HomeMy WebLinkAbout04-05-16 Agenda OCOEE CITY COMMISSION
Ocoee Commission Chambers
150 North Lakeshore Drive
Ocoee,Florida
April 5,2016
7:00 P.M. SWEARING IN CEREMONY
7:15 P.M. AGENDA
REGULAR CITY COMMISSION MEETING
A. CALL TO ORDER
Invocation
Pledge of Allegiance
Roll Call and Determination of Quorum
B. PRESENTATIONS AND PROCLAMATIONS
Proclamations—April 2016. (Mayor Johnson)
➢ Child Abuse Prevention Month
➢ Water Conservation Month
Presentation—Septic Tank Pump Out Services Video. (Utilities Director Smith)
C. COMMENTS FROM CITIZENS/PUBLIC
D. STAFF REPORTS AND AGENDA REVIEW
E. COMMISSIONERS ANNOUNCEMENTS
F. CONSENT AGENDA
ALL MATTERS LISTED UNDER THE CONSENT AGENDA ARE CONSIDERED TO BE ROUTINE AND WILL BE ACTED UPON
BY ONE MOTION. THERE 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 THE CITY CLERK TO REMOVE THAT
ITEM FROM THE CONSENT AGENDA AND SUCH ITEM WILL BE CONSIDERED SEPARATELY.
1. Approval of Minutes for the Regular Commission Meeting held March 1, 2016.
(City Clerk Eikenberry)
2. Approval of Minutes for the Special Session Meeting held March 15, 2016.
(City Clerk Eikenberry)
3. Appointment to the Planning and Zoning Commission (3-year term). (City
Clerk Eikenberry)
On February 9, 1999, Ordinance No. 99-09, was adopted requiring nine (9) members that must be
City residents for the Planning and Zoning Commission. Currently, the board consists of seven (7)
members, and there is one(1)application on file for this board. Angel de la Portilla has expressed his
interest in serving on the Planning and Zoning Commission. Staff recommends that the Honorable
Mayor and City Commissioners consider appointing Angel de la Portilla to the Planning and Zoning
Commission with a term ending February 2019.
Regular City Commission
April 5, 2016
4. Reappointment to the Planning and Zoning Commission (3-year term). (City
Clerk Eikenberry)
On February 9, 1999, Ordinance No. 99-09, was adopted requiring nine (9) members that must be
City residents for the Planning and Zoning Commission. Members of the Planning and Zoning
Commission serve three-year terms. Currently, the Planning and Zoning Commission consists of
seven (7) members. Staff recommends that the Honorable Mayor and City Commissioners consider
reappointing Member Keethler to serve another three-year term on the Planning and Zoning
Commission.
5. Reappointments to the Community Grant Review Board (2-year terms). (City
Clerk Eikenberry)
Members of the Community Grant Review Board serve two-year terms. Jim Sills, Glenda Dunn,Jane
Rainer and Eneida Cortes have terms expiring March 2016 and have stated their interests in being
reappointed for another term ending March 2018. There are currently no applications on file of
interested persons for this board. Staff recommends that the City Commission consider reappointing
Jim Sills, Glenda Dunn, Jane Rainer and Eneida Cortes to the Community Grant Review Board with
terms ending March 2018.
6. Approval to Modify the Program Fees for the Parks and Recreation
Department. (Parks and Recreation Director Hayes)
Staff has conducted a review of pricing for City programs in the Parks& Recreation Department and
determined that the fee structure is too complicated and needs to be simplified in anticipation of
RecTrac software implementation later this year. RecTrac will provide online access to program
registration and payment. With registration for the busy summer season about to begin, now is the
time to make adjustments in prices to avoid mid-season changes needed to support online access to
program registration and payment.
7. Approval to Modify the Pricing Structure Used for Renting City-Owned
Facilities. (Parks and Recreation Director Hayes)
The new Community Center, which forms the central element of the Ocoee Lakeshore Center, was
opened for use on February 6, 2014. As a new facility, aggressive pricing was adopted by the City
Commission as a mechanism to increase market penetration. The then-stated intent of the City
Commission was to revisit facility rental pricing after a period of experience had been achieved.
Sufficient experience to do so is now available.
Adjustments are required in the facility rental pricing structure to allow capital cost recovery, and in
the administrative overhead associated with contracts and event arrangements to lower labor costs.
