Good afternoon. I'd like to call to order this regular agenda review for this the uh 20th day of August 2025. Can I get a roll call, please? >> Yes, Mr. Mayor, Commissioner Dolison >> here, >> Commissioner Mercer
>> here, >> Commissioner Dansler >> here, >> Mayor Prom Yates >> here, >> and Mayor Bong >> here. We'll have our invocation pledge and then we have some presentation. But tonight we have a presentation from the chamber.
Miss Cleveland, would you please come forward? >> You ready? >> All right. Thought we were pledging first. I apologize. Um Betsy Cleveland, president CEO of your Winter Haven Chamber of
Commerce. And with me, I have the chair of my board, Nick Plot, and my chair elect Barnhart. So, I will start off and I'm going to start off on a personal note. I am going to say that when I um was blessed to take this position, I
have been so welcomed by commissioners, city staff and community. And it truly has meant so much to me. Everyone has welcomed me, embraced me, and willing to collab collaborate with me, which has been made my job so much easier and a
pleasure. So, I just wanted to personally thank you for that. So, I just wrapped up my first year last week. Um, and I wanted to throw out some quick stats to you of what we have accomplished in that year. Um, we with a staff of five, keep in mind, have had 43
events this year. We have done 43 events. That does not include 32 ribbon cutings. So, we have done a lot this year. Um, we have also had 101 new members join our chamber. Out of the events we have, the Taste of Winter
Haven and Community Fest also serve the community, not just chamber members. We served over 400 people at our Taste of Winter Haven, and we had 115 vendors sign up for their community fest, which of course thousands come down to our beautiful Central Park to enjoy that.
Um, we just had our first ever barbecue in the breezeway, which is our membership appreciation event, which is free for our members. And we served over 300 members that came through our breezeway and grabbed a hot dog and a burger at no cost to them. And I was pleasantly surprised at always. I love
the particip participation with the city. We had a lot of city um staff come over and were able to enjoy that time with us. Um, we now have 20,000 followers on our socials. And some quick stats for our lobby. I want to point this out because our lobby is just not a
lobby for our chamber members. It is also a welcome center and a visitor center as well for our city. So, we approximately have served 1,250 walk-ins into our lobby in the Chamber of Commerce. Um, we've answered calls,
that's approximately 3,750 calls we've taken in. And those are not just members calling. They are wide range and we help them all. We have visitors coming looking for directions. We have visitor calling and coming and looking for directions looking for businesses. We have them calling um how
do you start a business? So we tell them where to go their business like get their business license and how you start for that. Um we also have funny calls and I just talked with um um Miss Anne who does our lobby on Mondays and she said the other day I had a call um where do I get my hog slaughtered and then I
had a lady call. She said I had a lady call and she said I am lost. Where am I? and and goes, "I don't know. Where are you?" And she goes, "I don't know. That's why I'm calling you." So, she stayed on the phone with her and looked at the landmarks and guidance. So, again, we are a member-driven organization, but we do serve the
community as well in visitors, and we couldn't do that without your partnership, collaboration with you, and I just wanted to say thank you so much. It's been a pleasure, and I look forward to all the great things we're going to do in partnership with you. >> Yep.
>> I need to follow that. She said pretty much everything I was going to say. Just speaks to how incredible Betsy has been. Uh, good afternoon, commission, Mr. Mayor, city staff. My name's Nick Plot now with Advent Health. So, if anything happens with your power, I have a new name and number for you to call. But,
uh, you know, this has been an incredible year. Uh, Betsy Cleveland started with us just a little over a year ago and has just hit the ground running. Um, just a tremendous amount of new ideas. kind of the revamping of the um cookout and the breezeway for our members was mostly her idea and she just
uh it was an incredible event well attended. I want to thank uh commissioners and city staff for always attending and coming out in full force for our events. Team Michael is your representative to our chamber and does a phenomenal job um representing you on the board, attending our strategic
planning event and really contributing. Um and first and foremost or at least want to express thank you for your continued contribution to our chamber. Um it means a lot. Uh there's a lot of cities that have a passive relationship with their chamber and you are not one
of them. So thank you so much. Um Betsy is and her team have done a tremendous amount with the chamber finances which are in tip-top shape and is just doing everything she can to squeeze every dollar out to make sure it goes to programs to the benefit of our members.
So thank you for your time today, Miss Anne Bhart. >> So I'm going to be very short and sweet and I'm going to thank you all very much for your contribution to the chamber. can't tell you how much I look forward to working and Betsy and I have worked
together um in several other lives uh chamber related and non-chamber related and I can't tell you how delighted I am to be partnering with her, partnering with the city. Thank you again for all that you do, for all the contribution and look forward to what next year will
bring to our great city. So, thank you very much. >> All right. Thank you all. Thank you. A great report. >> Mr. Mayor, if I could add a few comments if that would be okay. Um I do want to commend the chamber. You know, the uh
this for number of years they've done their strategic planning retreat. Um and I want to say that over the past in the time that I've been involved with the the chamber, that retreat has improved year-over-year. Very strategic, very forwardinking, very collaborative with your business
community. And um you know, as I've said time and time again, we don't have to do all things in local government. We have to make sure all things get done in in the business community. While we work very closely with them on individual issues, chamber does provide a a a
strong portal for us to get information out to our members in the in the community that are business owners, our our local folks. um and also bring back information to us of the challenges that they're facing where we can collaborate
to try and identify ways to to mitigate some of that. So they had a really strong retreat in July and uh have a a big bold year ahead of them. I do want to comment on something that Mr. Plot mentioned um and that is the the
financial status of the of the chamber at present time. uh in the time that I've had the privilege of serving on their board, it is as strong as it has ever been despite the challenges of an economy. Um and I think that that speaks well uh to the value that businesses
place on a good chamber of commerce. I think the relationship they have with us and certainly um navigating what members need today versus what they needed precoid is very different. um and Betsy and the and the
leadership team at the chamber and uh both Mr. Plot and Miss Barnhard have have taken an active role in trying to identify what those new needs are and how we can position the Chamber of Commerce to address those for the future. So >> I had a question and Betsy
T, one of you guys own this, but do you guys on your reserve, I know you have a reserve line, do you actually fund your reserve? Do you still fund it or is it just a phantom number? um >> fully funded, intend to fund more every year.
