City Commission Workshop Meeting

City Commission Workshop Minutes August 9, 2023 (APPROVED) 8/9/2023 - Minutes 1. CALL TO ORDER & ROLL CALL Members Present: Robin Gibson, Danny Krueger, Mayor Jack Hilligoss, Keith Thompson, Daniel Williams Staff Present: James Slaton, City Manager; Jennifer Nanek, City Clerk; Albert C. Galloway, Jr. Mayor Hilligoss called the meeting to order at approximately 2:00 p.m. 2. City Manager Comments 3. Presentation - Tommy Frank, Lake Wales Arts Council James Slaton, City Manager, introduced Tommy Frank from the Lake Wales Arts Council to give a report on the past year and how City funds are used. Mr. Frank shared a slideshow with the Commission. They have provided free and reduced ticket prices to their events. This allows more families to participate. They provided scholarships, $34,393, for summer Arts Camp. The Camp was increased in size and scope. There was another week of camp and higher attendance. Each week of camp was different. The community chorale and brass ensemble, now the Ridge Brass Band, have grown and now include student participation. The Lake Wales Arts Festival will continue this next year. They are rebuilding the event. It has grown from the previous year. He wants to expand this to include more hands on activities. Mr. Frank shared about the Pilot Program of a Creative Kids Market. There was positive response to this and will be held again next year. Mr. Frank shared some of the construction and updates on the Arts Center building including reconstruction of the north pararpet, replacement of sound board and bee removal from the Bell Tower. Mr. Frank shared some of the schedule for concerts and expanding camp into Hillcrest Elementary. Summer adult arts programming is being considered. Mr. Frank thanked the City Commission for the support of the Arts Council. Commissioner Krueger asked what percentage of the budget comes from the City. Mr. Frank said 10%, the budget is half a million. Deputy Mayor Gibson asked if there was a distinction for City residents and non-residents. Its important that people realize there is support coming from the City. Mr. Frank said non-residents outweigh residents who get scholarships. He can get numbers for the commission. Deputy Mayor Gibson said if the City doesn't provide this it wouldn't get done. He encouraged opportunities to find a balance for residents and non-residents. There should be a small distinction. This would make a nice statement. Deputy Mayor Gibson said he looks forward to the Art Show getting stronger.  who get scholarships. He can get numbers for the commission. Deputy Mayor Gibson said if the City doesn't provide this it wouldn't get done. He encouraged opportunities to find a balance for residents and non-residents. There should be a small distinction. This would make a nice statement. Deputy Mayor Gibson said he looks forward to the Art Show getting stronger. 4. Draft Budget Review [Begin Financial Summary] PROPERTY TAX On July 18, 2023, the City Commission adopted an Interim Millage Rate of 7.1214. The current year rolled-back rate is 6.1214. The current year proposed millage rate of 7.1214 as a percentage change of rolled back rate is 16.34%. BUDGETARY CHANGES IN GENERAL FUND “REVENUE SOURCES & TRANSFERS IN” FOR FY23’24 COMPARED TO FY22’23: General Fund revenues in FY23’24 ($18,538,486 + 3,323,000 transfers – 1,500,000 ARPA transfer – 1,914,000 financing/leases = 18,447,486) are projected to be $1,813,360 more than budgeted in FY22'23 ($16,575,126 + 1,660,522 transfers – 53,522 library transfer – 1,568,000 financing/leases = 16,634,126). An expected increase of $1,813,360 is mainly due to the following items: • Increase in ad valorem tax of $856,225 • Increase in sales and use taxes of $80,000 mainly due to increase in utilities taxes. • Increases in licenses and permits of $90,000 mainly due to electric franchise fees. • Increase in intergovernmental revenues of $227,264 mainly due to $ 47,000 state sharing revenue, $123,000 ½ sales tax, $60,000 LW Charter Schools SRO (added an SRO officer) $85,000 in grants increases. • Increase in charges for services of $344,371 mainly due to $400,000 YMCA fees. • Increase in miscellaneous revenue of $13,200 mainly due to Ridge League of Dinner being hosted in proposed budget by the City. • Increase in transfers from the Utility Fund of $142,478. BUDGETARY CHANGES IN GENERAL FUND “OPERATING EXPENDITURES” FOR FY23’24 COMPARED TO FY22’23: General Fund “operating” expenditures (excluding capital items) in FY23’24 are projected to be $21,370,089, which is $3,915,033 more than budgeted in FY22'23 $17,455,056. An expected increase of $3,915,033 is mainly due to the following functions: • Increase in general government services of $513,352 ( $127,215 personnel costs due to 4% COLA and $354,222 Communications & Engagement Department) • Increase in public safety of $1,447,452 mainly due to $577,266 Police ($447,240 personnel and $63,029 maintenance/repair, and $34,077 contract services) and $784,374 Fire ($662,277 personnel, $ 78,143 contract services, $ 21,575 operating supplies), $67,796 Building Permits & Inspections ($49,466 personnel and $10,900 contract services). • Increase in physical environment of $85,473 • Increase in culture and recreation of $1,468,756, mainly due to $612,114 in Parks ($495,008 personnel and $108,206 operating supplies) and $849,292 Recreation Facilities ($728,000 YMCA operations, $54,787 operating supplies and $$75,686 maintenance/repairs). • Increase in transfers out of $400,000 mainly due to $250,000 to transportation fund, $100,000 to LWMG and $50,000 to Airport. • Increase in culture and recreation of $1,468,756, mainly due to $612,114 in Parks ($495,008 personnel and $108,206 operating supplies) and $849,292 Recreation Facilities ($728,000 YMCA operations, $54,787 operating supplies and $$75,686 maintenance/repairs). • Increase in transfers out of $400,000 mainly due to $250,000 to transportation fund, $100,000 to LWMG and $50,000 to Airport. GOVERNMENTAL FUND BALANCE As of September 30, 2022, the City’s governmental funds reported combined ending fund balances of $10,407,370; a decrease of $251,572 for the year. Approximately 42% ($4,341,284) of total funds balance is available for spending at the government’s discretion (unassigned) At the end of September 30, 2022, unassigned fund balance of the General Fund was $4,341,284, while total fund balance reached $5,944,623. In 2011, the City established a reserve policy for the General Fund equal to 15% - 20% of total operating costs. As of September 30, 2022, the general fund’s unassigned fund balance represented 25% of total general fund expenditures, while total fund balance represents 35% of the same amount. SUMMARY OF ALL FUNDS General Fund 26,281,486 CRA Fund 15,380,016 Special Revenue Funds 3,573,265 Debt Service Fund 2,671,112 Capital Projects Fund 9,348,000 Cemetery (LWMG) 974,100 Utility System Fund 38,203,995 Airport Fund 2,195,550 Stormwater Fund 950,000 TOTAL 99,577,524 The expenditure total of $82,395,582 is comprised of operating costs in the amount of $39,021,167 and capital outlay in the amount of $43,374,415. Transfers for $5,197,412 bring total expenditures plus transfers to $87,592,994. Note: Capital expenditures proposed for FY23’24 are itemized in “Schedule C” within the budget document [End Financial Summary] Dorothy Abbott, Finance Director, reviewed this item. [Begin City Manager Memo] Growth Management: • Included in the FY’24 is funding for the completion of the Lake Wales Envisioned long-range masterplan and associated action items. General Capital and Significant Projects: • $500,000 is allocated in the FY’24 budget request to resurface city streets. This is the adequate funding level needed to implement the City’s pavement preservation plan on schedule and will provide for the resurfacing of approximately 4 to 6 miles of City streets, depending on the existing conditions and specific General Capital and Significant Projects: • $500,000 is allocated in the FY’24 budget request to resurface city streets. This is the adequate funding level needed to implement the City’s pavement preservation plan on schedule and will provide for the resurfacing of approximately 4 to 6 miles of City streets, depending on the existing conditions and specific treatment required. • Funds are included to upgrade and replace both the Jet A and 100L fuel systems at the airport. This enhancement will replace antiquated equipment and allow for larger aircraft to fuel at the Lake Wales Municipal Airport. This is an FDOT grant-funded project. • The engineering design of Phase 2 of the Lake Wales Memorial Gardens cemetery expansion is included in the proposed budget. • Various repairs to City facilities are included in the proposed FY’24 budget request. Improvements include such items as: (1) the replacement of the roof of the City Administration Building. The roof is past its useful life and is years past due for replacement. (2) Restroom reconfiguration at the Tourist Club to meet ADA compliance requirements. (3) Repair and replacement of an interior door, exterior stucco, specialty window, roof and soffit at the History Museum caused by water damage. (4) The purchase and installation of an emergency backup generator for the City Administration building, and (5) Library renovations, which include creation of two additional multi-purpose rooms and enhancements to the teen room space. Redevelopment: • The City and CRA will continue implementation of the award-winning Lake Wales Connected plan in FY’24. Activities include affordable housing construction, housing rehabilitation, development incentives, and capital construction. • Funding is included to continue support of the BizLinc incubator on Lincoln Avenue. • Park Avenue & Market Plaza Streetscape Construction – Funds are allocated for the construction of the first transformative streetscape to take place in the historic core. Park Avenue will be converted into a two- way curbless street designed for people. Hanging-flower baskets, enlarged sidewalks, enhanced lighting, gathering spaces and street trees will be featured in the redesigned Park Avenue & Market Plaza. • Northwest Neighborhood Sidewalk & Street Tree Improvement Plan – Allocation of funding is proposed for continued design work and the start of construction on new sidewalks in the Northwest Neighborhood as outlined in the Lake Wales Connected plan. All improved streets/sidewalks will feature unique street trees. • Finalization of the 1st Street