Item #01 Approval of Minutes for the Regular Commission Meeting held September 1, 2015 MINUTES
September 1,2015 at 7:15 P.M.
REGULAR CITY COMMISSION MEETING
A. CALL TO ORDER
Mayor Grogan 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 Johnson. City Clerk Eikenberry called roll and declared a
quorum present.
Roll Call: Mayor Grogan, Commissioner Wilsen, Commissioner Johnson, and Commissioner
Keller.
B. PRESENTATIONS AND PROCLAMATIONS
Legislative Update
Robert Stuart of Gray Robinson, P.A., gave a brief overview of some of the items that were
discussed and enacted over the legislative session. His presentation included the below key
points:
• Congressional Redistricting
• FHIX Plan (Florida Health Insurance Affordability Exchange Program) and LIP (Low
Income Pool)
• Vetoes
• Relocation of Utilities
• Amendment 1 Implementation
• Online Voter Registration
• School Testing
• School Start Date
• Police Body Cameras
R.P. Monacky, 1820 Prairie Lake Blvd., inquired if voting could be done online or by mail. He
was advised at this time it is only online voter registration. Voting by mail is currently an option.
Appreciation for Visionary Leadership to Robert Godek
Assistant Director of Support Services Gaines shared some kind words regarding Mr. Godek's
19 Years of Service as Chairman of the Code Enforcement Board. A plaque was presented to Mr.
Godek and Members of the Code Enforcement Board were present to share in this recognition.
Robert Godek briefly shared his experience when first moving into Ocoee and thanked the City
for allowing him to volunteer on several boards.
Presentation by Utilities Director Smith—Electric Vehicle Charging Program
Projects Coordinator Diana Turner gave a brief presentation on the proposed electric vehicle
charging station program. The City is proposing a partnership with ChargePoint which is a
company the offers the largest most reliable service network for the charging stations as well as
working with developers to encourage the inclusions of the conduit infrastructure for the
charging stations in their community. Staff is asking for consensus to treat this as a one year pilot
program so they can monitor the usage and operating costs. During the pilot program they are
asking to offer the amenity free of charge to residents and visitors.
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September 1, 2015
Mayor Grogan inquired how many electric cars the City had. It was answered that the Utilities
Department currently has one and the City does have several Hybrid vehicles. There are also two
smaller electrical vehicles budgeted in the upcoming fiscal year budget.
City Manager Frank said it would be a good idea to get a consensus to not charge for the first
year. Consensus from the Commission was to move forward with the pilot
program and not charge consumers while the City tests the usage and costs.
C. COMMENTS FROM CITIZENS/PUBLIC
D. STAFF REPORTS AND AGENDA REVIEW
E. COMMISSIONERS ANNOUNCEMENTS
Commissioner Keller — announced the Budget Hearing is next Wednesday, September 9th
starting at 6 p.m.
Commissioner Johnson—None
Commissioner Wilsen — 1) announced there is a grand opening of a new business named
Standing Ovation at the West Oaks Mall. The Grand opening is Saturday, September 5th at 10
a.m. 2) announced CENFLO event will also be this weekend at the West Orange 5 Movie
Theater.
Mayor Grogan—None
F. CONSENT AGENDA
Commissioner Keller, seconded by Commissioner Johnson, moved to approve
the Consent Agenda Items #1 through #7. Motion carried 4-0.
1. Approval of Minutes for the Regular Commission Meeting held August 18, 2015. (City:
Clerk Eikenberry)
Approved on Consent. Motion carried 4-0.
2. Award of B15-07 Septic Tank Pumping and Hauling Services Program. (Purchasing
Agent Tolbert)
The City of Ocoee Utilities Department intends to start a program for residents that manage the administrative
aspects of routine pumping of their residential septic system. The goal is to help protect the environment and
City residential properties from preventable sewage issues due to missed routine pumping of septic tanks.
Secondly, the City plans to make this a cost-effective program by pooling residents to achieve economies of
scale and reducing hauler costs by permitting free dumping at the wastewater treatment facility. The Septic
Tank Maintenance Program and the corresponding rate resolution will be brought forward at a subsequent City
Commission meeting. This is a pilot program, and the City reserves the right to cancel the contract at any time
based upon the success of the program.This term contract will be for an initial period of three(3)years with the
option of two (2) one-year automatic extensions for a maximum term of five (5)years. Staff recommends that
the City Commission award Bid #B 15-07 Septic Tank Pumping and Hauling Services Program to Brownie's
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Septic and Plumbing, LLC and Sauer Septics Environmental Service, Inc., for the prices as stated in their
respective bids.
Approved on Consent. Motion carried 4-0.
