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HomeMy WebLinkAboutItem #01 Approval of Minutes MINUTES OCOEE CITY COMMISSION October 2,2007, at 7:15 P.M. REGULAR CITY COMMISSION MEETING I A. CALL TO ORDER Mayor Vandergrift called the regular session to order at 7:15 p.m. in the Commission Chambers of City Hall. Commissioner Anderson gave the Invocation and Commissioner Hood led the Pledge of Allegiance to the Flag. City Clerk Eikenberry called roll and declared a quorum present. Roll Call: Commissioner Hood, Commissioner Anderson, Mayor Vandergrift, Commissioner Keller, and Commissioner Johnson. Also Present: City Attorney Rosenthal, City Manager Frank, City Clerk Eikenberry lB. PRESENTATIONSANDPROCLAMATIONS Presentation - The Ocoee Human Relations Diversity Board (HRDB) would like to present a check for $500 to the Ocoee High School Marching Band. Rescheduled for October 16, 2007. Proclamation - Put the Brakes on Fatalities Day - October 10, 2007. (Mayor Vandergrift) I C. COMMENTS FROM CITIZENS/PUBLIC None I D. COMMISSIONERS ANNOUNCEMENTS Commissioner Hood - none Commissioner Anderson - none Commissioner Johnson - announced Founder's Day; Friday entertainment will be the Tremors and Neil and the Real Deal Band, and Saturday Entertainment will be Heartland, Jim Vanfleet and the Reign, Daryl Worley, and Blake Shelton. He said we still need sponsors for the Golf Tournament on Friday, October 12, 2007. Commissioner Anderson pledged to be a Hole Sponsor. He said there will be 5k Run and a Motorcycle Poker Run on Saturday, October 13, 2007. Get more information at www.ocoeefoundersfestival.orgor call 407-905-3100. Commissioner Keller - none Mayor Vandergrift- 1) said the football game and crowning of the Homecoming Queen is this Friday at the Ocoee High School, at 6:00 p.m., 2) there is a hearing at the Orange County Commission on October 9, 2007 at 3:00 pm regarding the rezoning of Evans High School to a Rule Settlement District. He asked for a large turnout at this meeting. He said he would like to get the Commission to assist by sponsoring a mail out to the NE quadrant of our City and those in the Rural Settlement District to advise them of the upcoming hearing. There are 2477 addresses for postage of $1,015.57. He asked if we could grant them $1500 to cover expenses and additional overages. City Commission Regular October 2, 2007 Commissioner Hood. seconded bv Commissioner Anderson moved to arant J1500 to assist in sponsorina a mail out to City residents in the Northeast section of the City and residents of the Rural Settlement District. Motion carried 5-0. This issue was addressed again under Commission Comments. I E. CONSENT AGENDA 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 13l 2007. (Ci!y' Clerk EikenberrY) Approved on Consent. Motion carried 5-0 !L..Ap.p.ointment to the Ocoee School AdvisorY. Board. (Ci!y' Clerk Eikenbern:) I 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. Approved on Consent. Motion carried 5-0 5. Award of RFQ #0704 Architectural & Engineering Services for the Development of a New Police Headguarters. (Finance Director Horton) In compliance with State Statute Section 287.055 (CCNA Act) and policies and procedures of the City ofOcoee 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. Approved on Consent. Motion carried 5-0 Commissioner Anderson asked if the Commission was interested in listening to the presentation from the bidders, since this is a $6,000,000 project. Commissioner Keller said since HKS Architects, Inc. were so far ahead of all the others in the ratings by the selection committee, he has no problem going on their recommendations. Mayor Vandergrift asked Page 2 of 11 City Commission Regular October 2, 2007 Assistant City Manager Croteau to explain how the board came to this conclusion. Ms. Croteau said that they were asked to move forward quickly with this project. She added that since HKS was clearly ranked number one by everyone, the committee felt very strongly they would do the best job for the City. She added that, no matter who is awarded the bid, they will be bringing back concept drawings to the Commission for approval at a later date. Chief Reffett said HKS stood out from the others in many areas, but mainly in their inclusion of a security concept for the building. Approval of Ocoee Founders Day Festival Request for Road & Public Boat Ramp Closing~{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 Pennit 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 Avenue, Rewis Street, Mckey Street, Cumberland Avenue, 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. Approved on Consent, with condition of havina the Fireworks plan approved before the event. Motion carried 5-0 Commissioner Anderson said they usually get the Fireworks plan at the same time as the road closure approval and he would like to see that as well. He said he will approve it, but asked for that information to be brought back. Approval of Ocoee Founders Day 5K Road Race Request for Road Closings. (Building, Official Jones) I 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 Pennit 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 A venue, Stinnett Drive, E. Lakeshore Drive and Vandergrift Drive. Approved on Consent. Motion carried 5-0 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. Approved on Consent. Motion carried 5-0 Commissioner Anderson said he did not know about the high school kids handling our POWR Park. Utilities Director Smith advised the program worked out very well for us last year and this is a continuation of the program. Last year they went out monthly