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CCMtg08-20-12Min ILONGWOOD CITY COMMISRON Longwood City Commission Chambers 175 West Warren Avenue Longwood, ]Florida MINUTES AUGUST 20, 2012 7 :00 P.M. Present: Mayor Brian D. Sackett Deputy Mayor H.G. "Butch" Bundy Commissioner John C. Maingot Commissioner .floe Durso Commissioner Bob Cortes Ban ]Langley, City Attorney .bon C. Williams, City Administrator Sarah M. Mirus, City Clerk Wanda Broadway, Human Resources Manager Chris Kintner, Planner /Stormwater Marilyn Douglas, Purchasing Manager Pamela Barclay, Director of Financial Services Troy Hickson, Police Chief Sheryl Bower, Director of Community Development Services Bill Gulbrandsen, Fire Chief Richard Kornbluh, Division Manager of Utilities Tom Smith, Division Manager of Streets /]Fleet Michelle ]Longo, ]Executive Assistant to City Administrator 1. CALL TO ORDER. Mayor Sackett called the meeting to order at 7:00 p.m. 2. A moment of SILENT MEDITATION was followed by the PLEDGE OF ALLEGIANCE. 3. COMMUNITY ANNOUNCEMENTS. None. 4. RECOGNITIONS/PROCLAMATIONS. A. Presentation of the 2012 Key to the City Award to Mr. Robert E. Snyder, Jr., President of South Seminole Hospital and Vice President of Orlando Health. Commissioner Maingot read a Proclamation that outlined a biography on Mr. Bob Snyder, Jr. He then presented Mr. Snyder with the Proclamation and Key to the City Award. Photographs were then taken. CC 08- 20- 12/231 B. District #5 Nomination of the Business Person of the Month Award for September 2012. Mayor Sackett nominated Steven Brint, M.D. of Central Florida Gastroenterology located at 1.1140 West Colonial Drive for the Business Person of the Month Award for September 2012. Nomination carried by a unanimous voice vote. 5. BOARD APPOINTMENTS. A. District #3 Nomination to the Land Planning Agency. Commissioner Cortes deferred the nomination to the next meeting. 6. PUBLIC PARTICIPATION. A. Presentations. Ms. Camille Tharpe of Government Services Group (GSG), Inc. will give a presentation on non -ad valorem funding options. Ms. Camille Theme Senior Vice President of Government Services Group (GSG), Inc., 1500 Mahan Drive, Suite 250, Tallahassee, Florida 32308, gave a PowerPoint presentation entitled "Presentation to the City of Longwood on Fire Assessment Programs August 2012 ". The presentation outlined the following information: general information on fire assessments, historical overview of the City's efforts in 2008, fire assessment methodologies, implementation procedures, benefits of using fire assessments, strategies for success and GSG's fire assessment experience. Ms. Tharpe and Chief Gulbrandsen then answered questions from the City Commission regarding the presentation. B. Update on the status of Weston Park Apartments which is to be located near the future SunRail Station within the Longwood Transit Village District and approval of a Memorandum of Understanding (MOU) establishing proposed terms concerning the City of Longwood's contributions to the development of Weston Park Apartments. Mr. Williams said Mr. Ryan von Weller was present on behalf of Longwood Transit Oriented Development (TOD), LLC to give a presentation of the update of Weston Park Apartments. He stated at the conclusion of his presentation, they were going to ask the City Commission to enter into a Memorandum of Understanding (MOU), which sets forth the tentative terms upon which the City proposes to assist the developer in developing the apartment complex. He said the purpose behind the MOU was to allow the Commission to participate in establishing a basic frame of work upon which a complete development agreement would be put forth CC 08 -20- 12/232 setting the specific terms and condition of the Project. He said the MOU was subject to the condition upon the developer and the h parties negotiating it into a development agreement. Mayor Sackett clarified if Mr. von Weller will present the TOD part of it and Mr. Williams will take responsibility for the MOU or was that part of his presentation as well. Mr. Williams said he would do the presentation and they would pick it up afterwards. Mayor Sackett then welcomed Mr. von Weller. Mr. Ryan von Weller, Orange Crown Companies representing Longwood TOD, LLC, 1277 North Semoran Boulevard, Suite 116, Orlando, 32807, stated a lot of things have transpired with their Project since they last spoke. He said they were - planning the actual Longwood. TOD SunRail Station right across the street on the corner of Church Avenue in Longwood. He noted the entire Project was $24 million and consisted of 201 multi- family units, and was spread over several acres of property. He said everything had been in place for several years now, for the District, according to what they