City Commission Workshop Meeting

Commission Workshop Meeting Minutes January 15, 2025 (APPROVED) 1/15/2025 - Minutes 1. CALL TO ORDER & ROLL CALL Members Present: Mayor Jack Hilligoss, Robin Gibson, Keith Thompson, Daniel Williams, Carol Gillespie Staff Present: James Slaton, City Manager; Jennifer Nanek, City Clerk; Albert C. Galloway, Jr., City Attorney Mayor Hilligoss called the meeting to order at approximately 2:00 p.m. 2. City Manager Comments 3. Presentation - EDC/Chamber Of Commerce Skip Alford, President of the Lake Wales Chamber of Commerce and EDC, presented on recent economic development leads, highlighting significant capital investments and job creation potential. He emphasized the importance of preparing for these opportunities by annexing land, improving infrastructure, and developing a skilled workforce. Mr. Alford stressed the need for workforce development initiatives, particularly in areas like agriculture, technology, and finance, to ensure the city can meet the demands of future employers. He highlighted the importance of collaboration with other regional entities, such as Winter Haven and Bartow, to maximize economic growth. Mr. Alford also praised the success of the recent Panera Bread opening, emphasizing the positive feedback received from the company regarding the city's efficient and welcoming approach to new businesses. Deputy Mayor Gibson expressed concern about the low median income in Lake Wales, attributing it in part to the decline of agricultural employment among older residents. He emphasized the need to address the economic needs of these residents and improve their living standards. Mr. Alford acknowledged the validity of these concerns, stating that increasing the median income is crucial for the city's economic growth. He emphasized that while attracting new businesses and creating new jobs is important, it's equally important to address the needs of existing residents. He highlighted the need to create opportunities for existing residents to improve their economic situation, potentially through workforce development programs and by attracting businesses that provide good-paying jobs for local residents. He emphasized that increasing the median income will not only improve the quality of life for residents but also stimulate local economic activity and attract new businesses to the city. Commissioner Gillespie asked how the Chamber supports small businesses in Lake Wales. Mr. Alford emphasized that small businesses are the backbone of the US economy and therefore a major focus of the Chamber's efforts. He highlighted the Chamber's work in providing resources and support to small businesses, including incubation and acceleration programs. Mr. Alford acknowledged the challenges faced by small businesses, particularly during economic downturns, and stressed the importance of creating an environment where they can thrive. He mentioned using the Chamber's website and other resources to promote small businesses and encourage their growth. The discussion underscored the importance of supporting small businesses as a key component of the city's economic development strategy. Mayor Hilligoss inquired about Mr. Alford's process for evaluating and pursuing business leads. Mr. Alford explained that the first step is determining if the lead is a good fit for Lake Wales, considering factors such as the company's operations, environmental impact, and compatibility with the city's vision. He then  promote small businesses and encourage their growth. The discussion underscored the importance of supporting small businesses as a key component of the city's economic development strategy. Mayor Hilligoss inquired about Mr. Alford's process for evaluating and pursuing business leads. Mr. Alford explained that the first step is determining if the lead is a good fit for Lake Wales, considering factors such as the company's operations, environmental impact, and compatibility with the city's vision. He then assesses the company's requirements, such as land size, infrastructure needs (power, water, gas), and matches those requirements with available properties in the city. Mr. Alford acknowledged that a significant challenge is the limited availability of existing buildings suitable for many businesses. He explained that this is a historical issue, as previous development plans did not anticipate the need for large-scale industrial or commercial spaces. He emphasized the importance of ongoing land annexation efforts to increase the city's inventory of developable land. Mayor Hilligoss, impressed by the positive feedback from Panera Bread regarding their experience with the city, inquired about the possibility of organizing events to connect potential entrepreneurs with franchise brokers. Mr. Alford acknowledged that this is a valuable idea and that while the Chamber has some existing resources and programs, a more structured approach to connecting entrepreneurs with franchise opportunities is a valuable next step. He