how they regulate them. Additionally, staff conducted research related to safety issues, lighting issues, and general case law regarding the regulation of electronic message board signs. I H. STAFF REPORTS I I. COMMENTS FROM COMMISSIONERS I 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. Page 3 of3