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04-05-2016 Minutes MINUTES April 5, 2016 at 7:15 P.M. REGULAR CITY COMMISSION MEETING A. CALL TO ORDER 7:15 PM Mayor Johnson called the regular session to order at 7:15 p.m. in the Commission Chambers of City Hall. The invocation was led by Commissioner Keller 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 Johnson, Commissioner Firstner, Commissioner Keller. B. PRESENTATIONS AND PROCLAMATIONS 7:33 PM Proclamation — Child Abuse Prevention Month, April 2016, read by Commissioner Firstner. Proclamation - Water Conservation Month, April 2016, read by Mayor Johnson. Utilities Director Smith was in attendance to accept the Proclamation. Presentation Septic Tank Pump Out Services Video. Utilities Director Smith gave a brief video presentation highlighting the new Septic Tank Pump Out Services being provided by the City. C. COMMENTS FROM CITIZENS/PUBLIC 7:47 PM Angel de la Portilla thanked the Commission for giving him the opportunity to serve as Commissioner for the City of Ocoee for three months. Additionally, he thanked staff and residents for their support. He is happy to have been able to get the gas station torn down at the corner of Maguire Road/Hwy 50. Henry Morgan, 304 S. Lakeshore, congratulated Mayor Johnson, Commissioner Grogan, and Commissioner Firstner for being elected for another term. He further spoke about concerns he has with the FDOT road improvements on Hwy 50 which will include a solid median strip from Bluford Ave. to Maguire Road. This median allows no access to the shopping center from the westbound traffic unless you make a U-turn on Maguire Road which concerns him. Many businesses are also suffering due to these road improvements. Additionally, he feels having the U-turns may cause many accidents in that intersection. He is asking the Commission to reach out to FDOT if they share his concerns so that FDOT can come before the Commission to make a presentation on what is being proposed for that intersection. Commissioner Wilsen said she has spoken with City Engineer Wheeler regarding the possibility of having FDOT to come make a presentation at a Commission Meeting on the status of Hwy 50. Assistant City Manager Shadrix answered that it is possible to schedule a presentation on a future agenda. Cheryl King said she is before the Commission regarding a crime wave that is occurring on Clarke Road. Was inquiring if a task force or program can be developed between the police department and HOA presidents to specifically target the crime issues and keep neighborhoods safe. Ms. King opined that to accomplish this type of program there will need to be more funding for the police department. If this program is not able to be accommodated in this year's budget then can it be considered for the upcoming budget? Mayor Johnson asked Police Chief Brown to bring a report to the next meeting showing calls they have received on crimes in the Regular City Commission April 5, 2016 City. Additionally, he would like for staff to meet with Ms. King so they can look into a program that can be presented during budget time. Further discussion ensued regarding a monitoring tower system that could be put on the city owned property located at A.D. Mims Road; and the hiring of a dedicated staff for that system. Doug Goddard, Access-Life, Inc., shared they host their annual community outreach for individuals and families living with disabilities at the Bill Breeze Park. As they have done for the last 5 years they are looking to request the waiving of the fees and closure of the road and boat ramp for their 2016 Expo on October 8th. He briefly highlighted some of the events they host and thanked the Commission for their support every year. Commissioner Grogan thanked • Mr. Goddard for bringing this event to Ocoee. Parks and Recreation Director Hayes said the date of his event is available and there are no issues. 8:12 PM Motion: Move to approve the waiving of fees and boat ramp/road closure for the Access-Life event on October 8th. Moved by Commissioner Grogan, seconded by Commissioner Wilsen; Motion carried unanimously. Mayor. Johnson announced and presented Commissioner Grogan with an award for Achievement and Leadership Excellence for the National League of Cities. Additionally, he presented Commissioner Keller with an award of Platinum Leadership Statesman Certificate for the National League of Cities. Commissioner Grogan and Commissioner Keller then gave a brief PowerPoint presentation highlighting their recent trip to the National League of Cities Congressional Conference which they attended in March. D. STAFF REPORTS AND AGENDA REVIEW 8:30 PM City Manager Frank announced there is a substitute attachment for Item #7 the facility rental rate for 2016. In programming the new RecTrac software there were some minor changes including rates that were not possible to do. An e-mail from Support Services Director Butler was provided which summarized some of the small changes that were made in order to get the rates programmed correctly into the