and pulled weeds, mulched, planted, and started a vegetable garden. They also assisted at all of the POWR events and seminars and manned the POWR booth at Founder's Day. It was a very successful program last year, and that is why we are hoping to extend it to this year. Page 3 of 11 City Commission Regular October 2, 2007 ~9. Anproval of MVP Grant Extension. (Communi!! Relations Manager Wright) I 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. Approved on Consent. Motion carried 5-0 CQn~~'lt Ag~nda Vote Commissioner Anderson, seconded by Commissioner Hood, moved to approve Consent Aaenda Items #1 throuah #9, with the condition of receivina the Fireworks Information as discussed under Item #5. Motion carried 5-0. I F. PUBLIC HEARINGS - None I I G. REGULAR AGENDA I 110. Award of RFP #07-004 Auditing Services. (Finance Director Horton) 1 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) McDinnit Davis & Company - $29,000. Purchasing Agent Tolbert introduced the item and the companies that responded were very close in points and the selection committee felt the Commission choose the auditing firm. Commissioner Anderson said that with our current budget crunch, he feels that we should go for the company who bid less because they are just as capable as the top ranked and we are familiar with their services. Commissioner Anderson, seconded by Commissioner Hood, moved to award the bid to McDirmit Davis & Company in the amount of $29,000 annually. Discussion followed. Commissioner Johnson said that all of the training he has received on this issue urges cities to change their auditors every few years and McDirmit has been here for many years. He said he feels the other firms are well qualified to do the job and we should not just be looking at costs when it is important to change auditing companies. City Manager Frank said the City needs to Page 4 of 11 City Commission Regular October 2, 2007 make sure audit controls are in place as well as budgetary concerns. He added that this is a one- year contract with automatic renewals for the next two year so they could make a change after the first year if they are not happy. Commissioner Keller said McDirmit's price is so much cheaper, it worried him somewhat. Commissioner Hood said that is because they have been doing the job and don't need to spend the additional time learning our processes. Finance Director Horton said any of the three companies are capable of handling the audit. She suggested that if we do select a new company they award a three year contract because the bids were submitted based on the learning the system over a three year period. She said that new auditing companies would have to set up their software programs to work with our processes and procedures. Mayor Vandergrift asked if the checks and balances are in place because he is not seeing the letter showing all of the areas that need improvement they way he used to. City Manager Frank said it is because the Finance Department is doing an excellent job, and they receive very few negative comments anymore as occurred in past years. Ron Conrad of Cherry, Bekaert & Holland advised why he felt his company was best suited to do the audit for the City, especially with the implementation of all of the new risk-based auditing standards that all auditors must do starting next year. Commissioner Anderson asked why the individual totals of the committee members were not included in the packet. Purchasing Agent Tolbert saiq the ranking is based on the committee as a whole, the individual score sheets are available for viewing in her office. After the discussion, the Motion carried 3-2, with Commissioner Keller and Commissioner Johnson opposed. tl1. Confirmation of Board AP..I!ointments. (Ci!y' Clerk Eikenbern:) ~ -= a. Charter Review Board City Clerk Eikenberry submitted a form showing the following appointments have occurred so far and asked for appointments from the positions that had not yet been filled. Commissioner Hood- appointed Danny Howell Commissioner Anderson-appointed Jean Grafton Mayor Vandergrift-appointed Rob McKey Commissioner Johnson-appointed RoseMarie Morganto Commissioner Keller- no appointment at this time b. Police Infraction Hearing Board City Clerk Eikenberry submitted a form showing the following appointments have occurred so far and asked for appointments for the positions that had not yet been filled. Commissioner Hood- Matt Garland (appointment added tonight) Commissioner Anderson-appointed James Stein Mayor Vandergrift-appointed Curt Thomas Commissioner Johnson- no appointment at this time Commissioner Keller- Joe Chinelli Mayor and Commission - appointed Robert Minarcin and Louis Torres Page 5 of 11 City Commission Regular October 2, 2007 Chief Reffett advised they are trying to contact board members to have an informational meeting and then the board would begin shortly thereafter. Commissioner Keller and Commissioner Johnson advised they would get their remaining appointments in as soon as possible. Commissioner Keller. seconded by Commissioner Anderson moved to approve the appointments for the Charter Review Board that have been submitted as follows Danny Howell. Jean Grafton. Rob McKey. and RoseMarie MorQanto. Motion carried 4-0 with Commissioner Johnson away from the dais. 12. Discussion Regarding Electronic Message Board Signs. (Community Development Director Wa~er) 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. Community Development Director Wagner made a PowerPoint presentation and explained why he felt the existing sign ordinances are working well for the city and no changes