HomeMy WebLinkAboutItem #01 Approval of Minutes for the Special Session and the Regular Commission Meeting held April 5, 2016 MINUTES
April 5,2016 at 5:00 P.M.
SPECIAL SESSION
Federal Lobbyist Vendor Presentations
A. CALL TO ORDER
Mayor Johnson called the special session to order at 5:05 p.m. in the Commission Chambers of
City Hall. Present at the meeting were Commissioner Grogan, Commissioner Wilsen, Mayor
Johnson, Commissioner de la Portilla, Commissioner Keller, City Manager Frank, City Attorney
Cookson, and City Clerk Eikenberry.
Mayor Johnson announced this is a Special Meeting for the purpose of hearing vendor
presentations in response to RFP 16-001 issued December 20, 2015 for the purpose of soliciting
the federal lobbyist services.
City Attorney Cookson stated that this special meeting will be conducted in two parts. The first
part will consist of vendor presentations and questions and answers. The second part will consist
of City Commission deliberations and selection.
In accordance with Section 286.0113, Florida Statutes, the portion of this meeting in which we
hear vendor presentations and ask questions of the vendors is exempt from the Sunshine Law.
This portion of the meeting will be closed to the public. However, it will be recorded and
available for public review at a later date. Each vendor will have up to 30 minutes in which to
make their presentation and take questions. You are encouraged to ask your questions of the
vendors during their 30 minute time periods. While on vendor is presenting, the other vendor will
be waiting outside or in the adjoining conference room.
At the conclusion of the three presentations, the meeting will be open to the public and subject to
the Sunshine Law. We anticipate this portion of the meeting to occur at 6:30 p.m. At 6:30 p.m.,
or once all three presentations have been completed, we will invite all vendors to re-enter the
Chambers, invite any public to enter the Chambers, and the City commission will then deliberate
and select a vendor.
Mayor Johnson stated that the order of the three presentations will be 1. Global Business
Development Consulting, Inc. (GBDC); 2.Alcalde & Fay, LTD. Inc.; 3.Capitol Counsel,
LLC. He said we will now ask vendor Global Business Development Consulting, Inc. to remain
in the Chambers. The other vendors are welcome to wait outside on in the conference room
provided. Each vendor will be called when it is their turn to present. He asked that any members
of the public that are not affiliated with one of the vendors, wait outside of the commission
chambers until the public portion of the meeting commences at approximately 6:30 p.m.
I. CLOSED SESSION- VENDOR PRESENTATIONS, 5:00 P.M. — 6:30 P.M.
1. Global Business Development Consulting,Inc. (GBDC)
2. Alcalde& Fay, LTD. Inc.
3. Capitol Counsel, LLC
Vendor presentations and questions and answers were conducted in a closed session as follows:
1. Global Business Development Consulting, Inc. (GBDC) 5:08—5:38 p.m.
2. Alcalde & Fay, LTD. Inc. 5:40—6:10 p.m.
3. Capitol Counsel, LLC 6:12—6:32 p.m.
II. OPEN SESSION-SELECTION OF FIRM, AT 6:30 P.M.
ONCE THE PRESENTATIONS WERE COMPLETED, THE COMMISSION
RECONVENED FOR PUBLIC DELIBERATION AND SELECTION OF THE
FEDERAL LOBBYING FIRM.
City Attorney Cookson advised that the commission either make a motion and vote or they can
fill out the ranking sheet that was provided and turn them into City Clerk Eikenberry to tabulate
the scores. The scores were tabulated in order of ranking: 1, 2, or 3, with the firm receiving the
lowest number being the winning score.
Global Business Alcalde & Fay, Capitol Counsel,
Development LTD, Inc. LLC
Consulting, Inc.
Mayor Johnson 1 2 3
Commissioner Grogan 1 3 2
Commissioner Wilsen 1 3 2
Commissioner de la 1 2 3
Portilla
Commissioner Keller 1 2 3
fir,,j -' r
Total 5 12 13
RANKING First Second Third
Commissioner Keller, seconded by Commissioner Wilsen moved to select Global
Business Development Consulting, INC. as the Federal Lobbyist Firm to
represent the City of Ocoee. No vote at this time due to subsequent
amendments.
