HomeMy WebLinkAboutPZ 04-14-1992 MINUTES OF THE PLANNING AND ZONING COMMISSION MEETING
HELD ON TUESDAY, APRIL 14, 1992
CALL TO ORDER: 7:30 P.M.
PRESENT: Vice Chairman Shiver, Vice - Chairman Switzer,
Member Rhodus, and Alternate Bateman, and
Miller; Director of Planning Behrens, City
Manager Shapiro, Administrative Services
Director Beamer, Finance Supervisor Batts, and
P &Z Clerk King
ABSENT: Members Bond, Sims, Swickerath, and Weeks
Chairman Shiver welcomed Tanya Miller, Second Alternate to the
Planning and Zoning Commission.
CONSENT AGENDA
Planning and Zoning Commission Meeting Minutes of February 11, 1992
Planning and Zoning Commission Chairman Shiver called for a motion
to approve the Planning and Zoning Commission Meeting Minutes of
February 11, 1992. Vice Chairman Switzer moved to approve the
minutes, if no corrections or deletions. Member Rhodus seconded,
and the motion carried unanimously.
Correction to the Minutes:
Page 3, Paragraph 3, Line 6: Alternate Bateman requested the
motion be revised to change, "of the code and the Charter."
Planning and Zoning Commission Meeting Minutes of March 10, 1992
Corrections to the Minutes:
Page 4, Paragraph 3, Line 8, Alternate Bateman requested a change,
"his position of 1987- 1988,"
Page 10, Paragraph 4, Line 3, Alternate Bateman requested a change,
"concerns of the Gotha residents"
litre
P &Z Meeting Minutes of April 14, 1992
Page 2
Page 14, Paragraph 1, Alternate Bateman questioned whether the
motion, to recommend Darlene Rhodus to fill Gary Carroll's position
as Member, was acted on? Chairman Shiver requested the P &Z Clerk
to check the tapes of the March meeting. Alternate Bateman asked
to correct this part of the minutes by making a motion now.
Alternate Bateman moved to amend the minutes of March 10, 1992
to show a motion to approve Chairman Shiver's recommendation to the
Board of City Commissioners that Darlene Rhodus fill Gary Carroll's
position as Member. And, recommend the City contact Roger
Scroggins (Amber Electric) to see if he would be interested in
serving on the Planning and Zoning Board as an Alternate. The
motion was seconded by Vice - Chairman Switzer and the motion was
carried unanimously.
For the record: P &Z Clerk King reviewed the tapes of the March 10,
1992 P &Z Meeting and heard no vote to the recommendation made by
Chairman Shiver regarding filling Gary Carroll's position.
NEW BUSINESS
CASE NO. 1- 3A- 92:WINTER GARDEN SPRAYFIELD (ANNEXATION)
Planning Director Behrens read the staff report of April 8, 1992
into the record. The issue is "Should the Winter Garden Sprayfield
be annexed into the City of Ocoee ?" The 155 + /- acres subject
parcel is located on the east side of Apopka -Ocoee Road 3/4 of a
mile north of Fullers Cross Road. It is adjacent to the City of
Ocoee's sprayfields.
The City of Winter Garden uses this property for effluent holding
ponds. The City of Winter Garden has owned the subject parcel
since 1971. It is zoned Orange County "A -1" with a 14 condition
Special Exception for a sprayfield. The City of Winter Garden is
not requesting a change of zoning.
Director of Planning Behrens stated that the 14 conditions listed
in the Orange County Commission Minutes of December 21, 1971,
Exhibit "B" which was taken from the Annexation Application was
inadvertently left off the Staff Report. City Manager Shapiro
stated that the 14 conditions are stipulations from the County on
how the sprayfield must operate, and would not be a hook for the
City. The City Attorney has reviewed the 14 Conditions for
legality.
P &Z Meeting Minutes of April 14, 1992
Page 3
The requester of the annexation was the City of Ocoee. The City
has an Annexation Application pending from a year ago from the West
Property. There would have been an enclave created if the City
would have annexed the West property a year ago. When the City
looked at the overall map staff saw that there would be a piece of
Winter Garden holding pond. The City went to Winter Garden staff
and their City Commissioners requesting the property, and the
Commission had no objection.
