City Commission Workshop Meeting

City Commission Workshop minutes May 28, 2025 (APPROVED) 5/28/2025 - Minutes 1. CALL TO ORDER & ROLL CALL Commission Members Present: Mayor Jack Hilligoss, Robin Gibson, Daniel Williams, Keith Thompson, 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. RESOLUTION 2025-11, 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 the City Commission adopt Resolution 2025-11 providing the Preliminary Rate Resolution for Fire Protection Services Assessment for fiscal year beginning October 1, 2025. 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: Initial Fire Protection Assessment Rates Residential Property Use Categories Rate Per Dwelling Unit Single-Family $174.00 Multi-Family $143.00 Mobile Home $63.00 Non-Residential Property Use Categories Rate Per Square Foot Commercial $0.18 Industrial/Warehouse $0.03 Institutional $0.14 OTHER OPTIONS Rely solely on ad valorem taxes to fund fire protection services, equipment and  Industrial/Warehouse $0.03 Institutional $0.14 OTHER OPTIONS Rely solely on ad valorem taxes to fund fire protection services, equipment and programs. Failure in adopting Resolution 2025-11 will result in a loss of $1,906,519 in estimated net revenue dedicated to the fire department budget. This money would then have to come from the general fund. FISCAL IMPACT The Fire Protection Assessment will create a dedicated funding source for fire protection services. [End Agenda Memo] Dorothy Abbott, Finance Director, reviewed this item. Deputy Mayor Gibson inquired about fire assessment for non-profits, specifically churches, noting that they also consume fire protection services. Ms. Abbott confirmed this was discussed at a previous workshop and suggested taking a year to engage with these entities on the matter. Deputy Mayor Gibson agreed, acknowledging it would be challenging but necessary. Commissioner Thompson asked why the rate for multi-family dwelling units decreased. Ms. Abbott explained that a hired company conducted a review of fire calls, considering time spent and structure type, to ensure the assessment was reasonable and accurately reflected service costs. Mayor Hilligoss confirmed with Ms. Abbott that the assessment money would remain local. Commissioner Gillespie questioned if the recommended assessment fully reflected the city's actual cost of providing fire protection services. Ms. Abbott clarified that if the assessment were to cover 100% of the cost for a single-family home, the rate would be $387. However, staff and finance recommended $174, taking into account other upcoming revenue sources. She indicated that additional fee increases might be recommended during the budget process. James Slaton, City Manager, added that the aim is to minimize the burden on residents, noting that the assessment has not been increased since its inception approximately a decade ago. He explained that the process is similar to how other entities in the county handle fire assessments, with funds sent directly to the city after collection. 4. Community Development Block Grant – Disaster Recovery - Hazard Mitigation Grant For City Hall Generator Agreement Approval [Begin Agenda Memo] SYNOPSIS: Florida Commerce has awarded the city a Community Development Block Grant-Disaster Recovery (CDBG-DR) to pay the Local Share of the FEMA grant to pay for the city hall generator. City Commission needs to review and approve the agreement. BACKGROUND: The FEMA HMGP application for $153,273, was submitted December 2023. The city was notified in June 2024, that we received approval from FEMA for the following amounts: Federal Share: 109,481.25 Local Share: 43.791.75 – CDBG-DR Grant SRMC: 7,280.00 -Sub-Recipient Management Cost Total Funding: 160,553.00 FISCAL IMPACT If the bids for a generator are within the total funding amount, the impacts would be staff and consultant time. RECOMMENDATION: Authorize the Mayor to execute the Florida Commerce HMGMP Agreement. [End Agenda Memo] Sara Irvine, Special Projects Administrator, reviewed this item. Deputy Mayor Gibson asked about the total grant. Ms. Irvine said the total grant was $153,273 but we have subrecipient cost management which is $7280. Total grant is $160,553. Deputy Mayor Gibson said he is glad to keep up our relationship with Hale. Ms. Irvine agreed.  Sara Irvine, Special Projects Administrator, reviewed this item. Deputy Mayor Gibson asked about the total grant. Ms. Irvine said the total grant was $153,273 but we have subrecipient cost management which is $7280. Total grant is $160,553. Deputy Mayor Gibson said he is glad to keep up our relationship with Hale. Ms. Irvine agreed. 5. Disposal Of Surplus Property [Begin Agenda Memo] SYNOPSIS: Staff is seeking approval to dispose of surplus inventory RECOMMENDATION It is recommended that the City Commission take the following action(s): 1. Classify the property as surplus. 