HomeMy WebLinkAboutItem #01 Approval of Minutes for the Regular City Commission Meeting held October 4, 2016 MINUTES
OCTOBER 4,2016 at 7:15 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 Firstner. City Clerk Sibbitt called roll and
declared a quorum present.
Present: Commissioner Grogan, Commissioner Wilsen, Mayor Johnson, Commissioner
Firstner, Commissioner Keller
B. PRESENTATIONS AND PROCLAMATIONS-None
C. COMMENTS FROM CITIZENS/PUBLIC-None
D. STAFF REPORTS AND AGENDA REVIEW- None
E. COMMISSIONERS ANNOUNCEMENTS
Commissioner Keller — 1) Announced it is Breast Cancer Awareness Month and encouraged
citizens to take care of themselves and schedule their annual check-ups. 2) Said he did a tour of
the newly opened Xerox/Central Florida Expressway Authority office located at the West Oaks
Mall. He advised it was very impressive and further congratulated the mall on their new tenant.
Commissioner Firstner — 1) Reminded Residents on Hurricane Preparedness and further
encouraged them to pay attention to the news reports and to not take any chances; be prepared. 2)
Announced the Police Department is sponsoring a Walk to School Day on October 5th at Spring
Lake Elementary, Ocoee Elementary, and Citrus Elementary. If interested in participating, please
contact Sgt. Bryan Satterlee at 407-905-3160.
Commissioner Wilsen —Announced that she also toured the Xerox Call Center. It is exciting to
have this in our community since they will be providing 500 jobs and will be revitalizing an
empty store space in the mall.
Commissioner Grogan—None.
Mayor Johnson—None.
F. CONSENT AGENDA - 7:19 PM
Consent Agenda Motion
Motion: Move to adopt the Consent Agenda Items #1 - #4.
Moved by Commissioner Keller, seconded by Commissioner Wilsen; Motion
carried 5-0.
Regular City Commission
October 4,2016
1. Approval of Minutes for the Tentative and Final Budget Public Hearings held
September 12 and 21, 2016, and the Regular Commission Meeting held September 20,
2016. (City Clerk Sibbitt)
Approved on Consent. Motion carried 5-0.
2. Approval of a New Appointment to the Code Enforcement Board (3-year term). (City
Clerk Sibbitt)
The Code Enforcement Board was created by Ordinance No. 741 on June 16, 1981. The purpose of this Board
is to review infractions of the City technical Codes, negotiate compliance and impose fines for failure to
comply. The Code Enforcement Board is to have seven(7)regular members and two (2) alternate members,
all with a three-year term. Currently,the Board has seven(7)regular members and zero(0)alternate members.
An application has been received by Bradley Lomneck, who has shown an interest in being appointed to the
Code Enforcement Board as an alternate member,for a term ending June 2019. At this time,there are no other
applications on file for this Board.
Approved on Consent. Motion carried 5-0.
3. Approval to Award Bid #B16-06 Downtown & West Sanitary Transmission Project to
SanPik, Inc., (North of Silver Star Phase). (Purchasing Agent Tolbert)
In conformance with the policies and procedures of the City of Ocoee (City) and Florida Statutes, bids were
solicited from qualified contractors to construct the Downtown& West Sanitary Transmission project(North
of Silver Star Phase). All work for the project shall be constructed in accordance with the drawings and
specifications prepared by both BFA Environmental Consultants and the City of Ocoee Utilities Department.
The project will be awarded and constructed, in conformance with the plans, specifications, and City of Ocoee
Engineering Standards Manual. Bids shall be deemed to include all items necessary for the furnishing,
delivering,and installing of all materials,equipment,incidentals,and services,including all labor for the work.
The work shall be for the Base Bid only.The paving and resurfacing of Wurst Road is included in the FY 2017
budget as part of the Public Works annual asphalt paving.
The bid was publicly advertised on July 10,2016,and opened on August 24,2016. A pre-bid conference was
held on August 2, 2016. The City received five (5) bids for this project, with one (1) bid considered non-
responsive due to numerous irreconcilable mathematical errors. The remaining four(4)base bids ranged from
$2,874,443.00 to $5,988,049.60. The Utilities and Finance departments reviewed the bids, and all but one
were considered responsive. Staff recommends awarding the base bid only to SanPik, Inc., as the most
responsive and responsible bidder in the base bid amount of$2,874,443.00.
Approved on Consent. Motion carried 5-0.
