City Commission Workshop Meeting

City Commission Workshop Meeting Minutes May 29, 2024 (Approved) 5/29/2024 - Minutes 1. CALL TO ORDER & ROLL CALL Members Present: Mayor Jack Hilligoss, Robin Gibson, Daniel Williams, Carol Gillespie Member Absent: Keith Thompson Staff Present: James Slaton, City Manager; Jennifer Nanek, City Clerk; Albert Galloway, Jr., City Attorney Mayor Hilligoss called the meeting to order at approximately 2:00 p.m. 2. City Manager Comments 3. Resolution 2024-12, Preliminary Rate Resolution For Fire Protection Services Assessment [Begin Agenda Memo] SYNOPSIS: Preliminary Rate Resolution for Fire Protection Services Assessment RECOMMENDATION It is recommended that City Commission adopt Resolution No. 2024-12 providing the Preliminary Rate Resolution for Fire Protection Services Assessment. BACKGROUND It is recommended that the City Commission set the Preliminary Fire Protection Services Assessment rate and adopt Preliminary Fire Protection Service Assessment Resolution 2024-12 providing for Fire Protection Services Assessments for fiscal year beginning October 1, 2024. Staff is recommending the following rate scenario: Property Category Assessment Rate Single-Family Per dwelling unit $146 Multi-Family Per dwelling unit $ 72 Mobile Home Per dwelling unit $129 Property Category Assessment Rate Commercial Per Sq Ft $.06 Industrial/Warehouse Per Sq Ft $.01 Institutional Per Sq Ft $.08  Commercial Per Sq Ft $.06 Industrial/Warehouse Per Sq Ft $.01 Institutional Per Sq Ft $.08 OTHER OPTIONS Rely solely on the ad valorem taxes to fund fire protection services, equipment, and programs. FISCAL IMPACT The estimated net revenue is $1,221,637 Initial fire protection assessment rates are 45.25% of assessable costs. [End Agenda Memo] James Slaton, City Manager, reviewed this item. 4. Transmittal Of Annual Comprehensive Financial Reports, For Fiscal Year Ended September 30, 2023 [Begin Agenda Memo] SYNOPSIS: Transmittal of Annual Comprehensive Financial Reports for fiscal year ended September 30, 2023. STAFF RECOMMENDATION: Staff recommends the City Commission accept the Annual Comprehensive Financial Report for fiscal year ended September 30, 2023 and independent auditors’ report as presented. BACKGROUND: In the independent auditors’ report for the fiscal year ending September 30, 2023, the auditors (Carr, Riggs & Ingram) stated that, in their opinion, the financial statements present fairly, in all material respects, the respective financial position of the governmental activities, the business-type activities, the discretely presented component unit, each major fund, and the aggregate remaining fund information of the City as of September 30, 2023, and the respective changes in financial position, and cash flows where applicable, thereof for the year then ended in conformity with accounting principles generally accepted in the United States of America. The City utilized the professional services of Mike Brynjulfson, CPA for compilation of the annual audit. Mr. Brynjulfson will be attending the presentation of the annual report and be available to answer any questions relating to technical reporting requirements. Financial Highlights • The assets and deferred outflows of resources of the City exceeded its liabilities and deferred inflows of resources at the close of the most recent fiscal year by $70,891,272 (net position). As of September 30, 2023, the City reports an unrestricted net position of $3,673,127, as compared to $3,953,301 in the prior year. • The City’s total net position increased by $4,213,082 during the current year compared to an increase of $2,913,165 in the prior year. The governmental activities and business-type activities increased their net position by 8% (7% in prior year) and 6% (3% in prior year), respectively. • As of the close of the current fiscal year, the City’s governmental funds reported combined ending fund balances of $24,739,017; an increase of $14,331,647 for the year. Approximately 14% of total fund balance is available for spending at the government’s discretion (unassigned) compared to 42% in the prior year. [End Agenda] James Slaton, City Manager, reviewed this item. He said there will be a presentation on this at the City Commission Meeting. Commissioner Gillespie asked what this is an audit of. She asked if this included the BizLinc audit. Mr. Slaton explained that this is an annual audit that all governments are required to do. The BizLinc performance audit is separate, and we are still waiting on this. 5. ORDINANCE 2024-01 Amending Ch 23-767 Impact Fees – 1st Reading And Public Hearing  Commissioner Gillespie asked what this is an audit of. She asked if this included the BizLinc audit. Mr. Slaton explained that this is an annual audit that all governments are required to do. The BizLinc performance audit is separate, and we are still waiting on this. 5. ORDINANCE 2024-01 Amending Ch 23-767 Impact Fees – 1st Reading And Public Hearing [Begin Agenda Memo] SYNOPSIS: The main purpose of this ordinance is to update the Economic Development Impact Fee Mitigation program. After feedback from the Chamber, EDC, and potential business partners, it has been deemed appropriate to recommend an adjustment to the incentives. RECOMMENDATION Staff and the Planning and Zoning Board recommends the City Commission approve Ordinance 2024-01 after 1st Reading and Public Hearing. BACKGROUND In order to attract Qualified Target Industry businesses to the City of Lake Wales, city commission adopted Ordinance 2023-35. That ordinance added two more programs to the exemptions to collection of impact fees and authorized amendments to developer contribution credit. The previous ordinance authorized impact fee credit to certain businesses or developers who followed the economic development program requirements. However, it only allowed mitigation of utilities fees. Staff recommends the city commission mitigate any real or perceived disadvantage occurring from the imposition of impact fees by authorizing approved mitigation from the Public Facilities Impact Fees as adopted and updated from time to time. FISCAL IMPACT Up to 90% of certain public facilities impact fees per Economic Development program or developer project. [End Agenda Memo] Sara Irvine, Special Projects Manager, reviewed this item. Deputy Mayor Gibson asked if these are applied across the board whether they are in the CRA or not. Ms. Irvine