City Commission Workshop Meeting

City Commission Workshop Minutes March 12, 2025 (APPROVED) 3/12/2025 - Minutes 1. CALL TO ORDER & ROLL CALL Commission members present: Mayor Jack Hilligoss, Robin Gibson, Carol Gillespie Commission Members absent: Daniel Williams, Keith Thompson 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. ORDINANCE 2025-02 Chapter 21, Division 3 Industrial Pretreatment-First Reading [Begin Agenda Memo] SYNOPSIS: Staff proposes an amendment to Chapter 21, Division 3 Industrial Pretreatment that is intended to satisfy the Florida Department of Environmental Protection Permit Renewal requirement related to industrial pretreatment. STAFF RECOMMENDATION It is recommended that the City Commission consider taking the following action: 1. Approve Ordinance 2025-02 Chapter 21 amending Division 3 Industrial Pre-Treatment sections 21-57 to 21-70 after 1st reading. BACKGROUND Domestic wastewater, commonly referred to as sanitary wastewater or sewage, is wastewater derived principally from dwellings, business buildings, institutions, and the like. In an effort to protect both surface and ground waters, the Florida Department of Environmental Protection (“FDEP”) requires that discharges of both domestic and industrial wastewater be permitted and monitored. Any wastewater facility proposing to discharge wastewater to surface or ground waters or into the distribution system for irrigation, must demonstrate to the FDEP that all required minimum levels of treatment will be provided and that all water quality standards will be met. If this demonstration is made, FDEP will issue a permit to the wastewater facility, which will include conditions for monitoring the discharge, as well as conditions for reporting the monitoring results (Discharge Monitoring Reports). FDEP approved the permit renewal on August 29, 2022, however, one of the conditions of approval was that the City of Lake Wales implement a Code of Ordinance for Industrial Pretreatment. Ordinance 2022-49 established the current pretreatment ordinance. Once FDEP reviewed the submitted document, further conditions were required. Updating Division 3 Industrial Pretreatment of the City’s code of ordinance will add additional stipulations and will satisfy additional requirements pertaining to the wastewater operating permit. Staff recommends the commission approve Ordinance 2025-02, an ordinance of the City of Lake Wales, Polk County, Florida, amending Lake Wales’ code of ordinances Chapter 21 Utilities, Division 3 Section 21- 57 to Section 21-70 providing for severability; providing for an effective date. This approval allows for the City to maintain compliance with FDEP for the Wastewater Use Permit.  and will satisfy additional requirements pertaining to the wastewater operating permit. Staff recommends the commission approve Ordinance 2025-02, an ordinance of the City of Lake Wales, Polk County, Florida, amending Lake Wales’ code of ordinances Chapter 21 Utilities, Division 3 Section 21- 57 to Section 21-70 providing for severability; providing for an effective date. This approval allows for the City to maintain compliance with FDEP for the Wastewater Use Permit. OTHER OPTION None. FDEP requires the implementation of a Code of Ordinance to be in compliance with the Wastewater Use Permit requirements. FISCAL IMPACT No fiscal impact. [End Agenda Memo] Sarah Kirkland, Public Works Director, reviewed this item. 4. Fire Assessment Apportionment Methodology Update Contract [Begin Agenda Memo] SYNOPSIS Professional service contract, with Accenture Infrastructure and Capital Projects, LLC, to provide assistance to the City in updating the City’s fire assessment apportionment methodology. RECOMMENDATION Staff Recommends: 1) The City Commission approves the professional service contract in the amount of $24,500. 2) The City Commission authorized the City Manager to sign the contract with Accenture Infrastructure and Capital Projects, LLC for assistance with the fire assessment apportionment methodology update for fiscal year 2025-26. BACKGROUND An apportionment methodology review, relating to the Fire Assessment, was last done in May of 2016. Staff recommends that a new apportionment review be completed because it has been over nine years since the last review, the fire department has experienced growth within the department, there has been growth within the service area, and inflation has caused unexpected cost increases. Staff recommends Accenture Infrastructure and Capital Projects, LLC for providing professional services relating to the apportionment methodology update. OTHER OPTIONS N/A FISCAL IMPACT Professional service contract $24,500 [End Agenda Memo] James Slaton, City Manager, reviewed this item. Deputy Mayor Gibson said he thought this would be Colliers but this is a different ballpark. Mr. Slaton confirmed that. 5. Contract Agreement With Lake Wales Way For Airfield Security Fencing And Access [Begin Agenda Memo] SYNOPSIS: The City Commission will consider authorizing a contract agreement with Lake Wales Way for the Airfield Security Fencing and Access project at the Lake Wales Municipal Airport. RECOMMENDATION It is recommended that the City Commission take the following action(s): 1. Authorize a contract agreement with Lake Wales Way for the Airfield Security Fencing and Access. The contract amount is $61,000, which will be fully funded by the FDOT.  