HomeMy WebLinkAboutItem #01 Approval of Minutes Budget Workshop
OCOEE CITY COMMISSION
Ocoee Commission Chambers
150 North Lakeshore Drive, Ocoee, FL
August 08, 2011 MINUTES 6:00 p.m.
I. CALL TO ORDER
Mayor Vandergrift called the meeting to order and said we will have a briefing from the City
Manager and Finance Director.
II. Introduction — City Manager Frank
City Manager Frank said that for the fourth year in a row staff is presenting a balanced budget
with total expenditures below the roll back rate. The recommended budget expenditures are
approximately $250,000.00 below the roll back rate. City Manager Frank mentioned that
health insurance costs are stable again this year and there is no cost increase for health insurance
for the third year in a row. He further mentioned that personnel cost have declined from 65% of
the budget to 64% for the FY11 /12. There is also a reduction of 2 full -time staff positions in the
general fund. There are no new positions in any of the enterprise funds.
City Manager Frank said reserves continue to be stable and available for unexpected
emergencies and debt coverage of decreasing impact fee revenues in the future. The city has not
been funding operations from reserve funds.
City Manager Frank said the city auditors have commented that the annual audit is by far the
best out of the 14 cities they audit, and shows a commitment to responsible budgeting and
excellent internal financial controls.
III. FY11 /12 Budget Overview - Finance Director Horton
Finance Director Horton said the budget for the City of Ocoee is a summary of all of the
services provided and the city sponsored events. She stated the proposed budget for the City of
Ocoee for fiscal year 2012 is $56,588,625.00. The city's budget is a compilation of budgets from
several types of funds. The General Fund is the largest fund and has the biggest variety of
revenue sources: property taxes are revenue of the General Fund so this fund is impacted by the
millage rate. Overall proposed revenues for General Fund for FY 2012 increase by $461,000.00.
Ad valorem (property tax) is the largest revenue source for the General Fund, the taxable value
overall for the city decreased 5.2 %, at the current millage rate this means the city received
$502,000.00 less in revenues than last year for the same properties. This is down from the
double digits decreases that they have seen in the most recent years. With the exception of fines
and forfeitures the other revenue categories show little to no increase. The red light camera
revenue has decreased substantially due to the reduced number of incidents and the State
mandated distribution of the funds. The budget has to be adopted by a majority, super majority,
or unanimous vote by the Commission in September. The millage rate determines the types of
vote necessary to adopt a budget. She demonstrated on PowerPoint the required voting levels to
set a millage rate, the revenue that will be generated by that millage rate, and the difference in
the revenue compared to the current year millage proceeds. The budget is balanced at 5.79 mills
which is slightly higher than the current year millage rate but is lower than the roll back rate of
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City Commission Budget Workshop
5.9455. The expenditure budgets for the funds consist of four main categories: Personnel,
Operating, Capital and Transfers. Personnel cost represents the largest expenditure for the
General Fund since most of its operations are serviced oriented. The proposed General Fund
budget for personnel includes the elimination of two positions and no new positions added.
There is a 2% COLA at mid -year for all non -union employees in all of the funds. There is a 1%
increase for union employees but the collective bargaining agreements have not been finalized at
this time. There is no proposed increase to employee deduction for health care. The Police and
Fire Pension required contribution from the city is up 4.5% while the General Employees'
required contribution is up .36 %. The reduction of cost for personnel has dropped from 65% for
the current year to 64% for proposed next year. Operating expenses represent about 22% of the
General Fund budget. The change from the current year is an increase of about 2.5% or about
$183,000.00. Most departments were flat in their budget request this year. The Police
Department does have grant money for equipment and some of the contracts with the external
vendors included a small increase this year. Capital items proposed in the budget include
fourteen digital radios for Police and eleven for Fire, two replacement motorcycles for Police,
three replacement vehicles for Police, phone system upgrade, server replacement, video signal
detection system, and replacement wood chipper. Other Capital proposed items include some
equipment for Parks and a replacement pick -up truck.
The Capital Improvements for the General Fund include miscellaneous paving in the Forest Oaks
and Sawmill subdivisions, entrance ways to the city, traffic calming, new sidewalk construction,
and also a HUD grant for $247,500.00. The HUD grant is to be used to do improvements at the
Ison Center. The budget also includes the principal and interest payments on the City's
outstanding debts.
Stormwater Fund has no staffing changes proposed and the major expenditures are the funds for
the construction portion of the Peach Lake Manor Improvements. There is money set aside for
small projects to be determined later during the year. There are funds for a Vac Con truck
rebuilding, new loader bucket and loader, side arm mower, and SUV hybrid.
The proposed Water /Wastewater Utility Budget increased overall by 23 %. Water and sewer
rates were adjusted in 2003 as required by FDEP to implement a conservation element that is tied
to usage. Another element of the new rates was to build in a component that would allow the
city to accumulate funds for future capital and maintenance needs. This accumulation of funds
over the last 7 1 /2 years will be used to help fund the capital improvements that appear in this
budget proposal. There are no additional personnel requested and there is a 2% COLA proposed
at mid -year, which is the same for the general employees. Operating expenses increase by 7.9%
from the current year due to the implementation of the flex net system and the schedule
maintenance to the system and equipment. Other equipment includes a front end loader, slug
meter and register, and SUV vehicle. Capital Project Improvements for the Water /Wastewater
Fund include a wet weather storage study, utility improvements to Maine Street,
water /wastewater plants repair and upgrades, SR 50 widening and the utility relocation
projection with DOT, Reclaimed Retrofit for Lake Olympia area, Maguire Road Reclaimed
Pumping Facility, and Northwest Reclaimed Service. Other projects include the SCADA
Wetwell Relining, Lake Olympia Reclaimed and some others.
The Solid Waste Fund is status quo and there is no additional staffing requested. The budget
proposes for two replacement side load garbage trucks.
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The Impact Fee Funds continue to have the revenue stream in slowly. Other than the Recreation
Impact Funds there are no projects budgeted for next year. The debt service continues to be paid
from the impact funds but the revenues have not been sufficient to cover a full year payment.
This has resulted in decreasing the fund balances in those funds. Road Impact and Police Impact
funds no longer have a two year debt service reserve. The proposed budget contains several
projects funded in the Recreation Impact Funds including improvements to Prairie Lake Park,
Jim Beech Park, and purchasing some shade structures for the pool deck.
Finally, we have the 2011 -2012 wish list; a copy was included in the presentation packet
distributed on the dais. Mayor Vandergrift inquired if the wish list was a combination of wishes
from the staff and the Commission. Finance Director Horton answered affirmatively.
IV. Discussion / Wish List for FY11 /12 Budget
Commissioner Keller said on the wish list there is a commuter rail commitments for $75,000.00
and he is inquiring if they are committed to this, will it then make it on to the wish list or is that
something that misses the budget because of the timing. City Manager Frank said he was
correct and they caught this earlier today so they were figuring at some point between this
meeting and next week's meeting they can see if they can figure out a way to fund this.
Commissioner Johnson said he had questions about the Community Center expansion that is
listed on the wish list. City Manager Frank said that what they are seeing on the wish list is the
$65,000 which would be for architectural design services; there is nothing on there for financing
the actual construction. CIP Manager Butler said they put together three basic scenarios in
varying cost levels and further demonstrated by PowerPoint the three options. Commissioner
Johnson said when he brought this up a few months ago he was hoping they would get together
and discuss this before budget time. He said they do the standard stuff with street paving but
some of the things they have not done is address the issues of keeping the town moving forward.
He thinks one of the things that would be an asset is the Community Center and if they need to
take money out of the reserves then he would rather do that. He spoke with Rob regarding the
reserves and was given some explanation. Commissioner Johnson said the Community Center
expansion would be a benefit for the citizens but would also be a way of making revenue since
they would rent the use of the building. He further said he would rather go with the last option
that CIP Manager Butler demonstrated then the first two options because it also ties into the
Maguire House. Mayor Vandergrift said they have talked about putting something out in the
CRA that would be similar to this. He further inquired about the $247,000.00 that is being spent
on the Ison Center. CIP Manager Butler said the type of improvements for the Ison Center that
was included in the grant includes things such as an athletic room, audio /visual set, enlarging the
parking lot, putting more lights outside, building a storage facility for tables and chairs, and also
providing some additional meeting facilities inside the room. Commissioner Johnson said he
has looked at the CRA plans and that facility would be about 20,000- 40,000 square feet which
even if that happens within the next ten years the Community Center will still be an asset. CIP
Manager Butler said the Community Center is a smaller option with only about 9,000 square
feet. Mayor Vandergrift inquired if there were a set of plans out that Commissioner Johnson
has seen that the others on the Commission have not seen. CRA Administrator Wagner said
that the plans are not done yet and they are about 3 weeks away from completing the study and
they will still need to have a financial meeting with their bond people. Commissioner Johnson
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inquired as to how much would the cost of that facility be. CRA Administrator Wagner said
he did not have the final figure but it would probably be in the $25 million -$30 million.
Commissioner Wilsen said the Community Center has a park, prime real estate, a lake, and the
back drop of the Maguire House but she agrees that it is not a show place compared to other
places. Commissioner Keller said he agrees that not only is it not a show place, it is not big
enough to even try to be a show place. He also agrees with option number three.
Mayor Vandergrift inquired if it is the consensus to look at $25,000, $65,000, and $55,000 for
studies. CIP Manager explained the $25,000 and the $65,000 are exclusive so they would do
one or the other. If they just chose option three then it would be the $65,000 and they could hold
off on the part for doing the Maguire house so they could do it all at one time. Mayor
Vandergrift said the consensus is to take the $65,000 off the wish list.
Commissioner Hood inquired as to what they get for the $65,000. CIP Manager Butler said
that will cover the architectural drawing. Commissioner Johnson said he feels this is
something they just need to address and not wait until next year. Commissioner Hood said he
understands but there are also other things that need to get done. He further said there are streets
that have limerock showing. Commissioner Johnson said he would not vote on any budget
item if they do not look at doing something for the citizens; besides just the streets. They have
streets in the budget and it is done every year. Commissioner Hood said he has several streets
that have not been done and he took some off the list last year. He further said Lady Avenue
needs to be done this time around. Mayor Vandergrift inquired if they would be seeing plans
of the event center any time soon. Commissioner Wilsen said it was her understanding that the
event center would be out in the CRA and what they are looking at is using their prime real
estate downtown for more quaint functions then just a business function. She further inquired as
to how much they have to work with dollar wise. Mayor Vandergrift said they have
$254,400.00 between the proposed budget and the roll back rate.
Commissioner Hood inquired about the resurfacing that would be in a different fund for
repairing everything that was damaged when they were re -doing the waterlines. Public Works
Director Krug said the streets would be Sal Street, Mona, Ursula, Lady, Marlene, and Doreen
Avenue. He further said that is a phased project, so they may either get all of them done this
year or it may take two years to get them completed but it depends on how far their dollars go on
just the general construction costs. Commissioner Hood inquired if the streets in his district that
have limerock showing are a wish list item. Public Works Director Krug said if he has street
with limerock showing they can patch them. Commissioner Wilsen inquired if they were using
CRA money for the extension of Old Winter Garden Road to Marshall Farms Road. CIP
Manager Butler said that they do have listed the extension of Old Winter Garden Road to
Marshall Farms Road and they have $104,000 for FY 2012 -2013 for utility construction. The
road work itself will be paid for by developers as they develop their property. CIP Manager
Butler commented that what is on the wishlist is the extension of Maine Street. Commissioner
Hood inquired if that could be explained to him. CIP Manager Butler explained that as part of
the Ram Development they proposed to realign Maine Street and widen it. He further explained
where the existing brick road turns to the north it would instead come south and intersect Bluford
Ave. at a right angle. They also included in that development agreement the option for the city
to have them build on across Bluford Ave. to Maguire Road so there would now be a link to get
all the way across. Commissioner Hood inquired if this had to be done next year and if Ram
Development is ready to move forward. CIP Manager Butler said if Ram Development moves
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City Commission Budget Workshop
forward they need to essentially do this at the same time. He further said they are currently in
the plan review stage.
