Loading...
02-26-2015 Special Meeting City of Clermont MINUTES SPECIAL COUNCIL MEETING February 26, 2015 The Clermont City Council met in a special meeting on Thursday, February 26, 2015 in the Council Chambers at City Hall. Mayor Ash called the meeting to order at 6.30 pm with the following Council Members present. Council Members Goodgame, Mullins, Bates and Travis Other City officials present were City Manager Gray,City Attorney Mantzans and City Clerk Ackroyd Police Station Site Consideration City Manager Gray stated Council requested staff review the Kings Ridge Professional Centre as a potential location for the new police station. Kevin Radigan, Architect Design Group, reported the estimated cost of $7,684,899 00 for the Kmgs Ridge Professional Centre site did not include site development and site acquisition expenses. The location is adequately sized for a police station,has public visibility from Highway 27, all infrastructure is on-site, and retaining walls are not required. The front of the building would not face Highway 27 unless parking was reduced, parking would be visible from Highway 27, access to Highway 27 would be limited, requires compliance with Kings Ridge Development covenants, utilities would have to be relocated,and the property is not owned by the City. Site A at North Hammock Ridge at the Arts and Recreation Complex has a strong public presence along Hammock Ridge Road, minimal connecting roads would be required, retains the landscape buffer on the west edge of the property, requires minimal modifications to utilities, and has a clear separation from the Arts and Recreation Center. The location would require removal of approximately four acres of pine trees, requires retaining walls and tie-down slopes, less efficient parking, limited internal traffic flow for police vehicles,requires extension of utilities, and could limit use of the south area of the complex. Site B at Hooks Street provides direct access to Hooks Street and Citrus Tower Boulevard,permitting was complete, the property is owned by the City, and the site is centrally located The location requires extensive retaining walls, future expansion is limited, the City and Developer Agreement has not been resolved, site development costs were higher, increased construction time would be involved, and the site may have better use as a private development. The cost compansons for the Hammock Ridge and Hooks Street sites were reviewed. The approximate cost for the Hammock Ridge site would be $10,250,026.00. The Hooks Street location would require additional expenses for retaining walls, permitting fees, and overall site development. The approximate cost would be$10,504,251.00. Mayor Ash commented the costs were higher than budgeted Council Member Travis stated the sale of the existing police station and the Hooks Street property could make up the cost difference City Manager Gray commented purchasing items directly would save money on sales tax. Council Member Goodgame gave a presentation reviewing the costs to build city hall today versus the costs in 2002. He reviewed his pros and cons for the police station sites under consideration and supported the site at Hooks Street. Council Member Goodgame moved to approve the police station at Hooks Street. 1 City of Clermont MINUTES SPECIAL COUNCIL MEETING February 26, 2015 The motion died for lack of a second. Council Member Bates was opposed to the Hooks Street site. Mayor Ash commented the Hooks Street site and the Hammock Ridge location have many issues Council Member Travis was in favor of selling the Hooks Street property and building on the Hammock Ridge location. Mayor Ash stated additional parking would be required at the Hammock Ridge site as the City moves forward to increase use of the Clermont Community Center facility and property City Manager Gray commented four areas on the Clermont Community Center location were reviewed and the northwest corner near Hammock Ridge Road was the best site. The City is working with Lake County on placing flashing lights at the entrance. Council Member Mullins stated both the Hammock Ridge and Hooks Street locations have vision and traffic issues The Hooks Street location will take months of litigation and money to resolve. The Clermont Community Center location near Hammock Ridge Road is ready for building a police station. Mayor Ash opened the public heanng Ginger Martin spoke in favor of the Hammock Ridge location. Jim Purvis supported the Hooks Street property. Bob Peraza spoke m opposition of the Kings Ridge Centre site. Brent Joyner, representing the Clermont Police Officers, stated the majonty of the police officers preferred the Hooks Street site. Mayor Ash closed the public heanng. City Manager Gray stated the issues at the Hooks Street location was the reason the Clermont Community Center site was considered The Hooks Street site has potential legal issues which could take time to resolve Council Member Travis moved to vote on the Hammock Ridge property; seconded by Council Member Bates. The motion passed 4 to 1 with Council Member Goodgame opposed. City Manager Gray will follow up with a financial plan for the new police station The sale of the Hooks Street property will be placed on an agenda. Police Take Home Vehicle Program Police Chief Broadway presented a proposal for an assigned take-home vehicle program. The program provided for a vehicle to be assigned to each sworn police department employee for use by that employee. Currently the department uses a pooled vehicle program for most officers The benefits of an assigned 2 City of Clermont MINUTES SPECIAL COUNCIL MEETING February 26, 2015 take-home vehicle program include decreased operating costs, quicker off-duty officer response time, increased sense of security in officer's neighborhoods, a valuable recruitment and retention tool, and the program is recommended by an International Association of Chief's of Police study The program could be implemented in the current fiscal year with the purchase of seven vehicles m addition to thirteen vehicles currently on order The cost of the additional seven vehicles is $280,000 and could be funded from the Infrastructure Sales Tax fund