had implemented dating back to 2007 -2008. He said the only thing that had changed was the Governor and many in the Legislature delayed SunRail's arrival to the Station by several years. Since they cleared that hurdle last year, they have been going as fast as they could to get this Project financed, approved at every level and built. He said he was pleased to announce that they do have a funding commitment for the equity of the Project, which was about a $7 million equity bullet, and they were also working with the same group to procure the construction loan and the permanent debt on the Project as well. He stated things were progressing rapidly. He said the hedge fund has one of the projects, and they have no doubt of their ability to come through. He stated they have reached terms with them and the money was not in their account yet, but they were working on that day -by -day, and their actions tonight will go a long way toward securing their commitment and making this Project a reality. He said the goal tonight was walking them back through where they have come, along with opportunity here, and everything they have done for them so far. He stated when he was finished, Mr. Larry Adams of ACi, Inc. was here to go over their design for the Project and take them through the current conceptual site planning that they have done for them so far. L_ Mr. von Weller reviewed a PowerPoint presentation that included the following: the Basics of SunRail, TOD Work Shop Sketchbook, Longwood TOD Station Concept, the "First Piece" of CC 08 -20- 12/233 Longwood TOD Vision, Who are Longwood's TOD consumers, TOD Housing, Annual Demand, Apartment Market Drivers, the Florida Department of Transportation (FDOT) parking and retention per document dated November 3, 2008 and the proposed Weston Park four (4) story multi - family housing property with modified parking. Mr. Larry Adams AU, 955 North Pennsylvania Avenue, Winter Park, 32789, said this was almost anti - climactic for most of them because of the vision that started so long ago, and to the credit of the City and community, they have continued to lead forward in terms of where they were headed, and taken a lot of the complexity out of it by allowing things like this to happen. He said this was the first piece, along with vision, and he thanked staff for the continuation of the vision in terms of Codes which was really the concept of the Guidebook. He said they were mirroring the new Nation's transportation bill and it was important to realize that there were more funds now being invested in rail systems, and there was $20 million for planning a design right now that was not earmarked, so they were very anxious to do anything they can to help in that area. He said the reality of this was important to realize that they were not a parking lot next to a platform and was one of the biggest moves that ever happened. He said it was not easy, and no one else has been able to do it because they started first. He said all the other stations were stuck with that. He said they do see the character of this becoming important, and he did want to emphasize there was still a lot more to do. He said the City Attorney was very diligent in the MOU about how many things still had to come back to the staff and the Commission, so do not look at this as the final. He said however, the canopy was done and getting built, that was real. He stated the arrival experience for Longwood, and he thought one (1) of the great things that was important about this community, was it sits in the commercial crossroads and the intersections of highway traffic, but it was a community where people live, and they should be very proud about TOD also being a part of where people live. He said being residential and having that moniker, that attitude, was really a big positive for Longwood. He said there were a lot of places trying to find a way to get people back into their city. I Deputy Mayor Bundy asked, in the apartment leases, was there a i requirement that forbids any complaints about train traffic. Mr. von Weller said they were hoping people that live next to the I SunRail' Station would be aware that a train will be coming. Mayor Sackett said he gets a call every time the train goes by from a lady, and she bought her house after the train was here. CC 08- 20- 12/234 Mr. von Weller said the train was going to be a lot quieter that they were all aware, and it has a car sounding horn versus the super high decibel sound. Mr. Williams requested the City Commission approve Agenda Item 6 B, a MOU, establishing proposed terms concerning the City of Longwood's contributions to the development of Weston Park Apartments, which was to be located near the future site of the train station. Deputy Mayor