3. Approval of Declaration of Surplus Property. (Purchasing Agent Tolbert)
Staff requests the approval of the City Commission to contract George Gideon Auctioneers, Inc. for the public
sale of the City's surplus property. With Gideon performing online and onsite auctions,this action will present
the City with the opportunity of a larger coverage area and would alleviate the overtime costs incurred in
conducting the auction in-house. The surplus items will be delivered to the Gideon property located at 2753 N.
Hwy. 441, Zellwood, FL 32798. Gideon performs governmental auctions the third Saturday of each month;
therefore, the next available auction will be held on September 19, 2015 at 9:00 a.m. The auction will be
advertised in the Orlando Sentinel,the West Orange Times,and the City's Internet site.
Approved on Consent. Motion carried 4-0.
4. Approval of Health Data Exchange Participation Agreement between the Ocoee Fire.
Department and ESO Solutions. (Fire Chief Miller)
The agreement being presented for approval is between the Ocoee Fire Department and ESO Solutions for
services to be provided allowing an exchange of patient information and demographical data between the Ocoee
Fire Department and the local participating hospitals. This exchange network is known as the Health Data
Exchange (HDE). The data retrieved from the hospitals can be used to track patient information following
treatment provided by the Ocoee Fire Department. This information can be used to identify training needs and
ensure appropriate treatment was given. This information can also be used to improve the department's quality
assurance program.This exchange also provides patient information that the department may not have been able
to obtain while conducting patient care. This additional information will assist with billing requirements, if the
Ocoee Fire Department transported the patient.
Approved on Consent. Motion carried 4-0.
5. Approval for the use of Savings of $4,651 to Upgrade Existing OFD Stretchers. (Fire
Deputy Chief Hoover) r'
On August 4,2015,the Commission approved$188,915 to purchase a transport rescue with a Power Load unit.
Purchasing directly from the manufacturer rather than through Wheeled Coach,the City saved$4,651.The Fire
Department would like to use the savings of$4,651 including$5,094.36 from OFD Account 3400 for upgrading
the existing Stryker stretchers,which totals$9,745.36.
Approved on Consent. Motion carried 4-0.
6. Approval of the ChargePoint Master Services and Subscription Agreement and the
ChargePoint Assure Terms and Conditions of Service for the Electric Vehicle Charging
Station. (Utilities Director Smith)
The Utilities Department is in the process of purchasing a dual bollard electric vehicle charging station from
ChargePoint,Inc.They offer the world's largest and most open electric vehicle charging network.ChargePoint,
Inc.,requires a subscription for their service plans through the adoption and execution of their Master Services
and Subscription Agreement. Some benefits of the commercial service plan are: online monitoring of the
station's usage, pricing management, payment processing, mapping of the station and controlling the station's
access. The department requests to enter into an extended one(1)year parts and labor warranty agreement with
ChargePoint,Inc.
Approved on Consent. Motion carried 4-0.
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7. Approval of Emergency Pump Replacements -Lift Station 14. (Utilities Director Smith),
The Lake Olympia Club and Lake Olympia Subdivision's original lift stations (2) were outfitted with PumpX
pumps. PumpX no longer supplies/support wastewater applications. A replacement pump by Flygt scheduled
for installation at Lift Station #23 (White Hill Subdivision) has been temporarily placed in service in Station
#14. Due to the needed replacement of Lift Station#23 pump(s) and one remaining PumpX,new pumps have
been procured under an Emergency Purchase status from Flygt in the amount of$29,018.00.
Approved on Consent. Motion carried 4-0.
G. FIRST READING OF ORDINANCE
8. First Reading of Ordinance — Ocoee Crown Point PUD (Planned Unit Development)
IV Substantial Amendment to PUD Rezoning Ordinance/Land Use Plan and Preliminary
Subdivision Plan. (Second Reading and Public Hearing scheduled for September 15, 2015, Regular
irk Commission Meeting at 7:15 p.m. or soon thereafter). (City Planner Rumer)
The Ocoee Crown Point PUD is envisioned to be a multi-use project combining an assortment of public uses
with residential, office and commercial uses in a high quality Traditional Neighborhood Development
environment. The City is currently under contract to sell the existing single-family residential tracts along with
the 30-acre park tract to Mattamy Homes. The proposed amendment to the PUD is to modify the 30-acre park
tract for residential use. The applicant has modified the plan to include single-family as the primary residential
use. Accordingly, the Land Use Plan was amended to reflect the applicant's request. The following
modifications are proposed with this amendment submittal:
• Change the land use of Tract 3 from park to residential;
• Increase the maximum number of single-family dwelling units from 264 to 333;
• All internal roadways will be private and gated;
• On Ocoee Crown Point Parkway,the vehicle access points for the Elementary School Site will be limited
to the school tract;
• Public pedestrian access for the trail will be limited to the conservation tract adjacent to Lake Apopka.
