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HomeMy WebLinkAboutItem #01 Approval of Commission Minutes for the Regular Meeting Held April 16, 2013MINUTES April 16, 2013, at 7:15 P.M. REGULAR CITY COMMISSION MEETING A. CALL TO ORDER Invocation — Commissioner Keller Pledge of Allegiance — Commissioner Johnson Roll Call and Determination of Quorum — City Clerk Eikenberry B. PRESENTATIONS AND PROCLAMATIONS April 2013 Proclamations Commissioner Keller proclaimed May 2013 as Building Safety Month. Commissioner Wilsen proclaimed April 21 as PowerTalk 21 Day. Commissioner Johnson proclaimed April 2013 as Water Conservation Month. Mayor Vandergrift proclaimed April 26 as Arbor Day. He further announced this is the 5"' Year that the City has been recognized as a Tree City USA. Presentation of Check from the Founder's Day Committee Commissioner Johnson presented a check for $4,200 to Andy Anderson of Saving Young Hearts. He further thanked all the staff that participated in helping out with the event. The Ocoee Professional Firefighters Local 3623 was recognized, as well as. They had also received a check from the Founder's Day Committee which they have already used toward their St. Patrick's Day event which helps support Homes for Heroes. Firefighter James Kelley briefly explained the Homes for Heroes program. Presentation of Gateway Signage and City Logo CRA Administrator Wagner provided a presentation and gave an update on the city signage which the Commission had requested to be brought back with estimated cost. The costs of the signage ranged from $3500- $6000. Mayor Vandergrift asked for clarification since he thought that at the last meeting they had decided to only change entrance signs and not the city logo. Further discussion ensued on the city logo and what they had discussed and voted on at the March 5 Commission Meetinc. Mayor Vandergrift, seconded by Commissioner Johnson, moved to not change the City emblem (logo) but to approve the passion flower for entrance signs into the city. Commissioner Keller said he agrees with the change of the logo to the passion flower; however also agrees with the Mayor that it will be rather expensive to do a complete change out of the logo. He would like to begin with the new entrance signs that we are installing and then as other signs need to be replaced the new logo would be used. Commissioner Wilsen said she also agrees with the passion flower throughout the city and that it should be a gradual change. Brief discussion ensued. After discussion motion failed 2 -3 with Commissioner Grogan, Wilsen, and Keller opposing. Regular City Commission Meeting April 16, 2013 Commissioner Wilsen, seconded by Commissioner Grogan, moved to approve the passion flower as the new gateway signage and city logo and changes to be made as needed. Motion carried 3 -2 with Mayor Vandergrift and Commissioner Johnson opposing. CRA Administrator Wagner finished his presentation providing different variations of signage. Commissioner Keller, seconded by Commissioner Wilsen, moved to approve five (5) standing signage "C" for entrance signs outside the CRA (total cost $17,500) with funds to come out of contingency. Motion carried 5 -0. Commissioner Wilsen asked staff if they could come back with other alternative signs for auxiliary roads, such as White Road, that are more appropriate for those areas; something not as high profile. C. COMMENTS FROM CITIZENS /PUBLIC D. STAFF REPORTS AND AGENDA REVIEW City Manager Frank made the following announcements: 1) The Parks and Recreation Department will be hosting its monthly Food Truck Friday event on Friday, April 19th, from 6:00 to 9:00 pm. on Lakeshore Drive, in Bill Breeze Park. The movie "Wreck It Ralph" will be shown during the event. In addition to all of this, the musical group Good Luke Penny will be back performing from 6:00 to 7:00 pm 2) The City of Ocoee Parks and Recreation Department will be hosting its annual Big Orange Games on Saturday, April 20th at the Ocoee High School Football Field. Opening ceremonies will be held at 9:15 a.m. and the games will begin at 9:30 a.m. 3) The Ocoee Family Aquatic Facility will open for the 2012 season on Saturday, May 4th starting at 11:00 a.m. Information on the pool hours and admission costs can be found on the city's webpage www.ocoee.org or by calling the Beech Recreation Center at 407 -905- 3180. 4) The Parks and Recreation Department is beginning registration for its Summer Camp Program. Registration for residents will be April 8th thru 12th and open registration will begin April 15th for Ages 5 to 14 years. The Summer Camp will run from June 10th to August 16th. E. COMMISSIONERS ANNOUNCEMENTS Commissioner Keller — announced FCAT's are this week and encouraged parents to be sure kids have plenty of sleep and a healthy breakfast. Good luck on FCATs. Commissioner Johnson — briefly announced the annual Big Orange Games will be on Saturday, April 20th and further paid tributes to Jim Beech for his work over the years with this program. Mayor Vandergrift said it will at the Ocoee High School Football Field and encourages anyone who has not attended this ceremony before to consider going. 