emphasized the need for a "cradle-to-grave" system that supports entrepreneurs throughout the entire business lifecycle, including mentorship and access to resources. Mr. Alford acknowledged that a significant challenge is the limited availability of existing buildings suitable for many businesses. He explained that this is a historical issue, as previous development plans did not anticipate the need for large-scale industrial or commercial spaces. He emphasized the importance of ongoing land annexation efforts to increase the city's inventory of developable land. Commissioner Thompson inquired about the timing of incentive discussions in the process of attracting businesses. Mr. Alford emphasized that potential businesses thoroughly research a community before making a decision, considering factors such as workforce availability, quality of life, and community acceptance. He stressed that highlighting the city's strengths, such as its welcoming environment and positive community attitude, is crucial in attracting desirable businesses. Mr. Alford acknowledged that while challenges may arise, the city has made significant strides in improving its image and creating a more business-friendly environment under the leadership of City Manager James Slaton. 4. Discussion - Donation Increase To EDC James Slaton, City Manager, presented a request for an increase in the EDC contract for $50,000 and asked for direction. Skip Alford, Chamber of Commerce and EDC, requested an increase of $50,000 to his EDC contract to fund the hiring of an additional staff member. He emphasized the need for an individual with strong project management skills to assist with the growing workload and support the implementation of new initiatives. Mr. Alford explained that this additional staff member is crucial for the EDC to effectively carry out its mission and achieve its goals in the coming years. He stressed that this request was made after careful consideration and a thorough assessment of the EDC's needs. Deputy Mayor Gibson began the discussion by emphasizing the importance of a unified approach to economic development, highlighting the potential for conflict when the city and the EDC pursue similar goals independently. He stressed the need for clear roles and a collaborative effort to avoid competition and ensure that both entities work towards common objectives. Gibson further emphasized the importance of maintaining Lake Wales' unique character and quality of life. He advocated for a focus on quality development that respects the city's natural environment and avoids becoming a generic suburb. He emphasized the importance of preserving the city's unique character, including its natural beauty and rural charm. Mr. Alford expressed his support for these priorities, indicating a willingness to collaborate with the city to achieve shared economic development goals. Mayor Hilligoss inquired about the specific allocation of the requested $50,000 budget increase. Mr. Alford clarified that the majority of the funds would be used to hire a new staff member with strong project Mr. Alford expressed his support for these priorities, indicating a willingness to collaborate with the city to achieve shared economic development goals. Mayor Hilligoss inquired about the specific allocation of the requested $50,000 budget increase. Mr. Alford clarified that the majority of the funds would be used to hire a new staff member with strong project management skills. He acknowledged that a portion of the funds would also be used for minor building maintenance and upkeep, such as addressing unforeseen issues like the damaged oak tree. Mr. Alford emphasized that the primary focus of the budget increase is to enhance the EDC's staffing capacity and improve its ability to effectively pursue economic development opportunities. Mayor Hilligoss noted that the current budget includes $125,000 from the city and $31,000 from partner contributions. He inquired about the nature of these partner contributions and whether they would be willing to contribute towards the proposed budget increase. Mr. Alford confirmed that the EDC has a diverse membership base of approximately 22-23 members. He acknowledged the importance of securing additional funding sources to support the EDC's operations and achieve its goals. While he stated that partner contributions have increased slightly, he has not yet approached them regarding this specific budget request. Mayor Hilligoss emphasized the importance of long-term sustainability for the EDC and suggested exploring potential funding mechanisms, such as matching grants or increased contributions from members, to reduce the city's financial burden. He expressed a desire for the EDC to become more financially independent and self-sustaining in the future. Commissioner Thompson expressed concerns about the city's funding of non-governmental organizations (NGOs), particularly the EDC's request for additional funding. While recognizing the importance