City Council Business Meeting

City Hall City of Palm Coast 160 Lake Avenue Agenda Palm Coast, FL 32164 www.palmcoastgov.com City Council Business Meeting Mayor David Alfin Vice Mayor Ed Danko Council Member Cathy Heighter Council Member Nick Klufas Council Member Theresa Pontieri Tuesday, April 16, 2024 9:00 AM City Hall - Community Wing City Staff Lauren Johnston, Acting City Manager Marcus Duffy, City Attorney Kaley Cook, City Clerk  Public Participation shall be in accordance with Section 286.0114 Florida Statutes.  Other matters of concern may be discussed as determined by City Council.  If you wish to obtain more information regarding the City Council’s agenda, please contact the City Clerk's Office at 386-986- 3713.  In accordance with the Americans with Disabilities Act and Section 286.26, Florida Statutes, persons needing a reasonable accommodation to participate in any of these proceedings or meeting should contact the City Clerk at 386-986-3713, at least 48 hours prior to the meeting.  City Council Meetings are streamed live on YouTube at https://www.youtube.com/user/PalmCoastGovTV/live.  It is proper meeting etiquette to silence all electronic devices, including cell phones while Council is in session.  Any person who decides to appeal any decision of the City Council with respect to any matter considered at this meeting will need a record of the proceedings, and for such purpose, may need to hire a court reporter to ensure that a verbatim record of the proceedings is made, which record includes the testimony and evidence upon which the appeal is to be based. A. CALL TO ORDER B. PLEDGE OF ALLEGIANCE TO THE FLAG AND A MOMENT OF SILENCE C. ROLL CALL D. PROCLAMATIONS 1. PROCLAMATION - APRIL 13, 2024, AS RISE ABOVE THE VIOLENCE DAY IN REMEMBRANCE OF CURTIS GRAY 2. PROCLAMATION - APRIL 2024 AS SEXUAL ASSAULT AWARENESS MONTH 3. PROCLAMATION - APRIL 2024 AS COMMUNITY VOLUNTEER MONTH City of Palm Coast Created on 4/5/24 1  4. PROCLAMATION - APRIL 2024 AS LANDSCAPE ARCHITECTURE MONTH 5. PROCLAMATION - MAY 2024 AS MILITARY APPRECIATION MONTH E. PUBLIC PARTICIPATION Public Participation shall be held in accordance with Section 286.0114 Florida Statutes. And pursuant to the City Council’s Meeting Policies and Procedures: (1) Each speaker shall at the podium, provide their name and may speak for up to 3 minutes. (2) The Public may provide comments to the City Council relative to matters not on the agenda at the times indicated in this Agenda. Following any comments from the public, there may be discussion by the City Council. (3) When addressing the City Council on specific, enumerated Agenda items, speakers shall: (a) direct all comments to the Mayor; (b) make their comments concise and to the point; (c) not speak more than once on the same subject; (d) not, by speech or otherwise, delay or interrupt the proceedings or the peace of the City Council; (e) obey the orders of the Mayor or the City Council; and (f) not make any irrelevant, impertinent or slanderous comments while addressing the City Council; which pursuant to Council rules, shall be considered disorderly. (4) Any person who becomes disorderly or who fails to confine his or her comments to the identified subject or business, shall be cautioned by the Mayor and thereafter must conclude his or her remarks on the subject within the remaining designated time limit. Any speaker failing to comply, as cautioned, shall be barred from making any additional comments during the meeting and may be removed, as necessary, for the remainder of the meeting. Members of the public may make comments during the public comment portion of the meeting. Please be advised that public comment will only be permitted during the public comment portions of the agenda at the times indicated by the Chair during the meeting. F. MINUTES 6. MINUTES OF THE CITY COUNCIL: APRIL 2, 2024, BUSINESS MEETING APRIL 9, 2024, WORKSHOP MEETING G. APPOINTMENTS 7. APPOINT FIVE (5) MEMBERS AND ONE (1) ALTERNATE TO THE RESIDENTIAL DRAINAGE CITIZEN ADVISORY COMMITTEE City of Palm Coast Created on 4/5/24 2  8. APPOINT ONE (1) MEMBER TO THE BEAUTIFICATION AND ENVIRONMENTAL ADVISORY COMMITTEE (BEAC) 9. APPOINT ONE (1) MEMBER TO THE VOLUNTEER FIREFIGHTERS PENSION BOARD H. ORDINANCES FIRST READ 10. ORDINANCE 2024-XX AMENDING SECTION 2.05.02 NEIGHBORHOOD MEETING REQUIREMENTS, SUBSECTION B NOTIFICATION REQUIRED OF THE UNIFIED LAND DEVELOPMENT CODE OF ORDINANCES OF THE CITY OF PALM COAST I. RESOLUTIONS 11. RESOLUTION 2024-XX APPROVING AMENDING RESOLUTION 2009-114 BY INCREASING THE LAND DEVELOPMENT SITE PERMITTING AND INSPECTION FEES; AMENDING RESOLUTION 2004-44 BY INCREASING THE RENTAL REGISTRATION FEES 12. RESOLUTION 2024-XX APPROVING SOMERSET PHASE 1 FINAL PLAT - APPLICATION NO. 5540 13. RESOLUTION 2024-XX APPROVING MATANZAS COVE FINAL PLAT - APPLICATION NO. 5586 14. RESOLUTION 