The pluses to annex this property is that the City would not have
any enclave areas outside of the City Limits where services would
have to be rendered.
The Planning and Zoning Commissioners were uncomfortable discussing
the annexation petition without reviewing the 14 Conditions.
Director of Planning stated that he would go to his office and get
a copy for review, if the Board wanted to call a recess. Alternate
Bateman stated that he did not have a problem with what had
happened in the past 21 years, but was concerned about the next 21
years and requested a Developer's Agreement that makes certain
provisions to protect the City of Ocoee, if and when, the City of
Winter Garden decides no longer to use this site as a sprayfield.
City Manager Shapiro stated that the City of Winter Garden can not
rezone the property without going through Ocoee's Planning and
Zoning Commission and the City Commission. Director of Planning
Behrens stated that if the City of Winter Garden annexed into the
City and Ocoee's Comprehensive Plan addresses that, as long as the
Comprehensive Plan is good, any changes made to the property would
be considered a Comprehensive Plan Amendment. Any change in the
Comprehensive Plan would have to go before the Planning and Zoning
Commission and the City Commissioners, and then a Rezoning through
the Planning and Zoning Commission and then to the City
Commissioners.
City Manager Shapiro stated that this request to the Winter Garden
City Commission took some time to get approved. If Ocoee went back
to ask for a Developer's Agreement it would be a very long time
before Ocoee saw it again.
After no further comments from the Board, Chairman Shiver called
for the question. Alternate Bateman moved to approve on the basis
of the direction of the Planning recommendation, Member Rhodus
seconded the motion. The motion was approved unanimously.
P &Z Meeting Minutes of April 14, 1992
Page 4
CASE NO. 1 4A 92:WOODSON (ANNEXATION)
Planning Director Behrens read the staff report of March 26, 1992
into the record. The issue is "Should the Planning and Zoning
Commission recommend approval of the above annexation application ?"
The .37 acre subject parcel is located at the southeast corner of
Woodson Avenue and Center Street. It is an unincorporated enclave
within the City of Ocoee. The site is occupied by an approximately
1400 square feet home, a 100 square feet metal storage shed, and
the yard is surrounded by a chain link fence.
City Manager Shapiro stated that Mr. Woodson was responding to the
letters the City sent out to the enclave owners asking if they
would like to annex in. These enclaves receive infrastructure
services through the County -- they go through the City, at the
Citizen's expense as County tax payers and go to those sites for
services. Water and sewer is provided by well and septic tank.
The City has a record of not providing water to any non City
resident.
After no further comments from the Board, Chairman Shiver called
for the question. Vice - Chairman Switzer moved to approve Staff
Recommendation, Alternate Bateman seconded. The motion was
Fib approved unanimously.
CITY OF OCOEE - CAPITAL IMPROVEMENTS
Administrative Services Director, Montye Beamer, stated that
pursuant to the "Charter" the Finance Department brings the Capital
Improvements to both the Planning and Zoning Commission and the
City Commissioners before Staff does the Budget each year. This
year Staff is trying to meet the "Charter" deadline and are several
months ahead of when Staff normally brings it before the
Commissioners.
Each Department looks at a work plan and looks at what needs to be
accomplished between now and the 5 year time frame. And puts down
all those Capital items necessary to get those items. Then it
goes to the City Manager and he looks at it both in terms of what
they are trying to accomplish and the amount of money it would take
P &Z Meeting Minutes of April 14, 1992
Page 5
to do that type of program. Then the City Manager assigns various
ratings to it; 0 - on going project those that the City has Capital
leases on, 1 - Urgent project, should be funded in the fiscal year
indicated, 2 - Project urgently needed but which must be shifted to
a later year to accommodate fiscal accommodations, 3 - Projects
that are needed if funding is available in the proposed fiscal
year. Overall, each one of these, has not only the department
heads recommendation but also the City Managers.