software. Commissioner Wilsen inquired if there were any changes in prices. Support Services Director Butler advised there were no prices changes. E. COMMISSIONERS ANNOUNCEMENTS 8:31 PM Commissioner Keller- None Commissioner Firstner-None Commissioner Wilsen- announced the Spring Fling was a successful event and they will be bringing a presentation to a future meeting highlighting this event. She further thanked everyone on the organization including city staff for their dedication in helping make this a wonderful event. ___ 2lPage Regular City Commission April 5,2016 Commissioner Grogan —None Mayor Johnson-None F. CONSENT AGENDA 8:33 PM Consent Agenda Motion Motion: Move to adopt the Consent Agenda Items #1-#15. Moved by Commissioner Keller, seconded by Commissioner Grogan; Motion carried unanimously. 1. Approval of Minutes for the Regular Commission Meeting held March 1, 2016. (City Clerk Eikenberry) Approved on Consent. Motion carried 5-0. 2. Approval of Minutes for the Special Session Meeting held March 15, 2016. (City Clerk Eikenberry) Approved on Consent. Motion carried 5-0. 3. Appointment to the Planning and Zoning Commission (3-year term). (City Clerk Eikenberry) On February 9, 1999,Ordinance No.99-09, was adopted requiring nine(9)members that must be City residents for the Planning and Zoning Commission. Currently,the board consists of seven(7)members, and there is one (1) application on file for this board. Angel de la Portilla has expressed his interest in serving on the Planning and Zoning Commission. Staff recommends that the Honorable Mayor and City Commissioners consider appointing Angel de la Portilla to the Planning and Zoning Commission with a term ending February 2019. Approved on Consent. Motion carried 5-0 4. Reappointment to the Planning and Zoning Commission (3-year term). (City Clerk Eikenberry) On February 9, 1999,Ordinance No. 99-09,was adopted requiring nine(9)members that must be City residents for the Planning and Zoning Commission. Members of the Planning and Zoning Commission serve three-year terms. Currently,the Planning and Zoning Commission consists of seven (7)members. Staff recommends that the Honorable Mayor and City Commissioners consider reappointing Member Keethler to serve another three- year term on the Planning and Zoning Commission. Approved on Consent. Motion carried 5-0 5. Reappointments to the Community Grant Review Board (2-year terms). (City Clerk Eikenberry) Members of the Community Grant Review Board serve two-year terms. Jim Sills, Glenda Dunn, Jane Rainer and Eneida Cortes have terms expiring March 2016 and have stated their interests in being reappointed for another term ending March 2018. There are currently no applications on file of interested persons for this board. Staff recommends that the City Commission consider reappointing Jim Sills, Glenda Dunn, Jane Rainer and Eneida Cortes to the Community Grant Review Board with terms ending March 2018. Approved on Consent. Motion carried 5-0 3 Page Regular City Commission April 5,2016 6. Approval to Modify the Program Fees for the Parks and Recreation Department. (Parks and Recreation Director Hayes) Staff has conducted a review of pricing for City programs in the Parks & Recreation Department and determined that the fee structure is too complicated and needs to be simplified in anticipation of RecTrac software implementation later this year. RecTrac will provide online access to program registration and payment. With registration for the busy summer season about to begin,now is the time to make adjustments in prices to avoid mid-season changes needed to support online access to program registration and payment. Approved on Consent. Motion carried 5-0 7. Approval to Modify the Pricing Structure Used for Renting City-Owned Facilities. (Parks and Recreation Director Hayes) The new Community Center, which forms the central element of the Ocoee Lakeshore Center, was opened for use on February 6, 2014. As a new facility, aggressive pricing was adopted by the City Commission as a mechanism to increase market penetration. The then-stated intent of the City Commission was to revisit facility rental pricing after a period of experience had been achieved. Sufficient experience to do so is now available. Adjustments are required in the facility rental pricing structure to allow capital cost recovery, and in the administrative overhead associated with contracts and event arrangements to lower labor costs. One significant labor cost reduction strategy is already being implemented with deployment of the RecTrac Facility Management software, which began last week for in-house staff. Additional process improvements being contemplated are simplified insurance arrangements and stronger caterer relationships that better protect the City. In addition,staff is proposing to revise the current cafeteria-style pricing structure,where each component of the rental is separately priced, to a set of packages with few options that match the way the facility has actually been used over the first two years of operation. In addition, the