HomeMy WebLinkAboutItem #01 Approval of Minutes for the Regular Commission Meeting Held August 20, 2013, and Budget Workshop Minutes held august 14 and August 28, 2013August 20, 2013, at 7:15 P.M.
REGULAR CITY COMMISSION MEETING
A. CALL TO ORDER
Invocation — Commissioner Keller
Pledge of Allegiance — Commissioner Grogan
Roll Call and Determination of Quorum — City Clerk Eikenberry
B. PRESENTATIONS AND PROCLAMATIONS
Presentation by Ginger Cook of Central Florida Film Festival (CENFLO)
CRA Administrator Wagner announced this is the 5 year in a row that the Ocoee CRA has
helped sponsor the Central Florida Film Festival. The hotels are already booked along with the
Saturday night event and several of the showings. He briefly introduced Ginger Cook and her
husband, Bob Cook. Mrs. Ginger Cook, Deputy Director of the Central Florida Film Festival,
introduced herself and provided a video highlighting some of the films that will be shown at their
upcoming event. Mrs. Cook thanked city staff for all their help and briefly explained the films
that will be showcased and shared that you may go to www .centralfloridafilmfestival.com for
more information.
Proclamation - National Assisted Living Week — September 8 th -14 th
Mayor Vandergrift proclaimed September 8"-14"' as National Assisted Living Week.
Presentation of Officer of the 2 nd Quarter to Police Officer David Ogletree
Police Chief Brown introduced Town of Oakland Police Chief Steven Thomas who is present
tonight to explain the incident that occurred in the Town of Oakland on June 29 that lead to the
recognition of Police Officer Ogletree as Officer of the 2 Quarter. CACOPD Vice
Chairperson Laney and Chairman McKey presented the Officer of the 2nd Quarter award to
Officer Ogletree. Police Chief Brown further awarded Officer Olgetree with a lifesaving ribbon
and award.
Presentation of Attendance Awards for Crossing Guards
Police Chief Brown announced that last year there were 2 crossing guards out of the 26 that had
perfect attendance under all conditions. He further presented Arthur "Art" Barsi and Ana
Matienzo with awards for perfect attendance as School Crossing Guards.
Proclamation - September 11 as a Day of Prayer, Reme mbrance, and a Rededication to
Patriotism
Mayor Vandergrift proclaimed September 11 as a Day of Prayer, Remembrance, and a
Rededication to Patriotism.
Proclamation - Childhood Cancer Awareness Month — September 2013
Mayor Vandergrift proclaimed September 2013 as Childhood Cancer Awareness Month.
C. COMMENTS FROM CITIZENS /PUBLIC
Victoria Laney, 830 Hammocks Drive, explained and announced the Week of the Family events
and contest that will take place November 2nd -91h
Vincenza Curry, 10 Lakeview Street, spoke in regards to the proposed fire assessment fee
notice she received. She explained this is a fee she cannot afford since she is a widow on social
security disability. Mrs. Curry is requesting that the commission please re -think this assessment
which she feels will put restrictions on so many residents with disabilities.
Regular City Commission Meeting
August 20, 2013
Commissioner Johnson advised that there was a misunderstanding amongst the commission
when they voted so he has asked staff to explain the process. Assistant City Manager Shadrix
briefly explained that the notices that were sent out on August 15 were set similar to the
tentative millage in that it was set at the maximum rate that could be assessed. After having
spoken with the commission and many citizens it seems that it is clear there was a
misunderstanding that there was going to be a flat rate to residents. He has asked Support
Services Director Butler to explain in detail the methodology, as well as, display examples on
how they can lower the fees and still do some of the projects they have discussed during some of
their meetings.
Support Services Director Butler provided a PowerPoint presentation that explained the city
and fire service funding, a summary of the assessment and scenarios that would allow a lower
assessment than originally proposed.
Commissioner Johnson explained he knows they cannot make changes to the assessment fee
until the public hearing; however, the commission and staff are trying to figure out a way to
possibly cut this assessment in half. He shared there is a reason for this assessment and briefly
explained the need for the revenue to help with other projects in the city.
Commissioner Keller said he also received many calls but he wanted to explain that the notices
sent out included the maximum proposed assessment so that they had a place to work down
from. He does not feel that there is anyone up at the dais that is looking to propose the highest
assessment value. Commissioner Keller advised that after the September 5 meeting, if they do
pass a fire fee, that will than give the commission the ability to go back and look at the regular
general fund (millage rate) and reduce it. He further briefly explained how these funds would
help the city grow.
Commissioner Wilsen shared that she was just as surprised as the residents when she received
her notice in the mail. She knows that they have to pay for fire services so she would be in
support for a flat fee of no more than $69.50 and that is something they will have to discuss at
the September 5 meeting. She is not in favor of new taxes but she is in favor of the commission
supporting the services that they have in the city.
Commissioner Grogan shared that he was more surprised at finding out how many houses do
not pay taxes. He expressed that there has to be some type of paying in method to get all the
projects done and help manage the growth within the city.
Mayor Vandergrift shared that he does not agree with the tax and he finds it to be unfair. He
advised there are a lot of seniors and poor people who cannot afford this. He shared is discontent
with the proposal of a flat fee.
Further discussion ensued regarding the assessment and whether they would be able to make a
motion tonight.
City Attorney Cookson advised there are two avenues they can take, 1) they can wait until
September 5th which has been noticed for the public hearing, or 2) they can make a motion to
rescind the action that was done at the last meeting. He briefly explained how the motion could
be rescinded. He further advised should they rescind the motion since the notices have gone out
then the city would have to re- notice the residents of a cancellation of that meeting. City
Attorney Cookson advised that his recommendation would be to save the cost on the re-
notification and wait until September 5 for further discussion and determination.
2 1Pagc
Regular City Commission Meeting
August 20, 2013
Mayor Vandergrift shared since he is not in the majority than he cannot reconsider.
Mayor Vandergrift moved to rescind the actions of the previous commission
meeting with regards to the fire assessment. Motion dies for lack of second.
D. STAFF REPORTS AND AGENDA REVIEW
Assistant City Manager Shadrix announced the next Budget Workshop will be August 28,
2013, at 6:00 p.m. in the Commission Chambers.
City Attorney Cookson advised that, in regards to the Dollar General store, the developer and
HOA have been in negotiations to reach a settlement so he would like to have a Closed Session
to explain that settlement. It was consensus that September 17"' at 6:30 p.m. would work for all.
City Attorney Cookson said they will also discuss the Mercon settlement offer during that
Session.
E. COMMISSIONERS ANNOUNCEMENTS
Commissioner Grogan — 1) announced the Citizen Police Academy is from 6:00pm to 9:00pm
at City Hall. This program is eight weeks long (32 hour program). Classes meet eight straight
Wednesday evenings starting on Wednesday September 4, 2013, from 6:00pm to 9:00pm in the
Commission Chambers. This academy is taught by Ocoee Police Officers or industry experts,
funded by donations and free to residents. Topics include department overview, station tour,
police equipment, laws and crimes, domestic violence, traffic enforcement, use of force
simulator, firearm laws & safety, crime prevention, forensics and participants are eligible for one
ride -along with an officer on normal patrol. If interested contact Officer Patera Scott at 407 -905-
3160 ext. 3024 or at patera.scott(Daocoee.or . 2) Handgun Safety Class — Saturday September 7,
2013, from 8:00a.m. to 12:00p.m. 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 at 407 - 905 -3160 ext. 3024 or at
patera.scott cr ocoee.org
Commissioner Wilsen — announced the Parks and Recreation Department is accepting
registration for its Before and After School Camp Program for children 5 to 14 years of
age. Parents that are interested in registering their children for the camp should contact the Parks
and Recreation Department at 407 - 905 -3180.
Commissioner Johnson — announced "Kicks for Guns" event — Thursday August 22, 2013,
from 7:00a.m. to 7:00p.m. at High Point Church, located at 476 Ocoee Commerce Parkway,
Ocoee, FL 34761. The Ocoee Police Department will host a "Kicks for Guns" gun buyback
program. The police department will give away $50 gift cards to anyone who turns in a firearm.