Commissioner Wilsen inquired about the Capital Improvement entry ways for $25,000. CIP
Manager Butler said those are the city limit signs, some landscaping, and lights that they are
looking to upgrade everywhere. Commissioner Wilsen said that realizes she is getting a bit
picky but she is looking at this and thinking they cannot afford things and $25,000 for improving
entry ways is a bit much. CIP Manager Butler said this amount is what they have requested on
a fairly regular basis to work on those. Commissioner Johnson said they do not even have a
sign coming from Winter Garden into Ocoee and he has asked about it every year. He further
added that some of the signs are just deteriorating. Commissioner Wilsen said that she noticed
on page 3 -24 there was $45,000 for the election expense and she thought we were piggybacking
to avoid that expense. City Clerk Eikenberry said that they are piggybacking and that expense
is just in case there is a run -off election.
Commissioner Wilsen said on page 3 -20 there was advisory board of $2000 and she is inquiring
as to what was given to the HRDB board in the past because they have come back to ask for
funds. She said she would like to be realistic and figure out what they have spent so they do not
have them come forward later to ask for more; this comment would be for all advisory boards.
Mayor Vandergrift asked for this information to be brought back to the next budget work
session. He further said he did not see any line items for any other boards. Finance Director
Horton said the boards should be budgeted within the departments so if there is an advisory
board for a department that money would appear in that department's budget. City Manager
Frank said about three years ago they had the discussion as to how much they should allocate
toward each board and what staff has been doing is putting that amount in and the advisory board
would then come before the commission if they wanted additional money. He said he does not
know that they have any basis on what any of the groups are planning or a budget.
Commissioner Wilsen said she knows the HRDB puts on a couple of functions and they have
had to come before the Commission to ask for more money and her opinion is they should use
what has happened in the past to make a decision on what they anticipate needing. She feels if
they are given a budget they should try to work with it. Commissioner Keller said that looking
at the past budget they budgeted $6600 for the HRDB but the year before that it shows actuals of
$7000. He said they would be cutting the HRDB to less than a third of what they actually spend
if they put $2000 in the budget. Commissioner Keller said they can assume the MLK Parade
and Fiesta de Colores will be an ongoing event so they should look at continuing to fund those
events if they know they are ongoing. Commissioner Wilsen clarified that the Contingency
Fund is listed at $100,000.00. City Manager Frank said he believes so.
Mayor Vandergrift said that one of the things they have discussed for years was putting in
vaults down at the cemetery and he believes that staff even went as far as to getting plans for it.
He recalls talk of using the pavilion. City Manager Franks said there is a cost on the wish list
for vaults at the cemetery. Discussion ensued regarding the wish list stating the repair of floor of
pavilion at the Cemetery. Mayor Vandergrift said was thinking of a larger building and taking
the pavilion down entirely. City Manager Frank suggested that he can have staff research into
putting in the expenditure and associated revenue; that way, if they charged what it would cost to
put in the vaults, it would not create an impact on the budget. City Clerk Eikenberry said that
they were ready to move forward with putting in the crematory vaults but found that the pavilion
was not in good enough shape to handle the weight of the vaults which is what caused the issue
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City Commission Budget Workshop
of the repairs to come up. Commissioner Johnson said that the crematory part is not an issue
and he has pictures that he can share with staff tomorrow. He said the vaults are small niches.
Commissioner Keller said he also recalls the issue of the flooring not holding the vaults but
agrees that they should add the rest of the costs associated since this will eventually be a no cost
item. A brief discussion ensued regarding vaults and crematory niches. Commissioner Wilsen
said the cemetery is sold out and they need other avenues for their residences.
Commissioner Hood said he spoke with City Manager Frank regarding the CIP which he
believes they have $200,000.00 for the fire station (City Manager Frank clarified it was
$320,000) but he would like to see them add for the next four years $250,000.00 so they will
have approximately $1.5 million in 2014/2015 to build the fire station up on the north end.
Commissioner Keller said that he knows up until last year they did have grants to build fire
stations and his understanding is that there was still money left over since many did not apply for
that grant. City Manager Frank said those grants are out there but his concern is not really the
cost of the building since that is a one -time cost; his concern is the million dollars to staff the
building. He said with a federal grant once the building is built you need to staff it and continue
to staff it. Commissioner Keller said he is looking at the fact that they are just waiting but as
soon as they get enough money to build it; they will still need to staff it. Commissioner
Johnson said if they just take the fire station on Clarke Road and move it back to where it was
and it would be between both districts. Commissioner Hood said that he has spoken with the
City Manager and the three fire stations they have are not where they need to be. At least by
funding it to 2014/2015 the money will be there and if it is not then they can have them put it
somewhere else. He further commented that at least they have a vision in a plan because there
will be a lot more build up in that area with new homes and businesses. Commissioner Hood
inquired if anyone had a problem with his request and further asked the City Manager to please
add his request into the budget.
Commissioner Hood inquired about the $25,000 for the design of the kitchen at the Maguire
House. CIP Manager Butler said that was an either /or as one of his options presented earlier.
He further explained that option three to rebuild the entire Community Center did not include the
$25,000 which went with option one. A brief discussion ensued regarding the ready rooms.
Commissioner Hood further inquired if they opened the Maguire House up for wedding uses
would they be forced to put an elevator in to meet ADA requirement. CIP Manager Butler said
they are proposing to try and rent out the first floor and the groom's ready room would be the
only room on the second floor; potentially they could utilize a different facility on the first floor
for the groom's ready room if needed. Commissioner Hood inquired as to who owned the
Women's Club and further commented he would like to see them on the wish list for $15,000
since they did not receive the historical grant they applied for this year. The money would go
toward improvements to their building. Finance Manager Brosonski said the Commission had
taken $15,000 out of contingency in the current year budget to match funds for the grant
Woman's Club applied for. She said that money is still sitting aside for that. City Manager
Frank clarified they still have money in the current year budget encumbered but it can be
unencumbered should the Commission chose to do it for that or any other purpose.
Commissioner Hood asked for this to be put on the next regular Commission Meeting agenda
and for Ms. Lemons to be notified to attend.
Commissioner Keller said that Carriage Oaks Court a couple of years ago were looking into
getting their street and court paved and he was wondering if they could look into getting that up
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City Commission Budget Workshop
to date. Public Works Director Krug said it has not been done but they can put a price together
and add it back into the wish list.
Commissioner Wilsen stated she had a question about the gun range and if it was going to cost
$150,000 and remain at the same location. Police Chief Brown stated it will be relocated. She
was wondering as to how important this is to their department. Police Chief Brown said it is not
as important to his department and they are fine with where it currently is but it does need to be
cleaned up. They have already restricted the hours due to new residents moving into the area.
He said it will eventually need to be relocated but as long as the current development in that area
are fine with the gun range then they are okay. Police Chief Brown said they have already
reduced their range time to one day month during the daytime because residents were concerned
about the gunshots they heard. Mayor Vandergrift inquired if the retention pond in front of the
Police Department belonged to the city. Police Chief Brown answered affirmatively. Mayor
Vandergrift further inquired if a fountain could be put in. Commissioner Hood said this was
brought up last year and he believes the issue was that the pond is not wet 100% of the time.
Commissioner Wilsen stated she has spent hours looking through the budget and they would
love to have even thing but they just can't. Commissioner Hood inquired as to how critical the
vehicles were for the budget. City Manager Frank said they are very critical, especially in
Police because they have several vehicles with over 100,000 miles. He further said the other
vehicles are in Stormwater and Parks and Recreation. Commissioner Johnson inquired from
Utilities Director Smith as to why the new SUV is needed since he has seen three or four
vehicles sitting in his department. Utilities Director Smith stated that the new SUV is for the
new Facilities Manager which they hired this year. He is currently working at the Wastewater
Plant and there is only one truck for the plant. The three current vehicles they have are for
himself, the Water Conservation Coordinator, and Operation Supervisor. Commissioner Wilsen
said she knows the vehicles take a beating. Mayor Vandergrift said the budget shows other
water charges for revenue of $215,000 and he was wondering if that could be explained.
Finance Director Horton said that would be late fees and turn on/off charges. He further said it
also shows surplus equipment sales at $17,050 and he knows there were surplus sales of all
equipment but does that money not go back into the department it came from. Utilities Director
Smith said if it was surplused from the Utilities Department then those funds go back into the
Utilities Department. Finance Director Horton briefly explained how the monies from
surplused items are disbursed to departments.
Mayor Vandergrift inquired about the cut permit compliance and miscellaneous service for
$149,000.00 on page 5 -7 in the Water /Wastewater Utilities Funds. Finance Director Horton
explained that would be a combination of different things in the operating and also referred to
page 5 -8 under Professional Services. Utilities Director Smith explained many of the
guidelines and performances that his division is required to demonstrate and track. Further
discussion ensued regarding the Utilities Conservation Coordinator position and how she
contacts the top 100 users in the Community on a quarterly basis. Mayor Vandergrift inquired
about the Maine Street reclaim water mains and gravity sewer for $375,000. Utilities Director
Smith said the pipes need to be put under the road before the road is put in. He further said the
developer is not paying for this because it will support development that is beyond their property.
They will recover some of the money when the next development comes in.
Mayor Vandergrift inquired about the multi -peril insurance and mentioned they had
discussions in the past about creating a fund that would make them self - insured for something
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City Commission Budget Workshop
like this. City Manager Frank said that what the Mayor is referring to is the portion of the
multi -peril insurance premium accessible to water /wastewater utility. Risk Management
Consultant Carnicella stated that they did have this discussion last year and the total amount
that we pay for the multi -peril insurances is approximately $150,000.00. For what that amount
of money covers it is probably money well spent then trying to put aside and trying to self - insure
all the things it covers. Mayor Vandergrift inquired if staff has looked about setting aside
enough reserves to raise the matching deductibles. Risk Management Consultant Carnicella
said they look at it every year and this year they did look at increasing the deductible for the
different lines that it covers. Mayor Vandergrift inquired about line and system appurtenances
and if that was something they needed to address. Utilities Director Smith briefly explained the
different lines and valves this budget line item would cover. Having this line item verses
grouping this into operating expenses will help them track this better. Mayor Vandergrift
inquired how close they are with going to all computer read meters. Utilities Director Smith
said in the budget there is a transition. Currently there are approximately 5,000 of the 11,000
meters with some type of radio read and they are now transitioning to the tower read. He briefly
explained how the meters work. Mayor Vandergrift said on page 5 -19 there is an emergency
repair budget that has jumped from $14,000 to $30,000 and inquired if they expected to have
many repairs. Utilities Director Smith said they have had them over the years so they based
the new budget on line item transfers to cover some of those issues. Commissioner Wilsen
inquired as to what line item 11 -01 "other pay" meant. Finance Director Horton said that is the
car allowance for the Director.
Mayor Vandergrift asked if we can include the names in the organizational charts from
directors down to foremen so we know who they are. Finance Director Horton asked for
clarification. Commissioner Hood said the Mayor would like organizational charts for each
department to include names. Commissioner Keller stated we discuss that every year and
decide not to do it. City Manager Frank stated that could be done but he is not sure how that
would help with the budget process. Commissioner Hood suggested having pay beside it.
Commissioner Johnson stated he has asked for that but didn't get it. City Manager Frank said
if they want that in the budget book, in can be done. Commissioner Hood said he is not sure he
would like it in the budget book, but it would be nice to have the information on the dais.
Commissioner Wilsen asked why the City Manager's Organizational Chart on Page 3 -10 was
not broken down this year as it was last year. Finance Director Horton said last year the City
Manager's Office was the only org chart showing positions; to be consistent we dropped that this
year and did it the same way as all of the other departments. Commissioner Hood said Page 3-
14 shows his specific position. Commissioner Wilsen said she would like to see what
departments report to whom. City Manager Frank said that those assignments are not set in
stone so they opted not to place them that way on the organizational chart. Commissioner Hood
said going back to the Mayor's question and Commissioner Johnson's, can we combine those
requests for employee information since they are similar? The Mayor stated that he wanted an
income statement as well as promotional and increases in salaries for the past year. He said they
voted not to give increases in salaries so he would like to see what happened there.
