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12-04-12 Agenda OCOEE CITY COMMISSION Ocoee Commission Chambers 150 North Lakeshore Drive Ocoee, Florida December 4, 2012 AGENDA 7:15 P.M. REGULAR CITY COMMISSION MEETING A. CALL TO ORDER Invocation Pledge of Allegiance Roll Call and Determination of Quorum B. PRESENTATIONS AND PROCLAMATIONS Proclamation — Pedestrian Safety Month — November 2012. (Mayor Vandergrift) Presentation of Ocoee Police Department Officer of the 3 Quarter Award to Officer Teddy Levin — CACOPD Advisory Board Police Department Promotions. (Police Chief Brown) • Sgt. James Berish • Sgt. Mark Olson Fire Department Presentations and Promotions. (Fire Chief McNeil) • Retirement Presentation to Lt. Paramedic Ken Strickland Honoring his 25 Years of Service. (Mayor Vandergrift) • Engineer Paramedic Ron Tosi to Lt. Paramedic • Firefighter EMT Curtis Love to Engineer EMT • Fire Department Award Presentations: Battalion Chief Mike Reed, Lt. Paramedic Corey Bowles, Firefighter Paramedic William Mendoza, and Firefighter Paramedic Joe Ponzini. 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 November 6, 2012. (City Clerk Eikenberry) 2. Reappointments to the CACOPD. (City Clerk Eikenberry) The terms of Members Victoria Laney and Robert Yost will expire on January 1, 2013. Both have indicated an interest in being considered for reappointment for another three -year term ending January 2016. City Commission Regular December 4, 2012 3. Reappointments to the CACOFD. (City Clerk Eikenberry) The terms of Members Glenn Richardson and Wayne Vaughn expired on November 2012. Both members have indicated an interest in being considered for reappointment for another three -year term ending November 2015. 4. Approval of Locally Funded Agreement — FDOT Intersection Improvements at Ocoee Hills Road and SR 438 (Silver Star Road). (Public Works Director Krug) The City has been supporting the FDOT intersection improvements on SR 438, Silver Star Road, from 2n Street to Olympus Drive, which includes the widening of the roadway to accommodate a new traffic signal and turn lanes at the Ocoee Hills Road intersection. At the January 3, 2012, meeting, the Commission formalized the City's desire to pay the material cost differential to construct the new signals utilizing an upgraded mast arm system by executing a Memorandum of Understanding with the FDOT. The FDOT held a Public Information Meeting for the project on February 29, 2012, in the City Hall Commission Chambers and the project was well received by the attendees. In order for the FDOT to meet the programmed project advertisement for construction in February 2013, the City will need to complete the next step in the process and execute the Locally Funded Agreement with the FDOT. The Locally Funded Agreement is the mechanism to pay for the cost differential for the mast arm signals. The City incorporated $45,000.00 in the 2012/13 budget, however at this time the cost differential is estimated at $31,000.00. 5. Approval of License Agreement to Use City Property for Orange County Construction Trailers for the Clarcona -Ocoee Road Project. (City Engineer Wheeler) Orange County is proceeding with the widening of the last segment of the Clarcona -Ocoee Road project. That segment is from east of Clarke Road to the bridge at SR 429, the Western Beltway. The County project includes the widening the roadway to four lanes, stormwater collection and treatment, and miscellaneous improvements. The construction project is expected to last until May of 2014; however the contractor is ahead of schedule at this time The contractor of record, DeWitt Excavating, Inc. is required to furnish trailers for the Orange County inspectors to use as field offices throughout the duration of the project. The contractor of record typically installs the project trailers on property owned by the appropriate agency. However, Orange County does not own any additional property along the project route. DeWitt approached the City shortly after the project started in May of this year about using a small portion of the Forest Lake property for the project trailers. The location of the project trailers was decided to be the southwest corner of the Forest Lake property that is adjacent to Clarcona -Ocoee Road and the road to the maintenance barn for the golf course. 6. Approval to Award a $37,780 Contract to Clear Village, Inc. for Reconstruction of the City's Computer Network from Funds Originally Budgeted for Server Replacement and to Transfer the Remaining Funds for that Capital Outlay to the Operating Budget for Acquisition of other IT- Related Equipment and Software. (Support Services Director Butler) The City's present computer network is configured like the spokes of a wheel, with all traffic coming through City Hall. Clear Village, Inc., the supplier of the City's SAGE permitting software, conducted a review of the City's current computer network configuration a few months ago as part of a disaster recovery planning project and found several issues with both the network's structure and operation. The City subsequently requested a proposal from Clear Village to re- architect the network. The new design will create sub -net hubs at major remote offices and major City Hall users so as to reduce network traffic congestion. This configuration will also address the structure of our servers and centralized data storage and support creation of departmental -level computer system administrators, which will allow greater control by the departments over their operations. As a result of the planned network changes, staff no longer expects to purchase large central computer servers from which to support all of City government, as were included in the FY 2013 capital outlay budget for the General Page 2 City Commission Regular December 4, 2012 Government Division. Staff recommends the City Commission award a contract in the amount of $37,780 to Clear Village, Inc. to reconstruct the City's computer network and transfer the remaining General Government Division capital outlay budget for computer server replacement to the operating budget for the acquisition of other computer - related resources. Of the $46,000 budgeted in Account No. 001 - 516 -00 -6405 (Computer Equipment/Software Capital Outlay), $38,000 will need to be transferred to Account No. 001 - 516 -00 -3128 (Professional Services /Other) and $8,000 to Account No. 001- 516 -00 -5235 (Computer Equipment/Software Operating Expenses). 