RECOMMENDATION It is recommended that the City Commission take the following action(s): 1. Authorize a contract agreement with Lake Wales Way for the Airfield Security Fencing and Access. The contract amount is $61,000, which will be fully funded by the FDOT. BACKGROUND The Florida Department of Transportation (FDOT) has awarded a 100% grant in the amount of $80,000 to the Lake Wales Municipal Airport for security upgrades. This amount will be used to cover the $61,000 contract with Lake Wales Way. This project will replace an existing manual gate with an electronic security gate. It will also extend the security fence from the fuel farm east to the end of runway 24. The bid award was approved by Commission on 9/3/2024. The original bid from Lake Wales Way was $106,382.38. Since all bids went well beyond the budgeted amount, we asked that they value engineer/scale down the project. The scaled down amount is $61,000. There were two other bids for this project: JCR Construction- $128,909.74 Semco Construction- $138,084.94 OTHER OPTIONS The City Commission may decline the contract agreement with Lake Wales Way. FISCAL IMPACT This project is fully funded by the Florida Department of Transportation (FDOT). [End Agenda Memo] Amanda Lomneck, Airport Manager, reviewed this item. 6. RESOLUTION 2025-03, Amendment To Public Transportation Grant Agreement G2Y22 [Begin Agenda Memo] SYNOPSIS: The City Commission will consider adopting Resolution 2025-03, authorizing an amendment to the agreement with the Florida Department of Transportation (FDOT) to provide additional funding for Lake Wales Airport Apron Reconstruction. RECOMMENDATION 1. Adopt Resolution 2025-03, authorizing the amendment of Public Transportation Grant Agreement G2Y22 by the Mayor with the Florida Department of Transportation (FDOT) for additional funding in the amount of $49,665, bringing the revised total cost of the project to $74,665. 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. This additional amount is also funded at 100%. 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] Amanda Lomneck, Airport Manager, reviewed this item. 7. RESOLUTION 2025-04, Amendment # 3 To Public Transportation Grant Agreement G2K90 [Begin Agenda Memo] SYNOPSIS: The City Commission will consider adopting Resolution 2025-04, authorizing an amendment to the agreement with the Florida Department of Transportation (FDOT) to provide additional funding for T- Hangar Taxilane and Taxilane Bravo Rehabilitation (Construction). RECOMMENDATION 1. Adopt Resolution 2025-04, 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  Hangar Taxilane and Taxilane Bravo Rehabilitation (Construction). RECOMMENDATION 1. Adopt Resolution 2025-04, 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 $12,224 and to extend the contract end date to 6/30/2026. 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 $96,710 which shall not exceed 10% of the total project cost of $967,100 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] Amanda Lomneck, Airport Manager, reviewed this item. 8. RESOLUTION 2025-05, Amendment To Public Transportation Grant Agreement G2W57 [Begin Agenda Memo] SYNOPSIS: The City Commission will consider adopting Resolution 2025-05, authorizing an amendment to the agreement with the Florida Department of Transportation (FDOT) to provide additional funding for Lake Wales Airport Lighting, Signage, and Marking. RECOMMENDATION 1. Adopt Resolution 2025-05, authorizing the amendment of Public Transportation Grant Agreement G2W57 by the Mayor with the Florida Department of Transportation (FDOT) for additional funding in the amount of $162,000 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. This additional funding from FDOT is to provide funding for the remarking of the runway. This funding was not included in the FAA’s appropriation, so the FDOT will be funding this portion at 100%. OTHER OPTIONS This project is 10% funded by FDOT and 90% funded by FAA, with the exception of this portion that is funded by FDOT at 100%. FISCAL IMPACT This project is fully funded by the Florida Department of Transportation (FDOT) and Federal Aviation Administration (FAA) [End Agenda Memo] Amanda Lomneck, Airport Manager, reviewed this item. 9. Community Firework Display – 4th Of July [Begin Agenda Memo]  Amanda Lomneck, Airport Manager, reviewed this item. 9. 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 $35,800 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 three 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 $35,800 for the firework display. OTHER OPTIONS The Commission can choose not to approve the expenditure of $35,800 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 $35,800 [End Agenda Memo] Stephanie Lutton, Parks and Recreation Director, reviewed this item. Deputy Mayor Gibson asked if the performance is better or expanded. Ms. Lutton confirmed that more has been added. 10. CITY COMMISSION AND MAYOR COMMENTS Commissioner Gillespie raised concerns about proposed legislation in the Florida legislature that would sunset all CRAs in the state by 2045. She emphasized the importance of being aware of this potential change and finding ways to prevent it. Deputy Mayor Gibson responded that James Slaton, City Manager, had provided information about the bills, including the names and addresses of legislators to contact, and that he had sent letters to them. He that CRAs were originally designed with a limited lifespan and a sunset provision. He highlighted the importance of CRAs' ability to bond improvements, which can extend their activity for 20-25 years. He suggested that the city should work towards making CRAs a permanent fixture of state finance, given their effectiveness. He emphasized that the proposed legislation was not surprising and that the city is well-positioned to address it, given their connections through the state CRA group. He recommended following the guidance of the state CRA group's general counsel and coordinating a plan to ensure the continuation of CRAs. Mayor Hilligoss acknowledged Eric Marshall and commended him, along with all city staff, for their exceptional work on the ribbon-cutting ceremony held the previous Friday. The Mayor noted that the Commission had previously praised the event and wished to reiterate their appreciation. 11. ADJOURN The meeting was adjourned at 2:18 p.m. _____________________ Mayor _____________________ Mayor ATTEST: ____________________ City Clerk