Police Chief Broadway requested approval to purchase seven marked police vehicles and a budget amendment in the amount of$280,000.00. City Manager Gray stated the fleet was aging and a program in place to replace the vehicles in the next three to four years. The shared vehicles are difficult to maintain as they are on the road twenty-four hours a day all year long Fuel costs would increase and maintenance expenses would remain the same. Council Member Mullins asked if there was a substantial cost difference. Finance Director VanZile stated an analysis to determine cost effectiveness of the program as it applied to the City had not been done. Financing the vehicles was not cost effective due to paying interest rates and financing fees. Council Member Mullins inquired how many vehicles would be necessary for all officers to have a take- home vehicle Finance Director VanZile reported there were currently forty-two vehicles in the fleet, thirteen vehicles were on order, and the seven requested vehicles would be used by the sixty-two officers The majority of the replaced vehicles would be used as spare vehicles. Mayor Ash asked what impact the purchase would have on the budget. Finance Director VanZile stated the thirteen vehicles on order were budgeted and the seven additional vehicles would be absorbed in the Infrastructure Sales Tax Fund without having an effect on the budget. Council Member Goodgame asked how far the vehicles would be dnven home. City Manager Gray responded the current take-home policy was twenty miles Mayor Ash questioned what the impact would be on insurance Finance Director VanZile stated there would be an increase m rates due to the additional vehicles; however there would not be any impact related to havmg a take-home vehicle program Council Member Mullins stated police officers were previously provided a pay rate increase to recruit and retain officers in lieu of take-home vehicles and inquired if the pay rate scale would change under the program. City Manager Gray recommended Council retain the pay rate scale. Mayor Ash expressed concern regarding future requests from other departments for take-home vehicles Council Member Travis supported the request. Council Member Goodgame inquired if any officers lived further than twenty miles from work. Police Chief Broadway stated the majority of officers lived within the twenty mile take-home vehicle policy Mayor Ash expressed concern regarding future funding. Council Member Mullins commented there was the risk the sales tax may not be renewed by voters this November 3 City of Clermont MINUTES SPECIAL COUNCIL MEETING February 26, 2015 City Manager Gray commented there was a five-year replacement program for the existing fleet The City would not replace as many vehicles if the program was fully implemented. Finance Director VanZile stated histoncally the City replaces twelve vehicles a year Mayor Ash opened the public heanng Jim Purvis requested Council seek alternatives and suggested leasing the vehicles Jeremy Kevitt spoke on behalf of the Clermont Police Officers and requested approval. Chns Jenkins spoke in favor of the take-home vehicle program Ginger Martin requested Council table the request until a new police station was built. Mayor Ash closed the public heanng. Mayor Ash requested any motion made include revisiting the program after two years to review the impact on City finances. Council Member Mullins preferred tabling to a future meeting and requested staff provide more data on cost savings. Council Member Travis moved to accept the assigned vehicle program; seconded by Council Member Bates The motion passed 5/0 with all members present voting ave. For clarification, Council Member Travis noted the intent of the motion was as presented by staff. The Council agreed with the intent. Reserves Policy Finance Director Van Zile presented information regarding a proposed Reserves Policy. The purpose of the policy was to provide sufficient cash flow for daily financial needs, secure and maintain investment- grade bond ratings, offset significant economic downturns, and provide funds for unforeseen expenditures. The policy provided for external restrictions, emergency reserves restnctions, and capital replacement reserves restnctions. Staff requested a consensus to place the proposed policy on the March 10, 2015 agenda for formal approval. There was a consensus to place on the March 10,2015 agenda ISBA Annexation Strategy City Manager Gray stated due to the approval of the Interlocal Service Boundary Agreement between the City of Clermont and Lake County, the City will phase-in annexation of properties which have a Utility Service Agreement with the City Economic Development Director Hitt presented the four pnmary phases for annexation into the City The first phase annexations included Plaza Colima and Toyota of Clermont. The second phase of annexations consisted of Don Mealey Chevrolet, Pine Valley Industnal Park, Manlow properties, Napleton Chrysler Dodge Jeep, Lake County Shenff's Department, Clermont Nissan, 4 City of Clermont MINUTES SPECIAL COUNCIL MEETING February 26, 2015 Semmnger Irrigation, Hartle Groves, Johns Lake Landing, and Headquarter Honda. The third phase of annexations included the BP gas station, Discount Tire, Harbor Federal Savings Bank, Value Place Hotel, Magnolia Center, U-Haul, East Town Center, and the Hithersay property Phase four annexes the road nght-of-way on State Road 50 from the current City limits on State Road 50 to the Lake-Orange County line Council Member Goodgame noted there were dealerships currently under an approval process with Lake County City Manager Gray stated the City was working with the property owners to obtain a Planned Unit Development for City Council review Council Member Mullins inquired if the City would have costs associated with the annexations City Manager Gray stated Finance Director VanZile will provide a financial impact report at the public heanngs. Council Member Mullins noted the largest impact for the City would be related to police and fire services ADJOURN: With no further comments, this meeting was adjourned at 9:07pm 1 APPROVED: i er Gail L.As'Mayor ATTEST: i Tracy Ac +oyd, City Cl 5