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HomeMy WebLinkAbout02-19-08 Agenda OCOEE CITY COMMISSION Ocoee Commission Chambers 150 North Lakeshore Drive Ocoee, Florida February 19, 2008 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 Presentation by HRDB (Human Relations/Diversity Board) to Award Trophies to Martin Luther King Parade Winners - Dorcas Dillard, Chairperson. Presentation by CACOPD (Citizens Advisory Council for the Ocoee Police Department) for Officer of the Quarter (4th Quarter of 2007) and Officer of the Year for 2007 - John Grogan, Chairperson. 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 February 5, 2008. (City Clerk Eikenberry) 2. Reappointment to the Community Grant Review Board. (City Clerk Eikenberry) The two-year terms of Jim Sills, John Grogan, and Laurie Nickels are expiring March 1, 2008. All have indicated that they are willing to serve another term, if reappointed. There is one vacant position on the board due to the resignation of Jeffrey Cox in June of2007. There are currently no applications on file for this board. 3. Appointment to the Parks and Recreation Advisory Board. (City Clerk Eikenberry) Members of the Parks and Recreation Advisory Board serve two-year terms. The Parks and Recreation Advisory board currently has seven (7) members and their ordinance allows no more than thirteen (13) members. One application was received from Dottie Godek with an interest in serving on the board. There are no additional applications on file. 4. Approval of Resolution and Memorandum of Agreement with FDOT for Contract No. AP161, State Job No. 244298-1-72-07 for Routine Maintenance of State Right-of-Ways. (Public Works Director Krug) The existing contract between the Florida Department of Transportation and City of Ocoee for routine maintenance of the State rights-of-way will expire on April 30. 2008. FDOT is requesting renewal of this contract at $34,500.00. This amount represents a 3% increase from the previous contract period. City Commission Regular February 19, 2008 5. Approval of Purchase of an Evidence, Property, and Supply Inventory and Tracking System from Forfeiture Account in an amount not to exceed $5,000. (police Chief Reffett) The Ocoee Police Department receives and processes thousands of pieces of property and evidence every year. It also issues and inventories thousands of uniform, vehicle, and equipment supplies to agency employees. Without proper technological assistance, inventorying and tracking all of these items is a cumbersome task requiring hundreds of staff hours and is prone to human error and potential loss. The Police Department currently has an older evidence tracking scanner with software that has no ability to inventory and track issued supplies and is in need of replacement. 6. Approval of Second Amendment to Developer Agreement with the Florida Auto Auction of Orlando. (City Engineer Wheeler) In November 2000 the City entered into a Development Agreement with Manheim Remarketing Limited Partnership d/b/a Auto Auction contributing to the City the sum of $1,200,000 towards the Maguire Road Phase V Project. At that time it was estimated as a $2,800,000 project and the project was to commence construction by November 17,2003, and later extended to November 17,2005. As of this date the City has not commenced construction of the Project and Auto Auction has agreed to extend the deadline to November 1,2009. Additionally, the Auto Auction agreed to convey to the City, at no cost, certain right-of-way along Marshall Farms Road and Story Road within 30 days of receipt of a written request from the City. The City has now requested the right-of-way conveyance and received an updated title report. There are certain title matters which affect the entire Auto Auction and as a result also affect the right-of-way being conveyed to the City (i.e., Notices of Commencement with respect to certain construction activities). The Auto Auction has requested that the City take title subject to these existing title matters. The City Attorney has reviewed the title and does not believe that these matters will adversely impact the ability of the City to utilize the land for the road project. However, the actual list of title matters is still being fmalized with the title company as of this date. 7. Approval for Maguire Road Turn Lane Addition Professional Services. (City Engineer Wheeler) The intersection of Maguire and Old Winter Garden Roads has experienced a significant amount of traffic since the widening improvements to both roads has been completed. The increase in traffic movement through the intersection has caused a backup of vehicles wanting to turn right from Maguire Road onto Old Winter Garden Road and affected the straight through northbound flow of traffic. At the time of the plarming for both new road projects, the right turn movement did not justify the inclusion of the turn lane into either project. However, since the construction of the Old Winter Garden Road improvements, Old Winter Garden Road has become the primary alternative route for traffic not wanting to get on SR 50, especially for the morning going-to-work traffic. All the new commercial projects south of the Florida's Turnpike have identified this intersection for congestion. Staff has agreed with the traffic studies and visual observations which justify the need for the turn lane. Staff has also taken to position to get the first commercial development south of the Turnpike to fund the turn lane. Lake Butler Professional Campus has agreed to fund the turn lane as their development's transportation mitigation. Staff is proposing to have the design performed by one of the City's continuing consulting engineering finns and have it ready for construction to coincide with the development of the Lake Butler Professional Campus project. The City employed PEC, Inc. to design the new turn lane because they performed the design on the Maguire and Old Winter Garden Road projects. PEC, Inc. proposes to perform the design for $31,540.00 and have the work completed within 90 days. This project is funded from the CRA and is listed in the CIP program. 