should be made to allow for electronic message board signs. He advised these sign regulations cannot be limited to individual users such as the middle school; there are many supreme court cases state these types of signs are a form of free speech and once you have allowed it you would not be able to prohibit it to other parties. He added of the twelve local communities, ten of them prohibit this type of flashing digital sign. He added that we have banned billboards in Ocoee for the same reason that we need to ban electronic billboards. He showed photos and video of electronic signs that he feels are an eyesore to the community. Frances Watts - 83 Shell Key Court, spoke against the City allowing electronic signs; she said it does not go with the small town community feel that we are so proud of. She said our sign ordinance is working very well, it doesn't even allow campaign candidates to leave their signs out after the election is over. The cities with signs all over do not look good. Commissioner Keller said he has received numerous calls and emails, and no one is in favor of putting up these types of signs. He said there is no way to guarantee that a sign won't go up at the school, because the School Board my override our decision, but we can keep them out of the rest of the City. He is not in favor of changing the current sign ordinance. Commissioner Anderson said he can see how allowing the sign at the school would be opening up a can of worms. He said that residents in the immediate area are very much against having that sign at the middle school. Commissioner Hood - noted that he is not particularly in favor of them, but at a meeting at the middle school last week the parents overwhelmingly voted in favor of having an informational board placed outside the school. He does not like the idea of advertisement signs, but said he may be in favor of making an exception for these types of informational signs only at schools and governmental buildings. Commissioner Keller- said he agrees with Commissioner Hood, however he is concerned about us supporting the sign at the school which would open up the possibility to other businesses in Page 6 of 11 City Commission Regular October 2, 2007 the community. By saying no, we keep our ordinance intact and we don't have to defend why we allowed it at the school. Commissioner Johnson- said he thinks placing the sign on the side roads would also interfere with residents. He said he likes the small town look and we would lose that if these signs starting going up all over the city. He said he didn't think the parents at the school would have voted for the sign at the school if they understood the larger picture that those signs would be all over the City. He said he is not in favor of having these signs in Ocoee. Commissioner Anderson - said he is not in favor of the signs throughout the City, but believes the school should be able to have one. He said he thinks it would be best for the City to turn it down and let the School Board override that decision. That way the school can still have their sign and we won't have to worry about allowing other businesses to have such signs since we have not granted anyone else the permission to have them. Mayor Vandergrift - said that he is in favor of having these types of signs for the purpose of informational messages only. He feels we should look into putting restrictions on using these signs in ways that would be beneficial to the community. He thinks it would be very helpful getting information out to parents, especially in situations such as the lockdown incident at Ocoee Middle School during the lightening storm. He would like the Commission to consider revising the code. Mayor Vandergrift said that it is apparent that the majority of the Commissioners are not in favor of changing the ordinance so there is no need to pursue it further. \E.mggency. Item - Crown Point Land Sale to Cent~ Homes City Attorney Rosenthal noted that the Feasibility expired on September 28, 2007, and we have an amendment before you tonight and that is why this is an emergency. Mayor Vandergrift declared this an emergency item. City Manager Rosenthal said that Assistant City Manager Croteau, Community Development Director Wagner met with Centex last week. There was a third deposit under our contract for $1,040,000 due by September 28, 2007 from Centex, which has not been paid. They have currently paid a deposit of $210,000 that is at risk and non-refundable. Centex has advised they do not have the payment of $1,040,000 or any money to put up for additional deposit and if we insisted on receiving the money they would have to walk away from the project. The company is going through an evolution as they reevaluation the current status of the local and national real estate market conditions. They have had staff reductions and turnover internally. They advised they need to work with us at redesigning the concept plan and some of the models, etc. and they are still committed to the project. They would like the City to work with them to come up with a plan that would be mutually acceptable to both parties. They would like to extend the Feasibility Period until January 18, 2007. Mr. Rosenthal said staff felt that they could successfully work with Centex over the next few months to bring back a plan if the extension was granted until January 18, 2007. He said there didn't seem to be a down side to extending the Feasibility Period for three months, since the property would just be status quo during that time. If those negotiations were not successful, the City could just let the