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HomeMy WebLinkAbout11-05-13 AgendaOCOEE CITY COMMISSION Ocoee Commission Chambers 150 North Lakeshore Drive Ocoee, Florida November 5, 2013 AGENDA 7:15 P.M. REGULAR CITY COMMISSION MEETING A. CALL TO ORDER Invocation Pledge of Allegiance Roll Call and Determination of Quorum B. PRESENTATIONS AND PROCLAMATIONS Proclamations — November 2013. (Mayor Vandergrift) ➢ Pedestrian Safety Month ➢ Ocoee, Florida Child Adoption Month C. COMMENTS FROM CITIZENS /PUBLIC FD. STAFF REPORTS AND AGENDA REVIEW E. COMMISSIONERS ANNOUNCEMENTS F. CONSENT AGENDA ALL MATTERS LISTED UNDER TI IF CONSENT AGENDA ARE CONSIDERED TO BE ROUTINE AND WILL BE ACTED UPON BY ONE MOTION. THERE WILL BE NO SEPARATE DISCUSSION OF 'I'1IESE ITEMS UNLESS DISCUSSION IS DESIRED BY A MEMBER OF THE COMMISSION, IN WHICH CASE THE MAYOR WILL INSTRUCT Tlll�; CITY CLERK TO REMOVE THAT ITEM FROM THE CONSENT AGENDA AND SUCH ITEM WILL BL CONSIDERED St?PARA'1'EL.Y. 1. Approval of Minutes for the Tentative Budget Hearing Held September 11, 2013, Final Budget Hearing Held September 26, 2013, and Regular Commission Meeting Held October 15, 2013. (City Clerk Eikenberry) 2. Appointments to Board of Adjustment. (City Clerk Eikenberry) Ordinance No. 516 on September 15, 1970, created the Board of Adjustment to hear and decide appeals for administrative review, to hear and recommend to the City Commission variances to zoning ordinances. This Board consists of five (5) regular members and two (2) alternate members. Members Wilsen and Warren recently resigned from the board. Both alternate members, Keith Carrington and Catherine Carpenter, have indicated they would like to move up to regular member positions. Additionally, there is one (1) application on file, from resident Wendell Singrey. Staff recommends that the Honorable Mayor and City Commissioners consider moving both Keith Carrington and Catherine Carpenter to the vacant regular member positions and appoint resident Wendell Singey to serve as an alternate member. 3. Approval of Allocation of Funds to Cover Shortage in General Fund Legal Expense for FY2013. (Finance Director Horton) Expenses for general fund legal services exceeded the budgeted amount for fiscal year 2013. The expenses were higher than anticipated primarily due to charges related to lawsuits and labor negotiations with the police union. Formal action is required by the commission now that we have a final amount of the shortage and the available funds are from two departments. Staff recommends the commission approve the transfers from contingency ($6,000) and City Clerk Election Expense ($33,000) to the general fund legal account. Acceptance of this recommendation will cover the shortfall in the account. Regular City Commission November 5, 2013 4. Approval of Railroad Reimbursement Agreement for Municipal Grade Crossing Traffic Control Devices — Taylor Street. (Public Works Director Krug) This agreement provides for funding from the Federal Highway Administration to the FDOT to install new railroad grade crossing signals on Taylor Street at the Florida Central Railroad crossing. The purpose of this agreement is to allocate the Federal funds to upgrade existing grade crossing signals to meet current requirements. 5. Approval of Railroad Reimbursement Agreement for Municipal Grade Crossing Traffic Control Devices — North Clarke Road. (Public Works Director Krug) This agreement provides for funding from the Federal Highway Administration to the FDOT to install new railroad grade crossing signals on North Clarke Road at the Florida Central Railroad crossing. The purpose of this agreement is to allocate the Federal funds to upgrade existing grade crossing signals to meet current requirements. 6. Approval of Change Order No. 1, B13 -16 Asphalt Paving FY 2013 with Empower Construction. (Public Works Director Krug) The Commission awarded the asphalt paving projects for fiscal year 2012 -13 for roads within Forest Oaks Subdivision (Hager Dr., Rich Dr., Prairie Lake Dr., Withers Ct., and Ison Ln.) and Sawmill Subdivision (Canyon Trail Ln, Cross Cut Ct., and Hornlake Circle); to Empower Construction, Inc. at the June 4, 2013, meeting. The construction consisted of removing the existing asphalt by milling to a depth of 1" and installing new asphalt. In both subdivisions, the milling activities exposed large areas of horizontal shearing in the existing asphalt and base. These areas left deep scabs, or pockets, in the roadway which required additional asphalt pavement to rebuild the roads to the original profile and cross slope. The Contractor and Public