HomeMy WebLinkAboutItem #01 Approval of Minutes MINUTES
August 21, 2012, 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 City Attorney Scott Cookson. 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 Cookson, Assistant City Manager Shadrix, City Clerk Eikenberry
B. PRESENTATIONS AND PROCLAMATIONS
Presentation by Ginger Cook of Central Florida Film Festival (CENFLO)
CRA Administrator Wagner briefly advised that the CRA has been one of the main sponsors
of the Central Florida Film Festival for the last several years. He further informed the
Commission that invitation for VIP's has already been distributed and the list is quickly growing.
Recognition was also made of Community Relations Manager Wright and the wonderful job she
has done with the publicity of getting all the posters and postcards out at various remote
locations. Ginger Cook presented a brief film highlighting some of the films that will be shown
at the CENFLO event. She briefly touched on the event schedule and encouraged those
interested to please go onto their website www .centralfloridafilmfesitval.com.
Presentation of Checks to the Following Charitable Organizations: Building Homes for
Heroes and Christian Service Center of Florida
Shorty Bowman, Ocoee Professional Firefighters Local 3623, announced every year their
organization is the recipient of tag monies which they like to give back to local charitable
organizations in the community. This year the recipient of the $2,800 is the Christian Service
Center, unfortunately the representative from that organization was unable to be present to accept
their check.
Mr. Bowman announced that they hold a St. Patrick's Day Festival every year in March to
fundraise money for Building Homes for Hero's and this year their charitable funds were
$3,333.38. Sgt. William Castello, on behalf of Homes for Hero's, accepted the check and
thanked the City and the Ocoee Fire Department for all that they do to help their organization.
He briefly explained the purpose of the Homes for Hero's organization and made a special
announcement that he would like to introduce Lance Corporal Kelly as the next recipient of the
mortgage free home. Public Works Director Krug added that Jeremy Kelly is also a member
of the city's Public Works team and they are proud to have him as part of their team.
Presentation of Ocoee Police Department Officer of the 2' Quarter Award
CACOPD Advisory Board Vice Chair Victoria Laney and Chairman Rob McKey presented
the award of Officer of the 2 "a Quarter to Officer Joe Rodriguez for his involvement in
conducting eight in progress burglary arrests. CACOPD Vice Chair Laney also recognized
Officer Mullen and Whiting for their work in helping make robbery suspect arrest.
C. COMMENTS FROM CITIZENS /PUBLIC
City Commission Regular
August 21, 2012
Jim Sills, Lions Club Member, announced that this Friday, August 24 at the Ocoee Famer's
Market from 3pm to 8pm on McKey Street in downtown Ocoee, please join the Ocoee Lions
Club and Ford Motor Company partnering with Feed America with the 2013 Ford Escape
Hunger Drive. For each guest attending a hosted Hunger Drive, Ford will help provide 40 meals
to people at risk of hunger. This is a free event and for those who participate, their name will be
put in a drawing for a 2013 Ford Escape.
Joe Worsham, 9929 White Road, addressed the commission regarding the canal between Lake
Olympia and Starke Lake. He provided pictures to the commission that showed the many docks
that are currently out of the water. Mr. Worsham advised that by agreement of Orange County
and St. Johns Water Management District the flood control gates for the natural canal are to be
opened when Lake Olympia is low so that excess water from Strake Lake can flow into Lake
Olympia. In addition, the drainage wells on Starke Lake should only come into play during
emergency flooding situations. He explained the attempts that have been made to meet with
someone from Public Works which included involving the commission to help. At this time the
excess water from Starke Lake is being lost down the drainage wells into the underground
aquifer. He expressed his discontent of being told by the Public Works Department that the
wells cannot be plugged since in the past they have been blocked by approval of prior Public
Works personnel in charge at that time. Mr. Worsham said his is asking if the canal and pipe
can be properly serviced so that the residents in Lake Olympia can receive the access water that
is currently being tunneled down into the wells, that the sand and debris currently between the
gate and Starke Lake be removed, and that the drainage wells be closed. He further explained
the danger to the lake and the species in the lake due to the low water and is asking for the city to
take immediate action on this matter to stop the water from being lost.
Public Works Director Krug said he agrees with Mr. Worsham that this is the driest they have
seen the area in a very long time. He advised that the operation of the valve was turned over to
the city in 1988 but part of that also included a verbal agreement that the city would close off the
drain wells to accommodate raising the lake level. Public Works Director Krug commented
that he does not have a way to make that happen and the personnel from Public Works that Mr.
Worsham stated he spoke with is no longer with the city. He further expressed his concerns with
plugging the wells or blocking the drain with plywood, but there are acceptable other options
which will require approval from St. John's River Water Management District (SJRWMD).
Commissioner Hood inquired as to how much money they are looking at if they went with a
gate valve system. Public Works Director Krug answered roughly $30,000 - $50,000. He
further commented that he has not found any one on his team that can recall the wells ever being
plugged.
Mayor Vandergrift advised that when the drain wells were rebuilt roughly 15 years ago by the
city he was under the impression that they would be designed in such a way that they would stop
draining after the water received a certain height. Public Works Director Krug provided
exhibits and further discussion ensued on what type of valve could be used and which funding
source would cover the cost. Mayor Vandergrift said without objection he would like
staff to bring back funding source and information on options for the next
agenda.
Mr. Worsham said he is very happy with the immediate action but he was wondering since they
have had 2/3 of the rainy season already and are losing all this water if a temporary fix can be
done. Public Works Director Krug said he is leery of just putting a ply wood board in front of
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August 21, 2012
the drain pipe because it would have to ne fastened to the structure and removed later
underwater. Discussion ensued on what a quick solution might be. Public Works Director
Krug assured the commission that anything they decide to do will be discussed with St. John's
Water District first.
Jim Sills, 205 S. Lakeshore Drive, said that he has lived on Starke Lake for over 27 years and
further explained that the reason the wells were worked on 15 years ago was because Starke
Lake was flooding the roads and the residents of Lake Olympia could not take any more water.
He commented that if they chose to block the drain again then the flooding can happen again.
Commissioner Hood said that is why he wants St. John's Management's blessing on anything
they do; he doesn't want the city to be liable. Commissioner Wilsen advised that whatever they
decide to do they just need to plan it and do it right.
Dick Luce, 126 Olympus Drive, said that he just wanted to point out that the operating schedule
that was provided earlier was dated March 28, 1986. He further added that the permit was
transferred over to the City of Ocoee in March of 1989. Mr. Luce said when the drain wells
were fixed 15 years ago what was to be taken into consideration was not taken into
consideration.
Edward Quinn, 1081 Coastal Circle, said he agrees with Mr. Worsham that there is a sensitivity
issue with the immediacy of this. He also agrees with the Commissioners on the liability of
doing it right. Mr. Quinn said he does not believe something on a temporary basis to redirect
the flow of the water is going to protect their property value. He further said they have three
issues: property protection, ecosystem protection, and safety issue which all out weight a
temporary fix. Mayor Vandergrift posed the question to the City Attorney; if the city does not
do anything quickly will they be liable to the residents on the lake. City Attorney Cookson
said there is always a liability with anything but he would be concerned with any kind of quick
fix that may be done without St. John's being fully on board with it. Manor Vanderqrift said
without objection he would like staff to meet with St. John's and inquire if they
would approve a temporary fix.
Bob Darroch, 114 Olympus Drive, said the two lakes are interdependent and neither of them
have a natural outflow so it's very important that these drainage wells are done right. He advised
they have to address the issue of unplugging them and getting them clear so they will function
when the water is heavy or is going in that direction. Public Works Director Krug presented
exhibits that showed underground pipes and briefly explained how the structure was designed to
function.
D. STAFF REPORTS AND AGENDA REVIEW
Assistant City Manager Shadrix made the following announcements:
1) Handgun Safety Class - Saturday August 25, 2012, from 8:OOam to 1:OOpm. This is a free
handgun safety class taught by Ocoee Police Officers. Topics include terminology,
safety, loading and unloading, shooting basics, laws, use of force, concealed weapon
permits, and proficiency. The class is held at the Ocoee Police Department. Please
contact Officer Teddy Levin at 407 - 905 -3160 ext. 3024 or at tlevin @ci.ocoee.fl.us.
2) Fiesta De Colors at Bill Breeze Park — Saturday September 15, 2012, from 1130a.m. till
3:OOp.m. The City of Ocoee Police Department will be participating at this year's event.
The police department will be fingerprinting children and passing out child identification
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August 21, 2012
kits. The police department's robot will be attending the event and interacting with the
children. The police department's honor guard will also be participating at this year's
event.
3) Community Picnic — Saturday October 6, 2012, 11:00a.m. - 2:OOp.m. The picnic will
occur at Central Park, located at 560 Flewelling Avenue Ocoee, FL 34761. The City of
Ocoee Police Department will be hosting a free community picnic at Central Park. There
will be free food, drinks, games, raffles, prizes and more at this event.
4) At the applicant's request Item #9 Approval of Villages of Wesmere Phase 3 Plat is to be
pulled and will be brought back at a later date.
E. COMMISSIONERS ANNOUNCEMENTS
Commissioner Keller— Reminded everyone that school is in session, please drive carefully; an
accident occurred today in which a car hit a pedestrian child and broke both of the child's legs
Commissioner Wilsen - Founder's Day is November 2nd and 3` Marketplace is currently
accepting applications with a change being made as some vendor space will be available Friday
evening.
Commissioner Hood — 1) Ocoee High vs. Orange City 7:30 p.m. at home, 2) Pop Warner
football is traveling to South Orlando, they had a good showing against Winter Park, 3) Ocoee
Youth Soccer and Ocoee Little League is having fall ball registration this Friday and Saturday
you can register on the website. 4) Reiterated everyone to please drive safely as there are a lot of
children activities with school and sports.
Mayor Vandergrift - Ocoee High principal and head coach has invited the older Cardinal
players to be involved in homecoming through making donations to the school by purchasing
Cardinal uniforms to be worn on homecoming night, which will be sometime in October.
Donations are made to Ocoee High School football, cardinal homecoming on the memo line,
mailed to the school. Commissioner Hood inquired if additional uniforms can be purchased.