>> Good. Well, the reason I say that is when I was president of the chamber, they didn't fund it. And that was something that Cindy Price and I fought tooth and toenail to make sure that we have that on the line, but from now on, we want to start putting money in there. >> Yes, sir. >> And I just want to make sure it's been that long, but I'm like
>> I hope we can go back to your old way. I'm glad you still do that. So, good. >> Absolutely. Just curious. There's probably some M&M's still floating around the chamber from from your time as chamber president as well. >> Howard Beckard still has my time. >> Mayor,
>> yes. >> I I know you said that you had 101 join uh members. How many do you have now? >> A little over 700. >> Okay. Thank you. >> Anyone else?
Well, thank you. >> Thank you. >> Keep up the great work that you do. We are very proud of our chamber. >> All right. Uh, next items. We don't have u no developments of note. No ordinance
is second reading. We have the consent agenda. Some of the items uh don't really need an explanation, so I'll just let you take it. uh tea and run through it. >> Thank you, sir. And please stop me. I'll
touch on all these, but if you have questions, please stop. And staff is here to answer those. The first item you have this evening uh for consideration on Monday was a uh grant agreement amendment. This pertains to an FD grant that is for partial funding of the Sapphire Necklace creation that would
support the pre-construction design activities for the Sapphire Necklace Wetland Storage Nature Park. That's a mouthful. at Bradco property. Um, this was scheduled to expire in uh at the end of this calendar year. Uh, but there have been some delays in that project. As you know, we brought on RES as our
public private partner in that effort and city has negotiated with DP and they have agreed to execute amendment number one which extends the completion date of that work until December 31st of 2026. No additional cost, just a time extension.
>> Time frame. Second item is the award of the AMI infrastructure installation uh bid. This is uh something we put out the bid in June of this year. It was a rebid at that time um to install new AMI
towers. These are the towers that collect information from the water meters and transmit that back to us and allow us to have a a more I'd say efficient and effective dialogue with our our water customers when it comes to what you know how their their services
if they have high usage or if there's leaks. We catch those things much quicker. This project expands the AMI receiving antennas from the existing 14 to have a total of 21. So we'll add seven towers. It's a little hard to see on the map here. Um the red ones, if you
can make those out and maybe we can improve this map for Monday. Red ones are existing and the purple are the new ones. Um so you can see we're starting to get better coverage throughout the area. Construction on this is expected to begin in uh next month and take about
120 days to complete. Total cost for this is $234,17744 and that is a budgeted item in the current fiscal year. And the contractor with that um Gary, I'm trying to remember who who got that bid. Let me see if I have it here real quick. Um
Tower Systems, Inc. of Winter Park, Florida. >> Next item for consideration. >> Does that get us to 100% coverage or how far away are we from? Gary, I'll let you give an update on coverage there.
>> Good evening, mayor, commissioners. Um, we're currently at about 65%. We think that with the addition of these towers, we we will push beyond 95%. Our target is 98 99. We never will get
completely to 100%. But very close. So, we'll be close to 100%. Is that because some just don't have the digital read meters or >> It's because um these work off of uh frequencies. So if you get objects in
the way of where the antennas are um it'll block the the signal so that uh we can't read that particular meter >> and you just have to manually go out and >> we um >> we have vehicles that drive the route and they can pick up the signals from
vehicles. Commissioner Yates, I was thinking with that question you just asked. You know, it wasn't too awful long ago in reality in the early 2000s that we still had people going around with the long stick to flip the lids and punch in the
numbers. And for the past many years now, we've been able to just drive and with with those new meters that we have, it picks up that information as we drive through. These towers allow us to not even have to do that and gives real time
transmission of data um daily versus just when we have to drive through. >> What are the dimensions of the tower itself? >> I believe um I don't know the exact dimension, but I believe they're in the 75 foot range. >> Oh, really? >> Yeah. >> Wow.
>> Yeah. >> I don't know. I don't notice I don't know that I've ever seen one. That's what I was curious as to, you know, what you >> We have some towers at our uh current some of our list stations. So, you they're out there.
>> Kind of like a parking garage. We must have done a good job hiding them. >> Yeah. They're they're not they're not easily identifiable, I guess, in the sense that with with other poles or utility things that are out there. >> No, sir. >> Do you have them on the water tanks,
ground storage? Yes, they're on all of our water tanks >> on the top. So, you wouldn't see those obviously. >> So, all of these on the water t No, we don't have that many water tanks. >> We have five water tanks. So, all the
the five water tanks have an antenna AMI antenna on it. >> I was trying to zoom in on the iPad, but the streets don't come up. So, >> and we can get you a a printed map to make it a little easier for Monday. Make
sure you have one. >> Yeah, with a very large service area, it's hard to show the exact locations. >> I see. >> Um, but we can provide you that information, street as addresses and such. >> But the red ones are the new ones.