Bundy moved to approve. Seconded by Commissioner Durso and carried by a unanimous roll call vote. C. Public Participation. Warren Brown 100 Canada Avenue, Altamonte Springs, 32701, President of Longwood Babe Ruth Baseball, said on the Agenda tonight was an item regarding awarding a contract for maintenance of the grassy areas in the City. He requested the Commissioners to exclude from whatever contract they do the Candyland Park field maintenance area, and have that remain with the City employees as it has been. He said the fields were pretty good for many years, but starting about three (3) years ago, when they got rid of the outside contractor that was maintaining the field at that time and they went to City employees, the fields have greatly improved and were in excellent condition at this time. He noted those people care, and they have a vested interest, see the fields every day and know what was wrong or right, and take the steps to correct that. He noted the main thing that concerns him about an outside contractor coming in and mowing those areas was the fact, as they may or not know, that they have a special strain of Bermuda grass, as do most ball fields, that does not do well with cross contamination of weed seed or from seeding of other grass that was tracked in or comes in on mowers and equipment from other areas that was maintained from outside. He said it was really essential as far as keeping the level of maintenance on those fields, that the mowers be used almost exclusively for maintenance of ball fields, and. was the type of mower that the City now uses. He stated for those primary reasons, and the fact that the City was doing an outstanding job right now, he hopes and urges the Commission to leave the maintenance of the Candyland Park grassy areas of fields with the City employees as it was right now. CC 08 -20- 12/235 7. MAYOR AND COMMISSIONERS' REPORT. District 94. No report. District #5. Mayor Sackett noted the Florida League of Cities (FLC) Annual Conference was this week and the Mayor's Meeting was on Wednesday, and the Commission was going on Thursday, Friday and Saturday. He said they would come back with lots of information as always. District 91. No report. District #2. No report. District #3. Commissioner Cortes thanked everyone for their well wishes and noted his family appreciated it. 8. ANY ADDITIONS OR DELETIONS TO THE AGENDA Mayor Sackett said he had been asked to move Item 11 F to follow Item 10 A, because they were somewhat related to each other. By a unanimous voice vote, the Commission approved the request to move Item 11 F to follow Item 10 A. 9. CONSENT AGENDA. J A. Approve Minutes of the .Duly 30, 2012 Work Session and the Minutes of the July 30, 2012 Special Meeting. B. Approve the Monthly Expenditures for August 2012. C. Approve the Monthly Financial Report for July 2012. D. Approve a donation in the amount of $2,050 from the Police Confiscation Fund to Woodlands Elementary School in support of their Reading and Math Improvement project to provide a crime prevention strategy through improved education of our elementary students. E. Approve an increase to Purchase Order No. 14486 in the amount of $2,615.61 for a total of $22,615.61 to Verizon Wireless as suppliers of air cards for the remainder of the Fiscal Year 2012. Commissioner Durso moved to approve the Consent Agenda as submitted. Seconded by Conunissioner Cortes and carried by a unanimous roll call vote. CC 08 -20- 12/236 10. PUBLIC HEARINGS. A. Read by title only, set September 4, 2012 as the second public hearing date and approve the first reading of `— Ordinance No. 12 -1992, amending the Longwood Development Code (LDC) Article 1 General Provisions, Article 11 Land -Use and Overlay Districts, Article III Development Design Standards, Article V Supplemental Standards, Article V1 Signs, Article 1X Hardship Relief, Article X Administration, and the Longwood Design Guidebook to adopt a Heritage Village Urban Code by reference, revise parking standards, revise fence standards, establish a waiver provision, streamline and clarify existing development processes. Mr. Langley announced having proof of publication for this Item. He then read Ordinance No. 1.2 -1992 by title only. Mayor Sackett opened the public hearing. No one spoke in favor or in opposition to the Ordinance. Commissioner Cortes moved to close the public hearing. Seconded by Commissioner Durso and carried by a unanimous voice vote. Commissioner Durso moved to approve the first reading of Ordinance No. 12 -1992 and set September 4, 2012 as the second public hearing date. Seconded by Commissioner Cortes. Ms. Bower stated Mr. Blake Drury with AECOM would give a presentation on the redevelopment strategy. The following representative