City Commission Workshop Meeting

City Commission Workshop Meeting Minutes March 27, 2024 (APPROVED) 3/27/2024 - Minutes 1. CALL TO ORDER & ROLL CALL Members Present: Robin Gibson, Danny Krueger, Daniel Williams, Mayor Jack Hilligoss, Keith Thompson Member Absent: Staff Present: Deena Drumgo, Assistant 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 Deena Dumgo, Assistant City Manager, reported that the Central Florida Development Council board meeting is this afternoon at Bok Tower. The City Commission is invited to attend. Ms. Drumgo also reported that there will be a Lake Wales Squeeze Workshop on Wednesday at the Market Place Café. This is open to the public. 3. PRWC Water Conservation Implementation Agreement 2024 [Begin Agenda Memo] SYNOPSIS: The City of Lake Wales share of the annual PRWC Water Conservation Budget is $2,833. RECOMMENDATION Staff recommends City Commission approve the PRW Conservation Implementation Agreement and authorize the Mayor to sign the agreement. BACKGROUND The PRWC Water Conservation budget consists of member government annual contributions of $75,000 and matched by Heartland Grant funds to total $150,000. Lake Wales portion of the $75,000 is $2,833. An initial scope of work and agreement have been drafted to hire a third provider to implement the Water Conservation Program for the PRWC members. The Water Conservation Program is required by SWFWMD to received project funding. FISCAL IMPACT For the fiscal year 24-25 the amount is $2,833 for Lake Wales. The city may also have in- house water conservation costs not associated with this agreement. [End Agenda Memo] Sara Irvine, Special Projects Administrator, reviewed this item. Deputy Mayor Gibson asked to confirm that we tried to go on our own, put down a test well and the water  [End Agenda Memo] Sara Irvine, Special Projects Administrator, reviewed this item. Deputy Mayor Gibson asked to confirm that we tried to go on our own, put down a test well and the water quality was poor. Ms. Irvine confirmed this. SWFWMD drilled their own well with similar results. So now we are looking at joining the PRWC project. The cost to join would be about $1.5million this does not include the cost to get the water that would just get us on board. Deputy Mayor Gibson said it looks like the only practical thing is to go regional. Ms. Irvine confirmed this. More on this will come back to Commission at a later date. She invited the Commission to see the well on Boy Scout Road. Deputy Mayor Gibson said we need to get current information. Ms. Irvine said they did a technical memo for SWFWMD with our projections for our demand for water. We are waiting to hear back. 4. Exterior Painting And Renovations For The Market Street Elevated Storage Tower. [Begin agenda Memo] SYNOPSIS: Staff recommends City Commission approve to expending funds in the amount of $92,583.00 for the proposed exterior painting and renovations for the Market Street Elevated Storage Tower utilizing American Tank Maintenance annual contract. STAFF RECOMMENDATION It is recommended that the City Commission consider taking the following action: 1. Approve the expenditure of funds in the amount of $92.583.00 to American Tank Maintenance for the painting and renovation to the exterior of the water tower at the Market Street Water Treatment Facility. BACKGROUND In August 2003, the Florida Department of Environmental Protection instituted more stringent regulations regarding the maintenance of water storage tanks. These regulations require annual inspection of the tanks to insure protection of the water source from contamination and identify any structural problems that may need repair. The regulations also require that, at least once every five years, the tanks be cleaned on the inside and outside and that all work on the tanks be performed by a contractor under the responsible charge of a professional engineer licensed by the State of Florida. On December 5, 2023 the City of Lake Wales entered into a five year contract with American Tank Maintenance to perform the required inspections, renovations and washouts of the elevated storage towers. The attached proposal is for the elevated storage tower at the Market Street Water Plant that will be painted and renovated. Further inspection of the tower revealed additional required repairs to some ladder rungs and bolts. It is necessary these additional