Mayor Vandergrift will research and provide the information in gazette.
F. CONSENT AGENDA
Commissioner Hood. seconded by Commissioner Keller, moved to approve the
Consent Agenda Items #1 through #8 with Item #9 being pulled at the applicant's
request. Motion carried 5 -0.
1. Approval of Minutes for the Re ular Col mission Meetin Held Au. ust 7 2012. City
Clerk Eikenberry)
Approved on Consent. Motion carried 5 - 0.
2. Appointment to the Citizens Advisory Council for Ocoee Police Department
(CACOPD). (City Clerk Eikenberry)
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Members of the Citizen Advisory Council for Ocoee Police Department serve three -year terms. The Resolution
creating the Board allows no more than fifteen (15) members. The board currently has seven (7) members. One
application was recently submitted by Mr. Jose. B. Santana, Jr.
Approved on Consent. Motion carried 5 -0.
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/° 3. Approval of Certification of Non -Ad Valorem Assessment Roll for Solid Waste
Inclusion on the Orange County Tax Roll for Fiscal Year 2012/2013. (Public Works
Director Krug) .��
The City commission approved Resolution No. 2006 -003 to provide for collection of Solid Waste fees through
the annual Orange County tax roll. The agreement between City of Ocoee and Orange County Tax Collector
requires the City to annually certify the non -ad valorem assessment roll by September 15th. The fiscal year
2012/2013 tax roll for Solid Waste calculates revenue to be $2,867,760. This is based upon the residential
Solid Waste fee of $21 per month. This is an increase of $68,544 from the current year and is attributed to
annexations and new homes.
Approved on Consent. Motion carried 5 -0.
4. Approval of Certification of Non -Ad Valorem Assessment Roll for Stormwate
Inclusion on the Orange County Tax Roll for Fiscal Year 2012/2013. (Public Works
Director Kru . _ x .
The City commission approved Resolution No. 2006 -003 to provide for collection of Stormwater fees through
the annual Orange County tax roll. The agreement between City of Ocoee and Orange County Tax Collector
requires the City to annually certify the non -ad valorem assessment roll by September 15th. The fiscal year
2012/2013 tax roll for Stormwater calculates revenue to be $3,260,821.83. This is an increase of $8,419.83
from the current year due to annexations, new homes along with corrections and adjustments of impervious
areas.
Approved on Consent. Motion carried 5 -0.
5. Award of the Term Contract for Cemetery Services t o Quality Vaults and Monuments,
Inc. and Authorization for Staff to Negotiate a Final Price Schedule for Interment and
Inurnment Services. (CIP Manager Butler) �,- -^ -- —. s.-
Traditionally, the City of Ocoee has not been involved in the operation of the City Cemetery on East Geneva
Street in that the City does not provide services such as opening and closing graves. (Staff does identify grave
sites at the time of need and permit monument installation.) During a review of local cemetery practices
conducted as part of the process that led to the decision to construct a columbarium at the Cemetery, it was
discovered that Ocoee is the only Central Florida city that does not provide consumer services related to its
cemetery.
1 Following further discussion, the City decided to undertake a stronger role in operation of the City Cemetery
using contractor services managed by City staff. Under City direction, the selected contractor would provide
services to the funeral industry and the general public related to interments and inurnments at the Cemetery.
The purchasing of materials, such as vaults, caskets, and monuments, would continue to be outside the scope of
City operations. The City issued a Request for Proposals (RFP) to solicit offers from qualified companies to
provide cemetery services as a contractor to the City. A single response from Quality Vaults and Monuments,
i Inc. (Ocoee, FL) was received. The five assigned City staff members serving as a review committee examined
the proposal submitted and found that the offer met the requirements of the RFP. Staff additionally recommends
that the City Manager be authorized to establish a price schedule and other elements of a final contract for
services through negotiation with the contractor.
A pproved on Consent. Motion carried 5.0.
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6. Approval for Purchase of Fire Department Mask Fit -Test Machine. (Fire Chief
McNeil)
The FY 2011/2012 budget provided $2,000 to have a contractor do the Fire Department's required annual fit -
testing for self - contained breathing apparatus masks. The annual testing performed by the contractor is only
scheduled once per year creating a less than ideal situation when testing is needed for new hires and/or fitting
issues that arise outside of the scheduled annual testing.
In our research to be more efficient, it was discovered that we could purchase our own fit -test machine for
$8,470 ($8,860 including adaptor kit). $4,576 is available in 4606 (Equipment maintenance contracts) due to an
unexpected reduction in the Motorola Radio service contract. An additional $2,024 is available in account
#5202 (Operating) due to savings on furniture replacements. Those two amounts combined with $2,260
budgeted in account #5202 (Operating) for respiratory apparatus parts and testing make it possible to purchase
the Mask Fit -Test Machine.
Owning our own machine would allow the Fire Department to fit -test personnel whenever necessary and it also
gives us the ability to fit -test employees of other departments that may wear a respiratory protective mask as
part of their job. In addition, the purchase of the machine will negate the repetitive annual cost of hiring a
contractor to do the testing in the future.
Inadvertently, Purchase Order 1421356 was issued for the purchase of the machine without the proper required
Commission approval. However, the purchase order has been put on hold pending Commission approval for
the purchase.
Approved on Consent. Motion carried 5 -0.
7. Approval for Declaration of Surplus Property. (Purchasing Agen o ere"-
A departmental listing of items is being requested to be declared as surplus property. A tentative listing was sent
to all departments allowing an opportunity for the departments to request any items meeting their needs; and
ultimately there were no requests for transfer.
In March, 2012, the City Commission approved a one (1) year contract with George Gideon Auctioneers for the
disposal of City surplus property. Any items that do not sell would be listed on the next scheduled auction day.
The surplus items will be delivered to the Gideon property located at 2753 N. Orange Blossom Trail (Hwy.
441), Zellwood, FL 32798. Gideon performs governmental auctions the third Saturday of each month;
therefore, the next available auction will be held on September 15, 2012 at 9:00 a.m. The auction will be
advertised in the Orlando Sentinel, the West Orange Times, and the City's Internet site.
Approved on Consent. Motion carried 5 -0.
8. Approval of Community Grant Program — July 2012 Cycle. (Community Relations
Manager Wright) ..
The Community Grant Review Board (CGRB) met on August 8, 2012, to discuss the 10 applications received
for the Community Grant Program (formerly the Community Merit Awards Program). The Community Grant
Program provides financial grants of up to $500 made to Ocoee non - profit organizations and civic groups
outside City limits which benefit residents of Ocoee. The grants are awarded twice yearly to acknowledge
excellence and further the contributions these local organizations bring to the Ocoee community.
There is $6,000 allotted for this cycle of the Community Grant Program. The Community Grant Review Board
voted to fund the 10 organizations in the amount of $5,000.
Approved on Consent. Motion carried 5 -0.
9. Approval of Villages of Wesmere Phase 3 Plat. (City Engineer Wheeler)
This plat is for phase 3 of the Villages of Wesmere subdivision which is a re -plat of Tract H of the Villages of
Wesmere Plat. The property is located at the southeast corner of Toniyn Boulevard and Maguire Road. Phase 3
consists of 82 single family homes and the associated amenities.
This item was pulled at the applicant's request.
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G. FIRST READING OF ORDINANCES
10. First Reading of Ordinance for Approval of Changes to the City of Ocoee Municipal
General Employees' Retirement Trust Fund Relating to Retirement Age, Vesting, and
Various Other Changes Affecting "Future" Employees. (Second Reading and Public Hearing
scheduled for September 18, 2012, Regular Commission Meeting al 7:15 p.m. or soon thereafter). (Human
Resoles Director Williford„,
With the continuing economic uncertainty staff has initiated these recommended changes in order for the
current and long -term sustainability of the plan. With lower investment returns, reduced city revenues and an
aging workforce these revisions are necessary for the future of the plan as well as the trend for public pension
plans in general.
City Attorney Cookson read the title of Ordinance. Mayor Vandergrift announced the second
reading and public hearing will be held on September 18, 2012, at 7:15 p.m. or soon thereafter.
11. First Reading of Ordinance for Hancock - 628 E. Silver Star Road. (.Second Reading and
Public Hearing scheduled for September 18, 2012, Regular Commission Meeting at 7:15 p.m. or soon
thereafter). (City Planner Rumer)
The subject property is located on the North side of East Silver Star Road; 900 feet west of the intersection of
Woodson Avenue and East Silver Star Road. The proposed Annexation and Rezoning of the Hancock property
was reviewed at a Public Hearing by the Planning and Zoning Commission on August 14, 2012. The Planning
& Zoning Commission voted unanimously to recommend approval of the Annexation and Rezoning of the +/-
2.04 acre parcel of land known as the Hancock Property located at 628 E Silver Star Road.
a. Annexation Ordinance
b. Rezoning Ordinance to R -1A
City Attorney Cookson read the title of Ordinances. Mayor Vandergrift announced the
second reading and public hearings will be held on September 18, 2012, at 7:15 p.m. or soon
thereafter.
12. First Reading of Ordinance for Ocoee Oaks United Methodist Church — 101 S. Clarke
Road — PUD /Land Use Plan Amendment. (Second Reading and Public Hearing scheduled for
September 18, 2012, Regular Commission Meeting al 7:15 p.m. or soon thereafter). (City Planner
Rumer)
The Ocoee Church of the Nazarene received PUD and Site plan approval for a three phase church on March 4,
2003. Condition "D" of the PUD Conditions of Approval provide that the approval shall be applicable only to
the Ocoee Church of the Nazarene and is not transferrable to any other owner without a public hearing and
approval of the City Commission. The Ocoee Oaks United Methodist Church is proposing to purchase the
property and does not intend to amend the approved site plan.
City Attorney Cookson read the title of Ordinance. Mayor Vandergrift announced the second
reading and public hearing will be held on September 18, 2012, at 7:15 p.m. or soon thereafter.