2024-XX APPROVING COLBERT LANDINGS PHASE 1 FINAL PLAT - APPLICATION NO. 5549 15. RESOLUTION 2024-XX APPROVING FLAGLER VILLAGE PHASE 1 FINAL PLAT - APPLICATION NO. 5573 J. CONSENT 16. RESOLUTION 2024-XX APPROVING PIGGYBACKING THE CITY OF FERNANDINA BEACH, FLORIDA CONTRACT WITH TAW POWER SYSTEMS, INC., FOR GENERATOR MAINTENANCE AND REPAIRS 17. RESOLUTION 2024-XX APPROVAL OF A FLORIDA DEPARTMENT OF TRANSPORTATION STATE-FUNDED GRANT AGREEMENT FOR CONSTRUCTION OF OLD KINGS ROAD WIDENING PHASE II PROJECT 18. RESOLUTION 2024-XX APPROVAL OF A FLORIDA DEPARTMENT OF TRANSPORTATION STATE-FUNDED GRANT AGREEMENT FOR THE BELLE TERRE SAFETY IMPROVEMENT PROJECT 19. RESOLUTION 2024-XX AUTHORIZING THE CITY MANAGER TO SIGN HAZARD MITIGATION GRANT PROGRAM ASSISTANCE APPLICATIONS, AS REQUESTED BY THE STATE OF FLORIDA DIVISION OF EMERGENCY MANAGEMENT City of Palm Coast Created on 4/5/24 3  20. RESOLUTION 2024-XX APPROVING AN INDEMNITY AGREEMENT WITH THE ACTING CITY MANAGER K. PUBLIC PARTICIPATION Remainder of Public Comments is limited to three (3) minutes each. L. DISCUSSION BY CITY COUNCIL OF MATTERS NOT ON THE AGENDA M. DISCUSSION BY CITY ATTORNEY OF MATTERS NOT ON THE AGENDA N. DISCUSSION BY CITY MANAGER OF MATTERS NOT ON THE AGENDA 21. REPORTING OF EMERGENCY AND SOLE SOURCE PURCHASES FOR MARCH 2024 O. ADJOURNMENT 22. AGENDA WORKSHEET AND CALENDAR City of Palm Coast Created on 4/5/24 4  City of Palm Coast, Florida Agenda Item Agenda Date: April 16, 2024 Department CITY ADMINISTRATION Amount Division Account # Subject: PROCLAMATION – APRIL 13, 2024, AS RISE ABOVE THE VIOLENCE DAY IN REMEMBRANCE OF CURTIS GRAY Presenter: Mayor and City Council Attachments: 1. Proclamation Background: The City of Palm Coast would like to proclaim April 13, 2024, as Rise Above the Violence Day in remembrance of Curtis Gray. Recommended Action: PROCLAIM APRIL 13, 2024, AS RISE ABOVE THE VIOLENCE DAY IN REMEMBRANCE OF CURTIS GRAY 5  City of Palm Coast, Florida Agenda Item Agenda Date: April 16, 2024 Department CITY ADMINISTRATION Amount Division Account # Subject: PROCLAMATION - APRIL 2024 AS SEXUAL ASSAULT AWARENESS MONTH Presenter: Mayor and City Council Attachments: 1. Proclamation Background: The Family Life Center has requested that the City of Palm Coast proclaim April 2024 as Sexual Assault Awareness Month. Recommended Action: PROCLAIM APRIL 2024 AS SEXUAL ASSAULT AWARENESS MONTH 7  City of Palm Coast, Florida Agenda Item Agenda Date: April 16, 2024 Department CITY ADMINISTRATION Amount Division Account # Subject: PROCLAMATION - APRIL 2024 AS COMMUNITY VOLUNTEER MONTH Presenter: Mayor and City Council Attachments: 1. Proclamation Background: Flagler Volunteer Services has requested that the City of Palm Coast proclaim April 2024 as Community Volunteer Month. Recommended Action: PROCLAIM APRIL 2024 AS COMMUNITY VOLUNTEER MONTH 9  City of Palm Coast, Florida Agenda Item Agenda Date: April 16, 2024 Department CITY ADMINISTRATION Amount Division Account # Subject: PROCLAMATION - APRIL 2024 AS LANDSCAPE ARCHITECTURE MONTH Presenter: Mayor and City Council Attachments: 1. Proclamation Background: The City of Palm Coast would like to proclaim April 2024 as Landscape Architecture Month. Recommended Action: PROCLAIM APRIL 2024 AS LANDSCAPE ARCHITECTURE MONTH 11  City of Palm Coast, Florida Agenda Item Agenda Date: April 16, 2024 Department CITY ADMINISTRATION Amount Division Account # Subject: PROCLAMATION - MAY 2024 AS MILITARY APPRECIATION MONTH Presenter: Mayor and City Council Attachments: 1. Proclamation Background: The City of Palm Coast would like to proclaim May 2024 as Military Appreciation Month. Recommended Action: PROCLAIM MAY 2024 AS MILITARY APPRECIATION MONTH 13  City of Palm Coast, Florida Agenda Item Agenda Date: April 16, 2024 Department CITY ADMINISTRATION Amount Division Account # Subject: MINUTES OF THE CITY COUNCIL: APRIL 2, 2024, BUSINESS MEETING APRIL 9, 2024, WORKSHOP MEETING Presenter: Kaley Cook, City Clerk Attachments: 1. Minutes (2) Background: Recommended Action: APPROVE MINUTES OF THE CITY COUNCIL: APRIL 2, 2024, BUSINESS MEETING APRIL 9, 2024, WORKSHOP MEETING 15  City of Palm Coast, Florida Agenda Item Agenda Date: April 16, 2024 Department COMMUNITY DEVELOPMENT Amount Division PLANNING Account # Subject: APPOINT FIVE (5) MEMBERS AND ONE (1) ALTERNATE TO THE RESIDENTIAL DRAINAGE CITIZEN ADVISORY COMMITTEE Presenter: Virginia Smith, Land Management Administrator Attachments: 1. Applications (6) Background: On February 20, 2024, City Council adopted Resolution 2024-33 creating the Residential Drainage Citizen Advisory Committee. This Committee was created from an expression of interest among the City Council, City Officials, and members of the public for a review of issues related to construction upon original ITT platted lots and the potentially related effects thereof upon adjacent properties. Given