repairs be completed prior to the painting of the water tank. OTHER OPTIONS None. Maintenance of the elevated storage tower is crucial to maintain the integrity of safe drinking water. FISCAL IMPACT The Water Department has placed $200,000.00 in the FY 2023-2024 budget. [End Agenda Memo] Sarah Kirkland, Public Works Director, shared a rendering of a design that says Lake Wales Highlanders to go on the High School and the Mall tank. She suggested something geared more downtown for the Market Street tank. Commissioner Krueger suggested "City in a Garden" Deputy Mayor agreed with the idea. The Commission gave consensus to move forward. Ms. Kirkland said this will be brought back for approval by Commission at a later date. A rendering for the Market Street tank will be brought back to Commission for review. Ms. Kirkland reviewed this item. 5. RESOLUTION 2024-08 Fiscal Sustainability Plan-Buckmoore Road Forcemain Extension And Bel Ombre Septic To Sewer Conversion 2023/2024 [Begin Agenda Memo] 5. RESOLUTION 2024-08 Fiscal Sustainability Plan-Buckmoore Road Forcemain Extension And Bel Ombre Septic To Sewer Conversion 2023/2024 [Begin Agenda Memo] SYNOPSIS: The purpose of the fiscal sustainability plan is to plan for future replacements and to ensure the City of Lake Wales accounts for the expenses in the annual budget by planning the capital improvements plan accordingly. STAFF RECOMMENDATION Staff recommends the Commission take the following action: 1. Adopt Resolution 2024-08 Fiscal Sustainability Plan-Buckmoore Road Forcemain Extension and Bel Ombre Septic to Sewer Conversion 2023/2024. 2. Authorize the Mayor to execute the appropriate documents, on the City’s behalf. BACKGROUND Modifications to the Clean Water Act enacted in 2014 (section 603 (d) (1) (E)) now requires the recipient of a loan for a project that involves the repair, replacement, or expansion of a publicly owned treatment works to develop and implement a Fiscal Sustainability Plan. Prior to the loan closing and administrative close out of the project, certification that the requirement is met is accomplished through the approval of a resolution. Construction for the project is complete and the final disbursement request is being prepared. An official resolution for adoption is the final step in preparation of the final close out of the project. If an official resolution is not made, there will be a delay in the final disbursement, the finalizing of the contract, and delay in the administrative close out. Staff recommends the Commission take the following action, adopt Resolution 2024-08 Fiscal Sustainability Plan Buckmoore Road Forcemain Extension and Bel Ombre Septic to Sewer, and authorize the Mayor to execute the appropriate documents, on the City’s behalf. FISCAL IMPACT None at this time. OTHER OPTIONS None. The adoption of the Fiscal Sustainability Plan by resolution is a requirement set forth in the State Revolving Loan fund contract documents. [End Agenda Memo] Sarah Kirkland, Public Works Director, reviewed this item. 6. RESOLUTION 2024-09 Watershed Management Plan [Begin Agenda Memo] SYNOPSIS: The watershed management plan sets the prioritization of capital improvements to develop, additional storm water storage, installation of additional conveyance infrastructure, and installation of storm water quality media. STAFF RECOMMENDATION It is recommended that the Commission take the following action: 1. Adopt Resolution 2024-09 Watershed Master Plan. 2. Authorize the Mayor to execute the appropriate documents, on the City’s behalf. BACKGROUND To address flood protection for the city’s residents, City staff sought to identify and address critical issues through the creation and implementation of a Watershed Management Plan. A thorough Watershed Management Plan identifies water quality problems in a designated watershed, proposes solutions, and creates a strategy for putting those solutions in action. Watershed Management Plans take a long-term, comprehensive approach, which has proven to be successful in a number of watersheds. Its purpose will be to serve as a road map directing staff from the start to finish in the effort to help create a strategic, targeted plan for making changes in the watershed. Staff recommends the Commission take the following action, adopt Resolution 2024-09 Watershed Management Plan, and authorize the Mayor to execute the appropriate documents, on the City’s behalf.  