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08-04-15 Agenda OCOEE CITY COMMISSION Ocoee Commission Chambers 150 North Lakeshore Drive Ocoee, Florida August 4, 2015 AGENDA 7:15 P.M. REGULAR CITY COMMISSION MEETING A.CALL TO ORDER Invocation Pledge of Allegiance Roll Call and Determination of Quorum B.PRESENTATIONS AND PROCLAMATIONS Appointments of the Mayor and Mayor Pro Tem Presentation from Kristin Kehley of the N.Y.C. Dance Company C.COMMENTS FROM CITIZENS/PUBLIC D.STAFF REPORTS AND AGENDA REVIEW E.COMMISSIONERS ANNOUNCEMENTS F.CONSENT AGENDA ALL MATTERS LISTED UNDER THE CONSENT AGENDA ARE CONSIDERED TO BE ROUTINE AND WILL BE ACTED UPON BY ONE MOTION. THERE WILL BE NO SEPARATE DISCUSSION OF THESE ITEMS UNLESS DISCUSSION IS DESIRED BY A MEMBER OF THE COMMISSION, IN WHICH CASE THE MAYOR WILL INSTRUCT THE CITY CLERK TO REMOVE THAT ITEM FROM THE CONSENT AGENDA AND SUCH ITEM WILL BE CONSIDERED SEPARATELY. Approval of Minutes for the Regular Commission Meeting Held July 21, 2015. 1. (City Clerk Eikenberry) Appointment to the Human Relations Diversity Board. (City Clerk Eikenberry) 2. Members of the Human Relations Diversity Board serve three-year terms. Currently the Human Relations Diversity Board has ten (10) members, and their resolution allows no less than seven (7) members and no more than thirteen (13) members. One (1) application has been submitted to serve on the board; Kathleen Crown, Ed.D., has expressed interest in serving on the board. Staff recommends that the City Commission consider appointing Dr. Crown to the Human Relations Diversity Board with a term ending May 2018. Approval of Amendment to Irrevocable Standby Letter of Credit for Spring 3. Lake Reserve(City Engineer Wheeler) . The Spring Lake Reserve subdivision is currently under construction building the infrastructure and overall site amenities for a 79 lot single family residential subdivision located on A.D. Mims Road across the street from the Jim Beech Recreation Complex. As part of the platting process the developer is to furnish the City a surety in the amount of 115% of the unconstructed improvements at the time of platting. Mattamy Orlando, LLC attempted to furnish the City with an Irrevocable Standby Letter of Credit for the surety at the time of platting. However, the Letter of Credit did not show up prior to presenting the plat to the City Commission for approval; so Mattamy Orlando, LLC furnished the City with a check Regular City Commission August 4, 2015 in the amount of the surety required. The Letter of Credit was never delivered to the City to replace the check. The check was deposited into a separate account, and the monies will be held until such time as the Certificate of Completion is issued by the City and Mattamy Orlando, LLC furnished the City with the 2-year warranty surety in the amount of 10% of the constructed improvements. Approval of Funding for Street Lighting on SR 50 as part of FDOT’s Widening 4. Project from Good Homes Road to the Entrance to the West Oaks Mall. (City Engineer Wheeler) The Florida Department of Transportation (FDOT) has completed 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. At the January 6th City Commission meeting funding was approved for this project by advancing the funds from funds budgeted for paving in the Streets Department. Upon completion of the installation of the street lights, the City was to invoice the State for reimbursement of the $120,000 needed to pay Duke Energy Florida, Inc. Although the State will be reimbursing the City for the costs of the street light installation, the City needs to fund the project in the interim. The Finance Department proposes to fund the street light project from designated funds in the Capital Projects fund and Streets Operating budget at this time. Based upon the timing to install the street lights, receive the invoice from Duke Energy, and to invoice the State for the reimbursement, monies from the State may not be received in this fiscal year. Whenever the reimbursement is received from the State, it will be deposited into the Capital Projects fund. Approval of Additional Funds for 2015 Ambulance. (Fire Chief Miller) 5. The approved city budget includes the purchase of an Ambulance, which is in need of an additional $48,915.00 for the purchase, as not to exceed amount of $140,000.00 that was originally approved for financing. The additional amount will come from the following accounts 001-522-00-1200 - $32,915.00 and 001-522-00-2200 - $16,000.00. The increase is due to the new Ambulance National Standards requirement. Approval to Transfer $15,000 from 001-516-00-4900 Contingency Account to 6. Education/Incentive Account 