confirmed this. Its anywhere in the City but they have to be a qualified target business. Deputy Mayor Gibson said this is a particularly good investment if they are in the CRA because we get that money back. Deputy Mayor Gibson asked about exemptions in the CRA. Ms. Irvine said there already are exceptions in the CRA and reviewed those. They also include some county impact fees. Ms. Irvine said there are several different types of impact fee exemptions and she will provide that information to the Commission. James Slaton, City Manager, said we can get more creative in the CRA with incentives. Deputy Mayor Gibson said we need to make it more attractive to come to Lake Wales. Mr. Slaton said we also need to attract small businesses. Mayor Hilligoss asked about the change in language from utility to applicable and asked if that was for greater flexibility in negotiating. Mr. Slaton said it was all applicable If they meet the criteria then that's what they're going to get. Ms. Irvine explained that the change will include any new impact fees or changes that may come in the future. Mayor Hilligoss noted that some need to meet certain job criteria requirements. Ms. Irvine confirmed this and said if they meet criteria they get a 50% reduction. At The time they pull the building permit they get a 25% reduction, then they have 5 years to submit documentation that they have met the criteria and then they would receive a check for the rest to be paid back. 6. ORDINANCE 2024-11 – Amendment To Chapter 23, Public Facilities Impact Fees – §23-770. Developer Contribution Credit – 1st Reading And Public Hearing  building permit they get a 25% reduction, then they have 5 years to submit documentation that they have met the criteria and then they would receive a check for the rest to be paid back. 6. ORDINANCE 2024-11 – Amendment To Chapter 23, Public Facilities Impact Fees – §23-770. Developer Contribution Credit – 1st Reading And Public Hearing [Begin Agenda Memo] SYNOPSIS: Ordinance 2024-11 is the companion to Traditional Neighborhood Development Ordinance. It authorizes the mitigation of applicable impact fees, per Table 1 of Ordinance 2024-10. It updates definitions to accommodate the amendments. Publication requirements have been met. RECOMMENDATION Staff and Planning and Zoning Board recommend City Commission approve Ordinance 2024-11 after 1st reading and Public hearing. BACKGROUND The Lake Wales Envisioned Plan supports the creation and adoption of a traditional neighborhood development ordinance. The ordinance recommended by planning staff was supported by the Planning and Zoning Board to offer incentives to development built in accordance with the standards of the TND Ordinance 2024-10. FISCAL IMPACT Up to 50% of applicable public facilities impact fees per TND Project. [End Agenda Memo] Sara Irvine, Special Projects Administrator, reviewed this item. 7. Ridge Scenic Highway Connector Trail LAP Certified Project – Design Services Agreement With Kissinger Campo & Associates, Corp. [Begin Agenda Memo] SYNOPSIS: The city has received a TPO grant from FDOT to implement the RSH Connector Trail. The city is not a Local Agency Program (LAP) Certified entity, which is an FDOT requirement to manage the project. The city is using FDOT continuing contract with KCA to design the trail. RECOMMENDATION Approve the KCA Scope of Services for Professional Engineering and Consulting Services. BACKGROUND The city submitted a TPO/FDOT Priority Transportation Project Application in January 2021, for the Ridge Scenic Highway Connector Trail. KCA is a continuing services provider for FDOT and the city has opted to use them since this is a LAP project and would have required the city to bid the design services. The KCA Scope of Service is much higher than the $90,765 estimate which was submitted with the grant application. We are receiving $90,818 grant funding for design. The KCA scope is for no more than $372,365.88. There are multimodal impact fees available to pay the remainder of design fees not funded by the grant. FISCAL IMPACT $372,365.88 less grant funding of 90,818. [End Agenda Memo] Sara Irvine, Special Projects Administrator, reviewed this item. Deputy Mayor Gibson asked what is the cost to us? Ms. Irvine responded and said about $300,000 for design. The whole cost will be about $350,000 with other expenses such as surveys. 8. Office Furniture Purchase [Begin Agenda Memo]  $300,000 for design. The whole cost will be about $350,000 with other expenses such as surveys. 8. Office Furniture Purchase [Begin Agenda Memo] SYNOPSIS: Staff is requesting Commission approval to purchase office furniture for four rooms utilizing existing Police Service Impact Fees. RECOMMENDATION 1. Authorize staff to expend Impact Fees totaling $36,038.63 for the purchase of office furniture for four offices using Omnia and FSC contract pricing. 2. Authorize a budget amendment in the amount of $36,038.63. BACKGROUND Due to significant business and residential growth within the city, our staffing needs have increased, necessitating both the addition and restructuring of personnel. This expansion has driven the demand for enhanced services and a more robust staffing model, leading to the addition of personnel to better address these needs. With the restructuring, there is an urgent need for additional office space to accommodate the expanded workforce. To meet this need, the police department proposes the acquisition of office furniture to outfit four existing offices, thereby creating additional workspace for our personnel. This initiative aims to ensure our staff has the necessary resources and environment to effectively perform their duties and continue providing high-quality service to the community. OTHER OPTIONS The City Commission may choose not to purchase these furnishings. FISCAL IMPACT The Police Department proposes to use Police Services Impact Fees to purchase these furnishings. The total cost of this expenditure is $36,038.63. [End Agenda Memo] Lt. Stephanie Goreck, Police Department, reviewed this item. 9. RESOLUTION 2024-13, Public Transportation Grant Agreement G2Y22 [Begin Agenda Memo] SYNOPSIS: The City Commission will consider adopting Resolution 2024-13, authorizing an agreement with the Florida Department of Transportation (FDOT) to provide funding for Lake Wales Airport Apron Reconstruction. RECOMMENDATION 1. Adopt Resolution 2024-13, authorizing the execution of Public Transportation Grant Agreement G2Y22 by the Mayor with the Florida Department of Transportation (FDOT) for funding in the amount of $25,000 BACKGROUND The Florida Department of Transportation (FDOT) has awarded a 100% grant to rehabilitate the apron that is connected to the t-hangar taxilane on the north side of the airfield. OTHER OPTIONS This project is 100% funded by FDOT. FISCAL IMPACT This project is fully funded by the Florida Department of Transportation (FDOT) [End Agenda Memo] Deena Drumgo, Assistant City Manager, reviewed this item.  