City Commission Workshop Meeting

City Commission Work Shop Minutes November 1, 2023 (APPROVED) 11/1/2023 - Minutes 1. CALL TO ORDER & ROLL CALL Members Present: Robin Gibson, Danny Krueger, Keith Thompson, Mayor Jack Hilligoss, Daniel Williams Staff Present: James Slaton, City Manager; Jennifer Nanek, City Clerk; Mayor Hilligoss called the meeting to order at 2:00 p.m. 2. City Manager Comments James Slaton, City Manager, asked if everyone planned to attend the Commission Meeting on the 21st, which is the week of Thanksgiving. All the Commissioners indicated that they could attend. Mr. Slaton said he intends to keep that agenda light. Mr. Slaton said that the YMCA facility is closed for renovation and new equipment now. The facility will reopen on the 14th. 3. ORDINANCE 2023-35, FY22’23 Budget Amendment #1, 1st Reading [Begin Agenda Memo] SYNOPSIS: The City Commission will consider approval of the first amendment of FY 22’23 Budget that was adopted on September 20, 2022. RECOMMENDATION It is recommended that the City Commission approve Ordinance 2023-35 after first reading. BACKGROUND Ordinance 2022-32 estimating revenues and appropriating funds for Fiscal Year 2022’23 was adopted by the City Commission September 20, 2022. We are presenting Ordinance 2023-35 to modify the estimates of revenues and appropriations budgeted in various funds. This is primarily a housekeeping ordinance to conform the adopted budget to realized or expected changes within the current fiscal year. Explanation of change, for significant items, has been provided on both Exhibit A and B. OTHER OPTIONS This is a required budgetary amendment for compliance purposes relating to the City’s Charter and Florida State Statute. Per the Lake Wales City Charter, Section 6.07, upon written request by the City Manager, the City Commission may by ordinance transfer part or all of any unencumber appropriation balance from one department, office or agency to another. Per Florida State Statute, Section 166.241, the budget must regulate expenditures of the municipality. If a budget amendment is required the amendment must be adopted in the same manner as the original budget. FISCAL IMPACT See Exhibit A and Exhibit B attached to Ordinance 2023-35  Per the Lake Wales City Charter, Section 6.07, upon written request by the City Manager, the City Commission may by ordinance transfer part or all of any unencumber appropriation balance from one department, office or agency to another. Per Florida State Statute, Section 166.241, the budget must regulate expenditures of the municipality. If a budget amendment is required the amendment must be adopted in the same manner as the original budget. FISCAL IMPACT See Exhibit A and Exhibit B attached to Ordinance 2023-35 [End Agenda Memo] Dorothy Abbott, Finance Director, reviewed this item. 4. Neighborhood Access & Equity (NAE) Program Application [Begin Agenda Memo] SYNOPSIS: City grant consultant Hale Innovation filed paperwork for the City to obtain a Neighborhood Access & Equity Program Capital Construction grant in the amount of $22,700,000 to help finance components of the City’s Connected Plan. RECOMMENDATION It is recommended that the City Commission take the following actions: 1. Approve the Neighborhood Access & Equity (NAE) Program Application. 2. Authorize the City Manager to execute the necessary documents on behalf of the City. BACKGROUND The City previously applied for a Rebuilding American Infrastructure with Sustainability and Equity (RAISE) grant and we were informed a few months ago that the City’s projects were highly recommended, but did not meet certain requirements to receive the grant. We were encouraged to resubmit for the next cycle in February 2024. In the meantime, city grant consultants had been working on the NAE grant application. The project components of this grant application are similar to the RAISE, minus Stuart Ave. to Park Ave. and the addition of A Street. Announcement of this grant award is expected summer of 2024 and the resubmittal of the RAISE grant will be submitted in February, to potentially be awarded June 2024. OTHER OPTIONS Do not approve the HMGP grant application. FISCAL IMPACT The fiscal impact is $22,700,000.00 of grant revenue. Fiscal Impact Study prepared by the Finance Department is attached. [End Agenda Memo] Deena Drumgo, Assistant City Manager, reviewed this item. Commissioner Thompson asked if that amount will cover the cost for these projects. Ms. Drumgo said these are just estimates. Deputy Mayor Gibson asked about 1st Street and Wiltshire. There is a slight turn. Are there plan to fix this. James Slaton, City Manager, said that has not been addressed. 