City Commission Workshop Meeting

City Commission Workshop Meeting Minutes January 31, 2024 (APPROVED) 1/31/2024 - Minutes 1. CALL TO ORDER & ROLL CALL Members Present: Robin Gibson, Mayor Jack Hilligoss, Danny Krueger, Keith Thompson, Daniel Williams Staff Present: James Slaton, City Manager; Jennifer Nanek, City Clerk; Albert Galloway, Jr., City Attorney; Mayor Hilligoss called the meeting to order at 2:00 p.m. 2. City Manager Comments James Slaton, City Manager, announced the Ridge League of Cities Dinner is Thursday February 8th at Lake Ashton. Mr. Slaton said that we have more than 1000 memberships at the Recreation Center. Mr. Slaton said that for the 4th year in a row we have won the annual Budgeting Award from the Government Finance Officers Association. Mr. Slaton reported that the new restaurant coming in will employ 70 people and those being brought in to help with training will spend 140 nights at local hotels. Mr. Slaton said that the City will have a Mardi Gras float and invited the Commission members to participate. Mr. Slaton said the construction documents for the Northwest Sidewalks project are under review. This should go out to bid by the end of the 1st quarter of this year. 3. Presentation - Housing Authority On Grove Manor Project James Slaton, introduced representatives of the Lake Wales Housing Authority and consultants Smith & Henzy. Rick Crogan, Smith Henzy, reported that on December 15 we were invited into credit underwriting for an allocation of 9% low income housing tax credits for phase 2 of the redevelopment of Grove Manor apartments. We are going to get started. This should be closed within 1 year of being invited. We need to get permission from HUD to tear down the buildings which should not be a problem as they are so old. That process will take about 6 months. This is a primary goal. They are working with architects to design the interiors of the units and then go out to bid. We will then be able to verify our budget. Mr. Crogan reported that more money has been allocated for affordable housing in Florida. They will come to the commission in late summer for a local government contribution to apply for Florida Housing RFA funds. There is a  Rick Crogan, Smith Henzy, reported that on December 15 we were invited into credit underwriting for an allocation of 9% low income housing tax credits for phase 2 of the redevelopment of Grove Manor apartments. We are going to get started. This should be closed within 1 year of being invited. We need to get permission from HUD to tear down the buildings which should not be a problem as they are so old. That process will take about 6 months. This is a primary goal. They are working with architects to design the interiors of the units and then go out to bid. We will then be able to verify our budget. Mr. Crogan reported that more money has been allocated for affordable housing in Florida. They will come to the commission in late summer for a local government contribution to apply for Florida Housing RFA funds. There is a preference for those communities that continually apply if we get a good lottery ball. Deputy Mayor Gibson asked when is the next time we face the lottery ball. Mr. Crogan said when we apply for funds for phase 1 or phase 3. Right now we have money for phase 2. Deputy Mayor Gibson asked about phase 1. Mr. Crogan said we applied for Phase 1 last year too but didn't get phase 1. Phase 2 will include the community center. We will apply for phase 1 and phase 3 this year. Deputy Mayor Gibson asked if we could get both. Mr. Crogan said yes and that he has found that subsequent phases tend to be funded. They will apply for other credits or financing options. Commissioner Thompson asked what happens to current residents at Grove Manor. Mr. Crogan said they will get tenant protection vouchers to assist residents to move. They have a relocation budget to assist with moving. The vouchers can then be converted to project vouchers to help tenants move back. Commissioner Thompson asked to confirm that former residents will have an opportunity to move back in. Mr. Crogan confirmed this. Commissioner Williams asked to confirm that it isn't guaranteed. Former residents would have to apply. Mr. Crogan confirmed this. commissioner Krueger asked if former residents get preferential treatment. Al Kirkland, Jr., Director of the Housing Authority, said no because this is a different type of housing. Its not public housing but tax-credit housing. Former residents will have to apply. Mr. Crogan said they have to qualify to move in. This was discussed. Mr. Slaton asked if groundbreaking would be early in 2025. Mr. Crogan said that is their aggressive timeline. We have to see how quickly they get approval for demolition. Mayor Hilligoss asked if there is a 1 - 1 replacement of units. Mr. Kirkland said no. Mr. Crogan said when all 4 phases are done there will be an increase to 300 units. Mr. Kirkland said the present number is 140 units. Deputy Mayor Gibson said the design change was huge thanks to Dover-Kohl. 4. ORDINANCE 2024-02 - Vacating Lake Alta Street James Slaton, City Manager, announced that this item will be continued. 