One significant labor cost reduction strategy is already being implemented with deployment of the
RecTrac Facility Management software,which began last week for in-house staff. Additional process
improvements being contemplated are simplified insurance arrangements and stronger caterer
relationships that better protect the City. In addition, staff is proposing to revise the current cafeteria-
style pricing structure, where each component of the rental is separately priced, to a set of packages
with few options that match the way the facility has actually been used over the first two years of
operation. In addition,the Parks&Recreation Department has converted part-time positions assigned
to the Lakeshore Center to full-time positions—a change that is expected to reduce labor costs
through the use of more experienced personnel while also increasing customer satisfaction.
8. Approval of Resolution and Railroad Reimbursement Agreement for Municipal
Grade Crossing Traffic Control Devices — Spring Avenue. (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 Spring Avenue 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. For clarification, the 1987 FDOT Railroad Signal Safety Program Map
and Maintenance Agreement incorrectly describe "Spring Avenue" as"Spring Street." The Railroad
Crossing and Milepost numbers match the designated Spring Avenue.
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April 5,2016
9. Approval of Resolution and Memorandum of Agreement—FDOT Right of Way
Maintenance. (Public Works Director Krug)
The current Maintenance Memorandum of Agreement between the FDOT and the City will expire on
April 30, 2016. FDOT is requesting to renew the existing contract for the City to provide
maintenance activities for the portions of SR 50, SR 437 and SR 438 within the City limits. These
maintenance activities include cleaning drainage structures, roadside and outfall ditch maintenance,
large and small machine mowing, weed control, graffiti removal, litter removal, road sweeping and
edging. This extension will be for a three-year term and extends the fixed annual contract amount of
$25,100.00, based on State budgeted unit pricing. The quantities and funding will increase in the
future as the SR 50 corridor improvements are completed.
10. Approval of Contract with Genuine Parts Company, doing business as NAPA
and Assigned to Glenn Joiner & Sons, Inc., Providing On-Site Management of
the Fleet Parts Supply. (Public Works Director Krug)
The City Commission approved a contract with Genuine Parts Company, doing business as NAPA,
and assigned to Glenn Joiner& Sons, Inc., in March 2013,to provide on-site management of the Fleet
Division parts supply through the City's membership in the National Joint Powers Alliance (NJPA).
NJPA has awarded a new contract to Genuine Parts Company (NAPA), which offers the same
benefits to the City as the original contract. Public Works constantly investigates ways for the Fleet
Division to reduce costs and improve the in-service rate for City vehicles and equipment. Public
Works has found that contracting out the management of the parts room allows the Fleet Division to
meet the goals of managing our parts inventory, reducing budget and improving productivity. In the
2014-2015 fiscal years, NAPA provided 90% of the parts used by the City based on the budget at a
value of$511,254. NAPA also provided 3.4%of the fuel and lubricants used based on the budget at a
value of $25,382. Public Works anticipates similar costs this year based on the age of the fleet.
Public Works recommends executing the new contract with NAPA and Glenn Joiner& Sons, Inc.,to
provide parts management for the City.
11. Approval to Modify an Agreement with Vermont Systems, Inc., to Add the
Purchase and Installation of an Additional RecTec Module for the Parks &
Recreation Department. (Support Services Director Butler)
The City Commission approved the purchase of RecTrac from Vermont Systems, Inc., (Essex
Junction, VT), which is a desktop and online mechanism to manage the process of renting City-
owned facilities and allowing users to sign up for City recreational activities. The City has been using
a product called ProCare to manage daycare and similar activities conducted at the Jim Beech Center.
Recently, staff began to use the biometric capabilities of this product to provide an added degree of
safety in the release of children to their parents and other persons authorized to pick them up.
Staff has determined that this feature needs to be added to RecTrac when the Activity Module is
deployed at the Jim Beech Center and other locations as part of Phase 3 of this product's
implementation, which is expected to occur in the second half of Calendar Year 2016. The Activity
Module is used to post, sell, and manage participation in City activities, including those presently
aided by ProCare. Biometric capabilities are supplied by the Pass Management ID Integration
Module at cost for software and installation of $12,169.00, which includes the software licenses,
biometric hardware, photo ID camera, and tripod, along with two days of staff training and system
installation services. This price also includes the first year of software maintenance. Staff
additionally recommends that the City Commission authorize staff to expend up to $7,500 for other
products and services related to the 3-phase deployment of RecTrac. Possible purchases include
additional or replacement check-in/check-out equipment, supplemental software, additional checkout
mechanisms,and other peripherals.