with AECOM gave the presentation: Blake Drury 150 North Orange Avenue, Orlando, 32801, said he appreciates the chance to be with them one more time. He stated they have been developing the plan and always come back to the beginning point that says they were doing this to try to help them to keep getting their elements to create that public realm that they talk about around the Station and the District. He said part of that deals with the way they talk clearly about their expectations for development in the area, their expectations for the public realm, and the other part was to try to help them get their ducks in a row in terms of how they may finance that in the future. He said they talked in detail some months ago about some very specific things related to some projects that may come out of this and things that they may advance in terms of the strategy itself. He then reviewed a PowerPoint presentation that outlined the following items: CC 08 -20- 12/237 understanding market realities and aligning the City's goals, policies, and investment appropriately; illustrative plan; primary and secondary streetscapes; streetscape example; parking strategy; recommended infrastructure projects; key action items; urban --' code- regulating plan; urban code - regulating zone; urban code - elements organized by zone; and urban code - district -wide elements. He then answered questions from the Commission regarding the presentation. Discussion was held in regards to the landscaping being proposed in the Ordinance. Deputy Mayor Bundy moved to appoint Commissioner Maingot as our Liaison regarding approval of plant materials. Seconded by Commissioner Cortes and carried by a unanimous voice vote. Mr. Drury stated he would be happy to meet with him and their landscape architect. Mr. Drury answered questions from the Commission regarding the presentation that included funding sources for the projects identified and changes for redevelopment. Motion was approved by a unanimous roll call vote. i Il Il. REGULAR BUSINESS. A. Approve the ranking and award Request for Proposal (RF P) Igo. 01-12 for mowing maintenance services to the successful contractor at the submitted pricing. Mr. Williams said earlier this evening, they were scheduled to have individual interviews with the four (4) proposals that they received; and due to an advertising conflict, they ultimately had to cancel that meeting and move to this Item. He said if the Commission desires, they can move forward with the item as presented by the staff. He said the Commission was welcome to ask any questions of any of the proposers who were here tonight, or the Commission may move forward with the recommendation to award this proposal and allow staff to enter into contractual negotiations with whomever the Corrumission desires to award the contract. Mayor Sackett inquired if there were representatives from all four (4) groups here. Mr. Williams said he was not sure who all was here. CC 08- 20- 12/238 Mayor Sackett read the names of the organizations who submitted a request for proposal (RFP)'and they were: Maintenance Management Group Helping Hands Lawn Care, Inc., Dora `--- Landscaping Company, and the City of Longwood. Ms. Douglas answered questions from the Commission regarding the RFP. Mayor Sackett asked the Commission how they would like to pursue this Item with interviews and noted that all of the companies were not here, but they had this package for a week. Deputy Mayor Bundy said he had a couple of questions, but with all of them not here, the reason they do not normally do that was because one (1) company would hear the answers that the other company gives and have an opportunity to formulate it, but since only one (1) of them bothered to show up, it was not a real problem. He said he does have a concern, so the gentleman who was here could answer that concern. Norm Ripper representing Helping Hand Lawn Care, Inc. Post Office Box 1704, Sorrento, 32776, introduced himself to the Commission. Deputy Mayor Bundy said he noticed that he was here for the entire meeting and heard the concerns that Mr. Brown of Longwood Babe Ruth had brought up. He asked Mr. Ripper if he bid the whole package. Mr. Ripper said they bid the whole package. Deputy Mayor Bundy said one (1) of the concerns was using the same equipment for mowing the right -of -ways, ditches, and retention ponds, and then using that equipment, with an opportunity for cross contamination. He said they spent thousands of dollars between the City and Longwood Babe Ruth on getting those fields in the condition they were in. Mr. Ripper said there would not be any chance of that. He said he thinks the way those fields used to be maintained, they were with a rotary mower and not with a reel mower. He