FISCAL IMPACT This project is fully funded by the Florida Department of Transportation (FDOT) [End Agenda Memo] Deena Drumgo, Assistant City Manager, reviewed this item. 10. Resolution 2024-14, Public Transportation Grant Agreement G2W57 [Begin Agenda Memo] SYNOPSIS: The City Commission will consider approving Resolution 2024-14, authorizing an agreement with the Florida Department of Transportation (FDOT) to provide funding for Lake Wales Airport Lighting, Signage, and Marking. RECOMMENDATION 1. Approve Resolution 2024-14, authorizing the execution of Public Transportation Grant Agreement G2W57 by the Mayor with the Florida Department of Transportation (FDOT) for funding in the amount of $14,950 BACKGROUND The Florida Department of Transportation (FDOT) has awarded a 10% match to direct Federal funding from the FAA (Federal Aviation Administration) to design the Runway 6/24 MIRLs and Signage project at the Lake Wales Municipal Airport. This project is to maintain a safe condition on the airfield the lights will be rehabilitated to include new base cans, LED light fixtures and transformers. The circuit will also be replaced in its entirety from the airfield to the vault. Signage will be updated to LED signs and to reflect the correct taxiway nomenclature per the Advisory Circular. The runway will also be remarked as part of this project per FAA standards. OTHER OPTIONS This project is 10% funded by FDOT and 90% funded by FAA FISCAL IMPACT This project is fully funded by the Florida Department of Transportation (FDOT) and Federal Aviation Administration (FAA) [End Agenda Memo] Deena Drumgo, Assistant City Manager, reviewed this item. 11. Resolution 2024-15, Amendment To Public Transportation Grant Agreement G2K90 [Begin agenda Memo] SYNOPSIS: The City Commission will consider adopting Resolution 2024-15, authorizing an amendment to the agreement with the Florida Department of Transportation (FDOT) to provide funding for T-Hangar Taxilane and Taxilane Bravo Rehabilitation (Construction). RECOMMENDATION 1. Adopt Resolution 2024-15, authorizing the amendment of Public Transportation Grant Agreement G2K90 by the Mayor with the Florida Department of Transportation (FDOT) for additional funding in the amount of $84,486. BACKGROUND The Florida Department of Transportation (FDOT) has awarded a 10% match to direct Federal funding from the FAA (Federal Aviation Administration) to construct the rehabilitation of T-hangar taxilane and taxilane bravo at the Lake Wales Municipal Airport. This area connects Taxiway Bravo to the existing t-hangars and it is in desperate need of rehabilitation. This amendment is to increase the total cost to $84,486 which shall not exceed 10% of the total project cost of $844,860 OTHER OPTIONS This project is a 10% match by the Florida Department of Transportation (FDOT). The other 90% will be funded by the Federal Aviation Administration (FAA). FISCAL IMPACT This project is fully funded by the Florida Department of Transportation (FDOT) and the Federal Aviation Administration (FAA).  OTHER OPTIONS This project is a 10% match by the Florida Department of Transportation (FDOT). The other 90% will be funded by the Federal Aviation Administration (FAA). FISCAL IMPACT This project is fully funded by the Florida Department of Transportation (FDOT) and the Federal Aviation Administration (FAA). [End Agenda Memo] Deena Drumgo, Assistant City Manager, reviewed this item. 12. Task Order #3 With Hoyle, Tanner And Associates, Inc. [Begin Agenda Memo] SYNOPSIS: The City Commission will consider approving Task Order #3, with Hoyle, Tanner and Associates, Inc. for the construction engineering, administration, and inspection services to rehabilitate taxilane bravo and reconstruct t-hangar taxilane. RECOMMENDATION Staff recommends that the City Commission approve the following action: 1. Approve Task Order #3 ($200,100.00), with Hoyle, Tanner and Associates, Inc. for the construction engineering, administration, and inspection services to rehabilitate taxilane bravo and reconstruct t-hangar taxilane BACKGROUND At its regular scheduled commission meeting on June 20, 2023, the City Commission adopted Resolution 2023-11, authorizing the execution of an agreement with the Florida Department of Transportation for their funding share to rehabilitate and reconstruct t-hangar taxilane and taxilane bravo at the Lake Wales Municipal Airport in the amount of $11,000 (10% up to a maximum of $11,000). This also included the execution of an agreement with the Federal Aviation Authority for their funding share of $101,610.00 (90% of the total project cost). This was the design phase of the project. This task order is in regards to the construction phase of the project. Task Order #2: Professional services pertaining to the construction engineering, administration, and inspection services to rehabilitate taxilane bravo and reconstruct t-hangar taxilane. The Commission is set to approve Resolution 2024-15 for an amendment to the grant agreement with FDOT. The project total for engineering construction is $200,100.00. FISCAL IMPACT City: $ 0.00 FDOT:$ 20,010.00 FAA: $ 180,090.00 OTHER OPTIONS The Commission has already accepted the grant from the Florida Department of Transportation and signed the grant from the FAA for the design phase of this project. [End Agenda Memo] Deena Drumgo, Assistant City Manager, reviewed this item. Commissioner Gillespie asked if we went out to bid on this. Ms Drumgo explained that this was from our consultant and so we did not have to go out to bid. James Slaton, City Manager, explained that we have a continuing services agreement with engineers. Engineers are handled differently under Florida statutes. Bids are based on qualifications and not costs. These agreements can last for a few years. He explained that Hoyle Tanner and Associates are our qualified engineers for the airport. 