TOWN COMMISSION REGULAR MEETING MINUTES  TUESDAY, SEPTEMBER 24, 2024 OAKLAND MEETING HALL  7:00 P.M.  CALL TO ORDER:  This meeting was held in-person and livestreamed as a Zoom webinar. Mayor Taylor called the regular meeting to order at 7:00 p.m. This was followed by the Pledge of Allegiance and  Invocation by Commissioner Ramos.  ROLLCALL  COMMISSIONERS PRESENT:  Commissioner McMullen Commissioner Ramos Vice Mayor Satterfield Mayor Taylor Commissioner Polland  COMMISSIONERS ABSENT: PRESENTATIONS:  Mayor Taylor asked to have the Proclamation Declaring State of Local Emergency for MOTION was made by Commissioner Ramos, seconded by Commissioner McMullen to adopt the Proclamation Declaring State of Local Emergency for Potential Tropical Cyclone  Potential Tropical Cyclone Nine added to the agenda.  Nine. NAY: None  AYE: McMullen, Ramos, Satterfield, Taylor  Proclamation - National Breast Cancer Awareness Month = October October 2024, as National Breast Cancer Awareness Month.  Mayor Taylor read the National Breast Cancer Awareness Month Proclamation announcing  Town Commission Regular Meeting Minutes  September 24, 2024 - Page 1    PUBLIC FORUM:  Public comments were as follows:  Donna Reed, 100 Vandermeer Street = Donna said that she wanted to, again, mention that the stop signs around her house are still being blown right through. She said she knows that Starr is getting really, really busy, and she definitely foresees something will happen there sooner than later. Donna said the next thing, she wanted to find out where we were with the sound system. She said she knows the sound system is pretty expensive from what she understands but wants to know where it stands. Donna said is there nothing we can do to get some kind of sound system in here because she was listening to the budget meeting on Zoom, and the mic kept going in and out, sO you're hearing just portions of what is being said. She said she thinks that it is kind of unfair to anybody who is hearing challenged, they're not included in any of these meetings, they just aren't. Donna said if you have a mild hearing impairment, maybe you're okay, buti ify you have a severe hearing impairment, you're just totally left out. Donna said that she talked a little bit to the mayor before the meeting started but wanted to make her comments public. She said she came to the meetings before the September 5th meeting at the county commission and heard all of our commissioners say several times how they wanted residents to show up, they wanted the public to show up. Donna said "Well, this public showed up to the September 5th meeting, and I don't remember seeing not one of you all there, and Ithink that's very unfair and I understand that they had already made a decision, but sometimes you have to show up and speak your mind to get it in the record and as it is right now, not one of you have your voice in the record about how you felt about this fire today, and It think that's very wrong. So, I'm very disappointed by that. So don't ask me to stand up and take my time out to go to a meeting like this, and Mayor Taylor said that he and Assistant Town Manager Hui are working on the sound system. He said we did get a proposal back and there was one change we wanted to make SO we have the vendor looking at some alternative layouts. Mayor Taylor said that the cost was about $43,000 to do the project which would include brand new audio, mics, cameras, and a sound system throughout the hall. He said as soon as we get that back, we are ready to go. Judi Rosser, 201 Briley Avenue - Judi said that since there's basically no more land left in this town to have development, there will be probably a lot of people who are very interested in grabbing land, and there are some houses that are around here that aren't on a quarter of an acre, they're on more than that, and they're going to want to probably have some zoning changes SO that they can put three houses on one lot. She said that is the rumor that they heard and doesn't know what the commission can do, but it's something that's coming down the road not that they  then none of you care enough to show up."  Town Commission Regular Meeting Minutes  September 24, 2024 - Page 2    don't have anything to tackle right now, but it's just a point that probably needs to Mayor Taylor said he understands, and he thinks he knows the property that Judi is talking about that was just recently sold and it's on the other side of Speer Park, on the north side of Speer Park, and that his understanding is the guy just owns three lots. He said he thinks they are platted, and they're not combined. Mayor Taylor said that he does not know thet facts, but thinks that's it, but if they're all combined, they have to break them up and come back through planning and zoning and do all that good stuff, but he understands Judi said that they are going to put zero lot lines, and you've got all these other homes that have lovely, lovely lots, it's just aesthetically not going to be Mayor Taylor said he can't recall if in the Town Land Development Code there is a certain size of width of lot, or certain square footage. He said you are going to have all your setbacks and things that they have to meet, plus, they're going to have to get on sewer, obviously, you know, because septic, that's why we have such nice big blocks. Septic was the reason, because