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CC12-01-14MinLONGWOOD CITY COMNIISSION Longwood City Commission Chambers 175 West Warren Avenue Longwood, Florida MINUTES December 1, 2014 7:00 P.M. Present: Mayor John C. Maingot Deputy Mayor Ben Paris Commissioner Joe Durso Commissioner Brian D. Sackett Commissioner Mark Weller Chris Conley, City Attorney Jon C. Williams, City Manager Michelle Longo, City Clerk Troy Hickson, Police Chief Chris Capizzi, Leisure Services Director Lee Ricci, Human Resources Director Don Castner, Battalion Chief Louise Frangoul, Accounting Manager 1. CALL TO ORDER Mayor Maingot called the meeting to order at 7:00 p.m. 2. OPENING INVOCATION. Mayor Maingot gave the invocation. Speaker who was scheduled was not present. 3. THE PLEDGE OF ALLEGIANCE 4. COMMUNITY ANNOUNCEMENTS. Ms. Longo read the following announcements. A. Celebrate the Season will be held on Friday, December 5, 2014 from 6:00 p.m. until 9:00 p.m. in the Downtown Historic District. There will be ice-skating, food, crafts, games, a chance to visit with Santa Claus, and the lighting of the tree (6:15). B. Movie in the Park will be held on Friday, December 12, 2014 beginning at 7:00 p.m. at Candyland Park, 599 Longdale Avenue. This month's feature is "Arthur Christmas". CC 12-01-14/1 C. The Longwood Citizens on Patrol Christmas Parade will be held on Saturday, December 13, 2014 beginning at 2:00 p.m. and will make its way through the Historic District of Longwood. D. The "Downtown Longwood Cruise -In" Car Show will be held on Saturday, December 13, 2014 from 5:00 p.m. until 8:00 p.m. in the Historic District of Longwood located off of Church Avenue. 5. PROCLAMATIONS / RECOGNITIONS A. Recognition of Commissioner Weller's Completion of the 2014 Advanced Institute of Elected Municipal Officials held October 24-25, 2014. Mayor Maingot read a letter from the Florida League of Cities, Inc. and presented Commissioner Weller with his Certificate of Completion. Photographs were then taken. 6. BOARD APPOINTMENTS. None. 7. PUBLIC INPUT A. Presentation. Mr. Andrew Apgar, Schneider Electric to present the results of the Business Case Analysis relating to the Capital Improvement & Reinvestment Program. Mr. Andrew Apgar, Business Development Leader for the Energy and Sustainability Services Division for Schneider Electric in Florida. He presented the results of the business case analysis that was conducted. He said he had worked with staff for the last several months and thanked them for all their help. He stated this is all about a budgeting tool for cities and counties in Florida that affords them the opportunity to do a lot under a single contracting mechanism. He said they are able to align themselves with an energy service company like Schneider Electric and develop a scope of work to include design for mechanical systems. He said in this case, there will be some water and waste water operation items. There will be on -going performance, measurement and verification. He said there are positive economic benefits that are contractually guaranteed. He presented a graph that showed how utility costs are used to offset the funding for the project. He stated for each and every year of the contract, which can be up to twenty years for the financing term, they have to show at least one dollar of positive in savings returned back to the City. He stated this is flexible and they work with staff to develop the project based on the financial parameters set by the City. He went over the phases of the project. He said if they cannot develop a project that meets the State Statute, the City does not owe anything. He said if they CC 12-01-14/2 do develop a project that meets the perimeters of the City and the City chooses not to move forward, all that they owe is what is stated in the Investment Grade Audit Agreement (IGA). Commissioner Durso asked for clarification on the IGA regarding if there is a proposed savings or if there is not. If the City does the IGA and there is no proposed savings, there is no cost to the City. If there are savings and they decide to move forward, then the cost of the IGA is rolled into the overall project financing. lie said if they don't move forward on the project but there is a savings, then they simply pay for the IGA and the audit is the City's. Mr. Apgar said once they deliver the report, it is theirs to keep. He explained the additional amount and what it would consist of. He went over the process that was done to get them to where they are today. He said the City signed a letter of interest in May, they completed the business case and presented it to staff in October. He said for an overview, he broke it down into facilities, water, and waste water utilities. He said for facilities they looked at a number of their facilities, including City Hall,, the Police Station, two Fire Stations, the Community Services Building, Financial Services, Candyland Park, street and overhead lighting. Commissioner Weller asked about HVAC and mechanical savings. Mr. Apgar said most of the savings comes from lighting and optimization of their control systems for the HVAC equipment. He said actual mechanical changes are going to be costly but will have more of an impact on occupant and constituent comfort when utilizing those facilities. He said it is mostly lighting and water conservation and retro-commissioning of facilities, along with building automation systems. He said some facilities do have building automation. In some cases it is a simple thermostat or they are not