of economic development, Thompson emphasized the need to ensure the long-term sustainability of the EDC and other NGOs. He suggested exploring alternative funding models, such as matching grant programs, to encourage greater financial independence for these organizations. Thompson emphasized the importance of measurable outcomes and accountability in the city's funding decisions, suggesting that future funding agreements should include specific performance metrics and reporting requirements. He also expressed a preference for funding models that encourage self-sufficiency and minimize the city's long-term financial commitment. Deputy Mayor Gibson further elaborated on the concept of matching funds as a potential model for city support of the EDC. He pointed to successful examples of matching fund programs in other areas, such as downtown revitalization projects, where city funding is leveraged by private contributions. He suggested exploring a similar approach for the EDC, where city funding could be matched by private donations or other sources of revenue. This model, he argued, could incentivize the EDC to diversify its funding sources and become more financially self-sufficient while still providing the city with a significant return on its investment. Mayor Hilligoss expressed support for the EDC's work, acknowledging the success of previous initiatives, such as the BizLinc contract, which included specific deliverables like training sessions. He emphasized the importance of clear and measurable outcomes for all EDC activities, advocating for a shift from simply listing activities to quantifying their impact. Mayor Hilligoss suggested that the EDC should focus on demonstrating the return on investment for city funding, such as quantifying the economic impact of new businesses attracted to the city. He also stressed the need for the EDC to explore alternative funding sources and develop a more sustainable financial model. City Manager James Slaton asked to confirm that the Commission was looking for clearly defined deliverables and measurable outcomes in the EDC's work. Commissioner Williams echoed this sentiment, stressing the importance of accountability and demonstrating a clear return on investment for city funding. He emphasized the need for the EDC to clearly articulate its goals and demonstrate how its activities are contributing to the city's economic growth. Commissioner Gillespie further emphasized the importance of demonstrating a clear return on investment for the proposed budget increase, particularly with regard to the hiring of additional staff. She highlighted the potential risks associated with adding new positions and the importance of ensuring the long-term sustainability of the EDC's operations. Commissioner Thompson expressed concerns about the city's funding of the EDC, emphasizing the need for clear, measurable outcomes and a focus on long-term sustainability. He acknowledged the importance  Commissioner Gillespie further emphasized the importance of demonstrating a clear return on investment for the proposed budget increase, particularly with regard to the hiring of additional staff. She highlighted the potential risks associated with adding new positions and the importance of ensuring the long-term sustainability of the EDC's operations. Commissioner Thompson expressed concerns about the city's funding of the EDC, emphasizing the need for clear, measurable outcomes and a focus on long-term sustainability. He acknowledged the importance of economic development but stressed the need for careful consideration of budget allocations and the potential impact on city finances. Thompson emphasized the importance of demonstrating a clear return on investment for city funding. He suggested that the EDC should focus on quantifiable results, such as job creation and economic growth, to justify its funding requests. He also advocated for exploring alternative funding mechanisms, such as matching grants and increased private sector contributions, to reduce the city's financial burden and encourage greater self-sufficiency for the EDC. Commissioner Thompson emphasized the importance of accountability and transparency in the city's relationships with all NGOs, advocating for clear performance metrics, regular reporting, and a focus on sustainable funding models that minimize the city's long-term financial commitment. 