Streetscape Design – 1st Street will be narrowed to improve vehicle safety, while additional space will be available for cyclists and pedestrians, as well as residents and visitors shopping in the downtown district. • Lincoln Avenue Streetscape – Allocation of funds to begin design work on an enhanced Lincoln Avenue Streetscape. Focus being driven by “City in a Garden” landscaping, enhanced pedestrian friendly sidewalks, and open spaces. The new enhancements to the district are intended to revitalize the core of the Northwest Neighborhood by attracting new businesses, retail and restaurants. • Orange Avenue & Crystal Avenue Streetscapes – Allocation of funds is proposed for implementation of the Orange Avenue & Crystal Avenue Streetscapes with Federal grant appropriations. Both streetscapes will narrow the space allocated for travel lanes to allow for on street parking and street trees. • Crystal Lake Park Connector Trail Construction – Funding for construction of the Crystal Lake Park North Trail segment is included in the FY’24 proposed budget. This segment will tie into the Park Avenue Connector Trail and create a full recreational trail loop around Crystal Lake. • Designs funds are include in FY’24 proposed budget for a portion of the Ridge Scenic Highway Connector trail. • Funding is proposed for the recently adopted downtown Façade Improvement Program. • Public Art – Continuation of the CRA’s public art initiative is included in the FY’24 proposed budget. • Designs funds are include in FY’24 proposed budget for a portion of the Ridge Scenic Highway Connector trail. • Funding is proposed for the recently adopted downtown Façade Improvement Program. • Public Art – Continuation of the CRA’s public art initiative is included in the FY’24 proposed budget. Employees: • A 4% Cost of Living Adjustment to mitigate the effects of current inflation levels has been provided for in the FY’24 proposed budget. Public Safety: • The FY’24 proposed budget includes the addition of three full-time firefighters in response to new and upcoming development within the City. • Funding for engineering and architectural design required to expand the north fire station is included in the proposed budget. Utilities: Significant utility projects proposed for the FY’24 budget include: • Water Main Replacement Phase 2 – The scope of this project is to identify and remove old galvanized pipe in the water distribution system. Areas to be affected are Scenic Highway (North of Lincoln Ave.), Hillside Ave, Wildabon Ave, Osceola Ave, and Lakeshore Blvd N and surrounding streets. • Reuse Main Extension – Included in the FY’24 proposed budget is designing extensions of the reuse transmission mains to newly developed areas of the city. • Alternative Water Supply Project – Proposed in the FY’24 budget request is the continued development of an independent Lower Floridian Aquifer water supply source. Specifically, funds for the construction of a test well are included in the budget request. • Stormwater Restoration – Proposed in the FY’24 budget is the repair of several outfalls and piping along Sunset Dr, Lakeshore South of Polk Avenue, Lakeshore Blvd South at Bullard, North Wales Dr, North of Sessoms Avenue. • Water Plant #1 Building Rehabilitation – This proposed project consists of replacing wall framing and sheeting resulting from damage incurred by Hurricane Ian and outfitting the building interior to re-establish offices for water department personnel. • Engineering design of various Wastewater Plant upgrades are included in the proposed budget for FY’24 – Improvements involve modifications to the activated sludge return and headworks, the installation of pumps and variable frequency drives. • Sliplining Sewer Mains – This project provides for the lining of deteriorating sewer mains where line replacement is not feasible. Funding is requested for engineering and smoke testing in the proposed budget. • Funding is proposed in the FY’24 budget for the removal of invasive plant species in various lakes. Parks, Recreation, & Horticulture: • Included in the FY’24 budget request is funding for completing the design associated with the City’s Parks and Recreation masterplan. • Included in the FY’24 budget request is the addition of three full-time maintenance employees. • Grant funds have been secured for improvements to the Northwest Complex, which will be completed in • Included in the FY’24 budget request is funding for completing the design associated with the City’s Parks and Recreation masterplan. • Included in the FY’24 budget request is the addition of three full-time maintenance employees. • Grant funds have been secured for improvements to the Northwest Complex, which will be completed in FY’24. These improvements include; basketball court resurfacing, new tennis nets, and additional picnic tables. • Funding for the operation of a City Recreation Complex at the former YMCA facility are included in the proposed budget for FY’24. Economic Development: • Funds are proposed in the FY’24 budget request for two economic development initiatives. The primary being the creation of an over-arching economic development strategic plan for the City. The secondary initiative is a multi-jurisdictional economic development plan for