Item #01 Approval of Minutes for the Tentative Budget and Fire Assessment Public Hearing Held September 8, 2014, and Regular Commission Meeting Held January 6, 2015OCOEE CITY COMMISSION
TENTATIVE BUDGET PUBLIC HEARING
Ocoee Commission Chambers
September 8, 2014 MINUTES 6:00 P.M.
I. CALL TO ORDER; TENTATIVE BUDGET PUBLIC HEARING- Mayor Vandergrift
A. Roll Call and Determination of Quorum
Mayor Vandergrift called the Tentative Budget Public Hearing to order at 6:02 p.m. in the
Commission Chambers of City Hall. City Clerk Eikenberry called roll and declared a quorum
present.
Roll Call: Commissioner Grogan, Commissioner Wilsen, Mayor Vandergrift, Commissioner
Johnson, and Commissioner Keller.
Also Present: City Attorney Cookson, City Manager Frank, City Clerk Eikenberry, Finance
Director Horton, Finance Manager Brosonski, Chief Accountant Briggs
CALL TO ORDER; FIRE ASSESSMENT PUBLIC HEARING.- Mayor Vandergrift
B. Motion to continue the Fire Assessment Public Hearing until after the opening
comments of the Tentative Budget Public Hearing
Mayor Vandergrift opened the Fire Assessment Public Hearing and entertained a motion to
continue this hearing until after the opening comments of the Tentative Budget Public Hearing.
Commissioner Grogan, seconded by Commissioner Keller moved to continue the
Fire Assessment Public Hearing until after the opening announcements of the
Tentative Budget Public Hearing. Motion carried 5 -0.
BREAK: 6:04 p.m. — 6:07 p.m. Awaiting arrival of City Attorney Cookson.
II. PUBLIC HEARING
A. Briefing by City Attorney to discuss the maximum millage rate which may be levied and the
rates required to exceed such millage.
The preliminary millage rate set by the City Commission and contained in the TRIM Notices is
6.5000 mills. The maximum millage rate which may be levied by the City by regular majority
vote for the 2014 -2015 fiscal year is 7.7496 mills, such maximum millage rate having been
determined pursuant to Section 200.185(3)(a), Florida Statutes. The establishment of a millage
rate between 7.7497 mills and 8.5246 mills requires a two- thirds vote (super majority) of the
membership of the City Commission (or 4 votes). The establishment of a millage rate between
8.5247 mills and 10.000 mills requires a unanimous vote of the City Commission. Additionally,
any millage rate adopted above the preliminary millage rate of 6.5000 would require notice by
first class mail to each taxpayer. The tentative millage rate adopted at this hearing will become
the maximum millage rate which may be adopted by the City Commission at the public hearing
on the final millage rate. A unanimous vote or a two - thirds vote may be required to adopt the
tentative millage rate as the final millage rate. At the final public hearing, the City Commission
may adopt a millage rate which is less than the tentative millage rate.
Ocoee City Commission Regular Meeting
September 8, 2014
B. Briefing by Finance Director: review of additions /deletions to the budget since August 1,
2014 distribution, the percentage increase in millage over the rolled -back rate necessary to
fund the budget and the specific purpose for which ad valorem tax revenues are being
i ncreased.
Finance Manager Brosonski advised the proposed operating budgets for the City of Ocoee for
FY 2015 total $55,422,500. The proposed General Fund budget is $36,751,670. Ad Valorem
taxes are being assessed to provide funding for:
• operational expenses,
• capital purchases,
• land purchases,
• potential debt service payments, and
• Salaries necessary to provide municipal services to the citizens and businesses of Ocoee.
The City Manager presented the commission with a budget balanced at 5.7855 mils in
expenditures and .7145 mils in contingency for a total of 6.5 mils which is higher than the rolled
back rate of 5.5337.
The commission approved a proposed tentative millage rate for FY 2015 of 6.5000 mils. This
rate is higher than the rolled back rate and generates $1,704,680 more than the rolled back rate.
Adoption of the 6.5 mils requires a majority vote by the commission.
Items that were discussed but no action or consensus reached during the workshops are itemized
on the wish list for further consideration.
RECESS Tentative Budget Public Hearing at 6:11 p.m.
RESUME Fire Assessment Public Hearing at 6:12 p.m.
Support Services Director Butler advised that tonight they are looking at the final action to
implement the fire assessment for Fiscal Year 2015 by adopting the Annual Rate Resolution.
Included in the resolution is the proposal to adopt the Assessment Rate per net FPU (Fire
Protection Unit) and authorization for the Mayor to sign the Assessment Roll certification for FY
2015, which must be delivered to the Orange County Tax Collector so the assessments can be
included in the November 2014 tax bill.
City Attorney Cookson read the title of the resolution.
Support Services Director Butler briefly summarized the contents of the resolution advising
that staff is recommending establishing the Maximum Assessment Rate of $69.50 and the
estimated number of FPUs calculated using the currently available and preliminary data, the total
revenue generated would be an excess of $1.9 million. To develop the final revenue forecast, the
following reductions should be applied:
• 2% estimated cost of collection;
• discount of up to 4% for early payment; and
• 1 % allowance for non - payment.
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Ocoee City Commission Regular Meeting
September 8, 2014
Collectively, these reductions produce estimated revenue of $1.8 million at the maximum
assessment rate. That revenue level of $1,800,000.00 would be recognized in the proposed
budget for FY 2015.
Mayor Vandergrift opened the public hearing.