said this was a bid to use a reel mower on it and they were actually not doing any other reel mowing, so the reel mower they use for those fields would only be used on those fields, and if that does change, they would notify them first and come up with a plan of what to do in that situation. He said right now, they have no other reel mowing. Mayor Sackett asked where they would store that reel mower. CC 08 -20- 12/239 Mr. Ripper said there was a possibility it could be stored on site. He said if not, it would just be stored at their shop. Deputy Mayor Bundy said they have the space. Mr. Ripper said they would not use it on anything else other than the ball fields, so they were not going to use it on any other government contracts they have. Mayor Sackett said he thought it should be site based. Deputy Mayor Bundy said that was the second thing he was going to ask and was a concern of his. He said his inclination was he wants them out of the grass mowing business. He said they have had it and different divisions have done it, some were responsible for some and some were responsible for the other, and they never knew who was responsible for what. He said he wanted one (1) person, so if they have a complaint registered to them from a resident, they can go to the Administrator, and he can go to whomever the contractor was. Mr. Williams said they do have Mr. Al Butler with them tonight who has just completed an evaluation of the Public Works Operations, who may be able to shed some light on any questions they may have with regard to the City performance. Al Butler AICP, M. Engineer, a Consultant that was retained by the City to look at the Public Works Operations, and as part of that, looked at the mowing operations that were ongoing there. Mayor Sackett asked for his credentials. Mr. Butler said he was the Capital Improvement Projects (CIP) Manager for the City of Ocoee located at 150 North Lakeshore Drive, Ocoee, 34761. He said he was previously the Public Works Administrator for Hamilton County in Chattanooga, Tennessee. He said he provides consulting services throughout the United States for Public Works Operations. He said he most recently completed work in Denver, Colorado in Boulder County. Mayor Sackett asked him to address the.mowing part of his evaluation. Mr. Butler said when the mowing service was brought in- house; they did so without hiring any additional staff. He said the impact on the ability of the Streets Division to maintain their previous — level of operations has been quite dramatic. He stated more than CC 08- 20- 12/240 half of their field crews were dedicated to mowing, and they frankly do not have the right equipment to do it. He said his recommendation would be that they outsource what he calls the low end of mowing, which would be right -of -ways, storm retention ponds, and things of that type. He said potentially, if they kept anything in- house, it would be the high end, like the recreational fields, where they have integrated landscape maintenance, such as weeding shrubbery around the public buildings, and that would continue to be done by in -house staff and Leisure Services, where they have the skill levels, and that they return the Public Works staff to the street maintenance activities that have been suffering as a result of reduced staffing. Mr. Williams said he agreed. He said they had a suspicion that the amount of equipment they were throwing at the task was way too inadequate. He said they were suffering in other areas of the City because they were trying to play catch up to be able to maintain and do the job of mowing. He said by taking the approach Mr. Butler has presented, or complete outsourcing all the areas that have been identified in the RFP, they will have to look at staff that they have in place, and will have to re- allocate to address some of those needs that have been neglected over time. Ms. Douglas continued to answer questions from the City Commission regarding the bid package that included the amount budgeted for the RFP; the evaluation committee; the scope of services and the need for it to be revised; the history of the performance of the contractor's and their references who were ranked in the top two; how the evaluation committee ranked the RFP's; and the members who were on the evaluation committee and their qualifications to evaluate the RFP's. Mr. Williams said obviously the challenge they had was the City was a submitter to the RFP, so they have staff 'that was here and capable enough to evaluate these proposals, but they felt like by placing that staff on the committee, then ultimately that would rise to a conflict of interest. He said the second aspect of it was, it was an RFP versus a bid, so they were looking at multiple qualities