5. ORDINANCE 2023-36 Library Room Rental Fees – 1st Reading [Begin Agenda Memo] SYNOPSIS Ordinance 2023-36 will reduce the rental fees for the meeting room at the Lake Wales Public Library. RECOMMENDATION Staff recommends approval of Ordinance 2023-36 after first reading. BACKGROUND Staff has found that the current room reservation rates for the Schoenoff Meeting Room at the Lake Wales Public Library are currently too high. Staff proposes a reduction in the rate to $50. In 2010 the rental fees were set at $60 with required annual 2.5% increases. This cost is now $78. Staff is requesting a reduction to $50 with the option to increase the fee annually if necessary. OTHER OPTIONS Do not approve the Ordinance or recommend changes. FISCAL IMPACT No immediate impact. Revenue from rental of the room may change. [End Agenda Memo] Belle Reynoso, Library Director, and Kristina Nichols, Circulation Supervisor, reviewed this item. She said the current fees are too high especially compared to other libraries in Polk County. Commissioner Thompson asked how many can the room comfortably hold? Ms. Nichols said about 40 with out tables, with tables it is 25.  Belle Reynoso, Library Director, and Kristina Nichols, Circulation Supervisor, reviewed this item. She said the current fees are too high especially compared to other libraries in Polk County. Commissioner Thompson asked how many can the room comfortably hold? Ms. Nichols said about 40 with out tables, with tables it is 25. Deputy Mayor Gibson said that the fees should be determined by the Library Director and staff depending on market rates. This should not be an Ordinance. Ms. Reynoso said she would be good with that. Jennifer Nanek, City Clerk, said the Ordinance can be modified accordingly. 6. Professional Survey And Design Services [Begin Agenda Memo] SYNOPSIS: The City Commission will consider an agreement with Chastain Skillman for Professional Survey and Design Services for the Kiwanis Park Loop Trail. RECOMMENDATION It is recommended that the City Commission take the following action(s): 1. Approve the Agreement for Professional Survey and Design Services with Chastain Skillman. 2. Authorize the City Manager to execute the contract on behalf of the City. BACKGROUND The City applied for and received a grant through the Recreational Trail Program (RTP) for a 12’ by 2,400 LF hard service loop trail in Kiwanis Park. This trail will connect the Rails to Trail trail and the Lake Wales Park trail through Kiwanis Park. The agreement with Chastain Skillman is for Professional Topography surveying, boundary surveying, survey certification, tree planting and irrigation plans. Chastain Skillman currently has a continuing services agreement with the City for Engineering Services. City Staff recommends the approval of the Professional Survey and Design Services Agreement with Chastain Skillman. OTHER OPTIONS The City Commission may choose not to approve this agreement. FISCAL IMPACT The costs for these services is $25,305. [End Agenda Memo] James Slaton, City Manager, reviewed this item. Commissioner Thompson said the bottom corner looks too close to Lake Shore Blvd. Mr. Slaton said this is a conceptual plan not an exact design. 7. Reuse Main Pigging (Cleaning) [Begin Agenda Memo] SYNOPSIS: Staff is requesting for the commission to consider entering into a piggyback agreement and approve the expenditure of $98,397.66 with Professional Piping Services for the pigging of the reuse water main. STAFF RECOMMENDATION It is recommended that the City Commission take the following action: 1. Approve the expenditure of $98,397.66 to Professional Piping Services for the cleaning of the reuse line. 2. Authorize the City Manager to execute the appropriate documents, on the City’s behalf. BACKGROUND Staff has been experiencing problems with debris collecting in the reuse water main. The  1. Approve the expenditure of $98,397.66 to Professional Piping Services for the cleaning of the reuse line. 2. Authorize the City Manager to execute the appropriate documents, on the City’s