1. Comments by Citizens.
Greg Keethler, 2430 Orsota Circle, explained his extensive studying of the Ocoee budget for
this year as well as the budget for Winter Garden and Apopka. He displayed several charts
showing the three cities and their tax base comparisons for 2012. Mr. Keethler further opined
that he is against the fire assessment fee and believes the city needs to consolidate fire services
and lower the millage rate. Lengthy discussion ensued regarding the consolidation of the Fire
Department. There was discussion among the Commission and Mr. Keethler regarding
consolidation of fire services.
Mike Hopper, 240 E. Silver Start Road, spoke in favor of keeping the Fire Department and
shared that there is no way that cost will not raise or cause an impact if they chose to consolidate
the Fire Department.
Mayor Vandergrift asked Fire Union President James Kelley to explain how the insurance will
affect the residents and what the ISO rating is for Ocoee. Fire Union President Kelly answered
that he believes they are an ISO 2 rating and as far as an impact on residents he is not sure what it
will be but that there will be an impact. City Manager Frank explained that he has checked with
State Representative Bryan Nelson, who is an insurance agent, and he looked at the difference in
ISO ratings 1 -8 for residential and Mr. Nelson shared that an ISO I -8 would be rated the same as
far as insurance purposes. ISO 9 ratings in a rural area would however make a difference.
Jose Iglesia, 400 Misty Meadow Drive, spoke in favor of keeping the fire department. He
expressed his concerns with the fluctuating of the proposed savings to the City with regards to
the consolidation and concerns with the millage rate. He inquired if it could require a City
referendum of its residents to determine if the commission is making the right decision. Mayor
Vandergrift answered that this is a complicated matter to be put on the ballot where people
would understand it. Before a recess was taken Commissioner Johnson briefly shared his beliefs
on what makes up a community.
BREAK: 7:00 p.m. - 7:09 p.m.
Barbara -Ann Boudokhane, 268 N. Lakeshore Drive, spoke in favor of keeping the fire
department and shared a personal story involving the death of a loved one due to a house fire.
Mayor Vandergrift closed the public hearing.
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Ocoee City Commission Regular Meeting
September 8, 2014
2. Comments by Commissioners.
City Attorney Cookson advised that they are still under the public hearing for the Fire
Assessment and it has been obvious that the consolidation of the fire department is a big part of
the budget and fire assessment. He advised unless there is a motion to do the consolidation of the
fire department than he thinks they can move along with the fire assessment resolution; however,
now would be the time to make a decision on the consolidation.
Commissioner Keller, seconded by Commissioner Johnson, made a motion to
decline moving forward with consolidating the Ocoee Fire Services with Orange
County. Motion carried 5 -0.
City Attorney Cookson advised that now would be the time to discuss the fire assessment fee
since they had the public hearing related to the fire assessment.
Support Services Director Butler explained that staff s recommendation is to go with the
$69.50 that was advertised as per net fire protection unit. The resolution also provides for
exemptions for government owned and institutional property. City Manager Frank asked
Support Services Director Butler to please clarify how it was set last year since it was a lower
rate. It was also advised that tonight's meeting will determine the final rate that will be
implemented for fiscal year 2015. Explanation was given that $69.50 is the maximum rate,
however the commission can decide on any rate they wish to implement up to the $69.50.
Lengthy discussion ensued regarding the fire assessment fee and where the monies would go.
Commissioner Keller, seconded by Commissioner Johnson, moved to adopt the
Annual Rate Resolution No. 2014 -008 establishing the net fire protection unit at
$69.50 and authorizing the Mayor to certify the assessment roll at that rate.
Before taking a vote the Commission advised the audience that this assessment is voted on every
year and is placed on their tax bill as non -ad valorem. Mayor Vandergrift advised he would be
voting "no" on this assessment and briefly explained his reasons. Lengthy discussion ensued
regarding what is needed to help improve the City.
Terri Lee Ivy, native of Ocoee, said she feels it will be wonderful to have the facilities for the
children because they need that when they are young but as they grow older they also need some
place to go. Ms. Ivy further commented that there needs to be a balance in the City and it would
be nice to have more restaurants as well as a downtown.
Mike Hopper, 240 E. Silver Start Road, spoke in favor of the fire assessment because it will
help the City to get more than just the parks but also a downtown which is needed.
After a brief unrelated discussion, Commissioner Keller moved to question. City Attorney
Cookson repeated the motion:
Commissioner Keller, seconded by Commissioner Johnson, moved to adopt the Annual Rate Resolution
No. 2014 -008 establishing the net fire protection unit at $69.50 and authorizing the Mayor to certify the
assessment roll at that rate.
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Ocoee City Commission Regular Meeting
September 8, 2014
It was briefly clarified that the money from the fire assessment fee will be going toward the Fire
Department as required by law. This would in turn free up money in the general fund, which was
being used for the Fire Department, to now be used for other purposes.
After discussion, Motion carried 3 -2 with Mayor Vandergrift and Commissioner
Grogan opposing.
RESUME Tentative Budget Public Hearing at 7:36 p.m.
Commissioner Keller inquired as to how much of what is currently budgeted in contingency
would have to be backed out to get back to the $50,000 they normally carry since they just
adopted the fire assessment fee. Finance Manager Brosonski advised that they currently have
the $1,244,540 as well as the $1,000,090 from the recently assessed fire fee. The $50,000 is not
counted in that number.
Commissioner Keller moved to remove $1,244,540 from contingency to get to a
millage rate of 5.7855. Motion died for lack of second.
Commissioner Wilsen said she felt it would be best to start with the balanced budget at 5.7855
and then add in the items they would like to see from the wish list which would give them the
millage rate. She further shared some of the items they discussed from the wish list that they had
previously discussed were important to have:
• HRDB funding for additional event - $12,000
• Cemetery Improvements - $50,000
• Traffic Calming - $56,000
• Resurfacing parking lot at Community Center - $25,000
• Kissimmee Avenue Property purchase - $540,000
• News Service of Florida (monthly subscription) - $792
Commissioner Johnson shared that he would like to add an item that is not on the wish list
which would be a 2.4% merit increase for general employees' verses the 2% budgeted which
would be an increase to the budget by $63,000.
