08-28-13 Budget WorkshopBudget Workshop
OCOEE CITY COMMISSION
Ocoee Commission Chambers
150 North Lakeshore Drive, Ocoee, FL
August 28, 2013 AGENDA 6:00 p.m.
I. CALL TO ORDER
Mayor Vandergrift called the meeting to order and said we will have a briefing from the City
Manager and Finance Director.
Roll Call: Commissioner Grogan, Commissioner Wilsen, Mayor Vandergrift, Commissioner
Johnson (absent), and Commissioner Keller.
Also Present: City Manager Frank, City Clerk Eikenberry, Finance Director Horton, Finance
Manager Brosonski, Chief Accountant Briggs
IV. Discussion (PAGE BY PAGE — CONTINUED from Page 3 -67 Police Department)
Page 3 -67 Commissioner Keller inquired if they spoke about additional red light cameras at the
last budget meeting. Police Chief Brown referred Commissioner Keller to item #14 and #19 on
the new revised wish list. In regards to item #14, he explained he has spoken with staff and they
have discussed all of their options and at this time they are not prepared to recommend spending
any money towards a new firing range. Police Chief Brown briefly explained item #19 reflects
the net increase if they had additional red light cameras including personnel.
Page 3 -67 Mayor Vandergrift inquired if the records management system could be broken up
into payment plans. Police Chief Brown explained the estimated cost includes the start-up of the
records management system and first year of maintenance. Further explanation was given on the
new system. Mayor Vandergrift inquired about the (3) in -car cameras and if they were
replacing any. Police Chief Brown explained that they have zero working cameras at this point.
Police Chief Brown further explained the functionality of the cameras. Mayor Vandergrift
inquired about the $40,000 grant for police equipment and who it was coming from. Police
Chief Brown explained they have multiple grants (state & federal) which are based on uniform
crimes. Mayor Vandergrift inquired what kind of equipment they purchase with grant monies.
Police Chief Brown said they will be purchasing in -car printers and investigative software.
Mayor Vandergrift inquired about the (4) digital radio's for $48,000. Discussion ensued
regarding the numbers being incorrect and having staff work with Finance Department to make
corrections. Mayor Vandergrift commented on purchasing hybrid vehicles for the
administrative police vehicle replacements. Further discussion ensued regarding vehicle
replacements.
Page 3 -70 Mayor Vandergrift inquired why code enforcement is still listed under the Fire
Division. Staff advised that is a scrivener error and will be corrected. Mayor Vandergrift
advised that if staff would put in names with the organizational chart it would help the
commission know who they were referring to if a question came up with regards to a specific
title.
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City Commission Budget Workshop
Page 3 -72 Mayor Vandergrift commented on Orange County dispatch being considerable less
than Police Department dispatch. Fire Chief McNeil explained the amount listed is only a cost
share basis for dispatch since they share the cost of dispatchers with Maitland and the City of
Winter Garden. Mayor Vandergrift inquired about the airbag replacement and the thermal
imaging camera replacement. Fire Chief McNeil gave explanation on need of purchase for both.
Page 3 -74 Mayor Vandergrift inquired if Fire Department is getting any reimbursements on
emergency medical supplies. Fire Chief McNeil advised they are doing trade -outs (equipment
for equipment) with Rural Metro ambulance. Discussion ensued regarding the purchase of
vehicles (page 3 -72 the Capital Outlay summarizes the vehicles they are purchasing).
Page 3 -77 Mayor Vandergrift inquired if the Building Division has filled all their vacancies.
Building Official Washington advised they have one vacancy.
Page 3 -78 Mayor Vandergrift inquired about the telephone expenses increasing from $6,000 to
$11,000. Building Official Washington advised they have air cards for the notebooks which are
in the vehicles and will allow the inspectors to access SAGE out in the field. Commissioner
Keller inquired would they be able to save monies if they went with a city wide Wi -Fi. Support
Services Director Butler advised they have been working with Brighthouse Networks in order
to identify the number of public spaces. Brighthouse Networks has a program that the city has
been in talks with them about expanding where they install connections inside public facilities.
Problem is there is not a financial incentive for them to put them everywhere. Support Services
Director Butler further explained they are looking at different solutions such as Mi -Fi. Lengthy
discussion on city -wide Wi -Fi continued.
Page 3 -85 Mayor Vandergrift inquired about miscellaneous road paving and if staff has spoken
with anyone regarding negotiations with Orange County to see if they could cooperate with the
City and do some of the road paving at a cheaper rate. Public Works Director Krug advised
they have looked into it; however the County also contracts out their paving which actually cost
them more money than what the City is currently doing.