2111age Regular City Commission Meeting April 16, 2013 Commissioner Wilsen — announced the Ocoee Lion's Club will be hosting its 9"' Annual Golf Tournament and she believes it is already budgeted for hole sponsorship ($150) and entry fee for a foursome ($350). The Golf Tournament will be held at Forest Oaks Golf Course on May 41n Commissioner Wilsen advised that normally if Commission is not available they have allowed for the foursome spots to be opened up to employees. City Manager Frank said they normally have a raffle for any interested employees. Lion's Club Member Wheeler briefly gave update on the golf tournament and how the employee raffle is conducted. Commissioner Grogan — 1) thanked the Ocoee Police Department for an arrest of three suspects that was made for an armed robbery early this morning over on White Road. 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 Institutes' 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 or Patera. Scott(:(�ocoee.org . 3) Handgun Safety Class - Saturday May 11, 2013, from 8:00a.m. Until 1:00pm. 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. If interested please contact Officer Patera Scott. Mayor Vandergrift — None F. CONSENT AGENDA Commissioner Keller, seconded by Commissioner Wilsen, moved to approve the Consent Agenda Items #1 through #2 a.b. Motion carried 5 -0. 1. Approval of Minutes for the Regular Commission Meeting Held April 2, 2013. (City Clerk Eikenberry) Approved on Consent. Motion carried 5 -0. 2. Arden Park South. (City Engineer Wheeler) The Arden Park South subdivision is located on the south side of Clarcona -Ocoee Road between Ingram and Clarke Roads. This development contains 157 single family lots on 98.52 acres; this includes 18.52 acres of wetlands. Arden Park South was designed and developed as a stand -alone subdivision; however Standard Pacific Homes owns the 313.94 acres on the north side of Clarcona -Ocoee Road and plans to develop them as subsequent phases of a large Planned Unit Development. The Arden Park South subdivision is a gated community; therefore the developer has executed the Traffic Enforcement Agreement to allow for police jurisdiction within the subdivision. As a gated community, the proposed upgraded street lights are to be owned and maintained completely by the developer and Home Owners Association. a. Plat Approval b. Traffic Enforcement Agreement Approved on Consent. Motion carried 5 -0. 311'a`,,e Regular City Commission Meeting April 16, 2013 G. FIRST READING OF ORDINANCE 3, Park Place (FKA Lake Butler Professional Campus) - Rezoning to PUD. (Second Reading and Public Hearing scheduled for May 21, 2013, Regular Commission Meeting at 7:15 p.m. or soon thereafter). (City Planner Rumer) The proposed rezoning to PUD and associated PUD Land Use plan is a second request from the applicant in a six (6) month time period. The original application was denied by the city commission on October 2, 2012, by a vote of 3 -1 with the Mayor absent. The applicant is not proposing changes to the PUD land use plan for this second application. The subject property is zoned C -3 (General Commercial) and has an approved site plan and development agreement for the Lake Butler Professional Campus. The Lake Butler Professional Campus was originally approved in 2008, and was proposed to be developed with the following uses on the Property: Lot l will consist of a mix of professional and medical offices; Lot 2 is proposed in the southwest corner of the property and will consist of a mix of retail and restaurant uses (see site plan attached). The proposed Park Place PUD will include 242 multi- family units on 11.34 acres and 2.60 acres of commercial and retail. The rezoning from C -3 (General Commercial) to Planned Unit Development allowing high density residential in a Commercial Future Land Use designation is permitted via the City of Ocoee Comprehensive Plan. Therefore, no land use change is being requested. Mayor Vandergrift announced the second reading and public hearing will be held on May 21, 2013, at 7:15 p.m. or soon thereafter. He asked if anyone was present tonight who could not be present on May 21, 2013 for the public hearing he will allow them to speak. There was not one present wishing to speak. City Attorney Cookson read the title of the Ordinance. H. PUBLIC HEARINGS 4. Armstead Variance. (Advertised in the West Orange Times on Thursday, April 4, 2013). (City Planner Rumer) The applicant, Rodney Armstead, is requesting a variance to encroach 10.2 feet into the 50 foot setback to the normal high water level for a proposed retaining wall and a brick paver patio addition. City Planner Rumer briefly explained the applicant, Rodney Armstead, is requesting approval for the construction of a brick paver patio that will extend 17 feet from the dwelling with the addition of a retaining wall that will extend out an additional three feet. The proposed 20 foot addition will encroach into the 50 foot setback from the normal high water level at 1107 Coastal Court, on Lake Olympia. The property was posted and the 300 foot notices were sent out to neighboring residents, no objections were received. The Board of Adjustment voted 5 -0 to recommend approval of the variance request. Mayor Pro tem Keller opened the public heating. As no one wished to speak the public hearing was closed. Commissioner Wilsen, seconded by Commissioner Johnson, moved to approve the Armstead Variance. Motion carried 5 -0. 