the Hwy 60 corridor throughout Polk County. [End Agenda Memo] James Slaton, City Manager reviewed the draft budget highlights. Commissioner Krueger said he had some questions. He said he looked for significant deviations as he looked through the draft. Commissioner Krueger asked about YMCA fees of $400,000. Mr. Slaton explained that it is staff's plan to take over operation of the YMCA for now. Staff has reviewed other options which have not panned out. That line is memberships that will be collected. We will need to get new equipment for the YMCA. Some decisions need to be made. We cannot wait. The costs and revenues are estimates right now. Commissioner Krueger asked if the Y could be self sufficient. Mr. Slaton said that is hard to say. WE need to get in there and keep doors open. Most of these facilities are not. Mayor Hilligoss asked about staffing. Mr. Slaton said there are currently 9 employees at the YMCA most of them part time without benefits. We have a staffing structure put together to keep doors open. Mayor Hilligoss asked if this will be under the Recreation Department. Mr. Slaton confirmed this. Mayor Hilligoss asked if this arrangement is permanent or are we open to a non-profit partnership. Mr. Slaton said that is always an option but it will become more difficult as employees become City Employees. Mr. Slaton said this is a great opportunity for us. Staff is excited about this. Deputy Mayor Gibson said while it is definitely possible for the facility to be self-sufficient but it is unlikely. This could be like other partnerships with non-profits like Arts Council and Little League. There is no established organization for the Y. The key to self-sufficiency is good leadership starting with executive director. Commissioner Thompson asked if this facility will come under the Recreation Advisory Board and if they will provide the vision for this. Mr. Slaton said the Recreation Board will be in an advisory capacity like it is for other areas of recreation. Commissioner Thompson asked if that is enough. Deputy Mayor Gibson said no we will need a non-profit with help from the City. Mr. Slaton said that is an ideal scenario. We did not have time to develop this. We need to move to keep the doors open for now. Commissioner Thompson said he did not want the YMCA to be the Recreation person's only job. Commissioner Thompson said we need to come up with a vision for this. Commissioner Krueger asked if we should set a deadline for when the facility should be self-sufficient. He does not want to spend $300,000 - $400,000 a year for 100 years. Mr. Slaton said no. Deputy Mayor Gibson said we would need at least a year's worth of experience. Commissioner Krueger asked if the City should be doing this. Commissioner Thompson said most of those who have called him are in favor of the YMCA staying open. Mr. Slaton said that is the response staff is getting too. Mayor Hilligoss said he is good with this for now but he is looking forward to the vision staff comes up. Mr. Slaton said we are looking to hire a branch manager. A public and private partnership is ideal. The YMCA gave up on the fundraising effort so they operated in the red. Deputy Mayor Gibson said local residents weren't interested in contributing to a Lakeland entity and the Lakeland organization did not want to send money over here. There was a great core of people there that have dispersed. Commissioner Thompson asked about changing things over. Mr. Slaton said we can look at other options  Mayor Hilligoss said he is good with this for now but he is looking forward to the vision staff comes up. Mr. Slaton said we are looking to hire a branch manager. A public and private partnership is ideal. The YMCA gave up on the fundraising effort so they operated in the red. Deputy Mayor Gibson said local residents weren't interested in contributing to a Lakeland entity and the Lakeland organization did not want to send money over here. There was a great core of people there that have dispersed. Commissioner Thompson asked about changing things over. Mr. Slaton said we can look at other options over the next year. But we can't wait around. We are ordering new equipment that will take 8 weeks to get here. Commissioner Krueger asked about the 3 positions in Code Enforcement. Are they enough? Mr. Slaton said yes as one of the positions has been vacant for awhile and he plans to fill that soon. Commissioner Krueger asked about increasing staff in the Parks Division. Mr. Slaton said that will include staff at the YMCA, the Gym and a horticulture position. Commissioner Krueger asked about the $23 million in the total beginning balance and revenues in the CRA this year compared to $15 million this next year. Ms. Abbott said that is spending down the bond proceeds. Commissioner Krueger asked about the large increase SRF loans to $20 million. Ms. Abbott said those are utilities projects. Mr. Slaton said sometimes those loans get forgiven. Commissioner Krueger asked about tax valuations that keep going up. Should that increase our tax revenues without increasing the millage rate? Mr. Slaton said we don't have much new taxable construction. By going to rollback each year we offset any increase of property taxes when we do that. Mayor Hilligoss said he