04-02-13MINUTES
April 2, 2013, 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 Wilsen. 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
Fire Department Promotion of Firefighter Paramedic Kevin Glackin to Engineer
Paramedic
Fire Chief McNeil announced the promotion of Firefighter Paramedic Kevin Glackin to
Engineer Paramedic. Firefighter Paramedic Kevin Glackin was pinned by his father who is a
retired firefighter.
Commissioner Keller thanked the Fire Department for containing the recent fire in his district
that was near many homes.
Tim Underwood, Winter Garden Police Department, said he is before the commission to request
the waiving of the $300 rental fee for use of the Bill Breeze Park on April 13 to sponsor a
P.A.L Fishing Clinic for at -risk youths.
Commissioner Johnson, seconded by Commissioner Keller, moved to approve
waiving the $300 fee for use of Bill Breeze Park by the Winter Garden Police
Department on April 13, 2013. Motion carried 5 -0.
Proclamation — Autism Awareness Month — April 2013
Mayor Vandergrift proclaimed April 2013 as Autism Awareness Month.
C. COMMENTS FROM CITIZENS /PUBLIC - None
D. STAFF REPORTS AND AGENDA REVIEW
City Manager Frank said a few months ago it was requested that an update report be provided
on the status of the city's pensions. The actuarial cost of the pension was just being received by
staff. Robert Brigg, Finance Department, gave a PowerPoint presentation summarizing the
city's pension funds for both general and fire /police.
E. COMMISSIONERS ANNOUNCEMENTS
Commissioner Keller — He again thanked the Ocoee Fire Department for their service yesterday
in containing the brush fire. He further announced the Ocoee Fire Department will be holding a
Heart -saver CPR/AED class for citizens from 1pm to 5pm on Friday, April 12th. The course
will be held at Fire Department Headquarters located at 563 S. Bluford Avenue in Ocoee. The
cost of the class is $25. Contact the Ocoee Fire Department at 407 - 905 -3140 for more
information.
Regular City Commission
April 2, 2013
Commissioner Johnson — None
Commissioner Wilsen — 1) The City of Ocoee Parks and Recreation Department will be
hosting its annual Big Orange Games on Saturday, April 20th at the Ocoee High School Football
Field. Registration begins at 8:45 a.m. and opening ceremonies will be held at 9:15 a.m. and the
games will begin at 9:30 a.m. 2) The Parks and Recreation Department will be hosting its
monthly Food Truck Friday event on Friday, April 19th, from 6:00 to 9:00 pm. on Lakeshore
Drive, in Bill Breeze Park. The movie "Wreck It Ralph" will be shown during the event. 3)
Anyone interested in registering with iShopOcoee can go to the city's website and get more
information on it. The City is hoping this will involve into a more interactive program between
businesses and the residents.
Commissioner Grogan — 1) SAFE Class — Wednesday April 24, 2013, from 6:00pm till
9:00pm. This is a free, one time, three hour presentation on self - defense and safety awareness
for women. The class is taught by Ocoee Police Officers using the National Self Defense
Institutes' S.A.F.E. curriculum. Topics covered include: self - defense, crime prevention and
domestic violence. The class is held at the Ocoee Police Department. You must be at least
thirteen years of age to attend. If interested contact Officer Patera Scott at 407 - 905 -3160 ext.
3024. 2) Handgun Safety Class - Saturday May 11, 2013, from 8:00a.m. till 1:00pm. This is a
free handgun safety class taught by Ocoee Police Officers. Topics include terminology, safety,
loading and unloading, shooting basics, laws, use of force, concealed weapon permits and
proficiency. The class is held at the Ocoee Police Department. If interested please contact Officer
Patera Scott at 407 - 905 -3160 ext. 3024.
Mayor Vandergrift — read a thank you letter from the Clarcona Elementary School Principal
thanking the City and the HRDB for hosting the Black History Essay Contest.
F. CONSENT AGEND
Commissioner Wilsen, seconded by Commissioner Grogan, moved to approve
the Consent Agenda Items #1 through #6. Motion carried 5 -0.
1. Approval of Minutes for the Regular Commission Meeting Held March 19, 2013. (City
Clerk Eikenberry)
Approved on Consent. Motion carried 5 -0.