Commissioner Wilsen clarified the information being requested was current salaries,
promotions that occurred in the last year and associated salary increases. Commissioner Hood
said they want it separated from the organizational chart. Commissioner Johnson said what he
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City Commission Budget Workshop
asked for was pay range for the various jobs. He didn't ask for current salary information on
employees, or individual names, all that he wanted was pay ranges with job titles.
Commissioner Wilsen asked for clarification because she understands that the Mayor wants
individual salary information. The Mayor affirmed that he wants that information.
Commissioner Hood and Mayor Vandergrift asked if it could be sent via email.
Finance Manager Brosonski asked for clarification. She said she had a request for the wage
table (pay scale for each position), names of employees by position on the organizational charts,
salary increases during the last year, promotions during the last year, and current salaries.
Commissioner Johnson again advised what he is looking for is the Position titles and pay range
for that position. Finance Manager Brosonski said that table is currently on our website.
Mayor Vandergrift asked if they could clarify transfers -ins and transfer -outs under the Waste
Water Facilities on Page 5 -26. Finance Director Horton explained that it is money being
carried forward from projects that were not completed in prior years. It would be put into a
project fund to be used in the next year. She said she would add some language to clarify those
transfers. Mayor Vandergrift noted on Page 5 -29 there is a typo on Maguire Road PUPMING
station, and asked for an explanation on this. Utilities Director Smith explained that this project
will allow us to move water from the wastewater plant to the south and from the south to the
north to better serve that area. This project is coming out of the utility fund. They have tried for
grants but there are no grants for reclaimed available. He added that we have the reclaimed
system up and down Clarke Road. They rotate irrigation between north of AD Mims and South
of AD Mims. Mayor Vandergrift stated that Apopka integrates their reclaimed with their potable
water so they don't get into the one day pumping. Mr. Smith said they will discuss that with
SJWMD because it may require a modification of the CUP. If you take ground water and put it
in reclaimed, then it becomes subject to the same restrictions as potable water, so supplementing
sometimes defeats the purpose. Reclaim is not on the same restrictions as potable water.
Commissioner Keller stated on 3 -37 and 3 -49 both had HR consulting services and he inquired
as to why they have it listed twice. Finance Director Horton stated that it is the cost from the
contract we entered into for Risk Management Services and it is split between the two
departments.
Commissioner Keller inquired if they anticipate reducing the phone cost for example on 3 -46
the phone expenses for the Planning Department went down. IS Director Ross stated that there
are several factors between cell phones, air cards, landline phones, and other services. We are
getting better rates on those services and looking at cutting prices in all departments to get
services that better match our actual needs /usage.
Commissioner Keller asked about the two officers we got with a grant and he heard the Federal
government is not going through with funding that. Deputy Chief Goclon stated that it is a three
year grant; City Manager Frank said that is about future funding, we have a contract that they
will honor for the three year period.
Commissioner Wilsen stated on page 3 -20 she noticed that on professional fees there is
$21,300. She noticed that it is taking the Founder's Day website is taking a long time to get
things updated. She asked if we are paying professionals to do that website. Commissioner
Johnson stated they had a person do it last year, who is not available this year, but they have
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City Commission Budget Workshop
addressed the issue with staff and it is being done in house. Commissioner Wilsen stated they
allocate a lot of money for Founder's Day and the site is just not up to date, it still has half of the
stuff from last year on it. Community Relations Manager Wright stated that particular line
item is for Ocoee TV freelancers and graphic design services. We had a company that designed
the website for the City at no cost last year however he is ill this year and it is being done in
house. Commissioner Johnson stated that IS Manager Ross is working on the website now. Mr.
Ross said they just took over that website and they have been coordinating with Public Relations
and the Founders Day Committee to get updated information.
Mayor Vandergrift inquired about the HRDB board being under Human Resources and there
was discussion that each board is placed under the department that works with the board. There
was further discussion as to each board getting $2000 and why the HRDB Board went back
down to $2000 after receiving $7000 last year. City Manager Frank stated that they responded
to an actual request from the HRDB board to increase their funding last year, but so far this year
they have not advised; he knew that this issue would be vetted and determined by the
Commission. Consensus of the Commission was that $7000 should be placed back in the
HRDB line item budget. Commissioner Wilsen noted she wants to be sure there is enough
money for the Spring Fling budget as well so they don't have to ask for more money.
Commissioner Keller inquired as to why regular salaries went down as shown on 3 -38 and 3 -60
for HR and 5 -19 for Maintenance Operations. Finance Manager Brosonski said the change in
HR was due to the change in HR Directors and 5 -19 was probably when a new person came in at
entry level.
Break: 7:32 — 7:43 p.m.
Mayor Vandergrift thanked Public Works Director Krug for the SUV Hybrids on the wish list;
also noted that Orlando is using hatchbacks instead of trucks and he had seen them doing
landscaping work out of a Prius hatchback. Mr. Krug said this stormwater vehicle required a 4-
wheel drive and that is why an SUV was selected. Mayor Vandergrift stated that Winter
Garden is installing electrical charging stations for public use to encourage electric vehicles.
Public Works Director Krug stated that they looked into getting a grant, but it was still going
to cost the city $25,000 for one charging station. The grant was not as good as originally
sounded. He noted that central Florida has more electrical charging stations going in than
anywhere else in the country right now.
Mayor Vandergrift inquired about the Peach Lake Manor. Public Works Director Krug
stated it has not started; they are having a meeting tomorrow to go over the phasing. They have
the plans and specifications together; it just needs to be advertised.
Commissioner Wilsen inquired about the HUD grant for Ison Center Improvements. CIP
Manager Butler stated this was a grant that was acquired several years ago for improving the
Veterans and Seniors facilities at the Ison Center. As it became more utilized, we needed more
improvements to parking, second driveway access, street lights, and an athletic facility for
disabled Veterans and seniors. He added that they are getting $247,500.00, ($250,000 minus the
1% hold back). It is in the budget for next year because we had not gotten budget authority for
that project. Finance Director Horton stated that there is an off - setting revenue shown in the
budget for that project.
August 8, 2011 Page 11 of 11
City Commission Budget Workshop
Mayor Vandergrift asked CIP Manager Butler to get with the City Clerk regarding installation
of a columbarium at the cemetery for crematory ashes. Commissioner Johnson stated that he
will show staff the photos he took in Texas. Commissioner Wilsen stated that the cemetery is
looking so much better since there have been a few groups doing cleanup efforts. There was
further discussion regarding expansion of the cemetery and Mr. Hawthorne wanting $500,000
per acre so it is not something we can consider at this time. Commissioner Johnson stated that
we can place columbarium structures at various locations in the cemetery where there is
available space.
Commissioner Johnson stated on the Recreation page 3 -98, he wanted to inquire about the ball
fields. There are two multi - purpose fields proposed for the Beech Center; he would rather use
that money to build another softball field on the west side of Vignetti with recreation impact fee
money and move the existing field and fences back there so the fields are together. He added
that league play runs 67 teams through those fields each season. The front field area could then
be used for children's play and for parking during events. We could keep the current building up
for storage. That would allow room for parking, etc. We have light poles and lights which will
cut some of the costs for moving the field, but we will have to build a building down there for
score keeping and concessions. Parks and Recreation Director Hayes stated they have
identified in the capital improvements plan the need for making improvements at Vignetti and
the Beech Center improvements are in this budget and will be funded by impact fees. There is
an issue with using impact fee money at Vignetti because they have existing fields and impact
fees can only be used to create new capacity. Commissioner Johnson said they can add a field
and use impact fee money. Mr. Hayes said as long as it is creating new capacity. City Manager
Frank said there would be a general fund component to this also; it could be a $50,000 impact to
the general fund over and above what we can get from the impact fees. Commissioner Johnson
stated we haven't done anything to these fields in 30 years and we have improved many other
fields around the city and Vignetti is in need of an upgrade. He added that it would generate
revenue because more people would pay to play there. There was discussion regarding the fields
currently being 275 feet and for tournament play they must be a minimum of 300 feet.
Commissioner Hood added what a difference fence has made at the field to keep tire marks,
garbage and other things out of that area. Consensus of the Commission was to have staff take
a look at improvements to Vignetti Park ball fields and concession.
Mayor Vandergrift announced that the next Budget Workshop will be held on August 17, 2011
at 6:00 p.m.
IV. ADJOURNMENT
The meeting adjourned at 8:04 p.m.
APPROVED:
Attest: City of Ocoee
Beth Eikenberry, City Clerk S. Scott Vandergrift, Mayor
MINUTES
OCOEE CITY COMMISSION
August 16, 2011, at 7:15 P.M.
REGULAR CITY COMMISSION MEETING
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 Keller gave the invocation, followed by the Pledge of
Allegiance to the Flag, led by Commissioner Hood. City Clerk Eikenberry called roll and
declared a quorum present.
Roll Call: Commissioner Hood, Commissioner Wilsen, Mayor Vandergrift, Commissioner
Johnson and Commissioner Keller.
Also Present: City Attorney Rosenthal, City Manager Frank, City Clerk Eikenberry
B. PRESENTATIONS AND PROCLAMATIONS
Mayor Vandergrift presented OCPS Board Member Christine Moore with a First Days of
School Proclamation.
OCPS Board Member Christine Moore presented a brief video explaining the importance of
new schools. She further briefly explained the flyer she handed out with the building programs
happening in District 7, which is her district. She explained in the packets she provided the
school grades are available to view and they are very pleased on how the students in Ocoee have
done. She announced that unfortunately as a district they did drop to a "B +" range but they are
working hard to bring that grade back up. Ms. Moore said there is also a lot of talk about charter
schools and she will have six meetings in September with 23 charter school applications; they
will be incredibly busy looking at all those applications. Said further explained some major
changes in teacher performance evaluations which includes implementing peer evaluations.
Commissioner Keller thanked School Board Member Moore for all the information and further
inquired if the Ingram Road School is going to be an elementary of middle school. Ms. Moore
said it will be a middle school but there has been some discussion about buying some extra land
near it so there is some potential of an elementary school.
Firefighter James Kelley with the Ocoee Professionals Firefighters explained that every year
they get a refund check from the County for the sales of specialty license plates and this year
they chose the West Orange Girls Club so they would like to present them with a check for
$3527.02. Brian Smith, with the West Orange Girls Club, thanked the city for everything they
do and always being so kind to the WO Girls Club. Mayor Vandergrift briefly explained the
history of the WO Girls Club and there move outside of the city limits. Mr. Smith welcomed
the Commission and anyone interested to join them for the fall season. Opening Day is going to
be September 17` Commissioner Hood said they have tried in the past to get water out there
and further inquired what it would take to get reclaimed water to their facility. He further asked
if they could direct staff to see if they could get reclaimed water out to the West Orange Girls
Club so they could water the fields. Mayor Vandergrift and Commissioner Johnson both said
there is no reclaimed water out by that area, just potable water. Mr. Smith said he would take
the potable water. Commissioner Hood said he would support staff trying to help them in any
way that they can. He further reassured Mr. Smith that the Little League would not use their
fields since he has heard that is why they feel threatened to ask the city for help. Commissioner
City Commission Regular
August 16, 2011
Hood asked City Manager Frank to please have City Engineer Wheeler check into what it would
cost to get water out there.
Firefighter James Kelley with the Ocoee Professionals Firefighters said that this Friday they
will be having a Retirement Party for Butch Stanley at the Ison Center and he was inquiring if
they could have some reduction in the fees for the rental of the building.
Commissioner Hood, seconded by Commissioner Keller, moved to waive rental
fees for use of the Ison Center for the Retirement Party for Butch Stanley. Motion
carried 5 -0.
He further said that they are also inquiring if the Commission would allow the permission of the
serving of alcohol at the Ison Center.
Commissioner Hood, seconded by Commissioner Johnson, moved to allow the
serving of alcohol at the Ison Center for the Retirement Party for Butch Stanley.
Motion carried 5 -0.
