01-05-2016 Minutes MINUTES
January 5, 2016 at 7:15 P.M.
REGULAR CITY COMMISSION MEETING
A. CALL TO ORDER
Mayor Johnson called the regular session to order at 7:15 p.m. in the Commission Chambers of
City Hall. A local Patsor gave the invocation, followed by the Pledge of Allegiance to the Flag,
led by Commissioner de La Portilla. City Clerk Eikenberry called roll and declared a
quorum present.
Roll Call: Commissioner Grogan, Commissioner Wilsen, Mayor Johnson, Commissioner de la
Portilla, Commissioner Keller.
B. PRESENTATIONS AND PROCLAMATIONS- none
C. COMMENTS FROM CITIZENS/PUBLIC
Jack Chambless, 103 E. Oakland Ave., Oakland, FL, began by thanking Operations Manager
Mark Johnson for allowing Legacy High School use of the City's baseball field. He shared that
he has been working with Mark Johnson and Gary Hood regarding Legacy's spring schedule and
wanted to address the Commission regarding a partnership with Legacy High School Baseball
and Ocoee Little League for use of Sorenson Park. He feels that is an amazing facility and one of
the best maintained in the area. He would like to offer free spring clinics to Ocoee Little
Leaguers and other kids that would like to get into the system that may not otherwise get the
opportunity. Legacy is a Class 3A school which expands the opportunities to kids that can't kid
into the Ocoee High School program. He also said they would share in fundraiser events and
banner advertising and share some of the proceeds with Ocoee Little League. He is hoping with
the proposal of this partnership the City would consider reducing the rental cost of using the
Sorenson Park for this spring. He said he doesn't envision needing cost reduction next year
because the start-up year with the purchase of uniforms etc. is much more expensive.
Commissioner Grogan clarified the fee for 120 hours of field use is approximately $3600.
Commissioner de la Portilla clarified that the kids playing will be 9th grade through 12th grade.
Mr. Chambless addressed some of the questions/concerns that Legacy High School would not be
applying for the Community Grant during this year's cycle and further assured the City that his
team would clean up the fields and be respectful in every way (cleanliness, good sportsmanship,
no foul language, no outbursts or throwing equipment, etc.). There was discussion regarding two
scrimmage games against a team from Minnesota.
Motion: Waive rental fee of the Sorenson Park facility for Legacy High School in
exchange for in-kind contributions with the Ocoee Little League and other
interested kids through free spring clinics and shared fundraiser events. City
staff and Ocoee Little League will work with Legacy on the in-kind contributions.
Moved by Commissioner Grogan, seconded by Commissioner Keller. Vote
postponed for subsequent amendment.
Amend motion: to include that with the waiver of fees Legacy High School may
not apply for the Community Grant during this fiscal year. Moved by
Commissioner Wilsen, seconded by Commissioner Keller; Motion carried 5-0.
Regular City Commission
January 5,2016
Original Motion as amended: Waive rental fees of Sorenson Park facility for
Legacy High School in exchange for working with the City and Ocoee Little
League on in-kind donations to include the free spring clinics and shared
fundraisers. Legacy High School agrees not to apply for any Community Grant
Awards during this fiscal year. Motion carried 5-0.
William Maxwell, Chairman of the HRDB ICE Subcommittee, stated at the December 15th
Commission Meeting there was direction given that he meet with City Attorney Cookson
regarding funding for their event. He was able to meet with the City Attorney but unfortunately
has not met with the HRDB to discuss with them the results of the conversation he had with the
attorney. Mr. Maxwell advised that the Planning Committee has reviewed the options provided
by the City Attorney and they would like to proceed with the option of conducting a larger event
through an independent not-for-profit organization in 2017. Support Services Director Butler
briefed the Commission on the various options that were purposed during the meeting with the
City Attorney and Mr. Maxwell. Lengthy discussion ensued regarding the not-for-profit status
and the City only being a supporter/sponsor of the event. Mr. Maxwell shared his confusion on
how the Planning Committee began as a group of volunteers in support of planning an event for
the City to now being asked to be an independent not-for-profit entity. The City Attorney
answered Mr. Maxwell's concerns and further explained the reasons it was suggested to separate
this event from the City's HRDB Advisory Board. After further discussion it was suggested that
Mr. Maxwell go before the HRDB to inquire if they support the idea of the Ocoee World Fest
Planning Committee separating in to its own not-for-profit entity and that Mr. Maxwell along
with the HRDB Chairman attend the next Commission Meeting to give an update on their
decision.