H. SECOND READING OF ORDINANCE - PUBLIC HEARING
13. Second Reading of City of Ocoee Economic Development Ad Valorem Tax Exemption
Ordinance. (Ai the request of staff Second Reading and Public Hearing is being postponed until the
September 18, 2012, Regular Commission Meeting at 7 :15 p.m. or soon thereafter). (CRA Administrator
W agner) �.; �.1 ._ ,:.,M.^
Mayor Vandergrift announced the second reading and public hearing has been postponed to be
held on September 18, 2012, at 7:15 p.m. or soon thereafter.
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I. PUBLIC HEARINGS
14. Approval of Resolution Vacating the 5' Portion of the 15' Drainage & Utility Easement
Located at 1426 Carriage Oak Court — Applicant Cornell. (Advertised in the west Orange
Times on Thursday, August 9, 2012). (City Planner Rumer)
The 15 foot Drainage & Utility Easement is located at the rear yard of Lot 16, Carriage Oak, recorded in Plat
Book 18, Pages 40, also described as 1426 Carriage Oak Ct. (10- 22 -28- 1205 -00 -160). The applicant is
proposing to construct a pool that will encroach the eastern 5' portion of the 15' Drainage & Utility Easement.
The City Engineer has reviewed the drainage plan and has approved the vacation as it relates to drainage and
public utility lines. All affected utility companies were notified and staff received letters of no objection from
said companies.
City Attorney Cookson read the title of Resolution.
Mayor Vandergrift opened the public hearing and as no one wished to speak the public hearing
was closed.
Commissioner Keller, seconded by Commissioner Wilsen, moved for approval of
Resolution 2012 - ?? Vacating the 5' Portion of the 15' Drainage & Utility Easement
Located at 1426 Carriage Oak Court. Motion carried 5 -0.
15. Award of RFQ #1202, Exclusive Franchise for Residential Construction and Demolition
Debris Removal. (Advertised in the Orlando Sentinel Legal Classified on July 19, 2012, July 26, 2012,
August 2, 2012, and August 9, 2012). (Purchasing Agent Tolbert)
The City solicited statements of qualifications for the exclusive provision of Residential Construction and
Demolition Debris Removal, as defined in chapter 403.703 Florida Statutes as amended from time to time,
within the corporate limits of the City of Ocoee, Florida. The City has complied with the provisions of Section
403.70605, Florida Statutes, and approved on June 7, 2011, to proceed with the residential construction and
demolition debris removal franchise. Pursuant to Section 143 -12 of Chapter 143 of the Code of Ordinances of
the City of Ocoee, the City seeks to enter into a franchise agreement with multiple persons or entities, as
determined by the City Commission, to provide the aforementioned services within the City.
Purchasing Agent Tolbert explained that the city has complied with the provisions of Section
403.70605, Florida Statutes, and approved on June 7, 2011, to proceed with the residential
construction and demolition debris removal franchise. Pursuant to Section 143 -12 of Chapter 143
of the Code of Ordinances of the City of Ocoee, the City issued an RFQ to enter into a franchise
agreement with multiple persons or entities as determined by the City Commission. The
evaluation committee shortlisted four (4) out of the five (5) firms responding and staff
recommends that the City Commission award the exclusive franchise for RFQ #1202 to the four
(4) shortlisted firms, as well as, authorize the Mayor and City Clerk, to execute all documents
pertaining to the franchise agreement
Mayor Vandergrift opened the public hearing and as no one wished to speak the public hearing
was closed.
Commissioner Hood, seconded by Commissioner Wilsen, moved to Award RFQ
#1202, Exclusive Franchise for Residential Construction and Demolition Debris
Removal to Waste Pro of FL, Waste Services of FL, Waste Depot dba Waste
Works, and Samsula Landfill. Motion carried 5 -0.
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J. REGULAR AGENDA
16. Code Enforcement Reduction of Fine /Lien for Bank of America and a Contracted
Realtor for Property Located at 1500 Tangerwood Ct. (Assistant to the City Manager
Gaines)
This property was cited on January 1, 2011, by Officer Edward Loeffler as a nuisance to the public health,
safety and welfare. The property, a corner lot with no privacy fence, was littered with trash, junk and debris
visible to all neighbors, pedestrians and motor - traffic. On January 28, 2011, the property was re- inspected and
found non - compliant. The case was assigned number 11-019 and was presented before the Code Enforcement
Board on February 22, 2011. The Board issued an order to comply by March 11, 2011, or be fined $100.00 per
day. On March 22, 2011, an order imposing fine and lien was recorded. The location was routinely checked
five times by Officer Loeffler; May 2011 through January 2012 with related affidavits of continued non-
compliance. On March 24, 2012, Officer Loeffler observed the violation corrected and in- compliance. An
affidavit of compliance issued on the same date.
Bank of America Corp. is requesting the fine /lien amount of $37,700.00 be reduced or eliminated to help
facilitate a pending potential sale to a new owner. The Code Enforcement Board is recommending the fine /lien
be reduced to $1015.00 to cover the City's cost with an additional community impact penalty of $500.00.
Assistant to the City Manager Gaines gave a brief history of the case and announced the Bank
of America Corp. is requesting the fine /lien amount of $37,700.00 be reduced or eliminated to
help facilitate a pending potential sale to a new owner. The Code Enforcement Board is
recommending the fine /lien be reduced to $1015.00 to cover the City's cost with an additional
community impact penalty of $500.00.
Realtor John Toms, Weichert Realtors, spoke about the case. When asked when the property
was foreclosed upon, Mr. Toms replied January 2004. Assistant to the City Manager Gaines
added that the property came into compliance March 24, 2012. Commissioner Hood asked if
there is a buyer now. Mr. Toms replied affirmatively.
Commissioner Hood, seconded by Commissioner Keller, moved that the fine be
reduced to $1800 to be paid within thirty days or revert back to the oriqinal
amount of the fine. Motion carried 5 -0.
17. Return of Historical Artifacts in the Withers- Maguire House Museum to Donors and
Loaning Parties. (CIP Manager Butler)
In order to resolve the question of artifact ownership, the City Commission established a 60 -day public notice
period for persons who believed they owned artifacts in the Museum to file a claim seeking the return of their
property.
Pursuant to the legal notice placed by the City Clerk in the West Orange Times on June 6, 2012, claims were
filed by several organizations and persons for the return of artifacts purportedly loaned to the Withers- Maguire
House Museum.
CIP Manager Butler explained there were six claims pursuant to a legal notice placed by the
City Clerk in the West Orange Times on June 6, 2012 as follows:
1. Ocoee Historical Commission filed a claim for all items in the House.
2. Friends of Ocoee Historic Preservation filed an identical claim for all items in the House
as the successor organization.
3. Lester Dabbs seeks the return of dining room furniture and china.
4. Germaine Pounds has asked that an ice cream table and chairs loaned to the Museum by
her husband be returned.
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City Commission Regular
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5. Harriot Roberts filed a claim seeking multiple items, including Singer sewing machine,
child -size iron black wood stove, fireplace gas burner, and 1940s radio.
6. Dean Maguire, acting for Elizabeth Maguire, filed a claim for golf clubs, tennis racquet,
teacher's book with student handwriting, fireplace screen, andirons, and Seminole Indian
dress.
City Attorney Cookson added that he has reviewed the documents as provided to Al Butler and
said there are two issues: items that were loaned to the city and items that were donated to the
city. He stated that items that were on loan to the city that are clearly documented as such will be
returned to the owners who made claims. Additionally, there is a provision in the donation
agreements that allow the city to return donated items to the donors. There was a lengthy
discussion with regard to the time frames to resolve the artifacts, giving city property to Friends
of Ocoee History that are not a corporation of any type, future use of the Maguire House as a
museum vs. meeting place, etc.
Lester Dabbs said he would like to clarify why he filed a claim. He advised when the notice
appeared in the newspaper he wanted to claim the furniture so the city could keep it and it would
not be given away. He stated he has since learned that donated items were in the possession of
the city and he is fine with that He stated he and his wife would like to take the china, but
} donate the remainder to the city. He also stated that since he did not file it as a donation in his
taxes back in 1998 he would like to get a receipt as to the value so he can possibly use it this
year Consensus of the commission was that Mr. Dabbs could retrieve those items that he
wanted in the next 45 days, and the city would provide him with copies of the donation
documents for the items he is leaving for the city.
Jean Lovejoy asked if after the "state of the art" community center is done would they be
through with the Maguire House. Commissioner Johnson said they community center has
nothing to do with the Maguire House and the city is still very much involved with the Maguire
House. Commissioner Wilsen briefly explained that the City does not want to destroy anything;
they have put a lot of money into that home to keep it maintained and looking great. She said the
commission wants more people to see and use the beautiful home that demonstrates the history
of the city; at this time very few people are ever seeing it or even know about it Commissioner
Keller reiterated they have no intention of taking away the museum aspect of the Withers -
Maguire Home, if anything they are going to improve it Many of the items will probably be re-
£` donated when the museum is resumed. Commissioner Hood cautioned Ms. Lovejoy that she is
developing impressions from things she is hearing out on the street and she needs to get the
actual facts. If residents are opposed to the community center, there is no better opportunity to
voice their opinion then now during the budget process and yet no one shows up for the budget
meetings. Mayor Vandergrift said he will be voting no because in his mind's eye they are
destroying the museum and turning it into a meeting room. Commissioner Wilsen advised she is
tired of the Mayor misinterpreting the commission's intentions to the community.
Commissioner Johnson agreed. There was discussion regarding holding a workshop.
Commissioner Wilsen, seconded by Commissioner Keller moved to return the
historical artifacts in the Withers - Maguire House Museum to donors and loaning
parties as recommended by staff and allowing 45 days to for claimants to pick up
such items.
• Personal property, such as cleaning supplies and equipment, purchased by the Ocoee
Historical Commission to operate the Museum should be returned to that group.
Page
10
City Commission Regular
August 21, 2012
• Artifacts sought by Germaine Pounds should be returned to her.
• The claims submitted by Harriot Roberts are denied due to a lack of supporting
documentation.
• The claims submitted by Dean Maguire for Elizabeth Maguire seeking the return of golf
clubs, teacher's book with student handwriting, fireplace screen, and andirons are denied
on the basis that they were donated by other persons. The tennis racquet and Indian
dress can be returned to Ms. Maguire.
