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Item #01 Approval of Minutes Item #1 1/03/2006 Agenda MINUTES OCOEE CITY COMMISSION December 20,2005 at 7:15 P.M. 6:30 P.M. Holiday Presentations Presentation of Trophies to Christmas Parade Winners. (Mayor Vandergrift) Presentation of Awards for Christmas Decorations - Parks and Recreation Advisory Board. (Parks and Recreation Director Petrone) REGULAR CITY COMMISSION MEETING I 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 Anderson gave the Invocation and Commissioner Hood led the Pledge of Allegiance to the Flag. City Clerk Eikenberry called roll and declared a quorum present. Roll Call: Mayor Vandergrift, Commissioner Anderson, Commissioner Howell, Commissioner Johnson, and Commissioner Parker. Also Present: City Manager Frank, City Attorney Rosenthal, and City Clerk Eikenberry. I B. PRESENTATIONS AND PROCLAMATIONS No additional presentations I C. COMMENTS FROM CITIZENS/PUBLIC J ames Fleming - 511 Orange Avenue, said he would like to name the walkway by Starke Lake the Ocoee Heritage Walk of Honor, and place the names of past Commissioners, and others who have contributed to the City. He recommended the sizes of the walkway and commemorative bricks, and said which types of materials should be used for the monument. Consensus of the Commission was that Mr. Flemina aives the suaaestions to Commissioner Parker, who will review them with the Historical Society. I D. COMMISSIONERS ANNOUNCEMENTS/CORRESPONDENCE Commissioner Hood - none Commissioner Anderson - thanked the Parks and Recreation Advisory Board for the work they did viewing and judging the Christmas Decorations in the City. Commissioner Johnson - none Commissioner Parker - none Mayor Vandergrift - 1) commented on his Santa hat and that it had visited Kitty Hawk with him, and 2) thanked the Fire Department for the success of "Operation Santa" where Santa Claus was being escorted around the City on a Fire Truck. City Commission Regular Meeting December 20, 2005 I E. CONSENT AGENDA Commissioner Anderson. seconded bv Commissioner Hood moved to pull Items #6 and #8 from the Consent Aaenda. Motion carried 5-0. 1. Approval and Acceptance of the Regular City Commission Minutes of December 6, 2005. (City Clerk Eikenberry) 2. Appointment to Citizen Advisory Council for Ocoee Fire Department (CACOFD). (City Clerk Eikenberry) Resolution No. 2003-20 provides that CACOFD membership shall consist of no less than 15 members and no more than 25 members. There are currently 13 members serving on the CACOFD and the board is meeting with less than 15 members with Commission's approval. One (1) application was recently submitted for the CACOFD; therefore, staff recommends the Honorable Mayor and City Commission consider appointing Glenn Treanor to the CACOFD with a term ending November 2008. 3. Appointment to the Education Commission. (City Clerk Eikenberry) Members of the Education Commission serve two-year terms. Currently the Education Commission has fourteen (14) members and their resolution allows no less than seven (7) members and no more than fifteen (15) members. One application was received from Mr. Pablo Quinones with interest in serving on the board. The City's Education Commission is recommending that the City Commission appoint Pablo Quinones to the Education Commission with term ending August 2007. 4. Award of RFQ #0601 Engineering Services for Bluford Avenue Phase 1. (Purchasing Agent Tolbert) In compliance with State Statute Section 287.055 (CCNA Act) and policies and procedures of the City of Ocoee Purchasing Code Chapter 21, a Request for Qualifications (RFQ) was advertised with the intention to award a contract to one (1) qualified civil engineering fIrm to provide design services for street widening, intersection improvements, stormwater management, landscaping, sidewalks, burial of overhead utilities, decorative lighting, and water, reuse, and wastewater utilities for Bluford A venue from approximately Lakeview A venue to Magnolia Street. The fIrm selected by the City will provide services to include: design survey, design, coordination with utility companies, permitting, plans production, bid documents, engineer's cost estimate, and post design services. Staff recommends that the City Commission award the Contract for RFQ #0601 to Professional Engineering Consultants, Inc. and authorize Staff to proceed with contract negotiations with PEC, and authorize the Mayor, City Clerk, and Staff to execute all necessary contract documents. Per State of Florida CCNA Act Statute 287.055, if contract negotiations are unsuccessful with the top-ranked fIrm, staff shall terminate negotiations and initiate negotiations with the second-ranked fIrm, and so on, until an agreement is reached. 