HomeMy WebLinkAboutItem #01 Approval of Minutes for Regular Commission Meeting held March 19, 2013MINUTES
March 19, 2013, at 7:15 P.M.
REGULAR CITY COMMISSION MEETING
7:00 P.M. Swearing in of Mayor Vandergrift, Commissioner Johnson and Commissioner
Grogan
A. CALL TO ORDER
Mayor Vandergrift called the regular session to order at 7:15 p.m. in the Commission
Chambers of City Hall. Commissioner Keller gave the invocation, followed by the Pledge of
Allegiance to the Flag, led by Commissioner Grogan. 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, City Manager Frank, City Clerk Eikenberry
B. PRESENTATIONS AND PROCLAMATIONS
Mayor Vandergrift announced that Troop #227 from First Methodist Church of Pine Hills was
present tonight to earn their citizenship badge. Each scout member was introduced.
Impact Fee Study Update. (City Planner Rumer) - Pulled to be heard at a later date in April.
C. COMMENTS FROM CITIZENS /PUBLIC
Comments from Citizens /Public were heard after Staff Reports and Agenda Review.
Victoria Laney, 828 Hammocks Drive, briefly addressed the board to speak in regards to traffic
on Silver Star Road. There are issues with traffic at the church on Good Homes Road and Silver
Star Road and she has attempted to speak with the State but it has not been easy. She is
requesting if Ocoee could help their church appeal to the State so a median can be put in to help.
Mayor Vandergrift shared that the road in question is a State road and is outside the city limits
but he would like to have a member of staff to take it under advisement and see if there is
anything they can do to help. Commissioner Keller asked Ms. Laney to send him something
regarding her concerns since he will be going to Tallahassee tonight for a conference and will be
meeting with some people from FDOT.
D. STAFF REPORTS AND AGENDA REVIEW
City Manager Frank made the following announcements:
1) There is an Emergency Items on the dais in front of them.
Emergency Item - Special Event Permit Request for Road Closure - Sawmill Subdivision
Easter Egg Hunt. (Building Official Washington)
Mayor Vandergrift, seconded by Commissioner Keller, moved to approve the
Special Event Permit Request for Road Closure for Sawmill Subdivision Easter
Egg Hunt. Motion carried 4 -0 with Commissioner Wilsen absent.
Regular City Commission Meeting
March 19, 2013
2) SAFE Class — Wednesday April 24, 2013, from 6:00pm till 9:00pm.
This is a free, one time, three hour presentation on self - defense and safety awareness for
women. The class is taught by Ocoee Police Officers using the National Self Defense
Institute's S.A.F.E. curriculum. Topics covered include: self - defense, crime prevention,
and domestic violence. The class is held at the Ocoee Police Department. You must be at
least thirteen years of age to attend. If interested contact Officer Patera Scott at 407 -905-
3160 ext. 3024.
3) The Parks and Recreation Department will be sponsoring its Annual Easter
Eggstravaganza on Saturday, March 30th at the Jim Beech Recreation Center from 10:00
a.m. to noon. There will be Easter Egg Hunts for children from infants to 12 years of age;
along with prizes, bounce houses, arts & crafts, face painting, coloring contest, clowns
and pictures with the Easter Bunny. For more information contact the Parks and
Recreation Department at 407 - 905 -3180.
4) The City of Ocoee Fire Department would like to extend local residents the opportunity
to participate in their inaugural Citizen's Fire Academy. The first Citizens Fire Academy
will consist of five three -hour sessions to held be on consecutive Wednesday evenings
running from April 3, 2013 thru May 1, 2013. Each session begins at 6pm. Academy
participants will be given the opportunity to learn about, observe and participate in the
various activities and services provided by the Ocoee Fire Department, as well as receive
an insider's view of the department's operations. For more information contact Lt. Tom
Smothers at 407 - 905 -3140.