2. Authorize staff to dispose of the property. BACKGROUND 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 equipment outlined in the attached Disposal Schedule no longer serves any useful purpose to City. The items to dispose of include 750 auditorium style seats. These seats were purchased in 2007 through a State of Florida Division of Cultural Affairs grant. The original intent for these chairs was for them to be installed in the 1919 building. The City has since sold the building to the Lake Wales Charter Schools and the building is being renovated. This property may be sold at public auction or to the highest bidder after the solicitation of sealed bids. In some cases the property may be recycled, donated to other non-profit or government entities or traded for fair market exchange of goods or services. The City of Lake Wales is choosing to donate these chairs to the Lake Wales Charter School System. OTHER OPTIONS Do not authorize the disposal of the property. FISCAL IMPACT None [End Agenda Memo] Stephanie Lutton, Parks and Recreation Director, reviewed this item. 6. RESOLUTION 2025-06 – Resolution To Utilize The Uniform Method Of Collecting Non- Ad Valorem Assessments And Adopting The Special Assessment Roll. Public Hearing [Begin Agenda Memo] SYNOPSIS: Resolution 2025-06 declares the City’s intent to utilize the uniform method of collecting non-ad valorem assessments and adopts the assessment roll for 2024. RECOMMENDATION Staff recommends adoption of Resolution 2025-06 after a public hearing, as required by Florida Statutes. Public notice requirements have been met. BACKGROUND In February 2013, City commission adopted Ordinance 2013-04 – Abatement and Violation Assessment (Chapter 17.5), providing for the uniform method of collecting non-ad valorem special assessment for service liens. The City’s intent is to collect service liens that are the result from services provided by the City to clean properties, repair or demolish buildings and the like, such services being a special benefit to the property owner. This does not include fines or administrative liens. Ordinance 2013-04 established the City of Lake Wales in its entirety, as its city boundaries exist on the date of enactment and as they may be expanded or contracted from time to time as the special assessment district for the purposes of abatement and violation correction.  assessment for service liens. The City’s intent is to collect service liens that are the result from services provided by the City to clean properties, repair or demolish buildings and the like, such services being a special benefit to the property owner. This does not include fines or administrative liens. Ordinance 2013-04 established the City of Lake Wales in its entirety, as its city boundaries exist on the date of enactment and as they may be expanded or contracted from time to time as the special assessment district for the purposes of abatement and violation correction. The resolution has been noticed per Florida Statute at least twenty (20) days in advance of the public hearing. Staff published a potential list of properties in the notice and provided by first class mail a letter to every property owner that may be affected by this action. OTHER OPTIONS Decline the adoption of Resolution 2025-06 FISCAL IMPACT This will provide for reimbursement of funds expended in the course of abating and correcting violations of the municipal code. [End Agenda Memo] Fany Lozano, Code Enforcement, reviewed this item. James Slaton noted that the number of properties with these service liens placed on tax bills has been decreasing each year, now down to 23. He commended code enforcement for achieving better compliance. Fany Lozano from Code Enforcement reported a 75% collection rate on these items, explaining that the liens are placed on tax bills and recovered from the proceeds when properties go to auction. Commissioner Gillespie inquired why this process needs to be repeated annually. Ms. Lozano explained that it's a procedural requirement of the tax collector's office, necessitating a new contract and a public hearing each year. Property owners are notified in advance and have the right to dispute the assessment at the hearing, which is scheduled for June 3rd. She confirmed that all public notice requirements for the current resolution had been met. Deputy Mayor Gibson said the key is collection. It makes it simpler, better and lightens load on staff. Albert Galloway, Jr., said there is a statement in the 3rd paragraph saying the agreement shall not automatically renew each year. 7. ORDINANCE 2025-14 Annexation Of .25 Acres At Capps Road And Lake Wales Country Club/Oakwood 1st Reading And Public Hearing [Begin Agenda Memo] SYNOPSIS: Ordinance 2025-14 proposes the annexation of approximately .25 acres of land located west of Capps Road, and adjacent to the Lake Wales Country Club and Oakwood Community. RECOMMENDATION Staff recommends approval of City Commission for the annexation of .25+/- acres of land. BACKGROUND The subject property is located west of Capps Road and is contiguous to the city limits. In September of 2021, the owner, FLLWCC, petitioned for annexation into the corporate city limits. The purpose of the annexation petition was to allow for the future annexation of Hickory Ridge, a residential subdivision at the corner of Capps Road and SR 60, which signed an annexation agreement in August of 2021 in exchange for City water. As the project nears final plat, it is in the City’s best interest to act on the annexation agreement now, before the lots are officially platted and recorded in the County. No development plans for the .25 acres of land are contemplated. Once this property is annexed, the City will pursue annexation of the Hickory Ridge neighborhood. FISCAL IMPACT Annexation of this piece of land would allow for the annexation of the residential subdivision to the south, named Hickory Ridge and designed and approved in the County  No development plans for the .25 acres of land are contemplated. Once this property is annexed, the City will pursue annexation of the Hickory Ridge neighborhood. FISCAL IMPACT Annexation of this piece of land would allow for the annexation of the residential subdivision to the south, named Hickory Ridge and designed and approved in the County [End Agenda Memo] Autumn Cochella, Growth Management, reviewed this item. Deputy Mayor Gibson asked if this has sewer. Ms. Cochella said she isn't sure where they get their sewer but said they aren't on City sewer. Deputy Mayor Gibson asked staff to find this out. 8. 