No questions will be asked of the person turning in the firearm in hopes of removing as many
unwanted firearms as possible off the streets.
Commissioner Keller — announced National Preparedness Month. This September is recognized
as National Preparedness Month the City of Ocoee encourages all citizens to assess and prepare
in case of a local disaster. It's time to make or update your family disaster plan and stock your
31Page
Regular City Commission Meeting
August 20, 2013
emergency supplies. All members of the household should work together on the emergency plan
and each person should know how to reach other family members and don't forget the pets.
Mayor Vandergrift — None
CONSENT AGENDA
Commissioner Wilsen, seconded by Commissioner Johnson, moved to approve
the Consent Agenda Items #1 through #13, except Item #11 which they would like
to discuss for separate consideration. Motion carried 4 -0 with Mayor Vandergrift
away from the dais.
1. Approval of Minutes for the Regular Commission Meeting Held August 6, 2013. (City
Clerk Eikenberry)
Approved on Consent. Motion carried 4 -0.
2. Reappointment to the General Employees' Pension Board of Trustees. (City Clerk
Eikenberry)
Trustees for the Pension Boards now serve four -year terms, as amended in Ordinance 2009 -020. The City
Commission appoints two of the trustees, two are elected from the employee body, and the fifth trustee is
chosen by those four trustees and presented to the City commission for certification of the appointment as a
ministerial act. Trustee Jean Grafton has indicated she is willing to serve another term if appointed. At this
time no other applications were received for serving on this board.
Approved on Consent. Motion carried 4 -0.
3. Reappointment of Trustee to the Police Officers' and Firefighters' Retirement Trust
Fund and Board of Trustees. (City Clerk Eikenberry)
Each member of the Police Officers' and Firefighters' Retirement Trust Fund Board of Trustees, as amended in
Ordinance 2010 -019, serves a four -year term. The City Commission appoints two of the trustees from the legal
residential body of the City of Ocoee, two are elected from the employee body (one police officer and one
firefighter), and the fifth trustee is chosen by those four trustees and presented to the City commission for
certification of the appointment as a ministerial act.
Charles Brown is a Commission Appointed Trustee, and his term is set to expire September 30, 2013. Mr.
Brown has indicated he is willing to serve another term if appointed. The position of the fifth trustee is also set
to expire September 30, 2013. At their next regular meeting in November, the Police Officers' and Firefighters'
Trust Fund Board of Trustees will choose their fifth trustee. We currently have one (1) application on file from
Mark Scalzo with an interest in serving on the board.
Approved on Consent. Motion carried 4 -0.
41Page
Regular City Commission Meeting
August 20, 2013
4. Award of RFQ #1301 Continuing Engineering Services for Water Utility Modeling and
Minor Utility Studies. (Purchasing Agent Tolbert)
The City's contract for water utility modeling and minor utility studies with Reiss Engineering has expired. In
compliance with the Consultants' Competitive Negotiations Act (CCNA), Florida Statutes Section 287.055 and
Chapter 21 of the City's Code of Ordinances, the City solicited statements of qualifications from professional
engineering firms or individuals that are interested in providing potable water, reclaimed water, and sanitary
sewer utility modeling services and associated utility studies within the Ocoee Utility Services Area (present
and /or future) in western Orange County. The City intends to award a contract to one (1) qualified engineering
firm to perform the required services. The contracts shall automatically be renewed annually, unless terminated
by the City in writing, for a maximum of five (5) years from the date of execution, with an additional one (1)
year renewal option. The selected Consultant shall not be eligible for other Utility professional services with the
City of Ocoee during the length of the contract.
The RFQ was advertised on June 23, 2013, and was publicly opened on July 23, 2013. There were two (2)
responses submitted. The Finance Department and Utilities Department reviewed the proposals and all were
considered responsive. Staff recommends that the City Commission award RFQ #1301 Continuing Engineering
Services for Water Utility modeling and Minor Utility Studies to Reiss Engineering Inc. as budgeted each fiscal
year; approximately $45,000 annually.
Approved on Consent. Motion carried 4 -0.
5. Certification of Non -Ad Valorem Assessment Roll for Stormwater Inclusion on the
Orange County Tax Roll for Fiscal Year 2013/2014. (Public Works Director Krug)
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
2013/2014 tax roll for Stormwater calculates revenue to be $3,598,434.27. This is an increase of $337,612.44
from the current year due to annexations, new homes along with corrections and adjustments of impervious
areas.
Approved on Consent. Motion carried 4 -0.
6. Certification of Non -Ad Valorem Assessment Roll for Solid Waste Inclusion on the
Orange County Tax Roll for Fiscal Year 2013 /2014. (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 $2,931,012. This is based upon the residential
Solid Waste fee of $21 per month. This is an increase of $63,252 from the current year and is attributed to
annexations and new homes.
Approved on Consent. Motion carried 4 -0.
7. Approval of Demolition of Structures at 678 S. Bluford Avenue. (Public Works Director
Krug)'
At the May 7, 2013, meeting, the City Commission approved the purchase of the property located at 678 S.
Bluford Avenue for a future stormwater treatment feature. The City closed on the property purchase August 7,
2013. The original approval authorized the City Manager to secure the demolition of the remaining structures
up to the limit of his purchasing authority. Public Works is soliciting demolition quotes from the City's
Continuing Service Contractors and anticipates the demolition costs may exceed the City Manager's purchasing
level. In order to eliminate the liability exposure the existing dilapidated structures on site pose to the City,
Public Works is requesting the Commission authorize the City Manager to approve demolition costs up to
$50,000.00 to ensure the work proceeds in an expeditious manner. The funding for this work is available in the
balances from completed Stormwater Utility projects.
Approved on Consent. Motion carried 4 -0.
5 1Pagc
Regular City Commission Meeting
August 20, 2013
to
W in the Amount o
1)
The current contract with Heartspoken Counseling, Inc. was approved by the City Commission on January 4,
2011. The Agreement is for psychiatric initial assessments, individual and family counseling, group counseling
and training seminars for employees and their dependents. The budgeted amount for this fiscal year is $60,000.
However, due to increased usage of this service and based on charges so far incurred, there is a shortfall of
approximately $26,000. Based on figures from the Finance Department, there are funds available in Public
Works streets 001- 541 -10 -1200 (Salaries).
Approved on Consent. Motion carried 4 -0.
9. Annual Kicks 4 Guns Firearms Turn -In Initiative: Request for up to $4000 from the
State Equitably Shared Funds (Forfeiture Funds). (Police Chief Brown)'
Clear Channel — REAL Radio in partnership with the Central Florida Crimeline will be organizing the annual
Kicks 4 Guns (gun turn in). The event is scheduled for August 22nd. Last year there were 12 locations and in
one day 1333 firearms were turned over to law enforcement with no questions asked.
This year the Ocoee Police Department will again participate in the Kicks 4 Guns initiative. Law enforcement
hosts for the initiative typically give $50 give cards for firearms turned in. Per Florida State Statutes 932.7055
"...any local law enforcement agency that acquires at least $15,000 pursuant to the Florida Contraband
Forfeiture Act within a fiscal year must expend or donate no less than 15 percent of such proceeds for the
support or operation of any drug treatment, drug abuse education, drug prevention, crime prevention, safe
neighborhood, or school resource officer program(s).
The Ocoee Police Department wishes to expend not more than $4,000 from its Forfeiture account to purchase
gifts cards with which to trade for potential crime guns in conjunction with the Central Florida Crimeline and
Real Radio 104.1 FM "Kicks For Guns" turn in program.
Approved on Consent. Motion carried 4 -0.
Florida Statutes provide for the Orange County Property Appraiser to support municipalities in applying the
Uniform Method for the notice, levy, collection, and enforcement of non -ad valorem assessments. An
intergovernmental agreement has been developed to facilitate the relationship between the City of Ocoee and
the Orange County Property Appraiser to provide this support in a uniform and reliable manner that complies
with State law and the rules and regulations of the Florida Department of Revenue.
Approved on Consent. Motion carried 4 -0.