• 2.4% increase - $63,000
City Manager Frank advised Commissioner Wilsen that she may also want to recognize the
$500,000 revenue for the deposit on Crown Pointe as well as include the Crown Point PUD
Project (VHB) which is our share of the developer's agreement we need to pay in order to do
some additional work.
• Crown Point Deposit — ($500,000)
• Crown Point Project (VHB) - $12,500
Commission Wilsen inquired what the millage rate would be with the items mentioned above.
Finance Manager Brosonski advised those amendments to the tentative budget would put the
millage rate at 5.9344 mils.
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Ocoee City Commission Regular Meeting
September 8, 2014
Mayor Vandergrift commented that he also has a couple of items he would like to add, such as
consideration on buying an FM Radio Station that could be used to broadcast emergencies as
well as other things. Also consider purchasing 25 body cameras for our Police Department which
would just be a transfer of funds from road signs. Lastly, switch to e- newsletters verses the mail -
out newsletters which could save the City about $10,000. Commissioner Wilsen commented
that she hopes the new website would have postings that would be equivalent to a newsletter.
Mayor Vandergrift shared that the only issue is that residents do not know the information is
there. Support Services Director Butler advised that the new website will have a push
capability that would allow them to send out items of more urgency. Staff has reviewed the
prototype and is now preparing their comments to go back to the contractor to make the final
adjustments to the website that is currently in development. Furthermore, the new website will
also have the capability for people to sign up for notifications.
City Attorney Cookson advised that if there is no other wish list items to be brought up than it
would be appropriate to open up the public hearing. Commissioner Grogan inquired why the
red light camera program was listed on the wish list. City Manager Frank advised that staff was
directed to bring back an agenda item for the red light camera which will occur at the next
Commission Meeting. The red light camera program was added to the wish list because there is
financial ramification if they get rid of the right on red citations.
Commissioner Keller commented that now that they have the money from the fire fee which
will open up some general funds. He would like for them to at least start thinking about how they
can direct some of the general fund money toward their strategic visioning items such as
downtown projects.
Mayor Vandergrift opened the public hearing.
William Maxwell, 558 Woodson Ave., read a letter he provided to the Commission in regards to
the allocation of money which was earmarked to the HRDB for the purpose of planning and
hosting an international cultural exposition (ICE). He explained that during the discussion at the
last budget meeting, Commissioner Johnson suggested reallocating the already budgeted
$12,000 for MVP and $10,000 for Community Merit Program (CMA) as a source funding for the
HRDB event. Opposition was received from Commissioner Wilsen regarding reallocating the
funds for which he as some questions from the Commission regarding the eligibility and criteria
for receiving those grants. Mr. Maxwell's questions were answered by Commissioner Wilsen.
After further discussion, Commissioner Johnson asked that a list of names for every
organization granted funds in the last ten years be provided at the next budget hearing.
Commissioner Wilsen commented that she will make a motion at the next meeting that the
budgeted funds for the CMA and MVP remain the same. Mayor Vandergrift asked that it be
added to the wishlist so they can work out the figures. He further commented that it could also be
taken into consideration that they temporarily reallocate the funds for just the one year.
Commissioner Johnson said that was his intent.
Lastly, Mr. Maxwell commented on the suggestion made by the Commission to combine all their
events into one. The majority consensus of the sub - committee members, during their last
meeting, was that each event has its own related historical circumstances and to diminish any of
the existing events could render a negative impact. Further discussion ensued. Mr. Maxwell
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Ocoee City Commission Regular Meeting
September 8, 2014
noted that before budget meetings are over he would like clear direction on what is expected of
the HRDB.
Mayor Vandergrift closed the public hearing
3. Motions by Commissioners for amendments to the proposed tentative budget.
NOTE: RECESS (if needed) to recompute the proposed millage rate and rolled -back percentage
increase.
C. Announcement by Finance Director of the recomputed proposed millage rate and the percent
by which the recomputed proposed millage rate exceeds the rolled -back rate. This percentage
is the proposed tentative percentage increase in property taxes. Announcement regarding the
vote required to adopt this millage rate (Regular Majority, Super Majority, or Unanimous).
1. Read title of Ordinance regarding millage rate.
City Attorney Cookson read the title of the ordinance.
AN ORDINANCE OF THE CITY OF OCOEE, FLORIDA,
ESTABLISHING A MILLAGE RATE FOR AD VALOREM TAXES FOR
THE CITY OF OCOEE FOR THE FISCAL YEAR BEGINNING
OCTOBER 1, 2014, AND ENDING SEPTEMBER 30,2015; PROVIDING
FOR MILLAGE ADJUSTMENT; PROVIDING FOR COLLECTION OF
TAXES; PROVIDING FOR 17.46 INCREASE IN MILLAGE RATE
OVER THE ROLLED -BACK RATE; PROVIDING FOR
SEVERABILITY; PROVIDING AN EFFECTIVE DATE.
2. Motion to adopt the tentative millage rate.
a. Comments by Citizens- None
F b. Comments by Commissioners
Commissioner Keller asked if the tentative millage rate can remain at the 6.5 mils and during
the Final Budget Hearing they can than make the changes. City Attorney Cookson confirmed
that they did not want to include the amendments that were discussed tonight. Commissioner
Keller commented that leaving it at the 6.5 mils would allow the Finance Department to include
the items they discussed tonight and provide them with all the numbers. At the Final Budget
Hearing they can decide what they want or do not want.
c. Vote on motion to adopt the tentative millage rate.