inter -connected or integrated with each other. He said they would look at opportunities to integrate those to have a single user interface to control facilities from one location. Mayor Maingot asked if he has met with the City Manager to come up with a definite figure as to what the City's indebtedness would be for this project. Mr. Apgar said as they move into the Investment Grade Audit, that is where they fully define what the costs are. He said it is viewed as debt by a rating agency because it is back -filled or back -stopped by savings; in this instance it is viewed very differently, opposed to normal, bonded indebtedness. CC 12-01-14/3 Commissioner Weller asked what the life span for mechanical systems is. Mr. Apgar described several systems and their life span. He said where they get the benefit is by combining lighting, which is a short term payback item, the savings from that is sufficient to off- set the costs of more capital intensive projects. He went on to discuss water conservation and stated this would be irrigation at the parks and also looking at the domestic water fixtures and retro- fitting them with low flow technologies. He said for HVAC mechanicals, a lot would depend on the scope that is developed and the discussions that they have with staff about what really makes sense. He said in talking with Mr. Kornbluh and his staff about the utilities and looking at their meter infrastructure, they have an old meter infrastructure. He said Mr. Kornbluh is in the process of going through the budgeting process of replacing those meters. He said under this proposal, they would look at replacing the water meter infrastructure so they can recover non -revenue water. He said they will also look at advanced metering infrastructure, which is a fixed base system where they can read the meter from City Hall or Financial Services, or an automatic meter reading system, which is a drive -by system. This will give them more flexibility for the services they want to provide. He said in the case of AMI, they can do a leak detection, a remote read, and a remote disconnect. He said there are a lot of things they can do with that technology. There is a cost and a savings r associated with that. He said they would work with Mr. Kornbluh and his staff to make the determination of what makes the best value sense to the City. He explained about the water plants where they have continuous pump use and where those pumps run on the curve. They would run diagnostics on the pumps to get an optimal time to replace them. He said they are looking at a minimum of recovering annually $300,000 in non -revenue water. Commissioner Durso asked about the savings being proposed in the IGA and if those savings are guaranteed. Mr. Apgar said they are guaranteeing performance of whatever they put in. He explained so he was clear, they are guaranteeing what they are implementing as part of the project. He said he cannot guarantee a dollar amount of revenue, nobody can. He said if half their population leaves, then they have zero dollars of revenue from those houses. He said what he can guarantee them is the performance of those meters and how that system operates to put them in the best position to recapture revenue. He said they can provide a performance assurance service, a revenue protection plan in which they will provide testing equipment, or they can test the meters themselves. He said they can look at how the revenues CC 12-01-14/4 are coming in, where there are potential opportunities to address any potential shortfalls or issues in advance of when they consolidate, as well as look at the project each and every year and reconsolidate how it looks. He said as far as actual revenues being guaranteed, no one can guarantee that with water revenue because trends go up and down. He said he wants to make sure they have the most accurate system they can have. Commissioner Sackett asked if the $300,000 included homes as well as businesses. Mr. Apgar said that it includes commercial, industrial and residential. Commissioner Weller asked if they are able to choose what they want to do, or do they have to do everything. He asked if they can choose to do the water meters only. Mr. Apgar said by combining multiple items, it gives them the best value moving forward on what they can do with this project. He said if they tell him now they only want to do the water meter section of it, he will have to go back and tweak that amount. Mayor Maingot asked about the water meters that have been replaced and what the difference in consumption is after making the change. Mr. Apgar said this was done by taking a statistical sample of the meters and that is what they based their projections on. He said if they cannot fmd enough savings to fund the project, then they have to walk away. He said they see this as an economic development engine. He said they utilize local contractors and engage the community to let them know what is going on. He said as a next step, they are asking them to approve the Investment Rate Audit Agreement. He said they will work with staff to put a contract together and also provide an ongoing Performance Assurance Support Services Plan. He said it is on the agenda for them to approve. Discussion ensued and questions asked on savings, investments, and whether it is something to move forward with at this time. Mr. Williams said it might be a good idea to go back and work with Mr. Apgar on the IGA and separate the costs out into separate projects. He said then they can review each