Works Inspector documented the issue as it occurred. The Contractor is requesting $37,363.74 for the 470.28 tons of additional asphalt installed due to the extra depth required to fill the large areas where the existing pavement experienced excessive horizontal shearing. Public Works has verified the total asphalt installed on the project through delivery tickets and on -site cores of the new asphalt. Public Works also verified the extended cost per ton as bid to be at the low end of the industry standard for this area. The original contract price of $167,808.13, plus the change order of $37,363.74, will give a new contract total of $205,171.87 which is below the $240,000.00 allocated in the 2012 -13 fiscal year budget. 7. Approval of 2013 / 2014 Budget Vehicle /Equipment Purchase. (Public Works Director Krug) The City traditionally purchases vehicles and equipment through bids from the Florida Sheriffs Association's annual contract. Public Works has researched pricing throughout the State and has found the Florida Sheriffs Association continues to provide the lowest competitively bid pricing. The following vehicles and equipment are incorporated in the approved budget for purchase: • I — Ford 4x4 F -550 Medium Duty Dump Truck @ $46,312.00 (Stormwater). • 3 —Ford Fusions @ $17,154.00 = $51,462.00 (Police - Replacement). • 2 Ford 4x2 F -150 Long Bed Pickup a $15,449.00 = $30,898.00 (Parks - Replacement). • 2 Ford 4x2 F -150 Short Bed Pickup @ $15,150.00 = $30,300.00 (Utilities - Replacement). • 1 —Ford 4x2 F -150 Long Bed Pickup @ $15,449.00 (Facilities - Replacement). • l Ford 4x2 F - l 50 Long Bed Pickup a $15,449.00 (Streets - Replacement). Public Works recommends approval to purchase the above vehicles from the Florida Sheriffs Association annual contract based on the 2013/2014 published pricing. Vehicles and equipment that are being replaced will be declared surplus and auctioned. 8. Approval of Holiday Decorations City Wide with Clark Sales Display, Inc. (Public Works Director Krug) The City has settled on holiday decorations in previous years that incorporate festive banners and lighted decorations. The City owned banners are installed on light poles in locations without electrical connections with leased lighted decorations mounted on the following roads: • Clarke Road, SR 50 to north of A.D. Mims Rd. • Bluford Ave, SR 50 to Silver Star Rd. • Maguire Road, Moore Rd. to SR 50. • Silver Star Road, Ocoee - Apopka Rd. to Clarke Rd. Regular City Commission November 5, 2013 • Wurst Road, Little Spring Hill Dr. to Phyllis St. The City has utilized the services of Clark Sales Display, Inc., (CSDI) in previous years as they have provided the lowest pricing and most responsive service. Public Works has researched pricing again this year and found CSDI to have the lowest pricing available through an existing contract with the City of St. Petersburg. Public Works recommends utilizing this contract to install 242 lighted decorations on light poles on the above referenced roads for a total of $42,350.00. 9. Approval of Renewal of Radio Services Agreement with Motorola, Inc. (Police Chief Brown) In November 1995, the Honorable Mayor and Board of City Commissioners authorized the purchase of the Motorola 800 MHz Radio system, which is still being utilized by the City in conjunction with Orange County's radio system. Also purchased with the radio system was a service maintenance agreement. The agreement is required for equipment that is no longer under factory warranty. Included in the agreement is all covered radio equipment currently owned by the City of Ocoee with the exception of the radio equipment purchased by the City for the Fire Department. The most recent agreement expired as of September 30, 2013. The proposed agreement takes effect October 1, 2013, and runs through September 30, 2014. 10. Approval for Return of Historical Artifacts in the Withers- Maguire House Museum to Miss Kathryn A. Eckles. (Parks and Recreation Director Hayes) The Parks and Recreation Department has received a request from Kathryn A. Eckles of Washington, D.C. to have several items that she had donated to the former Ocoee Historical Commission in 2006 and 2007, and were placed on display in the Withers- Maguire House, be returned to her. In August of 2012 the City Commission approved the final disposition of artifacts previously donated or loaned to the Withers - Maguire House under the management of the former Ocoee Historical Commission. At that time a notice was placed in the West Orange Times that indicated the City would be accepting requests from individuals that