2. Approval of Agreement with Orange County Tax Collector for Placement of Non -Ad
Valorem Assessment Fees on the Orange County Tax Roll. (City Clerk Eikenberry)
The City Commission previously approved Resolutions 2006 -002, 2006 -003, and 2012 -018 showing its intent
to place non -ad valorem assessments for the cost of providing solid waste services, stormwater services, fire
services, street lighting services, and /or neighborhood improvement services on the Orange County Tax Roll by
authorizing the utilization of a uniform method of collection of non -ad valorem assessments.
This Agreement between the City and the Orange County Tax Collector details the terms of the Agreement for
the assessment, enforcement, and compensation for the administrative costs incurred by Orange County Tax
Collector.
Approved on Consent. Motion carried 5 -0.
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Regular City Commission
April 2, 2013
3. Award of B13 -04 North Side Reclaimed Water Main Extension (Phase 1). (Purchasing
Agent Tolbert)
In conformance with the policies and procedures of the City of Ocoee (City), bids were solicited from qualified
contractors to construct the North Side Reclaimed Water Main Extension (Phase 1) (Project). All work for the
project shall be designed and constructed in accordance with the drawings and specifications prepared by CPH
Engineers, Inc.
The project consists of approximately 9,930 feet of reclaimed water main; connection to an existing 16 -inch
reclaimed water main; valves, fittings, pressure testing; removal and replacement of pavement, sidewalk, curb
& gutter and driveways, sodding and other restoration as may be required. This project (Phase 1) will connect
Westyn Bay, Forestbrooke, Eagles Landing, The Vineyards, Ocoee High School, and Fountains West to the
reclaimed water system.
Staff recommends that the City Commission award Bid #B13 -04 North Side Reclaimed Water Main Extension
Phase 1) project to Hazen Construction LLC, in the amount of $978,838.10.
Approved on Consent. Motion carried 5 -0.
4. 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,
2013. FDOT is requesting to enter into a new contract for the City to provide maintenance activities for the
portions of SR 50, SR 437 and SR 438 within the City limits. This new contract will be for a three year term
with a renewal option for one additional three year term. The State has audited the previous maintenance
agreements and discovered the City was reimbursed for streets which were no longer under State jurisdiction
having been transferred to the City several years previously. The corrected quantities and revised State budget
unit pricing provides a fixed annual contract amount of $25,100.00, a reduction of $16,280.00 from the current
agreement. The quantities and funding will increase in the future as the SR 50 corridor is expanded and
improved.
Approved on Consent. Motion carried 5 -0.
The resolution as adopted carries the following title:
RESOLUTION NO. 2013 -006
A RESOLUTION OF THE CITY OF OCOEE, FLORIDA, AUTHORIZING THE MAYOR
AND CITY CLERK TO EXECUTE A MEMORANDUM OF AGREEMENT BETWEEN
THE CITY AND THE FLORIDA DEPARTMENT OF TRANSPORTATION FOR THE
MAINTENANCE OF STATE ROAD RIGHT -OF -WAY BY THE CITY; PROVIDING AN
EFFECTIVE DATE.
5. Approval of Purchase of Property for Stormwater Utility at 678 S. Bluford Avenue.
(Public Works Director Krug)
The Stormwater Utility has been investigating ways to provide additional stormwater treatment within the South
Bluford Avenue corridor in order to comply with the Wekiva Parkway and Protection Act Master Stormwater
Management Plan. One solution is to provide additional treatment along existing drainage swales through a
detention pond similar to the Palm Park facility. The City was subsequently made aware of the availability of
the property located at 678 S. Bluford Avenue. This property is contiguous to the drainage swale system on the
former railroad right of way west of Bluford Avenue. The subject swale system ultimately drains to Lake Lotta
and was identified in previous engineering studies as an area which would benefit from additional stormwater
treatment. This property would provide the City a future use for stormwater treatment.
The property owners have accepted the City's offer of $490,000.00 for this commercial property listed at
$549,000.00. The funding for this purchase is available in the Wekiva River Basin Capital Projects and
available balances from completed Storinwater Utility projects.
Approved on Consent. Motion carried 5 -0.
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Regular City Commission
April 2, 2013
6. Approval of Two -Year Warranty Surety and Maintenance, Materials, and
Workmanship Escrow Agreement with Columnar Holdings, LLC for Brynmar. (City
Engineer Wheeler)
Brynmar is a 95 lot single family residential subdivision located on McCormick Road and Ingram Road. The
developer has completed construction of the infrastructure improvements and has requested a Certificate of
Completion. The infrastructure improvements include the water, sanitary sewer, and reuse utilities, the streets
and stormwater collection system, and the perimeter wall. All identified punchlist repairs have been completed
and the developer is ready to start the two -year warranty period.