the reported effects upon property owners and residents, the City Council desired that the circumstances be further researched and evaluated, and for the identification of potential resolution of identified issues. Council further desired to provide ample opportunity for the public to participate in such process. Therefore, City Council deemed it appropriate a Residential Drainage Citizen Advisory Committee be established for the purpose of researching and evaluating such issues and provide reports to the City Council on its findings and recommendations as to the issues, such that the City Council may fully evaluate same. The Residential Drainage Citizen Advisory Committee (“Committee”) was established, as an ad-hoc committee composed of at least five (5) and no more than nine (9) Committee members, with two (2) alternate members. Each Committee member and alternate member shall be appointed, respectively, by the majority vote of the five (5) members of the City Council. This Committee membership is open to all members of the City’s community, to include but not be limited to concerned citizens, affected residents and owners, and current or past professionals of the construction industry or those with expertise in hydrology, geology, surveying, and/or stormwater conveyance systems. The Committee shall meet at least once monthly until otherwise directed by the City Council. The Committee shall elect a Chairperson and Vice Chairperson at its first meeting, then, annually thereafter. The Committee shall evaluate and identify issues related to construction upon original ITT platted lots and the potentially related effects thereof upon adjacent properties. The Committee shall research potential resolutions to identified issues. The Committee shall identify potential funding sources for identified resolutions. The Committee shall formulate findings and recommendations in relation to potential assistance and 37 remedies for identified damages. On a regularly scheduled basis, or as otherwise requested by the City Council, the Citizen Advisory Committee shall provide written and oral reports to the City Council. The City Council, upon receipt of the reports of findings and recommendations of the Citizen Advisory Committee, shall review same and determine what action, if any, to be taken by the City. The establishment of the Committee did not create an obligation of the City to take any particular action in relation to the findings and recommendations provided to the City Council by the Committee’s reports. Further, establishment of the Committee did not thereby create nor intend to create any liability against the City in relation to any issues being researched and evaluated by the Committee. Staff received six applications for this ad-hoc committee. Background checks were completed, and the results are available in Human Resources. All applicants have received the Resolution creating the Committee and are aware of the commitment associated with serving on this Committee. The applicants are as follows: Applicant District Occupation Tony Amaral Jr 2 Contractor/Property Manager Richard Cooper 2 Property/Casualty Insurance Executive Traci Domke 1 Construction/Property Manager David Mossman 3 VP Sales IT Donna Stancel 3 Financial Life Health Annuity Agent (Semi-retired) Maria J Wuerth 1 Sales Representative (Retail) Recommended Action: APPOINT FIVE (5) MEMBERS AND ONE (1) ALTERNATE TO THE RESIDENTIAL DRAINAGE CITIZEN ADVISORY COMMITTEE 38  City of Palm Coast, Florida Agenda Item Agenda Date: April 16, 2024 Department COMMUNITY DEVELOPMENT Amount Division PLANNING Account # Subject: APPOINT ONE (1) MEMBER TO THE BEAUTIFICATION AND ENVIRONMENTAL ADVISORY COMMITTEE (BEAC) Presenter: Virginia Smith, Land Management Administrator Attachments: 1. Applications (2) Background: The City of Palm Coast’s Beautification and Environmental Advisory Committee (BEAC) was created under Resolution 2006-07. Section 2. (b). The Committee shall be constituted of a total of five (5) voting members with one (1) member being appointed by the Mayor and each member of City Council from the City Council district represented, if practicable. All Committee members must be registered voters and residents of the City of Palm Coast. Each member shall serve terms of four (4) years, but the City Council may develop a program of uniform appointment and reappointment for all appointed bodies providing for uniform appointment dates, staggered terms and related matters. Section 2. (c). The objectives of the Committee shall be to identify issues within the City of Palm Coast relating to the beautification, scenic beauty, natural resource conservation, aesthetic enhancements, environmental protection, and other related matters and to evaluate and consider activities, methods, projects and programs that could be implemented