Michelle Greco, 1896 Compass Flower Way, expressed her support for the Ocoee World
Cultural Event.
D. STAFF REPORTS AND AGENDA REVIEWO El 8:08 PM
City Manager Frank explained that Item#4 has a typo in the title and should read as follows:
Approval of Interlocal Agreement for Police Communication Services between the City of Ocoee,
the City of Windcrmcrc Winter Garden and the Township of Windermere.
E. COMMISSIONERS ANNOUNCEMENTSO 1E1 8:08 PM
Commissioner Keller-None
Commissioner de la Portilla- shared that his first unofficial action as Ocoee Commissioner was
on December 22nd for the Swearing in Ceremony the two newest members of the Ocoee Police
Officer. This was a great event and thanked the City for allowing him to be there.
Commissioner Wilsen-None
Commissioner Grogan — sent well wishes to the Mayor/City Commissioner's Executive
Assistant Tiffany Shafer who is out sick.
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January 5, 2016
Mayor Johnson- shared that the City's 2016 calendars are available for free and all the pictures
are City landmarks taken with a drone by Mr. Gary Comstock. He shared this is one of the best
calendars the City has had in years.
F. CONSENT AGENDA
Consent Agenda Motion
Motion: Move to adopt the Consent Agenda with correction of Item #4 to
reference the City of Winter Garden.
Moved by Commissioner Keller, seconded by Commissioner Grogan; Motion
carried unanimously.
1. Approval of Minutes for the Regular Commission Meeting held December 15, 2015.
(City Clerk Eikenberry)
Approved on Consent. Motion carried 5-0
2. Approval of Settlement Agreement for Past Due Development Review Fees. (City
Attorney Cookson)
In conjunction with the City's review of project AX-05-08-25 for West Colonial Parcel(Parcel Numbers 30-22-
28-0000-00-002 and 30-22-28-0000-00-035), the owners incurred development review fees in the amount of
$6,528.99. The current owner,Tony Ray,has requested the City Commission approve a Settlement Agreement
in the amount of 50%or$3,264.50.A standard settlement agreement was drafted by the City Attorney's office,
signed by the owners, and submitted to the City of Ocoee for approval by the City Commission. $3,264.50 was
paid to the City on December 1,2015.
Approved on Consent. Motion carried 5-0
3. Approval to Piggyback from the Manatee County School District Bid MCSD No. 15-
0050-MR and Purchase Scoreboards for the Baseball and Football Fields at Central
Park and Sorenson Fields. (Parks and Recreation Director Hayes)
At the December 15, 2015, City Commission meeting, the Ocoee Little League Association and the Ocoee
Bulldog Football Association requested funding assistance from the City Commission to replace six
scoreboards at Central Park and Sorenson Fields. Based upon the information provided, the City Commission
approved to grant up to$18,000 from the City Contingency Fund for the purchase of scoreboards for the Little
League Fields at Central Park and Sorenson Fields and for the Bulldog Football Field at Central Park.
At the time the request from the Ocoee Little League and Ocoee Bulldog Football Associations was presented
and approved, the City Commission understood that the scoreboards could be purchased through a piggyback
process with a Palm Beach County contract. Since this meeting,staff reviewed the Palm Beach County contract
and found that it had expired and was no longer a valid option. Staff has found another bid (MCSD No. 15-
0050-MR) with the Manatee County School District that did provide comparable pricing for the same
scoreboards that the Ocoee Little League and Ocoee Bulldog Football Associations had requested purchasing.
Staff has deemed the prices quoted by the vendor,Nevco,Inc.,(Greg Premer,Display and Scoring Consultant-)
reasonable and comparable to the Palm Beach County contract. Therefore, staff requests the City Commission
approve piggybacking from the Manatee County School District bid MCSD No. 15-0050-MR for the purchase
of said scoreboards and authorize staff to purchase the scoreboards based upon the proposal from the vendor
Nevco,Inc.,in the amount of$17,975.88.