5. Police Annex Building Formerly The Family Elder Law Building - Design [Begin Agenda Memo] SYNOPSIS: Parlier + Crews Architects, P.A. submitted a proposal for full architectural and engineering services for design at the Police Annex Building formerly the Family Elder Law Building at 122 E. Tillman Ave. STAFF RECOMMENDATION It is recommended that the City Commission consider taking the following action: 1. Approve the Design Professional Fee Proposal with Parlier + Crews Architect, P.A. 2. Authorize the City Manager to execute the appropriate documents, on the City’s behalf. BACKGROUND On August 29, 2024 the City of Lake Wales purchased the building at 122 E. Tillman Ave formerly known as the Family Elder Law Building. It is proposed that the Lake Wales Police Department will move several units there. In addition, several other areas have been identified to design for the Police Department including training room, several interview rooms, conference room and a storage room. Staff recommends the Commission take the following action, authorize the proposal by Parlier + Crews Architect, P.A. for $89,000.00 and authorize the City Manager to execute the appropriate documents on the City’s behalf. This was tabled during the December 17, 2024 meeting for additional clarification. OTHER OPTION Not approving the proposal with Parlier + Crews Architects, P.A. the building layout would remain as it is and would not be in the best form for use by the Police Department. FISCAL IMPACT A budget amendment $89,000.00 will be needed to pay for this building design. [End Agenda Memo] James Slaton, City Manager, reviewed this item and changes to the contract since it was tabled at a previous meeting. Commissioner Gillespie said all her questions have been addressed. 6. Innovative Pipeline Systems (IPS) Emergency Repairs [Begin Agenda Memo]  Commissioner Gillespie said all her questions have been addressed. 6. Innovative Pipeline Systems (IPS) Emergency Repairs [Begin Agenda Memo] SYNOPSIS: Emergency slip lining repairs needed following the Closed-Circuit Televising (CCTV) evaluation in order to prevent any further intrusion and infiltration. RECOMMENDATION It is recommended that the City Commission consider taking the following action: 1. Approve entering into an agreement with Innovative Pipeline Systems to perform emergency repairs in the sewer shed for lift station service areas 1, 2, and 3. 2. Authorize the City Manager to execute the appropriate documents associated with the contract, on the City’s behalf. 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 wastewater facilities have been experiencing higher flows at the wastewater treatment plant and higher lift station run times for Lift Stations 1, 2, and 3 during wet weather events. Staff went out to bid for sewer line inspection services in 2024 and the bid was awarded to Innovative Pipeline Systems (IPS). IPS has determined that this is a result of inflow and infiltration (I&I) in the old clay gravity sewer mains and needs to be repaired immediately. Approximately 115,000 LF of small gravity mains predominately 8- inches in diameter were selected for this phase. As a result of these inspections, several areas were identified as needing immediate repair. To fore go these immediate repairs could result in the compromise of the infrastructure these sewer lines lie beneath. Staff recommends the Commission take the following action, approve the expenditure of funds for $53,600.00 to IPS for these repairs. OTHER OPTION None. Not addressing the infiltration and intrusion of ground water into the sewer system, allows for unnecessary run times of lift stations and the wastewater treatment plant as well as running the risk of compromising the roads. Continued infiltration and intrusion of ground water reduces the amount of available capacity to service additional development and makes the expansion of the wastewater plant occur sooner rather than later. FISCAL IMPACT $300,000.00 is budgeted in the Wastewater Division’s Capital ’24-25 budget [End Agenda Memo] Sarah Kirkland, Public Works Director, reviewed this item. 7. Purchasing Of A 12” Gate Valve And 12” Check Valve [Begin Agenda Memo] SYNOPSIS: Staff requests City Commission approval to expend funds in the amount of $32,480.82 to Coastal Pump and Equipment to replace a 12” check valve and 12” gate valve on High Service pump #3 at Water Treatment Plant #1. STAFF RECOMMENDATION It is recommended Commission consider taking the following action: 1. Approve the expenditure of funds in the amount of $32,480.82 to Coastal Pump & Equipment for the replacement of a 12” gate valve and 12” check valve. 2. Authorize the City Manager to execute the appropriate documents, on the City’s behalf. BACKGROUND The City operates several water treatment plants throughout the city and at the water plants there are motors, valves and pumps etc. Check and gate valves are installed in the water treatment plants to restrict or allow flow through the pipes within the plant. Preventive maintenance is a priority to  replacement of a 12” gate valve and 12” check valve. 