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HomeMy WebLinkAbout02-17-15 Agenda OCOEE CITY COMMISSION Ocoee Commission Chambers 150 North Lakeshore Drive Ocoee, Florida February 17, 2015 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 Recognition of Detective Michelle Grogan as the Ocoee Police Department's 2014 Crisis Intervention Team "CIT" Officer of the Year. (Police Chief Brown) Presentation of Financial Report for Founders' Day Event and Awarding of Certificates to Founders' Day Event Volunteers. (Commissioner Johnson) C. COMMENTS FROM CITIZENS /PUBLIC D. STAFF REPORTS AND AGENDA REVIEW E. COMMISSIONERS ANNOUNCEMENTS F. CONSENT AGENDA ALL MA I TERS LISTED UNDER THE CONSENT AGENDA ARE CONSIDERED TO BE ROUTINE AND WILL BE ACTED UPON BY ONE MOTION. TIIERE WILL BE NO SEPARATE DISCUSSION OF THESE ITEMS UNLESS DISCUSSION IS DESIRED BY A MEMBER OF THE COMMISSION, IN WHICH CASE THE MAYOR WILL INSTRUCT' TIIL CITY CLERK "1'O REMOVE THAT ITEM FROM 'HIE CONSENT AGENDA AND SUCH ITEM WILL BE CONSIDERED SEPARATELY. 1. Approval of Minutes for the Regular Commission Meeting Held February 3, 2015. (City Clerk Eikenberry) 2. Approval of Appointment to the Board of Adjustment. (City Clerk Eikenberry) Currently, the board has four (4) regular members thus leaving one vacant member and two (2) alternate members' positions open. An application was recently submitted by Lavon Williams showing an interest on being appointed to the Board of Adjustment. Staff recommends that the Honorable Mayor and City Commissioners consider appointing Lavon Williams to serve as a regular member with a term ending May 2018. 3. Approval to Expend and/ or Grant Forfeiture Monies to Law Enforcement Related Uses and Charities. (Police Chief Brown) 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 fifteen (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. Regular City Commission February 17, 2015 4. Approval of 3 -Year Lease - Purchase Agreement with Suntrust Bank for (10) Police Patrol Vehicles (Replacements). (Purchasing Agent Tolbert) The budget for Fiscal Year 14/15 includes the three (3) year lease - purchase of (10) Police Patrol Vehicles ($119,000 for payments). The Florida Sheriffs Association Contract #14 -22 -0904 provides the lowest competitively bid pricing; (6) Dodge Chargers @ $31,095.25 /each through AutoNation, and (4) Chevrolet Tahoes @ $38,753.80/each through Alan Jay. The City of Ocoee participates each year in the FSA co -op bid, and the bid encompasses dealerships in the Western, Northern, Central, and Southern parts of the State of Florida. The Finance Department obtained interest rate quotes from Suntrust Bank (1.65 %) and BMO Harris Bank (2.158 %). BB &T was unable to quote at this time. Suntrust Bank is requiring a new Master Lease Agreement (No. 09728) be executed by the City as the previous Master Lease executed in 2001 is now outdated. This is Equipment Schedule No. 1 to the new Master Lease Agreement. Staff recommends that the City Commission: 1) piggyback the Florida Sheriff's Associations Vehicle Contract #14 -22 -0904 and 2) Secure financing through SunTrust Bank, and authorize the Mayor, City Clerk, and Staff to execute the Master Lease Agreement No. 09728 and Equipment Schedule No. 1 and related documents for the amount of $341,586.70 at an interest rate of 1.65% for three (3) years, to close on or before March 1, 2015. 5. Approval of Re- assignment of Reimbursement of 200' of 20" Forcemain, which is a Portion of the Downtown — Western Transmission Main Project from SB Ocoee FDS, LLC. to Stephens Barrios, LLC. (Utilities Director Smith) SB Ocoee FDS, LLC developed the Family Dollar Store on Wurst Road where the construction causes improvements (driveway, curb and sidewalks) to be constructed within the Wurst Road right -of -way. The Downtown — Western Transmission Main Project scheduled for construction the summer of 2015, routes a 20" transmission main in the Wurst Road right -of -way under said improvements. Thus for mutual benefits to both parties, SB Ocoee FDS constructed the portion of the pipeline under said improvements and the City agreed to reimburse SB Ocoee FDS cost of the installation. City Commission approved the reimbursement at is August 5, 2014, meeting in the amount of $22,267.00 and the work was completed the fall of 2014. Stephens Barrios, LLC is the primary operating company, which oversees Barrios Engineering, LLC and SB Ocoee FDS, LLC. Barrios Engineering, LLC is a design firm for civil engineering projects such as Family Dollar. Occasionally, Stephens Barrios, LLC creates limited liability corporations for specific purposes with limitation in life (less than 1 yr.). Thus Stephens Barrios LLC is requesting the reassignment to the parent company, which maintains insurance levels consistent with City requirements. 