Commissioner Keller, seconded by Commissioner Wilsen, moved that the City
Commission adopt the tentative millage rate (with no amendments included) at
6.5 mils; amendments will be incorporated at the Final Budget Hearing, for the
fiscal year beginning October 1, 2014, and ending September 30, 2015. Motion
carried 4 -0 with Mayor Vandergrift absent.
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Ocoee City Commission Regular Meeting
September 8, 2014
Finance Manager Brosonski announced that the percent increase over the rolled back rate of
5.5337 is 17.46 %. City Attorney Cookson stated that this millage rate will require a simple
majority vote.
3. Read title to Ordinance regarding budget.
City Attorney Cookson read the title of the ordinance.
AN ORDINANCE OF THE CITY OF OCOEE, ORANGE COUNTY,
FLORIDA, ADOPTING A TENTATIVE BUDGET FOR THE FISCAL
YEAR BEGINNING OCTOBER 1, 2014, AND ENDING SEPTEMBER 30,
2015; PROVIDING FOR SEVERABILITY; PROVIDING AN
EFFECTIVE DATE.
4. Motion to adopt the tentative budget.
a. Comments by Citizens.- none
b. Comments by Commissioners.- none
c. Vote on motion to adopt the tentative budget.
Commissioner Keller, seconded by Commissioner Wilsen moved to adopt the
tentative budget of the City of Ocoee distributed along with the budget message
of the City Manager dated August 1, 2014, along with the changes resulting from
the Budget Workshops, and such tentative budget being for the fiscal year
beginning October 1, 2014, and ending September 30, 2015. Motion carried 5 -0.
Commissioner Keller, seconded by Commissioner Wilsen moved to adopt the
tentative budget of the City of Ocoee for the fiscal year beginning October 1,
2014, and ending September 30, 2015. Motion carried 5 -0.
D. Motion to schedule the public hearing on September 17, 2014, at 6:00 p.m. in the
Commission Chambers to adopt the final millage rate and budget.
Commissioner Keller, seconded by Commissioner Wilsen, moved that a public
hearing to consider the final millage rate and final budget be scheduled for
September 17, 2014, at 6:00 p.m. to adopt the final millage rate and final budget
be prepared by the City staff, and that all other action necessary to comply with
the requirements of Section 200.065, Florida Statutes, be undertaken. Motion
carried 5 -0.
E. Announcement by Mayor Vandergrift of end of hearing and date for final millage and
final budget hearing.
Mayor Vandergrift announced the end of hearing and date of final budget and final millage rate
hearing will be held on September 17, 2014, at 6:00 p.m., at Ocoee City Hall.
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Ocoee City Commission Regular Meeting
September 8, 2014
A
The meeting was adjourned at 8:25 p.m.
Attest:
APPROVED:
City of Ocoee
Beth Eikenberry, City Clerk S. Scott Vandergrift, Mayor
Page 9 of 9
MINUTES
January 6, 2015, at 6:45 P.M.
PRE MEETING PRESENTATIONS
Christmas Parade Trophies Presentation — Ocoee Lions Club
Youth
1 Place Boy Scout Pack #217
2 "Place Young Blacks in Action
3 Ocoee Parks and Recreation
Honorable Mention - Martial Arts World of Metro West and Florida Youth Programs Cheer
Commercial
1st Place Tom West Blueberries
2 "`Place Club Z Fitness
3 Mathnasium
Honorable Mention - Kona Ice
Non - Commercial
1st Place American Legion 4109
2 "Place Rotary Club of Winter Garden and Ocoee
3 GFWC Woman's Club of Ocoee
Honorable Mention - West Orange Seniors
Church
1 st Place Knights of Columbus
2 "Place Liberty Lighthouse
3 Ocoee Christian Church
Judges Overall
All -in -One Entertainment
2014 Holiday Lighting Contest Winners — Parks and Recreation Advisory Board
"Over the Top" - Winner
Marge Johnstone, 193 Beacon Pointe Drive
Runner -up
Kelly Fitzgerald, 1513 Prairie Lake Blvd
"Cute as a Button" — Winner
Wayne Vaughn, 600 Cardinal St.
Runner -up
Chad Shafer, 267 Robyn's Glenn Rd
"Nostalgic" — Winner
Andrew & Wendy Isaccs, 1105 Jamela Dr.
Runner -up
Everette Eastham Jr., 613 Aldama
Regular City Commission
June 3, 2014
MINUTES
January 6, 2015, 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 Grogan. City Clerk Eikenberry called roll and
declared a quorum present.
Roll Call: Commissioner Grogan, Commissioner Wilsen, Mayor Vandergrift, Commissioner
Johnson, and Commissioner Keller.
B. PRESENTATIONS AND PROCLAMATIONS
Retirement Presentation to Ricky Waldrop for 32 Years of Service
Utilities Director Smith gave a brief working history of Mr. Waldrop's 32 years of employment
with the City of Ocoee. Each of the Commissioners expressed kind words regarding Mr.
Waldrop before he was presented with a rocking chair.
C. FROM CITIZENS /PUBLIC
Donna Sue Gable, Ocoee Middle School FFA Booster, asked if she could use Bill Breeze Park
and have fees waived for a fundraising event on Labor Day weekend, September 5"' and 61n
Several of the commissioners expressed their concern with the dates since it was a holiday
weekend. Ms. Gable shared that she could change the dates if needed. Consensus of the
Commission was that they do not have an issue with Ms. Gable's request to use the park and
have fees waived; however, she will need to work with Parks and Recreation Director Hayes to
work out a date for her event.
