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Home My WebLink About12-04-07 Agenda OCOEE CITY COMMISSION Ocoee Commission Chambers 150 North Lakeshore Drive Ocoee, Florida December 4, 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 I Co 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 November 20, 2007. (City Clerk Eikenberry) 2. Approval to Award Bid #B08-03 Automotive Parts Term Contract to Glenn Joiner & Son, Inc. in the Amount of Approximately $150,000.00 Annually. (Purchasing Agent Tolbert) The City of Ocoee requested sealed bids from automotive parts suppliers of OEM or factory equivalent parts for City fleet vehicles. The term contract will be for three (3) years with two (2) one (1) year automatic renewal options. Staff recommends awarding the bid to Glenn Joiner & Son Inc. as the most responsive and responsible bidder and to use General Parts Inc. - Carquest as an alternate for parts that may be unavailable. Both bidders are located in Winter Garden, Florida. The total not-to-exceed amount requested for approval is approximately $150,000.00 annually, and is adequately funded in the Various Vehicle Parts and Repairs Accounts #4605. 3. Approval to Award Bid #B08-04 Central Park Phase II Improvements to Southern Building Services, Inc. in the Amount of $269,600.00. (purchasing Agent Tolbert) The City of Ocoee, Florida, in conformance with the policies and procedures of the City of Ocoee (City) solicited bids from qualified contractors to construct improvements at Central Park. These improvements are intended to reconstruct spectator and dugout facilities at Minor Field and spectator areas on the south end of the football field. A separate contract, which is expected to begin construction on November 19, has already been issued for similar improvements at the baseball field concession stand and Major Field, and to install a fence along the southern Park boundary. The second project covered by this Invitation to Bid (ITB) will continue the earlier work. The overall intent ofthe project activities at Minor Field is to demolish the existing multi-level concrete walkways and platforms, retaining walls, stairways, and backstop so that spectator areas may be reconstructed at a single level approximately one foot above the field's playing surface in anticipation of installation of new bleachers, backstop, and dugouts by others. At the south end of the football field, the work consists of replacing a field-access stairway and providing an enlarged customer platform at the concession stand. This ITB also includes removing the Major Field dugouts; raising the Major City Commission Regular December 4, 2007 Field and Minor Field dugout floors by 4 inches; and making other preparations for the full build-out of the facility. The amount budgeted for this project is $300,000.00 from the Parks and Recreation Capital Expenditure account 001-572-10-6204. 4. Reject All Proposals for RFP #07-002 Integrated Records Management Information System for Public Administration and Public Safety. (Purchasing Agent Tolbert) Vendors were invited to provide a written response for a comprehensive, fully integrated, Public Sector Information System serving, Finance, HR, Utility Management, Public Works, Recreation, Police, Fire (Emergency Operations Center), Engineering, City Clerk and Community Development. The RFP states the overall scope of products and services desired, specific software functionality, technology foundation as well as desired vendor qualifications. After presentations from the top-ranked firm, New World Systems, and review of the City's current fmancial obligations, Staff recommends rejecting all proposals and researching a more economically feasible solution. The complete system with maintenance was estimated to cost the City $368,000 annually if leased for five years or a total of approximately $1.84 million dollars. The public safety portion was estimated to be $686,200.00. The City will research different systems at other government agencies and make a decision whether to re- bid or piggyback another government contract for the public safety portion. 5. Approval of Amendment to Resolution 2007-005 Regarding Fees for the Use of Parks and Recreation Facilities, Recreation Programs, and Swimming Pool. (parks and Recreation Director Hayes) The City Commission at its meeting on November 6,2007 reviewed the recommendations of the Park and Recreation Advisory Board regarding fees for the use of parks, recreation facilities, recreation programs, and swimming pool. The Commission further instructed staff to include the following recommendations in the fee schedule: an exemption from the fee for Homeowner Associations for the use of a meeting room, a one time annual non-resident fee for adult recreation leagues, and a one time annual non-resident fee for youth sport leagues. 6. Approval of Cattle Grazing Agreement with Glen Rodgers. (Assistant City Manager Croteau) The City was approached by Glen Rodgers regarding the possibility of leasing a portion of the Rogers Property on Ocoee-Apopka Road for cattle grazing. Glen Rodgers and his family have approximately 12 acres of property that abuts the City's parcel and lies between the City's parcel and Ocoee-Apopka Road. The City property is slated to be a public park. 7. Cancellation of January 1, 2008, City Commission Meeting due to City Hall being closed on New Year's Day. (City Clerk Eikenberry) I F. PUBLIC HEARINGS 8. Freeman Commerce Park- Preliminary Site Plan. (Advertised in the Orlando Sentinel Orange Extra on Thursday, November 22,2007). (principal Planner Fabre) The subject site is approximately 11.2 acres in size and is located on the west side of Ocoee-Apopka Road approximately 1,300 feet north of Palm Drive. The site itself is currently undeveloped and sparsely covered with a mixture of pine trees, oak trees and other varieties of trees scattered around the property. It should also be mentioned, that some scattered pieces of equipment, vehicles and containers are currently on site. Accordingly, all these items will be removed from the property when it is developed. Additionally, there was a single-family residence on the property that was demolished some time ago. 9. Fire Assessment Fee. (Assistant City Manager Croteau) a. Resolution of Intent to Use the Uniform Method of Collecting Non Advalorem Assessments. (Advertised in the Orlando Sentinel Classified Legal on Friday, November 9th, 16th, 23rd, and 30th 2007). b. First Reading of Ordinance Imposing the Fire Assessment Fee - Not a Public Hearing. (Second Reading and Public Hearing will be held on December 18, 2007, at 7: 15 p.m. or as soon thereafter as may be heard). Page 2 of3 City Commission Regular December 4,2007 SECOND READING OF ORDINANCE 10. Approval of Amendment to Ordinance 96-20 allowing an Early Retirement Incentive Window Under the City of Ocoee Municipal Police Officers' & Firefighters' Retirement Trust Fund for Employees with at Least 15 Years of Credited Service and a Combined Age Plus Years of Credited Service Equals at Least 65 Years. (Advertised in the Orlando Sentinel Legal Classified on Sunday, November 25, 2007). (Human Resources Director Carnicella) The Police & Fire Pension Board has approved an Early Retirement Incentive Window for employees with at least 15 years of service and whose age plus years of service is at least 65. This would provide employees an opportunity to retire now without an age penalty (below age 55). I G. REGULAR AGENDA 11. Update on Water Conservation Report. (Utilities Director Smith) At the November 6,2007, City Commission Meeting, the Commission and Mayor requested that staff provide a short report on the City of Ocoee's water conservation program, POWR (Protect Ocoee's Water Resource). Utilities Department Staff will present a general overview of the program and provide updates on the programs water conservation incentives. Following the presentation staff will be seeking direction from the Commission about future incentive levels and initiatives that the Commission may desire to explore. 12. Maguire Road Phase V - Armstrong Development Group, LLC Land Acquisition. (City Attorney Solik) For purposes of the Maguire Road Phase V Project, the City needs to acquire a 4.3 acre tract of land from Armstrong Development Group, LLC. 13. Discussion on Charter Schools. (Mayor Vandergrift) 14. Discussion regarding 401-A Deferred Compensation Plan for the Employees. 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 VERBA TIM 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