within the City to address the matters considered by the Committee and the issues studied by the Committee. The Committee may make recommendations to the Planning and Land Development Regulation Board regarding Comprehensive Plan amendments and land development regulations involving its areas of review. One committee member, Mr. Silvers, has resigned. Staff advertised the vacant seat and has received two applications to fulfill the term of Mr. Silvers, which will expire on May 1, 2026. Staff advertised in various ways on multiple occasions, including advertising in the media, on social media sites, and on the City’s website. The following are the two applicants for Council’s consideration: APPLICANTS DISTRICT OCCUPATION Susan Anderson 2 Retired C.P.A. Jessica P. Voorhees 2 Architectural Review Coordinator Although, not a requirement, District information has been verified by the City Clerk’s office. Staff has also performed the necessary background screenings of all applicants. The results 79 are available in Human Resources. Recommended Action: APPOINT ONE (1) MEMBER TO THE BEAUTIFICATION AND ENVIRONMENTAL ADVISORY COMMITTEE (BEAC) 80  City of Palm Coast, Florida Agenda Item Agenda Date: April 16, 2024 Department PUBLIC SAFETY Amount Division FIRE Account # Subject: APPOINT ONE (1) MEMBER TO THE VOLUNTEER FIREFIGHTERS PENSION BOARD Presenter: Kyle Berryhill, Fire Chief Attachments: 1. Applications (5) Background: In May of 2021, City Council appointed Patrick Delsordo to the Volunteer Firefighters Pension Board. Mr. Delsordo’s term will be expiring on May 1, 2024. City Council will need to appoint one applicant to fill the open seat. The intent of the Board is to serve as the Volunteer Firefighters’ Retirement System Plan Administrator and The Trustee of the Fund. In addition, the general administration, management, and responsibility for the proper operation of the system shall be vested in the Board. The Board is responsible for administering the trust fund. Section 175.06, Florida Statutes mandates that the pension plan be administered by a five (5) member Board. Two (2) of the five (5) members are to be appointed by City Council; two (2) are elected by the Volunteer Firefighters and the fifth member is chosen by the majority of the previous four (4) members. Statute sets the term of the office at two (2) years for all members; however, there are no term limits. There were five (5) applications received for Council’s consideration:  Patrick Delsordo  Patrick Juliano  Howard Peiffer  Donna Stancel  Paul Thorn Recommended Action: APPOINT ONE (1) MEMBER TO THE VOLUNTEER FIREFIGHTERS PENSION BOARD 95  City of Palm Coast, Florida Agenda Item Agenda Date: April 16, 2024 Department COMMUNITY DEVELOPMENT Amount Division PLANNING Account # Subject: ORDINANCE 2024-XX AMENDING SECTION 2.05.02 NEIGHBORHOOD MEETING REQUIREMENTS, SUBSECTION B NOTIFICATION REQUIRED OF THE UNIFIED LAND DEVELOPMENT CODE OF ORDINANCES OF THE CITY OF PALM COAST Presenter: Virginia Smith, Land Management Administrator Attachments: 1. Presentation 2. Ordinance 3. Business Impact Estimate Background: At the March 12, 2024, City Council Workshop, Council requested a change to the required footage for notification of a neighborhood meeting from 300 feet to 500 feet. This change will provide additional notice to the neighboring residents for applicable applications such as comprehensive plan amendments, rezonings and tier 2 and 3 applications. In addition, staff will continue to follow State and Land Development Code requirements, which include but are not limited, to posting the property, newspaper advertisements, neighborhood meetings, and residential mailing. Recommended Action: ADOPT ORDINANCE 2024-XX AMENDING SECTION 2.05.02 NEIGHBORHOOD MEETING REQUIREMENTS, SUBSECTION B NOTIFICATION REQUIRED OF THE UNIFIED LAND DEVELOPMENT CODE OF ORDINANCES OF THE CITY OF PALM COAST 132  City of Palm Coast, Florida Agenda Item Agenda Date: April 16, 2024 Department COMMUNITY DEVELOPMENT Amount Division PLANNING Account # Subject: RESOLUTION 2024-XX APPROVING AMENDING RESOLUTION 2009-114 BY INCREASING THE LAND DEVELOPMENT SITE PERMITTING AND INSPECTION FEES; AMENDING RESOLUTION 2004-44 BY INCREASING THE RENTAL REGISTRATION FEES Presenter: Phong Nguyen, Senior Planner and Virginia Smith, Land Development Administrator Attachments: 1. Resolution 2. Exhibit A - Fee Schedule Background: This is a legislative item. UPDATED BACKGROUND FROM THE APRIL 9, 2024, WORKSHOP MEETING: City Council received a presentation on the topic at their April 9, 2024, Workshop Meeting and requested an update to the Resolution. The updated Resolution is attached to the item for City Council’s consideration. ORIGINAL BACKGROUND FROM THE APRIL 9, 2024, WORKSHOP MEETING: In 2023, City Council requested City Staff to review the Land Development Fee Schedule and