Parks & Recreation Department has converted part-time positions assigned to the Lakeshore Center to full-time positions—a change that is expected to reduce labor costs through the use of more experienced personnel while also increasing customer satisfaction. Approved on Consent. Motion carried 5-0 8. Approval of Resolution and Railroad Reimbursement Agreement for Municipal Grade Crossing Traffic Control Devices—Spring Avenue. (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 Spring Avenue 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. For clarification, the 1987 FDOT Railroad Signal Safety Program Map and Maintenance Agreement incorrectly describe "Spring Avenue" as "Spring Street." The Railroad Crossing and Milepost numbers match the designated Spring Avenue. Approved on Consent. Motion carried 5-0 9. Approval of Resolution and Memorandum of Agreement — FDOT Right of Way Maintenance. (Public Works Director Krug) The current Maintenance Memorandum of Agreement between the FDOT and the City will expire on April 30, 2016. FDOT is requesting to renew the existing contract for the City to provide maintenance activities for the portions of SR 50, SR 437 and SR 438 within the City limits. These maintenance activities include cleaning drainage structures, roadside and outfall ditch maintenance, large and small machine mowing, weed control, graffiti removal, litter removal, road sweeping and edging. This extension will be for a three-year term and extends the fixed annual contract amount of$25,100.00, based on State budgeted unit pricing. The quantities and funding will increase in the future as the SR 50 corridor improvements are completed. Approved on Consent. Motion carried 5-0 _. _ _ 4IPage • Regular City Commission April 5,2016 10. Approval of Contract with Genuine Parts Company, doing business as NAPA and Assigned to Glenn Joiner & Sons, Inc., Providing On-Site Management of the Fleet Parts Supply. (Public Works Director Krug) The City Commission approved a contract with Genuine Parts Company, doing business as NAPA, and assigned to Glenn Joiner & Sons, Inc., in March 2013, to provide on-site management of the Fleet Division parts supply through the City's membership in the National Joint Powers Alliance(NJPA). NJPA has awarded a new contract to Genuine Parts Company (NAPA), which offers the same benefits to the City as the original contract. Public Works constantly investigates ways for the Fleet Division to reduce costs and improve the in- service rate for City vehicles and equipment. Public Works has found that contracting out the management of the parts room allows the Fleet Division to meet the goals of managing our parts inventory,reducing budget and improving productivity. In the 2014-2015 fiscal years,NAPA provided 90%of the parts used by the City based on the budget at a value of$511,254. NAPA also provided 3.4%of the fuel and lubricants used based on the budget at a value of$25,382. Public Works anticipates similar costs this year based on the age of the fleet. Public Works recommends executing the new contract with NAPA and Glenn Joiner& Sons, Inc., to provide parts management for the City. Approved on Consent. Motion carried 5-0 11. Approval to Modify an Agreement with Vermont Systems, Inc., to Add the Purchase and Installation of an Additional RecTec Module for the Parks & Recreation Department. (Support Services Director Butler) The City Commission approved the purchase of RecTrac from Vermont Systems, Inc., (Essex Junction, VT), which is a desktop and online mechanism to manage the process of renting City-owned facilities and allowing users to sign up for City recreational activities. The City has been using a product called ProCare to manage daycare and similar activities conducted at the Jim Beech Center. Recently, staff began to use the biometric capabilities of this product to provide an added degree of safety in the release of children to their parents and other persons authorized to pick them up. Staff has determined that this feature needs to be added to RecTrac when the Activity Module is deployed at the Jim Beech Center and other locations as part of Phase 3 of this product's implementation,which is expected to occur in the second half of Calendar Year 2016. The Activity Module is used to post, sell, and manage participation in City activities, including those presently aided by ProCare. Biometric capabilities are supplied by the Pass Management ID Integration Module at cost for software and installation of$12,169.00, which includes the software licenses, biometric hardware, photo ID camera, and tripod, along with two days of staff training and system installation services. This price also includes the first year of software maintenance. Staff additionally recommends that the City Commission authorize staff to expend up to $7,500 for other products and services related to the 3-phase deployment of RecTrac. Possible purchases include additional or replacement check-in/check-out equipment, supplemental software,additional checkout mechanisms, and other