Administrative Services Director Beamer pointed out to the
Commissioners that those projects, for example, last year in the
Capital Improvements that did not get a "1" (Urgent Project), where
probably moved down to the next year. Those projects that were
funded originally, for example, Public Works sidewalk and road
construction, the listing of the road improvements that would have
occurred and sidewalk improvements that had to be cut from this
years funding, they are to appear for the next fiscal year.
Chairman Shiver stated that for administrative purposes for the
Board Members, the Board should look at the book, page by page,
make the recommendation to accept or not to accept, then make a
final motion on those acceptance or non - acceptance. The Board
agreed with the procedure.
Vice- Chairman Switzer wanted to comment on the book before staff
started going over the book, page by page. Switzer stated that
when he looks at the Capital Improvements all he sees is computer
equipment. Why does the City need all these computers, computer
software, etc.!
Administrative Services Director Beamer stated that over the five
year time frame if we look at the amount of staff the City has and
the amount of computer equipment we currently have, the City does
not have enough computer equipment to handle the work load.
Switzer wanted to know the workload and what would the computers
save the staff. Beamer stated that the existing computers have
saved staff a considerable amount of time putting together the
budget, instead of doing it over again on typewriter each time
staff have had to make changes. On the computer, we go in and make
the changes.
P &Z Meeting Minutes of April 14, 1992
Page 6
Switzer wanted to know what is wrong with the computers staff has
now? Beamer stated that the City has a limited number of
computers. Switzer wanted to know why the City needed more, and
asked why not make the existing computers work harder.
Chairman Shiver questioned the computer equipment for $4,000 and
asked if staff was talking about 1 computer or 2 or 3 PCs? Beamer
stated that the $4,000 is for 1 full PC which is a replacement.
Chairman Shiver questioned the brand of the computers (name brands
or clones)? Beamer stated that staff is looking at IBM Compatible,
so that when staff moves into the new City Hall staff can network.
Beamer stated that currently the City is networking computer now
that are related just to departments, and that is strictly because
of our spacial arrangement.
Vice - Chairman Switzer wanted to know why the City is buying this
computer, is it because the City is growing, he asked? Beamer
acknowledged his question with a yes. Switzer then stated that he
thought that growth was to pay for itself. He did not understand
why the funds were coming out of current revenue. City Manager
Shapiro stated that current revenue could include interim service
fees as an example. City Manager Shapiro stated to the Board
Members that if the Budget does not show money then we do not buy.
The law requires the City to budget items before you have money.
It would be wrong for the City to have a lump sum of money then
spend it when ever the money is available. At least by this time
your looking at line items.
Administrative Service Director Beamer stated that the requested
computer on Page 1 of City Manager is a replacement computer that
has now gone down hands from various departments now reaching the
City Manager's office that had no computer. City Manager Shapiro
stated that the computer would be used for: 1) Printer instead of
using a typewriter, 2) Program will be installed that will have a
complaint system that will track complaints automatically to
departments and back, 3) It will be used to do some of the major
items we do, such as, Capital Improvements when the City Manager's
Secretary does their part, 4) It will also tie into Personnel and
Finance programs that currently the City Manager can not input to
out of his office. If the City Manager is unable to do these
things, then the person he has working for him will be back to a
typewriter. The main reason for the power is there are other
things the City Manager requires his secretary to get for him
instantaneously in the process of running the community. This
computer will be utilized in the total network of the City. This
$4,000 includes a laser printer.
P &Z Meeting Minutes of April 14, 1992
Page 7
Chairman Shiver stated that he did not see that this amount for
computer equipment as being unreasonable. And that he does not see
how the City Manager's office has survived this long without the
ability to do word processing.
Page 2, City Clerk Department, Administrative Services Director
Beamer stated that on the City Clerk's personal computers there
shows one computer for each year, and those are asked for if in
fact the City requires additional deputies. City Manager Shapiro
stated that eventually the City Clerk would take the function of
being secretary to the numerous boards of the City. And if and
when the deputies are hired a computer needs to be available for
them. These deputies would work the second shift taking the night
meetings and doing minutes the rest of the time.