Site Permitting and Inspection Fee Schedule. In 2009, City Council adopted Resolution 2009-114 Land Development Fee Schedule and the Site Permitting and Inspection Fee Schedule, and the Resolution was amended by Resolutions 2010-108 and 2010-169. It is important to note the fees have not increased since 2009. Development trends for the City of Palm Coast slowed down from 2009 through 2012. A regrowth occurred again after 2012. Growth remained at slow steady rate over the next eight years. Then came the COVID years, and the trend again slowed from 2020 through 2021. The City has seen another growth spurt since 2021 to present. Since Council requested staff to review the planning fee schedule, staff studied the fees of the surrounding area and reviewed costs, and determined the increased fees more accurately reflect City costs and inflation. Staff proposes to keep with fees charged by similar local governments by increasing the rates by the CPI index since 2009 of 43.4%. Although this is a high percentage value, this is a modest increase in dollar value. Staff is also recommending several new fees for Council’s consideration to keep with fees charged by similar local governments as shown in the agenda item. 142 In addition, at Council’s request, this item includes the proposal to increase rental registrations fees. This item also proposes to amend Resolution 2004-44 by increasing the rental registration fee previously adopted by City Council from $5.00 to $35.00 annually for each rental registration. Both Section 2.05.01D of the Land Development Code and City Code Section 17-39(e) provide that City Council is authorized to set these fees by resolution. The proposed increases would not be effective until 60 days from Council’s approval. Recommended Action: ADOPT RESOLUTION 2024-XX AMENDING RESOLUTION 2009-114 BY INCREASING THE LAND DEVELOPMENT SITE PERMITTING AND INSPECTION FEES; AMENDING RESOLUTION 2004-44 BY INCREASING THE RENTAL REGISTRATION FEES 143  City of Palm Coast, Florida Agenda Item Agenda Date: April 16, 2024 Department COMMUNITY DEVELOPMENT Amount Division PLANNING Account # Subject: RESOLUTION 2024-XX APPROVING SOMERSET PHASE 1 FINAL PLAT - APPLICATION NO. 5540 Presenter: Estelle Lens, A.I.C.P., Planner Attachments: 1. Presentation 2. Resolution 3. Final Plat Background: This is a quasi-judicial item, please disclose any ex parte communication. The application, submitted by the applicant, Matthews Design Group, proposes to plat and subdivide approximately 47.8 acres of land into 125 single family residential lots and 12 tracts. Somerset Phase 1 is 47.8 +/- acres and located on the west side of US1 approximately 2.19 miles north of Palm Coast Parkway. The Future Land Use Map is DRI – Mixed Use; and the Official Zoning is Palm Coast Park MPD. The Subdivision Master Plan was approved by the Planning and Land Development Regulation Board (PLDRB) on March 16, 2022; and the Preliminary Plat was approved on January 5, 2023. The Applicant was issued a Site Development Permit in February 2023 in accordance with the approved construction plans filed with the approved preliminary plat. Prior to plat execution, the applicant will be required to provide a performance surety bond of 120% of the infrastructure cost, which has not been completed, in the amount of $304,468.80. The project meets the technical requirements of the City Code and Florida Statutes, Chapter 177 FS. Recommended Action: ADOPT RESOLUTION 2024-XX APPROVING THE FINAL PLAT AND AUTHORIZING THE MAYOR TO EXECUTE THE PLAT AND STAFF TO ISSUE A FINAL PLAT DEVELOPMENT ORDER FOR APPLICATION NO. 5540 153  City of Palm Coast, Florida Agenda Item Agenda Date: April 16, 2024 Department COMMUNITY DEVELOPMENT Amount Division PLANNING Account # Subject: RESOLUTION 2024-XX APPROVING MATANZAS COVE FINAL PLAT - APPLICATION NO. 5586 Presenter: Estelle Lens, A.I.C.P., Planner Attachments: 1. Presentation 2. Resolution 3. Final Plat Background: This is a quasi-judicial item, please disclose any ex parte communication. The application, submitted by the applicant, Matanzas Cove LLC., proposes to plat and subdivide approximately 17.47 acres of land into 50 single family residential lots and 3 tracts. Matanzas Cove is located on the west side of Londonderry Drive approximately 975’ north of Matanzas Woods Parkway. The Future Land Use Map is Residential; and the Official Zoning is Single Family Residential (SFR-1). The Preliminary Plat was approved in November 2019. The Applicant was issued a Site Development Permit in August 2021 in accordance with the approved construction plans filed with the approved preliminary plat. Prior to plat execution, the applicant is not required to provide a performance surety bond since all infrastructure has been completed. The project meets the technical requirements of the City Code and Florida Statutes, Chapter 