one and decide which to move forward with. Commission decided to delay this item for further research. CC 12-01-14/5 B. Public Participation. None. 8. MAYOR AND COMMISSIONERS' REPORT District #2. Commissioner Durso said he serves on the Governance Committee for the Florida League of Cities and will meet prior to the next Commission Meeting, if there is anything the Commission would like forwarded to the League let him know. He has been approached about an issue at Lyman High School, which is ongoing and he hopes can be resolved. He said the speakers at Lyman are pointed at Columbus Harbor, and Columbus Harbor is not happy about that. He said the bigger issue is that Lyman is increasing the use of their field to include weekends and other evenings. He said there has been questionable music, which is not family friendly, on the speakers. He is meeting with the Principal and Athletic Director tomorrow morning to fmd out more about what is going on. He might be late for the Christmas event because he is attending a Safety Summit in south Orlando. He said there are a number of state wide leaders attending this meeting and they will have break out session's one dealing with Amendment 1 and water. He has had increasing commentary from constituents on Longwood Elementary and what they would like to see there, including softball, baseball, and soccer, and new utility infrastructure. District #3. Deputy Mayor Paris said he is looking forward to the Celebrate the Season and the tree lighting ceremony. District #4. No report. District 95. Commissioner Sackett said he spoke to Mr. Warren Brown, and he is recovering well, but is in isolation. He attended the baseball closings and two ribbon cuttings for Brookdale facilities, which were very nice. He said he attended the Lyman sports end of the year banquet. He mentioned the passing of the Apopka Mayor John Land. He is looking forward to the Christmas Parade and attending the Celebrate the Season Event. District #1. Mayor Maingot said this Saturday, December 6�will be the 15t` anniversary of the Longwood Carolers group. He visited the seven (7) locations where they will be singing and extended an invitation to everyone to come participate. He wanted to thank Commissioner Sackett for his vocal contributions to the caroling program. He said there was an. article in the Lake Mary Life and Altamonte Life, which attracted additional interest from people wanting to sing with the group. He said on November 20f the retirement of Battalion Chief Carbonell, Lieutenant Cohen, and Lieutenant Williams was celebrated. He said he made contact with the editor of the Lake Mary Life to have an article placed recognizing their retirement. He stated he has been contacted that they are holding space for the article but needs the write up along with a photograph. He CC 12-01-14/6 1 asked Mr. Williams to follow up with the Fire Chief and get the information sent over. He said he had a call from a Mr. Steve Hauck with Stellar Sign and Design Company who in interested in moving his business to Longwood. He asked Mr. Williams to follow up with him. 9.. ANY ADDITIONS OR DELETIONS TO THE AGENDA Commissioner Durso moved to postpone Item 1213. Seconded by Commissioner Sackett and carried by a unanimous voice vote. Commissioner Durso paid tribute to Mayor John Land of Apopka. 10. CONSENT AGENDA A. Approve Minutes of the November 17, 2014 Regular Meeting. B. Approve the Monthly Expenditures for November 2014. C. Approve a purchase order to Ferno, Inc. in the amount of $42,735.40 for a Powered Stretcher lifting system, Center Mount for the stretcher and a Stair Chair. D. Approve a purchase order to Zoll Medical Corporation in the amount of $89,600 for two (2) Zoll Monitor/Defibrillators and an Auto Pulse system with Auto Pulse SurePower Charger. E. Approve a purchase order to Motorola Solutions in the amount of $22,918.01 for four (4) APX 6000 Radios and one (1) APX7500 Radio. Commissioner Weller moved to approve the Consent Agenda as presented Items A through E. Seconded by Commissioner Durso and carried by a unanimous roll call vote. 11. PUBLIC HEARINGS A. Read by title only and adopt Ordinance No.14-2053, which provides for the issuance of a Capital Improvement Revenue Note with Old Florida Bank for the purchase of a 2015 Vactor Sewer Cleaning Truck. Mr. Conley read Ordinance No. 14-2053 by title only. Mayor Maingot opened the public hearing. No one spoke in favor or opposition to the Ordinance. Commissioner Durso moved to close the public hearing. Seconded by Commissioner Sackett and carried by a unanimous voice vote. CC 12-01-14/7 Commissioner Durso moved to adopt Ordinance No. 14- 2053 as presented. Seconded by Commissioner Sackett and carried by a unanimous roll call vote. B. Read by title only and adopt Ordinance No.14-2054, which provides for the issuance of a Capital Improvement Revenue Note with Old Florida Bank for the purchase of a 2006 Freightliner Ambulance and new Fire/Ambulatory Equipment. Mr. Conley read Ordinance No. 14-2054 by title only. Mayor Maingot opened the public hearing. No one spoke in favor or opposition to the Ordinance. Commissioner Durso moved to close the public hearing. Seconded by Commissioner Sackett and carried by a unanimous roll call vote. Commissioner Sackett moved to adopt Ordinance No. 14- 2054 as presented. Seconded by Commissioner Weller and carried by a unanimous roll call vote. 12. REGULAR BUSINESS A. City Commission to hear a request from Ms. Janice Petteway with EXIT Real Estate Results to mitigate a