As a requirement of the Land Development Code, the developer is required to furnish the City a surety to cover
any possible damages discovered during the next two years, should the developer not choose to make those
repairs. Columnar Holdings, LLC has provided the City with a check in the amount of 10% of the constructed
improvements.
Approved on Consent. Motion carried 5 -0.
G. PUBLIC HEARINGS - NONE
H. REGULAR AGENDA
7. Appointment of Commission Liaisons to Various Boards. (City Clerk Eikenberry)
Each year in March, the Commission reviews the Liaisons Appointments to various boards and makes changes,
if needed. In 2012, no changes were made and liaisons remained as follows for the 2012 -13 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 — Comunissioner Wilsen
West Orange Airport Authority - William Maxwell
W.O. Chamber of Commerce — City Manager Frank
MetroPlan Advisory Board- Commissioner Keller
Commissioner Keller announced that he would like to remain on the MetroPlan Advisory
Board. Without objection he will remain on that board.
Commissioner Keller said he would like to be appointed to the Human Relations Diversity
Board if Commissioner Grogan would not mind switching with him and taking the Citizens
Advisory Board for the Police Department (CACOPD).
Commissioner Wilsen advised she would like to remain on both the Parks and Recreation Board
and Tri- County League of Cities.
Commissioner Johnson said he would like to remain on the Citizens Advisory Board for the
Fire Department (CACOFD) and Personnel Board.
Mayor Vandergrift inquired if William Maxwell would be interested in remaining on the West
Orange Airport Authority. City Clerk Eikenberry said he has not made mention of wanting to
be removed and has seemed to enjoy being on the board. She will contact him to verify his
interest in remaining on that board. Mayor Vandergrift said they will keep him appointed
unless he advises otherwise.
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Regular City Commission
April 2, 2013
City Manager Frank said he would enjoy remaining on the W.O. Chambers of Commerce.
Commissioner Johnson said he did not see the Education Incentive Board on this List and he
would like to be appointed to that board as well.
Commissioner Keller, seconded by Commissioner Johnson, moved to approve
the board liaisons as listed below for the year of March 2013 — March 2014.
Motion carried 5 -0.
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
Election of Mayor Pro Tem. (City Clerk Eikenberry)
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 2007:
2007 -08 Commissioner Johnson
2008 -09 Commissioner Hood
2009 -10 Commissioner Keller
2010 -11 Commissioner Johnson
2011 -12 Commissioner Wilsen
2012 -13 Commissioner Hood
Commissioner Wilsen, seconded by Mayor Vandergrift, moved to appoint
Commissioner Keller as Mayor Pro Tem for the year of March 2013 — March 2014.
Motion carried 5 -0.
I. STAFF ACT ION ITE - None
J COMMENTS FR COMMISSIONER
Commissioner Grogan — None
Commissioner Wilsen — inquired about the backdrop for pictures which she had brought up a
couple of meeting ago. City Manager Frank said he has spoken to Public Works Director Krug
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Regular City Commission
April 2, 2013
about coming up with something creative that would work. Commissioner Keller suggested a
possible screen with the Ocoee logo that could be pulled down when needed. Mayor
Vandergrift said he would like for staff to look into it and bring back ideas, as well
as, costs.
Commissioner Johnson said he would like discuss allowing the Rotary Club use the property
across from Quality Vaults as a community garden. City Manager Frank said they have
already contacted the plaza regarding this since they would have to relocate their dumpster. The
plaza has been very willing to work with the City. City Manager Frank said if the commission
would like for them to move forward with the community garden they can bring back some
costs.
Commissioner Keller -- Just reminded residents about the Heart -saver CPR/AED class for
citizens from 1pm to 5pm on Friday, April 12th.
Mayor Vandergrift — announced that this afternoon he had the opportunity to meet with a direct
descendant of Dr. Starke. They had a great conversation and he was able to give him a book on
the history of Ocoee.
L DJOURNM
Meeting adjourned at 7:53 p.m.
Attest:
'
Be ikenberry, City Clerk6
APPROVED:
City of Ocoee
S. Scott Vandergrift, Mayor
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