peripherals. Approved on Consent. Motion carried 5-0 12. Approval for Authorization to Enter into an Agreement with Net Assets, Inc. (Eugene, OR) to Automate the City's Response to Requests for Outstanding Liens, Special Assessments, Utility Balances Due, Fines and Fees Owed to the City. (Support Services Director Butler) The City Clerk's office presently processes what are called "lien searches" through manual workflows that typically involve sending e-mails to several city departments, compiling the responses, and sending them to the requestor—a series of actions that, even under the more expensive "expedited" option, takes a few days to complete. The authority for this activity is found in City Code Section 1-14, Lien Search Fees. The City Commission recently expressed a desire for a stronger relationship with a service provider to enhance the City's capability for cost recovery related to code enforcement and other common situations tied to real estate. Staff has identified a service provider who can offer online access to City records and greater customer service than is possible with the City's current manual methods. This company is Net Assets, Inc.,which has a product called Conduits. This product is a website that is supported by data electronically submitted by the City in a format that ties outstanding amounts owed to the City to parcels of real property. Mortgage companies,banks and title S1Pag_e Regular City Commission April 5,2016 companies will go to the Conduits' website through a link from the City's website (www.ocoee.org). Customers pay online using a credit card that is handled through the Conduits' website using a processor of our choosing. The cost of the Conduits' service is $10 per transaction, which is billed at the end of each month. There is no cost for city staff to conduct searches using Conduits. The only upfront cost for implementation is likely to be that associated with implementing the accounting system's vendor, American Data Group's data extraction and transfer mechanism, which is currently forecast to require only 10 hours of ADG's consulting time. Not only will the adoption of Conduits reduce the labor-intensive process now used to respond to these requests, the level of customer service will be greatly enhanced through an almost instantaneous online response. With adoption of this item,revisions will be required in Chapter 1-14 of the Code of Ordinances; see Agenda Item 17. Approved on Consent. Motion carried 5-0 13. Replacement of the Headworks Structure's Grit Turntable #1 at the Wastewater Treatment Plant. (Utilities Director Smith) The wastewater treatment plant's headworks structure has a series of grit removal devices that take in and discard inorganic material from the treatment process. The grit turntable #1 apparatus, which has been in operation since the original construction of the headworks in 1999, has failed; and as it functions to protect all downstream pumps and equipment, needs to be replaced. Replacement of grit turntable#1 is scheduled within the 10-Year Maintenance Program for replacement in Fiscal Year 2018, at a total price of$45,427.20. The Utilities Department has received a parts quote in the amount of$27,624.00 from Sanders Company for the direct replacement of the apparatus. FilterOne will be working at the headworks replacing bar screen #2; therefore, Utilities recommends accepting FilterOne's quote in the amount of$14,978.00 to install the grit turntable at the same time. The total amount of grit turntable replacement is$42,602.00. Approved on Consent. Motion carried 5-0 14. Approval of Project Funding Increase to Finalize the Lift Station #62 Project. (Utilities Director Smith) On June 16, 2015, the City Commission awarded a construction contract to Central Florida Environmental Corp.(CFE)for the construction of the Consumer Court Lift Station#62 for$297,629.28,and on November 17, 2015,Commission authorized Change Order#1 increasing the project cost by$33,584.80 for a revised contract amount of$331,214.08. In addition, the November 17th action increased project funding by $14,300.00. The completed and operating lift station is located at the southern end of Consumer Court south of S.R. 50. The new station accommodates improvements to the sanitary collection system along S.R. 50 and provides for significant conveyance capacity increases in the area. Change Order#2 (Final), with an increase of$834.21 to be authorized by the City Manager,brings the final construction contract amount for the project to$332,048.29. Based on the fmal construction costs and associated project expenses,the final cost of the project is estimated at $455,000.00, exceeding the current budgeted amount; therefore, the project will need a funding increase of $11,504.00. Approved on Consent. Motion carried 5-0 15. Commission Notification of Emergency Fuel Tank Replacement at Lift Station #17 and Approval of Funding Reallocation. (Utilities Director Smith) The Utilities Department employs lift stations to transfer sewage collected in lower areas of the City to the