within the proposal to make the selection. He said they had just been focused on dollar savings; they could have taken the bid approach first of all. He said if they recall, they did revise their processes based upon the direction the Commission had given them, and brought back these scopes of services, which they ultimately approved and they had submitted those. He said he r thinks one (1) of the things was if they could establish some consistency, they could go back and revise the process, they could put that forth. He said the documents were prepared in accordance with State Statutes, and they were following those guidelines that CC 08 -20- 12/24.1 were out there and working with the City Attorney. He said if there was something there they feel like they were missing, give them that, and they will go back and revise it. Deputy Mayor Bundy said he thinks the problem was that the City, knowing how most of them felt about the service they were getting and been getting in the past, the City should never have been allowed to present a proposal on this because if it was not obvious then, it certainly was now that he was not going to spend a half a million dollars on labor, and then, buy the equipment. He also has a problem with the way it was arranged. He said he spent a lot of time looking at the proposals, and while he does appreciate one trying to please them by hitting the bid number that they requested, he was a lot more impressed by somebody ignoring a ridiculous number that was thrown out of there and just bidding it based unrealistically. He said he has evaluated them all and discounted the rankings because the City of Longwood's submittal should have been ranked seventh (7 out of four (4). He said once again, it was way outside the expertise of the three (3) people, whom he ` knows were very uncomfortable doing this, so he was going to discount that. Deputy Mayor Bundy moved to enter into contract negotiations with Helping Hand Lawn Care, Inc. for the entire City services. Seconded by Commissioner Maingot. Mayor Sackett asked if they needed to establish a second place after that if `it did not work out. Mr. Langley recommended they establish that ranking tonight. Deputy Mayor Bundy restated the motion to enter into contract negotiations with Helping Hands Lawn Care, Inc. and then Maintenance Management Group to give them the opportunity to reconsider the other proposal. Seconded by Commissioner Maingot. Commissioner Cortes said he had one (1) question on Maintenance Management Group, they put on the tabulation that they have not bid on ball fields, but yet he actually put on a price of an additional $11,150 for a total of $15.8,200, so he might not have presented it properly, but he did because it says Candyland Park. Mayor Sackett noted the ball field was a blank space on that page. Commissioner Cortes said he thinks in his mind he was trying to stay within budget because of the price. He said they always looked at the lowest bidder and whether he was ridiculously low or CC 08- 20- 12/242 not, and he looks at equipment, which he has good equipment, and he looks at location, and he was in Seminole County. He said the only bad thing he had going was that he bid too low and that was not a bad thing for the City because if he was willing to do the job that they ask of him at the price he was willing to do it, so be it. He said at the end of the day, the City was looking to get a good product at a good price, and it might be a ridiculous price, but nevertheless, it was a difference of $70,000 from one to the other. He said they were moving to go with Helping Hand, but the purpose of the RFP was to go with the one (1) that would give them the best bang for our bucks. Motion carried by a four -one (4 -1) roll call vote with Commissioner Cortes voting nay. B. Approve the award and contract execution for Request for Proposal (RFP) No. 06 -12 for the purchase of real property located at 565 Preston Road. Mr. Langley said the Commission directed the staff to issue a request for proposal (RFP) on the 565 Preston Road property that the City acquired through a mortgage foreclosure process. He said the RFP was completed and the City received two (2) proposals, and the staff ranked the proposals, and the proposal rankings were in their packets. He said he did not think the rankings were close and staff was recommending going with Meridian Capital Holdings, LLC. He said a representative was here from Meridian to answer any questions about their proposal. He said this particular Item has a pretty substantially completed contract form. He noted there was one (1) item left to deal with, with respect to the proposed purchaser, to obtain a payoff letter from the mortgage company. He said staff was