>> The purple ones. >> Purple. So, I was looking like the one at Lake Albert, that's a water tower. The one near Lake How to the east of Lake Howard. That's the downtown water tower. >> Magnolia. >> No, that should be that's existing
there. That's >> Yeah, I know. I was just trying to >> Yeah, that's Magnolia. The one a little bit further south, that's Third Street. >> That's the other water tower. >> Yeah. >> Yeah, that's what I was thinking. >> Right. >> The new ones will come online. So, did you mention that they'll come on? They
come on automatically once the tower is up and operational. >> Yeah, you you will the expected time where they those will be up and operating for us >> 120 days, >> right? >> Hopefully before the end of this calendar year will be up and operational. It's a real benefit for our
customers. They they get real time information about their water usage and if there's a leak in their home, we know it right away. >> Wow. we can see it and then we send a message out to them. Hey, you you've got an issue you need to take a look at it.
>> Cool. >> Okay. >> Next item, Gary, you might as well just stay at the podium in case there's additional questions because we have a number of water department items, but next item is um item 10 C. This is pertaining to the extension of utilities
out to the future Winter Haven Water Administration facility. We put this out to bid in late June of this year. We had five proposals that were received. The low uh the lowest and most responsive bid was from Tucker Paving right here in Winterhaven. Um they met all the
requirements for this project and a recommendation to award was posted in early August with no bid protests received. The project extends the potable water man installs sewage force main. uh places fiber optic along
Buckeye Loop Road from Buckeye Terrace Boulevard to Buckeye Road North. Uh those additions, as I mentioned, will service the proposed water department administration and operation facility. Um that is what you see up to the north there in kind of the uh the blue boxes
and yeah, that area right there is going to be the new facility and you can see the lines are coming from all the way down on uh uh Dundy Road. um quite a ways away. So that's how we get service out to that area. Funds are budgeted in
this fiscal year along with uh additional funds in the 2526 fiscal year. Total cost for this project $1.1 million. Um we expect this to begin construction in sometime in September.
This also carries with it a 120day window for completion. Okay. Uh, next item is uh pertains to the purchase the advanced purchase of some materials for a project within the water department. So, in December of 20123,
reclaim transmission mains between plant 2, which is in Florence Villa area, and plant 3, which is in the very southern portion of the of the city, were interconnected. uh to improve water pressure in the reclaim system, a reclaim bypass line will be installed.
It will allow us to take reclaimed water from pump plant 3 and pump it directly into the plant 2 groundwater storage tanks. And that essentially converts plant 2 into somewhat of a booster station. Um allows us to fill those tanks quickly, make sure we've got very,
you know, a sufficient supply of reuse water to meet the demands. As you know, when it's hot out, uh we don't have a lot of rain, we draw down that reuse water routinely, and people that are on the system can't irrigate and don't have access to the water. So, this will help
uh address that. There's three phases to the project. The first phase is actually already complete. We did that in-house with staff. Um, and that involved uh construction of about 1,800 feet of reclaimed main from the existing tanks at plant 2 across some city-owned
property to the north side of Motorpool Road. The next two phases include construction of a reclaimed main along Motorpool Road in conjunction with Motorpool Road improvement project. That's another item we'll talk about momentarily. Um, that's expected to begin in October
of this year. And then the third piece is the installation and programming of a valve on that plant 2 reclaim tank system to regulate flow and pressure. Uh that will be that portion will be installed by the water department staff also beginning uh sometime in October.
What we're we're proposing this evening or for Monday evening's consideration is to go ahead and pursue the direct purchase of the materials for this project. This would be off of a piggyback bid out of Sarasota County. Um, total cost for to buy all the
materials necessary to do the work is just over $48,000. In doing this as a direct purchase now, we'll see a cost savings of just shy of $70,000. So, it's getting all the materials up front so that we can move forward with
those those uh improvements. >> Gary, I just had a quick question for you. How much of our reuse water are we actually capturing? >> So plant two flows about uh 1.1 million
gallons per day. Plant 3 is flowing somewhere around 4 and a half to 4.6 million gallons per day. We use all of the water from plant two goes out to the irrigation system. from plant three. It
it varies depending on demand, but we're probably in the range of uh a million to a million and a half gallons per day that's used for irrigation out of plant 3. The remainder of that is discharged
currently to the Peace Creek Canal. All right. Thank you, Gary. The um next item is just your admin your uh travel for the commission to attend the Florida League of Cities Legislative Policy Committee meetings. Those are scheduled in September, October, and December. Uh so
we put all those together to go ahead and approve your travel for those of you that will need to to do so based upon your committee assignments. Uh item 10E, I'm sorry, 10F is pertains to South Lake
Howard Nature Park. Uh back in February of 24, we a the commission awarded a design build contract for that project to Whitehead Construction. Project was broken up into three phases uh with phases one and two both being tied to
grant requirements. Phase one was initially completed just a short period ago that satisfied the requirements of the uh FURDAP grant, recreation improvement grant that we received for the project. Phase two pertains to storm
water and wetland infrastructure and phase three is is much further out. That would be the ultimate development of a nature education facility on the property. As I mentioned, phase one was completed in late spring of 25 and Whitehead is now prepared to begin
construction on phase two again which pertains to storm water and wetland infrastructure. Funding associated with phase two requires that we complete that work by the end of 2026. So, we have just a little less than a year and a half to complete the work there. Uh,
Whitehead's expected to start construction in the beginning of October and it's expected to take up to 9 months to complete the work. The cost associated with phase 2 specifically is $2,970,474 and we've identified within your fact
sheet the funding sources for that. Uh those include $1.35 million from the storm water operating budget of which $450,000 is reimburseable through the H Heartland Headarters grant award that we received. There's uh approximately
$260,000 that will be funded through storm water cash carry forward. We have some funds that were contributed to the city by CSX when the uh ILC project first came to light. uh $200,000 that are available
that will go towards this project. There is a contribution of $1.09 million in park impact fees and $70,000 that is available uh for some of the walking features in this area that comes
to us from payments in lie of sidewalk fees. Uh so what we're going to recommend for Monday is to amend the overall guaranteed maximum price for the project to account for what's in phase two work. And Andy Palmer is here if you
have any specific questions on that project. Um this will this will expand the overall acreage and development and accessibility of of South Lake Nature Park which continues to be one of the most heavily used facilities we have in our park system.