4. Approval to Utilize (Piggyback) Utility Solutions of America, Inc., Contract with the
City of Callaway, Florida for Citywide Meter Change Out Project Installations and
Labor. (Utilities Director Smith)
The Fiscal Year 2017 approved budget includes the "FlexNet Citywide Meter Change Out" Project (Change
Out Project)through which approximately 9,000 meter configurations will be upgraded to smart meters on the
FlexNet Advanced Metering Infrastructure (AMI) system. Roughly 7,000 meters along with their MXUs
(radio unit)require full replacement, and just the MXUs of 2,000 meters need to be replaced. The work will
also require changing out old brass fittings found to have deteriorated, and upgrading an estimated 1,500
meters with dual check valves. Once the new meter configuration has been physically installed, the meter
output must be integrated onto the FlexNet system and linked to the City's financial (billing) system. To
accomplish the citywide upgrade, the meters, MXUs, and brass will be purchased from HD Supply, and the
installation shall be performed by Utility Solutions of America, Inc., (USA). In addition to supplying the
materials, HD Supply will provide management, observation and administrative oversight services for the
Change Out Project. Meters, MXUs, brass, and small incidentals will be purchased through HD Supply's
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Regular City Commission
October 4,2016
Strategic Utility Materials Agreement NO1677 with Punta Gorda,to which the City became a party on October
5, 2010. The agreement is set to expire March 20, 2017, which may require further action. The estimated
material cost from HD Supply is $1,969,503. The oversight service (not-to-exceed $18,000), while not
included in the Punta Gorda agreement, is recommended by staff to be retained due to HD Supply's
understanding of the system and the magnitude of the work. USA affords support to utility providers by
performing mass meter installations and upgrades nationwide; and has a current contract ("RFP Meter Install
2015")with the City of Callaway, Florida, its scope of work similar to the Change Out Project. USA intends
to extend the terms and conditions of their Callaway contract to the City, and staff is recommending the use of
the contract. Winter Garden is also currently utilizing the same contract for a smaller-scale meter replacement
project. The estimated labor cost from USA is $395,797. The project cost totals $2,365,300, which covers
unforeseen incidentals.
Approved on Consent. Motion carried 5-0.
G. PUBLIC HEARING -None
H. REGULAR AGENDA- 7:19 PM
5. Prioritization of Projects to be Funded Via General Fund Bond Issue. (Assistant City
Manager Shadrix)
During the August 15, 2016, Budget Work Session, the City Commission directed staff by consensus to
proceed with following up the utilities bond issue with a bond issue for general fund capital projects. The
workshop highlighted the project list defined by the Downtown Master Plan prepared by GAI Consultants,
Inc.; and following the review of the projects,the Commission directed staff to bring back the list for ranking
following adoption of the City's budget. The adopted Fiscal Year 2016-2017 budget includes funds budgeted
for a debt service payment that will support a general fund bond issue of up to twenty-five million dollars.
Staff will present the final Downtown Master Plan project list,as well as other capital projects identified by the
City Commission,for consideration of funding as part of the bond issue.
Assistant City Manager Shadrix announced this is a historic moment for the City of Ocoee as
this Commission has sat through many Strategic Sessions to come up with a goal to revitalize
Downtown. These goals provided many good things to include a grant-assisted study of the 429
corridor, which gave birth to the Downtown Master Plan. The Downtown Master Plan will be
finalized and heard before the City Commission for adoption on October 18th, and will include
the new design code that will help create the look and feel that the residents and Commission
provided their input on. This evening, they are following up on the first Budget Workshop
project list that was discussed, and moving forward with how to fund these projects. Staff is
requesting the Commission appropriate funding and direct them to proceed forward with a
general bond issue of up to $25 million. Assistant City Manager Shadrix briefly introduced the
team of staff members who have been steadily working on this project and were present tonight;
Support Services Director Al Butler, Utilities Director Charles Smith, Economic Consultant
Angel de la Portilla, City Planner Rumer, and Public Works Director Steve Krug.
Assistant City Manager Shadrix began his presentation by explaining the refined projects list
that his team has created based on the relationship between the different projects. According to
the input from the City Commission at the first Budget Workshop, the funded projects are
totaling $23,678,000. There are other projects that have been discussed, which they will need to
decide if they will be added. It was shared that bond funded projects have to be completed within
5 years, which is a great benefit.
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Regular City Commission
October 4,2016
Support Services Director Butler further explained the project lists, its color coding and the
relationship they have is because of the nature of the construction projects.