is glad we are moving forward in many areas. Mr. Slaton said we are making up for overdue facility repairs such as the roof on the Administration building. He is excited about the projects next year. Commissioner Thompson commended staff on their hard work on this. He hopes we can communicate to the Citizens that we are moving forward in a responsible way. Deputy Mayor Gibson said he had 2 main priorities, quality of life and economic development. Jobs are still agriculture but many of those are going away. Many are struggling. Another priority is Redevelopment which included recognition of neighborhoods. We are doing a good job on neighborhoods. They are part of our identity. We need to strengthen historic neighborhoods. Commissioner Krueger spoke about the incoming of the ADS plant. They may have community development funds to invest in Lake Wales. Other companies may have this too. They can help with community development. 5. Retainer Agreement For Legal Services – George A Smith PLLC [Begin Agenda Memo] SYNOPSIS: The Commissioners will consider approving a retainer agreement for legal services from the law firm of George A. Smith PLLC. RECOMMENDATION Staff recommends approval of the retainer agreement for legal service from the law firm of George A. Smith PLLC. BACKGROUND George A. Smith, Jr. has worked on various debit issuances for the City of Lake Wales. Last year, Mr. Smith started his own firm. Staff is recommending that the City retain his services to provide bond counsel, disclosure counsel and special counsel services. The retainer agreement includes the services listed above. The Agreement also includes his firm assisting the City in preparing a post issuance procedure or policy that addresses post issuance tax compliance and post issuance disclosure compliance, which will be provided for a flat rate of $1,500. FISCAL IMPACT 1) Bond Counsel Services: Publicly Offered Bonds Privately Placed Notes Minimum Fee $35,000 Minimum  procedure or policy that addresses post issuance tax compliance and post issuance disclosure compliance, which will be provided for a flat rate of $1,500. FISCAL IMPACT 1) Bond Counsel Services: Publicly Offered Bonds Privately Placed Notes Minimum Fee $35,000 Minimum Fee: $17,500 Up to $30 Million: $1.50/Bond Up to $30 Million: $1.00/Note Over $30 Million: $1.00/Bond Over $30 Million: $0.75/Note 2) Assist the City in preparing a post issuance procedure or policy (CRA Bond annual reporting) One-time fee of $1,500 3) Disclosure Counsel Services: Excluding routine validation procedures and related appeals, the City agrees that the Firm shall be compensated for disclosure counsel services, at the time the bonds or notes are issued and delivered, at a contingent fee equal to 75% of the Bond Counsel fee. 4) Special Counsel Services: Special counsel legal services and assistance outside the scope of services provided by the City’s counsel, only when necessary and as specifically authorized, may be provided on an hourly or negotiated fee basis by separate work orders as provided herein, for the provision of other legal services of a specialized nature which the Firm may possess and are desired and specifically requested by the City. This Agreement will be effective for a term of three (3) years from its date of execution and will be automatically extended without any action required for successive one-year renewals following the initial three (3) year period unless terminated by either the City or the Firm. This Retainer Agreement may be terminated with or without cause by the City or by George A. Smith PLLC at any time upon ninety (90) days written notice. [End Agenda Memo] Dorothy Abbott, Finance Director, reviewed this item. 6. ORDINANCE 2023-30 – Implementing The State’s Statutory Mandate To Prepare Business Impact Estimates Prior To Adoption Of Proposed Ordinances – 1st Reading [Begin Agenda Memo] SYNOPSIS: Beginning October 1, 2023, municipal ordinances adopted in Florida may be subject to local challenge based upon failure to produce a “business impact estimate.” RECOMMENDATION Thomas Cloud, Special Council the City, recommends City Commission adopt Ordinance 2023-30 prior to October 1, 2023. BACKGROUND Beginning October 1, 2023, municipal ordinances adopted in Florida may be subject to local challenge based upon failure to produce a “business impact estimate.” If a court invalidates an ordinance, this ruling may result in imposition of attorneys’ fees against a city if an ordinance is later determined to be arbitrary or unreasonable. The Act requires counties and cities to produce a “business impact estimate” prior to passing an ordinance, with exceptions. The estimate must be published on the local government’s website and include certain information, such as the proposed ordinance’s purpose, estimated economic impact on businesses, and compliance costs. Additionally, the Act imposes certain conditions on lawsuits brought by any party to challenge the legal validity of local ordinances as preempted by state law, arbitrary, or unreasonable. FISCAL IMPACT Unknown at this time. Some identified cost will include the preparation of the Business Impact Estimate and time to post said estimate on the city website. [End Agenda Memo] Sara Irvine, Special Projects