wastewater treatment facility. Many of the larger or critically located stations have emergency power generators to provide power during periods of commercial power loss. Lift Station #17 was installed in 1990 and has a 50 KW Generac emergency generator as part of its equipment. The original fuel tank attached to the base of the generator had corroded to the point that rainwater and moisture were getting inside the fuel tank, causing generator failures. A new tank was purchased and installed on an emergency basis by Genset Services, Incorporated. Since the base is an intrinsically designed part of the Generac generator set, Genset Services was the best-source provider of the fuel tank. The cost of the new fuel tank and installation by Genset Services.Inc., was$8,540.21. Approved on Consent. Motion carried 5-0 Wage Regular City Commission April 5,2016 G. PUBLIC HEARING 8:34 PM 16. Request for Variance — Frank Hodge VR-16-01 - 23 Cedar Key Court. (Advertised in the West Orange Times on Thursday, March 24, 2016.) (City Planner Rumer) The applicant, Frank Hodge, is requesting approval for five (5) different variances. The subject property is located on Lot 23 of Pioneer Key Park subdivision. The first variance is to allow an accessory structure in the front yard. The second is a front yard setback variance from 25 ft. to four (4) ft. The third is a front yard setback variance from 25 ft.to 8.5 ft. The fourth is a side yard setback variance from 7.5 ft.to zero(0)ft. The fifth variance is a reduction in the minimum separation between structures from five(5)ft.to one(1)ft. The proposed variance request was reviewed at a Public Hearing by the Board of Adjustment on February 18, 2016. The Board of Adjustment voted 4-0 to recommend approval of the variance request. Based on the recommendation of the Board of Adjustment and the evidence provided in the staff report, staff does find the variance requested by Frank Hodge supportable. Should the City Commission make a finding consistent to staff's, staff recommends that any approval be conditioned on factual interpretation of code requirements and public testimony related to such provisions. City Planner Rumer gave a brief summary of the five (5) variance requests for the property at 23 Cedar Key Court located in Pioneer Key Park subdivision. The applicant is seeking to install an accessory structure to cover his classic car. Additionally, it was shared that the Board of Adjustment voted 4-0 to recommend approval of the variance request. Commissioner Firstner inquired if it would be an open air structure. City Planner Rumer answered in the affirmative. The public hearing was opened. As no one wished to speak the public hearing was closed. 8:38 PM Motion: Move to approve the request for Variance — Frank Hodge VR-16-01 - 23 Cedar Key Court. Moved by Commissioner Firstner, seconded by Commissioner Wilsen; Motion carried unanimously. H. FIRST READING OF ORDINANCE— PUBLIC HEARING 8:39 PM 17. First Reading of Ordinance Proposed Amendment to Chapter 1-14, Lien Search Fees, in the Code of Ordinance of the City of Ocoee. (Second Reading and Public Hearing scheduled for April 19, 2016, Regular Commission Meeting at 7:15 p.m. or soon thereafter). (Support Services Director Butler) The Ocoee City Commission originally enacted Ordinance 2010-004 to establish a new Article Ill of Chapter 1 of the City of Ocoee Code of Ordinances, which was codified as a new Section 1-14, Lien Search Fees. This section authorized the City Clerk to charge fees to cover the costs of searching city records to identify the many possible types of debt that may be owed to the City. The ordinance established a$25.00 fee per lien search or $75.00 for an expedited lien search. This section of the City Code was subsequently modified by Ordinance 2014-009 to authorize an additional fee of$10.00 for searches related to multiple units at a single location. It, now needs to be revised again to recognize the process changes of the Conduits online lien search process, which is covered by a separate agenda item that proposes an agreement between the City and Net Assets, Inc., provider of the Conduits service. Staff has researched the fees charged by other municipalities within the state, particularly those using the Conduits service. That research suggests that the value of the service increases 7IPage Regular City Commission April 5,2016 when a move is made to quick, online lien search mechanisms. These municipalities recognize such value in the price of the service rather than view it solely as a cost-recovery mechanism. City Attorney Cookson read the title of the ordinance. Support Services Director Butler explained that this ordinance is related to the consent item approving the software for an online lien search process with Conduits. This item will be brought back for a second reading and will also include a resolution when heard at the next meeting. Mayor Johnson announced the second reading and public hearing scheduled for April 19, 2016, Regular Commission Meeting at 7:15 p.m. or soon thereafter. I. SECOND