11. Approval of Community Grant Program — July 2013 Cycle. (Community Relations
Manager Wright)
The Community Grant Review Board (CGRB) met on August 6, 2013, to discuss the 13 applications received
for the Community Grant Program (formerly the Community Merit Awards Program). The Community Grant
Program provides financial grants of up to $500 to non -profit organizations and civic groups located within the
city limits or are located outside the city limits but 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 $5,500 allotted for this cycle of the Community Grant Program. The Community Grant Review Board
voted to fund 10 organizations in the total amount of $4,900. The following three organizations were denied
grant funding: Girl Scouts West Orange Service Unit, Ocoee Church of God /Lighthouse Christian Academy
and Indian Horizon of Florida.
This item was pulled for separate consideration.
611'age
Regular City Commission Meeting
August 20, 2013
Nancy Cox, Girls Scouts West Orange Service Unit, advised they were denied because they
did not have a sponsor letter and because it did not appear the money was going only to Ocoee
children. She explained the process she has to go through with the Girl Scouts, and asked the
commission to reconsider.
There was discussion among the commission and Community Relations Manager Wright
with regard to applicants from outside of the city.
Commissioner Johnson, seconded by Commissioner Grogan, moved to approve
the grant funds as recommended by staff adding a grant award in the amount of
$500 to the Girls Scouts West Orange and excluding the Care Feline TNR, Inc.
grant Motion carried 4 -0 with Mayor Vandergrift away from the dais.
12. Approval of a Budget Transfer in the amount of $12,000.00 from the Salaries Budget to
the Contractual Services Account of the Building Division. (Building Official
Washington)
In the July 16, 2013, meeting the Honorable Mayor and Board of City Commissioners authorized a budget
transfer of $24,999.00 to engage the services of private provider PDCS, LLC for a multi -trade inspector to
maintain the basic level of customer service for the Building Division with an overage of $650.00. Presently,
the Building Division continues to experience an increase of permitting activity resulting in a workforce
incapable of meeting today's permitting demands and customer service commitments. The recovery of the
housing market and continuous demands for new single family residence permits and commercial business
remodels continue to challenge the inspections and plan review capacity of the Building Division staff.
Furthermore, the growing demands of the industry have made it challenging to fill the remaining inspector
position. The Building Division is compelled to pursue the services of a private provider for a plans examiner
and a multi -trade inspector until the inspector position can be filled.
Approved on Consent. Motion carried 4 -0.
13. Reappointments to the Personnel Board. (City Clerk Eikenberry)
In accordance with Section C -30 Charter of the City of Ocoee the Personnel Board shall consist of at least one
(1) city employee, one (1) City Commissioner, one (1) person who holds a management position with the city
and one (1) citizen of Ocoee who is not employed by and does not hold office with the city.
The Personnel Board has not met since 2011 and therefore some terms members have expired. At the April 2,
2013, Commission meeting, Commissioner Johnson was reappointed to this Board. Both Beth Eikenberry
(management) and Debbie Bertling (employee) have expressed an interest in serving another term.
Approved on Consent. Motion carried 4 -0.
F. PUBLIC HEARINGS - None
G. FIRST READING OF ORDINANCES
14. First Reading of Ordinance for Arbours at Crown Point PUD — Rezoning to PUD/Land'
Use Plan. (Second Reading and Public Hearing scheduled for September 17, 2013, Regular Commission
Meeting at 7:15 p.m. or soon thereafter). (City Planner Rumer)
The subject property is located on the north side of West Road and west of SR 429. It is approximately 28.1
acres in size, and is currently vacant except for an abandoned agricultural structure. The subject property is
located adjacent to the West Orange Trail on the east with a 73 foot power line easement located along the
eastern property line. Pedestrian access to the West Orange Trail is being provided on the northern property line
with a vehicular crossing located on the eastern property line subject to Orange County approval.
7111age
Regular City Commission Meeting
August 20, 2013
The applicant is proposing to rezone the property from I -1 (Light Industrial) to Planned Unit Development
(PUD) for the purpose of developing a mixed use community that combines 192 multi - family apartments with
future light industrial uses. Access is proposed via an existing entrance off West Road. An internal road
dedicated to the public will be provided in the PUD Land Use Plan.
City Attorney Cookson read the title of the Ordinance. Mayor Pro Tem Keller announced the
second reading and public hearing will be held on September 17, 2013, at 7:15 p.m. or soon
thereafter.
City Attorney Cookson read the title of the Ordinance. Mayor Pro Tern Keller announced the
second reading and public hearing will be held on September 17, 2013, at 7:15 p.m. or soon
thereafter.
a. Internal Revenue Code (IRC) Changes
Amendment to the Police and Fire Pension Ordinance Section I, Definitions to amend the definitions of
Credited Service, Section 4, finances and Fund Management, and Section 15, Maximum Pension, to
comply with recent changes to the Internal Revenue Code (IRC) relating to tax qualified pension plans such
as this plan. These amendments clarify language required by the IRC and are mandatory amendments that
must be made by September 30, 2013 to ensure the continuation of the plan's tax qualified status. With
these additional changes, the pension plan will comply with all required applicable IRC changes and
updates.
b. Collective Bargaining Agreements (CBA) Changes
Amendment to the Police Officers' and Firefighters' Pension Ordinance to include the following changes:
- Amending the definition of Salary to comply with the regulations set forth in Senate Bill 1 128 regulating
the calculation of overtime hours to 300 per calendar year, and unused paid time off at final compensation.
- Increase the Members Contribution rate from 7.6% to 8.0 %, effective September 17, 2013.
-City shall make quarterly contributions to the Fund in an amount equal to the required City contribution,
as shown by applicable actuarial valuation of the system, but in any event, not less than 12% of the payroll
of the bargaining members
- Implementing a maximum accrued benefit cap equal to 91% of Average Final Compensation for all
Members hired on after October 1, 2012.
- Amending the DROP (Deferred Retirement Option Plan) provision for Members who enter DROP on or
after October 1, 2012, to reduce the fixed interest accrual from 6.5% to 2.0% per year compounded
monthly.
8 1Pagc
Attorney H. Lee Dehner outlines amendments which are required to be made to the General Employees' Trust
Fund Ordinance to conform to Federal Internal Revenue Code changes. These changes are mandatory to ensure
the Plan's tax qualified status. Additionally, there are some actuarial modifications proposed. None of these
changes are anticipated to have any financial costs to the City.
Regular City Commission Meeting
August 20, 2013
City Attorney Cookson read the title of the two Ordinances. Mayor Pro Tem Keller
announced the second readings and public hearings will be held on September 17, 2013, at 7:15
p.m. or soon thereafter.
As currently enacted, Chapter 54 of the City Code designates the Building Official as the person with the
responsibility to assign address numbers to principle structures (buildings) within the city limits. With the
creation of the Support Services Department and other personnel changes, the city needs flexibility in assigning
the responsibility for this duty. Accordingly, staff has developed a set of minor modifications to the current
chapter to allow the City Manager to designate the person or organizational unit most suitable for the task,
making appropriate changes in such designation as the situation warrants.
In addition to providing flexibility in the assignment of the addressing responsibility, the proposed amendments
clarify the ordinance to indicate that addresses may be assigned to separately identifiable parts of a single
structure, such as in the case of a shopping center with multiple tenant spaces separated by fire walls, and to
individual subdivision lots so as to better manage the development review and building permit processes.
City Attorney Cookson read the title of the Ordinance. Mayor Pro Tem Keller announced the
second reading and public hearing will be held on September 17, 2013, at 7:15 p.m. or soon
thereafter.
As currently enacted, Chapter 108 of the City Code designates the Building and Zoning Official as the person
with the responsibility to enforce the Minimum Standards Codes of the City. With the creation of the Support
Services Department and other personnel changes, the city needs flexibility in assigning the responsibility for
this duty. Accordingly, staff has developed a set of minor modifications to the current chapter to allow the City
Manager to designate the person most suitable to serve as the Enforcement Officer, making appropriate changes
in such designation as the situation warrants. Responsibilities that continue to be appropriate for the Building
Official and /or the Code Enforcement Board, such as determining whether a structure should be condemned as
being unfit for human occupation, remain assigned to those persons.