Funded Projects
Project Name Total Cost GF Bond Other Funds
Master Downtown Stormwater System $8,180,000 $180,000 $8,000,000
Downtown Gravity Sewer System TBD $0 $750,000
Bluford Avenue Reconstruction $9,680,000 $4,280,000 $5,400,000
Lakefront Park Improvements Phase 1 $2,200,000 $2,200,000 $0
City Hall Relocation $10,000,000 $10,000,000 $0
Oakland Ave Reconstruction&Trail Segment 1 $895,000 $895,000 $0
McKey Street Reconstruction $300,000 $300,000 $0
Wastewater Force Main Connector $2,875,000 $0 $2,875,000
Maine Street Extension $750,000 $747,000 $3,000
Ocoee Woman's Club Rehabilitation $200,000 $200,000 $0
Bluford Second Left-turn Lane $350,000 $239,000 $111,000
Silver Star Road Realignment-PD&E $890,000 $445,000 $445,000
Kissimmee Avenue Realignment $261,000 $261,000 $0
Taylor Street&Trail Segment 2 $956,000 $956,000 $0
Gateways&Wayfinding Phase 1 $80,000 $80,000 $0
Trail Segment 3(Franklin St) $375,000 $375,000 $0
Lakefront Park Improvements Phase 2 $2,520,000 $2,520,000 $0
$40,512,000 $23,678,000 $17,584,000
Unfunded Projects
Project Name Total Cost GF Bond Other Funds
Lakeshore Center Expansion $4,000,000 $0 $0
Franklin Street Improvements $1,100,000 $0 $0
Oakland Avenue Extension Phase 1 $1,800,000 $0 $0
McKey Street Extension Phase 1 $1,650,000 $0 $0
Kissimmee Avenue Construction $1,635,000 $0 $0
McKey Street Refresh $135,000 $0 $0
McKey Street Extension Phase 2 $2,955,700 $0 $0
Silver Star Road Realignment-Construction TBD $0 $0
Oakland Avenue Extension Phase 2 $1,200,000 $0 $0
Gateways&Wayfinding Phase 2 $60,000 $0 $0
Trail Connector via Palm Dr $1,000,000 $0 $0
Taylor Street Realignment $1,350,000 $0 $0
McGuire Rd/Kissimmee Ave Intersection $1,200,000 $0 $0
Maguire Road Widening $2,100,000 $0 $1,000,000
Kissimmee Avenue Reconstruction $330,000 $0 $0
Bluford Ave/Geneva St Roundabout $350,000 $0 $0
Code Modernization $500,000 $0 $0
$21,365,700 $0 $1,000,000
Other Projects
Project Name Total Cost GF Bond Other Funds
FS 38 Relocation Design $165,000 $0 $0
FS 38 Relocation Construction $2,000,000 $0 $0
$2,165,000 $0 $0
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Regular City Commission
October 4,2016
Assistant City Manager Shadrix advised that they will need to have a discussion as to whether
they wish to include the Lakeshore Center Expansion, and then they can advise how they can get
to the $25 million. The purpose of tonight's meeting is to finalize this list up to the amount of
$25 million in order for the Commission to vote to have staff proceed with the projects they
identify. It is also being requested that the Commission vote to move forward with directing staff
to secure the necessary funding for the creation of a Master Stormwater System for the
Downtown using Stormwater funds.
Commissioner Keller inquired if the Lakeshore Center Expansion would be a stand-alone
project or if it would have to wait for City Hall to be relocated. Support Services Director
Butler said it would be a stand-alone project and does not really impact the existing City Hall,
therefore, they can move forward without waiting for any of the other activities to occur. It was
inquired if stormwater would be an issue. It was answered that they would have to provide a
place for the stormwater to go. Assistant City Manager Shadrix briefly pointed out that they
added a 20% contingency to the previous number for City Hall Relocation, which increased it
from $8 million to $10 million; therefore, they have $1 million they can take and move.
Additionally, Phase 2 of the Lakeshore Improvements deals with the northern side of the City
Hall campus, and involves repositioning the boat ramp. This will be a long-term project so it
would also be a valid option to move some funding from.
Mayor Johnson inquired if the $23 million included the $8 million for the Master Downtown
Stormwater System. Assistant City Manager Shadrix advised the creek improvements that will
be on this campus which, totals $180,000, are included in the bond issue. The remaining $8
million for the Master Stormwater System will be appropriated from Stormwater funds.