Administrator, reviewed this item. Commissioner Thompson said the document is very vague. He asked if the City will have to generate the  [End Agenda Memo] Sara Irvine, Special Projects Administrator, reviewed this item. Commissioner Thompson said the document is very vague. He asked if the City will have to generate the impact statements. James Slaton, City Manager, said yes. Albert Galloway, Jr., City Attorney, said we will have to do this for every Ordinance. Commissioner Thompson said this is a lot more work and he is not sure who it is for. Mr. Galloway said it is another unfunded mandate. Commissioner Thompson said we should write an estimate of the cost to the City and send it to the state legislature. Deputy Mayor Gibson said we need to work with the Florida League of Cities who works to protect cities from these. Commissioner Thompson said he would like to know the sponsors of the legislation. Ms. Irvine said she would get that information for the Commission. 7. ORDINANCE 2023-25 - Amendment To Chapter 23, Public Facilities Impact Fees – 2nd Reading And Public Hearing [Begin Agenda Memo] SYNOPSIS: The main purpose of this ordinance is to add an Economic Development Impact Fee Mitigation program. It also amends the developer contribution credit, adds definitions, and fixes some bad references. Publication requirements have been met. RECOMMENDATION Staff recommends City Commission adopt after second reading and public hearing Ordinance 2023-25, an ordinance to amend Chapter 23, Article VII, Division 4, “Public Facilities Impact Fees”. BACKGROUND In order to attract Qualified Target Industry businesses to the City of Lake Wales, city staff drafted the attached ordinance. The ordinance was reviewed by city attorney Chuck Galloway, special counsel Thomas Cloud, and the staff at the Central Florida Development Council. There are two main economic development components to this ordinance: Program A. Qualified Target Industry High Wage Job Creation; and Program B. Inventory Development. This is selective process and requires those seeking such an impact fee mitigation must submit an application that is reviewed by the Economic Development Council and city staff. The ordinance also updates the developer credit section to authorize impact fee credit to certain developments effected by Resolution 2023-02, aka “planning in progress”. Other updates include fixing outdated references and adding new definitions. FISCAL IMPACT Up to 50% of certain impact fees per Economic Development program or developer project. [End Agenda memo] James Slaton, City Manager, reviewed this item. Sara Irvine, Special Projects Administrator, said it can go up to 90% with high wage employees. 8. Lease Agreement Of Fitness Equipment [Begin Agenda Memo] SYNOPSIS: Staff is requesting Commission approval to lease of fitness equipment under the Government Contract Pricing. RECOMMENDATION It is recommended that the City Commission take the following action(s):  [Begin Agenda Memo] SYNOPSIS: Staff is requesting Commission approval to lease of fitness equipment under the Government Contract Pricing. RECOMMENDATION It is recommended that the City Commission take the following action(s): 1. Approve the sixty (60) month lease of the equipment on the attached proposal from BroadFitFinancial. 2. Authorize the City Manager to execute the necessary documents on behalf of the City. BACKGROUND In April 2023, City staff was notified by YMCA of West Central Florida staff that the YMCA would be terminating their contract with the City effective October 31, 2023. In the acquisition of the Lake Wales Family YMCA, the YMCA of West Central Florida acquired all of their assets, including the fitness equipment in the facility. The YMCA of West Central Florida plans to relocate usable equipment to their other branches and will be discarding worn out or unusable equipment. In an effort to continue to operate the facility, in a similar manor, fitness equipment needs to be purchased. The attached quotes includes replacing all current equipment in the facility including; cardio equipment, strength machines, free weights, cycling room, and the group exercise equipment. The attached quotes also include the preventative maintenance plan which includes 4 preventative maintenance visits each year over a five (5) year term. Staff recommends the lease of the fitness equipment in the amount of $310,082.60 to be paid annually over a five (5) year period in the amount of $72,542.58. OTHER OPTIONS Commission may choose to not approve the purchase of the fitness equipment. FISCAL IMPACT Estimated expenditures for FY 22/23 is approximately $12,090.43. Estimated expenditures for FY 23/24 is $72,542.58. [End Agenda Memo] James Slaton, City Manager, reviewed this item. 9. Lease Agreement Of John Deere Tractor [Begin Agenda Memo] SYNOPSIS: Staff is requesting Commission approval to lease (1) John Deere 5075E Cab Utility Tractor under the Florida State Contract Pricing (FL Ag & Lawn Equip. 25101900-21-STC(PG F2 CG 22)). RECOMMENDATION It is recommended that the City Commission take the following action(s): 1. Approve the sixty (60) month lease of the vehicle on the attached Schedule A from Mears Motor Leasing/The Bancorp. 