>> Okay. Okay, question. >> All right, next item. I mentioned the uh wastewater treatment plant 2 work and how it it ties in with some work on MotorPool Road. So, back in uh January of 22, so
going back, you know, three plus years here, we issued an RFQ uh for design build efforts at Lake Kai Nature Park, which you all were part of the grand opening just a short period ago. That RFQ also contemplated any needed
vehicular or pedestrian improvements to access that site, including any off-site work. Uh on January 8th, 2024, a design proposal for the Motorpool Road Corridor pedestrian and vehicular improvements project was brought before the commission for approval and award. The
design includes pedestrian facilities from Highway 17 on the west to Motorpool Road with a connection all the way over to Lake Conine Nature Park. Structural improvements to Motorpool Road, drainage work, traffic calming, and associated landscaping. It also includes the
installation of the reclaimed water line that completes that interconnection I was just speaking about for which we are asking to to preurchase the materials. Whitehead has prepared a proposal for the cost not to exceed $3,14,031.
Again, they expect to start construction at the beginning of October and it's expected to take up to six months for the proposed scope of work. Uh we break down within the fact sheet the funding sources for this. So, this includes $1.323 million from the transportation
fund. uh associating with the water improvements, the the reuse water, there is $781,579 from the water department. $424,116 is part of the storm water cash carry forward to account for the storm water improvements that will take place there.
$300,000 from the street's operating budget, $200,000 in park impact fees, and 75,000 from the dark fiber enterprise. So, we're we're tackling storm water, reuse water, uh pedestrian facilities, dark fiber, park access, a
number of different things. Um, you know, Motorpool Road was never really intended to be a public road as it has come to be used over the years. It's a very substandard road and this will improve that not only for motorists but certainly the the large number of
pedestrians that access this uh to get between um you know the bogggy bottom area all the way out to US17 and various services in that neck of the woods. >> Are there going to be any sidewalks? >> There will be sidewalks. Yes, sir. Yeah,
there'll be a U Andy, you want to speak to to what that looks like real quick? >> Uh good good evening. Um on from the Lake Conan on the east side of the corridor where the blue line comes out through Palm Drive that there is a stub out there already to Motorpool Road as
part of the Lake Conine project where there's a trail connection and there'll be a raised crosswalk to the where the corridor starts and there'll be a a side path. it it's a a trail on the uh the north side and that will come around to
where the chain of lakes trail is and the chain of lakes trail that will become a four-way stop there four-way stop for the trail and then a stop for the uh intersection as well and that will be slightly realigned to make that safer. And then as the as the road and
the trail go to the west and then the south, the the road of course stays in the original corridor of the road. The road's just essentially rebuilt with some drainage features. And then the trail portion actually uh meanders over
to the southernmost cemetery road and that is wide enough and that will be restriped uh four to five feet for a pedestrian corridor on the south side and then the other portion will remain as a cemetery road and then that will actually take you out to uh US7 and
there'll be a little sidewalk connection from US7 to the uh cemetery road and then that portion the east west portion there to about where the um road goes back to the north will be the pedestrian corridor will be within the cemetery road.
>> All right. >> So I apologize if I missed it if I did. Um but at the connection of motorpool and Avenue Y was that did I miss that >> there? Okay. So the that is that will become an allway stop as well and that
intersection is slightly realigned to be safer. Weren't we weren't we thinking of a roundabout there potentially or >> We did look at a roundabout there as part of the early design of the of the corridor and what we ended up looking at
was it was going to actually go into several areas of private property and it wasn't um after it was reviewed by all the folks have to access motorpool the garbage trucks and and it on a daily basis it wasn't really well received
from uh all the large vehicles that would have to go through several times a day. And again, it was actually we would have had to ob obtain some property, but the but the intersection improvement that is happening there is like I said, it does slightly realign the
intersection and it will be a more of a standard intersection. >> Okay. >> Okay. Next item uh for your consideration for Monday evening is the state housing initiatives annual report. Uh very excited to bring this item for
you. We have uh Nancy Hurley with us this evening. Our um affordable housing uh compliance manager uh who has been working feverishly on this along with Cedric Cox and members of our uh affordable housing advisory committee to which commissioner Dancler is your
liaison. So the SHIP program provides funds to eligible local governments as an incentive to create partnerships that produce and preserve affordable home ownership and multif family housing. In order to receive those funds, each locality is required to submit an annual
report which is encompasses two years. So our report that we're presenting uh Monday evening is for ship fiscal years 223 uh and uh along with interim report for 2324
uh just to give you some insights city received a distribution of 400 let's say $490,000 for fiscal year 223. In addition to the distribution the city also received some hurricane housing recover recovery program funds. uh we
earned interest and there was some program income that was used for 24 residents uh were assisted with that funding distribution for 2324 was just over $626,000. Those funds have been either expended or
encumbered and the remaining clients are awaiting to be uh waiting the contractor to begin the work. So, we, you know, think about we went from having uh close to $2 million on the books and and through the work of of Eric's team, particularly under um Cedric and and
Diane Durr and now with Nancy, they have worked that number down and got that money to where it needs to go. We're not required to report out on fiscal year 2324. uh the ship's distribution ship this but the city's distribution which was
expended or encumbered totaled 64 almost $650,000 for that year. Um so this is the annual report that we're required to submit. Uh so we're going to recommend the city commission upon your review of that authorize uh the mayor who has to
be the one who actually signs off on that to uh have staff submit that to Florida Housing Finance Corporation. So, they're doing really, really good stuff there and it's great to be able to submit this. I think this is probably the earliest that we have brought this forward for the city commission in any
given calendar year. >> Is your intention to actually do the report Monday night or >> we can whatever you like. I mean, NY's here if you have questions. It's it's a consent item for Monday and we can move that to a new business if you like. But >> you just kept saying you're we're going to give you a report Monday night.