Commissioner Wilsen inquired from the City Manager if any forms would need to be submitted
for this event. City Manager Frank said there is a form for the alcoholic beverages and he can
have them fill it out.
Victoria Laney, Vice -Chair of the CACOPD, presented the Officer of the 2" Quarter Award to
Officer Whiting and briefly summarized all the nominees explaining why they were chosen for
their outstanding work.
Police Chief Brown said that as well as receiving the award from the board, Officer Whiting
will receive a ribbon that he can wear with his dress uniform. Rob McKey, Chairman of the
CACOPD, announced that there are opening on the CACOPD if anyone is interested in joining
as well as the Neighborhood Restorative Justice Program. For more information he can be
reached by e -mail at robmckey(a�gmail.com. Mr. McKey also announced the Police Department
is hosting a Community Picnic on September 3 at Palm Drive Park. Police Chief Brown said
that this event is in place of the National Night Out.
CRA Administrator Wagner announced the Central Florida Film Festival which is to take
place September 2 -5 He gave a brief overview of the event schedule for this year's CENFLO
which includes having a meet and greet with Actor Glenn Morshower. It was also announced
that the screening of Swamp Shark on Friday night will help benefit the John Mickel and Dallas
Day Scholarship Fund.
Chris Carmody and Robert Stewart with Gray Robinson gave a brief legislative update of
what has occurred over the last session and what they expect from the 2012 legislative session.
Commissioner Keller thanked Gray Robinson for all of their work on the Colony Plaza condo
issue. He further said he is a little more nervous about the red light camera issue and the regional
transportation money. Mr. Stewart gave a brief update on the Wekiva Parkway.
Mayor Vandergrift said a law was passed a while back stating that cities could not campaign
against any amendments put on the ballot by the State Legislature. He further inquired how far
could the city go to try to enlighten the public or should they not even mention it if they are
against an amendment. Mr. Stewart said they have a fantastic City Attorney who can advise
them on the legalities of what they can/cannot do. Mayor Vandergrift further expressed some
Page 2
City Commission Regular
August 16, 2011
concerns that he has had with the elections and the Supervisor of Election officer kicking them
off the November Elections. He inquired as to what they could do from the State level and if the
Supervisor of Election officer is a State employee. Mr. Stewart said he is a Constitutional
Officer. A brief discussion ensued regarding the Supervisor of Election officer.
Consent Agenda
Commissioner Keller, seconded by Commissioner Wilsen, moved to pull Items #3
and #4 from the Consent Agenda for separate consideration. Motion carried 5 -0.
Consent Agenda Items #3 and #4 were pulled for separate consideration and heard at this time.
Discussion for these items can be found under Consent Agenda.
Recess 8:45 — 8:53 p.m.
C. COMMENTS FROM CITIZENS /PUBLIC - none
D. STAFF REPORTS AND AGENDA REVIEW- none
E. COMMISSIONERS ANNOUNCEMENTS
Commissioner Hood -- none
Commissioner Johnson- none
Commissioner Wilsen - none
Commissioner Keller- none
Mayor Vandergrift —1) read an invitation for, Puttin' on the Ritz, a charity event for the
Lighthouse Central Florida; September 10, 2011 at the JW Marriott Orlando; call 407 - 898 -2483
X253 for details. 2) read a letter from Jeff Krisan, Florida Lodging Management LLC, owner of
three hotels and Perkins Restaurant, stated he supports two projects: community center
conversion and expansion to rental hall facility, Vignetti Recreation Center, expansion and
renovation of the softball fields. He stated at this time sports tournaments and rental events are
going to other cities because the City of Ocoee does not have facilities to accommodate such
events. He felt the city should take steps to bring economic activity and increase exposure for the
City of Ocoee. 3) offered congratulations to two firefighters on their promotions: Mike Reed
promoted to Lieutenant, Ron Tossi promoted to Engineer - Paramedic. 4) read letter from a
resident who appreciates the stop sign on Wurst road that the city placed there in response to
citizen's concerns. 5) said we need to appoint someone to go to the Redistricting Commission
Meeting at Tanner Hall at 6:00 p.m. tomorrow. He wants a staff person to be there and said he
would like the commission to support a motion in favor of telling that board that the city of
Ocoee would like to be placed in one district with West Orange cities (sans Apopka) that would
include Ocoee, Winter Garden, Oakland, and Windermere. After some discussion, there was
clarification as to his request. Consensus of the Commission was that we would be better to stay
in Commissioner Boyd's district.
Mayor Vandergrift, seconded by Commissioner Keller, moved to recommend to
the Districting Commission that the City of Ocoee would like to be placed in one
district with other West Orange Cities of Winter Garden, Oakland, and
Windermere. Motion carried 5 -0.
Page 3
City Commission Regular
August 16, 2011
F. CONSENT AGENDA
Commissioner Hood, seconded by Mayor Vandergrift, moved to approve the
Consent Agenda Items #1 through #7 with Items #3 and #4 being pulled for
separate consideration. Motion carried 5 -0.
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Approved on Consent. Motion carried 5 -0.
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Pursuant to Section 168.8 (C) of the Ocoee Code of Ordinances: Each member of the City Commission shall
appoint a member of the Hearing Board. The other two members of the Hearing Board shall be appointed by the
City Commission from among the membership of the Citizens Advisory Council of the Ocoee Police
Department. The Chief of Police shall provide the City Commission with his recommendation as to the
appointees from the Citizens Advisory Council of the Ocoee Police Department. If a member of the Hearing
Board who is appointed from the membership of the Citizens Advisory Council of the Ocoee Police Department
ceases to be a member of the Citizens Advisory Council of the Ocoee Police Department, then such person shall
also cease to be a member of the Hearing Board. Members of the Hearing Board shall serve two -year terms;
provided, however, that the initial members of the Hearing Board appointed by each City Commissioner shall
serve a term of one year.
Robert Minarcin, member of the Police Infraction Hearing Board representing the Citizens Advisory Council of
the Ocoee Police Department, has resigned his position. Police Chief Brown would like to recommend the
appointment of Jerry Zielinski to serve the remainder of his term.
Approved on Consent. Motion carried 5 -0.
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a. Special Event Permit to Authorize the Sale and Serving of Alcoholic Beverages.
(City Clerk Eikenberry)
In accordance with Resolution 2006 -010 as approved by the City Commission, the Ocoee Lions Club
organization has filed a special event permit application for the sale of alcoholic beverages at a fundraising
event to take place on September 10, 2011. Proceeds from the event will go towards local and surrounding
charities which support residents within the community.
b. Special Event Permit Request for Road Closure. (Building Official Washington)
In order to temporarily close a public street, the approval of the Honorable Mayor and City Commission is
required. Ocoee Lions Club has made application to the City for a Special Events Permit for a parade and road
block festival that would require the temporary closing of City owned streets. The event will be held on
September 10, 2011. The streets to be closed are a portion of E. Delaware Street, Bluford Avenue., Oakland
Avenue., and McKey Street.
This item was heard under Presentations.
Steven VanVarick, President of the Lions Club, said they are here tonight on behalf of their
Patriot's Celebration coming up on September 10 He further thanked the Commission and the
city for helping them get the event rolling. They are before the Commission to ask for the fees to
be waived. Commissioner Hood said he thought they had waived the fees at the last meeting.
Mr. VanVarick said that there were some fees incurred after the last Commission meeting.
Commissioner Wilsen said that what they waived at the last meeting was the inspection of the
equipment by the Fire Department. Mr. VanVarick said they now have road closure and
police /fire fees. Mayor Vandergrift inquired if they had an amount of what they are waiving.
Page 4
City Commission Regular
August 16, 2011
Robert Godek, Lions Club Member, said it looks as if it might be around $2800. City Clerk
Eikenberry said that the staff report shows Public Works $900, Police (off -duty personnel)
$800, and Fire Department $1000, which comes to a total of $2700.
Commissioner Wilson, seconded by Mavor Vandergrift, moved to approve the
Special Event Permit to Authorize the Sale and Serving of Alcoholic Beverages
and the Special Event Permit Request for Road Closure; and additionally to take
$1500 out of Contingency to be applied toward expenditures for the Patriots Dav
event.
City Manager Frank said that similar to the last request from the group they heard earlier the
Fire Department has two options and one is to cover with on -duty personnel. He said the $1000
on this event is that if the group paid for Fire Department coverage then they would actually
have employees coming in off -duty and that is what it would cost. The other option is they can
do the event with on -duty personnel but they may have to leave to take a call and can come right
back. It is really $2500 if the Fire Department does the event on stand -by instead of having off -
duty personnel. City Manager Frank said there are no Fire Department charges for the last
group. Fire Chief McNeil said that the previous group that addressed the Commission is doing
a four hour event and because of the size of the group and nature of the activities it is really good
for the Fire Department to go to the event and do public relations such as the Puppet Show. This
event is a much longer event with a much larger crowd expected and with large events they
normally supply two off -duty personnel that are dedicated to that event. They would be their
new EMS cart which is where the $100 /per hour would come in to supply them. The other
option would be utilizing on -duty personnel; however, it would be on a rotating basis.
Commissioner Wilsen inquired as to how much was in Contingency. City Manager Frank
said there is about $40,000. Commissioner Johnson said the problem is that Commissioner
Wilsen always feels strongly about groups coming before the Commission for grants and funds
they issue but he will be bringing it up tomorrow night to do away with them. If they keep doing
what they are doing then there is no sense in having a board to do the same thing. He has asked
for a printout of what they given away to groups for the last five years. They are the only city
that does what they do. He further said there is no use in doing things twice so he feels they
should do away with the grant funds. Commissioner Wilsen said the Lions Club is trying
something new in trying to raise funds. She further said she would like to amend her motion to
give the Lions Club leeway on whether to have dedicated fire personnel or on -duty personnel.
Commissioner Wilsen, seconded by Mavor Vandergrift moved to amend to
motion to take $2000 out of Contingency to be applied toward expenditures for
the Patriots Dav event. Motion carried 5 -0
Vote was taken on the original motion as amended. Motion carried 5 -0.
Mr. VanVarick thanked the Commission and invited them to come out to the event. He said
they are hoping to bring in enough people to help generate some money for the other businesses
in town, which is one of their main goals.
Page 5
City Commission Regular
August 16, 2011
4 e ¢' a e irvj s o a i
In order to temporarily close a public street and boat ramp, the approval of the Honorable Mayor and City
Commission is required. Access -Life, Inc. has made application to the City for a Special Events Permit for
Community outreach for families living with disabilities that would require the temporary closing of City
owned streets and Starke Lake Boat Ramp. It would also require the use of the City Park and Gazebo. The set
up will be held on Friday, November 11, 2011 from 12:00 PM — 6:00 PM. The event will be held on Saturday,
November 12, 2011 from 10:00 AM — 2:00 PM. The streets to be closed are a portion of N. Lakeshore Drive
and Oakland Avenue.
This item was heard under Presentations.
Doug Goddard, with Access Life Inc., said they are a Disability Ministry and they are applying
to the city to do an outdoor event for individuals and families living with disabilities within the
area. His reason for speaking tonight is because in light of the mission of the event, organization,
and the anticipated benefit to the community, he would like to request the waiving of the park
fees and the Public Work fees required to put on the event. Mayor Vandergrift inquired as to
how much the fees were. Mr. Goddard said he believes the park fees are $600 and public work
fees are $482. Parks and Recreation Director Hayes said that the fees Mr. Goddard is
referring to is the exclusive use fees for Bill Breeze Park and Lakeshore Park which amounts to
$600 and also the street blockage which is the $420. Mayor Vandergrift inquired if this event
was going to have boating. Mr. Goddard said they would have boat rides, bank fishing, arts
and crafts, kayaking, archery, and they provide lunch. It is a comprehensive outdoor event.
Commissioner Wilsen said she is confused reading the application and wants to get clarification
on the cost. She further inquired if the $600 included the clean -up fee. Parks and Recreation
Director Hayes said the $600 only covers the fee to use the park exclusively. This event is for
November 12
Mayor Vandergrift moved to waive the fees. Motion died due to lack of second.
