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03-20-12 MINUTES March 20, 2012, at 7:15 P.M. REGULAR CITY COMMISSION MEETING A. CALL TO ORDER Mayor Vandergrift called the regular session to order at 7:15 p.m. in the Commission Chambers of City Hall. Commissioner Keller gave the invocation, followed by the Pledge of Allegiance to the Flag, led by Commissioner Hood. City Clerk Eikenberry called roll and declared a quorum present. Roll Call: Commissioner Hood, Commissioner Wilsen, Mayor Vandergrift, Commissioner Johnson and Commissioner Keller. Also Present: City Attorney Cookson, City Manager Frank, City Clerk Eikenberry B. PRESENTATIONS AND PROCLAMATIONS Proclamation — Sexual Assault Awareness Month — April 2012 Jody Swain with the Victim Service Center of Central Florida briefly explained the advocacy services the center provides and how they collaborate with law enforcement to meet the needs of sexual assault /crime victims. Mr. Swain gladly accepted the proclamation which was read by Mayor Vandergrift. Proclamation — Peabody Duckmaster — 3 Week of March Mayor Vandergrift announced that this proclamation is special and is a once in a life time thing. He thanked Victoria Laney for arranging to have him be Duckmaster at the Peabody Hotel in Orlando. He briefly read the proclamation drafted for him by the Peabody Hotel proclaiming the third week in March as Duckmaster Appreciation Week. C. COMMENTS FROM CITIZENS/PUBLIC - None D. STAFF REPORTS AND AGENDA REVIEW City Manager Frank made the following reports: 1) In order to ensure periodic updates on CRA activities, a Community Redevelopment Agency Board meeting is planned for 6:00 pm ahead of the City Commission meeting on April 17, 2012. A presentation will be made to show progress to date on various CRA signage and enhancement initiatives, the Blackwood Avenue Streetscape Project, and the iShopOcoee.com website project. 2) The Parks and Recreation Department will be sponsoring its Annual Easter Eggstravaganza on Saturday, April 7, 2012, at the Jim Beech Recreation Center from 10:00 a.m. to noon. There will be Easter Egg Hunts for children from infants to 12 years of age; along with prizes, bounce houses, arts & crafts, face painting, coloring contest, clowns and pictures with the Easter Bunny. For more information contact the Parks and Recreation Department at 407- 905 -3180. 3) The Ocoee Fire Department is offering an American Heart Association Friends and Family CPR class on Wednesday, March 28th. The class which begins at 6pm will be held at Fire Station 25 located at 563 S. Bluford Ave. in Ocoee. Please call Fire Department Administration during business hours at 407 - 905 -3140 to register for this free class. City Commission Regular March 20, 2012 E. COMMISSIONERS ANNOUNCEMENTS Commissioner Hood — 1) announced that he appreciated all who helped with the St. Patrick Day's Festival; it was a successful event. 2) announced the Ocoee Lion's Club Turkey Shoot on March 31 at the West Orange Girl's Club. Commissioner Wilsen thanked all the participants and city departments who made the 7th Annual Spring Fling a success. They had a wonderful event with record attendance. She further personally thanked Deputy Chief Goclon, Martha Lopez- Anderson, Marge Johnston, Debra Booth, and Carl Booth for their work as the committee who made this event so successful. Commissioner Johnson — thanked the Recreation Department for the Friday Night Food Truck Festival and Movie in the Park. He believes they also had a record attendance for this event. Commissioner Keller — 1) gave kudos to everyone for both the Spring Fling and St. Patrick's Day event. He attended both and really enjoyed them equally. He further said he also enjoyed the Food Trucks on Friday. 2) wished the Ocoee Lion's Club good luck with the Farmer's Market which will be moving back to McKey Street starting this Friday. 3) explained that Sawmill did not get their Special Event Permit form in time for the road closure for their Annual Easter Egg Hunt on Saturday, March. 31 Mayor Vandergrift inquired if this event has had road closure before and if the Police Department had any problems with the road closure. Sgt. Dreasher was present and stated the P.D. had signed off on the permit today for this event. Commissioner Keller, seconded by Mayor Vandergrift, moved to approve the road closure in Sawmill for their Annual Easter Eqg Hunt on Saturday, March 31 Motion carried 5 -0. Commissioner Keller advised Public Works Director Krug that (4) four barricades would be needed for this event. Mayor Vandergrift — 1) announced that the city has had an active two weekends with events in town and everyone did a fantastic job with the events. 