In addition to providing flexibility in assigning the Enforcement Officer position, the proposed amendments
modify the title of Building and Zoning Official to Building Official in order to correctly reference the scope of
the position today, with zoning responsibilities being assigned to the Planning Division. The amendments also
bring the language into line with the current edition of the Florida Building Code relative to the classification
system for levels of alteration recognized in the Code.
City Attorney Cookson read the title of the Ordinance. Mayor Pro Tem Keller announced the
second reading and public hearing will be held on September 17, 2013, at 7:15 p.m. or soon
thereafter.
H. REGULAR AGENDA
9�Page
Regular City Commission Meeting
August 20, 2013
19. Approval of West 50 Commercial Subdivision — Third Amendment to the Development
Agreement. (City Planner Rumer)
In May 2007, the City Commission approved an Annexation and Development Agreement with West 50
Properties. The Agreement provides for certain permitted uses, granted various waivers and allocated Traffic
Mitigation Payments among the Lots. Section 8 of the Annexation and Development agreement specified
permitted and prohibited uses of which veterinary hospitals and kennels are listed as a prohibited use. Lot 3 of
West 50 properties is proposing an 11,000 square foot indoor kennel which will require an amendment to the
prohibited uses specified in Section 8 of the Annexation and Development agreement.
City Attorney Cookson explained that they entered into an annexation agreement that restricted
the use of this property and did not allow veterinary hospital or kennel. We need to revise the
Development Agreement if we want to allow an Indoor Kennel on this property. City Planner
Rumer advised this is not a public hearing. He further gave a brief history of the approvals for
neighboring businesses and stated that staff is in full support of this project.
Commissioner Johnson, seconded by Commissioner Wilsen, moved to approve
the third amendment to the Development Agreement allowing an indoor kennel
no larger than 11,000 square feet. Motion carried 5 -0.
20. Approval of Red Light Camera Hearing Officer Agreement and Resolution to Comply
with the Mark Wandall Traffic Safety Act'. (Assistant City Attorney Drage)
During the recent session, the Florida Legislature passed and the Governor signed into law CS /CS /HB7125,
now known as Chapter 2013 -160 Laws of Florida amending certain provisions of the Mark Wandall Traffic
Safety Act. The City Commission recently amended the City Code of Ordinances to comply with the new
statutory provisions. The City Commission also recently approved an amendment to the Agreement with the
City's traffic light camera vendor, American Traffic Solutions, LLC.
In order to comply with the new statutory provisions, the City is required to provide a Hearing Officer, a Clerk
for the Hearing Officer and a facility for hearings to contest Notices of Violation issued for red light camera
violations.
Commissioner Wilsen advised she has a conflict with this item and will like to be excused while
it is discussed and voted on. She left the room.
City Attorney Cookson advised this agenda items is for approval of the resolution along with
approval of a hearing officer. It was explained that the recommended appointment would be for
Fred Wilsen, in the amount of $100 per hour or $500 per meeting, whichever was more. There
was discussion among the Commission, Police Chief Brown, and Lt. Brad Dreasher regarding
the cost of the city having our own Hearing Officer vs. using the court system or other options. It
was determined that it would take a few months to get an idea how many hearings there would
be and how long they would last. City Attorney Cookson suggested that they wait a few
months to look at the numbers and set some restrictions and court fines at that time. The
ordinance currently states that fees can be added up to $250. Commissioner Johnson noted that
the Hearing Officer contract is only a year contract, so we can try it for a year and see how it
works out.
Mayor Vandergrift also confirmed that we need to appoint the Hearing Clerk, as City Clerk
Eikenberry, or her designee. Chief Brown stated the Police Department had administrative
personnel who were going to clerk that board.
101Pa "e
Regular City Commission Meeting
August 20, 2013
Commissioner Johnson, seconded by Mayor Vandergrift, moved to approve the
appointment of Fred Wilsen as Hearing Officer and City Clerk Eikenberry, or her
designee, as the Hearing Clerk. Motion carried 4 -0 with Commissioner Wilsen
abstaining.
I. STAFF ACTION ITEMS
J. COMMENTS FROM COMMISSIONERS
Commissioner Grogan — None
Commissioner Wilsen — announced there will not be a Regular Commission Meeting on
September 3` There is a Budget Workshop scheduled for August 28, 2013, and a Special
Meeting for the Fire Assessment Fee on September 5, 2013.
Commissioner Johnson —
1) asked Firefighters Kelley and Bowman to come forward to speak. Commissioner Johnson
shared that there is a plaque that was designated to Dominic (Donnie) Ungaro that is being
overshadowed by an oak tree at its current location at the main fire station. Firefighter Kelley
explained that they would like to move the flag pole about 20 feet and add a retaining wall,
pavers, a new plaque and some lighting. The plaque is now at Station 26, it was originally at the
Adair station with that building dedicated in his honor. They don't feel they should move the
plaque because the building dates don't match the newer station. They would like to get this
done as soon as possible, since Mr. Ungero's widow is getting up in age.
Commissioner Johnson, seconded by Mayor Vandergrift, moved to approve up to
$3,000 for the Fire Department to move the memorial to Firefighter Dominic
Ungaro, to be taken from contingency. Motion carried 5 -0
2) Firefighter Shorty Bowman and James Kelley also advised that Breast Cancer Month
is in October and they are inquiring if they can wear the pink t- shirts supporting the cause instead
of their regular uniforms. They added that they will also be selling the t- shirts for $20 and the
proceeds will go to the Susan B. Komen Breast Cancer fund. Consensus from the
Commission
3) Called Parks and Recreation Director and Support Services Director up to speak. Mr.
Butler explained that we received a proposal last week from Michelle Bergstein - Fontanez; she
has a marketing company, BeatCreative for special events and new marketing programs. She has
joined forces with VB Joshi, who has a website development firm, VGlobalTech. They are
familiar with Civics Plus, the website we will be using and they put together a proposal to do
some early marketing, website development, photo shoot, and social media posting, etc. We will
need to work out public record issues with social networks; however the total package over a 4 -5
month period is around $13,000, with some being continuing fees for a certain number of months
of blog and entries, etc. to maintain the momentum of the initial marketing part. We would work
on this with our CivicPlus platform to migrate right over into reservations and the commercial
aspects such as registration for caterers, etc. They have put together a proposal with the cost
being spread out over several months. Commissioner Wilsen asked if this will allow someone
to register online. Mr. Butler said we will be working in that direction once we can accept
11 I Page
Regular City Commission Meeting
August 20, 2013
money, however this is to begin with the marketing piece. Commissioner Wilsen asked if we
will be able to maintain it once the 4 -5 month period is over; will CivicPlus be able to take it
over. Mr. Butler said parts of their functionality will go beyond what CivicPlus does so there
will be an interface where you will be looking at CivicPlus page and can link over the part they
are developing. They (BeatCreative) have interfaced with CivicPlus so that you can move back
and forth between the marketing piece and the reservation piece. Commissioner Johnsons said
this will allow a lay person to make changes to websites in a way that they can't at this time.
There was a short discussion on naming the new facility. He mentioned that they met Ms.
Fontanis at a conference and found that she is a local resident. Assistant City Manager Shadrix
advised that this is a relatively small amount of money and we don't have time to go through the
procurement process before the center opens. There was discussion regarding how and when the
services will be implemented.
Commissioner Johnson, seconded by Commissioner Wilsen, made a motion to
move forward with the proposal from BeatCreative Marketing and V Global Tech,
to set up a website and marketing campaign, at a cost not to exceed $13000;
funds to be taken from the contingency fund. Motion carried 5 -0.
Commissioner Keller — None
Commissioner Wilsen said that she feels it is a good time to ask for, that they cannot give away
this facility or allow people to request that fees are waived and she would like staff to draw
something up with guidelines for that. Assistant City Manager Shadrix advised they do plan on
having a presentation at the next budget meeting. The consensus of the commission was to
decide after they hear the presentation.