13. Task Order #4 With Hoyle, Tanner And Associates, Inc.  differently under Florida statutes. Bids are based on qualifications and not costs. These agreements can last for a few years. He explained that Hoyle Tanner and Associates are our qualified engineers for the airport. 13. Task Order #4 With Hoyle, Tanner And Associates, Inc. [Begin Agenda Memo] SYNOPSIS: The City Commission will consider approving Task Order #4, with Hoyle, Tanner and Associates, Inc. for the engineering design services for the Runway 6-24 Medium Intensity Runway Lighting System (MIRLS) and Signage Rehabilitation project. RECOMMENDATION Staff recommends that the City Commission approve the following action: 1. Approve Task Order #4 ($137,895.00) with Hoyle, Tanner and Associates, Inc. for the engineering design services for the Runway 6-24 Medium Intensity Runway Lighting System (MIRLS) and Signage Rehabilitation project. BACKGROUND At its regular scheduled commission meeting on June 4, 2024, the City Commission is set to adopt Resolution 2024-14, authorizing the execution of an agreement with the Florida Department of Transportation to provide funding for Runway 6-24 Medium Intensity Runway Lighting System (MIRLS) and Signage Rehabilitation project at the Lake Wales Municipal Airport. Task Order #4: Runway 6-24 Medium Intensity Runway Lighting System (MIRLS) and Signage Rehabilitation project. To maintain a safe condition on the airfield the lights will be rehabilitated to include new base cans, LED light fixtures and transformers. The circuit will also be replaced in its entirety from the airfield to the vault. Signage will be updated to LED signs and to reflect the correct taxiway nomenclature per the Advisory Circular. The runway will also be remarked as part of this project per FAA standards. The project total for engineering design is $137,895.00 FISCAL IMPACT City: $ 0 FDOT:$ 13,789 FAA: $ 124,106 OTHER OPTIONS The Commission is set to approve this grant on June 4, 2024. [End Agenda Memo] Deena Drumgo, Assistant City Manager, reviewed this item. Deputy Mayor Gibson asked to what do we attribute the increased support for the airport? James Clayton, City Manager, explained that Darrell Starling helped our City get a REDI (rural) designation for State grants. This designation has also helped with grants on a federal level, getting 100% funding. Ms Drumgo explained that we are also continuing to build relationships on the state level so they know what we want. This helps a lot. Mayor Hilligoss commented that the airport will be needed in the near future and they know it. 14. Purchase Of (1) John Deere HD200 Select Spray And (1) John Deere ProGator 2020A [Begin Agenda Memo] SYNOPSIS: Staff is requesting Commission approval to purchase (1) John Deere HD200 Select Spray and (1) John Deere ProGator 2020A under the Florida State Contract Ag & Lawn Equipment 25101900- 21- 14. Purchase Of (1) John Deere HD200 Select Spray And (1) John Deere ProGator 2020A [Begin Agenda Memo] SYNOPSIS: Staff is requesting Commission approval to purchase (1) John Deere HD200 Select Spray and (1) John Deere ProGator 2020A under the Florida State Contract Ag & Lawn Equipment 25101900- 21- STC. RECOMMENDATION It is recommended that the City Commission take the following action(s): 1. Approve the purchase of (1) John Deere HD200 Select Spray and (1) John Deere ProGator 2020A BACKGROUND City Commission approved $60,000 in the Parks Capital budget for Heavy Equipment. Staff recommends the purchase of (1) John Deere HD200 Select Spray and (1) John Deere ProGator 2020A in the amount of $52,080.34. The HD200 Select Spray is a piece of equipment that holds chemicals that are required for maintenance of various fields around the city. The John Deere ProGator is the piece of equipment that hauls the spray rig around while in use. The ProGator can also be used for other maintenance purposes. The current spray rig is over ten years old and requires continuous maintenance and is often out of use. OTHER OPTIONS Commission may choose to not approve the purchase of the (1) John Deere HD200 Select Spray and (1) John Deere ProGator 2020A. FISCAL IMPACT The cost of the two pieces of equipment total $52,080.34 of $60,000 budgeted for FY ‘23/24. [End Agenda Memo] Stephanie Lutton, Parks and Recreation Director, reviewed this item. James Slaton, City Manager, asked to confirm that these items are in the budget. Ms Lutton confirmed that they are in the budget and they are under budget. 15. ORDINANCE 2024-16, Recreation Ordinance Updates 2nd Reading And Public Hearing [Begin Agenda Memo] SYNOPSIS: Ordinance 2024-16 Amends the Recreation Ordinance concerning fees and alcohol use. RECOMMENDATION Staff recommends that the City Commission adopt Ordinance 2024-16 after 2nd reading and public hearing. BACKGROUND Staff is recommending the removal of language stating that minors may not be present when alcohol is consumed at the James P. Austin Community Center. Parks and Recreation staff have conferred with the Lake Wales Police Department and they have no issues with removing this language from the ordinance. Staff has found that the current rental rates of parks and recreation facility rates is not in line with other comparable facilities around the county and the new Lake Wales Family Recreation Center has not yet been included in the ordinance. At a recent workshop and subsequent Commission Meeting the Library Director brought an ordinance change to commission for amending fees. A recommendation from the Commission was to amend the Ordinance to allow the Library Director to set the rates. The Parks and Recreation department is requesting the same amendment, for the Parks and Recreation Director to set the rates. OTHER OPTIONS The City Commission may choose not adopt Ordinance 2024-16 or modify the language. FISCAL IMPACT None. [End Agenda Memo]  language. FISCAL IMPACT None. [End Agenda Memo] James Slaton, City Manager, reviewed this item. 16. Generator Replacement For Water Reclamation Facility [Begin Agenda Memo] SYNOPSIS: Staff is recommending the commission approve the replacement purchase of the generator at the Water Reclamation Facility. RECOMMENDATION It is recommended that the City Commission consider taking the following action: 1. Approve the purchase of a replacement generator for the Water Reclamation Facility from Mid-Florida Diesel using the Florida Sheriff’s Association State Bid FSA23-EQU21.0 Item #151. 