2. Authorize the City Manager to execute the appropriate documents, on the City’s behalf. BACKGROUND The City operates several water treatment plants throughout the city and at the water plants there are motors, valves and pumps etc. Check and gate valves are installed in the water treatment plants to restrict or allow flow through the pipes within the plant. Preventive maintenance is a priority to maintain the equipment it takes to operate the water treatment plants. Despite following all manufacturers recommendations equipment will fail over time due to the extensive wear it encounters on a 24/7 basis. Staff recommends the commission approve the city to take the following action, enter into and expend funds in the amount of $32,480.82 for the replacement of a 12” check valve and 12” gate valve. OTHER OPTIONS None. The valves allow the water plant to operate at its full capacity. FISCAL IMPACT $225,000.00 is budgeted in the Utilities FY ’24-’25 Operating Budget for this purpose. Funding source for this purchase the utilities operating revenue. [End Agenda Memo] Sarah Kirkland, Public Works Director, reviewed this item. Commissioner Thompson said 12" valve is large, he asked what the largest valve in the system is? Ms. Kirkland said 24". 8. Water Treatment Plant #1 (WTP#1) Odyssey Chlorine Storage Tank Replacement [Begin Agenda Memo] SYNOPSIS: The current chlorination storage tanks located at Market Street Water Treatment Plant WTP #1 are in need of replacement. STAFF RECOMMENDATION It is recommended that Commission consider taking the following action: 1. Authorize the expenditure of $23,500.00 to Odyssey Manufacturing for the purchase and installation of the chlorine storage tanks located at WTP #1. 2. Authorize the City Manager to execute the appropriate documents, on the City’s behalf. BACKGROUND Due to the corrosive nature of various chemicals involved in the water treatment process, it becomes necessary for components associated with those chemicals to require periodic maintenance and replacement to ensure continued operation. The main chemical used in the disinfection of water is sodium hypochlorite (chlorine). The chlorine storage tanks tend to breakdown over time due to the nature of the chemical and exposure to the elements. The original equipment slated for replacement was installed in 2008. The chlorine tanks are beginning to show wear and tear. Staff recommends the Commission take the following action, approve expenditures of 23,500.00 with Odyssey Manufacturing for the purchase and replacement of the chlorination storage tanks located at WTP#1 and authorize the City Manager to execute the appropriate documents, on the City’s behalf. OTHER OPTIONS The Commission could choose not to approve the expenditure listed above, in turn putting these repairs off to a later date risking system failure. FISCAL IMPACT $225,000.00 is budgeted in the Utilities FY ’24-’25 Operating Budget for this purpose. [End Agenda Memo] Sarah Kirkland, Public Works Director, reviewed this item. James Slaton, City Manager, reported that a section of Tillman wasn't repaved. Ms. Kirkland said there is a storm pipe underneath should be repaired first before repaving. 9. City Manager Performance Evaluation  Sarah Kirkland, Public Works Director, reviewed this item. James Slaton, City Manager, reported that a section of Tillman wasn't repaved. Ms. Kirkland said there is a storm pipe underneath should be repaired first before repaving. 9. 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. Commissioner Gillespie asked if this is a time to discuss additional compensation. Mr. Slaton said no, he is not requesting any additional compensation. He is good. Commissioner Thompson asked if any action needed to be taken. Mr. Slaton said no. Commissioner Gillespie said she hoped the comments are beneficial. Mr. Slaton said absolutely. 10. CITY COMMISSION AND MAYOR COMMENTS Commissioner Gillespie said she is looking forward to the DR. Martin Luther King., Jr. Day activities this weekend. She encouraged support of these activities. Commissioner Williams said he was excited at the turnout at the Panera Bread ribbon cutting this morning. Commissioner Thompson said he plans to attend the MLK events. They are unifying for our City. Commissioner Thompson said the downtown linear park is looking great. Mr. Slaton said it isn't done yet. This was discussed. Commissioner Thompson commended the police officers banquet at Lake Ashton. It was an impressive event. Commissioner Williams agreed. Commissioner Thompson said the ribbon cutting today was amazing. He told Mr. Slaton to keep up the good work. Mayor Hilligoss commended the Lake Wales Arts Council for their successful Jazz Concert and their ongoing collaboration with Main Street. He also praised the upcoming Lake Wales Live event, acknowledging the hard work of Tommy Frank and his team. On a personal note, the Mayor shared that he had gallbladder surgery recently at Lake Wales AdventHealth Hospital. He expressed his gratitude for the high-quality care and friendly service he received at the hospital, emphasizing the positive impact this has on the city's reputation. 11. ADJOURN The meeting was adjourned at 3:33 p.m.  Hospital. He expressed his gratitude for the high-quality care and friendly service he received at the hospital, emphasizing the positive impact this has on the city's reputation. 11. ADJOURN The meeting was adjourned at 3:33 p.m. _____________________ Mayor ATTEST: ____________________ City Clerk