Commissioner Grogan, seconded by Commissioner Johnson, moved to upgrade
the iPads to the IPad5 for the City Manager's Office, the Commissioners, and the
City Clerk, and the funds should be taken from contingency. Motion carried 5 -0.
Mayor Vandergrift — None
ADJOURNMENT
Meeting adjourned at 9:41 p.m.
Attest:
APPROVED:
City of Ocoee
Beth Eikenberry, City Clerk S. Scott Vandergrift, Mayor
121i'age
Budget Workshop
OCOEE CITY COMMISSION
Ocoee Commission Chambers
150 North Lakeshore Drive, Ocoee, FL
August 14, 2013 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 13/14 that is
currently balanced at the current year's rate of 5.8460 and represents a lower millage than the
roll back rate of 5.9037. That represents a reduction from last year's revenue in the city. This
budget fairly emulates what they have this year; there are no major cuts or new programs. They
do have some capital items but Finance Director Horton will explain when they get to that
portion.
III. FY13 /14 Budget Overview - Finance Director Horton
Finance Director Horton said the proposed FY 2014 budget for the City of Ocoee is
$56,056,010. The budget is comprised of several funds with General Fund the largest. The
General fund is the only fund directly impacted by the millage rate as Ad Valorem taxes are a
major source of its revenue. The proposed General Fund revenues for FY 2014 total
$34,741,730. This is a slight decrease overall from the current year budget of 1.2 %.
Intergovernmental revenues and ad valorem taxes make up the two largest categories of revenues
in the general fund. Taxable value of property within the city increased slightly ($110,627)
from the prior year's value. The other revenue categories saw 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 necessary to adopt the millage rate and
budget. As shown on this chart, a majority vote is required for a millage of 7.8291 or less. A
super majority or unanimous vote is required for a millage over 7.8291 up to 10 mils. The
proposed budget is balanced at 5.8460 mils- the current year millage. This is lower than the
rolled back rate of 5.9037. Last month you set the proposed tentative millage rate at the rolled
back rate of 5.9037 which would allow you to add up to $93,852 in items to the proposed budget.
The four main categories for the expenditure budgets of each fund are 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. Department budgets are flat overall. Personnel Highlights include the addition of 5 part-
time and 4 full -time positions. The proposed budget contains a 2% increase for police union
employees and 2.5% increase for fire union employees effective the first day of the new fiscal
year. A 2% increase at mid -year is proposed for non -union employees. Pension fund
contributions decreased for both the fire /police and general employee plans.
August 14, 2013 Page 2 of 7
City Commission Budget Workshop
Funding is proposed for a Master Plan for development of the downtown area. This will include
a study assessing infrastructure, a brownfield option and a vision to further develop the area.
There is $500,000 proposed for road paving. Page 3 -85 of the proposed budget details the streets
to be improved. Also $10,000 has been proposed to add additional street lights for existing
subdivisions. Health insurance costs are increased by $50,000 due to the federal health care
program and $40,000 has been appropriated to paint city hall and the annex. The budget for
replacement computers have increased by $19,000. The Police department is proposing two new
software applications. Staff is applying for grants to help fund the purchases. Police budget also
includes items to furnish the training facility and cameras and radar for police vehicles. A much
needed fuel monitoring system is proposed in the Fleet budget. This system should provide
accurate records of fuel received and generate reports of where the fuel is being used. Funds in
the amount of $10,000 have been allocated for improvements to the park on Montgomery road
and $23,000 proposed for modifications on the city hall generator. A total of 16 vehicles are
proposed to be purchased in the general fund budget. These include four replacement pickup
trucks, seven replacement police cars, woods /brush fire truck, cab chassis ambulance, fire engine
replacement, asphalt paving truck and a bus that replaces a 15 passenger van in recreation.
Proposed equipment for general fund includes: radios for PD, air bag system and power unit for
Jaws of Life (fire dept) 2 mowers, tractor and top dresser for Parks.
The total budget for the Stormwater fund is $3,740,195. The Stormwater Division will be
preceding with the second phase of the Bluford Avenue drainage improvements. This is from
Columbus Street to Delaware Street and includes the Orlando Avenue intersection. Funding for
the next three phases of the Peach Lake Manor project are included in the proposed budget. The
Division will also be performing numerous minor drainage projects to upgrade existing drainage
systems throughout the City. The Stormwater Division is also procuring a medium duty dump
truck to improve the efficiency of our maintenance operations in remote areas.
Total FY 2014 budget for the water /wastewater fund is $12,091,125. The Utilities Department's
budget is primarily geared toward ensuring its future success and integrating technology to
streamline the department's operations. Budgeted projects for the upcoming year include the
final phase of the centralization and upgrade of the SCADA /PLC system. This system serves as
the "brain" for the treatment processes. This final phase will combine all data terminals at the
wastewater treatment plant's operation center. The water facilities' current SCADA /PLC system
will be replaced and join the SCADA/PLC system which controls the wastewater plant and lift
stations. The relocation of water and sewer mains for the SR50 widening is budgeted at
$2,600,000. Funds in the amount of $200,000 have been allocated for the engineering and
design of the downtown sewer project which would make available sewer services to the McKey
street downtown area. Major water line replacements and upgrades throughout the system are
funded at $525,000. The Reconstruction and relocation of lift station #10 is funded at $350,000.
The rehab of the wastewater plant's north sand filter is budgeted in the R &R fund ($190,000).
This will improve the wastewater treatment process and is in conjunction with the south sand
filter rehabilitation which was completed in FY 2013.
The Sanitation Division will be implementing recycling collection utilizing 96 gallon containers
which can be collected by the automatic side loader trucks currently utilized for garbage
August 14, 2013 Page 3 of 7
City Commission Budget Workshop
collection. The Division will also be procuring two new side arm sanitation trucks as
replacements for existing trucks in the fleet that are coming to the end of their useful life cycle.
Impact fund revenues are budgeted to pay debt service on associated issues. These include road
and park additions and acquisition of land and buildings for police and fire. Additionally, Water
and wastewater capital funds include funds to upsize system lines associated with new
development. Finally, there is the wish list for FY 2014; a copy was included in the presentation
packet distributed on the dais. These are items requested by departments or discussed during the
year but are not funded in the proposed budget. The cost of each item and the corresponding
increase to the millage rate are presented to assist in your decision making.
IV. Wish List for FY13 /14 Budget - Distributed (attached)
V. Discussion
Mayor Vandergrift solicited any items from the commission that they would like to enter into
the wish list. Commissioner Keller said the only thing he would like to look into is moving the
firing range. He did not believe there was any pricing on that yet so it would be hard to add at
that in at this point. Hopefully by the next meeting they may have a little bit more information in
which they can then look further into possibly doing a joint venture with other cities.
Commissioner Keller said he would also like to make sure they have a contingency plan in
place if and only if they should have something go wrong with Rural Metro. He advised that
Rural Metro is currently going through a debit to equity bankruptcy which normally runs
smoothly but in case they decide to do things differently he feels they should have a plan in
place.
Commissioner Johnson said he would like a small skate board park put out at Vignetti Park.
They have talked about it for years and most cities have a small park so he does not believe they
are costly. He advised he would like for Parks and Recreation Hayes to look into pricing and
liability.
Commissioner Wilsen and Commissioner Grogan both advised they did not have anything at
this time that they would like to add to the wish list. Mayor Vandergrift announced there will
be a series of two workshops in which no actions will be taken; they may add to the wish list for
the purpose of consideration and development of the budget for the public hearings.
Mayor Vandergrift advised he would like to add to the wish list the change out of the fountain
on SR50. He is not sure why it has drifted and feels it should be corrected. He further announced
and introduced Christine Moore with the School Board who would like to make a presentation to
the commission in regards to a budget item.