Approved on Consent. Motion carried 5-0
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4. Approval of Interlocal Agreement for Police Communication Services between the City
of Ocoee, the City of Windermere Winter Garden and the Township of Windermere.
(Police Chief Brown)
The City of Winter Garden provides police dispatch services for the City of Ocoee. In February of 2016, the
City of Winter Garden will provide police dispatch services for the Township of Windermere. The Township of
Windermere is only approximately two square miles and employs a total of thirteen full-time and reserve sworn
law enforcement officers. Their radio traffic and calls for service are minimal. In order for the City of Winter
Garden to provide dispatch services for the Township of Windermere,the City of Ocoee has been requested to
enter into an Interlocal Agreement for Dispatch Services between the City of Winter Garden Police Department,
the Township of Windermere and the City of Ocoee. As part of the Interlocal Agreement, the City of Ocoee
would agree to allow the Township of Windermere to utilize the City of Ocoee's radio talk groups and provide
a City of Ocoee police officer for back-up of the Township of Windermere police officers in the case of a
felony-in-progress, life threatening situations and/or assume control of the scene until the Township of
Windermere can assume control. In cases where it would be more expedient,the City of Ocoee may handle the
call for service through utilization of the Municipal Interlocal Voluntary Cooperation Mutual Aid Agreement,
which is already in place.
Approved on Consent. Motion carried 5-0
5. Approval to Execute a Software Support and Maintenance Agreement with Clear
Village, Inc., for the Purposes of Securing the Continued Effective use of the SAGE
Software System at an Annual Cost of$35,000 Starting in FY 2016 and Extending in a
Series of up to Five Annual Renewals. (Support Services Director Butler)
The City was a co-developer of the Service Architecture for Government Efficiency(SAGE) software with the
University of Central Florida (UCF) in 2009, at which time a prototype building permit application was
developed. When UCF ended its work on the product, it was transferred to Clear Village, Inc. (CVI) in 2010.
The City subsequently executed an agreement with CVI to continue development of the SAGE software and to
provide software maintenance and enhancement services. With the building permit application now being a
stable commercial product, the City and CVI need to migrate to a standard software support and maintenance
contract. The proposed annual cost of this support is$35,000. The proposed agreement covers software support
and maintenance as a basic service for a set fee of $35,000 per year. In addition, under the heading of
"Consulting Services," CVI has established a means to add functionality to the original software through a
separate scope of work with a negotiated fee,which would include direct staff time and reimbursable expenses.
Approved on Consent. Motion carried 5-0
6. Approval to Execute an Agreement with Vermont Systems, Inc., in the Amount of
$36,671.00 for a Three-phase Multi-Year Implementation of Software for the Parks &
Recreation Department. (Support Services Director Butler)
The city needs a desktop and online mechanism to manage the process of renting city-owned facilities use by
private citizens,non-profit organizations,businesses, and other groups. These facilities include parks and open
spaces,buildings, sporting fields,and other public venues. Rules and regulations apply to the use of all venues.
The city also needs a mechanism for citizens to select and pay for activities at the city's recreational facilities
and to take classes taught by a number of city departments. The City Commission appropriated funds for FY
2016 to acquire and install software supporting the above-described Parks & Recreation Department
applications. Competitive proposals were received from three vendors identified by staff research. Staff from
the Support Services, Parks & Recreation, and Development Services departments were involved in the
evaluation process. Based on the nature of the products and services being acquired, staff recommends the use
of a modified competitive selection process, as described above and that the City Commission authorize the
execution of an agreement with Vermont Systems, Inc. for the phased deployment of RecTrac software at a
total cost of$36,671,with implementation occurring over a 3-phase implementation period of up to two years.
At the present time, staff believes that server hardware and data storage space are sufficient to deploy RecTrac
in this manner without additional resources; however, there may be a need to purchase other supporting
hardware and software, in addition to possibly having to retain the services of CivicPlus staff to integrate the
online component into the city's two related websites (www.ocoee.org and www.ocoeelakeshorecenter.com).