recommending approval of Meridian as the highest ranked proposer to negotiate and enter into a contract for the purchase price of $27,101. He said that purchase price was what it was because there was a pre- existing mortgage on the property that they believe has the sum of $68,000 or $70,000. He said the sale would be a quit claim deed and the City would not be making any warranties concerning the condition of the property and the title of the property. He said the purchaser would have closing obligations to make repairs and improvements to the property, and their proposal for making those improvements was incorporated into the form contract. He said they do have a period of time post- closing to obtain permits or seek permits, and after they obtain the permits, they have a one hundred (100) day period to actually implement the improvements that they were requesting. CC 08 -20- 12/243 Deputy Mayor Bundy moved to accept staff's recommendation of Meridian Capital Holdings, LLC. Seconded by Commissioner Durso. Discussion was held in regards to the value of the property, the current condition of the property and the cost of bringing the property up to standards. Motion carried by a unanimous roll call vote. C. Read by title only and adopt Resolution No. 42 -1317, which supports the construction of quiet zones throughout the rail corridor in Central Florida as part of the SunRail Project. Mr. Langley read Resolution No. 12 -1317 by title only. Commissioner Durso said this was a very simple Resolution. He said many cities along the line have been trying to coordinate with Congress and the Federal Department of Transportation (FDOT) on quiet zones. He said they had some push back from FDOT in both the State and Federal government, so what they were trying to do was urge their support early on in the process while they were redeveloping the intersections to just fold the quiet zones into them instead of having it be a separate expense two (2), three (3) or four (4) years down the road. He said the reason this was here was because at the last MetroPlan Municipal Advisory Committee Meeting, the Committee decided that they would ask all the cities involved along the line to do this Resolution, so he forwarded it to the Administrator and here it was. He stated it was simple and direct, and down the road there will be some follow up action that will be needed from you all to reach out to Congressman John Mica and a few others. Mayor Sackett asked if this was support for the entire line. Commissioner Durso said it was the establishment of quiet zones along the line in every city along the line, and every city was doing this. He said they were trying to eliminate the horns altogether, except for emergencies. Commissioner Durso moved to approve Item 11 C, adopting Resolution No. 12 -1317 as presented. Seconded i by Commissioner Maingot and carried by a unanimous roll call vote. D. Approve to waive the $75,000 limit on Job Order Contracting (JOC) and authorize a contract with Blue Ox Land Services, Inc. through the JOC contract process for the replacement of CC 08- 20- 12/244 the outfall culverts for ]Fairy Lake in the amount of $153,987.03. Mayor Sackett asked if this was to waive $75,000 always or was this a one (1) time thing. Mr. Williams said for clarification purposes and for the record, the request to waive the job order contracting (JO C) was for the Fairy Lake outfall replacement only. Deputy Mayor Bundy moved they do a one -time waiver of the $75,000 limit on the Job Order Contracting System authorizing the contract with Blue Ox Land Services, Inc. for the Fairy Lake outfall for a maximum dollar amount of $153,987.03. Seconded by Commissioner Durso. Mr. Williams asked if they could add to Deputy Mayor Bundy's motion, with the concurrence of Mr. William Stroud to work with the City and provide a permanent drainage easement for the property located at 1535 Kathryn Drive. Deputy Mayor Bundy amended his motion to include the language Mr. Williams requested to be added to the IL motion. Commissioner Durso said his second still stands. Commissioner Maingot asked who was there within the City that looks at some of these bids to determine if they were in actual fact being priced properly or were they taking them to the cleaners. He said when he looks at some of this stuff like the tree removal of $16,000; he had those details down below and then provided additional examples. He asked who was giving them the lead on this that they should accept this sort of stuff of what they were putting forward. Mayor Sackett said, so Commissioner Maingot was saying how do they know this was fair market cost. Commissioner Maingot said he had some serious concerns. Mr. Williams said there have been certain plans and specs that