2. Authorize the City Manager to execute the necessary documents on behalf of the City. BACKGROUND City Commission approved $80,000 in the FY 22/23 Parks Capital budget for Equipment- Tractor w/attachment. City Commission approved the lease agreement on (1) John Deere 5075E Cab Utility Tractor in April 2023. Staff recommends the lease of a second (1) John Deere 5075E Cab Utility Tractor in the amount of $53,486.40 to be paid in sixty (60) increments of $891.44. OTHER OPTIONS Commission may choose to not approve the purchase of the John Deere 5075E Cab Utility Tractor. FISCAL IMPACT A budgeted amount of $80,000 is included in the FY 2022/2023 budget. Estimated expenditures for FY 22/23 is approximately $1,782.88.  OTHER OPTIONS Commission may choose to not approve the purchase of the John Deere 5075E Cab Utility Tractor. FISCAL IMPACT A budgeted amount of $80,000 is included in the FY 2022/2023 budget. Estimated expenditures for FY 22/23 is approximately $1,782.88. [End Agenda Memo] James Slaton, City Manager, reviewed this item. 10. Pavement Marking Striping [Begin Agenda Memo] SYNOPSIS: Staff recommends the City Commission authorize the expenditure of $32,020.23 to Fausnight Stripe & Line Inc. to install pavement markings on three streets using thermoplastic material. STAFF RECOMMENDATION It is recommended that the City Commission consider taking the following action: 1. Authorize the expenditure for pavement markings on E St from Dr. J.A. Wiltshire Ave. to Washington Ave., Dr. Martin Luther King Jr. Blvd from Central Ave to Dr. J.A. Wiltshire Ave, and Seminole Ave. from Scenic Highway to N. Wales Dr. 2. Authorize the city manager to execute the appropriate documents, on the City’s behalf. BACKGROUND The City, as part of its street division, maintains over 80 miles of roadway. One of the maintenance responsibilities of maintaining these roadways is to have pavement markings installed and maintained to guide motorist properly and safely. City staff asked for quotes to stripe three streets from three different striping companies: Fausnight Stripe & Line Inc., Tucker Paving Inc, and S & S Contracting. Two of the companies responded with pricing. S & S Contracting considered non-responsive due to no quote. Staff recommends the Commission take the following action, approve the expenditure of $32,020.23 to Fausnight Stripe & Line Inc. and authorize the City Manager to execute the appropriate documents on the City’s behalf. OTHER OPTIONS The commission could choose not to go forward with these maintenance repairs and risk the safety of drivers of motorized vehicles. FISCAL IMPACT The 22’-23 Traffic Controls Maintenance & Repair line item was budgeted at $82,800.00. To date, $27,664.00 has been expended, leaving $55,136.00 to fund this item. [End Agenda Memo] James Slaton, City Manager, reviewed this item. 11. Evoqua Water Technologies Installation Of Replacement Parts To Disc Filters [Begin Agenda Memo] SYNOPSIS: Staff recommends commission approve the installation of the replacement parts for the disc filters from Evoqua Water Technologies in the amount of $22,500.00. STAFF RECOMMENDATION It is recommended that the City Commission consider taking the following action: 1. Approve the installation of the parts for both disc filters at the Sam P. Robinson Wastewater Treatment Facility from Evoqua Water Technologies 2. Authorize the City Manager to execute the appropriate documents, on the City’s behalf. BACKGROUND Environmental standards for discharge water, especially from wastewater treatment  1. Approve the installation of the parts for both disc filters at the Sam P. Robinson Wastewater Treatment Facility from Evoqua Water Technologies 2. Authorize the City Manager to execute the appropriate documents, on the City’s behalf. BACKGROUND Environmental standards for discharge water, especially from wastewater treatment facilities are being subject to more stringent effluent requirements. Among the requirements is the need to keep systems and facilities up to date with current environmental regulations. These regulations, in many cases, require the addition of Tertiary Treatment to a new or existing Secondary Wastewater Treatment System (extended aeration process) for further reduction of Biochemical Oxygen Demand (BOD) and Total Suspended Solids (TSS) as required by Federal and Local Authorities. Pollution Control Systems, tertiary filters, are for filtering the liquid effluent from a secondary wastewater treatment system. Tertiary sewage treatment provides for additional removal of suspended solids from the secondary effluent and a further reduction of the BOD’s. The filtering takes place in two parallel flow filter cells, each containing filter media consisting of a layer of anthracite and a layer of sand through which the liquid flows. This multi-media filter is capable of providing a tertiary effluent quality down to 10 mg/l BOD5 and 10 mg/l SS when properly operated. Treated non-potable wastewater is being used as a new source of water to promote agricultural and aquaculture production, industrial uses, reclamation uses such as irrigation, wash down and toilet flushing, recreational purposes, and artificial recharge. The reuse of tertiary wastewater treatment effluent increases water sustainability in a way that is friendly to the