Commissioner Wilsen shared her interest in pursuing the Lakeshore Center Expansion and
suggested they reconsider the rental fees once the expansion is completed. She commented that
a larger facility should increase their revenue. Commissioner Wilsen briefly announced that she
would not be voting, as the Ocoee Woman's Club Rehabilitation is a part of the funded projects
list and she is a member of that organization (Form 8B on file in the City Clerk's Department).
Commissioner Grogan shared that he also agrees with the Lakeshore Center Expansion and
opined that he does not feel they should come back at a later time to reconstruct this area.
Assistant City Manager Shadrix shared that Commissioner Grogan has made a good point and
in their handout, it includes a description of the projects dependencies.
Commissioner Firstner inquired if it would have a negative effect on the Lakefront Park
Improvements Phase 1, if they use some of the funds from the Lakefront Park Improvements for
Phase 2 for the Lakeshore Center Expansion. City Planner Rumer was asked to briefly explain
the Lakefront Park Improvements and what would be included. Commissioner Keller reiterated
what was said by Commissioner Grogan and said he did not object with taking some funds from
another project,to move forward with the Lakeshore Center Expansion. Mayor Johnson also
concurred with moving forward with the Lakeshore Center Expansion. He further inquired if
staff prioritized what each of them shared during their one-on-one session. Assistant City
Manager Shadrix advised the list they developed is representative of the testimony provided by
the Commission during the first Budget Workshop, as well as the feedback from the Citizen
Workshops.
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Regular City Commission
October 4,2016
Based on the discussion, staff adjusted the funded projects list by removing $1 million from the
City Hall Relocation funding, removing $1,678,000 from Lakefront Park Improvements Phase 2,
and adding in $4 million for the Lakeshore Center Expansion.
Funded Projects
Project Name Total Cost GF Bond Other Funds
Master Downtown Stormwater System $8,180,000 $180,000 $8,000,000
Downtown Gravity Sewer System TBD $0 $750,000
Bluford Avenue Reconstruction $9,680,000 $4,280,000 $5,400,000
Lakefront Park Improvements Phase 1 $2,200,000 $2,200,000 $0
City Hall Relocation $9,000,000 $9,000,000 $0
Lakeshore Center Expansion $4,000,000 $4,000,000 $0
Oakland Ave Reconstruction&Trail Segment 1 $895,000 $895,000 $0
McKey Street Reconstruction $300,000 $300,000 $0
Wastewater Force Main Connector $2,875,000 $0 $2,875,000
Maine Street Extension $750,000 $747,000 $3,000
Ocoee Woman's Club Rehabilitation $200,000 $200,000 $0
Bluford Second Left-turn Lane $350,000 $239,000 $111,000
Silver Star Road Realignment-PD&E $890,000 $445,000 $445,000
Kissimmee Avenue Realignment $261,000 $261,000 $0
Taylor Street&Trail Segment 2 $956,000 $956,000 $0
Gateways&Wayfinding Phase 1 $80,000 $80,000 $0
Trail Segment 3(Franklin St) $375,000 $375,000 $0
Lakefront Park Improvements Phase 2 $2,520,000 $842,000 $0
$43,512,000 $25,000,000 $17,584,000
Unfunded Projects
Project Name Total Cost GF Bond Other Funds
Franklin Street Improvements $1,100,000 $0 $0
Oakland Avenue Extension Phase 1 $1,800,000 $0 $0
McKey Street Extension Phase 1 $1,650,000 $0 $0
Kissimmee Avenue Construction $1,635,000 $0 $0
McKey Street Refresh $135,000 $0 $0
McKey Street Extension Phase 2 $2,955,700 $0 $0
Silver Star Road Realignment-Construction TBD $0 $0
Oakland Avenue Extension Phase 2 $1,200,000 $0 $0
Gateways&Wayfinding Phase 2 $60,000 $0 $0
Trail Connector via Palm Dr $1,000,000 $0 $0
Taylor Street Realignment $1,350,000 $0 $0
McGuire Rd/Kissimmee Ave Intersection $1,200,000 $0 $0
Maguire Road Widening $2,100,000 $0 $1,000,000
Kissimmee Avenue Reconstruction $330,000 $0 $0
Bluford Ave/Geneva St Roundabout $350,000 $0 $0
Code Modernization $500,000 $0 $0
$17,365,700 $0 $1,000,000
Other Projects
Project Name Total Cost GF Bond Other Funds
FS 38 Relocation Design $165,000 $0 $0
FS 38 Relocation Construction $2,000,000 $0 $0
$2,165,000 $0 $0
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Regular City Commission
October 4, 2016
Commissioner Keller said they had also talked about the Fire Station and was wondering if they
wanted to put that into the bond. It was answered that funds for this project would not come out
of the bond. Staff advised that once the $4 million was added to the funded projects list, it will
put the bond total issued at $25 million. A brief discussion ensued on the contingency that was
included on the projects listed. Assistant City Manager Shadrix advised that page 8 of their
handout provides a cost estimate methodology.