Code Enforcement Lien in the amount of $45,950 on the property located at 764 Meadowlark Court. Commissioner Durso moved to withdraw item from the agenda due to person making request did not show up. Seconded by Commissioner Sackett and carried by a unanimous voice vote. B. Approval of an Investment Grade Audit Agreement (IGA) with Schneider Electric and authorize the City Manager to execute all associated documents. This item was postponed. C. Approval of an Agreement with Vietnam and All Veterans of Brevard, Inc. to provide an approximate 315 scale replica of the Vietnam Veteran's Memorial Wall located in Washington, D.C., along with equipment for the name locator and associated equipment. Commissioner Durso moved to approve Item 12C as presented. Seconded by Commissioner Weller. CC 12-01-14/8 Commissioner Sackett asked about the cost and how many employees are going to be needed for the commitment. Mr. Williams said they will look to find volunteers to fulfill the obligation to set up and guard the wall. He said they would have to rely on City staff in the absence of volunteers. He said it could cost $15,000 if they have to provide staff time and resources for set up and may be as high as $20,000. Commissioner Sackett said it would be a wonderful thing, but there is no time now to secure it, so it would have to go into next year's budget. He said they could do corporate sponsorships and things like that to make it more soothing. He said it is not available for this budget cycle and asked Mr. Williams if he has time to talk to them and to schedule it for the next budget calendar year. Mr. Williams said for the 2016 calendar year between January and April time frame. He said he would establish a Wall Committee to pursue looking for volunteers to assist with setting up, security and donations. Commissioner Weller said he agrees with Commissioner Sackett and he will personally solicit corporate sponsors because this will be good for the City. Commissioner Durso said he is honored to bring this to the City. Mayor Maingot said it is important to get sponsorships since the City does not have the staff. He also feels it is a great idea. Mr. Williams said he would get in touch with them and secure a date. He said there may be a deposit of $1,000 and after they know the date, they can establish the Wall Committee, and put together budgets if they have to use staff. Motion carried by a unanimous roll call vote. D. Read by title only and adopt Resolution No. 14-1369, which adopts post -issuance compliance and remedial action procedures for tax-exempt debt issued by the City. Mr. Conley read Resolution No. 14-1369 by title only. Commissioner Durso moved to adopt Resolution No. 14- 1369 as presented. Seconded by Commissioner Weller and carried by a unanimous roll call vote. CC 12-01-14/9 E. Request by Commissioner Durso to have a Commission discussion regarding the use of the fields at Longwood, Elementary for recreation purposes. Commissioner Durso said he has been inundated by phone calls from residents who are tired over fighting for fields -at Candyland Park and have concerns about equipment there. He feels it is time to move forward with a discussion with the School Board about Longwood Elementary. He said they have an opportunity to convert the school to a secondary sports complex. He has heard the desire for soccer and softball. He said regarding women's softball, they have a traveling team that competes in national tournaments and regional tournaments, and have no place to go. He said they lose them to Lake Mary and Altamonte all the time. He said they have the fields available, they just need to be converted. He said they can do something similar to what is done at Candyland Park, at Longwood Elementary, to deal with the costs of converting. He thinks now is the opportunity to take what is an unused field and turn it into something the residents consistently say they want. He wanted to bring this forward and get a consensus from the Commission as to what they think and get permission for Mr. Williams to contact the School Board to begin those conversations. Commissioner Sackett said he supports exploring the options. Discussion ensued. Commissioner Durso moved to have the ability to move forward with Mr. Williams and the appropriate staff to develop a basic concept for what they could do at Longwood Elementary and move forward to talk with the School Board. Seconded by Commissioner Sackett and motion was carried by a unanimous voice vote. 13. CITY MANAGER'S REPORT. Mr. Williams said on Tuesday, December 9th he will be attending the Seminole Board of County Commission Meeting with Ms. Sheryl Bower. He said they have an item on their agenda relating to County Road 427 involving the context sensitive improvements or the -road diet. He said they are going to present the design and ask Seminole County to provide the City authorization to proceed in reaching out to regulatory agencies for the possibility of doing the context sensitive improvements. He said Kimley-Horn, the engineer who has been secured through the HUD Grant, -will be making that presentation. He said the two ponds at State Road 434 and I4 will be discussed as they are part of that project. He said they have discussed with Seminole County about taking ownership of those ponds. CC 12-01-14/10 1 1 14. CITY ATTORNEY'S REPORT. No report. 15. CITY CLERK'S REPORT. No report. 16. ADJOURN. Mayor Maingot adjourned the meeting at 8:24 John CC 12-01-14/11 1 This Page Left Blank Intentionally. 1 1 CC 12-01-14/12