>> It's in your packet. the rect and it's only it's like a fivepage it's I hate to say this it's it's the it's the compliance report and so it's a bunch of numbers and and that you have to put in their format to to get to
them. Um the local housing assistance uh program document will come Nancy does that come at a later point in time for the commission? >> Yes. >> So that's I think that's the the bigger report you're you're looking for. This is the compliance report. The only reason I bring it up is when when I sit
right over there and we have our ship meeting, it's they always care what we think. And if I can say, "Yeah, we had a meeting on it and we talked about it. If it's five page and you can do it in two minutes, we might want to have you do it or or give it to us now or you know,
just good it's good to say that we covered it. You know, >> there's there's several reports. This is the annual report for the financial part, but there's also an incentive plan, and that's the one that's due in December. So, there's three things you need to get approved for your funding. There's the local housing assistance
plan. Then there's the annual report for the financial part. And then there's the incentive plan. And that's what the Ahack does. That's what's where you sit. The the affordable housing advisory committee. >> Your opinion is we should wait for the incentive report. Is that what you're thinking?
>> Well, we have to do that. that that's at a a public hearing in December and we have a couple meetings left for the A-hack to review those affordable housing incentives. So there's those are those three things that you have to do in order for you to get your your shift money. >> That's fine. Thank you.
>> Any other questions? >> Yeah and commissioner to answer that incentive package. That's the one you know the the Ahack uh I think we started this last year maybe the year before. Each meeting we go through those incentive >> options that are there and see which
ones can we put into play um and and what are the strategies to do that. So that's the one she's speaking that will be reported in in uh later in the calendar year. >> Exactly. And we'll be doing a public hearing in December for that one. >> Are we going to get our money from Tallahassee? I mean what's is that are
we at risk? Are you hearing any rumbling or >> we we got a little bit we got a little smidgen and that was very strange. I've never seen that. It's something different. Then we'll be waiting for other funding. >> You know how much it was? >> $24,000 and some change.
>> There's more coming, right? >> Strange. Yes, >> there's more coming. >> Yes. >> Yeah. Okay. >> And that concludes the items that were on the consent agenda. Um I can go through the resolutions if you'd like me to continue on, Mr. Mayor.
>> Yes. >> Okay. So resolution 25-41, this pertains to the asset management plan for the city's wastewater utility system. So as a condition of obtaining funding from the state revolving fund, the city's required to implement this
asset management plan, also referred to as an AM specific to our wastewater utility system. Must be adopted by ordinance or resolution. So we have it before you as a resolution and have written procedures for its implementation to be eligible for a
financing rate reduction. Uh the AM develops systematic approach to the city's infrastructure from a 40-year life cycle management perspective and provides the basis for achieving maximum value of the city assets. So this really looks at all the assets all the infrastructure within our wastewater and
where you know what's condition what's the forecast on that uh through analyzing risk optimizing cost monitoring performance through the state the the assets life cycle the AM allows the city to proactively maintain and rehabilitate its systems to avoid costly
emergency repairs. Um this was prepared for us uh by outside consultants. um it is included within the resolution and uh yeah so Gary anything you want to add to that of significance certainly you're the the expert on it.
>> Yes. So last last year it's part of the budget city commission approved repair and replacement program the funding for it. So this plan basically supports that program.
It's kind of a strategic road map of what your infrastructure is and how you need to be planning for that. >> We'll do the same thing on the water side. >> Mayor, it's also regulations. >> Yes, it is required. >> Yes.
>> All right. Next item is uh resolution 2542. So on July 28th of this year, we held a public hearing uh related to the non collection of non-advalorum uh assessments specific to code compliance. You may recall that um during that uh
hearing on the 28th of July, owners were given an opportunity to present any objections or testimony regarding the cost of corrective actions to bring their properties into compliance. Notice of that hearing was published and mailed to each of the affected property owners. The NA safe neighborhoods department is
now requesting the city commission impose the unpaid special assessments as non-advalorum special assessments on the affected property owner tax bills and authorize the city attorney or designate to certify and transmit that to the Pulk County tax collector. Um we do pay some
fees to have this NAVA process. The estimated cost to the property appraiser for this year's work is $330. The estimated cost to the tax collector is $660. That's based upon a percentage of the uh the cost associated with the
the actual fines. So you you participated in this in July. This is just the next step in that. >> Any questions? >> All right. Continue. >> Uh resolution 2543. This is adopting the Pulk County
multi-jurisdictional local mitigation strategy. This is an emergency management uh item for you this evening. So the LMS or local mitigation strategies a multi-jurisdictional plan. It's developed to assess hazard vulnerabilities, identify mitigation
goals, and outline strategies to reduce risk from natural, technological, and societal disasters. Pulk County's LMS is updated every 5 years to maintain eligibility for certain state and federal hazard mitigation funding programs and to comply with the disaster
mitigation act of 2000. The 2025 Pulk County LMS was developed through a coordinated effort of the Pulk County LMS working group which includes representatives from the municipalities, special districts, and other participating agencies. Certainly the city of Winter Haven is a part of that process.