environment. These such filters are currently installed at the wastewater treatment plant but are in need of repair. The repair parts have been purchased and are needing to be installed. Evoqua Water Technologies is the manufacturer and distributor of this product. These are the filters that fit into the City’s wastewater treatment plant. Staff is recommending the commission take the following action, approve installation of the replacement parts for the disc filters from Evoqua Water Technologies for $22,500.00 and authorize the City Manager to execute the appropriate documents on the City’s behalf. OTHER OPTION None. The installation of the replacement parts to these filters is necessary. They are essential for continued operation of the wastewater treatment plant. FISCAL IMPACT This is an emergency repair. Allocated in the 22’-23’ M& R Treatment Plant operating budget is $200,000.00 to fund these types of repairs. [End Agenda Memo] Sarah Kirkland, Public Works Director, reviewed this item. 12. WW5303C-CCTV Inspection And Engineering In Preparation Of Gravity Sewer Repair. [Begin Agenda Item] SYNOPSIS: The funds for this project have been committed by the State Revolving Loan Fund Agency (SRF). It is now time for City Staff to submit the application for drafting of the contract for the Mayor’s signature. STAFF RECOMMENDATION Staff recommends the City Commission take the following action: 1. Approve the submittal of the application for project WW5303C-CCTV Inspection 2. Authorize the Mayor to sign all documents related to this project. BACKGROUND The City utility service area encompasses approximately 20 square miles. Within the utility service area, the existing wastewater system consist of over 40 lift stations, 30 miles of force main, 70 miles of gravity sewer, and one Wastewater Treatment Plant (WWTP). The wastewater treatment plant and system is permitted through the Florida Department of Environmental Protection (FDEP). The current permitted capacity is 2.19 MGD. The system has been experiencing higher flows at the wastewater  BACKGROUND The City utility service area encompasses approximately 20 square miles. Within the utility service area, the existing wastewater system consist of over 40 lift stations, 30 miles of force main, 70 miles of gravity sewer, and one Wastewater Treatment Plant (WWTP). The wastewater treatment plant and system is permitted through the Florida Department of Environmental Protection (FDEP). The current permitted capacity is 2.19 MGD. The system has been experiencing higher flows at the wastewater treatment plant and higher lift station run times for Lift Stations 1, 2, and 3 during wet weather events. Staff believes this is a result of inflow and infiltration (I&I) in the old clay gravity sewer mains. Only a small portion of the mains have been lined and televised in the past. Staff desires to rehabilitate the sewer mains to help reduce I&I. This project plans to clean and televise approximately 115,000 linear feet of gravity sewer within Lift Stations 1,2, and 3 sewer sheds and review reported results of the closed-circuit television (CCTV). The engineer will make recommendations for the rehabilitation, import the data into GIS, evaluate alternatives for the rehabilitation, develop preliminary opinion of probable costs, and include the information in a technical memorandum in SRF format. Following the planning portion of the project, it is expected that the City will move forward with design and making the necessary repairs to reduce I&I. Staff recommends the commission consider taking the following action, approve the submittal of the application to SRF for project WW5303C-CCTV Inspection and authorize the Mayor to sign all SRF documents related to this project. OPTIONS The Commission could choose not to approve the submittal of the application to SRF. Without the submittal of the application, the contract documents cannot be prepared by SRF, and the City would forfeit the funds awarded. FISCAL IMPACT SRF has approved $410,000.00 total for the CCTV inspection and evaluation. [End Agenda Memo] Sarah Kirkland, Public Works Director, reviewed this item. Ms. Kirkland said there will also be the Oakley Discharge agreement on the next agenda. 13. CITY COMMISSION AND MAYOR COMMENTS James Slaton, City Manager, said that the revised agreement with the Housing Authority discussed at yesterday's CRA meeting will be on the following agenda. Commissioner Krueger read a story about responsible budgeting. Commissioner Williams said he is excited about what we are doing in Lake Wales. We have good leadership. He is excited about taking on the YMCA. Citizens want quality of life. He will continue to be a member of the YMCA. Deputy Mayor Gibson said we have improved design standards over the past 2 years. Mr. Slaton said there will be a retreat in October to review and update the priorities and strategies. Mayor Hilligoss said he looks forward to ideas about the YMCA. We are moving forward on Lake Wales Connected and working on Lake Wales Envisioned. We need development to get these things done. We need more affordable housing in Lake Wales. 14. ADJOURN Meeting adjourned at 3:28 p.m. _____________________ Mayor _____________________ Mayor ATTEST: ____________________ City Clerk