E. COMMISSIONERS ANNOUNCEMENTS
Commissioner Keller'— announced the 8 Annual Ocoee Spring Fling at Bill Breeze Park is
being held this Saturday, March 23, 2013, from 10:00 a.m. to 3:00 p.m. (rain or shine) It is a free
community event filled with fun activities, games, and live demonstrations all aimed at
reinforcing safe behavior by our youth and families and showcasing community services
available throughout the area. It is held in cooperation with several municipal, county, and state
agencies as well as private businesses, civic groups, and non - profit organizations. Included in the
free event will be face painting by Petey the Clown, games, rides, music, food, prizes, bike
rodeo, and educational road obstacle truck. For Ocoee resident's trees, plants, and rain barrel
giveaway with proof of residency. Please bring a non - perishable food item for a Food Drive to
help benefit local needy families. No pets please.
Commissioner Johnson — thanked the Ocoee Professional Firefighters for the St. Patrick's Day
event this past weekend. He appreciated the chance to be a judge for the Chili Cook -off.
Commissioner Grogan — None
Mayor Vandergrift'- 1) announced the Little League is playing almost every night and the high
school is in summer season with most of their sports. Information can be found in the gazette for
the times on those events. 2) thanked staff for setting up the reception tonight and for all those
that attended the swearing in.
....... ......
2�1:'st'
Regular City Commission Meeting
March 19, 2013
F. CONSENT AGENDA
Commissioner Keller, seconded by Mayor Vandergrift, moved to approve the
Consent Agenda Items #1 through #5; excluding Item #3 which is being pulled to
be heard for separate consideration. Motion carried 4 -0 with Commissioner
Wilsen absent.
1. Approval of Minutes for the Regular Commission Meetings Held March 5,;2013. '(City
Clerk Eikenberry)
Approved on Consent. Motion carried 4 -0 with Commissioner Wilsen absent.
2. Approval of Fountains at Tivoli Place (FKA Fountains at Highland Park) Final
Subdivision Plan for Phase 1. (City Planner Rumer)
The Fountains at Tivoli Place PUD is approved of a total of seventeen (17) commercial lots to be developed in
three (3) Phases. The Phase I Final Subdivision Plan consists of only one buildable lot (Lot 17) and its
associated infrastructure. The infrastructure requirements for this Phase include utilities, stormwater pond,
sidewalks, entrance landscaping, access driveway and an eastbound 145 -foot left -turn lane into the site on
Tomyn Boulevard. Lot 17 is proposed to be 1.63 acres in size and is located on the southeastern portion of the
PUD site.
The Applicant has also submitted a Site Plan for construction of a 12,022 square feet (Primrose School) Day
Care building on Lot 17. Since the proposed construction of Lot 17 is less than 25,000 square feet, it is
considered a "Small - Scale" Site Plan and, therefore, subject to administrative review and approval per Land
Development Code, Article IV, Section 4 -3.
Approved on Consent. Motion carried 4 -0 with Commissioner Wilsen absent.
Through the City's membership in the National Joint Powers Alliance (NJPA), we are able to contract the
management of the Fleet parts room to Genuine Parts Company (NAPA).
NAPA is able to provide services to the City through their inventory management system designed to lower the
transaction costs, improve efficiency and increase productivity through their purchasing power as a leader in
providing auto and industrial parts. NAPA has reviewed our parts usage and conservatively anticipates an
overall 15% to 20% reduction in costs of parts to the City through its on -site store. With an annual vehicle parts
budget of $596,700.00 for the City, this will equate to an approximate $75,000.00 to $100,000.00 savings. The
existing parts room will be jointly inventoried by the City and NAPA with a credit issued to the City for the
value of the parts on hand which have a value of approximately $30,000.00. NAPA's inventory management
system is compatible with the City fleet work order system which will enable more accurate tracking of vehicle
maintenance costs.
This item was pulled from the Consent Agenda to be considered separately.
Commissioner Johnson inquired, if during their process, were bids received from other
companies. Public Works Director Krug explained that that tried to get interest from other
companies but they ended up going with NAPA when they contracted out. They are looking to
go to the next level in saving additional monies so they looked for contracts to piggyback off
that other cities use. NAPA, being such a big organization had something they could work with.