Commissioner de la Portilla asked about how we would address the matter of the Global
Development Business firm must have an affiliation with Ackerman as they presented tonight
because that was not in their original proposal. City Attorney Cookson said the contract could
be awarded with the condition that they finalize their affiliation with Ackerman.
Commissioner de la Portilla, seconded by Commissioner Grogan amended the
motion to add that prior to executing a contract with the City of Ocoee, that
Global Business Development Consulting, INC. would provide documentation
proving a business affiliation between them and Ackerman.
Commissioner Wilsen questioned what would happen if they don't make that finalize that
affiliation with Ackerman; would they want to add to the motion that the second place firm
would then be offered the contract. Discussion followed.
AMENDMENT TO THE AMENDMENT:
Commissioner Wilsen, seconded by Commissioner Keller, made a motion to
amend the amendment to include that if no documentation is provided showing
an affiliation between Global Business Development Consulting, INC and
Ackerman, then the award of the contract will go to the second place firm,
Alcalde and Faye, LTD, Inc. Motion carried 3-2 with Commissioner de la Portilla
and Commissioner Grogan opposed.
VOTE TAKEN ON THE AMENDED AMENDMENT MADE BY COMMISSIONER DE LA
PORTILLA:
Motion carried unanimously.
VOTE TAKEN ON THE ORIGINAL MOTION AS AMENDED
Motion carried unanimously.
APPROVED:
Attest: City of Ocoee
Beth Eikenberry, City Clerk Rusty Johnson,Mayor
MINUTES
April S, 016 at1:15 P.M.
REGULAR CITY COMMISSION MEETING
A. CALL TO ORDER 7:15 PM
Mayor Johnson called the regular session to order at 7:15 p.m. in the Commission Chambers of
City Hall. The invocation was led by Commissioner Keller followed by the Pledge of
Allegiance to the Flag, led by Commissioner Grogan. City Clerk Eikenberry called roll and
declared a quorum present.
Roll Call: Commissioner Grogan, Commissioner Wilsen, Mayor Johnson, Commissioner
Firstner, Commissioner Keller.
B. PRESENTATIONS AND PROCLAMATIONS 7:33 PM
Proclamation — Child Abuse Prevention Month, April 2016, read by Commissioner
Firstner.
Proclamation - Water Conservation Month, April 2016, read by Mayor Johnson. Utilities
Director Smith was in attendance to accept the Proclamation.
Presentation—Septic Tank Pump Out Services Video.
Utilities Director Smith gave a brief video presentation highlighting the new Septic Tank Pump
Out Services being provided by the City.
C. COMMENTS FROM CITIZENS/PUBLIC 7:47 PM
Angel de la Portilla thanked the Commission for giving him the opportunity to serve as
Commissioner for the City of Ocoee for three months. Additionally, he thanked staff and
residents for their support. He is happy to have been able to get the gas station torn down at the
corner of Maguire Road/Hwy 50.
Henry Morgan, 304 S. Lakeshore, congratulated Mayor Johnson, Commissioner Grogan, and
Commissioner Firstner for being elected for another term. He further spoke about concerns he
has with the FDOT road improvements on Hwy 50 which will include a solid median strip from
Bluford Ave. to Maguire Road. This median allows no access to the shopping center from the
westbound traffic unless you make a U-turn on Maguire Road which concerns him. Many
businesses are also suffering due to these road improvements. Additionally, he feels having the
U-turns may cause many accidents in that intersection. He is asking the Commission to reach out
to FDOT if they share his concerns so that FDOT can come before the Commission to make a
presentation on what is being proposed for that intersection. Commissioner Wilsen said she has
spoken with City Engineer Wheeler regarding the possibility of having FDOT to come make a
presentation at a Commission Meeting on the status of Hwy 50. Assistant City Manager
Shadrix answered that it is possible to schedule a presentation on a future agenda.