001-516-00-1503. (Human Resources Director Williford) The Education/Incentive line item is under General Government, but is administered by the Human Resources Department. It is used to cover the employee’s tuition as outlined in the City Personnel Rules & Regulations. The Education Incentive Program has been utilized by employees more than what was anticipated for fiscal year 2014/2015. Due to increased utilization by employees, the $25,000 budgeted for Education/Incentive is almost depleted and will be necessary to transfer money in order to cover this expense through the end of this fiscal year. Approval to Reallocate Existing Capital Budget Funds of $15,000 to Purchase 7. Power and AC Backup Units for the City Hall Server Room at a Total Cost of $11,791.80 and to Make Internal Modifications to Install and Use these Units. (Support Services Director Butler) The FY 2015 Budget established a capital construction project to install a fire suppression system in the City Hall Server Room at a cost of $15,000. This budget level was based on a price quote secured by staff at the time the budget item was proposed. When this project was actually put out for bids, the only offer was at a cost of $32,000 - an amount that cannot be justified given the construction of a backup data center at Police Headquarters that would allow us to recover critical operations and data in case of a fire at City Hall. With the original intent not being feasible, staff seeks to address the next critical need for the City Hall Server Room, which is to provide power backup and a standby air-conditioning unit. During the past year, both power interruptions and one air-conditioner unit failure have occurred, with the result that critical servers lost power or overheated and shut themselves off. The power issue is caused by the Server Room not being completely on generator backup circuits. The existing group of small battery backups (aka, uninterruptible power supply or UPS) is capable of extending operations for only about 30 minutes and not all systems can be accommodated. The power capacity of existing generator- 2 | Page Regular City Commission August 4, 2015 supported circuits is not adequate to support the total power demand, which will only increase as additional storage units are put into operation. The air-conditioning unit in the room is barely adequate to meet existing needs and the room heats up quickly when the AC unit stops running. Approval to Purchase a Dell PowerEdge R430 Server at a Cost of $5,458.21 as a 8. Replacement for the Existing E-mail Server, to Move the Existing Budget to the Appropriate Account, and to Authorize Similar Budget Transfers in the Future Without Specific City Commission Action. (Support Services Director Butler) Staff desires to replace the existing server that supports the City’s e-mail operating software (Microsoft Outlook Exchange) in order to improve operations and increase reliability. This action was part of the overall plan for equipment replacement during the year, which is typically funded by budget provided in Operating Expense Account No. 001-516-00-5235. However, when the cost of a single item exceeds $5,000, City Purchasing and Accounting Rules require that Capital Account No. 001-516-00- 6405 be used. Both of these accounts carry the same description: “Computer Equipment/Software.” Capital acquisitions require City Commission approval when they are not specifically described in the adopted budget. Since server hardware units typically costs around $5,000, plus or minus a few hundred dollars based on the specific configuration needed for the intended purpose, fairly equivalent server acquisitions may require different funding sources and go through different approval processes. Such is the case with the Outlook Exchange Server, which has the highest performance demands of any application at the City. It needs the Dell Model R430 server that costs $5,458.21 and is considered to be a capital acquisition. This is in contrast to, for example, the Dell Model R320 server needed by the Police Department to support the new CTS America software used by Winter Garden dispatch. It cost only about $4,200 because of lower performance requirements and was treated as an operating expense. To a large degree, the difference between the e-mail and police servers is the central processing unit and the amount of memory included; externally, they look the same. Even the cost of an extended warranty can move an item from operating expense to capital budget since it is part of the total cost and is not individually priced. Approval of Florida Recreation Development Assistance Program (FRDAP) 9. Grant and Resolution. (Parks