8. Approval of Utilities Department Consulting Agreement with SMW GeoSciences, Inc. (Utilities Director Smith) The Utilities Department utilizes the consulting services of SMW GeoSciences, Inc., for assortedprojects throughout the year, such as receiving assistance for renewing the Consumptive Use Permit, researching Alternative Water Supplies and developing the Water Conservation Program. The original agreement was executed on January 17, 2006, and was authorized for two years. Staff recommends extending the terms of the Agreement and including a revision for Fees for Services through January 17,2009. Page 2 of 4 City Commission Regular February 19,2008 9. Approval of Change Orders to Tony's Construction Co. for Central Park Improvements. (Parks and Recreation Director Hayes) The improvements at Central Park are currently under construction and are scheduled to be completed by February 23, 2008, for the start of the Ocoee Little League season. a. Approval of Change Order No.1 & No.3 to Tony's Construction Co. for Central Park Improvements in the amount of $18,000. As a result of changes needing to be made during the course of construction to the bleacher area and walkways around the ballfield, a retaining wall will need to be constructed in the dugout and bullpen areas. The change order is necessary to facilitate changes in elevations in order to prevent erosion and damage to the fields and the newly constructed facilities. The current contractor, Tony's Construction Co., Inc., has provided a proposal to install the concrete wall for the dugouts and bullpen areas at a cost of $18,000. The City Engineering Department and the Parks and Recreation Department have reviewed the proposal, and the Parks and Recreation staff has discussed the change with the City Manager's Office. The Parks and Recreation Department is also awaiting confirmation of the cost, if any, for change order no. 2. Staff recommends that the City Commission approve the change order requests for the construction of a concrete retaining wall at a cost of $18,000 by Tony's Construction Co., Inc. b. Approval of Change Order No.4 to Tony's Construction Co. for Central Park Improvements in the amount of $30,450. As a result of modifications needing to be made in order to address drainage issues during the course of construction along the walkways around the Rookie baseball field and football field, a concrete driveway and a small retaining wall will need to be constructed, and the existing 4 foot sidewalk will need to be replaced with a raised 6 foot sidewalk to address the drainage issues between the football field and baseball field. The current contractor, Tony's Construction Co., Inc., has provided a proposal to install the concrete drive, retaining wall, and sidewalk at a cost of $30,450. The City Engineering Department and the Parks and Recreation Department have reviewed the proposal, and the Parks and Recreation staff has discussed the change with the City Manager Office. The Parks and Recreation Department recommends that the City Commission approve Change Order No.4 in the amount of$30,450 by Tony's Construction Co., Inc. 10. Approval of Professional Architectural and Engineering Services for the Interior Renovation of the New Police Headquarters to HKS Architects, Inc. in an amount not to exceed $64,000 and reimbursables not to exceed $4,000. (Assistant City Manager Croteau). On October 2, 2007, the City Commission awarded the professional architectural and engineering services for the development of the new Police Headquarters to HKS Architects, Inc. On December 13, 2007, the City Commission voted to purchase and renovate the existing State Farm Building located at 646 Ocoee Commerce Parkway, Ocoee, Florida. HKS has completed a walk-thru of the building and has proposed the following design services. HKS Architects proposes to retrofit the existing office building of approximately 16,000 SF into the new Police Headquarters. HKS shall also provide space plarming and interior design services for the areas vacated by the Police Department as an additional service, once the scope for these areas is defmed. Staff recommends that the City Commission approve the Contract for Professional Architectural and Engineering Services for the Interior Renovation of the New Police Headquarters to HKS Architects, Inc. in the amount of $68,000.00; and authorize the additional space plarming and interior design services for the areas vacated by the Police Department I F. PUBLIC HEARINGS - None Page 3 of 4 City Commission Regular February 19, 2008 I G. REGULAR AGENDA 11. Approval of Most Valuable Partnership Neighborhood Matching Grants. (Community Relations Manager Wright) Eight applications were received for this year's cycle. The total amount of grant monies requested is $18,700. There is $20,000 funded for this year's MVP grant program. One organization-- Windsor Landing Homeowners Association-- was approved subject to the completion of their current MVP project. Windsor Landing HOA is currently working on their current MVP grant project awarded last February. On October 2,2007, the City Commission granted Windsor Landing a 6-month extension to complete their project because Pulte Home's construction activities prevented Windsor Landing from meeting the project deadline. 12. Approval of Quarterly Community Grants. (Community Relations Manager Wright) The Community Grant Review Board met on January 23, 2008, to discuss the 10 applications received during the first cycle of the Quarterly Community Grant Program (formerly the Community Merit Awards Program). The Community Grant Review Board expressed that they would like to award various amounts to the 10 organizations. After the Review Board met, it was determined by staff, that one of the organizations- Ocoee High School Air Force Junior Reserve Officers Training Corps - is ineligible to receive a grant. The City Commission awarded $25,000 to Ocoee High School, and all high school organizations must go through the school Principal to receive monies. This automatically excludes the OHS Reserve Officers group. There is $7,500 allotted for this first quarter of the Community Grant Program. The maximum grant award is $500. The total amounts requested from the 9 organizations this grant cycle is $4,500. The deadline for community groups to submit applications for the second quarter of the grant program is April 4th. 13. Discussion and Direction Regarding the Non Attendance of Members of the Parks and Recreation Advisory Board. (City Clerk Eikenberry) The Parks and Recreation Advisory board had a quorum only one time in the last eight months. Section 15-4(E) of the Code of Ordinances states that "failure to attend more than two regularly scheduled consecutive meetings without an authorized absence shall be grounds for automatic removal from the board." Staff recommends the positions of Joseph Hembree, Robert McKey, and Phyllis Neal-Wilson be considered for removal from the board for missing six or more of the last twelve meetings of the Parks and Recreation Advisory Board. 14. Elks Annual Charity Ball Sponsorship. (Commissioner Johnson) B.P.O.E. Winter Garden Lodge No. 2165 is holding their Annual Charity Ball on March 29, 2008, and is seeking sponsorship from the City. 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 4 of 4