5. Approval of Silver Star Road Median Landscape Design & Permitting. (Public Works Director Zaitooni) City's current year budget contains $250,000 from FDOT to landscape the medians on Silver Star Road from Clarke Road to east City limits. In addition, City Commission directed staff to landscape Clarke Road medians from White Road to Silver Star Road for up to $20,000. Staff solicited proposals for design and permitting from our continuing engineering consultants as well as Herbert-Halback, Inc. (HHI), who are not on the continuing contract but specialize in the landscape architecture. Based on proposals received, staff recommends awarding design and permitting to HHI for $38, 950. 6. Approval of Sole Source Purchase of Garbage, Recycling, and Yard Waste Trucks. (Assistant Public Works Director Elliott) * *pulled from Consent Agenda and heard separately On November 15, 2005, the City Commission approved the in-house operation for the residential curbside services (garbage, recycling, and yard & bulky waste). During the meeting, staff outlined the recommended services and the type of collection vehicles determined to be the most feasible. In order to transition in the residential curbside services as quickly and as orderly as possible, it is vital to place an order for the collection vehicles at the earliest possible time. Staff was unable to locate an active contract to piggyback and has determined that it is in the best interest of the City to place a sole-source order to Nextran Corporation for the Page 2 of6 City Commission Regular Meeting December 20, 2005 purchase of the vehicles to the City's required specifications. The required specifications were determined based on the efficiency of operations, durability of the products, ease of maintenance, and verification of crucial references. The recommended trucks have been in service and operated by the City of Orlando for many years. However, the current contract between the vendor and the City of Orlando has expired, preventing staff from a direct piggyback of the contract. The City of Orlando has been utilizing the expired contract by using a resolution for the purchase of these vehicles annually. Staff respectfully requests that City Commission approve the sole-source purchase of trucks from Nextran Corporation as a sole source vendor for the purchase of the City's solid waste trucks. 7. Approval of Water Plants High Service Pump Upgrades. (Utilities Director Smith) The City is in the process of decommissioning the Jamela Water Plant and the Jamela Elevated Storage Tank. To accomplish this decommission, two pumps at each of the remaining water plants needs to be increased in pumping capacity and modified to accommodate variable frequency drive type pumps. This up-grade was included in the 2005-2009 Capital Improvement Plan (CIP) in the approved 2005/2006 budget. The Florida Department of Environmental Protection (FDEP) has served notice through a preliminary consent order, which established an expectation that the Jamela Water Plant will be decommissioned by the end of Spring 2006. On November 1,2005, City Commission and Mayor approved to have staff negotiate directly (best source vendor) with Sanders Company, Inc. for of the installation of high service pump up-grades at the Forest Oaks Water Treatment Plant and the South Water Treatment Plant. This best source awarding of the work shall facilitate a schedule that will meet FDEP's expectation. Actual Total Budget for this project is $214,440.00 and is based on $184,470 for construction, $14,970 for Engineering and $15,000.00 for the FDEP Permit Fee. $186,000 was approved in the 2005-2009 Capital Improvement Plan (CIP) in the approved 2005/2006 budget. 