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There may also be a need to work with the city's accounting system vendor, ADG, to ensure that online
payments are properly processed. Collectively, these costs should not exceed $10,000 and would apply
regardless of which product was selected.
Approved on Consent. Motion carried 5-0
7. a. Approval of the Integration of Water Main Replacement and Upgrades on Bluford
Avenue with the Downtown Sewer — Western Transmission Main Project. (Utilities
Director Smith)
The Downtown Sewer— Western Transmission Main Project consists of the construction of a sanitary sewer
forcemain starting at the Ocoee Wastewater Treatment Facility and ending at the intersection of Maguire Road
and Columbus Street via Bluford Avenue. The project shall double the capacity of the City's current
conveyance system to the plant. The forcemain route aligns the main in the northbound lane of Bluford Avenue
from Silver Star Road to Columbus Street. A portion of the forcemain, from Delaware Street to Columbus
Street, is currently under construction associated with the "Bluford Avenue Stormwater and Utility
Improvement Project." This also includes the first phase of the downtown sewer project whose layout is
conditionally based on the Technical Memorandum — Final Conceptual Downtown Ocoee Sewer Plan —
Analytical Report completed by Reiss Engineering, Inc., (dated 3/18/2014). The final layout of this first phase
of work is subject to ongoing planning efforts associated with a new downtown in Ocoee. To fulfill the project,
there shall be significant restoration of the Bluford Avenue roadway.
The existing water mains along Bluford Avenue in the proposed downtown area(Delaware Street to Silver Star
Road) range in size from two inches (2") to six inches (6") and vary in materials, which do not meet current
City standards. These water lines will not be sufficient to support the redevelopment of a more active
downtown. Therefore, staff recommends the replacement and upgrade of those mains to the size(s) that will
support the development, and that said replacement be integrated with the construction of the downtown sewer
— transmission main project. Based on preliminary costs, the soft costs (planning, surveying, geotechnical
exploration and permitting)are estimated at$75,000,and the preliminary construction costs are estimated to be
$850,000. Funding for the soft costs of the project can be expended from the Fiscal Year 2016 Annual Major
Water Line Replacement&Upgrade Program($200,000 available).
Approved on Consent. Motion carried 5-0
b. Approval of Revised Additional Services to Include "Replacement and Upgrade of
Water Mains" with the Downtown Sewer — Western Transmission Main Project. (Utilities
Director Smith)
The Downtown Sewer — Western Transmission Project calls for a sanitary sewer forcemain traversing the
northbound lane of Bluford Avenue from Columbus Street to Silver Star Road. A portion of the forcemain is
under construction associated with the `Bluford Avenue Stormwater and Utility Improvement Project"
(Columbus Street to Delaware Street). The initial phase of the sewer project provides sufficient conveyance
capacity to provide for a redeveloped downtown and to increase capacity throughout the City. On January 6,
2015, City Commission authorized Barnes, Ferland and Associates, Inc., (BFA) to design, permit and provide
bidding assistance for the sewer transmission project. In order to streamline infrastructure improvements with
the Western Transmission Main Project,the Utilities Department sought a proposal from BFA for the following
additional services:
1. Preparation of construction documents and services needed for improvements required in conjunction
with the consolidation of the water mains from Delaware Street to Silver Star Road, as needed, to
support the redevelopment of the downtown area.
2. Preparation of a bid package for the portion of the western transmission main south of the Bluford
Avenue stormwater project(Columbus Street)to negotiate a change order to that project.The inclusion
of the work would eliminate the need for a second contractor to mobilize, eliminate associated
additional inconveniences to the area and expedite the project.
3. Provision for additional ground survey between Silver Star Road and Rewis Street for the design of
drainage and roadway improvements.