Page 3 -81 & 3 -82 Commissioner Keller said at the last meeting they had spoken about needing
additional funds for the cemetery and he believes it was added to the wish list. Parks and
Recreation Hayes briefly explained the wish list and the enhancements that were placed on the
5 -year plan. Commissioner Keller said they have spoken about the cemetery for 7 years so he
appreciates the break down. While they do not $215,000 to cover cemetery rehab and
improvements they may be able to find $50,000 to get the improvements started. Parks and
Recreation Directory Hayes advised they also need to consider down the road, permanent
staffing for the maintenance of the cemetery.
Page 3 -91 Mayor Vandergrift inquired about the $20,000 increase on vehicle parts and repair.
Public Works Director Krug explained that their department has combined a lot of items that
were not being accurately portrayed in parts and were incorrectly assigned to other line items. So
while there is an increase in that line item there is subsequently a decrease in line items
throughout other departments. Commissioner Keller inquired about the increase in contractual
August 28, 2013 Page 3 of 6
City Commission Budget Workshop
services. Public Works Director Krug advised that increase is for generator load banking
which is something that every couple of years they have to go out and get the generators
certified.
Page 3 -96 Commissioner Keller advised that professional services really increased this budget.
City Manager Frank explained that part of that increase was from reducing the salaries by
$90,000 so funds were put in that line item in case there was anything they would need to
contract out.
Page 3 -100 Mayor Vandergrift inquired about the (2) part -time positions. Parks and
Recreation Hayes explained these two positions are being requested to staff the new event
center. The center is projected to be opened by late October but they would like to bring on those
positions to begin training. Mayor Vandergrift inquired about the $75,000 for Founder's Day
contribution. Parks and Recreation Hayes advised that is the City's contribution and is the
same amount that has been budgeted for the last 2 -3 years. Finance Director Horton shared that
the city expenses $75,000 in addition to the funds received from sponsors.
Page 3 -101 Mayor Vandergrift inquired about the decrease in professional service from
$82,000 to $300. Parks and Recreation Director Hayes advised the 2012 -2013 budget of
$82,000 was for the construction design of the event center and Ison center.
Page 3 -106 Mayor Vandergrift inquired about the water expense (4301) and if it was re -use
water or regular water. Parks and Recreation Director Hayes advised that he believes it is
portable water that is used for irrigation and other services in the parks and medians.
Page 4 -1 Mayor Vandergrift inquired if they have looked into the possibility of reducing the
stormwater utility fund. City Manager Frank advised that would not be until next year's budget
2014 -2015. They are preparing the ordinances right now.
Page 4 -9 Mayor Vandergrift inquired about sanitary landfill increasing by $20,000. Public
Works Director Krug advised they have increased their street sweeping and that is to haul the
materials that are picked up. Commissioner Keller inquired about the emergency repairs which
increased from $37,000 to $82,000. Public Works Krug advised that it varies per year so they
came up with a balance for just in case an emergency should occur.
Page 5 -1 Mayor Vandergrift said they have an increase of $4 million in water /wastewater fund
revenues. Finance Director Horton advised $3 million is cash carry forward their reserves for
projects that they are doing. Utilities Director Smith shared that a portion of that money is for
the Hwy 50 widening project. A brief discussion ensued regarding using dirt from one project to
fill in roads.
Page 5 -3 Mayor Vandergrift inquired if the city is pumping septic tanks. There is revenue listed
for $35,000 for septic tank pumping. Utilities Director Smith explained that they will be
bringing before the commission for consensus a new voluntary septic tank pumping program. He
gave a brief explanation of the proposed program. A brief discussion ensued.
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City Commission Budget Workshop
Page 5 -4 Mayor Vandergrift inquired if it could it be added to identify where transfers in are
coming from.
Commissioner Keller inquired how the City is doing with reclaimed connections in the areas we
have not connected yet. Utilities Director Smith explained that over the last 5 -6 years they have
been putting into the annual budget about $500,000 worth of funds for resources to do the
reclaimed projects. They did receive one grant. He further advised because of water supply
issues he feels they should double the money and spend about $1.2 million a year on projects.
Mayor Vandergrift said he believes on the wish list there is $200,000 for a study of downtown
for sewer. Utilities Director Smith advised that funding is for the design and study for the
downtown sewer area but it is also for putting a portion of the force main under the road project
they are doing on Bluford /Orlando area. Further discussion ensued regarding the cost of putting
lines down in areas where homes have septic tanks.
Page 5 -10 Mayor Vandergrift inquired about the emergency repairs increase from $0 to
$7,840.00. Utilities Director Smith explained that they have funds budgeted for emergency
items that come up. Mayor Vandergrift inquired why it was at $0 the last few years. It was
explained to him that the budget shows $0 because the funds that were budgeted in years past
have already been transferred out to the appropriate line items.
Mayor Vandergrift inquired how many wells are currently serving our parks. Parks and
Recreation Director Hayes answered the Mayor's question.
Page 5 -13 Mayor Vandergrift inquired about the transfer of wastewater operator (trainee)
position from Wastewater Facilities. Utilities Director Smith advised they had an operator get
his license for one of their other facilities so they moved the position.