8. Approval of Transfer of Capital Funds Toward Purchase of Fire Truck. (Fire Chief Firstner) **pulled from Consent Agenda and heard separately $75,000 has been approved in the 2005-2006 Capital Budget for the ftrst year's payment toward the purchase of a new ftre engine. This amount covers the cost of the vehicle, but does not fund the necessary equipment to make the truck fully functional, or the finance charges. Staff recommends the transfer of $8,000 from Capital Equipment (6400) to Capital Vehicles (6401) to cover the cost to purchase the necessary equipment for the new ftre engine. The $8,000 will be the ftrst of four annual installments, that will subsequently be budgeted for over the next three years. It is also recommended that the Commission approve the change of use for the $20,000 to cover the finance charges, rather than the refurbishment of the engine. Any funds not expended on the fmance charges will be used for refurbishment. Commissioner Anderson. seconded bv Commissioner Parker moved to approve Consent Aaenda items 1. 2. 3. 4. 5. and 7. as presented. Motion carried 5-0. 6. Approval of Sole Source Purchase of Garbage, Recycling, and Yard Waste Trucks. (Assistant Public Works Director Elliott) **pulled from Consent Agenda and heard separately Commissioner Anderson asked if we would be able to keep the vehicles on the road longer than the five years required by the outside vendor, since we are handling our own fleet maintenance. Public Works Director Zaitooni advised with good maintenance we are estimating they last seven to eight years. Commissioner Anderson asked about the noise level, fuel usage, and tire wear, leakage, and the arm mechanism, of the new trucks in relationship to the ones on the road now. Fleet Mechanic Mark Pargeon explained that it produced about half the noise of the older trucks. He said that the fuel is computer controlled which allows for more power and less fuel, he anticipates approximately 25% less. The new tires last approximately one year and can be replaced on the road by a service truck. Regarding the leakage of fluid from the trucks, Mr. Pargeon said the new vehicles have a packer body that lifts up to dump the garbage and will not scrap along the ground and wear the bottom of the body thin. He also explained the arm mechanism that will have a 2- foot to 7- foot reach. Page 3 of6 City Commission Regular Meeting December 20, 2005 Commissioner Anderson. seconded by Mayor Vanderarift. moved to approve Consent Aaenda items 1.2.3.4.5.and 7. as presented. Motion carried 4-1. with Commissioner Parker opposed. 8. Approval of Transfer of Capital Funds Toward Purchase of Fire Truck. (Fire Chief Firstner) **pulledfrom Consent Agenda and heard separately Commissioner Anderson asked if the money received from the Puerto Rico sale went toward the purchase of the new truck. Fire Chief Firstner explained the money from the s;lle was placed back into the General Fund, and the new vehicle was budgeted this fiscal year. Commissioner Anderson. seconded by Commissioner Hood. moved to approve Transfer of Capital Funds toward Purchase of Fire Truck. Motion carried 5-0. I F. PUBLIC HEARINGS - NONE I G. REGULAR AGENDA 9. Appointments to Code Enforcement Board. (City Clerk Eikenberry) The Code Enforcement Board was created by Ordinance No. 741 on June 16, 1981. The board consists of seven (7) regular members and two (2) alternate members. Ronald Strosnider was appointed to the Board on 11-15-05, but declined the appointment because he is moving out of state. Alternate Member Lenko (District 4) and Alternate Member Ballard (District 2) have indicated interest in serving as a regular member on the Code Enforcement Board. Applicant, Mike Godek (District I) has indicated interest in serving as a regular member on the Code Enforcement Board. Commissioner Hood. seconded by Commissioner Johnson. moved to approve the appointment of Mike Godek to the Code Enforcement Board. as a reaular member for a term expirina June 2008. Motion carried 5-0. 10. March 2006 Election Issues. (City Clerk Eikenberry) a. First Reading of the Ordinance to Opt Out of Early Voting. (Second Reading and Public Hearing Scheduled for January 3, 2006). City Attorney Rosenthal read the title of the ordinance. b. Canvassing Board - Appointment of an Additional Member and Approval of Meeting Dates. Commissioner Anderson. seconded by Commissioner Parker. moved to appoint Jean Grafton to the March 2006 Election Canvassina Board. and acknowledaed the chanae in the election law which may reauire the board meetina be continued to a second date. Motion carried 5-0. c. Approval of Election Contract from Orange County Supervisor of Elections. Consensus of the Commission to approve the Election Contract. Page 4 of6 City Commission Regular Meeting December 20, 2005 I STAFF REPORTS 11. Reuse Project Status. (Utility Director Smith) Utilities Director Smith introduced the Water Conservation Coordinator, Frank Tagliente, who explained that they would try to keep the transition as smooth as possible, and explained the process for informing the homeowner about reuse water and how to get hooked up. There are approximately 750 homes in four neighborhoods that will be affected in this project. 