behalf. BACKGROUND Staff has been experiencing problems with debris collecting in the reuse water main. The accumulating debris is causing clogs in the sprinklers feeding the grove owner's property; causing the grove owner additional maintenance cost. The accumulating debris is also causing damage to the propellers for the country club meter, in turn causing the city additional maintenance cost. All suspected entry points have been checked and found to be in good condition. The last item to resolve is to have the line cleaned from the beginning to the end. Cleaning the main in this fashion would take any remaining debris left in the line and have it expelled at one point instead of at the customer’s meter or possibly the customer’s irrigation system. Cleaning the reuse main in this fashion maximizes the flow capacity within the reuse system. Each time staff has gone out to bid for these type of services, the amount of responsive bidders is typically one. The Commission approved entering into a piggyback agreement that had already been bided out by Manatee County at the December 20, 2020 city commission meeting. In addition, Professional Piping Services (PPS) has performed this cleaning for the past several years. Staff has been satisfied with both the performance and the reports submitted, which are a required component of this contract. Staff recommends the commission take the following action; approve expending funds for $97,397.66 to Professional Piping Services, Inc., and authorize the city manager. OTHER OPTION None. Allowing the debris to continue to move through the reuse main on its own, would allow for continued damage to the propellers on the larger meters and the continued clogging of the irrigation system belonging to the grove owners. FISCAL IMPACT $100,000.00 was budgeted in the Reuse Division’s FY ’23- ‘24 M & R Pigging Operating Budget for this purpose. [End Agenda Memo] Sarah Kirkland, Utilities Director, reviewed this item. 8. 3 Hour Parking Restriction On 11th Street [Begin Agenda Memo] SYNOPSIS: Staff is requesting for the commission to consider approving modifications to the parking on the East Side of 11th Street. STAFF RECOMMENDATION It is recommended that the City Commission take the following action: 1. Approve the establishing and the installation of signage depicting a 3-Hour Parking Restriction that affects the first 3 Parking Spaces on the east side of 11th St starting at Carlton Ave. and going north. BACKGROUND There are businesses along 11th Street in front of the hospital that have customers and patients that park for short intervals (15 min. to 2 hours). Hospital staff and surrounding business employees, are parking in the spaces on 11th St for 8 to 12 hours at a time. This makes it impossible to find short term parking for the patronage of these businesses. The initial complainant was the Apothecary Shop, due to complaints they were receiving from their customers. Staff has spoken to the Police Department (PD) seeking a recommendation and approval on this change. While PD did not have a problem with the recommended change, they suggested that enforcement would be challenging due to not having a parking enforcement officer. Changing the parking restriction for these 3 parking spaces to 3 Hour Parking Only will allow customer parking for the businesses that have a short turnaround time. Staff recommends the commission take the following action; approve a new parking restriction of 3 Hour Parking Only for the first three (3) parking spaces on the east side of 11th St starting at Carlton Ave. and going north. OTHER OPTIONS Do not authorize the 3 Hour Parking restriction FISCAL IMPACT The current 23/24 budget has $90,000.00 for traffic control.  Parking Only for the first three (3) parking spaces on the east side of 11th St starting at Carlton Ave. and going north. OTHER OPTIONS Do not authorize the 3 Hour Parking restriction FISCAL IMPACT The current 23/24 budget has $90,000.00 for traffic control. [End Agenda Memo] Sarah Kirkland, Utilities Director, reviewed this item. 9. Special Event Permit Application Juneteenth Unity In The Community Event On Saturday June 15, 2024. [Begin Agenda Memo] SYNOPSIS: Approval of this Special Event Application will allow the Guiding Light Ministries to host a Car Show on June 15, on Central Avenue. This will also allow a rain date of June 16. RECOMMENDATION Staff recommends that the City Commission consider taking the following action: 1. Approve the Special Event Permit Application for the Juneteenth Unity in the Community Classy Car Show to take place on Central Avenue on Saturday June 15 from 9:00 a.m. – 5:00 p.m. 2. Approve the request to close Central Avenue from 7:00 a.m. – 5:00 p.m. on Saturday June 15 from First Street to Wetmore Street. 