Following a review by the Florida Division of Emergency Management, the LMS has received a determination of approval pending adoption. Um that was received in June of this year. The status confirms that the plan meets all federal hazard mitigation
planning requirements subject to the formal adoption by all participating jurisdictions again including the city of Winter Haven. So, by adopting the LMS, the city commission formally commits the city to cooperating in the countywide LMS program. Uh, we maintain
the city's eligibility to apply for federal mitigation grants, something that's very important. And it also ensures the city's hazard mitigation strategies remain consistent with countywide and regional resiliency efforts. There's no direct cost associated with this. This is just
signing on to the plan, making those those submitts so that we are eligible to pursue federal assistance through grants and other means. Uh and so our our recommendation for Monday will be for the commission to adopt the 2025
local mitigation strategy and authorize um that a city manager uh take all the actions necessarily related to performance under our designated portion of that. um Charlie Bird, Drew Newbrand,
uh Chief Monroe, you know, uh Dustin Everett, you number of our staff participate in the creation of the strategies that are specific to Winter Haven and the evaluation of all the Pulk County mitigation strategies.
>> Question. >> Next item is resolution 2544. Uh another emergency management item for consideration. This is uh the state of Florida through the again the division of emergency management is requesting that all counties and cities update the
their statewide mutual aid agreements to the latest 2023 edition. City originally entered into this agreement in 2001 with the most recent renewal being in 2020. Uh, so we've been a party to this for the past really 25 years with the most
recent renewal being five years ago. Pursuant to the Florida Emergency Management Act, the state and its political subdivisions are authorized to provide and receive emergency assistance during disasters, including coordination and deployment of resources across jurisdictions. This really comes into
play when we have a hurricane and we're coordinating with Pulk County Emergency Management to let them know of issues we're having and resources we need. This helps deliver on all those needs, fulfill those those missions that are are generated as a result. Resolution
authorizes the city to participate in mutual aid activities with other political sub subdivisions. It also approves and incorporates the updated uh S SWMMA MA into the city's comprehensive emergency management plan. Again,
there's no financial impact with this and we're going to recommend that the city commission approve uh that mutual aid agreement and authorize us to take action. Therefore, >> questions. >> All right. >> And then the last item, I'm going to
I'll open this up, but pass it off to uh Mr. Labby and city attorney John Murphy to probably provide some greater insights. Um, you know, it it it was an interesting year in the state legislature and we've
had a lot of bills that get put into play come July 1st and this is one of those that speaks to us but really speaks to uh an act that an action that you all routinely participate in and that is the approval of plat. So, in
this past session, uh, the legislature adopted Senate Bill 784, which amended part one of chapter 177 of Florida statutes that require that each plat and replplat of land lying within a municipal limit that are intended to be
offered for recording the public records be first submitted to the city commit the city for administrative approval. This act supersedes local conflicting plat regulations and removes all requirements to hold public hearings and approvals from the city of Winter Haven
Planning Commission and the City of Winter Haven City Commission. In a nutshell, it basically takes the approval of plats out of the hands of local planning commissions and city commissions and requires that they be approved at an administrative level
within a municipality uh or a county. Uh the act also requires the designation of an administrative authority to res receive, review, process and approve or approve with conditions or deny plats and replats.
So, let me stop there and I'll ask John to to weigh in a little bit. You know, historically, when someone is going through the platting of land, you all that comes before you and you you know that that most of the work you get is a commissioner, Eric's, it's Eric's fault.