12. Founder's Day Update and Request for fund transfer City Manager Frank explained that there was an $11,911.52 shortfall between the Total Revenues ($124,538.40) and Total Expenses ($136,449.92). A financial report was distributed that showed that the three-day event cost approximately $12,750.00 more than the two-day event held last year. He asked that the Commission approve the transfer of funds identified by Parks and Recreation Director Petrone to cover the shortfall. Commissioner Johnson, seconded by Commissioner Parker, moved to approve the transfer of funds of $6,000 from the Parks and Recreations Proarams Fund !!!SL$6,000 from the Commission Continaency fund to cover the shortfall from the Founder's Day event. Motion carried 5-0. Commissioner Johnson said that Radio Station K92 made a profit selling items and space to vendors, and we will meet with them before next year to see about sharing some of those profits. I COMMENTS FROM COMMISSIONERS Commissioner Parker - 1) distributed a flyer regarding Photo Traffic Safety & Enforcement and said we need to look into doing this because we have been discussing it for a long time and other agencies have been successful in using these systems and enforcing them in court; City Manager Frank said we also need to deal with parking citation issues and how to enforce them since the state has taken over court costs, and we can discuss both issues with the City Attorney and have a combined presentation to the Commission 2) distributed a flyer on preparing for disasters, and 3) wished everyone Happy Holidays. Commissioner Johnson - 1) said some residents in subdivisions are asking for stepped up patrol during the holiday season due to vehicle burglaries, etc. 2) asked about the weeds along McGuire Road, and said we need to look into planting ivy there like some other cities do. Commissioner Anderson said there is a simulated grass that is sometimes used, and perhaps we could try it in a certain area. City Manager Frank said the problem right now is that we don't have crews to maintain landscaping once we put it in, and he has asked Public Works to keep an eye on the maintenance issues. City Manager Frank asked Asst. Public Works Director Elliott to look into planting ivy or using simulated grass, and 3) wished everyone Happy Holidays. Commissioner Anderson-I) asked how the process is coming with collecting a portion of resident's Fire Insurance premium, to which Fire Chief Firstner said they have researched it and will be presenting that information at the next ALS workshop. City Manager Frank said it would generate $50,000 to $80,000 per year, and it will not fund the ALS program, but we will present it along with other means to collect money, and 2) wished everyone Happy Holidays. Page 5 of6 City Commission Regular Meeting December 20, 2005 Commissioner Hood - 1) asked Commission consent to approve the Ocoee High School Girl's Softball club application for the Community Merit A wards, even though it was a few days late. Commissioner Hood. seconded bv Commissioner Johnson. moved to approve Ocoee Hiah School Girl's Softball Club's late application for the Community Merit Awards. Motion carried 5-0. 2) asked about the residents whose vehicles are parked on Sorenson Field and if we have informed them that we will now be securing the field at night and not allowing private vehicles to park there. City Manager Frank said they have been given one month to stop parking vehicles there, due to concerns about safety, liability, etc., and 3) wished everyone Happy Holidays. Mavor Vandere:rift 1) said Christmas Eve at 7 PM and Christmas Day at 8 AM they will be putting together food packages and delivering them for the needy. It is at West Orange High School, and 2) thanked the staff for the Holiday Dinner for the Needy at Ocoee High School last Thursday. I ADJOURNMENT The meeting adjourned at 8:25 p.m. Attest: APPROVED: City of Ocoee Beth Eikenberry, City Clerk S. Scott Vandergrift, Mayor Page 6 of6