2. Authorize the City Manager to execute the appropriate documents, on the City’s behalf. BACKGROUND In accordance with the requirements of Florida Department of Environmental Protection, Rule 62- 604.400(2) (a) 1, which is as follows: The permittee shall at all times properly operate and maintain the facility and systems of treatment and control, and related appurtenances, that are installed and used by the permittee to achieve compliance with the conditions of this permit. This provision includes the operation of backup or auxiliary facilities or similar systems when necessary to maintain or achieve compliance with the conditions of the permit. In order to provide uninterrupted pumping capacity, an in-place emergency generator was installed at the Water Reclamation Facility at the original construction. The generator that is needing to be replaced was originally installed in 1986 and due to its age and performance testing it was determined that the generator needs to be replaced. The generator is becoming costly to repair and repair parts are becoming harder to find due to the age of the unit, making it necessary for staff to have it replaced. Staff recommends the Commission take the following action, approve the replacement generator purchase for $109,841.00 for the Water Reclamation Facility, and authorize the City Manager to sign all appropriate documents on the city’s behalf pertaining to this purchase. OTHER OPTION There are no other options. FISCAL IMPACT Funds are placed in the FY 23’-24’ budget year for $250,000.00 for the replacement of generators. [End Agenda Memo] Sarah Kirkland, Public Works Director, reviewed this item. 17. Orange Avenue Watermain Installation [Begin Agenda Memo] SYNOPSIS: The Commission at its March 19, 2024 meeting approved the material purchase to install 640 feet of 8-inch DR11 HPDE pipe along Orange Avenue between Wetmore and 1st Street. This request is to approve the cost of labor by an outside contractor for the watermain installation. RECOMMENDATION It is recommended that the Commission take the following action: 1. Approve expending funds of $32,125.00 for labor to upgrade the watermain along Orange Avenue. 2. Authorize the City Manager to execute the appropriate documents, on the City’s behalf.  approve the cost of labor by an outside contractor for the watermain installation. RECOMMENDATION It is recommended that the Commission take the following action: 1. Approve expending funds of $32,125.00 for labor to upgrade the watermain along Orange Avenue. 2. Authorize the City Manager to execute the appropriate documents, on the City’s behalf. BACKGROUND As a part of serving the residents of the City of Lake Wales, and improving the existing water system, the City frequently looks for properties within the City’s service area with undersized or aging pipe. This segment of Orange Avenue is currently served by a 2” galvanized watermain. The purpose of this project is to install 640 linear feet of 8” watermain by directional drill to improve the water system and fire protection in this area. This project is quoted as a labor only contract. Given the current industry, limited staffing, and material mark-up staff purchased the material and requested a labor only quote. Staff solicited four companies: Tri-sure Corporation, Odom Contracting, LLC, Gulf Coast Boring, and Lopez Construction. Two companies supplied a bid: Tri-sure in the amount of $91,292.00 and Odom Contracting for $32,125.00. Gulf Coast decline to bid due to the nature of the work and Lopez Construction was unresponsive. Staff recommends the Commission take the following action, approve expending funds of $32,125.00 to Odom Contracting, LLC for labor and authorize the City Manager to execute the appropriate documents on the City’s behalf. OTHER OPTIONS The Commission could deny the expenditure of funds to facilitate the upgrade on Orange Avenue, thus restricting fire protection and improved flows for residents and businesses in this area. FISCAL IMPACT The funds of $32,125.00 for labor will be deducted from FY’23-’24 M&R Water mains budget line item. [End Agenda Memo] Sarah Kirkland, Public Works Director, reviewed this item. Deputy Mayor Gibson asked what it's made of? It's not galvanized anymore. Ms. Kirkland said it's a HDPE which is a harder type of PVC pipe that they basically will bore as a method of installation so then that way there's not a lot of digging. You have two pits, a receiving pit and an exit pit and then that way we kind of avoid damaging a lot of the sidewalks, driveways and along the road. Deputy Mayor Gibson confirmed that this way there's not a lot of deterioration in the pipe. Ms. Kirkland confirmed this. 18. Lease Agreement With The Bancorp [Begin Agenda Memo] SYNOPSIS: Staff is requesting Commission approval to lease-purchase eight (8) vehicles for various City departments through the City’s master lease agreement with The Bancorp. RECOMMENDATION It is recommended that the City Commission take the following action(s): 1. Approve the sixty (60) month lease-purchase of the vehicles listed on the attached The Bancorp Lease Schedule. 2. Authorize the City Manager to execute the necessary documents on behalf of the City. BACKGROUND The City Commission approved funds for the vehicles lease-purchases within the FY23/24 adopted budget. The proposed new vehicles are as follows: 1. Quantity one (1) 2024 Ford F250 pickup truck with utility bed for the Facility departments. BACKGROUND The City Commission approved funds for the vehicles lease-purchases within the FY23/24 adopted budget. The proposed new vehicles are as follows: 1. Quantity one (1) 2024 Ford F250 pickup truck with utility bed for the Facility departments. 2. Quantity one (1) 2025 Ford Explorer for the Communications & Engagement department. 3. Quantity one (1) 2024 Ford F350 pickup truck with utility bed for the Water department. 4. Quantity one (1) 2024 Ford F150 pickup truck for the Wastewater department. 5. Quantity one (1) 2024 Ford F150 pickup truck for the Water department. 6. Quantity one (1) 2024 Ford F150 pickup truck for the Parks & Recreation department. 7. Quantity one (1) 2024 Ford F250 pickup truck for the Parks & Recreation department. 