then you need a place to put the drain field. Mayor Taylor said Judi should just keep an eye out on the agendas and see if that property specifically comes through. Judi said she just wanted to point out, it's going to continue to probably surface Trillshun Bacon, 510 W. Henschen Trillshun asked if we have any volunteer opportunities for students because he knows a lot of them are going to put in college applications and things and it also provides a lot of opportunities for the town to get Community Outreach Director Lovejoy said that we often have high school students volunteer on event days and if they're with an adult, they can volunteer at the Arts and Heritage Center on weekends as well. Town Clerk Hui said that the Oakland Nature Preserve always needs volunteers Mayor Taylor said that Trillshun was here at the last meeting and had mentioned about the fence in the park. He asked Trillshun if he wanted to paint the fence or Trillshun said just repaint the fence. That's the original mural on there now and it is  be in front of their minds.  what Judi is saying. very pleasing.  as older houses get taken down and bought up.  some stuff up and running.  as well.  replace the fence? about ten years old.  CONSENT AGENDA:  a. Minutes - 9-9-2024 Town Commission Budget Hearing b. Minutes - 9-9-2024 Town Commission Regular Meeting  Impact Fee Study  Town Commission Regular Meeting Minutes  September 24, 2024. - Page 3    Mayor Taylor announced the items on the Consent Agenda.  MOTION was made by Vice Mayor Satterfield, seconded by Commissioner Ramos to  approve the Consent Agenda.  AYE: McMullen, Ramos, Satterfield, Taylor  NAY: None  OTHER POLICY MATTERS  Legislative Budget Travel/Training (Pulled from agenda) TOWN MANAGER/DEPARTMENT HEAD REPORTS: Town Manager Stewart reported on the following: Streetscape Final Design and Engineering Tubb Street  Manager's Report  Town Manager Stewart said that one thing that the commission saw in the impact budget during our budget hearing this evening was the inclusion of design and engineering of the Tubb Street streetscape project, which is something that we discussed several years ago. The town commission has made a conceptual plan about where to move the project forward ino order to get that project sort of shovel ready. There will be more opportunity for grant funding if we start along in the design and development of the project process and SO what would that do is it would enhance the Tubb Street corridor, possibly provide some on-street parking and some beautification from basically the town circle here all the way back to State Road 50. Town Manager Stewart said it would also create some transportation safety improvements and, SO we've set aside and earmarked some funds for that, transportation impact fee dollars. He said he would bring back before the town commission a plan of how to get the project through engineering probably here in the next month or two months from  now.  Maintenance of Medians and right-of-way- - S.R.50  We did receive some calls regarding the maintenance of the right-of-way medians on State Road 50. Last week we did reach out to DOT, and he did notice that they were out there yesterday mowing those medians along the right-of-way. That is DOT's responsibility to do  but we were glad that they sent out their contractor to take care of that.  Special Project Report  Presentation by Nathan Brown, Assistant Public Works Director Public Works Director Brown provided a PowerPoint presentation, please see presentation for  additional information.  Town Commission Regular Meeting Minutes  September 24, 2024- - Page 4    Highlights of the presentation included the following:  Assistant Public Works Director Brown said that one of the first projects that we are working on is what he is calling a pilot road project. The project will be over on West Gulley, and he feels this section of West Gulley is a good test for this new surface that we want to use because it's got slope, and it also has two intersections where there's turning happening and a chance to see how it works. He said that he pulled the spec from Indian Trails, South Florida which is near Miami, and they have a grid of just a ton of rural roads. Assistant Public Works Director Brown said that what they've done is for anybody that doesn't like the dirt roads, they can opts in for the milling roads. He said the unique part about this is when normal residents put in milling roads, they don't typically seal it, but this would be sealed also, compacted and sealed SO it ends up being similar to asphalt, but still has a little bit rougher and a little bit more rural feel to it. Assistant Public Works Director Brown said this would be a pilot area to try that out on and then hopefully we'd move forward with it throughout other parts of the town. He said that he thinks it's coming in right around $12,000 for that section. Assistant Public Works Director Brown said it's not quite as refined as hot-mix asphalt, but it's got a good hard feeling, and it doesn't pothole very much. He said it's 5 inches thick, SO it's a good layer. He said a lot of times it's installed much thinner, but this is a good layer, and it also doubles as a base if we do want to come through and do asphalt at a later date. Assistant Public Works Director Brown said it actually comes in even cheaper than, like mixing