Christine Moore, District 7 School Board Member, said she is a making a formal request on
behalf of her district and not the whole school board. She provided a PowerPoint presentation
and advised that she is before the commission to request money for a technology investment
proposal (purchase iPads for kindergartners). Dr. Mark Shanoff, Principal of Ocoee Middle
School, also spoke of the benefits of technology. It was explained that with 5 devices per class
there will be access for all the students to utilize technology. School Board Member Moore
August 14, 2013 Page 4 of 7
City Commission Budget Workshop
gave an update on what is going on with the different schools located in Ocoee. She further said
they are asking the commission to consider a donation of $61,646.00 from the City of Ocoee to
help improve all the Ocoee schools (kindergarten level) with technology. There was discussion
amongst the commission, School Board Member Moore, and Dr. Shanoff with regards to
whether if the county or other cities were solicited for funds to help with the cost and whether the
iPad's would follow the kindergartners as they progressed in grade. Mayor Vandergrift
advised that without objection he would put School Board Member Moore's
request on the wish list for consideration of $61,646.00 which would cover 5
iPad's per school for kindergarteners. The Mayor noted that $123,292.00 would allow for
the purchase of 10 iPad's per school.
PAGE BY PAGE:
Page 2 -2 Mayor Vandergrift inquired about the decrease in road impact fees from $1,287,704
(FY12 -13) to $701,335 (FY13 -14). City Manager Frank explained that the commission
lowered the impact fees about a year and a half ago by 25 %. Also if there is a large project they
will see a fluctuation in each year. Mayor Vandergrift inquired if that amount would be enough
to meet their debit service on this. City Manager Frank advised probably not. The general fund
would be contributing to the debit.
Page 3 -1 Mayor Vandergrift said it shows a projected cash balance and inquired why they
would not consider that contingency. Finance Director Horton explained that the beginning
cash balance is the amount of dollars that they are using from the reserves to balance the budget
which most of that is dedicated to a particular project. The contingency is a specific amount of
dollars available to cover items they were not specifically stated during the budget (things that
come up).
Page 3 -7 Mayor Vandergrift inquired about miscellaneous revenue increasing by $600,000.
City Manager Frank explained that they are anticipating a down payment for the Coca -Cola
Property that may be coming in next year.
Page 3 -5 Mayor Vandergrift inquired about plan review fees dropping. He further advised that
he thought that would be going up since we are getting more houses in the city limits. City
Planner Rumer advised that the plan review fee is a mix between planning and permit review.
He explained large scale site plans and large subdivision reviews would contribute to that
revenue; however, unfortunately they are currently only revising existing projects and so the
planning portion is not generating a higher revenue number. Mayor Vandergrift explained the
fire plan review fee shows an increase and was wondering why they could not assume that they
would also have an increase in the plan review. City Planner Rumer explained that townhomes
and apartments have a higher fire plan review fee than single family residential and the city is
anticipating more townhomes and apartments to be built thus generating a higher fire plan review
fee. Assistant City Manager Shadrix shared that they were extremely conservative with the
projections. They are a lot of talks and activity with the developers but unless they have reached
some official stage in the development process that something will happen in this upcoming
fiscal year, the numbers were kept at a lesser amount than they expect. Further discussion
ensued regarding revenue projected within the plan review fees.
August 14, 2013 Page 5 of 7
City Commission Budget Workshop
Page 3 -5 Commissioner Keller inquired about the alcoholic beverage license decreasing and
wondered if they did not anticipate an increase with the new event center. Finance Director
Horton said the alcoholic beverage license is revenue they received from different
establishments such as restaurants and so forth that actually have an alcoholic beverage license to
sell alcohol. Further discussion ensued regarding the alcoholic beverage license revenue.
Page 3 -6 Commissioner Johnson shared that he would like to see more red light cameras
installed. Discussion ensued regarding adding new red light cameras and personnel to man the
red light camera program. Revenue collected from the red light cameras is $860,000 but the city
is spending about $500,000 on costs to ATS so the city makes about $300,000. After a lengthy
discussion on cost for personnel and revenue that would be collected from the cameras, the
Mayor asked for this to be added onto the wish list.
Page 3 -6 Mayor Vandergrift inquired about the community center rentals and when the fees
would be set up. Parks and Recreation Hayes advised they are in the process of finalizing a fee
schedule and he is hoping to be bringing that to the next workshop. He advised the number they
see in the budget books is for the 12 months which they kept at a rather conservative number.
Commissioner Wilsen said she would like to have the City Manager to bring back to one of the
regular commission meetings a policy or resolution that would not allow fees to be waived for
use of the new facility. City Manager Frank said he believes she is requesting that a rules and
regulations type policy be put in place. Commissioner Wilsen further shared her concern with
fees being waived for an event center that they will need to generate revenue from.
Page 3 -7 Mayor Vandergrift inquired about the timber sales and said he thought it would be
completed before this fiscal year. He further inquired about the $30,000 carry over. Assistant
City Manager Shadrix said the $30,000 is additional sales for the city since they have already
covered the cost of the Christmas lights rental. Mayor Vandergrift further inquired about the
sale of the land at $600,000. City Manager Frank explained that revenue is strictly for the
down payment only. He advised not knowing what terms the commission may agree too they had
to be conservative with the numbers.
Page 3 -8 Commissioner Keller shared his concern regarding the Ocoee cemetery conditions and
further inquired if they should be looking at adding more money into the budget for a new fence.
He feels they should at least look at additional funds for the fencing. City Manager Frank said
they mailed out a letter as directed by the commission to see if there is some interest from the
private cemetery companies to come in and operate our cemetery. They may have a response by
the next meeting. A brief PowerPoint presentation was given by Parks and Recreation Hayes
which explained proposed improvements for the entrance of the cemetery and addressed some of
the general issues of the cemetery. After discussion, staff was advised to put the entire cemetery
improvement cost into the wish list so they can look at the numbers than discuss a plan.
3 -8 Commissioner Johnson inquired about the reduction of expenditures for recreation.
Finance Director Horton explained that is the money they have in the budget this year to build
the community center. Commissioner Keller inquired if a server was included in the budget
since he had received an e -mail a couple of weeks ago stating that microfiche was dead. Support
Services Director Butler advised that in the current year budget they have spent funds to get
August 14, 2013 Page 6 of 7
City Commission Budget Workshop
more disk storage and they now have a unit that all the servers will share. They are now trying to
start acquiring individual servers that they can migrate to serve those major types of applications.
Mr. Butler advised it is in their budget proposal for next year the additional servers they will
need to finish the build out. On the same page (3 -8), Mayor Vandergrift said under fleet
maintenance they went to a contract and was wondering if this has saved them money. Public
Works Director Krug advised the original parts contract was anticipated to be in place by
November but it was not actually implemented until April. They are seeing a savings in the
purchasing of parts but will probably not see a marked decrease until next year. Finance
Director Horton advised there is also $40,000 in that proposed expenditure for the fuel system.
3 -12 Commissioner Johnson inquired why professional dues increased. Finance Director
Horton said she believes that is for the Tri- county Partnership. On the same page (3 -12),
Commissioner Keller inquired about small equipment. He advised he noticed on many of the
pages small equipment is going from $0 to $500. Finance Manager Brosonski advised $500 is
for a wireless printer for iPads in the commission office.
3 -22 Commissioner Johnson inquired about the fire station being utilized as a polling location
for city municipal elections. He advised it is tough for those in his district when they get off of
work to get to their polling location. City Clerk Eikenberry inquired if he is asking to add a
third location or inquiring about moving one of the locations. It was clarified that he is only
referring to municipal elections. City Clerk Eikenberry explained it is about $25,000 per
polling location which includes all of the personnel and machines. She advised it would not cost
any more if they just moved community center polling location further south.
3 -26 Commissioner Keller said that he noticed a decrease in operating supplies and inquired if
that was a true decrease. Finance Director Horton answered affirmatively.
3 -30 Commissioner Keller inquired about the increase in administration expense. Human
Resources Director explained that administrative expenses encompass their advertisements for
employment. Now that they have number of open positions they are running a lot more ads.
3 -34 Mayor Vandergrift inquired about developer billings being $0. Finance Manager
Brosonski advised that is not a budgeted item but is a pass through cost to the developer so they
do not know what the actual cost will be until they pass that cost through to the developer.
3 -37 Mayor Vandergrift inquired about the Ocoee Master Plan (McKey- downtown) $25,000
grant. Finance Director Horton advised they did not get the grant and at the time of printing the
budget books they did not know they would not be getting the grant.