READING OF ORDINANCE— PUBLIC HEARING 8:40 PM 18. Second Reading of Annexation Ordinance for Passilla — 531 Ocoee Apopka Road. (Advertised in the West Orange Times on Thursday, March 24, 2016 and Thursday, March 31, 2016.) (City Planner Rumer) 8:40 PM The subject property is a small portion of 833 Pine Street, which is located on the rear eastern portion of the property. The proposed annexation of the+/-0.48 acres parcel of land is a logical extension of the City limits, urban services can be provided, and the annexation meets state and local regulations. The applicant is purchasing the property as it is adjacent;and in order to combine,he must annex into Ocoee city limits. It is not the intent to build on property, only to combine. Based on the above analysis and the subsequent DRC and Planning & Zoning Commission recommendations, Staff recommends that the Honorable Mayor and City Commission approve the ordinance for the Annexation of the+1-0.48 acres parcel of land known as the James Passilla property. City Attorney Cookson read the title of the ordinance. City Planner Rumer gave a brief summary of the proposed annexation request for 531 Ocoee Apopka Road. The applicant is purchasing a small portion of 833 Pine Street as it is adjacent to his residence; and in order to combine, he must annex into Ocoee city limits. It is not the intent to build on property, only to combine. The public hearing was opened. As no one wished to speak the public hearing was closed. 8:43 PM Motion: Move to approve the Second Reading of Annexation Ordinance No. 2016-005 for Passilla — 531 Ocoee Apopka Road. Moved by Commissioner Wilsen, seconded by Commissioner Grogan; Motion carried unanimously. 81Page Regular City Commission April 5, 2016 J. REGULAR AGENDA 8:44 PM 19. Most Valuable Partnership Grants — Cycle 2015/2016. (Community Relations Manager Wright) 8:44 PM The Most Valuable Partnership Grants Program has been in operation for several years. The grant program assists Ocoee neighborhoods and organizations with projects that will enhance property values and improve the quality of life in Ocoee. The MVP grant program is a matching grant program held annually in November. The maximum matching grant award is $2,000. Funding is not given up front,but is reimbursed at the completion of the organization's project. Applicants pay for their improvement projects and then get a portion back,up to a maximum of$2,000. Eight applications were submitted. The following organizations are recommended to receive grants: Admiral Pointe; Ashton Park; Betty J's Florist; Johio Bay; Lake Olympia Club; Rotary Club of Ocoee; Sleepy Harbour and Whitehill. Although businesses haven't been awarded MVP Grants in the past, Betty J's Florist is recommended to receive a grant,because their proposed improvement project would improve the aesthetics and safety in a key area in the city's downtown redevelopment plan,per the City Manager. Community Relations Manager Wright advised eight applications were submitted. The following organizations are recommended to receive grants: Admiral Pointe; Ashton Park; Betty J's Florist; Johio Bay; Lake Olympia Club; Rotary Club of Ocoee; Sleepy Harbour and Whitehill. The eight organizations are requesting a total of$15,388. There is $12,000 in grant funding available. Staff recommends funding the eight organizations to stay within the budget of $12,000. Motion: Move to approve the MVP Grants for Cycle 2015/2016. Moved by Commissioner Wilsen, seconded by Commissioner Keller; Motion carried unanimously. 20. Community Grant Program — January 2016 Cycle. (Community Relations Manager Wright) 8:45 PM The Community Grant Review Board (CGRB) met on February 10, 2016, to discuss the 12 applications received for the Community Grant Program (formerly the Community Merit Awards Program). The Community Grant Program provides financial grants of up to$500 to non-profit organizations and civic groups located within the city limits or located outside the city limits but benefit residents of Ocoee. The grant cycle is open twice yearly (January and July) to acknowledge excellence and further the contributions these local organizations bring to the Ocoee community. There is $5,000 allotted for this cycle of the Community Grant Program. The Community Grant Review Board recommended funding the following eight(8)organizations in the total amount of$4,000: American Legion Post 109, Autism & Related Disabilities Program, Barkie's Legacy, Bread of Life Fellowship, HAPCO Music Foundation, Inc., Junior Achievement of Central Florida, Matthew's Hope Ministries, West Orange Seniors. The CGRB recommended the following three organizations do not receive grant funding: Camp Boggy Creek, Indian Horizon, Inc., Standing Ovation Talent Group, and Xodus Prison Ministry. Community Relations Manager Wright advised there is $5,000 allotted for this cycle of the Community Grant Program. The Community Grant Review Board recommended funding the following eight (8) organizations in the total amount of $4,000: American Legion Post 109, Autism & Related Disabilities Program, Barkie's Legacy, Bread of Life Fellowship, HAPCO Music Foundation, Inc., Junior Achievement of Central Florida, Matthew's Hope Ministries, and West Orange Seniors. _ 9IPage Regular City Commission April 5, 2016 8:46 PM Motion: Move to approve the Community Grant Program for January 2016 Cycle. Moved by Commissioner Wilsen, seconded by Commissioner Firstner; Motion carried unanimously. Commissioner Wilsen asked if the organizations that were turned down were contacted to be made aware that they were denied. Community Relations Manager Wright answered in the affirmative. 