Cheryl King said she is before the Commission regarding a crime wave that is occurring on
Clarke Road. Was inquiring if a task force or program can be developed between the police
department and HOA presidents to specifically target the crime issues and keep neighborhoods
safe. Ms. King opined that to accomplish this type of program there will need to be more
funding for the police department. If this program is not able to be accommodated in this year's
budget then can it be considered for the upcoming budget? Mayor Johnson asked Police Chief
Brown to bring a report to the next meeting showing calls they have received on crimes in the
Regular City Commission
April 5, 2016
Brown to bring a report to the next meeting showing calls they have received on crimes in the
City. Additionally, he would like for staff to meet with Ms. King so they can look into a program
that can be presented during budget time. Further discussion ensued regarding a monitoring
tower system that could be put on the city owned property located at A.D. Mims Road; and the
hiring of a dedicated staff for that system.
Doug Goddard, Access-Life, Inc., shared they host their annual community outreach for
individuals and families living with disabilities at the Bill Breeze Park. As they have done for
the last 5 years they are looking to request the waiving of the fees and closure of the road and
boat ramp for their 2016 Expo on October 8th. He briefly highlighted some of the events they
host and thanked the Commission for their support every year. Commissioner Grogan thanked
Mr. Goddard for bringing this event to Ocoee. Parks and Recreation Director Hayes said the
date of his event is available and there are no issues.
8:12 PM Motion: Move to approve the waiving of fees and boat ramp/road closure
for the Access-Life event on October 8th.
Moved by Commissioner Grogan, seconded by Commissioner Wilsen; Motion
carried unanimously.
Mayor Johnson announced and presented Commissioner Grogan with an award for
Achievement and Leadership Excellence for the National League of Cities. Additionally, he
presented Commissioner Keller with an award of Platinum Leadership Statesman Certificate for
the National League of Cities. Commissioner Grogan and Commissioner Keller then gave a
brief PowerPoint presentation highlighting their recent trip to the National League of Cities
Congressional Conference which they attended in March.
D. STAFF REPORTS AND AGENDA REVIEW 8:30 PM
City Manager Frank announced there is a substitute attachment for Item #7 the facility rental
rate for 2016. In programming the new RecTrac software there were some minor changes
including rates that were not possible to do. An e-mail from Support Services Director Butler
was provided which summarized some of the small changes that were made in order to get the
rates programmed correctly into the software. Commissioner Wilsen inquired if there were any
changes in prices. Support Services Director Butler advised there were no prices changes.
E. COMMISSIONERS ANNOUNCEMENTS 8:31 PM
Commissioner Keller-None
Commissioner Firstner-None
Commissioner Wilsen- announced the Spring Fling was a successful event and they will be
bringing a presentation to a future meeting highlighting this event. She further thanked everyone
on the organization including city staff for their dedication in helping make this a wonderful
event.
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Commissioner Grogan—None
Mayor Johnson- None
F. CONSENT AGENDA 8:33 PM
Consent Agenda Motion
Motion: Move to adopt the Consent Agenda Items #1415.
Moved by Commissioner Keller, seconded by Commissioner Grogan; Motion
carried unanimously.
1. Approval of Minutes for the Regular Commission Meeting held March 1, 2016. (City
Clerk Eikenberry)
Approved on Consent. Motion carried 5-0.
2. Approval of Minutes for the Special Session Meeting held March 15, 2016. (City Clerk
Eikenberry)
Approved on Consent. Motion carried 5-0.
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.
Approved on Consent. Motion carried 5-0
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.
Approved on Consent. Motion carried 5-0
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.
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Approved on Consent. Motion carried 5-0
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.
Approved on Consent. Motion carried 5-0
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 wa y
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.
Approved on Consent. Motion carried 5-0
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.
Approved on Consent. Motion carried 5-0
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.
Approved on Consent. Motion carried 5-0
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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.
Approved on Consent. Motion carried 5-0
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.
Approved on Consent. Motion carried 5-0
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
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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.
Approved on Consent. Motion carried 5-0
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.