Public Works Director Krug explained that the fee they incur from Public Works are the
overtime for his crew to put up and take down barricades for the road closure as well as the
notice signs for closing the road. The fee is $420 for the work labor and $480 for the signs.
City Attorney Rosenthal said that since this is an actual cost then it is not just a waiver question
and they will need to appropriate funds from Contingency to pay the expense. Commissioner
Johnson inquired if this was a free event and if they have done this at other locations. Mr.
Goddard said it is completely free and they do this event across the southeast and Ocoee is the
sight they chose in the Orlando /Central Florida area. He further said that Starke Lake is one of
the few places that is accessible with a floating dock, fishing pier, and a very flat shoreline which
can accommodate people with disabilities. Commissioner Keller clarified that a motion should
be made for $1500. A brief discussion ensued on the fees being waived.
Commissioner Keller, seconded by Mayor Vandergrift, moved to take $900 out of
Contingency and to waive the park rental fees.
Commissioner Johnson said they might as well do away with fees. Commissioner Wilsen said
that is a concern she has had, when they start giving money out of their budget for overtime
costs, but if Commission chooses to waive it then that is they choice they make.
After the discussion. Motion carried 5 -0.
Page 6
City Commission Regular
August 16, 2011
Mr. Goddard thanked the Commission and said that if there is anything they can do to help
promote the City they will be more than happy to do so. Commissioner Wilsen said that she
believes that as a Commission they will have to make some hard decision and that will take place
at tomorrow night's budget meeting.
Mr. Goddard said if it is any consolation they are promoting the Police and Fire Department at
their event. They will be out there to promote fire and safety awareness.
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Pursuant to Florida State Statutes 932.7055 "...Such (forfeiture fund) proceeds and interest earned there from
shall be used for ...other law enforcement purposes, which include .... providing additional equipment or
expertise...." Use of force simulators safely place officers in various virtual environments that mimic a real
life use of force situation and can help sharpen an officer's use of force skills. The Police Department requests
to expend not more than $40,000.00 from its Police Forfeiture fund to purchase the RULETC Use of Force
Training Simulator system from Ti Training Corporation. The system includes a stand -alone computer,
software, projector, screen, weapons conversion kits, other ancillary equipment, one year warranty, and factory
training and support. Ti Training Corporation provided the lowest quote Using Federal GSA Schedule #70 GSA
#GS- 35F -0127U pricing.
Approved on Consent. Motion carried 5 -0.
i a, '
The Peach Lake Manor Subdivision is located north of Wurst Road and west of the City waste water treatment
plant between Wurst Road and Nichole Blvd. and has approximately 260 residential houses. This project is to
replace the existing potable water mains throughout the subdivision as well as replace all current services which
are located in rear yard alley ways.
The Peach Lake Manor Water Main Project has been completed with the new lines being activated and water
service for customers transferred to the new lines. This change order is for additional work that was required at
the direction of the City Utilities Director, adjustments to the original estimate for quantities provided in the Bid
Form and quantities provided for additional work as approved in Change Order #1.
Approved on Consent. Motion carried 5 -0.
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The City desires to contract directly with a different pharmacy benefit management company (Envision) not
through the contract with Blue Cross in order to take advantage of a better discount arrangement. There will be
no changes in the pharmacy benefit to employees and their dependents as a result of this change.
Approved on Consent. Motion carried 5 -0. ,
Page 7
City Commission Regular
August 16, 2011
G. PUBLIC HEARING — SECOND READING OF ORDINANCE
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The City of Ocoee wishes to adopt an ordinance that allows the Honorable Mayor and Board of City
Commissioners to consider and approve resolutions to authorize the operation of golf carts within specified
residential communities and on roadways meeting threshold safety requirements in accordance with Florida
statutes. Homeowners' associations and City of Ocoee elected officials acting on behalf of neighborhoods not
represented by homeowners' associations may request that the Honorable Mayor and Board of City
Commissioners authorize golf cart operation in their neighborhoods. In order to comply with State law, specific
road signage will be required in each neighborhood. Age limitations and hours of operation are also established
in the ordinance. To ensure compliance with the ordinance, violators of the ordinance may receive City of
Ocoee civil citations which result in fines.
City Attorney Rosenthal read the title of the ordinance.
Police Chief Brown said this ordinance is probably the best they can put together for the
circumstances that they have. This ordinance will allow for residents to drive on the street but
will also have regulations that they can deal with. He said there are several issues that they may
want to think about; one being the cost for the signs. Commissioner Wilsen inquired if they
could ask HOA's to put up their own signs. Police Chief Brown said they could not. He further
said the private communities will have that issue but they do not even have to put up signs.
Commissioner Johnson said if they are going to approve the golf carts then they will just have
to pay that costs. Commissioner Hood inquired if it was a gated community then the city would
not have to put up signs. Police Chief Brown said gated communities are private property so it
is not an enforcement issue and if they want signs then they would put their own signs up.
Commissioner Hood clarified that the $10,000 is cost for signage only on city streets. Police
Chief Brown answered affirmatively.
The Public Hearing was opened. As no one wished to speak the Public Hearing was closed.
Commissioner Keller said that at the last meeting there were some issues about whether they
were tougher then the State and if they may run into any issues with that. He further inquired if
after reviewing the Attorney General Opinion if decided to change anything. City Attorney
Rosenthal said that he is correct and changes are shown in the redlined draft ordinance. He
further said after reading the Attorney General Opinion they agreed with the interpretations
which it seems other jurisdictions are not following, but there is a significant restriction on the
Home Rule Powers of local governments which says they follow the State Statutes. He said
about the only thing the city could regulate was various matters with regard to unlicensed
drivers.
Commissioner Hood, seconded by Commissioner Keller, moved to approve
Ordinance No. 2011 -011 Golf Cart Ordinance per staffs recommendation.
Commissioner Hood said he knows that this is going to be really hard on the Police Department
since there will be some teaching to the residents on what they can/cannot do. He is hoping that
they can exercise some leniency in the beginning. Police Chief Brown said they are going to be
somewhat lenient but they must take into account that these are not motor vehicles and they are
not insured so they have to be strict on the rules they enforce. Commissioner Hood inquired if
Page 8
City Commission Regular
August 16, 2011
they could get a moving violation. Police Chief Brown said it depends on what they do on the
vehicle.
After the discussion. Motion carried unanimously.
The Ordinance as adopted on second reading carries the following title:
ORDINANCE NO. 2011-011
AN ORDINANCE OF THE CITY OF OCOEE, FLORIDA, ADOPTING A NEW ARTICLE III OF
CHAPTER 153 OF THE CITY CODE AUTHORIZING THE USE OF GOLF CARTS ON WITHIN
CERTAIN COMMUNITIES AND STREETS DESIGNATED IN RESOLUTIONS ADOPTED BY
THE CITY COMMISSION; PROVIDING FOR DEFINITIONS; PROVIDING FOR THE
REGULATION OF GOLF CARTS, INCLUDING THE HOURS OF OPERATION; PROVIDING
FOR THE ESTABLISHMENT OF AN APPLICATION PROCESS, AGE REGULATIONS FOR THE
OPERATION OF GOLF CARTS, REQUIRED SIGNAGE, VIOLATIONS AND PENALTIES, AND
APPEALS TO THE HEARING BOARD; PROVIDING FOR SEVERABILITY; PROVIDING FOR
CODIFICATION; PROVIDING AN EFFECTIVE DATE.
H. REGULAR AGENDA
C> ; xs .fir z er rte` m ; - __ e i 10
This property was cited on June 2, 2009, for violation of City of Ocoee Code of Ordinance 115 -5 excessive
weed or grass growth requirements. The code violation was for grass and weeds over 10" tall in front and back
of property. The Code Enforcement Board issued an Order to comply by August 7, 2009, or be fined $200.00
per day, also abate the nuisance and add the cost. Mr. Jamal Suttan acquired title to this property on June 7,
2011, purchasing the property at the Orange County Courthouse. On September 9, 2009, the property was
observed to be in full compliance. Mr. Jamal K. Sultan is requesting a reduction of fine /lien totaling $5,547.84
($4,800.00 plus City's cost of 747.84). Staff concurs with Code Enforcement Board's decision of reduction in
payment to the City in the amount of $747.84.
This item was heard after Item #10.
Assistant to the City Manager Gaines provided before /after exhibits and said the property was
cited on June 2, 2009, and was given to August 7, 2009. The new owner Jamal Suttan acquired
property on September 9, 2009 through the Orange County Courthouse. The property has been
in full compliance on September 1, 2009. Staff concurs with the code Enforcement Board to
reduce the lien to city costs of $747.84.
Jamal Sultan, 2357 Lake Denver Drive, Apt 737 Orlando, said he purchased property for him
and his wife to reside. There were HOA liens as well as Code liens; the two smaller code liens
for mowing /landscaping have already been paid to the city. He said he bought the property
without seeing the interior and it was vandalized inside. He has gone through a lot of expense
fixing up the property and told the Commission he would appreciate the reduction as
recommended by the Code Board. Commissioner Wilsen inquired if he knew about the liens
when he purchased it from the courthouse? Mr. Sultan said he did know there may be liens; he
purchased this with money borrowed from his parents to live there. Commissioner Johnson said
the pictures provided show what the neighbors had to live with and though it is not his fault, the
banks and mortgage companies don't care so the city has to enforce the lien on the property
owner. After some discussion, a motion was made.
Commissioner Wilsen, seconded by Commissioner Keller, moved to reduce fine
to $1000 to be paid within 90 days or it reverts back to the original fine. Motion
carried 5 -0.
Page 9
City Commission Regular
August 16, 2011
This property was cited on December 03, 2008, for a violation for excessive weeds and grass growth. On
January 27, 2009, the Code Enforcement Board issued an order to comply by February 06, 2009, or be fined
$150.00 per day. On June 19, 2009, the property came into compliance with the City. Mr. Michael Rappaport,
the new owner of the property, is requesting a reduction of fine /lien totaling $20,519.33 ($19,950.00 plus City's
cost of $569.33). On July 26, 2011, the Code Enforcement Board considered the request for a lien reduction and
recommends reducing the total fine lien to $569.33. Staff concurs with Code Enforcement Board's decision of
reduction in payment to the City in the amount of $569.33
This item was moved before item 9 because the property owner had to drive back to Tampa.
Assistant to the City Manager Gaines said that he will be doing the presentation for this case
along with Item #9. He provided before /after exhibits and said the property was cited on
December 3, 2008, fines had accumulated to $20,519.33. the Code board recommended the lien
be reduced to city costs of $569.33.
Michael Rappaport said that the property was already in foreclosure when the code lien was
placed, and by statute it is a minor lien that generally goes away. He said he would like to get a
release of lien to sell the property and he agrees to pay the city's out of pocket costs. The
property is in compliance and has been kept that way ever since. Commissioner Wilsen inquired
about the lien being invalid. City Attorney Rosenthal said the city's lien would still be in place,
whether or not it should have been resolved before the final judgment in the foreclosure. The
City lien is still a good lien. Commissioner Keller said his concern is that it frustrates him that
the neighborhood is subjected to the non - complying home and no one cares until they want
something. He has no problem reducing liens, but does not feel it should be reduced down to
cost. He would like to see the fine at $1000; he feels it is worth more than $569.33
Commissioner Keller moved to reduce the fine to $1000. Motion died due to lack
of second.
There was discussion with regard to the lien and the foreclosure process. Mr. Rappaport stated
that he is willing to do his part, but the city could still go after the previous owner. City Attorney
Rosenthal stated the lien stays with the property and it is on him. He advised this lien would
probably superior to any mortgage since it predates any financing.
Commissioner Wilsen, seconded by Commissioner Johnson, moved to reduce
the fine to $2000 to be paid within 90 days or it reverts back to the original fine.
Commissioner Johnson told the homeowner that before he closed on that someone messed up
by not telling him about that lien. Mr. Rappaport said 99.9% of the time the lien is dropped by
the City or County if lis pendens have already been filed toward the foreclosure proper.
After the discussion. Motion carried 4 - 1 with Mavor Vandergrift opposed.