21. Election of Mayor Pro Tern. (City Clerk Eikenberry) 8:47 PM Section C-9 of the Ocoee City Charter states: ...The Mayor pro tern shall be elected from among the Commissioners by the City Commission but shall continue to represent the district in which such Commissioner resides. The Mayor pro tem shall be elected at the first City Commission meeting following the swearing in of the candidates elected at each general city election ... and shall serve as Mayor pro tem until the successor is elected. On March 20, 2007, the Commission created a policy to elect the Mayor Pro Tern annually, even in non- election years, by rotating down through the seniority list, beginning with Commissioner Johnson for the term of March 2007-2008. The following elections have been made since 2008: 2008-09 Commissioner Hood 2012-13 Commissioner Hood 2009-10 Commissioner Keller 2013-14 Commissioner Keller 2010-11 Commissioner Johnson 2014-15 Commissioner Johnson 2011-12 Commissioner Wilsen 2015-16 Commissioner Grogan 8:48 PM Motion: Move to appoint Commissioner Wilsen as Mayor Pro Tem. Moved by Commissioner Keller, seconded by Commissioner Grogan; Motion carried unanimously. 22. Appointment of Commission Liaisons to Various Boards. (City Clerk Eikenberry)8:48 PM Each year in March,the Commission reviews the Liaisons Appointments to various boards and makes changes, if needed. In 2015 the following appointments were made: Parks and Recreation Board—Commissioner Wilsen Citizens Advisory Board for the Police Department—Commissioner Grogan Citizens Advisory Board for the Fire Department—Commissioner Johnson Human Relations Diversity Board—Commissioner Keller Personnel Board—Commissioner Johnson Tri-County League of Cities—Commissioner Wilsen West Orange Airport Authority—William Maxwell W.O.Chamber of Commerce—City Manager Frank MetroPlan Advisory Board—Commissioner Keller Education Incentive Board—Commissioner Johnson 8:49 PM Motion: Move to appoint the Commission Liaisons to the various boards as follows: Parks and Recreation Board—Commissioner Wilsen Citizens Advisory Board for the Police Department—Commissioner Grogan Citizens Advisory Board for the Fire Department—Commissioner Firstner Human Relations Diversity Board—Commissioner Keller Personnel Board—Mayor Johnson Tri-County League of Cities—Commissioner Wilsen 10IPage Regular City Commission April 5,2016 West Orange Airport Authority—William Maxwell W.O.Chamber of Commerce—City Manager Frank MetroPlan Advisory Board—Commissioner Keller Education Incentive Board—Mayor Johnson Moved by Commissioner Wilsen, seconded by Commissioner Grogan; Motion carried unanimously. 23. Founders' Day Revenue Expenditures. (City Manager Frank) 8:50 PM Each year the City sponsors a two-day Founders' Day Weekend event. $95,000 was allocated toward this event FY 14/15. Sponsorships from local businesses and miscellaneous revenues provide funding for additional expenses. City Manager Frank briefly announced that staff just wanted to provide a summary of all the expenditures and revenues for the 2015 Founders' Day. The handout provided shows the whole event costing about $300,000 with the City funding about $95,000. Sponsorships from local businesses and miscellaneous revenues provide funding for the additional expenses. Currently there is a $16,000 balance; however, sponsorships are still being received. Mayor Johnson briefly explained some unforeseen added expenditures this year with the booking of hotel rooms. Commissioner Wilsen asked if it has been considered to do a 501C3 for Founders' Day, like what was asked of Mr. Maxwell from the HRDB for his ICE event. Mayor Johnson advised that it has not been considered but if they decide to then they need to do all committee events including the Spring Fling. He further getting more participation in getting donations for the Founders' Day event. Mayor Johnson advised that the 501C3 for City events can be looked at during the budget process. 