177 FS. Recommended Action: ADOPT RESOLUTION 2024-XX APPROVING THE FINAL PLAT AND AUTHORIZING THE MAYOR TO EXECUTE THE PLAT AND STAFF TO ISSUE A FINAL PLAT DEVELOPMENT ORDER FOR APPLICATION NO. 5586 170  City of Palm Coast, Florida Agenda Item Agenda Date: April 16, 2024 Department COMMUNITY DEVELOPMENT Amount Division PLANNING Account # Subject: RESOLUTION 2024-XX APPROVING COLBERT LANDINGS PHASE 1 FINAL PLAT - APPLICATION NO. 5549 Presenter: Estelle Lens, AICP, Planner Attachments: 1. Presentation 2. Resolution 3. Final Plat Background: This is a quasi-judicial item, please disclose any ex parte communication. The application, submitted by the applicant, Meritage Homes of Florida, Inc., proposes to plat and subdivide approximately 293.31 acres of land into 248 single family residential lots and 59 tracts. Colbert Landings Phase 1 is located on the west side of Colbert Lane approximately 4,300’ north of SR 100. The Future Land Use Map is Residential and Conservation; and the Official Zoning is Single Family Residential (SFR-1) and Preservation. The Subdivision Master Plan was approved by the Planning and Land Development Regulation Board (PLDRB) on August 18, 2021; and the Preliminary Plat was approved on May 6, 2022. The Applicant was issued a Site Development Permit in December 2022 in accordance with the approved construction plans filed with the approved preliminary plat.  Prior to plat execution, the applicant will be required to provide a performance surety bond of 120% of the infrastructure cost, which has not been completed, in the amount of $5,902,241.53. The project meets the technical requirements of the City Code and Florida Statutes, Chapter 177 FS. Recommended Action: ADOPT RESOLUTION 2024-XX APPROVING THE FINAL PLAT AND AUTHORIZING THE MAYOR TO EXECUTE THE PLAT AND STAFF TO ISSUE A FINAL PLAT DEVELOPMENT ORDER FOR APPLICATION NO. 5549 186  City of Palm Coast, Florida Agenda Item Agenda Date: April 16, 2024 Department COMMUNITY DEVELOPMENT Amount Division PLANNING Account # Subject: RESOLUTION 2024-XX APPROVING FLAGLER VILLAGE PHASE 1 FINAL PLAT – APPLICATION NO. 5573 Presenter: Estelle Lens, A.I.C.P., Planner Attachments: 1. Presentation 2. Resolution 3. Final Plat Background: This is a quasi-judicial item, please disclose any ex parte communication. The application, submitted by the applicant, Meritage Homes of Florida, Inc., proposes to plat and subdivide approximately 109.50 acres of land into 109 single family residential lots and 23 tracts. Flagler Village Phase 1 is located at the northeast corner of the intersection of Belle Terre Blvd and Citation Blvd. The Future Land Use Map is Residential; and the Official Zoning is Single Family Residential (SFR-1). The Subdivision Master Plan was approved by the Planning and Land Development Regulation Board (PLDRB) on December 1, 2021; and the Preliminary Plat was approved on October 13, 2022. The Applicant was issued a Site Development Permit in May 2023 in accordance with the approved construction plans filed with the approved preliminary plat. Prior to plat execution, the applicant will be required to provide a performance surety bond of 120% of the infrastructure cost, which has not been completed, in the amount of $1,607,867.65. The project meets the technical requirements of the City Code and Florida Statutes, Chapter 177 FS. Recommended Action: ADOPT RESOLUTION 2024-XX APPROVING THE FINAL PLAT AND AUTHORIZING THE MAYOR TO EXECUTE THE PLAT AND STAFF TO ISSUE A FINAL PLAT DEVELOPMENT ORDER FOR APPLICATION NO. 5573 226  City of Palm Coast, Florida Agenda Item Agenda Date: April 16, 2024 Department WATER AND WASTEWATER Amount $60.500 UTILITY Division Account # FUND 5401 WATER/WASTEWATER UTILITY OPERATIONS Subject: RESOLUTION 2024-XX APPROVING PIGGYBACKING THE CITY OF FERNANDINA BEACH, FLORIDA CONTRACT WITH TAW POWER SYSTEMS, INC., FOR GENERATOR MAINTENANCE AND REPAIRS Presenter: Peter Roussell, Utility Deputy Director Attachments: 1. Resolution 2. Contract Executive Overview Background: Council Priority: D, Sustainable Environment & Infrastructure Generators, like any other equipment, need to be regularly maintained to achieve a long service life and to maintain reliability. By establishing a well-planned maintenance program, it assures us that our emergency equipment is kept in top condition which is crucial for ensuring that generators will start and run when needed, it will also protect our investments. City staff is recommending piggybacking the City of Fernandina Beach Contract #ITB-23-26 with TAW Power Systems, Inc., for over $50,000.00 through 10/1/2024 with 2-year renewal option for generator maintenance services and repairs. Piggybacking existing competitively bid contracts is considered advantageous because, we can immediately leverage the competitively awarded contract prices without the need to go out for a time-consuming formal bid, wait for the bids to come back and abstract the bids. By using this contract, we can save a significant amount of time compared to the typically lengthy process while still leveraging the best value of a competitively awarded agreement. The Fiscal Year 2024 Budget includes available funding appropriated by City Council for the services of maintenance and repairs for generators. 