Page
10
City Commission Regular
August 16, 2011
1 _
r a `e is a . 1 3' 1
i a st ���� B ! t 9 3 1 i ! ` i ' 3 & t 1 f °� 1 I ��� n • In 2006, the City of Ocoee released a request for proposals and received responses for the purchase and
development of the Crown Point Property, formerly known as the Coca Cola Property. Subsequently, the City
had a contract with a large home builder company which ultimately was never finalized. In the years that have
ensued, the land development market has fluctuated commensurate with the continued economic decline and
growth. In late 2009, the City began seeing considerable interest from prospective buyers, who wish to develop
the property. Since that time, the City has met with numerous home - builders and developers, and realized the
myriad possibilities for the types of submittals and purchase options that could be proposed should the City
Commission authorize another request for proposals. In anticipation of a variety of possible purchase options
and due to the prudence of evaluating and modifying the original request for proposals, the City has evaluated a
proposal by Trammell Webb Partners, Inc. to assist in evaluation of the existing plan with current market
conditions, preparation of a new RFP for purchase of the property, and evaluation and assistance in selection of
a winning proposal. Trammell Webb brings a wealth of knowledge and skill to this type of project, and would
be well - equipped to evaluate the anticipated wide variety of responses, optimizing the City's financial position
through their ability to create detailed proformas and model the expected returns.
Assistant City Manager Shadrix said they have before them a letter scope that identifies a
process by which they could draft another RFP for purchase of the Coca -Cola Property. He said
as they all recall back in 2006 they had an RFP for purchase and development of the Coca -Cola
Property which ultimately feel through with the downturn in the economy. They have had over
the past year and a half a number of developers, home builders, and entrepreneurs looking at the
property. Assistant City Manager Shadrix said that after several meeting they have decided to
see if another RFP would bring a wide range of proposals from a financial standpoint. They
were introduced to the partners at Trammell Webb who specializes in proformas and finance;
money making for land development. Commissioner Wilsen inquired where the funds were
coming from. Assistant City Manager Shadrix said it would come from existing budgeted
Coca -Cola Property funds and would not be a hit on the current budget. Commissioner
Johnson said this is a good process and puts them out there to see what can be added and done
with the property.
Commissioner Hood, seconded by Commissioner Wilsen and Johnson, moved to
approve the Agreement with Trammell Webb Partners, Inc. for Assistance in
Preparation and Evaluation of an RFP for Purchase of the Crown Point Property.
Mayor Vandergrift briefly explained that he has been encouraging staff to not only look at the
possibility of selling the property but also looking at the possibility of the city developing it. He
said that one of the things he has been trying to do is recruit colleges for a number of years
because he feels they need to brand the community and one of the ideas he came up with is an
Educational Community. If they were to build a building like the Maitland Center that is
convertible then the colleges will come. He would like to keep that in mind for this RFP.
After the discussion. Motion carried 5 -0.
Page
11
City Commission Regular
August 16, 2011
NI
t �,�' - � a:.
In mid -2010, Health Central Hospital informed the City of a possible future merger of their hospital with a
larger healthcare system. As part of the discussion, hospital officials voiced concerns relative to the continued
viability of Emergency Medical Services (EMS) transport through its' subsidiary Health Central Ambulance;
however, a final decision was to be made at a future date when a potential merger partner was identified and
negotiations progressed. In February 2011, the hospital voted to accept a proposal from and begin negotiations
with Orlando Health to become part of its integrated health care system. In mid -July, 2011, the city was
immediately notified that Health Central would indeed cease operations of its ambulance unit as of October 1,
2011. Staff evaluated a proposal from Rural /Metro Ambulance which would provide a similar service model
for Advanced Life Support (ALS) EMS transport which the city currently receives from Health Central
Ambulance at no cost. The proposed contract provides for professional service level standards, response time
requirements, preferred hiring of Health Central paramedics, and equipment standards. The City of Winter
Garden executed a one -year emergency contract with Rural Metro at their August 11, 2011, Commission
Meeting. Staff recommends awarding a one -year contract with Rural Metro on an emergency basis, and
preparing a formal Request for Proposals (RFP) for ALS emergency ambulance response and transport in early
2012. City staff will also collect the necessary data to effectively calculate the expenditures and probable
revenues associated with performing these services on an in -house basis.
This item was moved up and heard before after Commission Announcements.
Assistant City Manager Shadrix said that in February we very happy to hear that Health
Central was merging with Orlando Health Hospital system. We were recently made aware that
the ambulance service was going to go away from Health Central. At that time we held
collaborative meetings with Winter Garden, Windermere, Orange County and several of the
interested providers. The County has declined to provide a proposal at this time. The contract
before the Commission tonight is a one year emergency contract which will allow the city to
enter a formal bid process at the termination of the contract. As part of that bid process the city
can conduct its own evaluation of its transport services. Rural Metro will be using Health Central
staff and Health Central facilities and they are guaranteeing the same level of service at no cost
for the duration of this contract. There are representatives from Health Central and Rural Metro
her to answer any questions they may have.
Commissioner Wilsen inquired as to what change was made to the agreement since there is a
revised agreement before them on the dais. City Attorney Rosenthal explained that it was
conformed to match the agreement from the City of Winter Garden. City Clerk Eikenberry
said the change to Item 35, Assignments on the contract. She stated the only other change was a
correction of the city's address. She asked about Item #9 on the contract, replacement of medical
equipment and Mr. Shadrix explained that applies only to Rural Metro. Fire Chief McNeil said
that it is the same as now; we do not have the ability to recover the cost which is approximately
$100,000 per year for the whole ALS program. Chris Blach, Division General Manager of
Rural Metro advised they will restock the Fire Departments disposable medical supplies.
Commissioner Hood asked when we will re- evaluate doing this in -house as opposed to
awarding a contract. City Manager Frank said they will be looking at the options after the first
of the year; he added that they would probably consider a 3 or 5 year contract, possible a three
year contract with two automatic one year renewals. We will be studying common practices to
get the best contract for the city. Commissioner Johnson that one of the things they need to do
is check the hospital records for the cost to customers for the ambulance service. City Manager
Frank said they did get that information, minus the names, from Health Central; we think the
hospital was able to get a little higher reimbursement than the City because of their insurance
Page
12
City Commission Regular
August 16, 2011
agreements, but the information given will give us a good idea of the revenues. Commissioner
Keller said he would like to get a third transport vehicle so that there is one in each station. He
also added he would like to keep the contract short, since this would be a new bid award for
these contracts and may decide in -house is a better option. Commissioner Hood asked about the
City doing the transports from the High School at athletic events. Chief McNeil said they met
with Ocoee High School officials this week and worked out arrangements for covering athletic
events in order to have EMS on site in stand -by mode. They will not be transport units. For the
varsity games they will be there with a fire truck, EMS unit and the Polaris.
Commissioner Wilsen asked about Professional Liability in Item C on the contract and there
was discussion regarding the standard contract language.
Mayor Vandergrift, seconded by Commissioner Johnson, moved to approve the
One year Emergency Contract with Rural /Metro Corporation of Florida d /b /a
Rural /Metro Ambulance to provide Emergency Medical Services (EMS) Transport
for the City of Ocoee. Vote taken after subsequent discussion.
Martha Lopez- Anderson, 2438 Alclobe Circle, said that she is happy to hear that Health
Central Transport will be on board with Rural Metro. He concern is why the City waited to the
11 hour to bring this to Commission if we have known about this until 2010. Assistant City
Manager Shadrix said they were made aware that the ambulance service was going to go away
until early to mid -July, not in 2010. There was some conjecture going on with regard the EMS
Advisory Council Meeting; our representative answered accurately that they had not made a
decision yet and Winter Garden said they were ready to go. We have been meeting consistently
with the City Manager from Winter Garden, so if any misrepresentation was made it was quickly
resolved. They had a meeting two days later, one of eleven meetings in the last month on this
topic, and made the decision. What is before your is a no cost option that will give us time to
properly preform this process and determine if we want to do this in -house or award a contract.
Mayor Vandergrift said that we went from thinking we didn't need to do this until October, to
being told it needs to be done this week. He added that it was the best option we had and it is a
temporary arrangement to bridge the gap. Martha Lopez- Anderson said that she understands
that a lot has to be reviewed and studied but they have known that things were going to be
changing with Health Central and these things she feels the City should have acted sooner, and
the commission should be given a lot of information in advance to make an informed decision.
Mayor Vandergrift recalled two years ago when he suggested we go ALS transport, rather than
just ALS. He would like to put out an RFP and have the City respond just like the rest of the
vendors. There was discussion regarding the Ocoee being ALS and Winter Garden being ALS
Transport. City Manager Frank stated that we are ready to roll with transport; the application
was made months ago. Commissioner Keller also noted that Ocoee was ALS before Winter
Garden because we were concerned about our residents being served by Winter Garden not
having equal service for a while. He said there has been money in the budget for the last two
years for a transport unit has helped us to get up and ready quicker to go with in -house transport
if that should be the decision. We will talk about getting a third transport unit at the budget
meetings. Commissioner Johnson noted that during the early meetings with the hospital they
said they did not know whether or not they were getting out of the transport side; he added this
decision for the temporary contract is a good one in that it allows us time to evaluate everything
and does not raise the taxes for the residents.
After the discussion. Motion carried 5 - 0.
Page
13
City Commission Regular
August 16, 2011
I. STAFF ACTION ITEMS -none
J. COMMENTS FROM COMMISSIONERS
Commissioner Hood — Schools starts Monday; everybody be safe! Mayor Vandergrift asked
for police protection at Spring Lake School given the fact that the stop was removed for a while;
he asked that Ocoee Elementary and Ocoee Middle School be included as far as police presence.
Commissioner Keller mentioned Clarcona Elementary school. He was unsure if there were any
crossing guards there along Clarcona -Ocoee Road. Police Chief Brown confirmed that the
commissioners were referring to Canyon Trail. The chief said that they will have two crossing
guards there until the road repairs are completed. Further discussion ensued. Mayor
Vandergrift said that the Sheriff's Office use to supply crossing guards, but the requirements to
become a crossing guard were so numerous that fewer people sought the position. Ocoee took
over the job.
Commissioner Wilsen — Attended the Florida League of Cities (FLC) conference. The president
of the FLC is a member of the Tri- County League of Cities, Ms. Pat Bates. Governor Rick Scott
was present at the conference as a guest speaker.
Commissioner Johnson — Park bench at corner of Silver Star and Lakewood keeps being moved
back and forth. The bench needs to be moved from its current location so that people can get
past it. A disabled citizen who pushes another citizen in a wheelchair finds it difficult to
navigate around the bench in its present location. Public Works Director Steve Krug said that
he will have the bench removed.
He further mentioned that someone needs to clarify with the newspapers about Ocoee's tax rate.
Commissioner Hood said that he sent the city manager an email about the same issue this past
Monday. The article highlighted the fact that Ocoee proposed the highest rate without also
printing that the commission can come down to a lower final tax rate which is what the
commission most often does. City Manager Frank said that the paper makes no distinction
between preliminary rates and the final rate. The city manager opined that leaving out this
distinction sells more newspapers for the Orlando Sentinel. Commissioner Hood said that
everyone who contacted him about the matter said that they saw it in the Orlando Sentinel.
Mayor Vandergrift said most folks do not understand the TRIM bill, and the county has a tax
assessor who loves to say that cities are raising taxes. Commissioner Wilsen said that the
commission needs to let the citizens know that the commission is trying to be very careful not to
raise taxes and still keep the services that citizens already enjoy. She added that folks need to
realize that the only thing the commission deals with (shown on the TRIM bill) is Ocoee's tax
rate. Commissioner Wilsen announced that the next budget meeting will be held tomorrow
night at 6:00 p.m.
Commissioner Keller — asked Public Works Director Steve Krug to drive through the area
around Windstone, Sawmill and Prairie Lake have potholes. Trees there also need trimming.
Regarding his wrist, Commissioner Keller explained that he was playing racket ball and badly
sprained his wrist. It will be a month or two until he's back playing racket ball.