Approved on Consent. Motion carried 5-0
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 fmal 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.
Approved on Consent. Motion carried 5-0
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.
Approved on Consent. Motion carried 5-0
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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.
City Attorney Cookson read the title of the ordinance.
Support Services Director Butler explained that this ordinance is related to the consent item
approving the software for an online lien search process with Conduits. This item will be brought
back for a second reading and will also include a resolution when heard at the next meeting.
Mayor Johnson announced the second reading and public hearing scheduled for April 19, 2016,
Regular Commission Meeting at 7:15 p.m. or soon thereafter.
I. SECOND READING OF ORDINANCE— PUBLIC HEARING 8:40 PM
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) 8:40 PM
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+7-0.48 acres parcel of land known as the James
Passilla property.
City Attorney Cookson read the title of the ordinance.
City Planner Rumer gave a brief summary of the proposed annexation request for 531 Ocoee
Apopka Road. The applicant is purchasing a small portion of 833 Pine Street as it is adjacent to
his residence; and in order to combine, he must annex into Ocoee city limits. It is not the intent
to build on property, only to combine.
The public hearing was opened. As no one wished to speak the public hearing was closed.
8:43 PM Motion: Move to approve the Second Reading of Annexation Ordinance No.
2016-005 for Passilla — 531 Ocoee Apopka Road.
Moved by Commissioner Wilsen, seconded by Commissioner Grogan; Motion
carried unanimously.
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J. REGULAR AGENDA 8:44 PM
19. Most Valuable Partnership Grants — Cycle 2015/2016. (Community Relations Manager
Wright) 8:44 PM
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.
Community Relations Manager Wright advised 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. The eight organizations are requesting a total of$15,388. There is $12,000 in grant
funding available. Staff recommends funding the eight organizations to stay within the budget of
$12,000.
Motion: Move to approve the MVP Grants for Cycle 2015/2016.
Moved by Commissioner Wilsen, seconded by Commissioner Keller; Motion
carried unanimously.
20. Community Grant Program — January 2016 Cycle. (Community Relations Manager
Wright) 8:45 PM
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.
Community Relations Manager Wright advised 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, and
West Orange Seniors.
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8:48 PM Motion: Move to approve the Community Grant Program for January 2016
Cycle.
Moved by Commissioner Wilsen, seconded by Commissioner Firstner; Motion
carried unanimously.
Commissioner Wilsen asked if the organizations that were turned down were contacted to be
made aware that they were denied. Community Relations Manager Wright answered in the
affirmative.
21. Election of Mayor Pro Tem. (City Clerk Eikenberry) 8:47 PM
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 tem 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 tem 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
8:48 PM Motion: Move to appoint Commissioner Wilsen as Mayor Pro Tern. Moved
by Commissioner Keller, seconded by Commissioner Grogan; Motion carried
unanimously.
22. Appointment of Commission Liaisons to Various Boards. (City Clerk Eikenberry)8:48 PM
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
8:49 PM Motion: Move to appoint the Commission Liaisons to the various boards as
follows:
Parks and Recreation Board—Commissioner Wilsen
Citizens Advisory Board for the Police Department—Commissioner Grogan
Citizens Advisory Board for the Fire Department—Commissioner Firstner
Human Relations Diversity Board—Commissioner Keller
Personnel Board—Mayor Johnson
Tri-County League of Cities—Commissioner Wilsen
10IPage
Regular City Commission
April 5, 2016
West Orange Airport Authority—William Maxwell
W.O.Chamber of Commerce—City Manager Frank
MetroPlan Advisory Board—Commissioner Keller
Education Incentive Board—Mayor Johnson
Moved by Commissioner Wilsen, seconded by Commissioner Grogan; Motion
carried unanimously.
23. Founders' Day Revenue Expenditures. (City Manager Frank) 8:50 PM
Each year the City sponsors a two-day Founders' Day Weekend event. $95,000 was allocated toward this event
FY 14/15. Sponsorships from local businesses and miscellaneous revenues provide funding for additional
expenses.