Approved on Consent. Motion carried 5-0
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8. Approval to Reauthorize Third Amendment to Orange County/City of Ocoee Water
Service Territorial Agreement and Fourth Amendment to Orange County/City of
Ocoee Sewer Service Territorial Agreement. (Utilities Director Smith)
On September 15, 2015, the Mayor and City Commission approved an Agreement for the Delivery and Usage
of Wholesale Water and Wastewater to Ocoee Pines Development Agreement and four amendments to
Agreements: (1) First Amendment to City of Ocoee/Orange County Agreement for the Delivery and Use of
Wholesale Reclaimed Water, (2) First Amendment to City of Ocoee/Orange County Reclaimed Water
Territorial Agreement, (3) Third Amendment to Orange County/City of Ocoee Water Service Territorial
Agreement (Contract No. W-88-06), and (4) Fourth Amendment to Orange County/City of Ocoee Sewer
Service Territorial Agreement(Contract No. S-87-8),all of which establish the City as the retail utility provider
to Ocoee Pines where the County provides wholesale bulk capacities to the City. On October 20,2015, Orange
County executed the Agreement and the first two amendments listed above, but withheld approval of the third
and fourth amendments until payment for capacity was complete in which payment was made November 9,
2015. The County's review of the third and fourth amendments resulted in comments on both of the exhibits
including the diagrams.The County's comments and their associated corrections are as follows:
1. Exhibit"A"(Water and Wastewater): Realign both territorial boundaries to run down the centerline of
East Crown Point Road.
2. Exhibit "A" (Water and Wastewater): Description language updated to add the previous area of the
Ocoee Pines subdivision in Orange County's service area to Ocoee's service area.
3. Service Area Depiction Diagrams: Both maps have been updated to depict the Ocoee Pines service
area transfer.
4. Exhibit"C": Revision to legals and diagrams to address County Surveyor's comments.
Approved on Consent. Motion carried 5-0
9. Approval of High Service Pump #2 Replacement Forest Oaks Water Treatment Plant
(WTP). (Utilities Director Smith)
The City of Ocoee's Water Treatment Plants utilize High Service Pumps(HSP)to pressurize water and pump it
into the City's water distribution system. This system serves the residents' and businesses' drinking water and
fire protection.
On October 13, 2015, during routine treatment plant checks, staff discovered that HSP #2 at the Forest Oaks
WTP was not pumping water. After troubleshooting the pump's flow and pressure conditions, the pump was
disassembled and staff found the rotating assembly completely worn out and inoperable. Forest Oaks HSP #2
was installed in 2005 along with other various pump and control equipment upgrades. Up until recently it has
worked continuously without signs of wear or reduced efficiency. Due to its age and condition,the pump needs
to be replaced. Sanders Company is the "sole source" distributor for Fairbanks Morse pumps in the Southeast
region of the US. The City has standardized Fairbanks Morse HSPs due to their reliability and accessibility to
parts and local repair service. Sanders provided a Scope of Supply to replace HSP #2 in the amount of
$15,941.00.
Approved on Consent. Motion carried 5-0
10. Approval to Allow Non-City Resident Customers with an Intent to Annex to Join the
Septic Tank Pump Out Program. (Utilities Director Smith)
On October 20, 2015, the Mayor and City Commission approved the rate Resolution and supplementary
documentation for the Septic Tank Pump Out Program. Since that time, the Utilities Department has begun to
receive applications from customers and generate site validations for those homes. One application received
came from a resident of unincorporated Orange County for whom the City of Ocoee supplies water service.
This customer has previously signed an Intent to Annex form.There are currently no provisions,documented or
otherwise, within the Septic Tank Pump Out Program for customers in this situation. The Utilities Department
recommends that City customers who are residents of unincorporated Orange County be allowed to enter the
Septic Tank Pump Out Program provided that they sign an Intent to Annex form.
Approved on Consent. Motion carried 5-0
G. PUBLIC HEARING - None
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Regular City Commission
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H. REGULAR AGENDA - None
I. STAFF ACTION ITEMS -None
J. COMMENTS FROM COMMISSIONERS
Commissioner Grogan- none
Commissioner Wilsen — 1) Community Grant applications opened today, this is the first of two
cycles, you can only apply for one per year 2) HRDB is accepting applications for the Martin
Luther King Day Parade on January 18th, contact City Hall for more information 3) asked Parks
and Recreation Director Hayes about the Lakeshore Center parking situation. She said she was
double parked recently because the way parking is laid out people do not realize they are
blocking other cars in.