City Attorney Cookson explained the motions they would need to make so that Commissioner
Wilsen can recuse herself from the vote pertaining to the Ocoee Woman's Club Rehabilitation
item, as she is a member of that organization. Mayor Johnson asked for a quick overview of the
Ocoee Woman's Club Rehabilitation. Support Services Director Butler briefly explained the
informal discussions that he has had with the Ocoee Woman's Club.
City Manager Frank asked for clarification on the funding to build the new Fire Station 38.
They had discussed at the Budget Hearing to put the money into a bond issue or use the proceeds
of Phase 2 of Crown Point. Discussion ensued regarding taking the $165,000 out of reserves.
City Attorney Cookson briefed the Commission on how they should proceed with a motion.
Motion: Move to direct City staff to secure the bond financing for the general
bond for approximately $25 million to fund the projects they vote to approve.
Moved by Commissioner Grogan, seconded by Commissioner Keller.
Discussion ensued regarding the maximum bond allowed and how they reached the amount of
$25 million.
After discussion, Motion carried 5-0.
Brief discussion ensued on Fire Impact Fees and where the funds are being used.
Motion: Move to include the Ocoee Woman's Club Rehabilitation as a project in
the General Bond.
Moved by Commissioner Keller, seconded by Commissioner Firstner; Motion
carried 4-0 with Commissioner Wilsen abstaining.
Motion: Move to approve the remaining projects in the General Bond to issue up
to $25 million per the staff report and summary chart as presented by City staff.
Moved by Commissioner Grogan, seconded by Commissioner Keller; Motion
carried 5-0.
Assistant City Manager Shadrix shared that they do not have a presentation for the Master
Downtown Stormwater System; however, they respectfully ask the Commission to direct staff to
proceed forward with securing necessary funding using Stormwater Funds.
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Regular City Commission
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Motion: Move to secure the utility bond financing for the Downtown Master Plan
Stormwater System from the City's Stormwater Funds.
Moved by Commissioner Wilsen, seconded by Commissioner Grogan; Motion
carried 5-0.
Mayor Johnson advised this is not a public hearing but if there is anyone who would like to
comment, they may do so. As no one wished to speak, the Mayor allowed each member of the
Commission to comment.
Commissioner Grogan shared that Ocoee has been waiting a long time for this and it is a proud
night!
Commissioner Wilsen shared this is very exciting and reminded residents that on October 18`h
there will be a presentation on the Final Downtown Master Plan.
Commissioner Firstner thanked City staff and the consultants for doing a magnificent job.
Further shared he is pleased to see this Master Plan because it truly reflects what the public has
voiced on what they would like to see in the Downtown Redevelopment.
Commissioner Keller echoed everyone's sentiments and thanked staff and the citizens for their
input.
Mayor Johnson inquired about the project order. Assistant City Manager Shadrix explained
the project order and shared that he would be available to meet with them individually if they
would like more detailed information. Mayor Johnson shared in the last year in a half they have
come around, and he is proud of the Commission on their procedure and process. Citizen input
was the biggest part into putting this in fruition.
Brief discussion ensued regarding the City to ensure they post and advertise as they work on the
improvements around the downtown area.
I. STAFF ACTION ITEMS -None
J. COMMENTS FROM COMMISSIONERS
Commissioner Grogan—None
Commissioner Wilsen —inquired if there is an upcoming CRA Budget Meeting scheduled.
Assistant City Manager Shadrix advised that it will most likely be held on the first meeting in
November.
Commissioner Firstner—None
Commissioner Keller—None
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Regular City Commission
October 4,2016
Mayor Johnson — announced the City's Annual Founders' Day Event is November 4th and 5th.
Pat Benatar is scheduled to perform on Friday, November 4th. T.G. Sheppard and Big & Rich
will be performing on November 5th. He further announced the other activities associated with
the Founders' Day Event.
ADJOURNMENT - 8:21 PM
APPROVED:
Attest: City of Ocoee
Melanie Sibbitt, City Clerk Rusty Johnson, Mayor
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