City Manager Frank briefly announced that staff just wanted to provide a summary of all the
expenditures and revenues for the 2015 Founders' Day. The handout provided shows the whole
event costing about $300,000 with the City funding about $95,000. Sponsorships from local
businesses and miscellaneous revenues provide funding for the additional expenses. Currently
there is a $16,000 balance; however, sponsorships are still being received. Mayor Johnson
briefly explained some unforeseen added expenditures this year with the booking of hotel rooms.
Commissioner Wilsen asked if it has been considered to do a 501C3 for Founders' Day, like
what was asked of Mr. Maxwell from the HRDB for his ICE event. Mayor Johnson advised that
it has not been considered but if they decide to then they need to do all committee events
including the Spring Fling. He further getting more participation in getting donations for the
Founders' Day event. Mayor Johnson advised that the 501C3 for City events can be looked at
during the budget process.
24. Authorization to Purchase an ArcGIS Editor Software License at a Price of $6,400.
(Support Services Director Butler) 8:55 PM
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.
Support Services Director Butler briefly explained that this item is a regular purchase of
software but because it cost more than $5,000 it is treated as a capital item and City Commission
will need recognize this as a capital project. Money is being transferred from the software
expense category to the software capital category so it is already funded in the existing budget.
8:55 PM Motion: Move to authorize purchase an ArcGIS Editor Software License at a
price of$6,400.
11 ( Page,
Regular City Commission
April 5,2016
Moved by Commissioner Grogan, seconded by Commissioner Wilsen; Motion
carried unanimously.
Support Services Director briefly answered questions the Mayor had regarding the need for the
purchase of the GIS software.
K. STAFF ACTION ITEMS -None
L. COMMENTS FROM COMMISSIONERS 8:56 PM
— said he would like for the staff to look into a grant program for new
start-up businesses coming into the new projected downtown area. Once they come up with the
program they can then discuss funding. Brief discussion ensued regarding the money that would
be budgeted for the grant program.
Commissioner Wilsen 1) announced that many of the HOA's will be during their annual
meetings in the next couple of months. Encouraged HOA's to please send updated contact
information to their District Commissioner. Most of the contact information she has for HOA's
in her district is not correct. 2) commented that she would like them to move forward with the
Charter Review. They have already received a price quote from Marilyn Crotty who has done
countless Charter Reviews. She feels they should proceed with the Charter Review Board by
beginning the RFP process to hire a consultant. Mayor Johnson said he would like to move
forward with the Charter Review board but feels the board should name the consultant and not
the Commission. Further discussion ensued regarding the hiring of the consultant/facilitator and
the appointment of the members from each district.
9:03 PM Motion: Move to proceed with the Charter Review Board by beginning the
RFP process for proposals for a consultant/facilitator.
Moved by Commissioner Wilsen, seconded by Commissioner Keller; Motion
carried unanimously.
Commissioner Keller announced he would like to have Cheryl King as his appointee to the
Charter Review Board.
Commissioner Wilsen announced she would like to have Martha Lopez-Anderson as her
appointee to the Charter Review Board.
Mayor Johnson announced he would like to have Angel de la Portilla as his appointee to the
Charter Review Board.
City Manager Frank advised that the Commission can give staff their appointee names so staff
may present an agenda item to be formally adopted at a future Commission Meeting.
Commissioner Firstner—None
Commissioner Keller—None
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Regular City Commission
April 5,2016
Mayor Johnson - 1) asked for an update on the Bluford Ave. and White Road construction.
Public Works Director Krug announced they are done with the difficult relocation of utility
lines. They are finishing up the storm drain this week and can start building roads next week.
Mayor Johnson further asked that the one way signs be taken down until after the construction
because it is causing confusion with drivers. 2)thanked the Police Department for the addition of
the school crossing guard on Lady Ave. Additionally; he thanked the Parks and Recreation
Department for sprucing up Vignetti Park.
ADJOURNMENT—9:11 PM
APPROVED:
Attest: City of Ocoee
Beth Eikenberry, City Clerk Rusty Johnson, Mayor
13 IP age