3 -38 Mayor Vandergrift inquired about the increase in professional services /other. Finance
Manager Brosonski advised that is the $25,000 grant money from the Ocoee Master Plan which
will decrease to $25,800 now that they will not be receiving it. Finance Director Horton
explained where changes would be made in revenue as well. She advised corrections will be
made accordingly to the budget books.
August 14, 2013 Page 7 of 7
City Commission Budget Workshop
3 -41 Mayor Vandergrift inquired about the increase of $50,000 in health insurance and
inquired if that was the Obama Care program. Human Resources Director Williford briefly
explained the program and advised it will not go into effect into January 1, 2014.
3 -42 Mayor Vandergrift inquired about the interest rate for the Crown Point Property and if it
could be brought back to them.
3 -62 Mayor Vandergrift inquired if there was any possibility if they could defer some of their
vehicles until next year and purchase hybrids this year? Public Works Director Krug advised
that most of what they have in the budget this year is light duty pick -up truck and police pursuit
vehicles. Mr. Krug explained the last administrative vehicles they picked up were hybrid.
3 -63 Mayor Vandergrift inquired about the decrease in contractual services. Public Works
Director Krug advised that they have been able to do a lot of things in house and have found
less expensive vendors thus reducing the cost in that line item.
3 -64 Mayor Vandergrift inquired about the $63,000 in capital improvements. Public Works
Director Krug advised that amount is summarized on page 3 -62. Brief discussion ensued on the
painting of city hall which is included in the $63,000.
3 -67 Mayor Vandergrift inquired about the new records management system for Police
Department for $90,000. Police Chief Brown explained that the records management system
they currently use has been sold to another company and they are unable to continue providing
the service so they need to change. This is just a start up estimate to change to another company.
They cannot get rid of the old system right away so the budget includes both companies until
they can drop that company.
IV. ADJOURNMENT
Meeting adjourned at 8:30 p.m.
Attest:
APPROVED:
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 28, 2013
AGENDA
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 Grogan, Commissioner Wilsen, Mayor Vandergrift, Commissioner
Johnson (absent), and Commissioner Keller.
Also Present: City Manager Frank, City Clerk Eikenberry, Finance Director Horton, Finance
Manager Brosonski, Chief Accountant Briggs
IV. Discussion (PAGE BY PAGE — CONTINUED from Page 3 -67 Police Department)
Page 3 -67 Commissioner Keller inquired if they spoke about additional red light cameras at the
last budget meeting. Police Chief Brown referred Commissioner Keller to item #14 and #19 on
the new revised wish list. In regards to item 414, he explained he has spoken with staff and they
have discussed all of their options and at this time they are not prepared to recommend spending
any money towards a new firing range. Police Chief Brown briefly explained item #19 reflects
the net increase if they had additional red light cameras including personnel.
Page 3 -67 Mayor Vandergrift inquired if the records management system could be broken up
into payment plans. Police Chief Brown explained the estimated cost includes the start-up of the
records management system and first year of maintenance. Further explanation was given on the
new system. Mayor Vandergrift inquired about the (3) in -car cameras and if they were
replacing any. Police Chief Brown explained that they have zero working cameras at this point.
Police Chief Brown further explained the functionality of the cameras. Mayor Vandergrift
inquired about the $40,000 grant for police equipment and who it was coming from. Police
Chief Brown explained they have multiple grants (state & federal) which are based on uniform
crimes. Mayor Vandergrift inquired what kind of equipment they purchase with grant monies.
Police Chief Brown said they will be purchasing in -car printers and investigative software.
Mayor Vandergrift inquired about the (4) digital radio's for $48,000. Discussion ensued
regarding the numbers being incorrect and having staff work with Finance Department to make
corrections. Mayor Vandergrift commented on purchasing hybrid vehicles for the
administrative police vehicle replacements. Further discussion ensued regarding vehicle
replacements.
Page 3 -70 Mayor Vandergrift inquired why code enforcement is still listed under the Fire
Division. Staff advised that is a scrivener error and will be corrected. Mayor Vandergrift
advised that if staff would put in names with the organizational chart it would help the
commission know who they were referring to if a question came up with regards to a specific
title.
August 28, 2013 Page 2 of 6
City Commission Budget Workshop
Page 3 -72 Mayor Vandergrift commented on Orange County dispatch being considerable less
than Police Department dispatch. Fire Chief McNeil explained the amount listed is only a cost
share basis for dispatch since they share the cost of dispatchers with Maitland and the City of
Winter Garden. Mayor Vandergrift inquired about the airbag replacement and the thermal
imaging camera replacement. Fire Chief McNeil gave explanation on need of purchase for both.
Page 3 -74 Mayor Vandergrift inquired if Fire Department is getting any reimbursements on
emergency medical supplies. Fire Chief McNeil advised they are doing trade -outs (equipment
for equipment) with Rural Metro ambulance. Discussion ensued regarding the purchase of
vehicles (page 3 -72 the Capital Outlay summarizes the vehicles they are purchasing).
Page 3 -77 Mayor Vandergrift inquired if the Building Division has filled all their vacancies.
Building Official Washington advised they have one vacancy.
Page 3 -78 Mayor Vandergrift inquired about the telephone expenses increasing from $6,000 to
$11,000. Building Official Washington advised they have air cards for the notebooks which are
in the vehicles and will allow the inspectors to access SAGE out in the field. Commissioner
Keller inquired would they be able to save monies if they went with a city wide Wi -Fi. Support
Services Director Butler advised they have been working with Brighthouse Networks in order
to identify the number of public spaces. Brighthouse Networks has a program that the city has
been in talks with them about expanding where they install connections inside public facilities.
Problem is there is not a financial incentive for them to put them everywhere. Support Services
Director Butler further explained they are looking at different solutions such as Mi -Fi. Lengthy
discussion on city -wide Wi -Fi continued.
Page 3 -85 Mayor Vandergrift inquired about miscellaneous road paving and if staff has spoken
with anyone regarding negotiations with Orange County to see if they could cooperate with the
City and do some of the road paving at a cheaper rate. Public Works Director Krug advised
they have looked into it; however the County also contracts out their paving which actually cost
them more money than what the City is currently doing.
Page 3 -81 & 3 -82 Commissioner Keller said at the last meeting they had spoken about needing
additional funds for the cemetery and he believes it was added to the wish list. Parks and
Recreation Hayes briefly explained the wish list and the enhancements that were placed on the
5 -year plan. Commissioner Keller said they have spoken about the cemetery for 7 years so he
appreciates the break down. While they do not $215,000 to cover cemetery rehab and
improvements they may be able to find $50,000 to get the improvements started. Parks and
Recreation Directory Hayes advised they also need to consider down the road, permanent
staffing for the maintenance of the cemetery.
Page 3 -91 Mayor Vandergrift inquired about the $20,000 increase on vehicle parts and repair.
Public Works Director Krug explained that their department has combined a lot of items that
were not being accurately portrayed in parts and were incorrectly assigned to other line items. So
while there is an increase in that line item there is subsequently a decrease in line items
throughout other departments. Commissioner Keller inquired about the increase in contractual
August 28, 2013 Page 3 of 6
City Commission Budget Workshop
services. Public Works Director Krug advised that increase is for generator load banking
which is something that every couple of years they have to go out and get the generators
certified.
Page 3 -96 Commissioner Keller advised that professional services really increased this budget.
City Manager Frank explained that part of that increase was from reducing the salaries by
$90,000 so funds were put in that line item in case there was anything they would need to
contract out.
Page 3 -100 Mayor Vandergrift inquired about the (2) part -time positions. Parks and
Recreation Hayes explained these two positions are being requested to staff the new event
center. The center is projected to be opened by late October but they would like to bring on those
positions to begin training. Mayor Vandergrift inquired about the $75,000 for Founder's Day
contribution. Parks and Recreation Hayes advised that is the City's contribution and is the
same amount that has been budgeted for the last 2 -3 years. Finance Director Horton shared that
the city expenses $75,000 in addition to the funds received from sponsors.