I just want to say that first and foremost. Um, but plats are are one of those things that you see quite often. um that will no longer be the case that when some when a developer is looking to plat land, they still have to submit all the same stuff, all the same
requirements that go with a plat and they are outlined in great detail in your in your in the resolution itself. Um I think there's what is it 11 different things that they have to submit with that plat. They will now do
that directly to our uh director of economic opportunity and community investment who will affirm that they have all those items, review those items to make sure they're in compliance and complete and then he
signs off on the platting of that land. >> John, you want to add anything to that? I mean, that's a nutshell. That's yeah in a nutshell this as the city manager noted this takes the approval of the plat process which is considered a quasa judicial process. It takes it in house
and it makes it administrative process. Um I believe that the statute was likely designed to help facilitate and streamline the the approvals of plat. uh likely this was probably a developer promoted concept in the Florida
legislature and um so basically they they've required now local governments to include the city to come up with a process that's compliant with what they've articulated in Senate Bill 784. Um, it doesn't change the underlying requirements that have always been on
our books for the plat which are codified in chapter 21 of our land development code in terms of requiring a survey. It requires property information reports. It requires technical information. All those things that were articulated by, you know, on the fact
sheet and in the policy and those are all still required. They also will still be required to post a bond if they wish to commence construction if you know uh 50% or less is is not constructed
um in order to pull permits. They still will be required to make sure that things are dedicated by way of easements and roadways if that's the case. So all of that remains the same. It's just it's no longer it's no longer being processed
in a public uh to the elected or appointed officials. There was a time many years ago when we used to submit plats to the planning commission. That hasn't been the case for gosh excess of 20 or more years. Um and so this now uh
simply takes it out of the purview of the city commission and puts it puts it into into whoever this administrative authority in this case it would be Eric or his position uh within the city's organizational structure. So this is recognizing that
and in fact we have already as a practical matter operationally implemented this so as to comply with state law. State law takes precedence over any conflicting local law that would address these matters. And so we have um as of July 1st for any plat that
have been submitted after July 1st, we've articulated these. I think there's been two or three um I think maybe two that have been submitted since July 1st. All plats that have been in the queue prior to July 1st will continue to be processed and presented to you. Um I
don't know how many there are of those, but uh this is something that is being presented now. the planning commission uh and the staff will be looking at amendments to our uldc chapter 21 to actually codify what are now presented
by resolution. So this is kind of an interim step. Um and you'll be seeing an ordinance uh that will then ultimately codify this matter into the city's code. Uh so right now we're presenting you a resolution, some proposed policy that's
consistent with the new law, and uh we'll uh certainly stand for any questions if you have any. >> I want to point out a couple things with this as well. This is one of those bills that comes about quickly at the end of session and gets signed into law and
only a few days later, maybe a couple weeks at best, becomes effective. um you know and to try and go and change your your code that quickly is just not feasible or realistic. So what the
attorney's office has done for us is created an interim policy as he said that's what the resolution is that spells out what the process is and there's new timelines that Eric's team has to comply with that are I think tighter than they they traditionally
have been that we have you know seven days from the date a plat is submitted to us to respond on are we accepting it are we rejecting it are we approving it with conditions to or you know what are we doing within that and then they have
180 days to complete their their full review of it. But there certainly was not time to to amend the entire code. So what is in this policy being adopted by resolution will come
back to you again once we have the opportunity to fully amend and modify the code to reflect these new state law requirements. So that will take us a little bit of time. We actually met this afternoon uh a number of us to kind of map that out of
what that looks like. But you'll see this again and it will basically be taking the language of the resolution and codifying it. So >> I don't know what I think about this. Um
I don't know what I think about this. I First of all, Eric, you're going to need a raise because you're gonna have to work harder. Well, probably not because he won't have to prepare stuff for us and our hairbrain ideas and all our questions. So, he'll be able to do it based. He'll have to take a pay cut.
>> I can't understand this, John. Is this shifting liability because it's taking it off of us and putting it on the city? I mean, this is a liability thing. I can't understand the thinking here. >> No, I I No, it isn't because at the end of the day, the substantive requirements of platting have remained the same. It's
just a question of the ultimate signatory on the plat becomes the administrative official as opposed to the mayor. >> But we still would we'll still vote on it and approve and see it. >> No, you will not. I I imagine the city manager will likely furnish information and keep you a breast of, you know,
developments that are happening in the city. But this will be a process that will entirely occur within the administrative operations of the city. And that really isn't any different significantly than what's happened now. Right now, a plat application will come
in to Eric's office. They will, you know, review it and process it through and then when it's ultimately ready, they'll present it to the city commission for um, you know, approval, recommendation of approval. >> So, really, Eric won't have to work as hard. But, but the but the but the buck
is going to stop with him, not with us. That's what I'm trying to get to >> ultimately. Yes. That's >> one of one of the other pieces within that. And you know, I don't know what the intent is of the legislature when they they pass this. I think how do we how do we speed up development,
you know, rather than having to wait for it to go before a city commission and have public hearings and all this, you know, let's let's do it, you know, at the administrative level and you submit it and within seven days, you've got to provide some initial
information on that back to the applicant. One of the things we we feel it maybe an unintended consequence of it is that we've been able to, you know, say, "Okay, we're going to take this this item to the city commission at this point in time and the the applicant has
been able to gather some of the additional documents that they need." Well, now if you don't have those documents at the time that you submit that plat, if you don't have all 13 items or 11 items, you know, boxes checked, you know, we can't approve it until till
all those things are in. So, it puts a little more requirement on developers. You you got to have everything done upfront. And and I think to to um segue on or to elaborate on what city manager has said is the the statute now requires
the state law that when an applicate application is received by the city, we have seven business days to look at the application and see is it complete? Does it requ that that that are required? And within seven business days, we have to notify