245  SOURCE OF FUNDS WORKSHEET FY 2024 UTILITYFND UTILADMIN Other Contractual Svcs 54019000 034000 $38,500.00 Total Expended/Encumbered to Date $29,071.11 Pending Work Orders/Contracts $0.00 Current (WO/Contract) $2,000.00 Balance $7,428.89 SOURCE OF FUNDS WORKSHEET FY 2024 UTILITYFND WTP 1 Repair and Maintenance 54019086 046000 $382,500.00 Total Expended/Encumbered to Date $343,218.80 Pending Work Orders/Contracts $0.00 Current (WO/Contract) $16,500.00 Balance $22,781.12 SOURCE OF FUNDS WORKSHEET FY 2024 UTILITYFND WTP 2 Repair and Maintenance 54019087 046000 $132,500.00 Total Expended/Encumbered to Date $59,988.84 Pending Work Orders/Contracts $0.00 Current (WO/Contract) $15,000.00 Balance $57,511.16 SOURCE OF FUNDS WORKSHEET FY 2024 UTILITYFND WTP 3 Repair and Maintenance 54019085 046000 $67,980.00 Total Expended/Encumbered to Date $24,849.39 Pending Work Orders/Contracts $0.00 Current (WO/Contract) $27,000.00 Balance $16,130.61 Recommended Action: ADOPT RESOLUTION 2024-XX APPROVING PIGGYBACKING THE CITY OF FERNANDINA BEACH, FLORIDA CONTRACT WITH TAW POWER SYSTEMS, INC., FOR GENERATOR MAINTENANCE AND REPAIRS 246  City of Palm Coast, Florida Agenda Item Agenda Date: April 16, 2024 Department CONSTRUCTION Amount MANAGEMENT & ENGINEERING Division ENGINEERING Account # 21090000-331508-54507 21097011-063000-54507 Subject: RESOLUTION 2024-XX APPROVAL OF A FLORIDA DEPARTMENT OF TRANSPORTATION STATE-FUNDED GRANT AGREEMENT FOR CONSTRUCTION OF OLD KINGS ROAD WIDENING PHASE II PROJECT Presenter: Carl Cote, Director of Stormwater & Engineering Attachments: 1. Resolution 2. Grant Agreement Background: Council Priority: B. Safe and Reliable Services City Staff is requesting approval of a Florida Department of Transportation (#453209-1-54- 01) State-Funded Grant Agreement for the construction of the Old Kings Road Widening Phase II project. The estimated project cost for construction is $24,801,308.00 the department agrees to participate in the project cost up to a maximum amount of $18,380,000.00. The estimated city-funded portion for this project is $6.5 million. Funds for this project are budgeted out of the five-year Capital Improvement Transportation Impact fund, Utility Capital Fund and Stormwater Fund. The project design scope will be an expansion of Old Kings Road from a two-lane roadway into a four-lane roadway from Kings Way (north intersection) to Frontier Drive. The scope will include replacement of the existing crossdrains (2) at the Big Mulberry Branch crossing (just North of Frontier Drive) with concrete box culverts due to deterioration of the metal culvers. The original design for this project was completed in 2020 but required modifications to conform to the current Florida Department of Transportation specifications. On August 15, 2023, Council approved a work order with DRMP, Inc., the original plan designer, to complete these modifications. This item is to approve a Florida Department of Transportation State-Funded Grant Agreement (#453209-1-54-01) to receive funding for the construction of the Old Kings Road Widening Phase II Project. Recommended Action: ADOPT RESOLUTION 2024-XX APPROVAL OF A FLORIDA DEPARTMENT OF TRANSPORTATION STATE-FUNDED GRANT AGREEMENT FOR CONSTRUCTION OF OLD KINGS ROAD WIDENING PHASE II PROJECT 263  City of Palm Coast, Florida Agenda Item Agenda Date: April 16, 2024 Department CONSTRUCTION MANAGEMENT Amount & ENGINEERING Division ENGINEERING Account #2109000- 334490- 54416 Subject: RESOLUTION 2024-XX APPROVAL OF A FLORIDA DEPARTMENT OF TRANSPORTATION STATE-FUNDED GRANT AGREEMENT FOR THE BELLE TERRE SAFETY IMPROVEMENT PROJECT Presenter: Vineesh Crawford, Traffic Engineer I Attachments: 1. Resolution Background: Council Priority: B. Safe and Reliable Services The purpose of this project is to enhance traffic operations, improve safety, and increase roadway capacity along Belle Terre Parkway. The proposed Improvements are based on recommendations from the Belle Terre Pkwy/Blvd Intersection Analysis that the River to Sea Transportation Planning Organization completed in January 2016. The proposed project will improve safety along Belle Terre Parkway by addressing the turning movement conflicts at intersections along the corridor from Royal Palms Pkwy north to Pritchard Drive Intersection. The design will provide access movement improvements that eliminate turning conflict through an access management plan to eliminate certain turning movements along