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Regular City Commission
April 5,2016
12. Approval for Authorization to Enter into an Agreement with Net Assets, Inc.
(Eugene, OR) to Automate the City's Response to Requests for Outstanding
Liens, Special Assessments, Utility Balances Due, Fines and Fees Owed to the
City. (Support Services Director Butler)
The City Clerk's office presently processes what are called "lien searches" through manual
workflows that typically involve sending e-mails to several city departments, compiling the
responses, and sending them to the requestor—a series of actions that,even under the more expensive
"expedited" option, takes a few days to complete. The authority for this activity is found in City
Code Section 1-14, Lien Search Fees. The City Commission recently expressed a desire for a
stronger relationship with a service provider to enhance the City's capability for cost recovery related
to code enforcement and other common situations tied to real estate. Staff has identified a service
provider who can offer online access to City records and greater customer service than is possible
with the City's current manual methods. This company is Net Assets, Inc., which has a product
called Conduits. This product is a website that is supported by data electronically submitted by the
City in a format that ties outstanding amounts owed to the City to parcels of real property. Mortgage
companies, banks and title companies will go to the Conduits' website through a link from the City's
website (www.ocoee.org). Customers pay online using a credit card that is handled through the
Conduits' website using a processor of our choosing. The cost of the Conduits' service is $10 per
transaction, which is billed at the end of each month. There is no cost for city staff to conduct
searches using Conduits. The only upfront cost for implementation is likely to be that associated with
implementing the accounting system's vendor, American Data Group's data extraction and transfer
mechanism, which is currently forecast to require only 10 hours of ADG's consulting time. Not only
will the adoption of Conduits reduce the labor-intensive process now used to respond to these
requests, the level of customer service will be greatly enhanced through an almost instantaneous
online response. With adoption of this item,revisions will be required in Chapter 1-14 of the Code of
Ordinances;see Agenda Item 17.
13. Replacement of the Headworks Structure's Grit Turntable #1 at the
Wastewater Treatment Plant. (Utilities Director Smith)
The wastewater treatment plant's headworks structure has a series of grit removal devices that take in
and discard inorganic material from the treatment process. The grit turntable#1 apparatus,which has
been in operation since the original construction of the headworks in 1999, has failed; and as it
functions to protect all downstream pumps and equipment, needs to be replaced. Replacement of grit
turntable #1 is scheduled within the 10-Year Maintenance Program for replacement in Fiscal Year
2018, at a total price of $45,427.20. The Utilities Department has received a parts quote in the
amount of$27,624.00 from Sanders Company for the direct replacement of the apparatus. FilterOne
will be working at the headworks replacing bar screen #2; therefore, Utilities recommends accepting
FilterOne's quote in the amount of$14,978.00 to install the grit turntable at the same time. The total
amount of grit turntable replacement is$42,602.00.
14. Approval of Project Funding Increase to Finalize the Lift Station #62 Project.
(Utilities Director Smith)
On June 16, 2015, the City Commission awarded a construction contract to Central Florida
Environmental Corp. (CFE) for the construction of the Consumer Court Lift Station #62 for
$297,629.28, and on November 17, 2015, Commission authorized Change Order #1 increasing the
project cost by$33,584.80 for a revised contract amount of$331,214.08. In addition, the November
17th action increased project funding by $14,300.00. The completed and operating lift station is
located at the southern end of Consumer Court south of S.R. 50. The new station accommodates
improvements to the sanitary collection system along S.R. 50 and provides for significant conveyance
capacity increases in the area. Change Order#2 (Final), with an increase of$834.21 to be authorized
by the City Manager,brings the final construction contract amount for the project to$332,048.29.
Based on the final construction costs and associated project expenses, the final cost of the project is
estimated at $455,000.00, exceeding the current budgeted amount; therefore, the project will need a
funding increase of$11,504.00.
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15. Commission Notification of Emergency Fuel Tank Replacement at Lift Station
#17 and Approval of Funding Reallocation. (Utilities Director Smith)
The Utilities Department employs lift stations to transfer sewage collected in lower areas of the City
to the wastewater treatment facility. Many of the larger or critically located stations have emergency
power generators to provide power during periods of commercial power loss. Lift Station #17 was
installed in 1990 and has a 50 KW Generac emergency generator as part of its equipment. The
original fuel tank attached to the base of the generator had corroded to the point that rainwater and
moisture were getting inside the fuel tank, causing generator failures. A new tank was purchased and
installed on an emergency basis by Genset Services, Incorporated. Since the base is an intrinsically
designed part of the Generac generator set, Genset Services was the best-source provider of the fuel
tank. The cost of the new fuel tank and installation by Genset Services. Inc.,was$8,540.21.