Doug Goddard, Access -Life, Inc., shared they just hosted their 4 Expo with success and are
looking to request the waiving of the fees and closing of the road and boat ramp for their 2015
Expo on October 3rd. Mr. Goddard advised that he has already spoken with Parks and
Recreation Director Hayes regarding the date of his event and there are no issues. After a brief
discussion regarding the closing of the boat ramp, consensus of the Commission was that they do
not have an issue with Mr. Goddard's request for boat /road closure and fees waived for their
October 3' event.
D. STAFF REPORTS AND AGENDA REVIEW - None
E. COMMISSIONERS ANNOUNCEMENTS
Commissioner Keller — 1) announced the Parks and Recreation Department will be hosting its
monthly Food Truck Friday event Friday, January 16th, from 6:00 to 9:00 pm., along Lakeshore
Drive, in Bill Breeze Park. Food trucks will be offering gourmet food and delectable treats, and
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Regular Commission Meeting
January 6, 2015
the Disney movie "Muppets Most Wanted" will be shown during the event; the movie will start
at 6:30 p.m., so come out and enjoy a dinner and a movie in the park. While enjoying yourself at
the Food Truck Friday event, come shop with some of Central Florida's best artisan and craft
vendors at the Ocoee -West Orange Market and have dinner by the lake. There will be several
local vendors selling a wide range of duality and locally made products. 2) thanked everyone that
participated in Operation Santa and residents that donated gifts.
Commissioner Wilsen — announced March 10' from loam — 3 pm at Bill Breeze Park is the
Annual Spring Fling Event. They are looking for vendors who are interested in participating. The
vendors they are seeking are to educate the community and would not be selling anything.
Commissioner Grogan — announced the City's Human Relations Diversity Board presents the
City of Ocoee's 9th Annual Dr. Martin Luther King Jr. Unity Parade and Celebration. The
parade theme this year is "Many Voices, One Dream ". The city's MLK Parade will be held on
Monday, January 19 at 10:00 a.m. on Clarke Road. This year's keynote speaker is local singing
sensation Sisaundra Lewis, from The Voice. For more information on the MLK Parade, visit
Ocoee.org.
Commissioner Johnson — announced that at the next Commission Meeting they will have a
presentation highlighting this past Founders' Day Event. The 2015 Founders' Day event is
scheduled for November 13 and 14
F. CONSENT AGENDA
Commissioner Wilsen, seconded by Commissioner Grogan, moved to approve
Consent Agenda Items #1 through #12. Motion carried 4 -0 with Mayor Vandergrift
absent.
1. Approval of Minutes for the Regular Commission Meeting Held December 2, 2014.
(City Clerk Eikenberry)'
Approved on Consent. Motion carried 4 -0 with Mayor Vandergrift absent
2. Reappointments to the Citizen Advisory Council for Ocoee Fire Department
(CACOFD).'(City Clerk Eikenberry)
The Citizen Advisory Council for the Ocoee Fire Department (CACOFD) was created to promote and maintain
communication, cooperation and a positive relationship between the City of Ocoee's citizens, City Commission
and Fire Department. The board shall consist of no less than 7 members, no more than 15 members, who will
serve three (3) year terms. The board currently has seven (7) members.
The three -year terms of Members Warren Channel and Charles Lawrie ended November 1, 2014. Both
members have indicated they are willing to serve another three -year term, if reappointed. There are no
applications currently on file.
Approved on Consent. Motion carried 4 -0 with Mayor Vandergrift absent
3. Approval of the 2014/2015 Sanitation Division Capital Outlay Revision. (Public Works'
Director Krug)
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Regular Commission Meeting
January 6, 2015
The City implemented the revised recycling collection program in August 2014, changing from manually
collecting recycled materials in bins to automated collection using 96 gallon carts with the side arm loading
(SAL) trucks as employed in the City's residential collection. Based on neighboring Municipalities'
experience, Public Works conservatively projected increased recycling volumes which would be handled by
three (3) SAL trucks. Participation in the revised recycle program has exceeded projections, more than
doubling the anticipated volume and requiring five (5) SAL trucks to collect the increased recyclables. Utilizing
the five (5) SAL trucks for recycling has changed the operational needs of Sanitation.
Public Works has analyzed the effects of the overwhelming recycling participation and determined both of the
SAL trucks slated for surplus this year will need to be replaced in order to maintain a serviceable truck fleet in
Sanitation. The current Sanitation budget includes a single SAL replacement, surplus of two nine (9) year old
SAL trucks, along with adding a chipper truck operation to revise our process of collecting tree debris. The
revision to the tree debris collection will need to be curtailed as the Team Members to be assigned to the
operation are being utilized to meet the recycling demands. Public Works is requesting the Commission
approve Public Works' request to revise the Sanitation Division's Capital Outlay to delete the proposed chipper
truck and chipper in order to include an additional SAL truck. This requested revision is adequately funded
within the existing Sanitation Capital Outlay budget.
Approved on Consent. Motion carried 4 -0 with Mayor Vandergrift absent
4. Approval of Purchase of New Air Packs for the Fire Department. (Interim Fire Chief
Hoover)
The Ocoee Fire Department has been using Scott Air Packs for the last 11 years without any complaints or
problems. These current Air Packs are reaching the end of their life cycle and new editions of NFPA 1981/1982
standards have made these packs obsolete. The Ocoee Fire Department is seeking the approval from the
commission to move forward in the acquisition of new Scott X3 Air Packs to replace our current Scott Air
Packs in an effort to upgrade to the current edition of NFPA standards and provide additional firefighter safety.
Our neighboring fire departments, Winter Garden and Orange County, are also moving toward replacing their
current Air Packs with the same Scott Air Pack, so by also making the change to these Air Packs will provide
all three departments with uniformity in Air Pack operations and aid in training and /or emergency operations.