2) announced the Little League and Girls Club are in full swing and encouraged citizens to go out and watch/support the teams. He further said the high school teams are doing pretty well. Commissioner Hood briefly gave an update on the high school sport teams currently in session. F. CONSENT AGENDA Commissioner Hood, seconded by Commissioner Keller, moved to approve the Consent Agenda Items #1 through #6. Motion carried 5 -0. l.: Approval, of „Minutes for the Regular Commission Meeting Held March:6, 2012. (City Clerk Eikenberry) Approved on Consent. Motion carried 5 - 0. . `2 Appointments to the Human Relations Diversity Board. (City pp ty Clerk Eikenberry) Members of the Human Relations Diversity Board serve two -year terms. Currently, the Human Relations Diversity Board has eight (8) members and their resolution allows no less than seven (7) members and no more than fifteen (15) members. Two applications were received from Carmen Ortiz and Morgan Curry with an interest in serving on the board. Approved on Consent. Motion carried 5 -0. Page 2 City Commission Regular March 20, 2012 ,re " „ ,'•,‘'1' , and.Ciart es: (Po Ace qhAefdPr Pursuant to Florida State Statutes 932.7055 "...any local law enforcement agency that acquires at least $15,000 pursuant to the Florida Contraband Forfeiture Act within a fiscal year must expend or donate no less than fifteen (15) percent of such proceeds for the support or operation of any drug treatment, drug abuse education, drug prevention, crime prevention, safe neighborhood, or school resource officer program. Approved on Consent. Motion carried 5-0. .4,;:v ••, , 44 • -•••7 , • i f s ilS "/Inc.in, theamtitin -.01:$2924120:10„ (Purchasing ,gen zfi; The City of Ocoee, Florida (City) solicited bids from qualified contractors to furnish labor, supervision, materials, equipment, supplies and incidentals for the asphalt paving projects for fiscal year 2012 for roads within Forest Oaks Subdivision (Log Run Ct, Tranquille Oaks Dr, Shumard Oaks Dr, Sherwood Oaks Cir); Sawmill Subdivision (Millstream, Canyon Tr, Timber Ridge); Meadows Subdivision (Little Aspen Ct, New Meadows Ct, Fort Collins Ct, Meadow Sweet Ct); and Arizona Ct, Idaho Ct; Jamela Dr, Kimball Dr; Pine St; and Carriage Oaks Ct in the City of Ocoee. The construction generally consists of an asphalt stabilized base course from a mixture of the existing bituminous concrete pavement and existing base course material. In addition, the contractor shall furnish and install asphalt pavement on the recycled road base. All work of this contract shall conform to the applicable technical specifications of Florida Department of Transportation (FDOT) "Standard Specifications for Road and Bridge Construction" Latest Edition, and "Roadway and Traffic Design Standards" Latest Edition including any amendments thereto. The total budget for asphalt paving is $409,550, including the future paving of Marshall Farms Road. The estimated budget for this project is $388,245. Approved on Consent. Motion carried 5-0. ji4;'• ?•/ s,prgyatoils •-)rpriyater,,KacilumnrucissAeltiu .4 tio jclyorm ir jureclor,rugk The approved Stormwater Division's 2011/2012 budget included funding for the re-build of the 2001 Vactor truck, unit 149. This scheduled work is due to the normal wear on the equipment from regular use. The authorized Vactor dealer in the Central Florida area is Environmental Products of Florida, located in Apopka, which provided an estimate of $64,782.80 to complete the work. Fleet also solicited a price comparison from an alternate vendor, Southern Sewer Equipment Sales in Fort Pierce; however their cost for the same work was quoted at $94,823.35. Public Works recommends awarding the work to Environmental Products of Florida in the amount of $64,782.80. Approved on Consent. Motion carried 5-0. - -1 [624- a ';' e ' ernnr: equest .for,;Roa osure s ar e . a Am' ,rfafrird ' OR, Ng Lf : r‘th 4 , r - v. aikaa • Ap,s , aa..icaa dao ' 4;, During the March 6, 2012, City Commission meeting, Mr. Jim Sills, 205 South Lakeshore Drive, approached the City Commission to allow the Farmer's Market to continue under the direction of the Ocoee Lion's Club and be relocated to the downtown area of McKey Street. Mr. Sills said the Lion's Club could handle everything and their membership would volunteer to monitor the event. He stated the only thing they needed are the barricades to close the street. The Commission voted 5-0 to close McKey Street every Friday from 3pm-7pm in the winter months and 4pm-8pm in summer months for the Ocoee Lion's Club and the local vendors to take full responsibility of the Farmer's Market. Mayor Vandergrift clarified that the city field located on Bluford Avenue between Oakland Avenue and McKey Street would be used for parking. Mr. Sills has requested access to the city power pole located on McKey Street. He advised the Lion's Club will reimburse the City for all electricity used by the Farmer's Market. Mr. Sill requests using the Parks & Recreation power cords until April 27, 2012, to allow the Lion's Club sufficient time to acquire suitable power cords of their own. Finance has provided past invoices for the power pole ranging from $12.53 to $14.36 per month. Approved on Consent. Motion carried 5-0. Page 3 City Commission Regular March 20, 2012 G. PUBLIC HEARINGS None H. REGULAR AGENDA €" _ : v F. ..