3. Approve a rain date for this event of Sunday June 16 9:00 a.m. – 5:00 p.m. BACKGROUND Guiding Light Ministries has submitted a special event application to host a Car show on Saturday June 15, 2024 on Central Avenue between 1st Street and Wetmore Street from 9:00 a.m. – 5:00 p.m. This event will include food and other vendors. The sponsor has requested authorization to close the road at 7:00 a.m. The sponsor has requested a rain date of Sunday June 16, 2024. OTHER OPTIONS Do not approve the event FISCAL IMPACT No In-kind services were budgeted for this event. Costs will be paid at 100% by the sponsor. [End Agenda Memo] Jennifer Nanek, City Clerk, reviewed this item. 10. Special Event Permit Application: Sokal Media Group Commercial Filming [Begin Agenda Memo] SYNOPSIS: Approval of this Special Event Application will allow the Sokal Media Group to close Longleaf Blvd for filming a commercial. RECOMMENDATION Staff recommends that the City Commission consider taking the following action: 1. Approve the Special Event Permit Application for Sokal Media Group to film a Commercial on January 23rd from 12:30 p.m. – 5:00 p.m. 2. Approve the request to close a portion of Longleaf Blvd from 12:30 p.m. – 5:00 p.m. on Tuesday January 23rd. BACKGROUND Sokal Media Group has submitted a special event application to film a commercial on Tuesday January 23rd from 12:30 p.m. – 5:00 p.m. on a portion of Longleaf Blvd. OTHER OPTIONS Do not approve the event application.  23rd. BACKGROUND Sokal Media Group has submitted a special event application to film a commercial on Tuesday January 23rd from 12:30 p.m. – 5:00 p.m. on a portion of Longleaf Blvd. OTHER OPTIONS Do not approve the event application. FISCAL IMPACT No In-kind services were budgeted for this event. Costs will be paid at 100% by the sponsor. [End Agenda Memo] Jennifer Nanek, City Clerk, reviewed this item. 11. 2024 Municipal Election & Canvassing Board Information [Begin Agenda Memo] 2024 MUNICIPAL ELECTION INFORMATION The regular Municipal Election of the City of Lake Wales is Tuesday, April 2, 2024. We will elect a Commissioner for Seat 2 and a Commissioner for Seat 4 for terms of three years beginning May 7, 2024. Members of the City Commission must be registered voters and residents of the City of Lake Wales for at least one year preceding their date of election. The two seats up for election are currently held by the following Commission members: Seat 2 Commissioner Daniel Williams Seat 4 Commissioner Danny Krueger The Commissioner elected to Seat 2 must reside in Seat 2, and the Commissioner elected to Seat 4 must reside in Seat 4. The qualifying period for a person to qualify as a candidate is from 12:00 p.m., noon, Monday, February 12 through 12:00 p.m., noon, Friday, February 16. Candidate packets are available in the City Clerk’s office beginning 9:00 a.m., Friday, February 2. This packet contains qualifying papers, nominating petitions, and other necessary information and instructions to qualify as a candidate. At the end of qualifying the City Clerk must prepare and submit to the Supervisor of Elections Office the approved ballot by 5:00 p.m. A special City Commission meeting has been scheduled for February 16 at 4:00 p.m. for that purpose. The scheduled special meeting date is also listed on the City Commission Calendar located under the City Manager portion of the Agenda. The Municipal Election will be held at the Municipal Administration Building, 201 W. Central Ave., Lake Wales and at the Lake Ashton Clubhouse, 4141 Ashton Club Drive, Lake Wales on Tuesday, April 2, 2023, 7 a.m. to 7 p.m. The City Commission will reschedule its first meeting in April from 6:00 p.m., Tuesday, April 2 to 6:00 p.m., Wednesday, April 3. Contact the Supervisor of Elections at 863-534-5888 to request a Vote By Mail Ballot. Voter registration deadline is March 4, 2024. CANVASSING BOARD INFORMATION While the Supervisor of Elections and the City Clerk may perform many of the tasks necessary to conduct the election, the City Commission serves as the Municipal Canvassing Board and has legal responsibilities related to the conduct of the Municipal Election. It is necessary to review the responsibilities well in advance to prevent calendar conflicts because a quorum must be present at all Canvassing Board meetings. The following rules apply to all members of the Canvassing Board:  While the Supervisor of Elections and the City Clerk may perform