extended date expire on January 18, 2007. He added that he did advise them we are not flexible with the price, because it occurred through a competitive bid process, but we may have some flexibility in coming up with a plan that would work. Staff recommends extending the Feasibility Period, with the understanding they will be bringing back a contract amendment in January or their will be a mutual agreement that Centex is going to walk away from the deal. Page 7 of 11 City Commission Regular October 2, 2007 Commissioner Anderson asked if we can communicate with the number two and three bidders. City Attorney Rosenthal said he can tell you from personal knowledge that neither of those companies are acquiring properties at all right now. He thinks that if Centex pulls out, they should take the property off of the market for now. Commissioner Anderson said we are incurring interest on this property and, at the very least, they should be willing to pay that interest. City Attorney Rosenthal said that Assistant City Manager Croteau did a good job at trying to get additional money from them stating those same positions. They are trying to deal with the corporate office to get some money for it, the local people seem to think if they ask for additional money right now the corporate office will recommend that they walk away from the project. Community Development Director Wagner said that he believes we can work out something with Centex over the next three months; we don't have much to lose in trying to do so. If they can modify the project to save costs without completely changing the original project, we should try to work with them. Commissioner Hood asked if their deposit has covered the interest paid thus far. City Manager Frank said they have paid $210,000 and the interest is approximately $230,000, so we are $20,000 short. Commissioner Hood asked what the penalty would be to them if they pulled out. City Manager Frank said they would lose the $210,000. City Attorney Rosenthal added they also have about $150,000 into the project on their side. Commissioner Hood asked if we have granted them extensions. City Attorney Rosenthal said the contract that we previously approved had a time frame that was longer than contemplate by the RFP. In February, when the contract was done, we hoped the real estate market would be better by September, but it has gotten worse instead of better. Commissioner Keller asked if there was a strong chance that in January they are going to come up with more money, or should we just cut our loses now and take the property off the market. Community Development Director Wagner said they are looking at reducing the nwnber of models down, but they are keeping the models we liked the most. They are also changing some of the designs and look at lot layout, streets and utilities to make sure it is designed in the most efficient way possible. He also said he thinks they will phase the project so they don't have to put out a lot of capital at one time. He said Centex's local long-time president and land manager recently left and the new people are trying to get their feet under them. City Manager Frank said the Commission has the right to turn down the newly revised project and tell them they only want the original project. Commissioner Hood said he thinks we should tell them we want the other $20,000 and if they can't give it to us we should just go back out to bid. Commissioner Johnson said that we are not going to find anyone to place a decent bid on this property right now. He said the thinks we should give them the 3 12 months to come back with their new plans because if we don't extent the contract will still have to pay the interest. Commissioner Hood said that the additional $20,000 should be nothing to them on a $12,000,000 project if we extend this contract for them in good faith. Commissioner Keller said he would like to see them give us the $20,000 as well, but feels we won't lose anything if we try to work with them over the next three months. Mayor Vandergrift said we made a mistake not getting a bigger deposit on a $12,000,000 sale. He also said we need to move ahead by saying by the next Commission Meeting you need to put up some money or cut bait. He thinks we can propose an RFP for the whole 265 acres and we can have people start looking at it for an overall community thing such as a mall, or housing, etc. Page 8 of 11 City Commission Regular October 2, 2007 Commissioner Anderson asked if we can communicate with the number two and three bidders. City Attorney Rosenthal said he can tell you from personal knowledge that neither of those companies are acquiring properties at all right now. He thinks that if Centex pulls out, they should take the property off of the market for now. Commissioner Anderson said we are incurring interest on this property and, at the very least, they should be willing to pay that interest. City Attorney Rosenthal said that Assistant City Manager Croteau did a good job at trying to get additional money from them stating those same positions. They are trying to deal with the corporate office to get some money for it, the local people seem to think if they ask for additional money right now the corporate office will recommend that they walk away from the project. Community Development Director Wagner said that he believes we can work out something with Centex over the next three months; we don't have much to lose in trying to do so. If they can modify the project to save costs without completely changing the original project, we should try to work with them. Commissioner Hood asked