- -a::e w. 'S ;qy r '4 ' "z ; e:xr Zr S°x" .ii;$ .7"; :: r z .. T 7 A o• id L 03 e a 4 ed t ate 7` teml,Retrof't ors irie , e u d 1 ion s «' ha a l' :,{ g u ` 5 6 ' ' �;.'�',�rh'�M x �'ia�#. ,�� a y € conformance - with asl! ce with the pliie and pocdu of the City of Ocoee (City), bids were solicited from qualified contractors to construct the reclaimed water system retrofit for Prairie Lake subdivision (Project). All work for the project shall be designed and constructed in accordance with the drawings and specifications prepared by the City of Ocoee, as subsequently modified by the City of Ocoee. The proposed project will be awarded and constructed in conformance with the plans and specifications. 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, which generally includes, but is not necessarily limited to, the construction of a reclaimed water distribution system within an existing residential subdivision that is already substantially occupied by residents. This retrofit project will utilize directional boring methods so as to reduce the amount of surface damage and restoration work required. Preservation of existing utilities and private property is an important aspect of the work. Purchasing Agent Tolbert briefly explained that bids were solicited from qualified contractors to construct the reclaimed water system retrofit for Prairie Lake subdivision (Project). This construction is for a reclaimed water distribution system within an existing residential subdivision that is already substantially occupied by residents. Staff recommends that the City Commission award the bid to S.L. Williams Consulting Corp., in the amount of $546,792.14, as the lowest bidder. Mayor Vandergrift inquired if this was over the estimated cost and if they have made the money up some place else. Purchasing Agent Tolbert explained that an additional $44,205.39 is needed for bid award, plus a 5% construction contingency of $27,339.61, for a total project budget of $574,131.75. The original budget for this project was $512,400.00, less expenses to d of $9,813.25, leaving a current available budget of $502,586.75. Purchasing Agen Tol b ert explained that staff recommends the additional funding requirement for this project o $71,545.00 be re- appropriated from fund 401 - Lake Olympia reclaimed water retrofit project funded in this year's Capital Improvement Program. City Manager Frank explained that there are funds in the Utility Fund for this. Commissioner Keller, seconded by Commissioner Wilsen, moved to award Bid #B12 -03 Reclaimed Water System Retrofit for Prairie Lake Subdivision Phase I & II to S.L. Williams Consulting Corp., per staff's recommendation. Motion carried 5- 0. Page 4 City Commission Regular March 20, 2012 } 9 ° . r.•. -1` - • . _ _ � - _ . - p,� _ _ - _ "�',• ,+:: °w f:ki; _:s�" `+34 =s: ` F'* ,:.g�.;^ _ . _ '. R: V :z "�:;' «`s' "`: #4'�:�r.: ': V Y8 ;Election:of, o .emr .Ci ,C erk.)�il enh r - m 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. Mayor Pro Tem and Board Liaisons are being elected in March to stay consistent with annual elections, despite the unique situation this year of the General Election being held in January in conjunction with the Presidential Preference Primary. The following elections have been made since 2007: 2007 -08 Commissioner Johnson 2008 -09 Commissioner Hood 2009 -10 Commissioner Keller 2010 -11 Commissioner Johnson 2011 -12 Commissioner Wilsen Commissioner Johnson, seconded by Commissioner Wilsen, moved to appoint Commissioner Hood as Mayor Pro Tem. Motion carried 5 -0. 