Commissioner Wilsen inquired about the company MaxWest and if the city was still using
them. Utilities Director Smith advised they are still using them and they are being funded
through their 535 -00 contractual services account. Over the last five years they have cut the
City's disposal costs in half. They have also had discussion with MaxWest regarding their
company locating a site in Ocoee after they develop a customer base over in Seminole County.
Utilities Director Smith further explained the possibility of even a venture partnership with
MaxWest that would incorporate other municipalities.
Page 5 -15 Mayor Vandergrift inquired about line and system appurtenances decreasing from
$24,500 to $6,500. Utilities Director Smith explained appurtenances (fixtures) and advised that
as a system ages they will replace or rehab those fixtures which is why the commission will see a
fluctuation in funds for that line item.
Brief explanation was given on the difference of the water quality flushing and fire hydrant
flushing programs. Mayor Vandergrift inquired how often were the lines checked throughout
the various neighborhoods. Utilities Director Smith advised it is done continually and gave
further explanation on how they handle the pressure monitoring. Mayor Vandergrift inquired
how far they are with getting all the water meters electronically read. Utilities Director Smith
advised they are about a little less than a third with the tower read flexnet system and about a
August 28, 2013 Page 5 of 6
City Commission Budget Workshop
third with the dry pipe radio reads. The rest are touch reads. Utilities Director Smith advised
they are trying to not pull out any meters until they at least get some value out of them; they are
planning to do a six year transition. Commissioner Wilsen inquired if residents are going to be
able to go online and look at their water units. Utilities Director Smith advised with the smart
meter technology they would and that system should be implemented some time in October.
Page 6 -7 Commissioner Wilsen shared she is very pleased with the recycling plan and she has
neighbors that are equally excited.
Page 7 -3 Finance Director Horton advised there is a correction under Fire. It lists that there are
two Deputy Fire Chief's but it should list one. It is posted correctly on the city's website.
Commissioner Keller inquired if the City has looked into the federal grant program that pays
for a fire station building as long as it is staffed. Fire Chief McNeil advised he recalls the grant
but does not know if it still exists. A brief discussion ensued.
Capital Prol4ram Fiscal Years 2013 -2017
Page 2 — Mayor Vandergrift inquired about if Fullers Cross Road at Ocoee - Apopka and
Marshall Farms Roads were county roads. Support Services Director Butler advised they are
county roads; however, the City would potentially be responsible for traffic signals and turning
lanes. He further advised some of the roads would be a part of the developer's agreement in
which the developer would do the work. It was explained which portion of Marshall Farms and
Roberson Road were in the City.
Page 4 Mayor Vandergrift advised he would like to look at solar power lights. Commissioner
Wilsen advised at the parks conference she saw some very pretty solar lights for the parks.
Page 5 Mayor Vandergrift inquired about Hackney Prairie Road. Commissioner Keller shared
that the corner of Remington Oaks heading west to Clarice Road belongs to the City. Support
Services Director Butler advised the proposal is to remove some of the pavement so that it
becomes a curvy road verses a long race track strip. This would help slow down the traffic. A
brief discussion ensued regarding the legislative sessions starting soon, and this is the time to get
together with the legislators on things the City would like to see on the new bills.
Page 6 Mayor Vandergrift discussed The Hammocks retrofit for reclaimed water distribution.
Commissioner Wilsen stated that this item is being presented for the fiscal year 2018.
Discussion ensued on potable water, reclaimed water, and septic tanks. Eventually, residents on
septic tanks will receive reclaimed water. Utilities Director Smith explained that the goal is to
supplement potable water with reclaimed water that is being used for irrigation and for other
uses. The key point is everybody is going to go to reclaimed water.
Support Services Director recognized City Planner Rumer for his contributions to updating the
Capital Program for this year.
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City Commission Budget Workshop
City Manager Frank advised that since Commissioner Johnson is not present, he has asked to
place a 2% increase on the wish list to be given to employees at the beginning of the year verses
at mid -year.
Mayor Vandergrift inquired if any impact fees are being restored. City Manager Frank
advised there is an increase in road impact for next year, so the City is seeing some recovery.
City Manager Frank asked City Plainer Rumer when the current transportation impact fee will
sunset. City Planner Rumer advised that the 25% reduction is due to sunset in January 2014.
He continued by saying there is a significant increase in single- family dwelling permits as a
result of this reduction. Discussion ensued regarding other impact fees. City Manager Frank
stated the recovery is beginning to show.
Mayor Vandergrift amlounced the Fire Assessment Public Hearing and is scheduled for
September 5"' at 6:00 p.m. The next Budge Hearing is scheduled for September 11"' at 6:00 p.m.
V. ADJOURNMENT
Meeting adjourned at 8:17 p.m.
Attest:
APPROVED:
City of Ocoee
i b
. Scott Vandergrift, May r