in clay and things like that. He said we were looking at options, mixing in clay was more expensive than just running the millings and then as we scale it up, it gets cheaper. Assistant Public Works Director Brown said he also wants to mention the East Hall Avenue streetscape project. He said there's been some concerns there with parking happening in that field, both when the town uses it and some of the neighboring churches and currently on the street there is zero streetscape, zero trees, anything within the right-of-way. Assistant Public Works Director Brown said the proposed is to have five oak trees put in there, live oaks, and then put a hedge with the goal to stop people from egressing out of that parking and random places along the right- of-way. It would give them a controlled area. and enter and exit from that parking Assistant Public Works Director Brown said that the other thing we've been working on and will be presented next month is the Solid Waste Advisory Group. The existing waste management contract. will be expiring at the end of the year SO we put the RFP out and now the solid waste group has met and come to a decision what they want to present as a selection for that. He said we should have more information on Assistant Public Works Director Brown said we're meeting hopefully this week, depending on what the hurricane does, with UCF. He said they have offered about four to five students to run a capstone project, they're calling it, and it's a shade  and also beautify the road and give us some shade.  that next month.  Town Commission Regular Meeting Minutes  September 24, 2024 - Page 5    initiative in the town, which with us being Oakland, that's helpful, to find locations for oak trees to be placed. Assistant Public Works Director Brown said as we look for grants and things like that, it's a great study to have, and GIS: shapes and information to where we go to plant trees, they've already determined the best places, both for safety and for shade opportunities for bicyclists and pedestrians SO that's something we're going to be working with them over the next month to hopefully have in our Donna Reed, 100 Vandermeer Street - Donna asked what the results were of the dirt  back pocket. road survey.  Town Manager Stewart said It's basically mixed, 50-50. He said there's really no way to know how many people, in actuality live in the town, we will not be using any of the data to make decisions, it really was an informal survey to get a feel for where people are at. He said this is really the only material we think is going to work and make it still look like a dirt road without having to do the asphalt, just because of the high usage that these roads are getting. Commissioner Ramos said that we could do a field trip after this is done for all of us to go out there and visit, or encourage all of us to go visit it, and then come back, soundboard what we think about it, and ask the residents to drive by it, walk it, bike it, whatever it takes. As far as this test goes, we should have Community Outreach Director Lovejoy say that we're going to finish the project on such date, go out there, test it out the next month by golf cart, bike, whatever it takes to get the feedback because that way we can bring it back over here and say, great price, but we get a bad response. Hopefully we get a good response, and it does end up looking much more in keeping with There was additional discussion on the dirt road survey, responses and where  the roads than any asphalt. togo to see millings put on the road.  Department Head Reports  Community Outreach Director Lovejoy provided the following updates:  The Farmer's Market is cancelled this Thursday. We are actually going to postpone it until the following Thursday, October 3rd sO for the month of October, we'll have three farmers Meet Your Mayor is next week, sO you can come and talk to your mayor. We're going to do a location change and meet at the Arts and Heritage Center at 6pm and then Dueling Pianos is October 5th right here in Vanderley Park. The doors open at 5pm and the show starts at 6,bring a lawn chair ify you'll be joining us. Also, the Arts and Heritage Center has added yoga on Monday nights now as well and it's for all levels sO if you've never done yoga before, it  markets. The vendors requested that, and we thought it would be great.  would be great for the opportunity to make space for you to try it out.  Town Commission Regular Meeting Minutes  September 24, 2024 - Page 6    A special thank you to Wei-Shen Chin for his recent presentation of "The Art of Bird Photography." " It was really a wonderful night. If you would like to see his artwork, swing by Public Works Director Parker said just to reiterate, the town is well prepared for whatever Assistant Town Manager/Town Clerk Hui mentioned that the Oakland Avenue Charter will Town Manager Stewart said that we will copy whatever the Orange County government decides to do, and they will have an idea of what their closures will be tomorrow. We are prepared and have gone through pre-storm preparation. If anything changes, we request  the center, it's on display and you can also purchase a calendar. Mother Nature throws our way this week, and we wish for the best.  follow OCPS and be closed on Thursday.  everybody pay attention to the town's Facebook page.  