5. Edward Byrne Memorial State And Local Law Enforcement Assistance Grant [Begin Agenda Memo] Synopsis: Approval of this item will allow the police department to apply for and receive grant funding then purchase an enclosed utility trailer in FY23/24. Recommendation: Staff recommends that the Honorable Mayor and the City Commission authorize the Police Department to apply for and accept funding through the Edward Byrne Memorial State and Local Law Enforcement Assistance Grant, then purchase an enclosed utility trailer from Right Trailers, Inc. for $12, 916.08  Recommendation: Staff recommends that the Honorable Mayor and the City Commission authorize the Police Department to apply for and accept funding through the Edward Byrne Memorial State and Local Law Enforcement Assistance Grant, then purchase an enclosed utility trailer from Right Trailers, Inc. for $12, 916.08 Background: Since 1999, the Police Department has received funding from the Edward Byrne Memorial State and Local Law Enforcement Assistance Grant Program. Since that time, the department has utilized this funding to create numerous community programs as well as purchase needed equipment to enhance public safety. This year the Edward Byrne Memorial State and Local Law Enforcement Assistance Grant award amount is $13,000.00 and if approved would be included in the 2023/2024 budget. The Police Department requests commission approval to purchase a full sized enclosed cargo trailer with JAG funding. This trailer will provide our agency with a safe and efficient method to transport crime prevention supplies for community outreach events, utility carts to areas where they cannot safely be driven and all-terrain vehicles to crime scenes or locations for search and rescue purposes. Much of the equipment will be stored within the trailer for rapid deployment when an emergency situation arises. The department currently has numerous vehicles equipped with towing packages which will provide even greater efficiency when this need arises. The grant budget includes: $13,000.00 – One (1) full size enclosed cargo trailer with accessories and licensing. Matching funds are not required for this project, however any costs in excess of the grant award will be paid using police forfeiture funds. Other Options: The Commission may choose not to authorize application for and accept the Edward Byrne Memorial State and Local Law Enforcement Assistance Grant or purchase this equipment. Fiscal Impacts: The Finance Department has reviewed this application and attached a fiscal impact statement. There are no reoccurring costs other than general maintenance and repair when needed. [End Agenda Memo] James Slaton, City Manager, reviewed this item. 6. Lease Purchase Of A 2024 F150 [Begin Agenda Memo] SYNOPSIS: Staff is requesting Commission approval to lease purchase one utility vehicle to be added to the city’s Master Lease Agreement. RECOMMENDATION It is recommended that the City Commission take the following actions: 1. Approve the sixty-month lease of one 2024 Ford F150 4X4 pickup truck. 2. Authorize the City Manager to execute the necessary documents on behalf of the city. BACKGROUND This vehicle is a replacement of a 2016 Ford Explorer. This vehicle will be used as an incident command vehicle. The vehicle will be equipped with all necessary emergency lighting and communication devices. OTHER OPTIONS Purchase the vehicle out right at a cost of $71,290 FISCAL IMPACT The lease purchase would consist of sixty monthly payments of $1,369. [End Agenda Memo] Joe Jenkins, Fire Chief, reviewed this item. 7. ORDINANCE 2023-32 G R Road Transfer Agreement -2nd Reading And Public Hearing [Begin Agenda Memo] SYNOPSIS: The G R Road Transfer Agreement contemplates the transfer of G R Road, a public County 7. ORDINANCE 2023-32 G R Road Transfer Agreement -2nd Reading And Public Hearing [Begin Agenda Memo] SYNOPSIS: The G R Road Transfer Agreement contemplates the transfer of G R Road, a public County road, to the City of Lake Wales. RECOMMENDATION Staff recommends that the City Commission authorize the