many of the tasks necessary to conduct the election, the City Commission serves as the Municipal Canvassing Board and has legal responsibilities related to the conduct of the Municipal Election. It is necessary to review the responsibilities well in advance to prevent calendar conflicts because a quorum must be present at all Canvassing Board meetings. The following rules apply to all members of the Canvassing Board: No member can serve if they are a candidate with opposition in the election being canvassed or is actively participating in the campaign or the candidacy of any candidate who has opposition in the election being canvassed. Actively participating means undertaking an intentional effort to demonstrate or generate public support for a candidate beyond merely making a campaign contribution. Refer to DE 8-10; 09-07. If a lack of a quorum is created on the Canvassing Board due to this rule or any other unavoidable cause, the City Commission may appoint the city manager, city attorney, or resident/s to serve in the absence of that commission member/s to serve on the Canvassing Board to avoid a possible lack of quorum (Sec. 8- 26, Lake Wales Code of Ordinances). The City Clerk will prepare an agenda item for the first meeting in March for the City Commission to appoint additional people to serve on the Canvassing Board. Per Florida Statute, Canvassing Board members are required to attend the following meetings. Pre-election Logic and Accuracy Testing of Tabulating Equipment (L&A) Tuesday, March 26, 2024; 3:30 p.m. Elections Operations Center, 70 Florida Citrus Blvd. Winter Haven, FL 33880 (behind the Auburndale Speedway). -At least one member of the Canvassing Board must attend the L&A Testing. Election Night Canvassing of Ballots Tuesday, April 2, 2024, time to be scheduled by SOE (5:00 p.m. or later) Elections Operations Center, 70 Florida Citrus Blvd. Winter Haven, FL 33880 -A quorum must be present and must remain until all ballots are tabulated. Certification of Election City of Lake Wales Municipal Administration Building Thursday, April 4, 2024; 5:00 p.m. -A Quorum must be present. Post-Election Manual Audit Tuesday April 9, 2024 with Time to be determined. Elections Operations Center, 70 Florida Citrus Blvd. Winter Haven, FL 33880 -A quorum must be present. [End Agenda Memo] Jennifer Nanek, City Clerk, reviewed this item. 12. City Manager Performance Evaluation [Begin Agenda Memo] SYNOPSIS: Commissioners will discuss the performance evaluation of the City Manager. Performance evaluation forms were completed by the City Commissioners and returned to staff as requested. Evaluation forms completed by the Commissioners are available for review in the Human Resources Department. Based upon the results of the annual evaluation, the City Commission may, in its sole discretion, grant a salary increase, bonus and/or grant additional benefits to the City Manager effective with his anniversary date. Ratings in the various evaluation categories have been compiled in a chart which is provided with this memorandum. [End Agenda Memo] James Slaton, City Manager, reviewed this item. Mayor Hilligoss commended Mr. Slaton for becoming an IMCA credentialed manager. Mayor Hilligoss said there is more positive happening now than in past years and under previous managers.  [End Agenda Memo] James Slaton, City Manager, reviewed this item. Mayor Hilligoss commended Mr. Slaton for becoming an IMCA credentialed manager. Mayor Hilligoss said there is more positive happening now than in past years and under previous managers. Deputy Mayor Gibson agreed. Recognition should be in a regular meeting. Mr. Slaton commended the talented and dedicated staff at the City. 13. CITY COMMISSION AND MAYOR COMMENTS Commissioner Krueger commended the wrap up ceremony the other day and said he felt good about the work that was done to help the resident. Commissioner Williams agreed and commended everyone for the good work. Commissioner Thompson said it is good to see peoples' lives changed in a positive way. He commended the City Staff who did the work there. Commissioner Thompson said the light at Highlander Way & Burns Ave. isn't functioning properly and asked staff to look into it. Deputy Mayor Gibson said the completed part of Park Ave looks great. Its a quality operation. Mr. Slaton said he is looking forward to a ribbon cutting when it is all finished. Mayor Hilligoss said he attended the Lake Wales Live and commended those that organized the event. 14. ADJOURN The meeting was adjourned at 2:40 p.m. _____________________ Mayor ATTEST: ____________________ City Clerk