Approved on Consent. Motion carried 4 -0 with Mayor Vanderqrift absent
5. Approval of Contracting with IBI Group (Florida) Inc. for the Installation of an 8 inch
Reuse Main in Conjunction with the Spring Lake Reserve Subdivision. ,(City ; Engineer
.
Wheeler)
The Spring Lake Reserve subdivision was approved by the City Commission on July 1, 2014, and began
construction shortly afterward. The IBI Group (Florida) Inc. project consisted of installing the infrastructure
representative of a residential subdivision for 97 single family homes. The development has connected to the
City's potable system on A.D. Mims Road and an extension off of Sparkling Water Circle in the Reflections
subdivision and the sanitary sewer lift station located in the Reflections subdivision on Sparkling Water Drive.
Connection to the City's reuse system was made to the pipeline on A.D. Mims Road.
The Ocoee Utilities Department has been experiencing some low pressures along Sparkling Water Circle and
has determined that connecting the Spring Lake Reserve reuse piping to the reuse system on Sparkling Water
Circle will alleviate these low pressures and allow for proper operation and coverage of the residents irrigation
systems. The Reflections subdivision is supplied reuse water through connections from Clarke Road. Based
upon hydraulic modeling, this third connection into the "backside" of Reflections will alleviate the low pressure
issue.
IBI Group was approached about installing this connection between the subdivisions. Their contractor agreed
to perform the work based upon prices established for his constructing the Spring Lake Reserve infrastructure.
IBI Group has offered to not add any mark up on their contractor's proposal. Therefore the cost to install this 8
inch reuse pipeline will be $19,183.79.
Approved on Consent. Motion carried 4 -0 with Mayor Vandergrift absent
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Regular Commission Meeting
January 6, 2015
The Florida Department of Transportation (FDOT) is nearing completion of the widening of the portion of SR
50 from Good Homes Road to the entrance to the West Oaks Mall. FDOT and the City have been working
together to have street lights installed along this portion of the road widening project. FDOT originally designed
high pressure sodium (HPS) lights for this section of the road widening and secured a bid from Lane
Construction Company for the installation as part of the overall project. This is FDOT's standard design — HPS
lights on 40 foot poles.
The City wanted to look at using LED lights as opposed to the HPS lights. City staff looked to move towards
newer technology lighting; and FDOT has allowed LED lights on a few highway projects as test cases. Two
main options were explored: the City designing, permitting, and constructing the lights or the City contracting
with Duke Energy Florida, Inc. to design, permit and install the lights. Duke Energy provided the City with a
cost proposal to design, permit, and install the LED street light system for this section of the SR 50 widening.
Duke Energy will perform routine maintenance, repairs and replacements as needed, and maintain an inventory
of pieces, parts, fixtures, poles, etc. Duke Energy already has the trained personnel and equipment needed to
install and maintain the lighting system. Duke Energy's proposal to install the LED light system on the section
of SR 50 from Good Homes Road to the entrance to the West Oaks Mall is for $119,464.84.
FDOT is offering funding to the City for the installation of the LED street lights. The funding is not required to
be reimbursed, provided the City meets the terms and conditions of the Joint Participation Agreement. The
amount of funding being offered by FDOT is up to $120,000 to cover the cost of the installation of the street
lights. Lacking this agreement, the City would have to pay for the entire lighting project out of its own funds.
Approved on Consent. Motion carried 4 -0 with Mayor Vandergrift absent
7. Approval of the Amended 2014 Edward Byrne Memorial Justice Assistance Grant
(JAG) Application 2015 -JAGC- 2441. (Police Chief Brown)
This year, $10,645.00 has been made available for the City of Ocoee Police Department through the Edward
Byrne Memorial Justice Assistance Grant (JAG). The Byrne Memorial Justice Assistance Grant (JAG) Formula
Program Committee wishes to submit the attached 51 % Letter to the Office of Criminal Justice Grants in
Tallahassee. This letter lists the various programs for which the participating law enforcement agencies in
Orange County plan to spend the $342,874.00 allocated to them. The letter and accompanying grant application
must be signed by the Mayor. If approved, the City of Ocoee will receive $10,645.00 to purchase mobile rapid
ID fingerprint technology. Oftentimes, people who do not wish to reveal their true identities to law
enforcement officers will give false names and claim not to have identification on their persons. Gains in
technology have allowed law enforcement officers to identify people who have fingerprints on file by means of
electronic mobile rapid ID fingerprint scanners. By scanning a fingerprint and wirelessly transmitting that print
to be checked against electronic databases, officers can learn the identity of people in seconds, as opposed to the
hours or days of older models. The City of Ocoee Police Department has purchased, tested, and evaluated
Mobile Wireless Fingerprint Scanners. These mobile rapid ID fingerprint scanners enable officers on the street
to quickly identify individuals by cross matching their fingerprints against the FDLE database. The agency
would like to purchase five (5) mobile rapid ID scanners, related software, warranty, and maintenance contracts
with the money from the grant.
Approved on Consent. Motion carried 4 -0 with Mayor Vandergrift absent.
8. Approval of Purchase of Police Full Service K9 (and all associated' medical and training
costs). (Police Chief Brown)
The City of Ocoee Police Department's K9 program currently has two officers assigned to the unit. One officer
has a full service K9 (Nitro) while the other officer has a narcotics only K9. The narcotics only K9 (Ajsa) is in
declining health, and it is the recommendation of her veterinarian that she be retired as continued service will
only accelerate her decline. In order to continue this valuable program and enhance its capabilities, the agency
wishes to utilize State forfeiture funds to purchase and train a full service K9 to replace Ajsa. Full service police
dogs can provide narcotics detection, conduct searches for missing and endangered persons, and evidence, as
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January 6, 2015
well as provide criminal tracking and apprehension. The estimated cost to purchase and train a new K9 and to
have it medically examined prior to purchase is $12,000.