All donated and unclaimed artifacts that are not picked up are the property of the
City of Ocoee.
Further discussion clarified the motion and gave direction to staff:
• All dining room furniture and china donated by Lester Dabbs should be returned to him
along with documentation regarding their value.
• Staff is to work with interested citizens to identify those artifacts in the Collection that
are appropriate for display in the House and donate to other qualified area museums those
artifacts that can be more appropriate for them to display.
• Staff is to work with interested citizens to develop various scenarios as to the
arrangement of historical displays and other elements of the Museum. A City
Commission workshop will be scheduled in October to consider those scenarios.
After the discussion, vote was taken:
Motion carried 4 - 1, with Mayor Vandergrift opposing
There was discussion among the Commission about how they needs to leave the meetings as one
unit, even when you are the one who may not have been in the majority decision.
A. STAFF ACTION ITEMS
B. COMMENTS FROM COMMISSIONERS
Commissioner Keller- None
Commissioner Johnson — None
Commissioner Wilsen- Reminded everyone there is no Commission Meeting on September 2
Commissioner Hood — Reminded everyone of the Budget Meeting August 29
Mayor Vandergrift — Discussed the purchase of OHS homecoming shirts to make money for
the football program.
ADJOURNMENT
The meeting was adjourned at 9:29 p.m.
APPROVED:
Attest: City of Ocoee
Beth Eikenberry, City Clerk S. Scott Vandergrift, Mayor
Page
11
Budget Workshop
OCOEE CITY COMMISSION
Ocoee Commission Chambers
150 North Lakeshore Drive, Ocoee, FL
August 15, 2012 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 staff has produced a recommended budget for FY 12/13 that is
currently balanced at the current year's rate of 5.8460. That represents a $283,000 reduction
from last year's revenue in the city. He briefly touched on the important points for the upcoming
budget and advised that the roll back rate is 6.1304, so the budget before them is a good number
less than that.
III. FY12 /13 Budget Overview - Finance Director Horton
Finance Director Horton said the proposed budget for the City of Ocoee is $54,641,745 for FY
2013. The budget is comprised of several different funds. General Fund is the largest and only
one with property taxes as a revenue source. General fund is the only fund directly impacted by
the millage rate. Proposed General Fund revenues are $35,028,865 for FY2013. This is a
proposed increase of $925,890 or 2.7% from the current year. Although ad valorem and
intergovernmental revenues make up the largest revenue categories, property values within the
city decreased by 2.9% or $283,000 from the current year. The other revenue categories show
little to no change from the current year. Prior to adoption of the budget by the commission in
September, a millage rate has to be adopted. This millage rate is the amount used to calculate
taxes on assessed property. The amount of the millage rate determines the type of vote that is
necessary to adopt both the millage rate and budget. As shown on the PowerPoint chart, a
majority vote is required for a millage of 7.6037 or less. A super majority or unanimous vote is
required for a millage over 7.6037 up to the maximum of 10 mils. The proposed budget is
balanced at 5.8460 mils - the current year millage. This is lower than the rolled back rate of
6.1304. Last month the Commission set the proposed tentative millage rate at 6.2500 which
allows for room to add items to the proposed budget without incurring additional mailing costs.
There are four main categories for the expenditure budgets for each fund. Personnel, Operating,
Capital and Transfers Out. Personnel costs represent the largest expenditure group for the
General Fund since most of the departments including police and fire are budgeted in the general
fund. There were no new positions added to the budget and eight positions were eliminated either
through attrition or reorganization. The budget contains an average increase of 2.5% for fire
union employees. Pension fund contributions increased for the city for both funds- general
employees increase 5.45% and police and fire increased 5.82 %. Overall department budgets for
general fund were flat. Funding is proposed for computer and server replacements ($39,000 and
$46,000). No funding included for federal lobbyist. In addition to a grant for police radios, other
proposed equipment purchases include: digital portable radios for Police (4), a flash cam, and
mobile data extraction equipment and software. We're also replacing 3 police vehicles and 2 for
Maintenance Operations. The miscellaneous road paving includes some streets in Forest Oaks
August 15, 2012 Page 2 of 8
City Commission Budget Workshop
and Sawmill Subdivision. There is a grant for Ison Center Improvements for next year and
funding for an Event Center is also included in the proposed budget with general fund revenues
and recreation impact fees being used. We are also replacing a truck, utility cart and aerator in
Parks and adding a security camera.
Highlights for the stormwater fund include the transfer of an equipment operator position from
Streets to Stormwater. Funding for Improvements at the Bluford Avenue and Orlando Avenue
intersection; and Wekiva River Basin Projects is included. Vehicles being proposed to be
purchased include a new sweeper truck and two replacement pickups. Budget Highlights for the
Water /Wastewater Utility Fund include: Citywide water and sanitary sewer system
improvements including water line replacements and upgrades, replacing old or installing new
fire hydrants. There are plant improvements for Forest Oaks and South water plants and the
A.D. Mims Wastewater plant. Funding is also included for relocating water and sewer mains as
part of SR50 road widening project and replacement of the SCADA and instrumentation at the
water plant. Equipment being proposed to be purchased: Vac master vehicle, pick -up truck -
replacement, and 6" Trash pump. The proposed budget is flat for Sanitation fund; however, we
are proposing to replace a side load garbage truck and purchase a digital radio system for them.
The Recreation Impact Fund includes the Event Center with funding split between general fund
and recreation impact fund. Also there is funding for a recreation complex that would house a
softball tournament level fields. Finally, there is the wish list for FY 2013; a copy was included
in the presentation packet distributed on the dais. These are items requested by departments but
not included in the proposed budget. The cost of each item and the corresponding increase to the
millage rate are presented to assist in the decision making.
IV. Wish List for FY12/13 Budget — Distributed (attached)
V. Discussion
Under Budget Highlight - Commissioner Hood inquired how much is taken out of the general
fund and the recreational fund for the event center. Finance Director Horton answered that
$1,172,500 is taken out of general and $577, 500 is out of recreational funds. City Manager
Frank commented that part of the reason it is broken up between the two funds is because
recreation impact fee dollars can only be used for the additional floor space they are getting. The
floor area from the previous building has to be done by general fund. Commissioner Hood said
he does have some more questions but would like to call some of the staff members during the
week if that is okay with the City Manager.
PAGE BY PAGE:
2 -1 Mayor Vandergrift inquired as to why the Stormwater Utility fund was down roughly
$600,000 and Wastewater Utility fund down roughly $2,000,000. Finance Director Horton
explained that in Stormwater and Wastewater Utility fund they are not using any of the cash
carry forward for this year which is the difference. She further advised that page 5 -3 Beginning
Cash shows what she just explained.
Commissioner Hood inquired where the funds are for Peach Lake Manor and the Lady Lake
corridor for the repaving. Public Works Director Krug said those funds are actually coming out
of stormwater and since those roads have already been budgeted they should be seeing
August 15, 2012 Page 3 of 8
City Commission Budget Workshop
advertising by the end of the month. He further advised there is a lot of work to be done so this
will be a two year project.
3 -5 Infrastructure Inspection Fee went down from $13,750 to $52,750. Mayor Vandergrift
inquired why the drop. City Engineer Wheeler explained they do not see a lot of projects going
on this year. City Manager Frank added that he is looking at the proposed revenue.
3 -12 Commissioner Keller said he noticed 4100 telephone expenses went up for City
Commission. Information Systems Manager Ross explained the wireless on the iPads is part
of the expense increase since there were activations for it. Commissioner Hood inquired if
since the switch to iPads if there was a savings on paper and staff time. City Manager Frank
said he believes there is. He further clarified that telephone expenses also covers the mifi and
any type of data communication charges on their cellphones.
3 -21 5402 Professional Dues - Mayor Vandergrift inquired about increase of $8,320 to
$37,800. Finance Director Horton advised that $30,000 of that is for the Tri-City Partnership.
City Manager Frank explained that is for the marketing effort between Apopka, Ocoee, and
Winter Garden. Mayor Vandergrift inquired as to who is keeping the money. City Manager
Frank answered that at some point an RFP will be put out and they will have a chance to
comment on it. The intent is to hire a marketing professional to develop marketing material and
give presentations pertinent to the three cities.
3 -21 4950 Advisory Board - Commissioner Keller said he is assuming the $2000 budgeted is
for the Human Relations Diversity Board; however, Chairman Maxwell had come before them
with a presentation requesting $30,000 - $40,000 which is obvious that the city cannot afford.
The last two years the city budgeted $5,000- $7,000 for that board. City Manager Frank
explained they most likely defaulted back to the previous years when the commission had
awarded $500 -$2000 for advisory boards. The city did not want to assume anything which is
why they plugged in what the commission had approved in the past for all boards. Mayor
Vandergrift inquired if this is something they would like to consider on the wishlist.
Commissioner Keller said he feels they should because just the MLK parade is going to cost
more than $2,000 and he hates to see the city go backwards and have to stop the parade.
3 -24 Elections Mayor Vandergrift inquired about the $90,000 in elections. Commissioner
Johnson said he would like to discuss moving the election back to November to go along with
the County. He was told and even verified that they could go with the November election next
year and it would not be as costly. Commissioner Wilsen inquired if this would be a charter
issue. City Clerk Eikenberry explained that this year because of the presidential election Bill
Cowles advised the municipalities that there is no way that they could fit municipal issues on the
ballot but if the commission is referring to Novembers in the future. Commissioner Johnson
said he has spoken the Supervisor of Elections Bill Cowles and was told they did not have a
problem with Ocoee putting their election on the November ballot. He further informed
Commissioner Wilsen that this situation is the same as the last election and the Commission can
take a vote just like they did before. City Manager Frank advised that moving the election does
not guarantee that the city will not be charged for services they do. He further advised that if the
Commission would like, he can have staff send a letter requesting information. City Manager
Frank further said they will also need to check the charter because he is sure that the charter
does state the election is to take place in March. City Clerk Eikenberry shared that the charter
August 15, 2012 Page 4 of 8
City Commission Budget Workshop
does state the election will be held the second Tuesday in March. Commissioner Johnson
inquired how was it they changed it last year. Mayor Vandergrift said without objection
he would like for staff to bring back a report. City Clerk Eikenberry explained that for
the last election municipalities were allowed to adopt an ordinance allowing us to piggyback on
the Presidential Preference Primary Election for 2012. Commissioner Wilsen commented that
if this is something they need to change the charter for; then they can change the charter. She
further said $90,000 is a lot of money. City Clerk Eikenberry asked them to keep in mind that
they have to budget for worst case scenario. For example, even though we piggybacked off of
the Presidential Preference Primary election this year, we had to budget $45,000 in case there
was a run -off, but we did not end up needing it.