Page 3 -101 Mayor Vandergrift inquired about the decrease in professional service from
$82,000 to $300. Parks and Recreation Director Hayes advised the 2012 -2013 budget of
$82,000 was for the construction design of the event center and Ison center.
Page 3 -106 Mayor Vandergrift inquired about the water expense (4301) and if it was re -use
water or regular water. Parks and Recreation Director Hayes advised that he believes it is
portable water that is used for irrigation and other services in the parks and medians.
Page 4 -1 Mayor Vandergrift inquired if they have looked into the possibility of reducing the
stormwater utility fund. City Manager Frank advised that would not be until next year's budget
2014 -2015. They are preparing the ordinances right now.
Page 4 -9 Mayor Vandergrift inquired about sanitary landfill increasing by $20,000. Public
Works Director Krug advised they have increased their street sweeping and that is to haul the
materials that are picked up. Commissioner Keller inquired about the emergency repairs which
increased from $37,000 to $82,000. Public Works Krug advised that it varies per year so they
came up with a balance for just in case an emergency should occur.
Page 5 -1 Mayor Vandergrift said they have an increase of $4 million in water /wastewater fund
revenues. Finance Director Horton advised $3 million is cash carry forward their reserves for
projects that they are doing. Utilities Director Smith shared that a portion of that money is for
the Hwy 50 widening project. A brief discussion ensued regarding using dirt from one project to
fill in roads.
Page 5 -3 Mayor Vandergrift inquired if the city is pumping septic tanks. There is revenue listed
for $35,000 for septic tank pumping. Utilities Director Smith explained that they will be
bringing before the commission for consensus a new voluntary septic tank pumping program. He
gave a brief explanation of the proposed program. A brief discussion ensued.
August 28, 2013 Page 4 of 6
City Commission Budget Workshop
Page 5 -4 Mayor Vandergrift inquired if it could it be added to identify where transfers in are
coming from.
Commissioner Keller inquired how the City is doing with reclaimed connections in the areas we
have not connected yet. Utilities Director Smith explained that over the last 5 -6 years they have
been putting into the annual budget about $500,000 worth of funds for resources to do the
reclaimed projects. They did receive one grant. He further advised because of water supply
issues he feels they should double the money and spend about $1.2 million a year on projects.
Mayor Vandergrift said he believes on the wish list there is $200,000 for a study of downtown
for sewer. Utilities Director Smith advised that funding is for the design and study for the
downtown sewer area but it is also for putting a portion of the force main under the road project
they are doing on Bluford /Orlando area. Further discussion ensued regarding the cost of putting
lines down in areas where homes have septic tanks.
Page 5 -10 Mayor Vandergrift inquired about the emergency repairs increase from $0 to
$7,840.00. Utilities Director Smith explained that they have funds budgeted for emergency
items that come up. Mayor Vandergrift inquired why it was at $0 the last few years. It was
explained to him that the budget shows $0 because the funds that were budgeted in years past
have already been transferred out to the appropriate line items.
Mayor Vandergrift inquired how many wells are currently serving our parks. Parks and
Recreation Director Hayes answered the Mayor's question.
Page 5 -13 Mayor Vandergrift inquired about the transfer of wastewater operator (trainee)
position from Wastewater Facilities. Utilities Director Smith advised they had an operator get
his license for one of their other facilities so they moved the position.
Commissioner Wilsen inquired about the company MaxWest and if the city was still using
them. Utilities Director Smith advised they are still using them and they are being funded
through their 535 -00 contractual services account. Over the last five years they have cut the
City's disposal costs in half. They have also had discussion with MaxWest regarding their
company locating a site in Ocoee after they develop a customer base over in Seminole County.
Utilities Director Smith further explained the possibility of even a venture partnership with
MaxWest that would incorporate other municipalities.
Page 5 -15 Mayor Vandergrift inquired about line and system appurtenances decreasing from
$24,500 to $6,500. Utilities Director Smith explained appurtenances (fixtures) and advised that
as a system ages they will replace or rehab those fixtures which is why the commission will see a
fluctuation in funds for that line item.
Brief explanation was given on the difference of the water quality flushing and fire hydrant
flushing programs. Mayor Vandergrift inquired how often were the lines checked throughout
the various neighborhoods. Utilities Director Smith advised it is done continually and gave
further explanation on how they handle the pressure monitoring. Mayor Vandergrift inquired
how far they are with getting all the water meters electronically read. Utilities Director Smith
advised they are about a little less than a third with the tower read flexnet system and about a
August 28, 2013 Page 5 of 6
City Commission Budget Workshop
third with the dry pipe radio reads. The rest are touch reads. Utilities Director Smith advised
they are trying to not pull out any meters until they at least get some value out of them; they are
planning to do a six year transition. Commissioner Wilsen inquired if residents are going to be
able to go online and look at their water units. Utilities Director Smith advised with the smart
meter technology they would and that system should be implemented some time in October.
Page 6 -7 Commissioner Wilsen shared she is very pleased with the recycling plan and she has
neighbors that are equally excited.
Page 7 -3 Finance Director Horton advised there is a correction under Fire. It lists that there are
two Deputy Fire Chiefs but it should list one. It is posted correctly on the city's website.
Commissioner Keller inquired if the City has looked into the federal grant program that pays
for a fire station building as long as it is staffed. Fire Chief McNeil advised he recalls the grant
but does not know if it still exists. A brief discussion ensued.
Capital Program Fiscal Years 2013 -2017
Page 2 — Mayor Vandergrift inquired about if Fullers Cross Road at Ocoee - Apopka and
Marshall Farms Roads were county roads. Support Services Director Butler advised they are
county roads; however, the City would potentially be responsible for traffic signals and turning
lanes. He further advised some of the roads would be a part of the developer's agreement in
which the developer would do the work. It was explained which portion of Marshall Farms and
Roberson Road were in the City.
Page 4 Mayor Vandergrift advised he would like to look at solar power lights. Commissioner
Wilsen advised at the parks conference she saw some very pretty solar lights for the parks.
Page 5 Mayor Vandergrift inquired about Hackney Prairie Road. Commissioner Keller shared
that the corner of Remington Oaks heading west to Clarke Road belongs to the City. Support
Services Director Butler advised the proposal is to remove some of the pavement so that it
becomes a curvy road verses a long race track strip. This would help slow down the traffic. A
brief discussion ensued regarding the legislative sessions starting soon, and this is the time to get
together with the legislators on things the City would like to see on the new bills.
Page 6 Mayor Vandergrift discussed The Hammocks retrofit for reclaimed water distribution.
Commissioner Wilsen stated that this item is being presented for the fiscal year 2018.
Discussion ensued on potable water, reclaimed water, and septic tanks. Eventually, residents on
septic tanks will receive reclaimed water. Utilities Director Smith explained that the goal is to
supplement potable water with reclaimed water that is being used for irrigation and for other
uses. The key point is everybody is going to go to reclaimed water.
Support Services Director recognized City Planner Rumer for his contributions to updating the
Capital Program for this year.
August 28, 2013 Page 6 of 6
City Commission Budget Workshop
City Manager Frank advised that since Commissioner Johnson is not present, he has asked to
place a 2% increase on the wish list to be given to employees at the beginning of the year verses
at mid -year.
Mayor Vandergrift inquired if any impact fees are being restored. City Manager Frank
advised there is an increase in road impact for next year, so the City is seeing some recovery.
City Manager Frank asked City Planner Rumer when the current transportation impact fee will
sunset. City Planner Rumer advised that the 25% reduction is due to sunset in January 2014.
He continued by saying there is a significant increase in single- family dwelling permits as a
result of this reduction. Discussion ensued regarding other impact fees. City Manager Frank
stated the recovery is beginning to show.
Mayor Vandergrift announced the Fire Assessment Public Hearing and is scheduled for
September 5 at 6:00 p.m. The next Budge Hearing is scheduled for September 11"' at 6:00 p.m.
V. ADJOURNMENT
Meeting adjourned at 8:17 p.m.
Attest:
APPROVED:
City of Ocoee
Beth Eikenberry, City Clerk S. Scott Vandergrift, Mayor