Public Work Director Krug briefly explained the benefits of going through NAPA. City
Manager Frank clarified that this was not bid out by the City because they belong to several
different purchasing alliances around the country, such as National Joint Powers Alliance, that
does bid these things out; very similar to a piggybacking. Mayor Vandergrift inquired how
3�'�
Regular City Commission Meeting
March 19, 2013
much money would be saved verses what they are spending now. City Manager Frank advised
about $100,000. Public Works Director Krug said this is an annual contract and as long as the
joint alliance contract exists they can piggyback off it. City Manager Frank advised this was
something they thought they would get off the ground fairly quickly due to the savings if they
learn that there are other companies that can do this for less money than they can bid it out in the
future. Commissioner Keller shared that at the National League of Cities Conference they did
have a National Procurement Program and considering they are in the NLC it would be worth
getting a bid from them just to see if they can save any additional funds. Mayor Vandergrift
said that could be done a year from now.
Mayor Vandergrift, seconded by Commissioner Johnson, moved for approval of
Contract with Genuine Parts Company (Doing Business as NAPA) to Provide On-
site Management of the Fleet Parts Supply. Motion carried 4 -0 with Commissioner
Wilsen absent.
4. Approval of Award of RFP #13 -001 Landscaping, Landscape Maintenance, and
Mowing Services to Valleycrest Landscape Maintenance, Inc. (Purchasing', Agent
Tolbert)
The City's current general mowing and landscaping term contract with Valleycrest Landscape Maintenance Inc.
expires April 29, 2013. The cost of the current contract is $211,128.00 annually. In compliance with the City of
Ocoee Purchasing Code Chapter 21, proposals were solicited from qualified contractors to provide landscaping,
landscape maintenance and mowing services. The services are for Fire Station 25, 26, and 39, City Hall
Complex, Heath Center, Ocoee Cemetery, Clarke Road medians, Maguire Road medians, Silver Star Road
medians, Ocoee Crown Point medians, Old Winter Garden Road medians, McKey Street streetscape,
Blackwood Avenue Medians, Palm Park, and the Ocoee Police Station.
The public RFP Evaluation Committee meeting was held on February 27, 2013, with the Evaluation Committee
evaluating and short- listing the ferns on specific evaluation criteria. Staff recommends that the City
Commission award the term contract for RFP #13 -001 Landscaping, Landscape Maintenance, and Mowing
Services to Valleycrest Landscape Maintenance Inc. in the amount of $190,200.00 annually for an initial three
(3) year term with two (2) automatic one -year extensions, for a total of five (5) years.
Approved on Consent. Motion carried 4 -0 with Commissioner Wilsen absent.
Approval of Contracting with Standard Pacific Homes, Inc. for the Installation of 12
Inch Reuse Main along Old Clarcona -Ocoee Road in 'Conjunction with the
Construction of the Arden Park South Subdivision. (City Engineer Wheeler) „�.
The Arden Park South subdivision was approved by the City Commission on November 6, 2007. The project
did not actually go to construction until January of 2012. The project consisted of installing the infrastructure
representative of a residential subdivision for 157 single family homes. The development has connected to the
City's potable and reclaimed water system on Clarke Road and the sanitary sewer on Nicole Boulevard.
Three portions of the North Service Area Reclaimed Water Main project have already been approved for
construction by the City Commission by including them into other ongoing projects. Columnar Development is
to install approximately 3100 linear feet of 16 inch reuse water main along McCormick Road along the frontage
of the Brynmar and McCormick Woods subdivisions. Dewitt is installing approximately 600 linear feet of 12
inch reuse main along Ingram Road and under Clarcona -Ocoee Road as they widen that road for Orange
County.
Standard Pacific Homes is being required to install a sidewalk along Clarcona -Ocoee Road, but outside of the
road right -of -way, as a part of their project. They will also be raising the area outside of their perimeter wall
and installing new landscaping at the southwest corner of the intersection of Ingram and Clarcona -Ocoee Roads.
This is a portion of the route and location of the proposed 12 inch reuse main currently being designed for bid
later this year. The City approached Standard Pacific Homes and their contractor, Boykin Construction, Co.
about having them install this additional leg of the reuse pipeline as part of their project and before they perform
411.)age
Regular City Commission Meeting
March 19, 2013
their work in this area. The approximate length of this section of pipe is 300 linear feet.