3 -39 2200 Retirement Contribution - Mayor Vandergrift requested an explanation on the
Retirement Contribution's going up by $25,000. Finance Director Horton explained the
retirement contribution is going up for every department and explanation was included in the
previous presentation which explained it would increase by 5.45% for General and 5.82% for
Police and Fire. City Manager Frank shared that the upcoming Regular Commission Meeting
will include a first reading of an ordinance that will re -vamp the General Employees' Pension
and bring benefits more in line with the private sector. Mayor Vandergrift and Commissioner
Hood both agreed that a report should be provided to the Commission advising how the pension
is performing.
3 -39 3400 Contractual Services — Mayor Vandergrift inquired about the decrease from $35,000
to $1000. Finance Director Horton explained the $35,000 is for the HR consultant and the
actual amount was split in the current year budget between HR and General Government. For
next year the total amount will appear in General Government which is the 516 department.
Commissioner Johnson inquired how much would be budgeted for that position. Finance
Department Director said $39,500 is budgeted for that position.
3 -46 Impact Fee Study — Mayor Vandergrift inquired if the impact study was required this year.
City Manager Frank explained that the Commission had expressed some interest in maybe
looking at the methodology for quality restaurants and such. There was a concern that the
impact fees were keeping those type of establishments out of the city so they wanted to re -do the
methodology and see if there was another way to bring the fees down for the particular
categories they wanted to lure into the City.
Commissioner Hood inquired as to how much was taken out of reserves. City Manager Frank
explained that they originally started with $2.3 million but that is what they had historically put
in every year. This year they added an additional million out of reserves to cover the
Community Center construction so it's right around $4.0 -$4.2 million. Finance Director
Horton clarified that there was $3,922,500 taken out of reserves and $1,172,000 is for the
Community Center. City Manager Frank briefly explained what they typically put into the
reserves to get to zero. Commissioner Hood inquired what the balance of the reserves would
be. City Manager Frank said starting right now it would be somewhere around $10 mil.
Commissioner Hood inquired if that would impact our bonding. City Manager Frank said it
should not and one of the things the financial advisor and bond counselor looks at is the amount
of reserves that you do have and the city has very good reserves.
1
August 15, 2012 Page 5 of 8
City Commission Budget Workshop
3 -52 2400 Workers' Comp Insurance — Commissioner Keller said they have been going up and
down with the budget on this item and inquired why? City Manager Frank explained that they
did have reserve money last year in workers' comp which had brought it down to an artificially
low number so they are now starting to see a more realistic number.
3 -55 Public Works Administration Chart — Mayor Vandergrift said this chart does not show
how many people are under each division and the other charts do. City Manager Frank advised
they can fix that chart for the next meeting. Finance Director Horton advised the numbers of
employees are detailed on the organizational chart for each section but they can correct the
master sheet.
3 -57 4301 Water Expense — Mayor Vandergrift and Commissioner Keller inquired on the
drop from $11,000 to $1500. Finance Manager Pam Brosonski advised they will not be
spending the $11,000 budgeted for this year; so far only $600 has been spent out of that line
item. Finance Director Horton advised that they will go back to look at last year's budget to
see why that account was increased and an answer can be provided at the next workshop.
3 -60 Capital Outlay — Delivery Van Replacements (2) — Mayor Vandergrift inquired if they
have looked at hybrids. Public Works Director Krug advised the vans are for the custodians
and will be small commercial type vans for carrying around all there equipment. They are
currently using two vehicles which should have been surplus and are not functioning properly.
Commissioner Johnson said he believes they can buy them cheaper than what they have listed.
Public Works Director Krug explained the vans they are considering are used and they are able
to get them from the Sheriff's bid list. Mayor Vandergrift briefly shared that major purchases
like this they may want to consider a lease plan or opening up a line of credit. City Manager
Frank said they do lease purchase for vehicles over $25,000 and anything under they pay for it
in cash.
3 -61 Building Maintenance — Commissioner Keller said he noticed the Fire Station remained
the same but was wondering if there was enough since they are opening the new sub station near
Publix. Public Works Director Krug said they should be okay with what the budgeted since
that is mainly for repairs and the building for the Fire Department is new which his guys are
doing a fantastic job out there. Mayor Vandergrift said on this same page (3 -61), they have the
Maguire House maintenance for $5,000 and on the wishlist they have the Maguire House under
Capital Expenses for $50,000, was that correct. He was told that was correct.
Wish List - Commissioner Keller discussed the police firing range that is on the wish list at a
cost of $100,000. He asked if we know how much we spend each year sending our officers to
the Sheriff's Office range or other locations. He understands that we are probably waiting for a
year or two to build our own range, but wondered how much we are spending to put off the
project. Chief Brown stated that it is rented on a daily basis and it frequently takes several days
to get everyone qualified. He said he does not have numbers, but he can put some together. He
can also get a cost on leasing space as opposed to moving the range. Commissioner Hood
asked about the plan to put it at the public works site. Chief Brown said that is one of the
options if we decide to have our own range, it does need to be cleaned up.
3 -72 Fire, Small Equipment 5230 — Chief McNeil explained it is for portable radios, we are at an
absolute minimum right now. Mayor Vandergrift said we should look at a line of credit to
finance it over 3 years. Chief McNeil said that is traditionally done with larger dollar items, but
August 15, 2012 Page 6 of 8
City Commission Budget Workshop
he will discuss that with the finance department. He added that under protective equipment they
did do a lease - purchase over a five year period due to the total cost.
Wish List - There was discussion as to why the blank wish list given to them in an Excel
spreadsheet did not work on the iPads and Commissioner Keller said that they need an
additional app to make it work properly.
3 -71 Fire, Travel Expense 4000 - Commissioner Keller asked why the travel budget went down
$2000. Chief McNeil said they are not going to as many conferences this year in an effort to
save money.
3 -78 Fire Dispatch — Mayor Vandergrift confirmed the cost of $174,000 per year for fire
dispatch and asked how much we are paying Apopka for police dispatch. City Manager Frank
said it is close to $500,000. We went with Apopka because they had compatible equipment to
ours. The last fiscal year we had our own dispatch the cost was approximately $800,000. There
was discussion regarding the contract with Apopka coming due and we should try to negotiate a
lower price. Fire Chief McNeil said that fire department is cost sharing dispatch services with
two other cities.
Fire Rescue - Commissioner Wilsen said she would like to see response time changes due to the
new fire station. Chief McNeil said those numbers are currently being tracked and he can
provide that information. Commissioner Hood said that should show poor response times from
Rural Metro in the north area; and Chief McNeil confirmed and said that is why there is a need
for the new station on that end of the city.
3 -86 Street Operation — repaving. Mayor Vandergrift asked Public Works Director Krug to
explain how they determine which streets need repaving. Mr. Krug gave a brief summary
explaining the process for the past budget and the upcoming year's budget. He described some
of the roads, such as Prairie Lake Blvd., where the whole base was deteriorated and needed to be
replaced. He said it will be the same situation in the upcoming budget with Marshall Farms
Road.
3 -87 Streets 4300 Electric Expense - Mayor Vandergrift noted it went from $622,500 to
$655,500. Mr. Krug advised that most of that is for street lighting.
3 -86 Streets, Capital Outlay- Mayor Vandergrift asked about $45,000 budgeted for lights at
Silver Star and Ocoee Oaks Rd. Mr. Krug said that is for the upgrade to the signalization mast
arms; the city has assigned a memorandum of understanding agreeing to do this.
Wishlist - $2300 for Ingram Road, Commissioner Hood asked City Engineer if that was for
maintenance and when it will be installed. Mr. Wheeler stated that $2345 is for the
maintenance; the cost to install the lights is $32,345. Installation date is unknown as those are
wishlist items.
Wishlist — Commissioner Wilsen mentioned she would like to get Jay Street and Cardinal Street
done, too.
Speed Tables - Commissioner Keller asked the cost of speed humps. He would like to see each
district get two speed humps. Mr. Krug said they are approximately $5600. He said we have
some requests from residents, but the commission needs to decide if they are going to waive the
August 15, 2012 Page 7 of 8
City Commission Budget Workshop
$240 fee. The rest of the Commission stated it should be done by need, not by district. They
advised they are not getting complaints in their districts and they would rather the residents
petition for them using the process that we have in place. Consensus was there should be money
in the general budget for speed humps and it should be used where the highest need is. Public
Works Director Krug said he will bring back figures for the money that is left in the current
budget; there may be enough left to take care of some of the areas Commissioner Keller is
talking about. Mayor Vandergrift said he would like for us to look into narrow brick streets as
traffic calming and give the developer impact fee credits. This would raise property values also
and possibly add a few extra lots to the development. He would also like to have laws changed
to get cameras in neighborhoods.
7:12 p.m. Commissioner Hood left the meeting
5 -9 Utilities, 3128 Professional Services — Mayor Vandergrift asked about the reduction from
$139,000 down to $89,000. Finance Director Horton said the CUP permit compliance and
miscellaneous expenses caused a $60,000 decrease from last year. City Manager Frank said we
are wrapping up most of the CUP compliance issues over the last few years.
Wekiva District - Mayor Vandergrift said he is unsure where he saw it but asked about
$250,000 for meeting Wekiva District compliance issues. City Manager Frank advised they
staff will get back to them with information on this.