Approved on Consent. Motion carried 4 -0 with Mavor Vandergrift absent
9. Approval of Transfer of Ownership of Retiring Police K9 AJSA. (Police Chief Brown)
The City of Ocoee Police Department's K9 program currently has two officers assigned to the unit. One of the
police K9s, Ajsa, is in declining health, and it is the recommendation of her veterinarian that she be retired as
continued service will only accelerate her decline. Ocoee Police Department must find a home for Ajsa. The
Ocoee Police Department has found a suitable party, Mr. Jordan Rehn, who is ready to provide a home to Ajsa
in her retirement years. Mr. Rehn is associated with Greenbriar Pet Cemetery and has a unique background and
familiarization with police K9s, being the son of a neighboring police department's K9 trainer.
Approved on Consent. Motion carried 4 -0 with Mavor Vandergrift absent
10. Award of RFQ #1401 Engineering Services for Ocoee West Sanitary Transmission
Project. (Purchasing Agent Tolbert)
In compliance with the Consultants' Competitive Negotiations Act (CCNA), Florida Statutes Section 287.055
and Chapter 21 of the City's Code of Ordinances, the City solicited statements of qualifications from qualified
professional engineering, engineering /surveying firms /teams that are interested in providing design,
coordination, permitting and bidding services for the City's Ocoee West Sanitary Transmission Project. The
project consists of 21,400 feet of 12" to 20" diameter sanitary sewer forcemain and a regional master lift station.
The selected Consultant will assist the City by supplying sanitary sewer transmission design, coordination,
permitting, and bidding services needed to support the project.
The six (6) responses were evaluated by the RFQ Evaluation; the public RFQ Evaluation Committee meeting
was held on September 30, 2014, with the Evaluation Committee evaluating and short- listing the firms on
specific evaluation criteria. The evaluation committee recommends contracting with the top ranked firm, BFA
Environmental, per the award recommendation from the Utilities Director.
The Engineer's Planning Level Opinion of Probable Cost (2014) for the Western Transmission Main project is
$7,228,108.00 with $625,000.00 pre - staged with the Bluford Storm Water and the Dollar General Projects.
Also included with this work is the initial phase of the Downtown Sewer Project with a planned $500,000
expenditure. Based on the remaining work for the transmission project and downtown work. The project's
complexity has been reduced to the hydraulic design work and liftstation design work being completed by
others. Engineering fees should range around $450,000.
Approved on Consent. Motion carried 4 -0 with Mayor Vandergrift absent
11. Award of Bid #B14 -02 -R Lift Station #10 Rehabilitation; and Lift Station #9 Removal'
Project (Rebid). (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 Lift Station #10 Rehabilitation; and Lift Station #9 Removal (Project). The work
consists of the decommissioning of lift station #9 (conversion of station to an inline manhole), and the
rehabilitation of station #10. In addition, the work will include the replacement of 1,000 feet of gravity mains
due to failures and grade changes in the mains.
This project was originally bid on February 11, 2014, and rejected by the City Commission on May 6, 2014
with the intent to revise the bidding documents and re -bid the project. Staff recommended the rejection of the
bids due to the need to add the emergency repair of a gravity main and centralized "Alarm Monitoring Control
Center" to the project.
The bid was publicly advertised on August 31, 2014, and opened on September 30, 2014. A pre -bid conference
was held on September 17, 2014. There was only one (1) bid received, from L7 Construction, Inc. for
$725,879.80 (adjusted due to mathematical error in the bid form). Staff recommends that the City Commission
award Bid #B14 -02 -R Lift Station #10 Rehabilitation and Lift Station #9 Removal Project (Re -Bid) to L7
Construction, Inc., in the amount of $725,879.80. Staff also recommends that project funding be supplemented
with $400,000.00 from Wastewater Repair & Replacement.
Approved on Consent. Motion carried 4 -0 with Mayor Vandergrift absent.
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Regular Commission Meeting
January 6, 201.5
12. Award of Bid #B15 -01 Forest Oaks Water Treatment Plant (WTP) & South WTP
Ground Storage Tanks Rehabilitation Project. (Purchasing Agent Tolbert)
In conformance with the policies and procedures of the City of Ocoee (City), bids were solicited from qualified
contractors to perform the Forest Oaks WTP & South WTP Ground Storage Tanks Rehabilitation Project
(Project). The work consists of rehabilitation of 4 concrete ground storage tanks at the City's two water
treatment plants. This work involves draining, cleaning, repair of spalling, cracking and damaged concrete,
exposed and deteriorating structural steel, removal of portions of interior piping, re- applying interior coatings
and corroded hardware and refilling and disinfecting of the tanks.
The bid was publicly advertised on September 21, 2014, and opened on October 21, 2014. A pre -bid
conference /site visit was held on October 2, 2014. The City received 4 bids for this project. The low bidder is
Atlas Steel Coatings, Incorporated located in Brooksville Florida. Atlas Steel Coatings, Incorporated could not
provide viable references related to concrete tank repair or similar work experiences relating to this project, thus
staff recommends Atlas Steel Coatings bid be deemed non - responsible and their bid not be accepted.
The second lowest bidder is Precon Corporation located in Newberry, Florida. Their bid price is $186,863.00.
All Precon Incorporated references provided positive responses to inquiry for similar work as described in the
bid. Additionally, Precon Incorporated is one of the largest and most experienced contractors of pre- stressed
wire wound concrete storage tanks in Florida.
Staff recommends that the City Commission award Bid #1315 -01 Forest Oaks WTP & South WTP Ground
Storage Tanks Rehabilitation Project to Precon Corporation in the amount of $186,863.00.