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 Currently, the City has a professional services agreement with Autumn Cochella for planning related services within the Growth Management Department. Mrs. Cochella will continue to perform the key functions of the department director until a new director is appointed. She may continue on afterward as a planning consultant for a period of up to twelve months as desired. The contract amount shall be in an amount not to exceed $96,000 to be paid in equal quarterly installments. OTHER OPTIONS Do not approve the Agreement for Professional Services provided by Autumn Cochella. FISCAL IMPACT The total amount is for $96,000. [End Agenda Memo] James Slaton, City Manager, reviewed this item. Deputy Mayor Gibson asked if she would stay on and stay on. Mr. Slaton said he doesn't think so. 9. RESOLUTION 2025-10 Amendment For Extension, Public Transportation Grant Agreement G2J27 [Begin Agenda Memo] SYNOPSIS: The City Commission will consider approving Resolution 2025-10, authorizing an amendment for extension of Public Transportation Grant Agreement G2J27 with the Florida Department of Transportation (FDOT). RECOMMENDATION 1. Approve Resolution 2025-10, authorizing the extension of Public Transportation Grant Agreement G2J27 by the Mayor with the Florida Department of Transportation (FDOT) until October 31, 2025. 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 fencing upgrades. This agreement was set to expire on June 30, 2025. This amendment will extend the expiration date to October 31, 2025 since construction will not be complete until July of 2025. OTHER OPTIONS Do not approve the extension of this agreement  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 fencing upgrades. This agreement was set to expire on June 30, 2025. This amendment will extend the expiration date to October 31, 2025 since construction will not be complete until July of 2025. OTHER OPTIONS Do not approve the extension of this agreement 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. ORDINANCE 2025-06, Amending Ordinance 2025-01, Relating To Republic Services Solid Waste Franchise Contract – 2nd Reading And Public Hearing [Begin Agenda Memo] SYNOPSIS Amendment of Ordinance 2025-01, five-year contract for solid waste services with Republic Services of Florida, Limited Partnership. RECOMMENDATION It is recommended that the City Commission approve Ordinance 2025-06, amending the five-year contract with Republic Services. BACKGROUND In early 2025, solid waste services relating to bulk and yard waste removal was changed from every week to every other week to try to keep costs down. After feedback from the citizens, bulk and yard waste removal will be moved back to weekly service. This service change would be effective on July 1, 2025. Section 1(a) bulk pickup and Section 2(a) yard waste pickup. OTHER OPTIONS N/A FISCAL IMPACT The additional cost increase for bulk and yard waste to be picked up every week, compared to every other week, is $2.07 per month, or $24.84 annual. [Begin Agenda Memo] James Slaton, City Manager, reviewed this item. 11. Special Event Permit For Lake Wales Woman’s Club Plant And Garden Festival [Begin Agenda Memo] SYNOPSIS: Lake Wales Woman’s Club has submitted Special Event application to host a Plant and Garden Festival event on October 18-19, 2025 at their building. They request closure of a portion of Cypress Garden Lane and Park Avenue from 9:00 a.m.-3:00 p.m. on October 18 and from 9:00 a.m. – 1:00 p.m. on October 19, 2025. RECOMMENDATION Staff recommends approval of the application and the request to close a portion of Cypress Garden Lane and Park Avenue. BACKGROUND The Lake Wales Woman’s Club organization wants to host a Plant and Garden Festival at their building on Park Avenue. This event will include closure of Cypress Garden Lane, between the entrances to the parking area, from 9:00 a.m.-3:00 p.m. on Saturday October 18 and 9:00 a.m. – 1:00 p.m. on Sunday October 19, 2024. OTHER OPTIONS Do not approve the application. FISCAL IMPACT Sponsor will reimburse the city 25% of its costs. [End Agenda Memo]  OTHER OPTIONS Do not approve the application. FISCAL IMPACT Sponsor will reimburse the city 25% of its costs. [End Agenda Memo] Jennifer Nanek, City Clerk, reviewed this item. 12. CITY COMMISSION AND MAYOR COMMENTS Commissioner Gillespie said she attended the Public Works Expo and said it was well done. Commissioner Williams said he was looking forward to the Juneteenth events including the concert at the Family Recreation Center. Deputy Mayor Gibson reflected on the previous city commission meeting, acknowledging its stressful nature but highlighting a crucial positive outcome related to the StoneRidge proposal. He