41Pa (,c Regular City Commission Meeting April 16, 2013 I. REGULAR AGENDA 5. Approval to Award the Contract for Website Development and Support to Icon Enterprises, Inc. d /b /a CiviePlus in the amount of $30,501.00. (Support Services Director Butler) The FY 2013 Budget includes an allocation of $31,000 to develop and host a new website for the City to better interact with its citizens. Support Services staff explored the two basic options of building a new City website from scratch using all custom code or creating a website using a commercially available platform. Given the cost of custom coding and the continuing need for consulting services to stay up to date with web technology, it was determined that the lower cost approach was to base a new website on an existing commercial platform that provides core functionality and the individual look of custom coding. Support Services staff then reviewed a number of commercial products and selected CivicPlus from Icon Enterprises, Inc. (Manhattan, KS) as the platform providing the greatest existing functionality and custom appearance while also being within the established budget. The proposed procurement, at a cost of $30,501, is within the available project budget of $31,000. This procurement complies with City Purchasing Rules in that CivicPlus is available through the U.S. General Services Administration and the proposed contract pricing is consistent with the GSA terms of procurement by local governments under Schedule 70 and Contract No. GS- 35F- 0124U. Support Services Director Butler briefly explained that FY 2013 Budget includes an allocation to develop and host a new website for the City to better interact with its citizens. Our current host has gone bankrupt. Support Services staff explored the two basic options of building a new City website from scratch using all custom code or creating a website using a commercially available platform. Support Services staff then reviewed a number of commercial products and selected CivicPlus from Icon Enterprises, Inc. (Manhattan, KS) as the platform providing the greatest existing functionality and custom appearance while also being within the established budget. Support Services Director Butler provided examples of some local government websites that also used CivicPlus. The proposed procurement, at a cost of $30,501, is within the available project budget of $31,000. Mr. Butler showed other websites that are hosted by CivicPlus and further explained the different functions that would benefit the residents of Ocoee as well as city staff. There was further discussion among the commission and Mr. Butler with regard to the online advertising, online reservations and payments for the new community center, research and implementation of the program, recruiting and staffing issues, reverse 911 systems, live broadcasting, 40 hours of recorded and /or interactive videos, remote hosting from Kansas, no hardware requirements needed, training for the six employees who will operate the website, ease of live editing and updating, e- newletters vs. social networking and other forms of communication, most efficient ways to get information out to the residents, and the website's ability to send out email notifications on specific topics of interest. Commissioner Keller, seconded by Commissioner Wilsen, moved to award the Contract for Website Development and Support to Icon Enterprises, Inc. d /b /a CivicPlus in the amount of $30,501.00, pre staff recommendation. Motion carried 4 -1 with Commissioner Johnson opposing. Mayor Vandergrift noted his desire to incorporate reverse 911 and other forms of communication with residents into our system rather than relying on other agencies. Commissioner Keller said, with regard to the staffing issues, he would like to discuss that with staff because he has questions about the recruitment of the part -time positions. 