No internal trails will be open to the public;
• Rear setback change from 25'to 20' on all lots with 120' in length;
• Modify the lot sizes to include 45's,55's and 65's.
City Attorney Cookson read the title of the Ordinance. Mayor Grogan announced the second
reading and public hearing will be held on September 15, 2015, Regular Commission Meeting at
7:15 p.m. or soon thereafter.
9. First Reading of Ordinance - Amending City Code Section 7-9 to Provide for
Negotiated Settlement of Code Enforcement Fines and Liens through an Administrative
Process. (Second Reading and Public Hearing scheduled for September 15, 2015, •ul• .Commission
Meeting at 7:15 p.m. or soot hereafter). (Support Services Director Butler)
The City Commission seeks to amend Section 7-9 of the City Code in order to allow for an administrative
negotiated settlement process to reduce code enforcement fines and issue a Satisfaction of Lien for properties
successfully completing the negotiated settlement process. After October 1 of each year, staff may mail notices
to qualifying property owners advising them of the administrative fine reduction program. At other times,
property owners may elect to use the administrative process in order to resolve outstanding code enforcement
fines and liens.Any property owner seeking a reduction in fines and a release of lien through the administrative
process must file an application using a form provided by the City. All such applications will be reviewed by
code enforcement staff and presented to the City Manager for review and acceptance into the fine reduction
program. As drafted,the proposed changes to the City Code allow the City Manager to make modifications to
the basic process or to waive one or more requirements for unusual circumstances and property conditions.
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City Attorney Cookson read the title of the Ordinance. Mayor Grogan announced the second
reading and public hearing will be held on September 15, 2015, Regular Commission Meeting at
7:15 p.m. or soon thereafter.
Commissioner Wilsen shared that residents will still have the right to come before the
commission even with the fines reduced.
H. PUBLIC HEARINGS
10. Sale of Property Located in Northeast Quadrant of Clarke Road and AD Mims Road to
Charter Schools Development Group, LLC. (Advertised in the Orlando Sentinel on Tuesday,Augus
q 25, 2015). (City Attorney Cookson)
Charter Schools Development Group, LLC is requesting to purchase 12 acres from the City of Ocoee with the
purchase price of $2,613,000 for purposes of building a K-8 charter school and an adjacent commercial
development. The property is located within the northeast quadrant of Clarke Road and AD Mims Road
intersection. Pursuant to Section C-8(B)(1) of the City Charter,the City Commission must approve the sale at
an advertised public hearing. The agreement does not become effective until approved by the City Commission
and executed by the Mayor.
City Attorney Cookson stated at the direction of the City Commission staff engaged in
negotiations with the developer for the sale of the city-owned property located within the
northeast quadrant of Clarke Road and AD Mims Road intersection. They have reached an
agreement with Charter Schools Development Group, LLC on a purchase contract. A detailed
summary of the agreement of sale was explained by the City Attorney.
The public hearing was opened. As no one wished to speak,the public hearing was closed.
Commissioner Keller, seconded by Commissioner Wilsen, moved to approve the
Sale of Property Located in Northeast Quadrant of Clarke Road and AD Mims
Road to Charter Schools Development Group, LLC. Motion carried 4-0.
I. REGULAR AGENDA
11. Consideration to Waive the Residency Requirement for Reappointment to the Human
Relations Diversity Board (3-year terms). (City Clerk Eikenberry
An application has been submitted by Barbara Anne Boudokhane who 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. On August 4, 2015, the
Commission asked the HRDB to change their bylaws in a manner that would indicate when they think a waiver
of residency should be granted. Amended bylaws were presented to the Commission and approved by
resolution on August 18,2015.Ms.Boudokhane is requesting the Commission waive the residency requirement
to be reappointed.
City Clerk Eikenberry explained that at the last Commission Meeting they approved the bylaw
changes presented by the HRDB Board regarding when a waiver of residency should be granted.
An application was filled out by Barbara Anne Boudokhane who is no longer a resident of
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Ocoee. Ms. Boudokhane is requesting the Commission waive the residency requirement to be
reappointed.
Barbara Anne Boudokhane, 42 S. Park Ave. Winter Garden, said she is reapplying for her
position on the HRDB Board. She briefly stated what qualifications she felt she had to offer to
the board and commented that she is very motivated by being a member of the HRDB.
Mayor Grogan said according to the amended bylaws, the HRDB is seeking applicants that
have a vested interest in the board and can offer skills not presently available from Board
members. It is up to the commission to determine if that has been met.