this stretch. In addition to the access management, the proposed project will add or modify either right or left turn lanes and restrict movement as recommended by the completed study. These improvements are intended to reduce the number of rear-end collisions as well as improve traffic flow. City Staff is requesting approval of a Florida Department of Transportation (FDOT) (#453210-1-54-01) State-Funded Grant Agreement for the Belle Terre Safety Improvement Project. The estimated project cost for construction is $4,488,170 and $514,855 for construction engineering and inspection services; the department agrees to participate in the project cost up to a maximum amount of $4,500,000. The estimated city-funded portion for this project is $503,025. Funds for this project are budgeted out of the five-year Capital Improvement Transportation Impact fund. Recommended Action: ADOPT RESOLUTION 2024-XX APPROVAL OF A FLORIDA DEPARTMENT OF TRANSPORTATION STATE-FUNDED GRANT AGREEMENT FOR THE BELLE TERRE SAFETY IMPROVEMENT PROJECT 292  City of Palm Coast, Florida Agenda Item Agenda Date: April 16, 2024 Department CONSTRUCTION MANAGEMENT Amount & ENGINEERING Division ENGINEERING Account # 54205509 Subject: RESOLUTION 2024-XX AUTHORIZING THE CITY MANAGER TO SIGN HAZARD MITIGATION GRANT PROGRAM ASSISTANCE APPLICATIONS, AS REQUESTED BY THE STATE OF FLORIDA DIVISION OF EMERGENCY MANAGEMENT Presenter: Maeven Rogers, Chief Sustainability & Resiliency Officer Attachments: 1. Resolution 2. Draft Application Background: Council Priority: B. Safe and Reliable Services The Florida Division of Emergency Management (Division) announced the availability of resiliency funding under FEMA’s Hazard Mitigation Grant Program (HMGP) as a direct result of the Presidential Disaster Declaration for Hurricane Ian. This funding helps communities implement measures to reduce or eliminate long-term risk to people and property from natural hazards and their effects. For Hurricane Ian, Flagler County will receive an estimated $2,768,098.55. The Local Mitigation Strategy (LMS) Working Group, a stakeholder group comprised of various regional officials, chooses multi-jurisdictional projects that promote resiliency and reduce hazards for designated HMGP funding. Three projects were scored as a part of the City of Palm Coast’s capital projects. This item is to seek Council approval to allow the City Manager authorization to sign Hazard Mitigation Grant Program Assistance Applications, as requested by the State of Florida Division of Emergency Management. Recommended Action: ADOPT RESOLUTION 2024-XX AUTHORIZING THE CITY MANAGER TO SIGN HAZARD MITIGATION GRANT PROGRAM ASSISTANCE APPLICATIONS, AS REQUESTED BY THE STATE OF FLORIDA DIVISION OF EMERGENCY MANAGEMENT 295  City of Palm Coast, Florida Agenda Item Agenda Date: April 16, 2024 Department CITY ADMINISTRATION Amount Division Account # Subject: RESOLUTION 2024-XX APPROVING AN INDEMNITY AGREEMENT WITH THE ACTING CITY MANAGER Presenter: Helena Alves, Director of Financial Services Attachments: 1. Resolution 2. Indemnity Agreement Background: The City’s existing 401a Retirement Plan and 457 Deferred Compensation Plan require the appointment of plan administrators. On or about April 1, 2000, the City established a retirement plan fiduciary committee in order to be responsible for various administrative functions with respect to the retirement plans for the benefit of the employees of the City, and act as plan administrators. As authorized under Resolution 2012-98, in recognition of the committee members’ various administrative functions and fiduciary responsibilities, without additional compensation, the City has agreed to indemnify the committee members. The indemnification is in respect to any and all claims, losses, damages and expenses which may be incurred as a result of, or arising out of, the performance of the members’ duties as part of this committee. Pursuant to Plan Resolution, as of August 21, 2020, the positions that serve in this capacity are the City Manager, Financial Services Director, Human Resources Director, Public Works Director, and the Fire Chief. Recommended Action: ADOPT RESOLUTION 2024-XX APPROVING AN INDEMNITY AGREEMENT WITH THE ACTING CITY MANAGER 315  City of Palm Coast, Florida Agenda Item Agenda Date: April 16, 2024 Department FINANCIAL SERVICES Amount Division Account # Subject: REPORTING OF EMERGENCY AND SOLE SOURCE PURCHASES FOR MARCH 2024 Presenter: Lauren Johnston, Acting City Manager Attachments: 1. Emergency and Sole Source Purchase Report Background: Attached is a list of all emergency and sole source purchases for the month of March 2024, in accordance with Sec. 2.25 of Chapter 2, Article 1 Division 3 of the Code of Ordinances of the City of Palm Coast (Procurement Policy). Recommended Action: FOR REPORTING ONLY - VIA CITY MANAGER COMMENTS 321