Page
14
City Commission Regular
August 16, 2011
Mayor Vandergrift - asked if there is any money left for sidewalk repair. In front of Pond 17
there are is a driveway across the sidewalk going into that pond. It is broken to pieces, the
mayor said, along with several other breaks along the side of it. There is a two inch ridge along
the sidewalk that folks could trip over.
ADJOURNMENT
The meeting was adjourned at 10:09 p.m.
APPROVED:
Attest: City of Ocoee
Beth Eikenberry, City Clerk S. Scott Vandergrift, Mayor
Page
15
Budget Workshop
OCOEE CITY COMMISSION
Ocoee Commission Chambers
150 North Lakeshore Drive, Ocoee, FL
August 17, 2011 MINUTES 6:00 p.m.
I. CALL TO ORDER
Mayor Vandergrift called the meeting to order at 6:00 p.m.
Roll Call: Commissioner Hood, Commissioner Wilsen, Mayor Vandergrift, Commissioner
Johnson and Commissioner Keller.
Also Present: City Attorney Rosenthal, City Manager Frank, City Clerk Eikenberry
II. Revised Wish List for FY11 /12 Budget
Finance Director Horton reviewed the list of items that changed from the last meeting:
Wish List Adjustments
$65,000 added for the expansion/design for the community center
$5,000 added to the HRDB board, for total funding of $7,000 for next year
$45,000 for the commuter rail commitment
With above changes, the adjusted millage rate is now 5.8603
Wish List Additions
$5000 for signs for the golf cart implementation
$28,180 for street resurfacing on Carriage Oaks Court
$250,000 for District 1 fire station, annual amount for five years.
$110,000 security improvements in central park.
Ms. Horton advised they have distributed on the dais a new wish list with these items included.
Commissioner Hood asked that the Fire Station expenses not show the budget of 1.5 million in
this year, there is currently $325,000 in the fund. If the 1.5 million is removed it will drop the
additional expenditures down to $1,777,238 and change the millage from 2.0031 to 1.0863 and
the millage rate including all the above items would change from 7.8634 to 6.9466. We only
need funding for the fire station for two more years, not five, to have enough money.
Commissioner Keller questioned only needing two more years to fund the fire station, and the
consensus was it may take three years. Commissioner Hood said they could take additional
from reserves, if needed.
Mayor Vandergrift asked for clarification on which of the new items discussed had received a
consensus from the Commission. Finance Director Horton explained that the items at the top
where there was a consensus of the commission have been added into the budget. The items at
the bottom, including the fire station, have been added to the wish list, but not to the budget.
August 17, 2011 Page 2 of 9
City Commission Budget Workshop
III. Cemetery Columbarium Structures — CIP Manager Butler
CIP Manager Butler discussed the crematory niches (columbariums) for the cemetery. He
advised there would be several 12X12X14 niches in each columbarium structure. Initially, there
was discussion to place these structures in the pavilion but it is not in the condition to hold the
columbariums and should be taken down. He said he would propose an open patio area with
three columbariums arranged in a U shape in the same location of the old pavilion. He stated
each structure would hold 48 niches. He stated each structure would cost $11,000; with the
added removal of the pavilion and creating an area of patio and benches. The total cost would be
$38,000 - $40,000. Mr. Butler added that research shows that approximately 75% of people in
the local area are now being cremated, with 15% being buried and 10% leaving the area for their
final resting place. He added that another option is have cremation vaults, which is the same size
niche, but it is set in the ground and the monument is placed on top. There are singles and
doubles. The third option is a memorial bench, where the cremation remains are mixed in the
concrete. Commissioner Johnson asked what the price is to sell them. Mr. Butler said they
are selling from $1000 - $1500. He added that he had discussed with City Clerk Eikenberry that
the use of the double cremation vaults would require a change in the Code because at this time it
only allows for one person in each plot. Commissioner Johnson said he feels this would be a
great way to utilize more space in the cemetery that has no more space for plots; he calculated
that if niches were sold for $1,000 each the revenue would be $48,000 from each columbarium.
Commissioner Wilsen asked if the City could pre -sell a percentage of the niches. Mr. Butler
said we probably could. Commissioner Johnson said we should probably do the first one and
see how it goes. Mr. Butler said the initial cost would include the tear down of the pavilion and
building the paver deck, approximately $16,000 to install the first columbarium. He showed a
picture of the structure and how a granite plate can be affixed to the front with an inscription.
Commissioner Johnson asked if that money could be taken from this year's contingency
money. City Manager Frank said there is approximately $37,000 - $38,000 left in contingency.
The consensus of the Commission was to put an item on the next agenda regarding the
purchase of cemetery niches to be funded from this fiscal year and include the prices that
other cities are charging for niches.
IV. Discussion
Commissioner Wilsen said she would like to change the Community Merit Awards to a four
cycle grant award and eliminate people coming to the commission to ask for money.
Commissioner Keller said it may be difficult for some people to know the process before they
get to the Commission and there should be some exceptions in place to make those exceptions.
He did not believe it was logical to think they can just completely do away with granting money
to people on a case by case basis unless they just do away with granting money all together.
Commissioner Wilsen said that people are getting the word they can just come in and ask us for
money or to waive fees. She does not feel it is right to give away the taxpayers money when we
have many who are not working, etc. Commissioner Keller said in that case we may need to
consider taking a hiatus from giving money away for a few years until the economy improves.
Commissioner Johnson stated it is the same organizations getting the money over and over. A
lot of money goes to Homeowner Associations that should be using private money. Mayor
August 17, 2011 Page 3 of 9
City Commission Budget Workshop
Vandergrift stated that many other communities have grant programs. The grant that we give
for $500 maximum usually does not come close to the money they are spending on
improvements. Commissioner Johnson said we need to try doing what Winter Garden does,
don't give away any grant money. Commissioner Wilsen said she is not in favor of that; she
would rather establish a better grant program and not give it away at the dais. Commissioner
Keller said he cannot see making that an absolute, because there will always be exceptions
where they do not have time to apply for grant programs awards. Mayor Vandergrift said there
is a contingency that you can vote to spend any way that you want to; the question is do we want
to completely do away with city grants? Discussion followed. Mayor Vandergrift advised
that he is hearing a consensus to keep the grant programs. He added the other stuff is
superfluous and can be argued at the time it is brought forward.
Commissioner Hood asked about the items on the wish list for security at Central Park. IS
Manager Ross explained that there have been issues at Central Park so they are considering
security cameras to resolve vandalism and other issues. He stated it was so expensive, that they
put it in four phases so they could prioritize which areas needed it first. Mayor Vandergrift
asked if we can use the mobile cameras that we are getting with grant money for the police
department. Chief Brown stated the mobile cameras can be used, however they will be moved
around the city and will not have the same functionality to watch from a computer. He added
they just placed that on the wish list as an option to be considered; it is quite costly. Mayor
Vandergrift asked if we can use forfeiture funds for that. Chief Brown said probably, but he is
not sure they have that kind of money in that fund. There was discussion with regard to the five
or six mobile cameras that will be coming soon and placed throughout the city.
Commissioner Hood asked about Police and Fire labor negotiations. City Manager Frank
advised they are moving along, they should be done next month.
Page 3 -4; Mayor Vandergrift asked about the beginning cash balance $2,515,000 in our red
light cameras and this year we have zero? Finance Director Horton explained it is zero
proposed for next year; it was $150,000 from red light cameras that was available until the state
stepped in and changed the distribution of the fines. Now the states get a large portion. Next
year we proposed zero because we will not have additional funds from red light cameras. The
Mayor clarified that the revenue goes into the General Fund. Ms. Horton said on page 3 -6
under Fines and Forfeitures, it shows the proposed revenues from the cameras. City Manager
Frank said there are also some legislators trying to get the state to take a smaller share since they
are not paying for the cameras or for the labor to review the films. They are taking over half the
money for the tickets and they have no investment in the process.
Page 3 -7; Mayor Vandergrift asked about the $50,000 increase in Interest Earnings, two which
Finance Director Horton said interest rates are creeping up a little bit.
Commissioner Hood noted that Surplus Equipment also on page 3 -7 went way down. City
Manager Frank said that is because that category last year showed the two fire engines that we
sold.
Commissioner Keller inquired if we want to consider a third transport vehicle for the third
station. City Manager Frank said we have two right now, with one being there as a backup.
He stated we only have enough manpower to operate one right now. Commissioner Keller said
he would like to get a third vehicle if we can do that for a good price; then if we do end up doing
August 17, 2011 Page 4 of 9
City Commission Budget Workshop
transport in -house we would be ready. There was discussion regarding an RFP for next year
where outside companies as well as our own Fire Department could compete for the best deal.
The figures will have to show equipment and personnel so it can be compared fairly.
Page 3 -19; Mayor Vandergrift asked about the Systems Administrator position; Ms. Horton
advised the employee was transferred to utilities to fill a vacant position.
Page 3 -24; Mayor Vandergrift asked about the $45,000 in Elections Expenses line item. City
Clerk Eikenberry stated it is there in case of a run -off election. She added that elections cost
over $20,000 per precinct, per election and a run -off in both districts could create a bill of that
size. She advised the General Election will cost nothing because we are piggybacking off of the
Supervisor of Elections Office for the Presidential Preference Primary; therefore if there is no
run -off this year there will be no election.
Page 3 -37; Mayor Vandergrift asked about HR Consulting Services. City Manager Frank said
that is for consulting services from Jim Carnicella for Risk Management; the other half of his
consulting fees are under Page 3 -49 for operation of the Health Clinic.
Page 3 -50; Mayor Vandergrift asked about the Land Acquisition at AD Mims, City Manager
Frank stated that is debt service for approximately 15 more years. There was discussion with
regard to the acquisition and debt service on the Crown Point (Coca Cola) property as well.
Page 3 -59; Mayor Vandergrift asked about Air conditioning and flooring replacement; Public
Works Director Krug stated that the a/c is just a continuation of repairs where needed and the
flooring is mainly for the fire department. There was further discussion regarding problems at
Central Park.
Mayor Vandergrift asked how Public Works is getting a Surveillance system for $6000, when
the park is going to cost $100,000. IS Manager Ross stated that is because there is an
infrastructure (i.e. network connections) already in place in the Public Works facility.
Page 3 -64, Public Retirement System; Mayor Vandergrift asked why the city's contribution
went from 16% to 21 %. Police Chief Brown stated that the four year smoothing process
included a couple of bad years; additionally we have not had the same rate of turnover as
previous years, which makes the plan cost more. There was further discussion about the plan.
Mayor Vandergrift asked about Police Communications ($510,000) and the Fired Department
pays ($200,000) to Orange County, do we think we need to consider taking that back in house.
City Manager Frank stated that we were paying close to $800.000 just for police dispatch. Chief
McNeil stated that Fire would have operational issues separating from all the other agencies such
as Orange County, Winter Garden, etc because there is so much interaction between the agencies
to get the closest unit to calls.
Page 3 -82, Mayor Vandergrift, confirmed with Parks and Recreation Director Hayes that the
$24,000 is for the mowing contract for the cemetery. He asked if we should consider doing that
in- house. City Manager Frank stated that the city crew is doing ponds and right of ways and
mostly rough cut work; the results may not be as good if they cut the cemetery and it would
upset the current mow schedule.
August 17, 2011 Page 5 of 9
City Commission Budget Workshop
Page 3 -91, Fleet Maintenance, Mayor Vandergrift asked why it jumped up $25,000. City
Manager Frank stated that is predictions for the higher gas prices.
Page 3 -100, transfer of 1/2 Operations Manager position to Parks; Finance Director Horton
confirmed it is just to split the costs of Parks from Recreation.
CIP Manager Butler confirmed the Ison Center Grant project will get started next year.
Page 3 -105, Mayor Vandergrift stated he would like to continue looking at hybrid trucks and
electric; and on Page 4 -7, he noted an SUV hybrid replacement.
Page 5 -8, Professional Services Other jumped from $88,000 to $149,000. Utilities Director
Smith explained consultants that are needed for hydraulic modeling, planning, and projects next
year. There was discussion that the City has three engineers in house, Charles Smith, David
Wheeler and Ryan Howard; between them they have been doing a lot of the design work such as
Peachlake Manor, Reclaimed projects /retrofits, lift stations, etc. has been done in house.