had previously donated or loaned artifacts to the Withers - Maguire House, and a 60 -day period had been established in which individuals could file a claim with the City for the return of those artifacts. Miss Eckles indicated she resides in the Washington, D.0 area and therefore was not aware of this action or the time frame in which she had to file a claim; therefore, she did not submit a claim in 2012. She is requesting that the City consider these circumstances and approve her request to have her family's artifacts returned to her. 11. Approval to Allocate 510,000 in Additional Funds to the Lakeshore Center Development Project to Fund the Purchase of Tables, Chairs, Appliances, and Other Furnishings Needed to Rent the New Facility and the Withers- Maguire House. (Support Services Director Butler) The City Commission awarded Bid No. 1313 -03 to C & D Construction, Inc., at a total price of $2,165,000 and modified the project budget to cover the cost of the construction contract plus a 5% contingency allowance, bringing the total construction phase budget to $2,273,250. To date, the construction effort has generally adhered to the original bid price with a net cost increase of less than $20,000. However, other related expenditures have impacted the available contingency funding, such as the remodeling effort at the Withers - Maguire House and the acquisition of tables, chairs, and appliances for use at both rental venues. Additional funding is needed to complete related purchases and final construction. G. SECOND READING OF ORDINANCES - PUBLIC HEARINGS 12. Barkeritaville (763 Windermere Road). (Advertised in the Orlando Sentinel on Thursday, October 3, 2013) CONTINUED FROM THE OCTOBER 15, 2013, COMMISSION MEETING. (City Planner Rumer) The subject property is located on the east side of Tomyn Boulevard, approximately 1,230 feet north of the intersection of Roberson Road and Windermere/ Tomyn Boulevard. The applicant has requested a City of Ocoee zoning designation of PUD (Planned Unit Development) Commercial. a. Annexation Ordinance b. Rezoning to PUD /Land Use Plan Ordinance 311'avc Regular City Commission November 5, 2013 c. Small Scale Comprehensive Plan Amendment d. Development Agreement (not a public hearing) H. REGULAR AGENDA 13. Approval of Holiday Schedule for 2014. (City Clerk Eikenberry) Section 8.01 of the Personnel Rules and Regulations lists Holidays that will be observed annually in the City of Ocoee. Each year the Commission approves those holidays as well as selects dates for those holidays that are not strictly defined. Recommendations: Holiday Approved Recommended New Year's Day January 1 Wednesday, January 1, 2014 Martin Luther King, Jr. Day Third Monday In January Monday, January 20, 2014 Memorial Day Last Monday in May Monday, May 26, 2014 Independence Day July 4 Friday, July 4, 2014 Labor Day First Monday in September Monday, September 1, 2014 Thanksgiving Day Fourth Thursday Thursday, November 27, 2014 Day After Thanksgiving Day after Fourth Thursday Friday, November 28, 2014 Christmas December 25 Thursday, December 25, 2014 Day Before or After Christmas As determined by Commission Friday, December 26, 2014 14. Approval to Award Work to Repair and Paint City Hall and the West Wing Annex to Match the New Building to C &D Construction, Inc. at a cost of $30,831.00. (Support Services Director Butler) The City Commission awarded Bid No. B13-03 to C &D Construction, Inc., at a total price of $2,165,000 and modified the project budget to cover the cost of the construction contract plus a 5% contingency allowance, bringing the total construction phase budget to $2,273,250. Concurrently, the City Commission included a line item of $27,500 to paint City Hall and $12,500 to paint the West Wing Annex in FY 2014. The same paint materials and colors will be used on all buildings. Soffit and fascia wood rot is present on the older buildings and must be repaired prior to painting. I. STAFF ACTION ITEMS J. COMMENTS FROM COMMISSIONERS ADJOURNMENT PLEASE NOTE: IN ACCORDANCE WITH FLORIDA STATUTES 286.0105: ANY PERSON WHO DESIRES TO APPEAL ANY DECISION AT THIS MEETING WILL NEED A RECORD OF THE PROCEEDINGS AND FOR THIS PURPOSE MAY NEED TO ENSURE THAT A VERBATIM RECORD OF THE PROCEEDINGS IS MADE WHICH INCLUDES THE TESTIMONY AND EVIDENCE UPON WHICH THE APPEAL IS BASED. ALSO, IN ACCORDANCE WITH FLORIDA STATUTE 286.26: PERSONS WITH DISABILITIES NEEDING ASSISTANCE TO PARTICIPATE IN ANY OF THESE PROCEEDINGS SHOULD CONTACT THE OFFICE OF THE CITY CLERK, 150 N. LAKESHORE DRIVE, OCOEE, FL 34761, (407) 905 -3105 48 HOURS IN ADVANCE OF THE MEETING. 41I'a(,e