G. PUBLIC HEARING
16. Request for Variance—Frank Hodge VR-16-01 - 23 Cedar Key Court. (Advertised
in the West Orange Times on Thursday, March 24, 2016.) (City Planner Rumer)
The applicant, Frank Hodge, is requesting approval for five (5) different variances. The subject
property is located on Lot 23 of Pioneer Key Park subdivision. The first variance is to allow an
accessory structure in the front yard. The second is a front yard setback variance from 25 ft. to four
(4)ft. The third is a front yard setback variance from 25 ft. to 8.5 ft. The fourth is a side yard setback
variance from 7.5 ft. to zero (0) ft. The fifth variance is a reduction in the minimum separation
between structures from five(5)ft.to one(1)ft.
The proposed variance request was reviewed at a Public Hearing by the Board of Adjustment on
February 18, 2016. The Board of Adjustment voted 4-0 to recommend approval of the variance
request. Based on the recommendation of the Board of Adjustment and the evidence provided in the
staff report, staff does find the variance requested by Frank Hodge supportable. Should the City
Commission make a finding consistent to staff's, staff recommends that any approval be conditioned
on factual interpretation of code requirements and public testimony related to such provisions.
H. FIRST READING OF ORDINANCE— PUBLIC HEARING
17. First Reading of Ordinance Proposed Amendment to Chapter 1-14, Lien
Search Fees, in the Code of Ordinance of the City of Ocoee. (Second Reading and
Public Hearing scheduled for April 19, 2016, Regular Commission Meeting at 7:15 p.m. or soon
thereafter). (Support Services Director Butler)
The Ocoee City Commission originally enacted Ordinance 2010-004 to establish a new Article III of
Chapter 1 of the City of Ocoee Code of Ordinances, which was codified as a new Section 1-14, Lien
Search Fees. This section authorized the City Clerk to charge fees to cover the costs of searching city
records to identify the many possible types of debt that may be owed to the City. The ordinance
established a $25.00 fee per lien search or $75.00 for an expedited lien search. This section of the
City Code was subsequently modified by Ordinance 2014-009 to authorize an additional fee of
$10.00 for searches related to multiple units at a single location. It now needs to be revised again to
recognize the process changes of the Conduits online lien search process, which is covered by a
separate agenda item that proposes an agreement between the City and Net Assets, Inc., provider of
the Conduits service. Staff has researched the fees charged by other municipalities within the state,
particularly those using the Conduits service. That research suggests that the value of the service
increases when a move is made to quick, online lien search mechanisms. These municipalities
recognize such value in the price of the service rather than view it solely as a cost-recovery
mechanism.
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I. SECOND READING OF ORDINANCE— PUBLIC HEARING
18. Second Reading of Annexation Ordinance for Passilla — 531 Ocoee Apopka
Road. (Advertised in the West Orange Times on Thursday, March 24, 2016 and Thursday, March
31, 2016.) (City Planner Rumer)
The subject property is a small portion of 833 Pine Street,which is located on the rear eastern portion
of the property. The proposed annexation of the+/-0.48 acres parcel of land is a logical extension of
the City limits, urban services can be provided, and the annexation meets state and local regulations.
The applicant is purchasing the property as it is adjacent; and in order to combine,he must annex into
Ocoee city limits. It is not the intent to build on property, only to combine. Based on the above
analysis and the subsequent DRC and Planning & Zoning Commission recommendations, Staff
recommends that the Honorable Mayor and City Commission approve the ordinance for the
Annexation of the+/-0.48 acres parcel of land known as the James Passilla property.