5 -15 Expenditure summary- Water plants SCADA instrumentation replacement, $250,000. City
Manager Frank said that is the equipment that communicates with the entire water system. The
system we have now is obsolete; we got a very good price on this system. The Mayor asked
about financing it. City Manager Frank said we have cash reserves for this: there is no reason
to finance it and pay interest charges.
Page 5 -16 4602 Building Maintenance - Mayor Vandergrift noted it went from $10,000 to
$28,700.
Opening Statement - Commissioner Wilsen asked about the complete auto parts shop. City
Manager Frank said companies such as NAPA will supply your whole shop and replace them
as needed. They anticipate saving about $100,000 annually. She confirmed that a position is
being eliminated.
Page 5 -21 Vac Master vehicle, $57,500 '/2 cost, Mayor Vandergrift asked if that would that be
better to spread out over time. City Manager Frank said that is an enterprise fund and we have
money to pay for it, so that has been our policy not to finance in that case.
Mayor Vandergrift spoke about creating a Utilities Commission, and make money providing
our own utilities. City Manager Frank explained that we charge the enterprise funds 12% to
cover administrative and other costs, so it is not that we are not making any money.
Commissioner Wilsen questioned the costs to set up that type of system as opposed to what we
are getting now. The Mayor felt we should look at handling our own utilities, water, sewer,
electric, etc.
Page 5 -27, 4301 water expense in the sewer department from $109,000 to $150,000. Finance
Accountant Briggs advised that is the wholesale cost for reclaimed that we resell to the
customers.
August 15, 2012 Page 8 of 8
City Commission Budget Workshop
Mayor Vandergrift asked if secretarial costs for the fund are coming back into the city budget.
City Manager Frank said all of the utility department employees are paid 100% by the utilities
fund. The 12% is for billing counter, finance doing paychecks, customer service complaints, etc.
Mayor Vandergrift discussed in the past that money had been moved from these funds to the
general fund, to which City Manager Frank stated it has not been done in the last nine years.
He said if the Commission desired to do that, it may be acceptable, but they would have to
explore the legalities of it.
Commissioner Johnson wanted to add personnel increases into the wish list, for 2% at mid -year
for general employees. He would like to get a rough cost. Finance Director Horton said it is
$131,000 for a 2% increase at mid -year. Commissioner Johnson said since Police and Fire are
getting raises, he feels the general employees should get one also.
The Consensus of the commission was to adjourn at 7:30 p.m. since they are more than half way
through and resume on August 29th when Commission Hood will be back.
IV. ADJOURNMENT
The meeting adjourned at 7:30p.m.
APPROVED:
Attest: City of Ocoee
Beth Eikenberry, City Clerk S. Scott Vandergrift, Mayor
Budget Workshop
OCOEE CITY COMMISSION
Ocoee Commission Chambers
150 North Lakeshore Drive, Ocoee, FL
August 29, 2012 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.
Roll Call: Commissioner Hood, Commissioner Wilsen, Mayor Vandergrift, Commissioner
Johnson, and Commissioner Keller.
Also Present: City Manager Frank, City Clerk Eikenberry, Finance Director Horton, Finance
Manager Brosonski, Chief Accountant Briggs
II. Discussion (PAGE BY PAGE — CONTINUED from Page 6 -9 Sanitation)
6 -9 5230 Small Equipment - Mayor Vandergrift inquired as to what small equipment was being
{ purchased for $26,000. Public Works Director Krug advised that the sanitation team does not
us cellphones to communicate; they have radio systems which were hand me downs by the
emergency departments. Just as the emergency departments have switched to digital the
sanitation team needs to the same so that they have a working system. It will be a one -time cost.
Mayor Vandergrift inquired as to how well the system is working for the reporting of potholes.
Public Works Director Krug advised it is much better and they have done some reorganization
in the department to help with that system.
7 -7 Public Works — Solid Waste - Mayor Vandergrift inquired about the %2 person Operations
Manager. Public Works Director Krug advised the Operations Manager for that division also
handles the Fleet Department. City Manager Frank advised that the funds for that position are
split between internal service funds and enterprise funds.
8 -1 Mayor Vandergrift inquired about the loan for the Police Station and the property at A.D.
Mims Road and Clarke Road. He further inquired if the property was something they could try
and sale to recovery from it Mayor Vandergrift inquired about 6401 — Vehicle Delivery Van
replacements. Public Works Director Krug said they are looking into purchasing smaller vans
that will be very economical for the custodial team to get around town. A brief discussion
ensued regarding hybrid vans.
8 -1 521 -00 Police Vehicles — Commissioner Johnson inquired if they were going to hold off
purchasing these vehicles until they get through the impasse hearing. City Manager Frank said
they would not be making this purchase until around January and they will know at that point
whether they need any new vehicles or not.
8 -3 5400 Security Camera for Parks — Mayor Vandergrift inquired which parks they are
looking at. City Manager Frank advised the cameras will be portable and they can be moved
from location to location. Included in the cost are extra containment devices for mounting.
Mayor Vandergrift inquired if these cameras would be interfaced with the police cameras.
Police Chief Brown advised the proposed parks cameras are different than the ones that PD uses
to view remotely. Parks will be using a flash cam that will not only take a photo but will make a
voice announcement that will inform violators that they have been seen in a restricted area.
Utilities Director Smith briefly explained how the camera operates.
August 29, 2012 Page 2 of 9
City Commission Budget Workshop
8 -4 Wekiva Basin Project - Mayor Vandergrift inquired as to what can the city do to get out of
the Wekiva Basin Project ($250,000) and Small Projects ($250,000). Commissioner Hood said
he hopes the small projects are for resurfacing the streets out at Peach Lake. Public Works
Director Krug advised Commissioner Hood the $240,000 for that project is covered on page 8-
2. The Mayor advised that the city has a quarter of a million dollars per year over the next four
years for the Wekiva Basin Project. City Planner Rumer said they negotiated with the state and
part of that negotiation was committing $250,000 to the Wekiva Project with some of the funds
going toward streetscaping and some funds going toward the large drainage projects. Further
discussion ensued as to whether the city was in the Oklawaha Basin or Wekiva Basin. Public
Work Director Krug clarified that a lot of the basin projects are part of their stormwater
programs and city staff would be addressing them. He advised they do not send payment to the
Wekiva Program but instead dedicate funds for projects within the city that affect the Wekiva
River Basin. City Engineer Wheeler briefly explained some of the projects that were done
under the Wekiva Basin.
8 -4 6401 - Vehicles - Pick -up Trucks (2) (replacements) $40,000 — Mayor Vandergrift inquired
if they could get the same trucks as the Police Department since they are only $36,000. Public
Works Director Krug said they should be able to do a little better on that budget.
Commissioner Johnson advised that he would recommend that they go to wholesalers because
they can get the vehicles for a lot less and especially if they are paying cash. Public Works
Director Krug explained that they use the sheriff's bid as a bench mark and then try to see if
they can get a better deal. He further explained that also included in the $40,000 are any
upgrades. A brief discussion ensued regarding financing of vehicles.
Page 8 -5 6302 Capital Improvements - Arden Park South (8 " -16 ") - Commissioner Johnson
inquired if the money for Arden Park South comes out of impact fees. City Manager Frank
explained this is an upgrade that the city is paying for. The developers are required to put an 8"
line but we know for future growth that we need a 16" line so we are just paying the material
cost to put the bigger lines in.
8 -6 6400 Vac Master Vehicle (new) (1/2 cost) - Mayor Vandergrift inquired if we were
financing this. Finance Director Horton said that cost is being financed between two
departments, 533 -10 Water Field Operations and 535 -10 Wastewater Field Operations.
8 -7 Solid Waste — Side Load Garbage Truck — Mayor Vandergrift inquired if there were any
hybrids for this type of vehicle. Public Works Director Krug said they do have electric and
hydraulic hybrids and the city would love to buy a hydraulic hybrid; however, the $100,000
additional cost is not justifiable in the budget. They have looked at the basis of fuel savings for
this type of truck but it would take more than 10 years to break even.
Page 2 Capital Program FY 2012 -2013 — Maine Street - Commissioner Johnson said if you take
the intersection of Maine Street that goes over to Maguire Road ($350,000) and take it off the
wish list and put it into the budget, they can use impact fees to cover that cost. City Manager
Frank explained he did have a discussion with Commissioner Johnson regarding taking this off
the wish list because there was not enough dollars in the general fund or the impact fee funds. He
suggested they could put it into the budget and designate the impact fees to pay for it. All the
money is not there now but they do have a couple of large checks that should be coming in or if
nothing changes and they only have half the money in impact fees than they can find the
additional money in the general funds as the year goes on. Mayor Vandergrift inquired as to
what the expected impact fees are for the Maine Street development. CIP Manager Butler
August 29, 2012 Page 3 of 9
City Commission Budget Workshop
explained that impact fee credits are being utilized to pay for relocated Maine Street and as
additional lots sell in that area than the city will recoup that money. Discussion ensued regarding
the impact fee credits. Mayor Vandergrift said his concern is that they are committing impact
fees today when they do not know when they are expected. City Manager Frank said they do
not necessarily know when they will come in and pay their impact fees but if they put this in the
budget then they will have to have monies in impact fees to go forth with it and the commission
would approve that. If the money is not in the budget than they would have to sit down and
figure out how to fund that. Commissioner Wilsen said the area is torn up and a mess so if they
have the opportunity to put it in the budget now, than they need too. Commission agreed to pull
the $350,000 off the wish list to be put back into the budget.
Page 4 Capital Program — Street Resurfacing Program — Mayor Vandergrift inquired if there is
some kind of committee that decides what streets need repaving. Public Works Director Krug
said his team drives the roads every year and analysis the worst ones. Commissioner Johnson
inquired is there was any way they could create a turn lane on Bluford to get into the Middle
School. Public Works Director Krug advised that they are currently working on alleviating
drainage issues in that area and will incorporate a right turn stacking lane; however, they are still
working out the details. CIP Manager Butler advised this project is included in the Capital
Program on page 10.