Standard Pacific's contractor has provided a cost proposal for performing the work in the amount of
$17,845.25. The unit costs are the same for similar material installed in the Arden Park South project. Standard
Pacific Homes has agreed to add a nominal markup which would increase the total cost to $18,500.00.
Approved on Consent. Motion carried 4 -0 with Commissioner Wilsen absent.
G. PUBLIC HEARINGS - None
H. REGULAR AGENDA
6. Code Enforcement Reduction of fine /Lien for SunTrust Bank re: 600 Lyman Aver
(Assistant Director of Support Services Gaines), a �
This property was cited on April 17, 2009, by Officer Robert Siegrist as a nuisance to the public health, safety
and welfare. Officer Siegrist observed a trailer / shed behind the house in sub - standard condition and further
described as a non - conforming structure. On July 28, 2009, the Code Enforcement Board issued an order to
comply by August 7, 2009 or be fined $250.00 per day. The location was routinely checked and documented by
Officer Siegrist November 2009 — November 2011 and documented as non - compliant with ten signed
affidavits. On February 3, 2012, the violations were observed, corrected, and an affidavit of compliance was
issued.
SunTrust Bank, the original mortgage holder, appeared before the code enforcement board on February 26,
2013, and requested not a revision, but a cancellation of the fine /lien amount of $227,000.00 and the city's cost
of $1,098.27. SunTrust Bank claims that they were not noticed about the code enforcement violation or hearing.
The Code Enforcement Board is recommending the fine /lien be reduced to $10,000.00. The discussion by the
board to reduce the amount was based on testimony and answers from an attorney representing SunTrust Bank.
Assistant Director of Support Services Gaines gave a brief history of the violations observed
by the Code Enforcement Officer. He noted the property was first sited in April 2009 and
violations have been observed as corrected as of February 2012. He stated the Code Enforcement
Board is recommending the fine /lien be reduced to $10,000.00. Commissioner Johnson
inquired as to why code enforcement took pictures inside and outside. Mr. Gaines they
originally responded to a minimum housing inspection first. Commissioner Grogan noted that
there was raw sewage outside the house.
David Ashton, SunTrust Representative, said the home was acquired by the bank through
foreclosure in December 2012 and the property brought into compliance at that time. He asked
for leniency with regard to this lien. He thanked Commissioner Johnson for the opportunity to
talk to him earlier this week.
Commissioner Johnson said that he would like to recommend the lien is reduced to $2500.
Commissioner Johnson, seconded by Commissioner Keller, moved to reduce the
fine to $2500.00, payable within 30 days or it will revert back to the original lien
amount.
City Attorney Cookson clarified that the reduction of $2500 included staff costs as well.
Commissioner Johnson answered in the affirmative. Also, that it would be payable within 30
days or it reverts back to the original lien.
511't�wpe
Regular City Commission Meeting
March 19, 2013
Commissioner Keller stated that he is tired of banks coming forward and asking to have liens
waived after they have been pending for four years. He is not buying the claim that SunTrust is
making that they were unaware the property had liens accruing while the neighbors had to put up
with the property issues.
After the discussion, Motion carried 4 -0 with Commissioner Wilsen absent
A. STAFF ACTION ITEMS - none
B. COMMENTS FROM COMMISSIONERS
Commissioner. Grogan — None.
Commissioner Johnson — 1) announced that he wished former Commissioner Hood well and
thanked him for his great service to Ocoee; he added that he knows Commissioner Grogan will
do a great job as well. He said he would like to make Gary Hood an Ex- Officio Member of the
Founder's Day Board. Without objection, consensus of the Commission was to
appoint Gary Hood to the Founder's Day Committee
Commissioner Keller — 1) reminded everyone of the Spring Fling Event this Saturday, March
23, 2013, from 10:00a.m. to 3:00p.m as noted in his announcements earlier 2) thanked the Ocoee
Professional Firefighters for a great event St Patty's Day Fundraiser event over the weekend, 3)
welcomed Commissioner Grogan to the Commission and said they look forward to working with
him.
Mayor Vandergrift — None
ADJOURNMENT
THE MEETING WAS ADJOURNED AT 7:43 P.M.
Attest:
APPROVED:
City of Ocoee
Beth Eikenberry, City Clerk S. Scott Vandergrift, Mayor
61