J. REGULAR AGENDA
19. Most Valuable Partnership Grants — Cycle 2015/2016. (Community Relations
Manager Wright)
The Most Valuable Partnership Grants Program has been in operation for several years. The grant
program assists Ocoee neighborhoods and organizations with projects that will enhance property
values and improve the quality of life in Ocoee. The MVP grant program is a matching grant
program held annually in November. The maximum matching grant award is$2,000. Funding is not
given up front, but is reimbursed at the completion of the organization's project. Applicants pay for
their improvement projects and then get a portion back, up to a maximum of $2,000. Eight
applications were submitted. The following organizations are recommended to receive grants:
Admiral Pointe; Ashton Park; Betty J's Florist; Johio Bay; Lake Olympia Club; Rotary Club of
Ocoee; Sleepy Harbour and Whitehill. Although businesses haven't been awarded MVP Grants in
the past, Betty J's Florist is recommended to receive a grant, because their proposed improvement
project would improve the aesthetics and safety in a key area in the city's downtown redevelopment
plan,per the City Manager.
20. Community Grant Program — January 2016 Cycle. (Community Relations
Manager Wright)
The Community Grant Review Board (CGRB) met on February 10, 2016, to discuss the 12
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 located outside the city limits but
benefit residents of Ocoee. The grant cycle is open twice yearly (January and July) to acknowledge
excellence and further the contributions these local organizations bring to the Ocoee community.
There is $5,000 allotted for this cycle of the Community Grant Program. The Community Grant
Review Board recommended funding the following eight (8) organizations in the total amount of
$4,000: American Legion Post 109, Autism & Related Disabilities Program, Barkie's Legacy, Bread
of Life Fellowship, HAPCO Music Foundation, Inc., Junior Achievement of Central Florida,
Matthew's Hope Ministries, West Orange Seniors. The CGRB recommended the following three
organizations do not receive grant funding: Camp Boggy Creek, Indian Horizon, Inc., Standing
Ovation Talent Group,and Xodus Prison Ministry.
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21. Election of Mayor Pro Tem. (City Clerk Eikenberry)
Section C-9 of the Ocoee City Charter states: ...The Mayor pro tem shall be elected from among the
Commissioners by the City Commission but shall continue to represent the district in which such
Commissioner resides. The Mayor pro tern shall be elected at the first City Commission meeting
following the swearing in of the candidates elected at each general city election ... and shall serve as
Mayor pro tern until the successor is elected.
On March 20, 2007, the Commission created a policy to elect the Mayor Pro Tem annually, even in
non-election years,by rotating down through the seniority list,beginning with Commissioner Johnson
for the term of March 2007-2008. The following elections have been made since 2008:
2008-09 Commissioner Hood 2012-13 Commissioner Hood
2009-10 Commissioner Keller 2013-14 Commissioner Keller
2010-11 Commissioner Johnson 2014-15 Commissioner Johnson
2011-12 Commissioner Wilsen 2015-16 Commissioner Grogan
22. Appointment of Commission Liaisons to Various Boards. (City Clerk
Eikenberry)
Each year in March,the Commission reviews the Liaisons Appointments to various boards and makes
changes, if needed. In 2015 the following appointments were made:
Parks and Recreation Board—Commissioner Wilsen
Citizens Advisory Board for the Police Department—Commissioner Grogan
Citizens Advisory Board for the Fire Department—Commissioner Johnson
Human Relations Diversity Board—Commissioner Keller
Personnel Board—Commissioner Johnson
Tri-County League of Cities—Commissioner Wilsen
West Orange Airport Authority—William Maxwell
W.O.Chamber of Commerce—City Manager Frank
MetroPlan Advisory Board—Commissioner Keller
Education Incentive Board—Commissioner Johnson
23. Founders' Day Revenue Expenditures. (City Manager Frank)
Each year the City sponsors a two-day Founders' Day Weekend event. $95,000 was allocated toward
this event in FY 14/15. Sponsorships from local businesses and miscellaneous revenues provide
funding for additional expenses.
24. Authorization to Purchase an ArcGIS Editor Software License at a Price of
$6,400. (Support Services Director Butler)
The Support Services Department recently hired a GIS Technician who has an initial assignment to
develop a large-scale map base of City infrastructure, such as utility lines and stormwater facilities.
The City has only two concurrent-use editor licenses and five positions that utilize the software.
Heavy use of our existing software in the large-scale mapping effort is creating conflicts with its use
by other staff resulting in one or more persons unable to use the software to edit and create spatial
data. In order to improve staff utilization, the Support Services Department sought to purchase an
additional editor concurrent-use license from the software vendor, Esri(Redlands,CA). In the course
of processing this purchase requisition, the Finance Department determined that City Commission
approval was required, as the Adopted FY 2016 Budget did not explicitly state the Department was
going to make this purchase using existing budgeted capital funds.
K. STAFF ACTION ITEMS
L. 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.
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