the applicant whether it's complete or if it's not complete, what it's missing and how do they comply? How do they bring it into compliance? How do they meet the requirement? We also have to describe to them as we've been doing the actual uh 180day timeline that we have
to uh process the plat and ultimately get it approved or approved with conditions or denied. And assuming that the plaid is approved with conditions and there are any conditional requirements that the developer has to
perform or the applicant has to perform those conditions must be uh completed within 90 days. So I think it encapsulates in an administrative process what we have always been doing or traditionally been doing but it takes
away the public hearing and it takes away the governing body's involvement in the process. >> So let's let's assume Eric says no to somebody or they don't get what they want. Can they then come to us or we that we it it all stops with him. >> It it it then would become a final decision of the city and they can be you
know appealed or um you know there would be a recourse. That's how the legislator is half lawyers. I'm trying to think, are we are we setting our I guess we don't have an option really, but I'm trying to think about the liability of us getting sued because they can't sue us as commissioners. They can, but we
have immunity. >> No, that Well, if we got sued in any instance, they'd sue the city of Winter Haven, not you all as individual commissioners. >> Potentially sue him now. >> Not likely. Not if he's working within the course and scope of his employment. But if he turns somebody down and they and they feel they've been
>> they would see the city Winter Haven. >> Yeah. >> Which they could do now, I guess, >> which they would that's how they would do it now. >> Makes no sense to me, but whatever. >> Okay. >> And the the other thing that this does uh is it also allows for the dedication of infrastructure, easements for water,
wastewater, you know, any um roads if there are any. Those types of things that are traditionally accepted by the commission, those are also now also accepted by the administrative official. So there will be, you know, ultimately what will come out of Eric's office will
be a document. It might look like the resolution that you all passed, but it will be a a formal order or a formal document that will encapsulate and memorialize very similar to how we do it now, but it will just be something that will be done by by
>> So Eric's life will get better because he won't have to interface with us so much. Not as many questions. >> I mean, that's that's a that's a judgment call. Uh he might like to interact with you all. So he might feel >> he'll find something else to bring to you. So, so my question is, and I'll
butcher this terminology most likely, so I apologize, but would it give any more value for us to now re-evaluate what our allowances are for these subdivisions, meaning setbacks and lot
sizes? And >> funny, you should ask >> to um you get where I'm going. >> I do. >> To control what what could be developed in our community. This is >> yes, but no. >> But no, this is an example of this. This
another bill, Senate Bill 180, which we've talked about >> and and that really does prevent us from doing anything within our land development code in our comprehensive plan and processes that would be considered more burdensome or restrictive than what was in place in
August of 2024. And if a hurricane strikes within 100 miles of Poke County and we're declared a disaster, it will it will continue to uh prohibit that. Right now, it's until October 1st of 2027
unless a storm comes in and then it will continue to potentially go forward. So while you would think that this might be an opportunity to do that, that is not something that would be afforded us given the other legislative enactment
enactments and laws that have gone into effect. >> Yeah. >> Rule. >> So we're just the ones that are going to continue to get yelled at and we have no control over >> pretty much >> ultimately what gets developed. And you know Tallahassee never does anything to
hurt a developer. It's pretty clear that that is their policy up there. >> I mean, you'll still see, you know, zoning, land use, those types of things, but >> that are own that are owner property owner initiated, >> right? I I'll get on the soap box again and you know this is this is the garbage
of of Senate Bill 180 is that yeah you you think hey let's let's look at lot sizes and rightway requirements and other conditions of development but because of Senate Bill 180 you can't do
any of that you're prohibited from it unless there's some type of amendment or glitch bill that comes forward in the next session and and we need to strongly we advocate for that that that's we're handcuffed >> or unless you participate in litigation that would challenge we talked about
that and I'll bring that up under my report >> but yeah I think um Mayor Procham you've probably articulated that in a pretty >> pretty clear way um your words not mine but um you know that's probably accurate
>> so like I said this is the resolution just to establish the policy for administrative plat approvals and then I I sense um you know probably not word for word but very consistent with exactly what's written in this policy was what we'll work to to
codify uh through an amendment to chapter 21 and that will come back you know as soon as we can make that happen. I know planning staff has worked on this the better part of the summer since the bill came across and it just takes some time to make that happen.
>> What if we said no? just just curious. >> I mean, if you said no, it would be it would be um you know, that would be construed as not being consistent with state law. >> The better the the better thing to do
>> call Grady and get come get me or what? >> The the better thing to do Well, I mean, I don't I think that would be the least of your concerns. I think the better, you know, it would be eligible for grants and and you know, other funding sources that the state has control over. But >> you know, come get us one there. Doge
will suddenly appear at our doorsteps if we say uh no essentially is what you know. >> Yeah, I I think the better thing is to say yes to challenging Senate Bill 180. But um I I do think that that um if you
said no um it's similar to that you know that dynamic that happened with that RMA the agreement under 28 >> for ICE >> for ICE and all that. I mean >> January city stuff. >> Yeah. >> Similar. I think the dynamic would be very similar. >> That was there's money involved in that.
>> Well I mean but the state still holds the purse strings to a lot of funds that we >> saying >> that we get. there's there was hard money dollars there. >> Yeah. The the other thing to to answer your question that if if we did not do this, developers or applicants would likely initiate litigation against the
city of Winter Haven and they could get their attorneys fees and costs and so you'd be looking >> the in the end the attorneys always win >> and and well I think the legislators >> well at least half of them >> at least half of themast the legislators are comprised of a lot of lawyers probably
>> um >> so you know I I'm >> all All right. Anything else? >> This. No. >> All right. We have no ordinances. Uh first reading. We have no new business.
We have our reports. Is there anything? >> Uh the only thing I would ask is if the city manager would if you all are agreeable. Could I add in on Monday, not tonight, um further uh dialogue with you all regarding Senate Bill 180 and the legal challenge? I think I discussed it
briefly um at the I think it was July 23rd workshop agenda review session meeting um and then we held off because Mayor Proan Yates was not here for the August 11th meeting. Um and anyway, I just if you're okay with that, we'd I'd
like to add that so that we can talk about that on Monday. >> Is that >> okay with y'all? >> Yes. City clerk will add that to the >> agenda and republish. >> That'll be fine. >> Thank you.
>> City man, do you have anything else? >> No, I hope you all had a good good conference last week. It was enlightening and um I'm sure we'll have a lot to talk about on Monday night regarding that and it's good seeing uh our colleagues there. That's all I have.
>> All right. Emergency matter is not received. Motion to adjourn. We stand.