if their deposit has covered the interest paid thus far. City Manager Frank said they have paid $210,000 and the interest is approximately $230,000, so we are $20,000 short. Commissioner Hood asked what the penalty would be to them if they pulled out. City Manager Frank said they would lose the $210,000. City Attorney Rosenthal added they also have about $150,000 into the project on their side. Commissioner Hood asked if we have granted them extensions. City Attorney Rosenthal said the contract that we previously approved had a time frame that was longer than contemplate by the RFP. In February, when the contract was done, we hoped the real estate market would be better by September, but it has gotten worse instead of better. Commissioner Keller asked if there was a strong chance that in January they are going to come up with more money, or should we just cut our loses now and take the property off the market. Community Development Director Wagner said they are looking at reducing the number of models down, but they are keeping the models we liked the most. They are also changing some of the designs and look at lot layout, streets and utilities to make sure it is designed in the most efficient way possible. He also said he thinks they will phase the project so they don't have to put out a lot of capital at one time. He said Centex's local long-time president and land manager recently left and the new people are trying to get their feet under them. City Manager Frank said the Commission has the right to turn down the newly revised project and tell them they only want the original project. Commissioner Hood said he thinks we should tell them we want the other $20,000 and if they can't give it to us we should just go back out to bid. Commissioner Johnson said that we are not going to find anyone to place a decent bid on this property right now. He said the thinks we should give them the 3 ~ months to come back with their new plans because if we don't extent the contract will still have to pay the interest. Commissioner Hood said that the additional $20,000 should be nothing to them on a $12,000,000 project if we extend this contract for them in good faith. Commissioner Keller said he would like to see them give us the $20,000 as well, but feels we won't lose anything if we try to work with them over the next three months. Mayor Vandergrift said we made a mistake not getting a bigger deposit on a $12,000,000 sale. He also said we need to move ahead by saying by the next Commission Meeting you need to put up some money or cut bait. He thinks we can propose an RFP for the whole 265 acres and we can have people start looking at it for an overall community thing such as a mall, or housing, etc. Page 8 of 11 City Commission Regular October 2, 2007 Commissioner Anderson said he would like to hear from the Centex person. They are trying to extend the deadline until their house is in order, but then they will probably decline the bid. He asked if they are able to bid again if we went back out to RFP. City Attorney Rosenthal said they could bid; there is nothing that would preclude them from bidding a second time. Commissioner Anderson said it may not be hurting anything for us to wait, but it does keep us from moving forward. I think it is time to move forward unless Centex can say something that would convince me otherwise. Commissioner Hood said he would be in favor of giving the extension to January 18th, provided Centex comes up with the $20,000. Vernon Priest, Budget Manager of Centex, said what they are doing is reevaluating all ongoing projects. Those projects that they did not have a contract with were terminated, but they do not want to terminate this project. They are trying to bring new products in and consolidate the products because if we buy $10,000 nationwide we can save a lot of money. Commissioner Anderson said that we are asking Centex to covers the city's obligation on this property and he does not think it is unreasonable to ask for the $20,000. Mayor Vandergrift asked Mr. Priest to convey this to his corporate office and come back to the next commission meeting on October 16, 2007. Commissioner Keller asked if we need to extend the contract to the next Commission Meeting. City Attorney Rosenthal said the contract is still in place because neither party has exercised the option to terminate the contract upon expiration. He further asked to clarify what the Commission is asking Centex to come back with at the next meeting; they may not be prepared to show their plans at that time because we were going to give them the 3 1/2 month extension to get that done. Commissioner Keller said he is just interested in knowing if they are willing to put up the $20,000 at this time in order to receive the extension on the contract. Mr. Priest said that he will speak to the corporate offices and report at the next meeting. Consensus was to put an item on the next aaenda to have Vernon Priest talk to Centex corporate offices with reaard to coverina the $20,000 interest in order to extend the Feasibility Study date to January 18, 2007, while both parties attempt to reevaluate the contract and/or modify the proiect. I H. STAFF REPORTS None I I. COMMENTS FROM COMMISSIONERS Commissioner Hood (1) inquired about the status of the parking lot at Russell Drive. Public Works Director Krug stated the parking lot would be done next week; there were some issues with the contractor that delayed it a week. 2) asked about the street signs at Mona and Lady that have been tampered with. Mr. Krug said he would look into the problem with the street