noted that despite the significant industrial component of StoneRidge, public comments were primarily critical of the residential aspects. He then provided a historical context: for years, the Chamber of Commerce and Economic Development Council have emphasized the critical need for industrial development and job creation to boost the economy. This effort stems from a desire to move away from being a "bedroom community" for other areas and towards greater self-sufficiency for Lake Wales, a unique community he believes was further emphasized by a recent care center celebration. He pointed out that Lake Wales has one of the lowest median incomes in Polk County, which he described as a "curse" that hinders opportunities, productivity, dignity, and a sense of self-sufficiency for individuals and the community. He also mentioned that while the high school is developing vocational programs, without local industries, qualified graduates would be forced to leave Lake Wales for jobs. Returning to StoneRidge, Gibson was heartened by the "loyal opposition's" strong support for industrial development, even if they desired more of it. He felt this closed a crucial loop, indicating a community-wide consensus on the importance of economic self-sufficiency, job creation, and industrial growth. He then discussed a proposal from Howard Davies, which he, as a lawyer with land-use litigation experience, found to be a new and intriguing concept. Davies' proposal suggested that the city might have the legal authority to balance residential with industrial development, requiring a certain amount of industrial development before approving any residential. Gibson expressed a strong desire for this authority to be thoroughly researched and confirmed, as it would represent a significant opportunity to achieve economic self-sufficiency, raise the median income, and provide local job opportunities for vocational high school graduates. He compared it to "compulsion zones" (where a percentage of a large development must be sold for development before moving to another phase), a legitimate power he was aware of. He concluded by commending Howard Davies for the proposal and urging a thorough legal review, believing that if this authority exists, it aligns with the emerging consensus in the community and should be acted upon. Commissioner Gillespie expressed her appreciation for the concept of balancing residential and industrial development, finding it "very feasible" and a "very constructive approach" beyond a simple "yes or no" decision. She specifically hoped that the city's legal counsel would be able to confirm the validity of Mr. Davies' proposal, which she understood to apply to mixed-use developments. Commissioner Gillespie then linked this issue to the absence of a permanent, full-time development director. She suggested that such a director might have identified and explored alternative solutions like Davies' proposal much earlier in the process, rather than simply presenting the landowners' entire proposal as-is. While acknowledging the quality of the current consultants, she felt that insufficient attention is being given to the development function due to the lack of a dedicated director. She recognized the city manager's efforts in searching for candidates but emphasized the continued need for this role to proactively seek alternatives. Mayor Hilligoss said he is interested in the idea of balancing residential and industrial development, noting that while the market typically drives mixed-use development decisions, he'd be open to exploring how the city's code (specifically Section 23) could allow for more control over these parameters within a Master Development Plan. He acknowledged that the current understanding allows developers flexibility to adjust  alternatives. Mayor Hilligoss said he is interested in the idea of balancing residential and industrial development, noting that while the market typically drives mixed-use development decisions, he'd be open to exploring how the city's code (specifically Section 23) could allow for more control over these parameters within a Master Development Plan. He acknowledged that the current understanding allows developers flexibility to adjust based on market forces, but he'd like to see alternatives if the commission wants more direct influence, provided it's legitimate, ethical, and legal, and doesn't infringe on developers' rights or stifle growth. The Mayor then addressed Deputy Mayor Gibson's optimism about reaching a consensus. He stated he didn't necessarily share that optimism, suggesting that for some of the "loyal opposition," any means to halt development would suffice. Mayor Hilligoss recounted several community events from the past few days, including a Dunkin' Donuts ribbon-cutting, a Memorial Day celebration, the ribbon-cutting at Deputy Mayor Gibson's newly restored property, and the Care Center's 40th anniversary. He highlighted these events as reminders of living in a good community where everyone cares, despite disagreements on the best path forward. He concluded by emphasizing that the ultimate goal is to maintain the community's character by retaining control, and therefore, the commission has a responsibility to thoroughly evaluate development proposals. 13. ADJOURN The meeting was adjourned at 2:37 p.m. _____________________ Mayor ATTEST: ____________________ City Clerk