8. Quantity one (1) 2024 Ford F350 pickup truck for the Parks & Recreation department. The new vehicles will be replacing: 1. Quantity one (1) 1998 Ford F150 pickup truck The new vehicle for the Communication & Engagement Department is not a replacement. They currently do not have a vehicle for their department. The new vehicles for Parks and Recreation, Water and Wastewater are not replacements. The department has hired new staff that will need vehicles to complete their job duties. Staff recommends the Commission take the following actions; authorize the city manager to sign all documents pertaining to this purchase and authorize the lease-purchase of these vehicles for the following reasons: • If these new vehicles were purchased outright under the Sourcewell contracts, the total purchase price would be $489,451.00. Under the Bancorp agreement, these vehicles can be financed at an annual cost of $112,980.00. An outright purchase would result in a current-year decrease in cash flow of $489,451.00 compared to $112,980.00. • The addition of new vehicles versus the removal of old vehicles under the Polk County Fixed Rate Maintenance program would result in net savings of monthly maintenance costs. • As with all purchases, if the City were able to purchase items without the use of financing this would result in the lowest overall cost, but the greatest single annual cash flow decrease. All of the vehicles and equipment will be purchased under the Sourcewell contract. Purchases made from Sourcewell contract are exempted from the competitive sealed bid requirement outlined in our Purchasing Ordinance, Sec. 2-418, which allows the City to capitalize on economy of scale and reduces the timeline of acquisition. In accordance with Sec. 2-476 of the City Code, the City Commission may classify as surplus any property that is obsolete or the continued use of which is uneconomical or inefficient or which serves no useful function or purpose. The vehicle being replaced was previously taken out service. It was in an accident and determined it was not cost effective to repair. OTHER OPTIONS 1) An outright purchase would result in a current year decrease of cash flow of $489,451.00. 2) Retain the existing vehicle and have the new hired employees’ pair up with current employees. FISCAL IMPACT If the City Commission approves the vehicle lease agreements, the City is committed to yearly lease payments totaling $112,980.00. If revenues are insufficient in future years, an option would be to return the vehicles under the non-appropriation of funds clause. If it becomes necessary to exercise this  2) Retain the existing vehicle and have the new hired employees’ pair up with current employees. FISCAL IMPACT If the City Commission approves the vehicle lease agreements, the City is committed to yearly lease payments totaling $112,980.00. If revenues are insufficient in future years, an option would be to return the vehicles under the non-appropriation of funds clause. If it becomes necessary to exercise this option, however, the individual departments would suffer the loss of the vehicles and equipment. [End Agenda Memo] Sarah Kirkland, Public Works Director, reviewed this item. Commissioner Gillespie asked if electric vehicles were considered for this acquisition. Ms Kirkland said not for this particular acquisition because of some of the types of equipment we need. We did at one point look into putting a charging station and trying to get some electric vehicles. The cost for that was exorbitant. James Slaton, City Manager, confirmed this and explained why electric vehicles would not be suitable. Deputy Mayor Gibson asked if we take advantage of being in purchase pools like the county or the state or something like that so we latch on to those and then those multiple purchases get us good wholesale type prices. Do we use anything like that? Ms. Kirkland said yes, we use the Florida Sheriff's State contract. 19. Replacement Mixer For Oxidation Ditch [Begin Agenda Memo] SYNOPSIS: Staff recommends commission approve the installation of the replacement mixer for the oxidation ditch STAFF RECOMMENDATION It is recommended that the City Commission consider taking the following action: 1. Approve the installation of a mixer for the oxidation ditch 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 require proper mixing for denitrification and Biochemical Oxygen Demands (BOD) required by Federal and Local Authorities. Environmental Equipment Services provides mixers to keep the solids in the oxidation ditch properly mixed to control denitrification and BOD levels. 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 recreational purposes. It is imperative to keep the oxidation ditch levels in compliance to get the effluent leaving the plant at a levels for such purposes as agricultural use, industrial use, etc. The mixer that is needing to be replaced has been rebuilt numerous times and is at the end of its life span. Staff recommends commission approve the installation of the replacement mixer from Environmental Equipment Services in the amount of $29,980.00 and authorize the City Manager to execute the appropriate documents on the City’s behalf. OTHER OPTION None. The installation of the replacement mixer is necessary. They are essential for the continued operation of the waste water treatment plant. FISCAL IMPACT This is an emergency repair. $200,000 has been placed in the 23’-24’ M&R Treatment Plants operating budget.  OTHER OPTION None. The installation of the replacement mixer is necessary. They are essential for the continued operation of the waste water treatment plant. FISCAL IMPACT This is an emergency repair. $200,000 has been placed in the 23’-24’ M&R Treatment Plants operating budget. [End Agenda Memo] Sarah Kirkland, Public Works Director, reviewed this item. 20. Upsize Two Hydromatic Pump In Lift Station #9 (South Miami St) [Begin Agenda Memo] SYNOPSIS: Staff requests City Commission approval to expend funds in the amount of $26,460.00 to replace the two pumps at lift station #9. STAFF RECOMMENDATION Staff recommends the City Commission take the following action: 1. Approve the expenditure of funds in the amount of $26,460.00 to Barney’s Pumps, Inc. for replacing of two pumps in lift station #9. BACKGROUND The City of Lake Wales has over forty lift stations that transport raw sewage to the Wastewater treatment facility. The lift stations are compiled of pumps, piping and valves that have to be upgraded/upsized on occasion due to wear and tear or increasing flows in the area. Lift