24. Authorization to Purchase an ArcGIS Editor Software License at a Price of $6,400. (Support Services Director Butler) 8:55 PM The Support Services Department recently hired a GIS Technician who has an initial assignment to develop a large-scale map base of City infrastructure,such as utility lines and stormwater facilities. The City has only two concurrent-use editor licenses and five positions that utilize the software. Heavy use of our existing software in the large-scale mapping effort is creating conflicts with its use by other staff resulting in one or more persons unable to use the software to edit and create spatial data. In order to improve staff utilization, the Support Services Department sought to purchase an additional editor concurrent-use license from the software vendor, Esri(Redlands, CA). In the course of processing this purchase requisition,the Finance Department determined that City Commission approval was required, as the Adopted FY 2016 Budget did not explicitly state the Department was going to make this purchase using existing budgeted capital funds. Support Services Director Butler briefly explained that this item is a regular purchase of software but because it cost more than $5,000 it is treated as a capital item and City Commission will need recognize this as a capital project. Money is being transferred from the software expense category to the software capital category so it is already funded in the existing budget. 8:55 PM Motion: Move to authorize purchase an ArcGIS Editor Software License at a price of$6,400. 11 Page Regular City Commission April 5, 2016 Moved by Commissioner Grogan, seconded by Commissioner Wilsen; Motion carried unanimously. Support Services Director briefly answered questions the Mayor had regarding the need for the purchase of the GIS software. K. STAFF ACTION ITEMS -None L. COMMENTS FROM COMMISSIONERS 8:56 PM Commissioner Grogan — said he would like for the staff to look into a grant program for new start-up businesses coming into the new projected downtown area. Once they come up with the program they can then discuss funding. Brief discussion ensued regarding the money that would be budgeted for the grant program. Commissioner Wilsen — 1) announced that many of the HOA's will be during their annual meetings in the next couple of months. Encouraged HOA's to please send updated contact information to their District Commissioner. Most of the contact information she has for HOA's in her district is not correct. 2) commented that she would like them to move forward with the Charter Review. They have already received a price quote from Marilyn Crotty who has done countless Charter Reviews. She feels they should proceed with the Charter Review Board by beginning the RFP process to hire a consultant. Mayor Johnson said he would like to move forward with the Charter Review board but feels the board should name the consultant and not the Commission. Further discussion ensued regarding the hiring of the consultant/facilitator and the appointment of the members from each district. 9:03 PM Motion: Move to proceed with the Charter Review Board by beginning the RFP process for proposals for a consultant/facilitator. Moved by Commissioner Wilsen, seconded by Commissioner Keller; Motion carried unanimously. Commissioner Keller announced he would like to have Cheryl King as his appointee to the Charter Review Board. Commissioner Wilsen announced she would like to have Martha Lopez-Anderson as her • appointee to the Charter Review Board. Mayor Johnson announced he would like to have Angel de la Portilla as his appointee to the Charter Review Board. City Manager Frank advised that the Commission can give staff their appointee names so staff may present an agenda item to be formally adopted at a future Commission Meeting. Commissioner Firstner—None Commissioner Keller—None 12IPage Regular City Commission April 5, 2016 Mayor Johnson — I) asked for an update on the Bluford Ave. and White Road construction. Public Works Director Krug announced they are done with the difficult relocation of utility lines. They are finishing up the storm drain this week and can start building roads next week. Mayor Johnson further asked that the one way signs be taken down until after the construction because it is causing confusion with drivers. 2) thanked the Police Department for the addition of the school crossing guard on Lady Ave. Additionally; he thanked the Parks and Recreation Department for sprucing up Vignetti Park. ADJOURNMENT—9:11 PM APPROVED: Attest: City of Ocoee ItA, 1-Mi. rA ' 1 Be" ikenberry, City Clem Rusty J irr n, Mayor 13IPage SIO ocoee florida 43: atij of 1J: ffitt I, Rusty Johnson, 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 Mayor of the City of Ocoee, which I am about to enter, so help me God. • � i sty Johnson SWORN and Subscribed before me this 5th day of April,2016. !OA.,*AA Bet Eikenberry,City Clerk • 41,\*„.. ,14 ocoee florida atij of 4J: ffite I, JOHN GROGAN, do solemnly swear (or affirm) 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 COMMISSIONER of the City of Ocoee, which I am about to enter, so help me God. J hn Grogan SWORN and Subscribed before me this 5th day of April, 2016. :�'►akt,0., Be ikenberry,City Cler 4 410IP ocoee florida 43 atb of 4J. ffice I, RICHARD FIRSTNER, do solemnly swear (or affirm) 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 COMMISSIONER of the City of Ocoee, which I am about to enter, so help me God. G 1 Richard Firstner { SWORN and Subscribed before me this 5th day of April,2016. Ai re 'Eikenberry, City Clerk ,