7. Approval of Assignment of the Exclusive Commercial and Multi- Family Solid Waste Collection Franchise to Waste Services of Florida, Inc. (Purchasing Agent Tolbert) The City currently has an Exclusive Commercial and Multi- Family Solid Waste Collection Franchise Agreement with Waste Depot LLC DBA Waste Works which will expire December 1, 2014. Pursuant to the Franchise Agreement, the City received a Contract Performance Bond #6530 in the amount of $200,000 issued by United Casualty and Surety Insurance Company. On November 1, 2012, Waste Services of Florida Inc. ( "WSI ") purchased certain assets of Waste Works including the City's franchise agreement. Pursuant to Section 17- Assignment of the Franchise Agreement, Waste Works is requesting the City's approval to assign the Exclusive Commercial and Multi - Family Solid Waste Collection Franchise Agreement to WSI. 8. Approval to Enter into a Contract with Forest Environmental Solutions LLC to Oversee, Manage and Broker the Harvest and Sale of Select Timber on the Crown Point Property. (Assistant City Manager Shadrix) As a result of recent evaluation of City-owned properties in the Crown Point Property area (see attached map), staff determined that not only do some of the properties pose potential issues during the dry season (where we are at an increased risk from wildfires), but some contain potentially valuable timber. On October 19, 2012, professional forester Joe Gocsik of Forest Environmental Solutions, LLC conducted a brief review of these lands at the staffs request and recommended their viability for harvest. The proposed contract provides that Forest Environmental Solutions, LLC will manage and supervise the identification, harvest, and sales of timber from these properties at the direction of the City Commission. The contract provides that Forest Environmental Solutions will be compensated 10% of the gross revenue generated by the timber harvest. Staff recommends that the City Commission authorize the execution of the attached contract with Forest Environmental Solutions, LLC with a motion that waives the City's purchasing procedures. The estimated commission for the contractor is well below the $25,000 limit approvable by the City Manager and cannot be determined ahead of time due to the dynamic nature of the market and the direction chosen by the City Commission on what type of harvest will be undertaken. G. FIRST READING OF ORDINANCES 9. First Reading of Ordinance for Wild (216 1st Street). (Second Reading and Public Hearing scheduled for December 18, 2012, Regular Commission Meeting at 7:15 p.m. or soon thereafter). (Principal Planner Fabre) The subject property is located on the west side of 1s Street and approximately 900 feet south of Silver Star Road (SR 438) intersection. The subject parcel has one existing Single - Family Residence. The Applicant has requested annexation into the City limits mainly for potable water connection. a. Annexation Ordinance b. Rezoning Ordinance (Rezoning to R -1A) 10. First Reading of Ordinance for Capital Improvements Element — Amendment to Capital Improvement Program Table. (Second Reading and Public Hearing scheduled for December 18, 2012, Regular Commission Meeting at 7:15 p.m. or soon thereafter). (Principal Planner Fabre) The Capital Improvement Element (CIE) of the City of Ocoee Comprehensive Plan is a requirement of Chapter 163, Florida Statutes (FS) and enables implementation of the Plan goals, objectives, and policies needing capital funding for a 5 -20 year planning horizon. Each year, the table section of the Page 3 y5 • City Commission Regular December 4, 2012 CIE will be updated to ensure that the adopted list of capital projects in the CIE matches the City's newly adopted fiscal year budget and approved five year Capital Improvements Program (CIP). The CIE does not propose any new projects not previously reviewed and approved by the Commission. 11. First Reading of Ordinance for Reduction of Impact Fees — Extension until January 1, 2014. (Second Reading and Public Hearing scheduled for December 18, 2012, Regular Commission Meeting at 7:15 p.m. or soon thereafter). (City Planner Rumer) The City passed economic incentives for new construction earlier this year that are by ordinance set to expire in January 2013. The incentives included reducing impact fees for police, fire, recreational park, and transportation. Other incentives included the deferral of transportation impact fee payments until Certificate of Occupancy, and the waiving of the fire plan review fee, which is '/2 of one percent of the cost of construction. With the economic conditions still in the state of flux as they were with the original passage of the economic incentives, and to remain consistent with surrounding local government agencies, staff is proposing to extend all but one of the incentives for one additional year. Staff is not proposing to extend the waiving of the fire plan review fee which will reinstate the fee. 12. First Reading of Ordinance to Amend Section 173 -56 of the City Code Regarding Adoption of a Cross - Connection Control Manual and Repealing Article VIII, Regulation of Sewer Usage, by the Adoption of a Sewer and Industrial Pretreatment Use Manual. (Second Reading and Public Hearing scheduled for December 18, 2012, Regular Commission Meeting at 7:15 p.m. or soon thereafter). (Utilities Director Smith) The City last updated a Cross - Connection Control Manual in June 1990, and last updated the City Code of Ordinances' Article VIII, Regulation of Sewer Usage, in June 1994. The proposed ordinance will update both the Cross - Connection Control Manual; and remove the regulation of sewer usage currently in the City Code of Ordinances and replace those provisions with the "Sewer and Industrial Pretreatment Use Manual ". The new ordinance also provides that future manual revisions can be by adopted by City Commission- approved resolution. H. PUBLIC HEARINGS - None I. REGULAR AGENDA J. STAFF ACTION ITEMS K. 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. Page 4