9:A oiiifinent of =Commission Li VaxousBo Ci 'C1erkkEikenler ° ,}? Each year in March, the Commission reviews the Liaisons Appointments to various boards and makes changes, if needed. In 2011, no changes were made and liaisons remained as follows for the 2011 -12 election year: Parks and Recreation Board — Commissioner Wilsen Citizens Advisory Board for the Police Department- Commissioner Keller Citizens Advisory Board for the Fire Department- Commissioner Johnson Human Relations Diversity Board- Commissioner Hood 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 Commissioner Keller, seconded by Commissioner Wilsen, moved to have the commission liaisons to the various boards, remain as they have been for the last two years as follows: Parks and Recreation Board - Commissioner Wilsen Citizens Advisory Board for the Police Department- Commissioner Keller Citizens Advisory Board for the Fire Department- Commissioner Johnson Human Relations Diversity Board- Commissioner Hood 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 Motion carried 5 -0. I. STAFF ACTION ITEMS - None J. COMMENTS FROM COMMISSIONERS Page 5 City Commission Regular March 20, 2012 Commissioner Keller — None Commissioner Johnson said they enjoy having the new iPads for the commission meeting but the problem they have is that they lock every 5 minutes and they have to sign back on; he would like to have the City Manager, by direction of the commission, change it so they have the option for it to never lock. Mayor Vandergrift said without objection he would like for the City Manager to take care of that. City Manager Frank said he is sure they can do something to correct this and further said it was explained to him that the settings in the iPads are being overwritten by our Microsoft Outlook when they connect into the system. There might be some kind of patch to correct this but he did want to advise that it may not be corrected in a day or two. Commissioner Keller said he is sure they can correct this because his personal iPad has the option to lock in 5 minutes, 10 minutes, 15 minutes, and/or never. City Manager Frank said he agrees those options were available but when they connect it to a network, the network connection will override the iPad security. Commissioner Wilsen advised that the pop -up to connect to the city network is also very annoying and at home she does not have to keep re- connecting; she would like to see that issue resolved also. City Manager Frank said they will take care of these issues. Mayor Vandergrift said he was annoyed today when he was trying to get an e-mail but it never arrived. He is hoping that has been fixed. Commissioner Keller further requested that when they work on those issues can they also get whatever is needed so they can actually send print jobs from their iPads to the printer in their office. Mayor Vandergrift said they will probably need two wireless connectors for printing, one in the City Clerk's office and one in the Commissioner's offices. Commissioner Keller said he is not sure if they will have to replace the printer or just get a wireless connector, but explained that since they are using their iPads in place of their laptops they just need to be able to print. Mayor Vandergrift said he would like to add that they need to have someone designated on staff that they can call when they have problems with their iPads because he is not sure who knows all they need to know about how to operate the iPad. City Manager Frank said he would recommend Assistant City Manager Shadrix. Commissioner Johnson said that Gequita Cowan helped him with some issues. Commissioner Wilsen suggested taking free classes at the Apple Store. Mayor Vandergrift said he and his wife signed up for classes at the library but after 10 minutes of the instructor talking about everything other than the iPad, they walked out. Commissioner Wilsen — None Commissioner Hood — 1) reminded everyone about the Turkey Shoot on Saturday, March 31 2) reminded everyone about the Farmer's Market being moved to McKey Street starting this Friday. Jim Sills, 205 S. Lakeshore Drive, said at the last meeting he asked for the Farmer's Market times to be 3:00 -7:00 p.m. for winter months and 4:00 -8:00 p.m. for summer months. He clarified that he meant daylight savings time and is requesting if the commission would grant his request for the hours to change with daylight savings time. Commissioner Wilsen said this is their event so she thought they can change the times at whatever date they wish as long as the city is informed with regard to the road closures. City Manager Frank inquired if the power cord issue for their event had been settled. Mr. Sills said that had a meeting on Monday and they were approved to use the city's power cords until April 27 which would allow them time to go out and purchase their own cords. He further thanked the Commission and Mayor for their support. Commissioner Hood further wished the Mayor a Happy Birthday! Page 6 City Commission Regular March 20, 2012 Mayor Vandergrift — None ADJOURNMENT The meeting was adjourned at 7:41p.m. APPROVED: Attest: City of Ocoee e ' i kenberry, City Clerk S. Scott Vandergrift, Mayor Page 7