09-26-12 Special Session Special Session
CITY OF OCOEE
City Hall Commission Conference Room
150 North Lakeshore Drive
Ocoee, Florida
September 26, 2012 Minutes 5:45 p.m.
1. Temporary allocation of $200,000 in unencumbered stormwater funds to allow the
City to issue a purchase order for the changes to the Clarcona -Ocoee Road at
Clarke Road intersection pending receipt of payment from developer of the Arden
Park Subdivision. (CIP Manager Butler)
The City Commission approved funding this item at its last regularly scheduled meeting. but since the project
was not in the Adopted FY 2012 Budget, we are unable to advance the funds to issue the purchase order prior to
receiving payment from the developer; however, some of the work needs to be underway within a few days. The
amount of the purchase order will be $183,316.46. the additional requested funds are for contingency
allowance.
CIP Manager Butler explained that this item was approved as an emergency item last week
because the contractor was in the area doing other work and we would save a great deal of money
to move forward in the next few days. We are asking for authorization to take a "bridge loan"
from the stormwater utility fund to move forward with the project. The funds will be reimbursed
when payment is received from the developer of Arden Park. The purchase order is in the amount
of $183,316.46 to DeWitt Construction. hhey are asking to temporarily move $200,000 from the
stormwater funds to make sure we cover any unexpected increases.
Commissioner Wilsen, seconded by Commissioner Keller moved to approve the
temporary allocation of $200,000 from Stormwater Utility Funds in order to issue
a purchase order to DeWitt Excavating in the amount of $183,416.46 for the road
construction project at Clarcona -Ocoee Road and Clarke Road, pending receipt
of payment by the developer of Arden Park.
Mayor Vandergrift asked if we are paying it half now and half when the project is finished.
Mr. Butler explained that it will be invoiced and paid over time, as the project phases are
completed; they will not get any money up front. Mayor Vandergrift said he does not want
Orange County getting the checks. Mr. Butler said we are having Orange County participate so
that we get trade -offs for things they would have paid for as part of the project such as curb and
gutter, but that no money will be paid to (_)range County. All funds will go directly to the
contractor. Mayor Vandergrift asked if arrangements have been made to put a traffic light in
that intersection. Mr. Butler explained that the county is paying for the installation of the light
and we are paying for some modifications that will be needed for future extension of Clarke
Road; that is all included in this project.
After the discussion, the vote was taken:
Motion carried 5 - 0
2. Allocation of unexpended funds for City election in the City C'lerk's office to
conduct geotechnical testing and surveying work related to the design of the
Community Center. Use of these funds will allow us to maintain our production
schedule. (CIP Manager Butler)
CIP Manager Butler explained that we need to do geotechnical testing for soil load bearing
before we start the community center project. The will test for the load bearing of those soils
outside the footprint of the current building; and will be testing the area of Bill Breeze Park to
see what the ability of that soil is to absorb stormwater run -off. He added that we also need to
update the survey of the City Hall area that was done a few years ago to take into account all the
changes that have been made in elevations to curbs and sidewalks, etc.
Mayor Vandergrift said he hopes the borings will be deep enough where it won't be sinking the
way City Ilall is sinking. Mr. Butler said they are boring at 30 foot depths. There was
discussion about the front part of City Hall on the lake is built on muck, which has caused some
shifting. The Community Center is on a hill that has always been on dry land, but we want to do
the borings to make sure there is no insurgence of muck into that area. The current building is
fine, but the new building is going to be a larger footprint, so testing needs to be done. He said
there is a map included in the agenda item that shows where the borings will be done.
Commissioner Wilsen, seconded by Commissioner Keller, moved to approve the
allocation of unexpended funds for City election in the City Clerk's office to
conduct geotechnical testing and surveying work related to the design of the
Community Center. Motion carried 5 -0.
Etnergency Item — Approval of Cost for Founder's Day I
Commissioner Johnson said he needed to get the total cost of the Founders' Day Event
approved by the City Commission. He stated that the event cost is estimated at $102,000. He
added that at this point he has donations totaling $63,500 and he is still expecting more. They
will not be totaling the additional money that they will make on the beer tent, golf tournament,
poker run, market place booths, etc. until after the event. Commissioner Johnson added that he
believes Arden Park and Chevron Development are both going to donate $7.500 as well. City
Manager Frank explained that we budgeted $50,000 from the City and the rest will he in
donations.
Commissioner Wilsen, seconded by Commissioner Hood moved to approve the
cost for the 2012 Founders' Day event at $102,000. Motion carried 5 -0.
The meeting adjourned at 5:56 p.m.
APPROVED:
Attest: City of Ocoee II IIIM
B ikenberry, City C1er f S. Scott Vandergrift, mayor