6. Approval of Change Order #1 Southwest Development Utility Improvements - Phase 1. (Utilities Director Smith) The Southwest Development Utility Improvements Project (Phase 1 & Phase II) pre - stages the water and wastewater utilities along Roberson Rd and Windermere Rd from Wesmere Parkway to Patriots Point Drive. The City is pre - staging the work due to no single development having sufficient potential to cause the needed construction of utilities to support development. Each party upon development shall be responsible to reimburse the City their fair share of the construction cost of the improvements. The City Commission awarded a contract to GO Underground Utilities, LLC for $249,751.00 for a phase I project at the December 2, 2014, City Commission meeting. Subsequence the awarding of the project, the largest planned development, All Sports, relocated to the Chateau Reserve parcel and intensified their development. The result was a greater fire flow demand than originally planned requiring changes to the awarded phase I project. To accommodate the relocated development, Inspired Living Memory Care aka: Windermere West Memory Care, the main in front of the development and extending north to Patriots Point Dr. needs to be increased from 8" to 12 "; and a second looping connection is needed at Patriots Point. The second proposed main will run from Patriots Point north to an existing 16" water main crossing under Windermere Road. Staff recommends approval of Change Order #1 to Southwest Development Utility Improvement Phase I Project with GO Underground in the amount of $124,983.44. 211'age Regular City Commission February 17, 2015 7. Sponsorship of "West Orange Membership Appreciation Breakfast" at Ocoee Lakeshore Center. (City Manager Frank) For the past two years, the city has partnered with The West Orange Chamber of Commerce and sponsored a signature event at the Ocoee Lakeshore Center. Typically, the financial commitment has included a no -cost rental of the Ocoee Lakeshore Center as an in -kind contribution toward the sponsorship and no additional funds are spent on the event. Sponsorship of these events showcases the Ocoee Lakeshore Center to the business community and helps to secure additional rentals during the year. In addition, the city is identified as a sponsor in associated advertisements and marketing efforts. The West Orange Chamber of Commerce has requested the City sponsor the 2015 Member Appreciation Breakfast on December 3, 2015. The sponsorship would involve a no -cost rental of the Ocoee Lakeshore Center and no additional financial commitment. G. SECOND READING OF ORDINANCE 8. Second Reading of Ordinance for Amendment to Article 1, Chapter 153 of the City of Ocoee Code, Relating to Access Provisions to Gated Communities. (Advertised in the Orlando Sentinel on Sunday, February 8, 2015). (Police Chief Brown) The City of Ocoee desires to ensure the safety of the citizens and provided the most expedient and effective response to emergencies and calls for service in gated communities. This ordinance change is proposed to ensure that new subdivisions and those with existing emergency vehicle access system shall have those systems updated, modified, or replaced in light of changes in technology, policy, or change in equipment used by the police department or fire department for gated subdivision entry. H. PUBLIC HEARINGS 9. Windermere West Memory Care (FKA Inspired Living Assisted Living Facility) — Preliminary /Final Site Plan. (Advertised in the West Orange Times on Thursday, February 5, 2015). (City Planner Rumer) The Preliminary /Final Site Plan will consist of a three -story 102,729 square feet 150 bed Memory Care /Assisted Living Facility. The memory care will consist of a single -story with the assisted living being located in a three story portion. The facility will have two access points on Tomyn Blvd. An eight (8) foot sidewalk will be installed along Tomyn Blvd. There will be a 15 foot landscape buffer with landscaping above the code requirements along the entire frontage of Tomyn Boulevard. Water and wastewater, reclaimed water (when available), solid waste, police and fire protection will all be provided by the City of Ocoee. 1. REGULAR AGENDA 10. Code Enforcement Reduction of Fine /Lien for Kandy L. Valentine regarding 610 Sherwood Oaks Circle. (Assistant Director of Support Services Gaines) This case involves an air conditioning contractor, Crums Climate Control, Inc., who failed to obtain multiple permits and inspections throughout the city to the extent that the building official ordered only the contractor be cited before the Code Enforcement Board. The property owner in this case was not cited, and no case was brought before the Code Enforcement Board regarding the property owner. Unfortunately, a lien was recorded against the property as well as the offending contractor. Kandy L Valentine, the property owner who was not cited in this case, is requesting the fine /lien amount of $13,100.00 be eliminated. She never received any notifications, as she was not cited or named. Only the contractor was cited, which was not the legal way of citing the property. 