Commissioner de la Portilla- Said he met with City Staff and one of the concerns that he and
other residents have that live in the southern part of the city (Windsor Landing) is the daily drive
past the old colony plaza property at the corner of Maguire and SR 50. This property is a
gateway to the city for many residents and non-residents. The building was demolished in 2007.
He noted that he is aware of the long history of litigation since the hotel project failed and the
building sat vacant for many years. He wanted to know what can be done to get this property
cleaned up and possibly getting the existing gas station structures demolished. City.Manager
Frank explained the history of code violations and warnings occurring on the property since the
main buildings were taken down (due to health and safety issues) in 2007. The violations now
are mainly with regard to graffiti and weed growth and the management has always responded to
warnings with regard to those issues. The City does not have the ability to knock the remaining
structures down, because there are no health and safety issues involved. Further discussion
occurred regarding possibly using CRA money to clean it up. There have been proposals to
develop that property but those proposals have not met with the CRA overlay. City Manager
Frank stated that we are trying to work with a developer that would meet the conditions of the
CRA overlay and the city could consider a partial release of the lien. The developers for the
Walgreens being considered have not submitted plans that comply, such as the urban model of
Walgreens that exist in other cities. Support Services Director Butler said the management so
far is responding when we contact them with a warning that the weeds are more than 18" high.
There was discussion about trying to get a fence put up around the property, and about possibly
creating an ordinance regarding procedures of enforcement for abandoned properties.
Commissioner de la Portilla said he does not feel CRA dollars should be used. He asked City
Attorney Cookson if we could adopt an ordinance dealing with aesthetics on abandoned
properties. Mr. Cookson said that he will be happy to set up a meeting with the attorney for that
property and city staff to see if we can get the developer to do something. Commissioner de la
Portilla said he would like to be part of that meeting.
Commissioner Keller- said he got another email regarding the railroad behind Forest Oaks; the
fences and property are deteriorating along the railroad corridor. Public Works Director Krug
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Regular City Commission
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noted they have not been responsive over the holidays; we are trying to work with them on
several issues. The will continue to work with them.
Mayor Johnson- asked Public Works Director Krug about the light at the end of Willow
Creek Street and Wurst Rd. There is a pole across the street, so it just needs a light placed on it.
Public Works Director Krug said that it was added to the budget and they are working with
Progress Energy. 2) also asked Public Works Director Krug about the speed bumps on Willow
Creek to take care of the speeders. Mr. Krug said they can take care of that.
3) asked about the stormwater issue at Orlando Avenue & White Road. Public Works Director
Krug said they are doing the utility relocations right now, and there is an old phone line from
1955 that is still in place and serving the whole area. It is very fragile and will be 6 weeks before
Century Link can get that moved. 4) noted that the Ocoee Middle School was having unattractive
fencing installed along the road; he called Christine Moore and she and city staff got the school
to take the fence posts down from the sidewalks and put up decorative fence all the way around,
including moving it back 5-10 feet of the road. They are still going to fence off the track so that
residents will not be able to use it anymore. They urged residents to complain if you are not in
favor of that. Commissioner Keller said that was one of their selling points when the school was
built, however he does understand their situation with school security. Commissioner Wilsen
noted that even those who do not have kids pay school taxes and it was nice for residents to be
able to use the track facilities for exercising. She felt that they could place the fence on the inside
of the track and still keep the school safe.
ADJOURNMENT: 8:39 PM
APPROVED:
Attest: City of Ocoee
(jaw_ .
Pre4h-gikonlaerry,City Clerk Acting J Rusty Joh al Mayor
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I, Angel de la Portilla, do solemnly swear that I will
support, protect and defend the Constitution and
Government of the United States of America and of the
State of Florida, and the Charter and Ordinances of the
City of Ocoee; that I will bear true faith, loyalty, and
allegiance to the same; that I am entitled to hold office
under the State Constitution and the City Charter; that I
will faithfully perform all duties of the office of District 3
Commissioner of the City of Ocoee, which I am about to
enter, so hel • me God.
el e la Portilla
SWORN and Subscribed before me this
5th day of January, 2016.
cc_c_A(AT
Beth Eikenberry, City C1er