signs. Mayor Vandergrift asked if the signs could include the numbers of the blocks on the street signs as they create new ones. Public Works Director Krug said they had talked about that and would put that information on each new sign as they replace them; Public Works Director Krug said they could handle that; (4) asked if the area behind Spring Lake is still being cleaned Page 9 of 11 City Commission Regular October 2, 2007 every week. City Manager Frank said it was and he would talk to him tomorrow after the staff meeting regarding the easements in that area; Mayor Vandergrift said that Angie or Sheila said they would assist to keep the Pig Trail clean to help keep the kids off the streets. City Attorney Rosenthal said we have an agreement on the Pig Path that describes who is responsible for the maintenance; it was written in conjunction with the easements. Commissioner Hood asked if we could locate that agreement and bring it back to the Commission (5) inquired if Central Park is scheduled to replace bleachers at the fields. Parks & Recreation Director Hayes said they were looking at November for the completion of the bleachers and poured concrete in some of the areas that don't have it. Commissioner Hood reminded him to coordinate with Pop Warner League's schedule when they are doing that work; (6) announced that Ocoee Girls Softball team is currently undefeated and they beat the undefeated Edgewater! Commissioner Anderson asked about the architect for the Police Department and when they would be seeing design concepts. Assistant City Manager Croteau said they need to negotiate the contract and bring that back to the Commission, and then bring back conceptual designs in the next 4-6 weeks. Commissioner Johnson 1) asked if they started a bond issue yet for the police station. City Manager Frank said they are not aware of how much they need to bond at this point or how much will be covered by impact fees. Commissioner Johnson said we need to figure out where the money is going to come from for the $700,000 in architecture fees, and approximately 11 million dollars for the project. (2) said he feels that we should go back to having Mayor or Commissioners on the RFQ selection committees. Commissioner Johnson. seconded bv Commissioner Anderson. moved to place a Commissioner on each RFP selection committees. Motion carried 5-0. Commissioner Johnson (cont.) (3) mentioned the pothole problems with all the rain and that we need to check the bad areas, especially the trailer parks. Public Works Director Krug said they were looking to address those as quickly as possible as the rain subsides and the paving program in Pioneer Key should be moving forward very soon. Discussion ensued regarding correcting the potholes in a more long term basis. (4) the "Welcome to Ocoee" sign near Positano's was run over and never replaced and the other one near Windermere needs to be mowed. (5) said Commissioner Anderson had some literature on portable bleachers that he thinks the Commission should look at. Commissioner Anderson said he gave the information to Parks and Recreation Director Hayes. Commissioner Keller (1) was told the first trailer in Pioneer Key I is off its foundation and someone is living in a van outside of it. (2) asked about any information received regarding the traffic calming in Sawmill. Public Works Director Krug said they are collecting the data on that since school has been back in and the traffic patterns have changed. (3) announced the OHS Drama performed a play "Leader of the Pack" and it did a great job. The band has a Prism concert (variety piece) scheduled at the school on October 11 th and invited all to attend. Mayor Vandergrift (1) announced he would be at the comer of Silver Star and Clarke helping children cross during "National Walk Your Child to School Day." He asked if the City could open a Traffic Calming program for Sawmill whereas they could advance themselves on the project where they could advance the money to the City to move it up one year and then be reimbursed when the project is completed. Public Works Director Krug said we do have a policy in place that is working well and it does not seem to be a money issue as much as a time issue. He said the new information he has seen on prefabricated product that has a three week Page 10 of 11 City Commission Regular October 2, 2007 turn around and he is looking into that to expedite the process. He will be bringing it back to the Commission. Commissioner Anderson asked if they reviewed the traffic calming process, maybe they could stream-line the process. Public Works Director Krug stated the City has a pretty stream-lined process currently and the carry over from last year was because some requests did not meet the requirements and/or did not have the required signatures. Mayor Vandergrift 1) requested staff assistance for the mail out for schools, approved earlier by Commission under Commission Announcements, and said anything staff can do to expedite getting the letters mailed would be helpful because the hearing in front of County Commission regarding Evans is on October 9th at 3:00 pm at BCC headquarters. 2) passed out some information regarding Charter Schools, induding a list of services offered to charter schools from OCPS for the 5% that they are paid, and the basis of the demographic procedures for OCPS high schools, and 3) said he will be at Silver Star and Clarke Road in the morning crossing the kids I ADJOURNMENT The meeting was adjourned at 9:13 p.m. Attest: APPROVED: City of Ocoee Beth Eikenberry, City Clerk S. Scott Vandergrift, Mayor Page 11 of 11