Page 3 -24, Contractual Services for $250,000 in Wastewater Facilities. Mr. Smith explained the
sludge hauling alone is $160,000 per year. There was discussion about the process.
Page 6 -3 Mayor Vandergrift asked about making $100,000 from surplus. Public Works
Director Krug explained that is for two replacement trucks for the sidearm.
Page 6 -8 Mayor Vandergrift asked about spending $65,000 for contractual services. Mr. Krug
stated that is for the day laborers for the back of the rear load trucks. He added they are looking
into using the recycle truck operators to fill in some of those positions in the future.
Page 6 -8, Line 2400 Workers Comp insurance drop from $49,000 to $12,285. Finance Director
Horton explained that we are funding a portion of the Worker's Comp insurance premium this
year from some of the reserves from last year, so we were able to drop that amount in all of the
funds. City Manager Frank said that is partially due to the changes we discussed earlier with
Risk Management. Mayor Vandergrift praised staff for that reduction.
BREAK 7:15 p.m. — 7:25 p.m.
Page 8 -2, Mayor Vandergrift asked about the 9 portable radios for the Fire Department ($4000)
each; if they are replacement or new. City Manager Frank said those are replacement radios;
public safety radios all have to be digital by 2012 to comply with Federal regulations; the old
ones can be used for other purposes in the city not pertaining to public safety.
Page 8 -2 Mayor Vandergrift asked about the Video Signal Detection System Maguire and
Story Road. Public Works Director Krug said new technology single camera system will do the
same thing as having loops for traffic signals cut into the road that wear out.
Page 8 -4, Mayor Vandergrift asked about Stormwater Small Projects, $180,000. Public Works
Director Krug said that fund covers small issues that come up such as a failed pipe that needs to
be resleeved or replaced. Otherwise, larger projects have to go to commission.
August 17, 2011 Page 6 of 9
City Commission Budget Workshop
Page 8 -4 Mayor Vandergrift also asked about equipment such as Side Arm Mower and
($150,000) and Loader replacement ($230,000); he was asking why we were paying cash as
opposed to finance them or leasing. Finance Director Horton said the cash is available so we are
saving money by not financing. City Manager Frank said it is an enterprise fund pays for the
equipment otherwise the cash just go back in and sit until next year. The Mayor noted that he
has an issue with other departments not being able to get such good equipment because they are
not enterprise funds. City Manager Frank said Stormwater division does free up some decent
vehicles once in a while that other departments can take advantage of. There was discussion
about purchasing hybrids with the Stormwater fund.
Page 8 -8, Prairie Lake Park Project. Mayor Vandergrift noticed the half -court basketball court is
utilized all the time, and wondered if we could get a full court back there. Parks and Recreation
Director Hayes said they can take a look at the cost and feasibility (location) for a full court.
Mayor Vandergrift asked about the two new fields at Jim Beech. City Manager Frank stated
that is the expansion to the north that we discussed last week and there was some discussion
about taking some of those funds and using them at vignette. Mr. Hayes stated that was to make
it a multi - purpose use for Little League, Bulldog Football, OYSL, etc. Commissioner Johnson
said we discussed moving the impact fee money over to Vignetti and building the new softball
field. Mayor Vandergrift said there was a Master Plan that called for the north end to include
tennis courts, ball fields and a small park. Commissioner Johnson said he would like to discuss
using the funding for Vignetti. There was discussion about the costs to do the work at Vignetti
and moving fencing, lighting, etc. There was also discussion about creating fields that are 325
feet for tournament play. He said Vignetti has needed updates for a long time. Mayor
Vandergrift asked staff to bring back options on Vignetti using impact fee funding that the
Commission can vote on at the Public Hearings.
Page 8 -9, Mayor Vandergrift said that there's a lot of work going on in the wastewater group.
He asked if anyone had applied for any grants to cover the $236,000. City Manager Frank said
that everything that the mayor is seeing is maintenance and that there is nothing new in the item.
The mayor asked if grants could be applied for that would cover maintenance. The city manager
replied `no'.
Page 8 -10, Mayor Vandergrift remarked that it is the same thing regarding Northwest Reclaim
Service ($385,000) regarding grants. Commissioner Keller said that he'd like to see a reclaim
for Sawmill considering everything around Sawmill has been done. The mayor asked if Sawmill
is on the sewer system. Commissioner Keller said that he did not think that it was. Mayor
Vandergrift said that this is one of the problems; Sawmill is going to have to connect
somewhere to get the water to reclaim. Commissioner Keller said that he would like to
seriously look at putting everyone on sewer if it goes through (via the state legislature) where
everyone will have to pay $20,000 for the mini - septic systems. The commissioner said that he
would rather put everyone on sewer and pay the money once rather than $5000 per year.
Commissioner Johnson said that he did not know where Commissioner Keller got the price he
quoted for the septic system. Commissioner Johnson said that price is what they put in the
news. Continuing, he said that he works with a gentleman that is in the business, and that is not
the price.
August 17, 2011 Page 7 of 9
City Commission Budget Workshop
Section 9, Mayor Vandergrift said he felt that, in preparation for making Clark Road a four -
lane road, it would be a good idea for the City to use some of the dirt that is at Public Works and
the Cemetery to fill in where the other lane will be put in. Commissioner Keller asked if the
City has the rights -of -way to do that. The mayor replied `yes', and pointed out that the City has
the rights -of -way for Clark Road to be made into a four -lane roadway, and that on the west side
there is a drop off that staff could start filling in with the dirt that the City has available. The
mayor said that the City could have gotten with Orange County when the County was making
Clarcona Road a four -lane road.
City Manager Frank said that is certainly something we can talk about and see if that is a viable
option. Capital Improvement Plan (CIP) Manager Al Butler said that some of the developers
provide fill dirt to bring up the rights -of -way to elevation so that they will be the same as on the
east side. Mayor Vandergrift said using the dirt the City now has will save everyone time and
money.
Fullers -Cross Road at Ocoee Apopka Road — Mayor Vandergrift asked if both roads were
County roads. Mr. Butler replied that this is related to potential development that would occur
at that intersection in the southeast corner. Mayor Vandergrift asked again for confirmation
that both are county roads. Mr. Butler agreed that they are. The development is in the City so
this would be money going through the City to make those improvements. City Manager
Frank said the funding source shows a combination of possible impact fees and/or developer
contributions. Mr. Butler further clarified that this would be like when the Publix up at West
Road was built. Publix gave the City the money so the City passed the money on to the County
for them to add it to the project.
The mayor asked if there is a list of where the City will place traffic calming devices or is the
City waiting for someone to complain? Mr. Krug said that, assuming there is money approved
in the budget for the project, he will be bringing back to the commission an updated policy
because the only one currently approved is a policy which requires a $240 fee from the folks
requesting the traffic study. He has a list of people who have made a request, but he wants
clarification from the commission that this is the way they want to proceed.
Commissioner Hood asked if everything that is in 11 and 12 is in the current budget and not on
the wish list. Mr. Butler said that on the CIP, some wish list items were listed so that the
commission could see the complete list in one location. Commissioner Hood said that for the
community center there was already $65,000 listed. Mr. Butler said that the part that the
commissioner was speaking about has not been updated. Finance Director Wanda Horton said
that the funding source is the key thing to look for. If it says `A' which means operating funds or
current funds, then it is in the budget. If it has anything other than that, then it either appeared on
the wish list or it is going to be from contributions or impact fees or something. Mr. Butler
added that this was prepared at the end of July; hence it reflects how things are now and not what
was done at the last budget meeting.
Page 9 -5, Mayor Vandergrift noted the conduct system extension for reclaim water $340,000
for this year and $lmill. He asked if part of next year's funding we could be redirected to a
August 17, 2011 Page 8 of 9
City Commission Budget Workshop
spine or a sewer system. He also asked about the idea of having in -house engineers try and
design something that the City could live with and taking at least half of that and using it to put
in spines at somewhere like Sawmill. Mr. Butler said that we have some plans that are funded
in the prior year that are not listed in the current budget document. The mayor asked if those
projects could be put on hold and the funds redirected. Mr. Butler answered that they can
change specific projects; the priorities for the projects are based on where the City gets the most
uptake of the service and where the City can go next with an extension of the facility. Mayor
Vandergrift said soon that will run out and people like Sawmill residents will say that they
would like to have reclaim water and the City is not prepared to do that.
Utilities Director Charles Smith said that would be a policy issue that would need to set by the
commission. The commission could take some of the money the City has in reserve and other
monies to put it in that area, Mr. Smith said. He projected it will cost $20,000 to $25,000 to for
each home to be place on central sewer there is also a sewer capital fee that also has to be paid.
You have to go down the street and tear up streets, abandon septic tanks, connect up and pay the
sewer capital recovery fee at the plant. It is an extremely expensive endeavor. The $25,000 is
based on the connection at the time that the service is available. If the City puts the spine in and
10% hook up, it will be 10 x 25,000 ($250,000). If the City does not require them to connect at
that time, then the debt service and the associated fees still have to be paid. Mr. Smith said that
he has not heard of a spine system being put in that was put in without an overriding
environmental problem. When one starts knocking on doors and saying folks have to pay for the
system, it will likely be through a long term assessment for years to come. It is almost as though
one has to make them connect or the system cannot fund itself.
Mayor Vandergrift asked if residents have to connect to the sewer in order to have reclaimed
water. Mr. Smith answered `yes', but it costs about $3,000 rather than $25,000. He continued
that the policy that has been used is if a resident is not going to irrigate, then he does not have to
connect to the system. Mayor Vandergrift said suppose $1,000,000 for reclaim was taken, and
split into $500,000 without telling residents they have to reconnect unless the person had
problems with their septic tanks. Mr. Smith said that the commission could do that, but it would
take a policy change by the commission. He continued that other projects would have to be put
off, and it is not a good business deal because the City will not get those reserve funds back to
pay for the sewer system. Commissioner Keller agreed. The commissioner said for
$1,000,000 one would only be talking about connecting 40 homes. Mayor Vandergrift said
that there are 400 homes in Sawmill. Commissioner Keller said that with $1,000,000
connecting only 40 homes, ten times that amount is need to reach 400 homes. Mr. Smith said
that this issue has been universally debated in Florida — how to go back into neighborhoods and
retro fit.
The only way he has seen it work politically is when there was an absolute environmental
problem with high water where septic tanks were failing. Commissioner Keller asked if one
has to have sewer in order to have reclaimed water. Mr. Smith said the past policy of a previous
commission says that the harvesting of the water for the sewer should be given back to the
people that provide the sewer. Things have changed since then, he added. Commissioner Keller
said that in theory one does not need the one to do the other. Mr. Smith said an example is the
City's negotiation with Orange County to bring reclaimed water from elsewhere into Ocoee. It
August 17, 2011 Page 9 of 9
City Commission Budget Workshop
could be done to the Sawmill neighborhood. Mayor Vandergrift said but yet the City is cutting
off reclaim to Sawmill. The commissioner said that the more citizens that the City can get on
reclaim, the more potable water Ocoee can save the better it is when the City has to go before the
St. John Water Management District to ask for permits and such. Mr. Smith said that the City
looked at making the system an enterprise system. The feeling from those contractors (before
the economy went sour) was that it could be done if the City guaranteed a payment to the
contractor of between $6,000 and $10000, most likely $8,000. This is much less than $20,000.
Mr. Smith added that the utilities department would love the opportunity to do a pilot program
with about 4 or 5 homes and put one of the systems in and deal with some of the contractors to
go through and develop an experience that would be helpful in the future.
The mayor ended with saying that he need not be told the political cost of the sewer issue since
he lost an election in 1969 because of this very issue. At that time he proposed that the whole
city be sewered using grants. His opponent convinced folks that doing so would mean they
would be smelling sewage. The mayor lost the race.
Mayor Vandergrift asked that the date and time for the public meeting be announced. Director
Horton said that September 7, 6:00 p.m. will be the first public hearing.
IV. ADJOURNMENT