Mayor to execute the Agreement. BACKGROUND G R Road, an unimproved County grove road, is located west of 11th Street South, north of Grove Road Three, east of 9th Street South, and south of Belleview Drive. The road extends through a Planned Development Project (PDP) called Belleview Subdivision, approved by City Commission in March of 2022 for a 155-lot single-family residential subdivision. The plan was recommended by the Planning and Zoning Board, and approved by City Commission, with the understanding that G R Road would be transferred to the City and later vacated. Also adjacent to G R Road to the west is another approved PDP called Grove at Orchard Hills, approved by City Commission in June of 2023 for a 930-lot single-family residential subdivision. The transfer and vacation of G R Road would minimize the amount of accesses proposed between the two developments and does not impact utility connections. OTHER OPTIONS Decline to approve the Agreement. FISCAL IMPACT The road will be vacated during the plat process; therefore, there should be no costs incurred to the City for the maintenance of G R Road. [End Agenda Memo] James Slaton, City Manager, reviewed this item. 8. ORDINANCE 2023-33 Vacation Of Spratt Road Public Hearing – Second Reading [Begin Agenda Memo] SUBJECT: Ordinance 2023-33 Vacation of Spratt Road Public Hearing – Second Reading - Notice Requirements have been met SYNOPSIS: Austin Evans, agent for Heritage Investments of Polk II, LLC, has petitioned for the vacation of Spratt Road located south of Mountain Lake Cutoff Road. RECOMMENDATION Staff recommends adoption at second reading, following a public hearing, to vacate Spratt Road described in Ordinance 2023-33. BACKGROUND The subject ROW is located south of Mountain Lake Cutoff Road, and west of US Highway 27 South. Petition for vacation was received by the City in March of 2023. Spratt Road was initially an unimproved County grove road which extended into the Harper Estates Planned Development Project. The plan received a recommendation of approval from the Planning and Zoning Board and an approval by City Commission with the understanding that Spratt Road would be transferred to the City and later vacated. An agreement was approved in August of 2022 to transfer this road from the jurisdiction of Polk County to the City of Lake Wales for maintenance and operational responsibilities. The final plat for Harper Estates Phase I included a note of intention to vacate this right-of-way and was approved by City Commission on July 5, 2023. The ROW is no longer necessary to afford access to the properties it serves and no impacts of closure have been identified. Documentation of approval from public and private utilities has been provided, and no property will be deprived of public access by its vacation. FISCAL IMPACT Vacation of the ROW would relieve the City from maintaining Spratt Road. [End Agenda Memo]  been identified. Documentation of approval from public and private utilities has been provided, and no property will be deprived of public access by its vacation. FISCAL IMPACT Vacation of the ROW would relieve the City from maintaining Spratt Road. [End Agenda Memo] James Slaton, City Manager, reviewed this item. 9. ORDINANCE 2023-34 Petition To Amend The Boundaries Of Lake Ashton Community Development District - 2nd Reading And Public Hearing [Begin Agenda Memo] SUBJECT: Ordinance 2023-34 Petition to Amend the Boundaries of Lake Ashton Community Development District Public Hearing – Second Reading – Notice Requirements have been met SYNOPSIS: Ordinance 2023-34 proposes to amend the boundaries of the Lake Ashton Community Development District (hereinafter referred to as the “CDD”), as petitioned by Lake Ashton Community CDD, pursuant to the Uniform Community Development District Act of 1980, Chapter 190, Florida Statutes. RECOMMENDATION Staff recommends adoption after second reading of Ordinance 2023-34 following a public hearing. A recommendation from the Planning and Zoning Board is not required for the establishment of a CDD. BACKGROUND The established Lake Ashton CDD currently covers approximately 472.15 acres of land. The District is requesting to remove (contract) 16.78 acres, in order to add the acreage to the Lake Ashton II CDD, which is located within the City of Winter Haven. The removal of the contraction parcel consists of golf courses