Approved on Consent. Motion carried 4 -0 with Mayor Vandergrift absent
G. SECOND READING OF ORDINANCES — PUBLIC HEARINGS
13. Code of Ordinance Amendment — Reduction of Impact Fees and the Deferral of the
Road Impact Fees Payments Extension until April 30, 2015. (advertised in the West Orange
Times on Thursday, December 25, 2014). (City Planner 'Rumer)
The City's Transportation Impact Fee update is being reviewed for final comment and adjustment however will
not be ready to adopt before the sunshine date of December 31, 2014. Staff is requesting an additional extension
to adopt the updated Transportation Impact Fees in 2015. Also, per Florida Statute Section 163.31801: "Impact
Fee adjustments are required to be noticed no less than 90 days before the effective date of an ordinance or
resolution imposing a new or increased impact fee. A county or municipality is not required to wait 90 days to
decrease, suspend, or eliminate an impact fee." The additional time will give the City time to properly notice the
amendment if new fees or higher fees are proposed.
City Attorney Cookson read the title of the ordinance.
Mayor Pro Tem Johnson opened the public hearing. As no one wished to speak, the public
hearing was closed.
Commissioner Keller, seconded by Commissioner Wilsen moved to approve
Ordinance No. 2015 -001 for Reduction of Impact Fees and the Deferral of the
Road Impact Fees Payments Extension until April 30, 2015 per staff's
recommendation. Motion carried 4 -0 with Mayor Vandergrift absent
The ordinance, as adopted on second reading, carries the following title:
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Regular Commission Meeting
January 6, 2015
ORDINANCE NO. 2015 -001
AN ORDINANCE OF THE CITY OF OCOEE, FLORIDA RELATING
TO ROAD, RECREATIONAL PARK, FIRE, AND POLICE IMPACT
FEES; PROVIDING FOR THE EXTENSION OF THE TEMPORARY
DEFERRAL OF ROAD IMPACT FEE PAYMENTS UNDER CERTAIN
CIRCUMSTANCES; PROVIDING FOR THE TEMPORARY
REDUCTION OF IMPACT FEES FOR ROADS, RECREATIONAL
PARK, FIRE AND POLICE; PROVIDING FOR RETROACTIVE
APPLICATION OF THE TEMPORARY REDUCTION; ADDRESSING
THE AFFECT ON THE TEMPORARY DEFERRAL ON EXISTING
ANNEXATION AND DEVELOPER AGREEMENTS; PROVIDING FOR
SEVERABILITV; PROVIDING FOR CODIFICATION; PROVIDING AN
EFFECTIVE DATE.
H. PUBLIC HEARINGS
umunity College — Preliminary /Final Site Plan. (Advertised in the West Orange Times
(City Planner Rumer)
Mayor Pro Tem Johnson opened the public hearing and announced this item will be continued
to the January 20, 2015, Commission Meeting.
I. REGULAR AGENDA
15. Reappointment of Commissioner Keller to MetroPlan Orlando's Municipal
Committee (MAC). (Mayor Vandergrift)
The MetroPlan Orlando, a regional transportation partnership, sent a letter to Mayor Vandergrift requesting that
the City of Ocoee reaffirm their desire to continue participating on the Committee for 2015 and, if so, to appoint
or reappoint the member who will serve as the City's representative. This position has been historically
appointed in March with the other commission liaisons; however MetroPlan would like the appointments to be
made on a calendar year basis.
Staff recommends the Mayor and Commission reaffirm their desire to continue participating on MAC and
reappoint Commissioner Keller to remain the city's representative for the year 2015.
Commissioner Wilsen, seconded by Commissioner Grogan, moved to approve
the reappointment of Commissioner Keller to MetroPlan Orlando's Municipal
Advisory Committee (MAC). Motion carried 4 -0 with Mayor Vandergrift absent
J. STAFF ACTION ITEMS - None
K. COMMENTS FROM COMMISSIONERS
Commissioner Grogan — announced that Representative Bryan Nelson needs representatives
from cities along Lake Apopka to establish a new board called the Lake Apopka Echo Lake
Tourism Board. Commissioner Grogan advised that he would like to represent the City on that
board. Commissioner Wilsen said District 1 has the area around Lake Apopka and agrees it is
appropriate to have Commissioner Grogan represent the city.
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January 6, 2015
Commissioner Wilsen, seconded by Commissioner Keller, moved to appoint
Commissioner Grogan as representative for the City of Ocoee to the Lake Apopka
Echo Lake Tourism Board. Motion carried 4 -0 with Mayor Vandergrift absent
Commissioner Wilsen — None
Commissioner Grogan — None
Commissioner Johnson — 1) announced that the Christmas lights were beautiful around town
but he would like to talk about adding more lights and a few other extra things next year. 2)
announced that he has had discussions with the City Manager on safety precautions that would
help the citizens. The City Manager briefly explained license plate reader cameras that they
would like to have placed within the City limits. They would like to implement a program to
purchase the license and cameras. Staff can bring back some information for commission
consideration in the next month or so. There are forfeiture funds that can be used once they have
more information to bring back. Commissioner Wilsen inquired if they could also get an update
on the other cameras that the Police Department has been working on. City Manager Frank
advised he would. 3) Commissioner Johnson inquired about the water tanks being painted. City
Manager Frank advised that the Commission just approved the repainting of the water tanks
under the Consent Agenda. The commissioner also asked if fast growing trees could be installed
around the outskirts of the tanks.
ADJOURNMENT
Meeting adjourned at 7:47 p.m.
APPROVED:
Attest:
City of Ocoee
Beth Eikenberry, City Clerk S. Scott Vandergrift, Mayor
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