City Commission Workshop Meeting

City Commission Work Session Meeting Minutes November 15, 2023 (APPROVED) 11/15/2023 - Minutes 1. CALL TO ORDER & ROLL CALL Members Present: Robin Gibson, Mayor Jack Hilligoss, Members Absent - Danny Krueger, Keith Thompson, Daniel Williams Staff Present: James Slaton, City Manager; Jennifer Nanek, City Clerk; Albert Galloway, Jr., City Attorney; Deena Drumgo, Assistant City Manager Mayor Hilligoss called the meeting to order at 2:00 p.m. 2. City Manager Comments Deena Drumgo, Assistant City Manager, announced the Fall Festival and Grand opening of the Family Recreation Center on Saturday. 3. Revision Request - Lake Wales Main Street Special Event “Make It Magical” 2023 [Begin Agenda Memo] SYNOPSIS: Lake Wales Main Street has requested modification of their permit for Make it Magical on December 8th. They are requesting closure of Park Avenue instead of Central Ave. RECOMMENDATION It is recommended that the City Commission consider taking the following action: 1. Approve the special event permit revision request from Lake Wales Main Street to hold a holiday event “Make It Magical” on Park Avenue instead of Central Avenue as approved by the Commission on September 19th for the hours of 5:00 p.m. and 8:00 p.m. with set up beginning at 2:00 p.m. 2. Approve the temporary closing of the following on Friday December 8, 2023: • Close Park Avenue from Scenic HWY to First Street from 2:00 p.m. – 9:00p.m. BACKGROUND Lake Wales Main Street received approval from the Commission on September 19th to hold their annual holiday event “Make It Magical” on Friday, December 8, 2023 on Central Avenue and Stuart Avenue. Central Avenue was requested because Park Avenue was slated to be under construction at that time. Construction on Park Avenue is being delayed until late December. Park Avenue will be open from Scenic Hwy to First Street although some work will begin. Main Street has requested a revision to close this road instead of Central Avenue. This revision will in no way delay or interfere with the construction project. Barricades and security will be posted at key locations to discourage attendees from entering construction areas.  Park Avenue will be open from Scenic Hwy to First Street although some work will begin. Main Street has requested a revision to close this road instead of Central Avenue. This revision will in no way delay or interfere with the construction project. Barricades and security will be posted at key locations to discourage attendees from entering construction areas. Gomez Construction recommends against this change for safety and liability concerns. OTHER OPTION Do not approve this revision FISCAL IMPACT There is no difference in cost. [End Agenda Memo] Deena Drumgo, Assistant City Manager, reviewed this item. Mayor Hilligoss asked if Central Ave will still be closed. Ms. Drumgo said no. It will be moved to Park & Stuart. Ronni Wood, Main Street Director, reviewed this item. She shared plans to keep guests safe. This will not interfere or hinder construction plans. This is the biggest shopping day of the year for downtown. 4. Amendment #1 To Interlocal Agreement With Polk County For Orange/Crystal Ave Road Project LAP Certified Project [Begin Agenda Memo] SYNOPSIS: FDOT has received the required documents from the City and Polk County in order to program the funding for this project. Polk County would like to amend the Interlocal to include the amount of funding. RECOMMENDATION Approve Amendment #1 Interlocal Agreement with Polk County to establish the city’s responsibility for any and all costs associated with the PROJECT for construction and associated CEI costs beyond the $800,000.00 allocated by FDOT in the LAP Agreement between FDOT and POLK COUNTY. BACKGROUND The city entered into an Interlocal with Polk County to manage the Lake Wales Street Resurfacing, ADA and Tree improvements to Orange and Crystal Avenues. Polk County has finalized the Local Agency Program (LAP) Agreement with FDOT. Therefore, Polk County would now like to amend the interlocal to include the funding amount of $800,000 and make clear the city’s responsibility to cover any overages. FISCAL IMPACT Attorney cost to review the Interlocal. City has already dedicated $200,000 for grant match. [End Agenda Memo] Deena Drumgo, Assistant City Manager, reviewed this item. Deputy Mayor Gibson asked where the rest of the money comes from. Ms. Drumgo said it will come from the grant. Anything beyond the budget is on us. We don't plan to un over budget but one never knows. James Slaton, City Manager, reviewed this item. 5. Network Firewall Equipment And Licensing Purchase [Begin Agenda Memo] SYNOPSIS: The City Commission will consider approving the purchase agreement for the Network Firewall equipment and Licensing. RECOMMENDATION It is recommended that the City Commission take the following action(s):  SYNOPSIS: The City Commission will consider approving the purchase agreement for the Network Firewall equipment and Licensing. RECOMMENDATION It is recommended that the City Commission take the following action(s): 1. Approve the purchase agreement for Network Firewall equipment and licensing in the amount of $45,956.48 per SHI Quotation number 24105246. 2. Authorize the City Manager to execute the necessary documents on behalf of the City. BACKGROUND The city’s current network firewall equipment is due for replacement. Staff is requesting approval to purchase eleven firewall hardware devices as well as the licenses that accompany them. The new hardware firewalls have a life cycle of five years and are equipped with cutting edge technology designed to protect the City’s Information System from cyber related threats. In accordance with section 2- 401(a)(2) of the city’s Code of Ordinances, three formal bids were obtained (attached). OTHER OPTIONS The Commission may elect not to approve the purchase agreement for new network firewall equipment and licensing. FISCAL IMPACT The total cost of the aforementioned items is, $45,956.48. A $55,000 capital expenditure has been appropriated in the fiscal year 2023-2024 budget for this project. [End Agenda Memo] Kevin Sunderland, Chief Information Officer, reviewed this item. 6. ORDINANCE 2023-35, FY22’23 Budget Amendment #1, 2nd Reading & Public Hearing [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 second reading and public hearing. The City Commission approved first reading of the ordinance on November 7, 2023. The advertisement requirement for second reading and public reading has been met. 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 [End Agenda Memo] Deena Drumgo, Assistant City Manager, reviewed this item. 7. CITY COMMISSION AND MAYOR COMMENTS Deputy Mayor Gibson said the bricks and new trees on Park Avenue looks beautiful. We are going first class. Deena Drumgo, Assistant City Manager, said those trees were hand picked by our consultant and  7. CITY COMMISSION AND MAYOR COMMENTS Deputy Mayor Gibson said the bricks and new trees on Park Avenue looks beautiful. We are going first class. Deena Drumgo, Assistant City Manager, said those trees were hand picked by our consultant and staff. Mayor Hilligoss agreed. He commended the videos done by Ken Suarez lately. The master plan meeting last night was good. 8. ADJOURN The meeting was adjourned at 2:17 p.m. _____________________ Mayor ATTEST: ____________________ City Clerk