that are owned and operated by the neighboring special district. Pursuant to FS 190.046(1)(b), the County Commission may not amend the boundaries without the City’s approval. Since the District already exists and is operating, there are no additional ongoing costs to the City to implement and enforce the proposed boundary amendment. Staff reviewed the CDD submittal for consistency with the “Uniform Community Development Act of 1980”, Chapter 190, Florida Statutes, which sets forth the exclusive and uniform method for establishing a community development district, including termination, contraction, or expansion of a district. The proposed petition meets the requirements of Chapter 190. OTHER OPTIONS Decline request to amend the Lake Ashton CDD boundaries. FISCAL IMPACT None. [End Agenda Memo] James Slaton, City Manager, reviewed this item. 10. CITY COMMISSION AND MAYOR COMMENTS James Slaton, City Manager, shared an opportunity to purchase 2 police vehicles. Chris Velasquez, Police Chief, explained that these are 2 2023 Chevy Tahoes for patrol. The cost would be $118,000 to lease purchase. This amount is budgeted. It may take a long time to get 2024 vehicles. This would be impacted by recent auto workers strike. Albert Galloway, Jr., City Attorney, reviewed Resolution 2023-17 that was pulled from the previous meeting's agenda. This will be on Tuesday's agenda. [Begin previous Agenda Memo] Resolution 2023-17 is for the purpose of Ratifying and Confirming the redevelopment related programs of the City and the Lake Wales Community Redevelopment Agency (“CRA”). The CRA recently approved a donation of property at 610 Dr. J. A. Wiltshire Avenue to the Keystone Challenge Fund, Inc., for affordable housing. The Closing Agent for the transaction advised of several issues raised by the title insurance  [Begin previous Agenda Memo] Resolution 2023-17 is for the purpose of Ratifying and Confirming the redevelopment related programs of the City and the Lake Wales Community Redevelopment Agency (“CRA”). The CRA recently approved a donation of property at 610 Dr. J. A. Wiltshire Avenue to the Keystone Challenge Fund, Inc., for affordable housing. The Closing Agent for the transaction advised of several issues raised by the title insurance underwriter. The Resolution resolves all of the issues raised and will serve to avoid any future title insurance issuance concerns. The title insurance underwriter has advised that the Resolution will effectively resolve the concerns raised. The Resolution addresses authority for execution of Deeds and other instruments related to the redevelopment efforts of the City and the CRA. Additionally, the mineral reservation which automatically occurs when a municipality conveys property as provided in §270.11, Florida Statutes, will be released for these transactions. The City has previously released a mineral reservation by Resolution 2022- 19 related to the issuance of title insurance for other property formerly owned by the City. [End Previous agenda memo] Commissioner Krueger distributed 2 articles on climate change. He cautioned the Commission on making policy decisions on junk science. Commissioner Williams reported on the recent Housing Authority meeting. He was impressed with the relationships between the staff, board members and Police Department representatives. Everyone was on good friendly terms. Commissioner Thompson said he is excited about the new Recreation facility. He is confident City staff will meet expectations of the community. He asked if there will be a grand opening. Mr. Slaton said yes, on the 18th at 10:00 am. Mr. Slaton said that the new staff that has been hired are impressive and will do a good job. He encouraged the Commission to join. Commissioner Thompson asked who is in charge of the Christmas Parade. Jennifer Nanek, City Clerk, said Rotary on the Ridge. Deputy Mayor Gibson announced that he rode the circulator bus. A good function for the City. There will be signage on the bus soon. Mr. Slaton said the route is being used. There will be a review at the 6 month period. Mayor Hilligoss said he will not be here Tuesday. He is glad for the positive coverage of the City recently. He asked about the Parks Public hearing. Mr. Slaton said it was on the 14th. 11. ADJOURN The meeting was adjourned at 2:22 p.m. _____________________ Mayor ATTEST: ____________________ City Clerk