COMMISSION REPORTS:  Commissioner Ramos said that he was talking to Chief Esan at the last meeting about upcoming workshops for electric vehicle (EV) readiness and they are having one October 1st at 2:00 p.m. which he will be attending and will give the Police Department information if they want to participate. Chief Esan said to contact Deputy Chief Bryant who will be running Commissioner McMullen said that he is part of the Florida League of Cities Board, and they had their first board meeting this past week on Friday and Saturday. Some of the highlights that the Florida League of Cities is going to be working on is promoting job growth SO if we have job openings in the future, we can post on their job board. He said as far as policy is concerned, we're going to hire a new tech person to help with research on policy and also with ordinances that will be coming from the state legislature SO they're going to have a brand-new tech department and with a lead there, we're also increasing the actual tech hardware and software. Commissioner McMullen said hopefully we'll be getting some better information as it relates to the Florida League of Cities and the different cities, towns, and communities interacting with the state. He said as far as educating new elected officials, they have a push on putting out some additional classes online and live. Commissioner McMullen said the last thing he wanted to bring up is that some of us know that the Florida League of City has other services, insurance, investment, debt, loan services, they also work with county liability insurance. He said he knows we don't work with the insurance anymore, which was a good thing because they lost some clients because of the increase but a lot of cities and towns had some increase in health care costs and SO there's nothing we can do about that but they understand we did our due diligence and SO we had to do what we had to in order to make some adjustments. Commissioner McMullen said that one thing he wanted to mention is that we are part of the pension plan, and he wants the town residents and everyone here to understand, their pension is a $1 billion pension fund, SO we are part of one of the strongest pension funds in the nation. He said it is strongest not just in the state, but in the nation SO our interaction and our partnership with the Florida League of  the Police Department after September 24th through October 4th.  Town Commission Regular Meeting Minutes  September 24, 2024 - Page 7    Cities is really helping our staff rather, as it relates to the pension program. Commissioner McMullen said there's a lot coming down from Florida League of Cities, and as he gets more updates, we have more board meetings throughout the year and going into the new year, and they're going to really do all they best they can to come alongside us. There's a lot that we feel is going to be coming down from the state legislature that we need to prepare for.  Vice Mayor Satterfield - Nothing additional.  Mayor Taylor said that Meet Your Mayor is next Wednesday at the Arts & Heritage Center  at 6:00 p.m. ADJOURNMENT  There being no further business, Commissioner McMullen adjourned the meeting at 7:45  p.m.  TOWN OF OAKLAND:  SHANETAYLOR,  R  ATTEST: Pwiclu ELISE HUI, TOWN CLERK  Town Commission Regular Meeting Minutes  September 24, 2024 - Page 8    TOWN OF  -  ak  land  FLORIDA  PUBLICWORKS PROJECT UPDATES  LATE 2024  SEPTEMBER 24, 2024    Oakland  W Gulley Ave Millings Area  Recycled asphalt millings, RAP" is expectedto provide a desirable surface that is more resilient than roads yet not as smooth as hot mix asphalt.  Approx 405LF @ 15'V wide with radl as shown. -Roll and Compact Sub grade -install 5" MIn RAP (to pass 3-1/2 Sleve) -Rolly with water and bindert to 95% Compaction. Seal Road with Prime Coat SS1H Asphalt Binder & Apply Sand Coat  the existing dirt, Produces  shell, or crushed concrete  clay,  little to no dust over lifespan  Millings will be 5"thick,  a binderv will  compacted, and  be added to provide a more solid surface. This section of road will be used as a pilot program for using recycled asphalt with binder to resurface The area chosen has a few characteristics that W allow us to test the durability of the surface, including: drainage conveyance, intersection/ turning wear, elevation change, and a transitiont  our existing dirt roads.  SAWCUTA ANDMATCH EXISTING ASPHALT GRADE  existing asphalt road.  W.GULLEY AVENUE MILLINGS PROJECT    Example of Recycled asphalt road in South Florida  Example of recycled asphalt road in Lake County  W GULLEY AVENUE MILLINGS PROJECT  Examples    Oakland  EHull Avenue Streetscape Project  Very little planting along this right of Willi improve safety (ngress/egress) and visual screening of parking and field use to the south of the residents. Podocarpus Hedge Row, 5 Oak Trees, &supporting Irrigation system is  way  Brock  3001 E Hull Ave  A 250LFContinuous 36" HI Podocarpus Hedge. at 30" Centers  proposed. Currently out for  250f  pricing.  5EA. Live Oak4" DBH, 14-16FT High  E.HULLAVENUE STREETSCAPE PROJECT.    E. HULLAVENUE STREETSCAPE PROJECT.  Existing Conditions    E.H HULLAVENUE STREETSCAPE PROJECT.  Depiction of planting locations    Solid Waste Advisory Committee met on 7/28/2024& 8/22/2024. Selection will be presented to Town  Commission next month.  SOLIDWASTE COLLECTION    TOWN OF  FLORIDA  Dakland