The laser printer will be a replacement for a currently dead
printer, that would cost more to fix than to replace. The Clerk's
office needs the speed of a laser printer for all the word
processing that is produced.
The scanner with feeder and interface in terms of codification in
some of the old ordinances the City has is much faster if they are
scanned and computerized and stored on diskette, instead of storing
on paper.
Page 3, Finance Department, Administrative Services Director Beamer
stated that the equipment in the Finance Department is necessary.
The NCR System handles the City's utility billing and also handles
the finance function for the City. The service is on the System
10,000 and this system is out -dated now. The speed and the storage
capacity for the size of our City is not adequate. The years to
pay off the debt service, and under Administrative Services (Page
10) is where the picking -up after the current debt service will be
for an upgrade into another system that would probably be smaller
in size and actually larger in capacity and speed.
Vice - Chairman Switzer asked for the population of the City eight
years ago and to date? City Manager Shapiro stated that currently
the population is 15,000 and eight years ago approximately 8,000 in
population. Vice Chairman Switzer did not agree with an earlier
P &Z Meeting Minutes of April 14, 1992
Page 8
libr
statement made by Montye. He thinks that the City has grown but
has not grown that much to be state -of- the -art. Beamer stated that
the figures are for three year out and not for today. The City
will take care of the debt service the City currently has on the
computer. Currently the City can only store one years worth of
budget information at a time. Staff has to transfer that
information off of the main frame onto the micros that the City
does not need to do any kind of analysis.
Chairman Shiver asked if the new computers have the networking
system, or does the City already have an adequate networking
system? Administrative Service Director, Beamer answered that the
City has two sets of networking that are currently being used. One
in is the utilities department and the other in personnel. The one
in personnel is not done by a file server, it is done through a
printer and one program. The one in utilities is done using one of
the machines as a file server. There are 3 PCs on the file server.
Page 4, Personnel Department, Administrative Services Director
Beamer stated that the software upgrades will be updated to the
networking system that must occur each year, this will keep the
technical guidance that the City gets to keep the license intact.
Time Clocks were requested, but the City Manager is against them
and gave them a "2 ". The justification for the time clocks was
stated that occasionally people come in late. The only reason the
City Manager could see using a time clock is if the City wants to
be refunded money from FEMA, when you have an emergency, they do
require you to have some kind of a time clock system. But, you can
keep track of time by police radio when they dispatch there is a
clock present. The City Manager assumed the City could use that
kind of time clock system. However, in cases the City would have
a major horrible problem, if the City sets up time clocks FEMA will
use that as Prima Facia as to money they owe the City for clean up.
The time clocks were looked at for City Hall and the yard for
public works employees.
Page 5, Planning Department, Administrative Service Director Beamer
stated that the only computer software requested in this department
is Desktop Publishing Software for FY 94 -95. The City Manager
stated that the City wants to do some of their own newsletters,
etc. The City Commission has advised Staff on many occasion that
the City needs to promote more communication with the residents
about things, good and bad. If done in -house the City could do 4,
5, or more newsletters a year for less money.
"fir°
11 11r
P &Z Meeting Minutes of April 14, 1992
Page 9
The Document Storage Retrieval System will help store and print -out
material as needed.
Page 6, General Government, Administrative Services Director Beamer
stated that all the items requested for the new City Hall was
combined under one category for easier viewing.
Call For Recess: 8:50 p.m.
Call To Order: 8:55 p.m.
Pages 6 and 7, General Government, are Bonded Projects.
Page 8, Public Works Administration, Administrative Service
Director Beamer stated that the requested Fax machine was not a
replacement item. Chairman Shiver questioned the type of fax
machine the City currently uses. He suggested that the City look
at replacing the heat transferred type of fax machine with a plain
paper fax because it is cheaper in the long run.
Chairman Shiver questioned if the City had a computerized fleet
maintenance program. City Manager stated that the City is
intending to buy such a program at the appropriate time. Chairman
Shiver stated he did not know how the City could not afford it.