Lengthy discussion ensued regarding the intent of the newly adopted bylaws and the need of
representation from District 3 since it is not being represented.
No Motion was made; the waiving of residency is not considered.
12. Holiday Schedule for 2016. (City Clerk Eikenberry) -,®11111=
Section 8.01 of the Personnel Rules and Regulations lists Holidays that will be observed annually in the City of
Ocoee. Each year the Commission approves those holidays as well as selects dates for those holidays that are
not strictly defined.
Recommendations:
Approved Holidays Dates As Approved 2016 Recommendations
New Year's Day January 1 Friday,January 1,2016
Martin Luther King,Jr.Day Third Monday In January Monday,January 18,2016
Memorial Day Last Monday in May Monday,May 30,2016
Independence Day July 4 Monday,July 4,2016
Labor Day First Monday in September Monday,September 5,2016
Thanksgiving Day Fourth Thursday Thursday,November 24,2016
Day After Thanksgiving Day after Fourth Thursday Friday,November 25,2016
Christmas December 25(Falls on Sunday) Friday,December 23,2016
Day Before or After Christmas Day As determined by Commission Monday,December 26 2016
Commissioner Keller, seconded by Commissioner Wilsen, moved to approve the
Holiday Schedule for 2016. Motion carried 4-0.
J. STAFF ACTION ITEMS
K. COMMENTS FROM COMMISSIONERS
Commissioner Wilsen — said she was approached by a resident regarding a building in the 100
year flood plain and was wondering if they could have staff look into this and if other
municipalities allow for this. City Planner Rumer said he could do the research and bring back
his findings.
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Commissioner Keller — said that at the last meeting they had approved relocating the African-
American Memorial; however, since then the City Attorney and City Manager have had
discussions and concerns regarding the property where the monument is currently set. He has
been asked to go before the HRDB Board to ask how they would feel if they kept the monument
in its current location but placed behind the fence and also adding parking spaces.
Commissioner Wilsen questioned the intent to keep it in its current location since she thought
the purpose was to move it due to the fear of vandalism and difficulty of visitors finding the
memorial site. Commissioner Keller explained the HRDB Board concerns that were previously
discussed during their meeting and said he would like to take it back to the board and see what
they say about moving it behind the fence. Mayor Grogan said he would like to see the costs
for adding parking spaces in that location. He also inquired if they could get a grant from the
State or Federal Government since it is a park. City Manager Frank said the parking spaces
would be done in house and should not cost much. He further shared that he does not think they
can get any grant money.
Commissioner Johnson — announced that Lowe's Home Improvements Store is interested in
donating money and labor to install an exercise or fitness park that would run along the Starke
lake. He said he would like to have them get with staff and look at the possibility of adding
fitness equipment and additional benches and/or swings. He feels it would be very beneficial to
the city and the residents. Commissioner Keller said he would like to see that happen. He
hopes it will also happen around the Hackney Prairie Lake. Consensus of the Commission was
that it was welcomed idea as long as there are no advertisement signs on the benches. Mayor
Grogan noted it goes well with the city's Master Plan to add trails around the city in the future.
Mayor Grogan — said that he has spoken with the City Manager regarding the sunsetting of the
Code Enforcement Board. Commissioner Wilsen said she is not interested, she prefers it should
be done by volunteers and does not see how it would save money. Mayor Grogan said that
before any decisions are made,he would like to have staff come back with the pros and cons and
the commission can look at if it is a good idea. Commissioner Johnson said he is open to look at
it, and will take some of the stress off of the commission. He said conversely he has talked to
board members and they like serving the city in this manner but feel they need clearer direction
on what is expected.
Mayor Grogan said staff has brought to his attention that the red carpet in the hallway is fraying
and is causing a trip hazard. He said he would like to have staff to come up with other options.
He said we could possible save the good half of it for special "red carpet" occasions. City
Manager Frank said that they were looking at that when the insurance issue came up and the
funds had to be reallocated to cover that. He advised they can take another look now that the
new budget year is here and look at carpet/tile replacement and other items to freshen up the city
hall lobby area.
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Commissioner Wilsen additionally announced qualifying dates for the October 27th Special
Election for Mayor are noon September 4, through noon September 14. This position will
terminate in March 2016. Anyone interested running for Mayor would have to Qualify for Office
with the City Clerk, Commissioner Johnson announced that he turned in his resignation letter as
required by the state and he will be running for Mayor.
ADJOURNMENT
Meeting adjourned at 8:26 p.m.
APPROVED:
Attest: City of Ocoee
Beth Eikenberry, City Clerk John Grogan, Mayor
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