Page 5 — Roadway Lighting Program — Mayor Vandergrift commented that $30,000 is set aside
for Ingram Road and it is a forest right now. Commissioner Hood said that area is growing and
they needed the lights a long time ago. Commissioner Wilsen said she is going to ask for Jay
Street and Cardinal Street lighting which is on the wish list. Commissioner Johnson commented
they need to do repaving on Bay, Floral and Ohio Street. Commissioner Hood and
Commissioner Wilsen said they thought this was taken care of last year Public Works
Director Krug advised it was discussed last year but was not put into the budget. He further
commented that some repairs were done on Bay Street. Further discussion ensued regarding
Ohio Street and the need of sidewalks in that area for the kids who walk to school.
Public Comments - Lester Dabbs, 619 Caborca Court, apologized for coming late into the
budget process. He briefly gave the Commission a history of the West Orange Reconciliation
Task Force and advised that currently only he and Brian Stanford are the two remaining on that
committee. He raised $5,000 ten year ago and contributed $2,000 of his own money and what is
currently left is $2,900 (it was later clarified that the funds Mr. Dabbs had remaining was
$2,900) which he and Mr. Stanford have decided to give to the HRDB Board. Mr. Dabbs
explained where the Task Force had spent their money and shared that one of the board's major
efforts was to restore the African American Cemetery that was abandoned by the city in the 50's.
He is before the commission tonight to request financial assistance for the renovation of the
cemetery. He has promises from several citizens that they would provide free labor to fence the
cemetery to the city specifications which he claimed the city was provided estimates and specs
several years ago. Parks and Recreation Director Hayes said he does believe they still have the
estimates and specs but they do go back a few years. Mr. Dabbs said he thought it was roughly
$11,000 for the fence which included labor and material. He advised he can continue to lend his
efforts and maybe some money but is respectfully asking if the city could budget $10,000 for the
fence. Commissioner Johnson inquired if they would be able to take the cost of the fence out of
the $29,000 (it was later clarified that the funds Mr. Dabbs had remaining was $2,900) left in the
budget that is being turned over to the HRDB since the city will be budgeting funds for that
board. Mr. Dabbs said earlier today he gave that check to Chairman Maxwell. Commissioner
August 29, 2012 Page 4 of 9
City Commission Budget Workshop
Johnson said he agrees that the project needs to be finished since there is a housing development
around it. He further commented that his thought was to ask Public Works, Parks and
Recreation, and the City Manager if there was a way to come up with funds to do that fencing.
Mr. Dabbs said that area needs to be fenced to keep people out from cutting through and
abusing that property since they only have one headstone left out of the 65 burials.
Commissioner Wilsen commented that it would be nice if they could go back to the HRDB
Board since he is requesting $10,000 and he just gave them $29,000 (it was later clarified that
the funds Mr. Dabbs had remaining was $2,900). She further inquired if there was a way the
HRDB could put money toward this project. Commissioner Hood inquired if there is money
that they can take out of contingency. City Manager Frank said they have roughly $50,000 but
will be asking at the next commission meeting to take $35,000 for legal fees that they are still
trying to settle so that will leave them with about $15,000. Commissioner Wilsen inquired if the
city could bring back an estimate for the fence. Mayor Vandergrift said he would like to clarify
if it was $29,000 or $2900 that was left in the Task Force funds. Mr. Dabbs said it was $2900
and change. Consensus, without obiection, Mayor Vandergrift to direct staff to
come back to the next commission meeting and make a suggestion on what they
can come up with and where they can net the funds to do this in the current
budget. City Manager Frank said they could certainly do that and if the commission would
like to give them a number so he knows how much money to look for. Mr. Dabbs commented
that if Parks and Recreation Director Hayes cannot locate the estimates they received than he
will be more than happy to go and get another estimate. Commissioner Wilsen inquired if this
was something they could do in house. City Manager Frank advised they do not have staff
with fencing experience but he can bring an agenda item back with project estimates and a
funding mechanism.
Mayor Vandergrift asked City Manager Frank if he had any comments; to which he stated he
had none at this time.
Commissioner Johnson said he would like to vote on the 2% at mid -year for employees.
Commissioner Wilsen said she had a problem giving employees a raise when we have an
economy as it is and residents that are struggling and out of work. Many who are working have
not seen a raise in several years. She stated she is in favor of giving them a few extra days off.
Commissioner Johnson stated he believes the general employees should get the same raise as
the police and fire received. Commissioner Wilsen said it has to stop somewhere and she wants
to stop it now. Commissioner Keller said our roll back rate is 6.1 mils and right now we are at
5.8 mils. We could still give this raise and come in under the roll back rate and be fair to all of
our employees. He added they do not want employees to think that getting a union is the only
way they will be treated fairly. Commissioner Hood discussed the wishlist and that approving
all items would take us over the rolled back rate, in which case we would have to notice the
residents. The consensus was that they will not be approving ALL items on the wish list, so that
will not be an issue.
Mayor Vandergrift noted that at the public hearing they will approve the budget as
recommended by staff, and then Commissioners can make motions to amend the budget if there
are items on the wish list they want added in or deleted.
Commissioner Keller added that the $350,000 for the Maine Street extension will be removed
from the wish list to another funding source, so that will bring it back down slightly under the
rolled back rate. There are still other items on the wishlist that we have not discussed, though.
August 29, 2012 Page 5 of 9
City Commission Budget Workshop
Mayor Vandergrift said first, there is the 2% raise at mid -year for employees, if everyone
approves. He asked commissioners for their other choices.
Commissioner Hood asked about Page 8 -2, 541 -10; he does not see anything for the Lady
Avenue corridor or Peach Lake. Public Works Director Krug said those are budgeted in the
current fiscal year. Commissioner Hood said in the CIP Program, Page 4, he sees five of the
streets in that area, but he does not see Sal Street. Mr. Krug advised Sal Street is part of the first
phase of the Stormwater outfall for Peach Lake Manor; there is a stormwater pipe going up the
east side of the houses on Leslie Ann Lane to Sal Street. Commissioner Hood said that school
will be opening on 2014 and they will use those streets a lot; at this time they are in no condition
to be used by cars and buses. Mr. Krug said we will be tearing up a portion of Leslie Ann and
all of Sal Street for this project; it is ready to go to bid. It will hopefully be done in the next year,
but definitely before the school is built. Mayor Vandergrift asked if that is part of the Wekiva
basin $250,000 projects. Mr. Krug said we have other money designated, but we may claim this
project as part of it. He added Sal Street will be finished but there is no plan to resurface all of
Leslie Ann right now because of the repairs that were done should make it last a few more years.
Commissioner Hood asked if we could take more money out of reserves to cover some of these
resurfacing items. City Manager Frank said he would not be comfortable taking from reserves
since we will not know until March where we ended up for this year, but Finance director Horton
feels that we may have to hit the reserves for about $800,000. We know for certain there is
about 1.2 million we are taking out of reserves next year. Commissioner Hood said while he
still supports the new community center and Rogers Park, he doesn't know how we can spend
that kind of money on capital projects and leave some of these streets in such poor condition. B
said keep in mind the Rogers Park project will come out of Recreation Impact Fees. There was
discussion regarding which streets are in the worst condition. Public Works Director Krug
said many of the streets listed are there because they patches are thicker than the existing asphalt;
he added they are holding off on Leslie Ann Lane because of the construction in that area, but he
can put together an estimate of the area outside that. Commissioner Hood said Sal Street, Ohio
Street, and Leslie Ann all need to be done. Mr. Krug said he will come up with figures.
Commissioner Johnson asked about the $70,000 worth of items on the wishlist relating to the
Police Software - Script logic police explorers 2,000 police department. Asked why some of
Police WiFi protection 3,000 those items can be taken from the impact
General Government mobile device management 3,400 fees or forfeiture money. He noted that
Replace fingerprint machine 10,000 there was an item for $30,000 for a police
Police Security - OPDHQ security expansion 9,000 training room. Police Chief Brown
Police Software log manager 12,000 advised that forfeiture money cannot be
Police Building - training room modifications 30,000 used on building improvements, but the
other items on the list can be looked at for
using those funds. At this time, he said the forfeiture funds are a little low; they are trying to
build them back up. There was discussion about the capacity of the training rooms being too
small, the want to combine the two smaller rooms into one. Chief Brown said that $30,000 cost
is to do in -house modifications. City Manager Frank said these items are not in the regular
budget because they are wish list items; there may be alternative ways to fund them.
Commissioner Johnson said he does not need money in his district for traffic calming devices;
he would rather but the $50,000 into repaving. Commissioner Hood said they will need two
speed tables on Leslie Ann once it is repaved. Public Works director Krug said there is
approximately $50,000 left in this year's budget, enough to do about 9 tables. There was
August 29, 2012 Page 6 of 9
City Commission Budget Workshop
discussion about speed tables, and who wants them. Consensus was that most gated communities
do not want them. Commissioner Wilsen said the only think she is asking for in District 2 from
the wishlist is the lighting, she can hold off on traffic calming devices. Commissioner Keller
said he cannot push speed tables off any longer; he only has two in his entire district that were
placed in Sawmill last year after he had to get the money out of contingency because the fund
was already used up. Commission agreed that some money needs to be left in speed tables for
District 4. Commissioner Wilsen said she has had very few people ask for them, and when they
are told to file the appropriate paperwork they do not follow up. Commissioner Wilsen asked if
there is a savings to place speed tables into the proposed road resurfacing projects. Mr. Krug
stated there is not, because it is a separate project and separate crew that does it after the
resurfacing is complete. Commissioner Hood said 80% of the streets around Lady Avenue and
Peach Lake Manor have been resurfaced in the last few years.
Mayor Vandergrift noted that the consensus of the commission earlier was to approve the 2%
mid -year pay increase for general employees ($131,000) from the wishlist; he would like to poll
other commissioners as to which items they want.
Commissioner Wilsen: Jay Street and Cardinal Street Lighting ($6300 + $1030 annually),
Withers Maguire House Modifications ($50,000), HRDB Board ($5000)
Commissioner Hood: Traffic Calming (partial $30,000), Ingram Road lighting ($32,345 + $2345
annually), Jay Street and Cardinal Street Lighting ($6300 + $1030 annually), Withers Maguire
House Modifications ($50,000), West side of Bluford lighting SR50 to Maine Street ($23,270 +
$7270 annually), Police Fingerprinting Machine ($1 0,000)
There was discussion about the Maine Street Project, City Engineer Wheeler explained.