Shiver stated that it would seem alot more efficient if the City
had a computerized program to plot staff on when things need to be
done. City Manager Shapiro stated for the record he does not have
a person that could read a computer analyzer.
Item #7, Total Estimate Cost figure does not add up.
Item #3, Software /P.P.T.D. keeps up -to -date on signs, replacement
of signs, street potholes, resurfacing, fixing sidewalk.
Item #9, Software - Street Sign Maintenance is for the street sign
program that allows for setting up the sign on the system and
designing it. The City has taken this function over since the
County asked the City to make their own signs.
Item #4, Color Monitor is a replacement.
Page 9, Public Works Administration
Item #10, 2 Way Midland Radio w/ charger (2/3) in FY 94 -95 is a
radio for a truck.
P &Z Meeting Minutes of April 14, 1992
Page 10
Item #12, The City leases all copiers.
Page 10, Administrative Services, Administrative Service Director
Beamer stated that in a long time lease the City has to establish
the debt service payment and on page 10, item #1, is the lease
payment on the City's current copier.
Item #2, Computer System /Software Program Including Upgrades,
Administrative Service Director Beamer stated that this item is the
upgrade on the networks that will tie everything together, but also
will take out the System 10,000. The GIS System will still be
separate.
Item #5, Total Estimate Cost does not add up.
Page 11, Building Maintenance, City Manager Shapiro stated for the
record that the City should do something about charging for the
Community Center that currently the City is not making the electric
bill. The average tax payer that does not use the center would
probably not like to see their taxes used for the purposes of
reimbursing a particular user for a wedding. The City Staff is
going to recommend to the City Commission that the City take a look
at the cost it takes to rent the facility, and that the cost should
equal to the cost of maintaining the facilities plus the
%kw recapitalization of items within it, and have the user pay at least
that much. It the Commission wants to see users pay more that
would be acceptable. If there are certain civic groups that the
City wants to give it to free then the City should make sure the
cost is delineated ahead of time.
Page 12, Building Maintenance
Item 17, 1/2 Ton Pickup W/ Utility Body (R) (2), City Manager
Shapiro stated that these trucks would be for building maintenance
personnel. Currently the City has an old car (1967 or 1970) and a
truck that is falling apart. The City Manager stated that the City
intends eventually to have a Building Maintenance Department. The
City keeps building things but has no way to maintain it. Vice -
Chairman Switzer questioned if it was possible to take a truck from
another department to use. City Manager stated that the City is
under capitalized in moving stock.
Page 17, Fire Department, City Manager Shapiro commented that most
of the larger equipment would be covered by impact fees, and that
the fees are coming in.
err
•
P &Z Meeting Minutes of April 14, 1992
Page 11
Page 20, Fire Department
Item #35, 90' Aerial Truck (LP) - (LP) stands for Lease Purchase
plan in the year indicated.
Pages 20 through 53 had very little discussion.
Chairman Shiver called for a motion on the Capital Improvement
Program to either accept or not to accept the recommendations of
the City Manager. Vice - Chairman Switzer moved to approve, seconded
by Member Miller. The motion was approved unanimously.
OTHER BUSINESS:
Chairman Shiver questioned the letter to Mr. Clark from Bruce
Behrens in response to annexation east of Maguire Road. Director
of Planning stated that the letter was sent to the P &Z Members for
a point of information.
Director of Planning Behrens stated that the rumor of the week is
that Albertson is looking at Silver Star and Clarke Roads.
Clarke Road is approximately six weeks ahead of schedule. Chairman
Shiver questioned what kind of interchange will be a White Road and
Clarke Road. City Manager Shapiro stated that the City has it
designed for a light, but until the City gets a light it will be a
4 -way stop.
At the north east corner of Bluford Avenue and S.R. 50 is jack and
bore work to run a pipe to the Goodman Commercial Park site. The
City is working hard to save trees on the Goodman Commercial Park
site.
ADJOURNMENT
Alternate Bateman moved to adjourn, seconded by Vice - Chairman
Switzer and carried unanimously. Adjourn 9:35 p.m.
a'r Mickey Shiver
ATTEST: /
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P &Z Clerk King