3 1 Page Regular City Commission February 17, 2015 11. Appointment of Members of the 2015 Canvassing Board. (City Clerk Eikenberry) In accordance with Section C -50 of the Ocoee City Charter the Canvasing Board will consist of three (3) citizens appointed by the City Commission. On February 5, 2013, the consensus of the commission was that the Mayor and the two Commissioners whose districts seats are not part of the election should each select one member of the Canvassing Board. In keeping with that practice, Mayor Vandergrift, Commissioner Johnson, and Commissioner Grogan would each need to appoint a member of the canvassing board. The Canvassing Board will meet on March 10, 2015, at 4:00 p.m., at the Supervisor of Elections Office, 119 West Kaley Street, Orlando. The process of canvassing and auditing the election results can take several hours. 12. Economic Development and Master Planning Program. (Assistant City Manager Shadrix) The City Commission in the 2014/2015 budget set aside money specifically for launching an economic development and master planning program. With the initiation of the State Road 429 joint planning study (funded by a state grant), the initial step towards accomplishing the City's economic development goals has begun. The next steps are vital to moving the City towards reaching its goals of revitalizing and redeveloping downtown Ocoee, and growing business, and include: A. A new downtown master plan B. An economic development program targeting high wage jobs C. A commercial marketing /retail strategy a. RFQ for Planning Services for Downtown Redevelopment. The first step in the Economic Development and Master Planning program is the creation of a Master Plan for Downtown Ocoee. This planning process will follow the Master Planning endeavor currently underway on the 429 Interchange Study, and it is anticipated that the findings of that study will be effectively integrated into the Downtown Ocoee Master Plan. It is believed that a much more detailed analysis of the existing downtown including its market potential, needed utility and roadway upgrades and overall community amenity enhancements will set the stage for future City projects in this area. In order to begin this process, the City will need to hire a multi- disciplinary team of consultants specializing in the fields of planning, landscape architecture, real estate market analysis, utilities, roadways, and community design, among others, to undertake this complex work. As a result, staff is prepared to issue a Request for Qualifications (RFQ) to interview interested Planning /Landscape Architectural firms which could fulfill the lead role in assembling a team of consultants sufficient to carry out this study, as well as future tasks associated with general City planning and development needs (the City's general planning services contracts have now expired). Accordingly, the RFQ will be structured to enable several firms to be recommended to the City Commission as Continuing Service Providers, with the top -rated firm given the initial contract to undertake the first phase of the Ocoee Downtown Master Planning work. This is anticipated to cost approximately $250,000.00. b. Award Contract to Randolph Bracy for Economic Development Consulting not to exceed $20,000. In support of the City Commission's Economic Development and Master Planning Program, during the February 3` commission meeting, the City Commission by consensus directed the City Manager to move forward with contracting with Randolph Consulting as an economic development strategist /consultant. The City's efforts to re- develop downtown along with creating a high wage employment corridor along the State Road 429 corridor include needs for being positioned to interact with companies and businesses willing to potentially relocate to Ocoee. Mr. Bracy has already proven to be skilled in interaction with the business community and has facilitated several meetings with City staff and well -known companies in the employment center and re- development arena. c. Award Contract to Retail Strategies, LLC for Commercial Retail Marketing. With the City's target for increasing its employment base and housing needs will drive a need for quality retail to support that type of growth. The State Road 429 master planning study and the City's downtown master plan will bring a need for a commercial and retail strategy and marketing program. Retail Strategies, LLC is a company that specializes in working inside the retail industry to leverage relationships and promote efforts of their client cities. The retail industry heavily relies on the inter - 41Pagc Regular City Commission February 17, 2015 relationships between developers, the finance industry, and retail companies through organizations such as the International Council of Shopping Centers (ICSC). Hiring Retail Strategies will produce a plan tailored to the City's goals and needs, and a platform for enhancing staff's efforts at national retail conferences, in addition to having a team of experts who are full time marketing retail opportunities for the City. This contract will support our efforts to re- develop downtown and will also benefit existing shopping centers in the City, such as the West Oaks Mall and other smaller shopping centers. J. STAFF ACTION ITEMS K. 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. 51Page