Commissioner Wilsen asked if the Commuter Rail is money that we pledged already. City
Manager Frank said no, it may not even be needed this year. Finance Director Horton stated it is
in the regular budget, it should come off of the wish list. Ms. Horton added that if the money
was not used this year, it will have to be re budgeted next year.
There was discussion about the fingerprint machine. Commissioner Johnson asked why the
money can't be taken out of the red light cameras. City Manager Frank stated that money is
listed as revenue in the general revenue; it helps to pay for everything. Chief Brown said the
original fingerprint machine was purchased with forfeiture money, but the replacement one
cannot use those funds. Commissioner Johnson confirmed that the money made from doing
Police Software- Script logic police explorers 2,000 public fingerprinting goes into the general
Police WiFi protection 3,000 fund. There was discussion with Chief
General Government mobile device management 3,400 Brown about prioritizing his items;
Replace fingerprint machine 10,000 consensus was to keep the four
9 compliance items and do away with the
1- -2,000 security and software items.
Commissioner Keller asked about the Ajax Tool ($1700). Deputy Fire Chief Hoover explained
that it is an air chisel they use to cut the cars up or anything in the way. He also explained the
Piston Intake ($1600). City Manager Frank said these budgets were prepared back in June; now
Firc Piston intake 1600 that they are closer to the end of the budget year, they may be
Fire Ajax Idol 1,700 able to find money to fund the smaller items.
August 29, 2012 Page 7 of 9
City Commission Budget Workshop
There was discussion about why such items were on the wishlist. City Manager Frank said
some items are on the line whether to purchase it this year or next year, so we allow the
departments to put them on the wishlist. Mr. Hoover said if it does not make it through the year
we would have to find money to fund it. Commissioner Johnson said you can come to the
commission if an emergency purchase is needed. City Manager Frank said for items this low
in cost, we can probably find funding for it somewhere else, if needed. Commissioner Johnson
asked if they could squeeze $3000 out of this year's budget to purchase these two items. Chief
McNeil said they created a budget as tight as possible, so there is not much money left over, but
they will see if it can be done. He added that he will find money this year or next year to cover it
if the Commission does not approve it on the wish list.
Mayor Vandergrift discussed the Fire Assessment Fee vs. Municipal Services Taxing Unit
(MSTU). He said he would like for staff to look at MSTUs. City Manager Frank said it can only
be used for the function it is set up for. The Mayor stated if we can continue to adopt budgets
under the roll back rate, we should consider an MSTU to designate .5 mil to support the fire
department and we would not have to go through all the steps to get a fire assessment fee in
place. City Manager Frank said an MSTU is an ad valorem tax and a fire fee would be a non -ad
valorem flat fee. He advised they will research the options of MSTU and Fire Assessment Fees.
City Manager Frank said there had been no discussion regarding the Federal lobbyists, so he
wanted to note that we took $60,000 out of the budget for the Federal lobbyists this year; at this
point the Federal government is getting rid of earmarks so we are best suited to get rid of the
lobbyists at the Federal level.
WISHLIST ITEM AMOUNT CONSENSUS
Police Software - Script logic police explorers 2,000 YES
Police WiFi protection 3,000 YES
General Government mobile device management 3,400 YES
Replace fingerprint machine 10,000 YES
5,000 NO
= - -- - - NO
-- ' - -- a�000
Planning Commuter Rail Already in Budget 35 IN BUDGET
Fire Piton intake x,600 NO
Fire Ajax tool 1,700 NO
Withers- Maguire House - modifications kitchen, lighting, and back porch 50,000 YES
Police Building training room modifications 30,000 NO
•. - - - - • _ . _ e-. _ - _ - - Pay with Impact Fees 350,000 IMPACT FEES
Jay St and Cardinal St lighting (annual operations $1,030) 6,330 YES
Ingram Rd lighting (annual operations $2,345) 32,345 YES
West side of Bluford lighting (50 to old Maine St) (annual operations $7,270) 23,270 YES
HRDB Advisory Board 5,000 YES
Traffic Calming Devices ( per district) changed to $30.,000 50- 30. YES
2% at mid -year for General Employees 131,000 YES
The millage rate as presented, with the above wishlist items accepted /deleted would be 6.0324.
August 29, 2012 Page 8 of 9
City Commission Budget Workshop
Mayor Vandergrift asked for priority of the items.
Commissioner Wilsen asked if it would be possible to poll the general employees to see if they
prefer a raise or two days off. Commissioner Johnson said it is a waste of time to poll them.
Mayor Vandergrift said he proposes that employees making over $100,000 should get a bonus
and not a raise and would like to see figures on that. He would like to have salary information
available at the next meeting.
Mayor Vandergrift said he would still like to have the information on facility rentals and
income in the city, including who we are donating use of facilities to.
Finance Manager Brosonski said the millage rate would be 6.0324 with the wishlist items as
discussed. Mayor Vandergrift asked what the dollar amount difference between this millage
rate and the roll back rate of 6.1304. Ms. Brosonski advised approximately $156,000.
Mayor Vandergrift asked HRDB Board Chair Maxwell if he just arrived because there was
something he wanted to speak about. Mr. Maxwell asked if the HRDB budget had been
approved, stating that in June he submitted a request for a program of events for FY 2012 -2013.
He was advised that the Commission approved an additional $5000 for the HRDB board. Mr.
Maxwell asked for direction from the Commission, because the amount of money they are
proposing is not enough to do the events that they had planned and been asked to do. There was
some discussion about combining some of the various events. Consensus of the Commission is
that it is not possible to provide the HRDB Board with $62,000 as they had requested for the
seven events. Commissioner Johnson said they should continue to do the MLK Parade and
ceremony as they have been and use the remainder of the funds to do one combined event. Mr.
Maxwell reviewed the proposed events and noted that if the Women's Day event and the
International Exposition were excluded, the budget would be back down to approximately
$35,000. Commissioner Keller explained the commission had just rejected many items on the
city department's wishlist, it would be impossible to justify $62,000 or even $35,000 for
additional city events. He said we have to do with what we have. The HRDB Board has $7,000
from the City which is more than any other board. He added that the HRDB does more in the
way of events than any other board; however this is not a year when we can add events. We may
need to cut back, stay where we are, or look at outside sources of funding. Commissioner Hood
asked what the funding what to the other boards. City Manager Frank said they are funded at
$1000 or $2000, according to the direction of the Commission a few years back. Commissioner
Hood said they could consider bringing the MLK parade back into the City budget. It is seen as a
City of Ocoee event, so he believes it should be funded that way. Mayor Vandergrift suggested
that International Day could be something that is joined with Founders' Day as one event, since
Founders' Day has nothing to do with the founding of the City anymore. Commissioner
Johnson said when this board was created years ago; it was not intended for them create a
budget for the City to fund. If we are going to fund such events, it should be a department in the
city that has the staff to do that. He added that volunteer boards are created to support the city
and raise money if they want to have events. There was discussion with regard to the MLK Day
event, and if they would want to scale it back to cut cost or keep the parade and ceremony the
way they are. Commissioner Wilson said she would like to keep the parade and the ceremony
with the keynote speaker as is. Commissioner Hood agreed, but said he thinks they could cut
out the social event on Sunday evening to help cut some of the costs. Commissioner Keller said
this is not a budget year where we can increase the budget from $7000 to $62,000. He added that
August 29, 2012 Page 9 of 9
City Commission Budget Workshop
he would agree with placing $10,000 in the city budget each year and handling the parade
through the City staff.
Chairman Maxwell said that you can turn your computer on right now and the reputation from
95 years ago of the city is one click away from worldwide publication. He stated he has 13
volunteers trying to conduct a race relations program for the city and thinks they have done a
reasonable job on that. He asked the commission to give him guidance for what the board should
do. Do they want to go to one event, two events, or what should they be doing?
Finance Manager Brosonski stated increasing the HRDB budget an additional $10,000 ($5000
on current wishlist + $5000 more) would push the millage rate to 6.0355.
HRDB Advisory Board 6000•- 10,000 New millage rate would be 6.0355
Commissioner Hood confirmed that would leave $1 51,000 more to spend to get to the roll back
rate, instead of having $156,000. Commissioner Hood said he wished we had the money to do
everything, but he agrees with Commissioner Johnson that the focus should be on MLK Day and
the rest of the events should be combined into one event and the board could use all their funding
resources into that combined event. Mr. Maxwell said when he asks volunteers, working
mothers, etc. to go out and knock on doors and ask for money, the membership on the board will
diminish. He questioned whether some of the people on the board have the integrity to go out
and solicit funds. Commissioner Hood said most of the other organizations in the city such as
the Lions Club, the Women's Club, etc. get a little financial assistance from the City and then
raise the rest themselves. Commissioner Keller said there are only 13 people on the HRDB
Board; it would be hard for them to raise $62,000. Mr. Maxwell said he has $3500 that he has
raised himself, which includes the $2900 check from Lester Dabbs on behalf of the
Reconciliation Task Force, but he cannot count on the other 12 members to do the same.
Commissioner Johnson said the Reconciliation Task Force came before us asking tonight for
$11,000 after giving $2,900 to the HRDB. He added that he believes it is a worthy thing that
needs to be done, but the $11,000 that we are spending on the fencing of the black cemetery
decreases our available budget by that much. Commissioner Wilsen said that is a very hard
working board and she does realize how hard it is to raise money, especially in this economy.
Mr. Maxwell said the commitment that they have made to carry out the charter that the board
was created under is within the scope of everything they have asked for; all they have to do is let
the board know what level you want us to do what. Commissioner Hood said he thinks he
speaks for everyone when he says the Martin Luther King Parade is 100% the number 1 priority
to the Commission. The Commission consented. Chairman Maxwell said then that is where
they will concentrate their efforts.
Mayor Vandergrift announced the first Public Budget Hearing is scheduled for September 12,
2012, at 6:00 p.m.
The meeting adjourned at 8:17 p.m.