a long-term, comprehensive approach, which has proven to be successful in a number of watersheds. Its purpose will be to serve as a road map directing staff from the start to finish in the effort to help create a strategic, targeted plan for making changes in the watershed. Staff recommends the Commission take the following action, adopt Resolution 2024-09 Watershed Management Plan, and authorize the Mayor to execute the appropriate documents, on the City’s behalf. FISCAL IMPACT None at this time. As projects are being developed, because of recommendations from the plan, they will be brought back to the commission for approval. OTHER OPTIONS None. The Watershed Management Plan is a statutory requirement if staff intends to seek grant or State Revolving Loan Fund funding to fund any projects that may come because of the plan. [End Agenda Memo] Sarah Kirkland, Public Works Director, reviewed this item. Deputy Mayor Gibson asked if this is all surface water? Ms. Kirkland said yes. The water that goes into Lake Wailes comes off of SR 60 and local streets. If we can put in some type of water quality elements to clean it before it gets to the lake to clean it up a bit that will improve the overall lake quality. 7. Community Firework Display – 4th Of July [Begin Agenda Memo] SYNOPSIS: The City Commission will approve the expenditure of fund for fireworks for the 4th of July Community Celebration. RECOMMENDATION It is recommended that the City Commission take the following actions: 1. Approve the expenditure of $35,000 for the firework display. 2. Authorize the City Manager to execute any documents on behalf of the City. BACKGROUND On June 20, 2023 the City Commission approved to piggyback an agreement with Pyrotechnico for community firework displays. Pyrotechnico has performed the fireworks display for the past two years and staff has received multiple positive comments from of the community regarding their work. The annual 4th of July community event will take place on the shores of Lake Wailes on Thursday, July 4, 2024. In keeping with tradition staff recommends the approval of $35,000 for the firework display. OTHER OPTIONS The Commission can choose not to approve the expenditure of $35,000 for firework display. FISCAL IMPACT $35,000 was approved by the City Commission for FY’23-24. The cost for a 20 to 22- minute show with a 2-minute grand finale is $35,000. [End Agenda Memo] Stephanie Lutton, Parks and Recreation Director, reviewed this item. 8. Event Permit: Paint And Sip With The Lake Wales Arts Council [Begin Agenda Memo] SYNOPSIS This is a request from the City of Lake Wales, Lake Wales Family Recreation Center to host a Paint n Sip with the Lake Wales Arts Council event on April 20, 2024. The event will include alcohol. RECOMMENDATION Staff recommends 1. That the City Commission approve the permit request to hold the Paint n Sip with the Lake Wales Arts Council on Saturday April 20, 2024 from 4pm -6pm.  Paint n Sip with the Lake Wales Arts Council event on April 20, 2024. The event will include alcohol. RECOMMENDATION Staff recommends 1. That the City Commission approve the permit request to hold the Paint n Sip with the Lake Wales Arts Council on Saturday April 20, 2024 from 4pm -6pm. 2. That the City Commission approve the serving of alcohol during the event. BACKGROUND The Lake Wales Family Recreation Center has applied to host a Paint n Sip with the Lake Wales Arts Council event at the Lake Wales Family Recreation Center, the former YMCA, on Saturday April 20, 2024 from 4:00 p.m. – 6:00 p.m. The event will include alcohol. OTHER OPTIONS Do not approve the Special Event Permit. FISCAL IMPACT The cost of two off-duty officers for the duration of the event. [End Agenda Memo] Jennifer Nanek, City Clerk, reviewed this item. 9. CITY COMMISSION AND MAYOR COMMENTS Deputy Mayor Gibson referenced a letter from a citizen from a resident at the Garden apartments complaining about noise. Chris Velasquez, Police Chief, said they are working on the issues there. Deputy Mayor Gibson said he is glad they got a response. Albert Galloway, Jr., City Attorney, reported that the 4th case filed against the City regarding the Estes building was dismissed. He hopes this is the last one. 10. ADJOURN The meeting was adjourned at 3:18 p.m. _____________________ Mayor ATTEST: ____________________ City Clerk