station #9 pumps were installed in 2006 and have significant wear and tear due to the components that are in raw sewage. The lift station needs to replace the pumps in order to remain efficient. It is imperative to keep our raw sewage lift stations in good operating condition to protect the surrounding water bodies, wildlife and humans from any cross contamination. The State’s environmental standards have become very stringent on things such as overflows, of any amount. It is a requirement to report any spills of raw sewage to the Department of Environmental Protection and State Warning point. A municipality or private entity can face fines or other enforcement action if it experiences a repetitive amount of overflows due to equipment failure. Staff is recommending the City Commission take the following action, authorize the expenditure of $26,460.00 to Barney’s Pumps, Inc. to replace two pumps at lift station #9 and authorize the City Manager to execute any documents on the City’s behalf. OPTIONS None. The risks to the environment and community would remain in the event of an overflow due to pump failure. FISCAL IMPACT $100,000 is budgeted in the Wastewater Division’s FY ’23 – “24 Capital Improvement Plan for Lift Station pump replacement. [End Agenda Memo] Sarah Kirkland, Public Works Director, reviewed this item. 21. Upsize Two Hydromatic Pumps In Lift Station #25 (Carlsburg Estates) [Begin Agenda Memo] SYNOPSIS: Staff requests City Commission approval to expend funds in the of $25,988.00 to upsize the two pumps at lift station #25. STAFF RECOMMENDATION Staff recommends the City Commission take the following action: 1. Approve the expenditure of funds in the amount of $25,988.00 to Barney’s Pumps, Inc. for the upsizing of two pumps in lift station #25.  STAFF RECOMMENDATION Staff recommends the City Commission take the following action: 1. Approve the expenditure of funds in the amount of $25,988.00 to Barney’s Pumps, Inc. for the upsizing of two pumps in lift station #25. BACKGROUND The City of Lake Wales has over forty lift stations that transport raw sewage to the Wastewater treatment facility. The lift station components consist of pumps, piping and valves that have to be upgraded/upsized on occasion due to wear and tear or increasing flows in the area. Lift station #25 pumps were installed in 1999 and are struggling to keep up with the increased flows therefore they need to be upsized. The lift station currently has two 7.5 horsepower pumps and need to be upsized to 10 horsepower to compensate for these flows. It is imperative to keep our raw sewage lift stations in good operating condition to protect the surrounding water bodies, wildlife and humans from any cross contamination. The State’s environmental standards have become very stringent on things such as overflows, of any amount. It is a requirement to report any spills of raw sewage to the Department of Environmental Protection and State Warning point. A municipality or private entity can face fines or other enforcement action if it experiences a repetitive amount of overflows due to equipment failure. Staff is recommending the City Commission take the following action, authorize the expenditure of $25,988.00 to Barney’s Pumps, Inc. to upsize two pumps at lift station #25 and authorize the City Manager to execute any documents on the City’s behalf. OPTIONS None. The risks to the environment and community would remain in the event of an overflow due to undersized pumps. FISCAL IMPACT $100,000 is budgeted in the Wastewater Division’s FY ’23 – “24 Capital Improvement Plan for Lift Station pump replacement. [End Agenda Memo] Sarah Kirkland, Public Works Director, reviewed this item. 22. Wastewater Manhole Rehabilitation [Begin Agenda Memo] SYNOPSIS: Staff recommends the City Commission approve Engineered Sprayed Solutions, LLC to epoxy coat sixteen manholes using polyurethane coating method. STAFF RECOMMENDATION It is recommended that the City Commission consider taking the following action: 1. Approve Engineered Sprayed Solutions, LLC to complete manhole rehabilitation on sixteen manholes using polyurethane coating method for $74,993.11. 2. Approve for the city manager to execute all agreements pertaining to this item. BACKGROUND The City, as part of its collection system, owns, operates, and maintains 121 Miles of 8 to 16 inch Gravity Sewer Line and 75 Miles of 2 to 16 inch Force Mains. The collection system is connected by a series of manholes which aid in the transportation of the collected waste to the wastewater treatment plant for processing. Due to the corrosive nature of raw sewage gases, it becomes necessary to perform periodic maintenance on these manholes to ensure they continue to function as intended. In July 7, 2020, the Commission approved piggybacking Sarasota’s contract with Engineered Sprayed Solutions, LLC for manhole and structure rehabilitation. Sarasota County has exercised their option to utilize Engineered Sprayed Solutions for an additional year as expressed in the original contract term. Engineered Sprayed Solutions, LLC will spray coat sixteen manholes with epoxy. Staff recommends the commission authorize the expenditure of funds for $74,993.11 to complete the rehabilitation on sixteen manholes with epoxy coating by the polyurethane coating method.  In July 7, 2020, the Commission approved piggybacking Sarasota’s contract with Engineered Sprayed Solutions, LLC for manhole and structure rehabilitation. Sarasota County has exercised their option to utilize Engineered Sprayed Solutions for an additional year as expressed in the original contract term. Engineered Sprayed Solutions, LLC will spray coat sixteen manholes with epoxy. Staff recommends the commission authorize the expenditure of funds for $74,993.11 to complete the rehabilitation on sixteen manholes with epoxy coating by the polyurethane coating method. OTHER OPTIONS None. Maintenance of these wastewater system components becomes necessary from time to time to maintain the integrity of the system FISCAL IMPACT The Wastewater Department has placed $75,000.00 for manhole rehabilitation in the FY 23 - 24 [End Agenda Memo] Sarah Kirkland, Public Works Director, reviewed this item. 23. Agreement For Professional Services Provided By Autumn Cochella. [Begin Agenda Memo] SYNOPSIS: The City Commission will consider entering into an agreement with Autumn Cochella for planning-related services within the Growth Management department. RECOMMENDATION It is recommended that the City Commission take the following actions: 1. Approve the twelve (12) - month agreement. 