and Recreation Director Hayes) This is a request for City Commission approval to submit a grant application to the State of Florida under the Florida Recreation Development Assistance Program (FRDAP) for funding of $50,000 to construct improvements that would include a multiuse ball field for baseball, soccer, softball, and football, playground facilities, picnic facilities, off street parking facility, and related infrastructure for the Montgomery Road Park. The Capital Improvements Program for Fiscal Years 2013-2014 and 2014-2015 has included funding for the development of facilities for the Park.The FRDAP program is administered by the Department of Environmental Protection (DEP) and is a competitive grant program which provides grants to local governments for acquisition and development of land for public outdoor recreation use to a maximum of $200,000. Approval of Resolution and Railroad Reimbursement Agreement for Municipal 10. Grade Crossing Traffic Control Devices – Sawmill Boulevard. (Public Works Director Krug) This agreement provides for funding from the Federal Highway Administration to the FDOT to install new railroad grade crossing signals on Sawmill Boulevard at the Florida Central Railroad crossing. The purpose of this agreement is to allocate the Federal funds to upgrade existing grade crossing signals to meet current requirements. Approval of Certification of Non-Ad Valorem Assessment Roll for Solid Waste 11. Inclusion on the Orange County Tax Roll for Fiscal Year 2015/2016. (Public Works Director Krug) The City Commission approved Resolution No. 2006-003 to provide for collection of Solid Waste fees through the annual Orange County tax roll. The agreement between City of Ocoee and Orange County Tax Collector requires the City to annually certify the non-ad valorem assessment roll by September 15th. The fiscal year 2015/2016 tax roll for Solid Waste calculates revenue to be $3,033,324. This is based upon the residential Solid Waste fee which remains unchanged at $21 per month. This is an increase of $43,596 from the current year and is attributed to annexations and new homes. 3 | Page Regular City Commission August 4, 2015 Approval of Certification of Non-Ad Valorem Assessment Roll for Stormwater 12. Inclusion on the Orange County Tax Roll for Fiscal Year 2015/2016. (Public Works Director Krug) The City Commission approved Resolution No. 2006-003 to provide for collection of stormwater fees through the annual Orange County tax roll. The agreement between City of Ocoee and Orange County Tax Collector requires the City to annually certify the non-ad valorem assessment roll by September 15th. The fiscal year 2015/2016 tax roll for Stormwater calculates revenue to be $2,791,825. This is an increase of $27,104 from the current year and is attributed to annexations and new homes. The 2015/2016 fiscal year also incorporates the correction and adjustment of impervious area attributed to the auto auction properties. Assessment fees remain the same as the previous year. G.PUBLIC HEARINGS - None H.REGULAR AGENDA Consideration to Waive the Residency Requirement for Reappointment to the 13. Human Relations Diversity Board. (City Clerk Eikenberry) Members of the Human Relations Diversity Board serve three-year terms. Currently the Human Relations Diversity Board has ten (10) members, and their resolution allows no less than seven (7) members and no more than thirteen (13) members. One (1) application has been submitted to serve on the board; Barbara Anne Boudokhane is no longer a resident of Ocoee; however, per the Board’s Bylaws, the City Commission can waive the foregoing membership qualifications when the City Commission deems it appropriate. Ms. Boudokhane has expressed an interest in being reappointed to the Human Relations Diversity Board for a term ending May 2018. Staff recommends that the City Commission consider waiving the residency requirement and reappoint Ms. Boudokhane to the Human Relations Diversity Board with a term ending May 2018. I.STAFF ACTION ITEMS J.COMMENTS FROM COMMISSIONERS ADJOURNMENT PLEASE NOTE: IN ACCORDANCE WITH FLORIDA STATUTES 286.0105: ANY PERSON WHO DESIRES TO APPEAL ANY DECISION AT THIS MEETING WILL NEED A RECORD OF THE PROCEEDINGS AND FOR THIS PURPOSE MAY NEED TO ENSURE THAT A VERBATIM RECORD OF THE PROCEEDINGS IS MADE WHICH INCLUDES THE TESTIMONY AND EVIDENCE UPON WHICH THE APPEAL IS BASED. ALSO, IN ACCORDANCE WITH FLORIDA STATUTE 286.26: PERSONS WITH DISABILITIES NEEDING ASSISTANCE TO PARTICIPATE IN ANY OF THESE PROCEEDINGS SHOULD CONTACT THE OFFICE OF THE CITY CLERK, 150 N. LAKESHORE DRIVE, OCOEE, FL 34761, (407) 905 -3105 48 HOURS IN ADVANCE OF THE MEETING. 4 | Page