51Page Regular City Commission Meeting April 16, 2013 6. Approval of Resolution 2013 -007, Amending Resolution 2010 -10 and Adopting Changes to the HRDB General Purposes and By -Laws. (Support Services Director Butler) The City of Ocoee created the Human Relations /Diversity Board (HRDB) in 2004 through City Commission Resolution 2004 -11, which provided the general purposes of the advisory board and established its initial Bylaws. The City Commission modified the resolution and Bylaws through Resolution 2010 -10, thereby revising the statement of general purposes and Bylaws. More recently, the HRDB has undertaken a review of its operating principles and practices and seeks to secure City Commission concurrence with several amendments to the statement of general purpose and HRDB Bylaws. These changes are intended to provide for the logical progression and transition in leadership of the Board, better inform potential members regarding the operation of the Board, and clarify various aspects of the Board's structure and operation. City Attorney Cookson read the title of the Resolution. Support Services Director Butler briefly explained the changes that the board is proposing to the resolution. These changes are intended to provide for the logical progression and transition in leadership of the Board, better inform potential members regarding the operation of the Board, and clarify various aspects of the Board's structure and operation. Vice Chair Hopkins, Vice Chair of HRDB, stated that she chaired the subcommittee that made suggested revisions to the bylaws; she stated HRDB Board voted unanimously in favor of the changes, as presented, which create more opportunities for all members, raise the professionalism, and help all members of the board feel more engaged. Commissioner Keller, seconded by Commissioner Wilsen, moved to adopt Resolution 2013 -007, amending the by -laws to the HRDB Board as recommended by staff. Motion carried 4 -0 with Commissioner Johnson away from the dais. The resolution as adopted carries the following title: RESOLUTION NO: 2013 -007 A RESOLUTION OF THE CITY OF OCOEE, FLORIDA, AMENDING RESOLUTION NO. 2010 -10 RELATING TO THE HUMAN RELATIONS DIVERSITY BOARD BY PROVIDING FOR A CHANGE IN EXHIBIT "A" AND EXHIBIT `B" TO RESOLUTION 2010 -10 TO CHANGE THE TERM OF SERVICE; ALTERING AND CLARIFYING MEMBERSHIP QUALIFICATIONS; PROVIDING FOR TERMINATING A MEMBER UPON EXCESSIVE ABSENCES; CLARIFYING OTHER REQUIREMENTS; PROVIDING FOR SEVERABILITY; PROVIDING AN EFFECTIVE DATE. J. STAFF ACTION ITEMS - None K. COMMENTS FROM COMMISSIONERS Commissioner Grogan— None Commissioner Wilsen — announced the Fire Department just had its second week of the Citizens Fire Academy and she wanted to give them kudos for a great job. 2) announced the Volunteer Appreciation Dinner is tomorrow at 6:30 p.m. 3) inquired if on the next agenda they can address cameras for neighborhoods. City Manager Frank said they can do an update. He has spoken to the Police Department about this issue and a presentation can be put together to explain where they are with this. Mayor Vandergrift asked staff to bring back information on cameras to the next meeting. 611'��ge Regular City Commission Meeting April 16, 2013 Commissioner Johnson— None Commissioner Keller — said he received an e -mail from David Odom regarding skate parks that he would like to give to the Parks and Recreation Committee to review before the Commission discusses the issue since he recalls Skate Park being low as a priority on the city wide survey they did. Mayor Vandergrift said he would like for word to get out to the community so they can get skate boarders to meet with the Parks and Recreation Committee as well. Mayor Vandergrift — 1) said many years ago he tried to get the City involved in the bird sanctuary. He would like for someone to follow up on that so it could go along with their Tree City USA. 2) inquired about the tree harvesting. Assistant City Manager Shadrix said the tree harvest is going very well. They have thinned approximately 68 acres and taken in $45,515.00. There is a remaining 33 acres to be thinned including some additional strips by the high school and city owned parcels on Fullers Crossing and Ocoee - Apopka which will result in approximately $21,000 in additional revenue. Brief discussion ensued on the harvesting process and time frame until completion. 3) further advised that there is a drop off by the gazebo that needs to be beveled out before someone gets injured. In addition to that, there were trees that were supposed to be put back near the gazebo which has not been completed yet. He has also mentioned getting chairs for the front porch and a cigarette butt holder. Mayor Vandergrift commented that there are shrubs also blocking the view of the lake which he was wondering if they could plant butterfly plants that do not get very tall so they can see the lovely fountain. The shrubs once removed can be relocated elsewhere. He lastly inquired if anything has been done about the building sliding into the lake. Public Works Director Krug said they have a purchase order going to the structural engineer and they will be securing additional geotechnical services so they can put a scope together for the stabilization which they can than contract out. They will not be moving the building back but only stabilizing it. ADJOURNMENT Meeting adjourned at 9:23 p.m. Attest: APPROVED: City of Ocoee Beth Eikenberry, City Clerk S. Scott Vandergrift, Mayor 71Pagc