have been developed to do the necessary improvements over there, so that information was provided over to Blue Ox Land Services, Inc., who ultimately prepared the proposal that they see before them. i Discussion ensued regarding the proposed cost for this Project and the justification for the cost of the Project. CC 08 -20- 12/245 Commissioner Cortes said before they vote on this, he would like to have on the record the concurrence of Mr. Stroud on the drainage easement because he did not see any documentation on this. Mayor Sackett said that was discussed the last time he was here, and that was asked for. Mr. Williams said the recommendation was with the concurrence of Mr. Stroud. He said Mr. Stroud and he has talked on and off over the last two (2) weeks quite significantly. He said he has indicated his willingness to work with the City in preparing a permanent drainage easement. He said they felt it was prudent on their behalf to have him present tonight to indicate his willingness to work with the City on this Project. Commissioner Cortes said he did not see anything here signed, so if he did not mind putting it on the record, that was all he said he needed. William Stroud 1535 Kathryn Drive, said he has been working with Mr. Williams on the permanent drainage easement through the property and they have his consent on that. He stated they will be working with the City Attorney on preparing those documents as they move forward with getting all the construction moving with six (6) weeks to build everything. ' Mayor Sackett said Mr. Stroud was on record as accepting. Deputy Mayor Bundy said the motion was contingent upon them not doing it without a permanent drainage easement. Motion carried by a four -one (4 -1) roll call vote with Commissioner Maingot voting nay. E. Approve an increase to Purchase Order No. 014612 in the amount of $18,385 for a total of $50,608.10 to Pegasus Engineering, ]LILAC for professional engineering services for post design services for the proposed culvert replacement within the Fairy Lake Outfall Cannall located at 1535 Kathryn Drive. Commissioner Durso moved to approve Item 1 I as presented. Seconded by Commissioner Cortes. Commissioner Durso said this was one (l) of the issues they talked about at the last meeting. He said it was directly connected to that --- Project. He said they just approved the bigger part of that Project, CC 08 -20- 12/246 and they specifically wanted both of these items brought back to this meeting. Mr. Williams said he also wanted to get Mr. Stroud's concurrence on the record one (1) more time. William Stroud 1535 Kathryn Drive, said they were going to be preparing the documents to have everything in order for it, and stated he was in concurrence with it. Motion carried by a four -one (4 -1) roll call with Commissioner Maingot voting nay. F. Dead by title only and adopt Resolution No. 12 -1316, which adopts the Heritage Village Redevelopment Strategy. Mr. Langley read the Resolution No. 12 -1316 by - title_ only. Commissioner Maingot moved to: approve Resolution No. 12- 1316, as'.presented Item 11 F. Seconded by Commissioner Cortes. �. Deputy Mayor Bundy said he would reiterate =his comments from earlier that this was a strategy they have always had, but showing dollars here and there, was no way to do it. He said they were putting all their hopes in a couple of things and there was nothing wrong in it for him to oppose it, he said he was just disappointed. Motion carried by a unanimous roll call vote. 12. CITY ADMINISTRATOR'S REPORT. Mr. Williams said he wanted to request an Executive Session with the City Commission on September 5, 2012 at 6:00 p.m. for the purposes of collective bargaining. Mr. Williams said they had received a request from Florida Hospital Altamonte to set up some tours for each of the Commissioners. He said those dates to choose from were October l't from 8:00 to 10:00 a.m., October 4 from 8:00 to 9:00 a.m., October 22 from 8:00 to 10:00 a.m., and October 26 ". He said Commissioner Durso requested this be coordinated. Commissioner Durso said the President of Florida Hospital had requested that the local legislative leaders, City Commissioners etc., take a tour of CC 08- 20- 12/247 the facilities because there were some new things they would like to showcase at Altamonte. He said the President of Florida Hospital would like this to be a group thing. Deputy Mayor Bundy requested Ms. Longo send everybody a calendar and they can send it back as to when they were all available and forward it. 13. CITY ATTORNEY'S REPORT. No report. 14. CITY CLERK'S REPORT. No report. 15. ADJOURN. Mayor Sackett adjourned the meeting at 9:54 p.m. 2- -r Brian D. Sackett, M� A TES Sarah M Mirus, MMC, MBA, City Clerk i I CC 08 -20- 1.2/248