2. Authorize the expenditure of $96,000. 3. Authorize the City Manager to execute the necessary documents on behalf of the City. BACKGROUND Autumn Cochella, the City’s Growth Management Director, recently resigned from her position. Approval of the proposed professional services agreement will ensure the City’s Growth Management business operations continue with minimal interruptions and will aid in a seamless transition of responsibilities once a new director is appointed. Mrs. Cochella will perform the key functions of the department director until a new director is appointed and she may continue on afterward as a planning consultant for a period of up to twelve months as desired. The contract amount is $96,000 ($24,000 for the balance of FY’24). FISCAL IMPACT The current-year fiscal impact of the agreement is $24,000. The balance of $74,000 will impact FY’25. [End Agenda Memo] James Slaton, City Manager, reviewed this item. Deputy Mayor Gibson expressed concern about getting top quality people for the planning department. This was discussed. 24. Ordinance 2024-09 - Proposed Amendments To Land Development Regulations – Planned Development Projects (PDPs) 2nd Reading And Public Hearing [Begin Agenda Memo] SYNOPSIS: Staff proposes amendments to Chapter 23 of the Land Development Regulations (LDRs) to create new standards under Division 4. Planned Development Project Regulations. RECOMMENDATION Staff recommends approval to City Commission, as recommended by the Planning and Zoning Board at a regular meeting on April 23, 2024, to adopt Ordinance 2024-09 after 2nd reading and  SYNOPSIS: Staff proposes amendments to Chapter 23 of the Land Development Regulations (LDRs) to create new standards under Division 4. Planned Development Project Regulations. RECOMMENDATION Staff recommends approval to City Commission, as recommended by the Planning and Zoning Board at a regular meeting on April 23, 2024, to adopt Ordinance 2024-09 after 2nd reading and public hearing. BACKGROUND The Lake Wales Envisioned Plan contains the following Action Item N3: Update zoning and comprehensive plan to fit the vision; c. Revise PDP and MDP ordinances to incorporate additional quality- control standards and improved procedures. Lake Wales Envisioned consultant George Kramer with Inspire PlaceMaking worked with Planning Staff to re-write the City’s existing PDP standards, in an effort to promote high quality neighborhood design, better street connectivity, and functional open space. This Ordinance went before the Planning and Zoning Board for review on March 26, 2024 where feedback was received from the Board regarding potential improvements and revisions to the proposed regulations. Based on Board comments, final changes were made and recommended by the Board in April for City Commission consideration. At a regular meeting on May 21, 2024, City Commission approved Ordinance 2024-09 at 1st reading, following a public hearing. FISCAL IMPACT None [End Agenda Memo] James Slaton, City Manager, reviewed this item. 25. Ordinance 2024-10 - Proposed Amendments To Land Development Regulations – Traditional Neighborhood Development (TND) 2nd Reading And Public Hearing [Begin Agenda Memo] SYNOPSIS: Staff proposes amendments to Chapter 23 of the Land Development Regulations (LDRs) to establish standards for a Traditional Neighborhood Development, including incentives to design a Traditional Neighborhood. RECOMMENDATION Staff recommends approval to City Commission to adopt Ordinance 2024-10, as recommended by the Planning and Zoning Board at a regular meeting on April 23, 2024 after 2nd Reading and Public Hearing. BACKGROUND The Lake Wales Envisioned Plan contains the following Action Item N2: Create and adopt traditional neighborhood development (TND) ordinance that will specify requirements for neighborhood design, and streamline approval for development that meets the code. And N3 Update zoning and comprehensive plan to fit the vision; b. Add TND Ordinance. Lake Wales Envisioned consultants Dover, Kohl, & Partners worked with Planning Staff to create TND standards in order to support complete, walkable neighborhoods with a mix of uses and housing types. At a regular meeting on May 21, 2024, City Commission approved Ordinance 2024-10 at 1st reading, following a public hearing. FISCAL IMPACT None [End Agenda Memo] James Slaton, City Manager, reviewed this item. 26. Event Permits: Paint And Sip With The Lake Wales Arts Council  [End Agenda Memo] James Slaton, City Manager, reviewed this item. 26. Event Permits: 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 two Paint n Sip events with the Lake Wales Arts Council event on June 15, and June 29, 2024. The event will include alcohol. RECOMMENDATION Staff recommends 1. That the City Commission approve the permit request to hold the Paint n Sip events with the Lake Wales Arts Council on Saturdays June 15 & 29, 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 Saturdays June 15 & 29, 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. 27. CITY COMMISSION AND MAYOR COMMENTS Commissioner Gillespie commended staff for their informative presentations today. Commissioner Williams agreed and commended Ms. Kirkland and all of the staff for their hard work. Deputy Mayor Gibson expressed concern about the ongoing turmoil and possibly driving off good people. He expressed concern about how the public comment section of the agenda is used. Personal attacks are harmful. He is working on ideas about this. Mayor Hilligoss commended the effort by city staff for the multimodal fee which is very forward thinking and doesn't get enough positive attention. No other community in Polk County has done this. He said he was glad about all the good things happening at the airport. This will be beneficial for Lake Wales in the future. He said he likes the ideas to incentivize businesses and supports them. Mayor Hilligoss said he agreed with the idea to try and do something for the businesses on Park Avenue during this time of construction. James Slaton, City Manager, said that Main Street is working on ideas about this. 28. ADJOURN The meeting was adjourned at 2:52 p.m. _____________________ _____________________ Mayor ATTEST: ____________________ City Clerk