good afternoon i'd like to call the agenda review session into uh order can I get a roll call please yes sir commissioner Dison here commissioner Mercer here commissioner Dansler who is not present
Mayor Prom Yates here and Mayor Bong here well we have the uh president pledge of allegiance and then we have uh several uh proclamations and they all are going
to be presented Monday night uh yes sir and just um sorry my microphone back on the um the four presentations will or proclamations we'll do as normal and then have the commission be receded for the presentation from our auditor unless
you want to have your picture taken with the auditor but I don't it's not real exciting [Laughter] all All right so then we have the minutes and
comments from the audience and then the second readings we've heard them once any updates no sir everything is uh remains the same as it was on first read all right so that's with all of the
ordinances so then we get to the consent agenda so the first item is in continuation of the presentation that Malden and Jenkins will uh make regarding the audit and this is the um the acceptance of the of the acter
and the CRA's audit i'll just tell you ahead of time that the very you know exceptional audit again um no no findings no management um letter recommendations it's a clean unmodified
audit it's the best we could ever uh hope to achieve and um yeah so looking forward to have their presentation okay item 10B um this is the Digimation advanced range training
so you may recall that we did a presentation to the commission several months back about new taser technologies we're using and virtual reality uh this was I think came up during our strategic momentum session as well that this is
the a similar product uh that uses uh a simulator for firearms training uh certainly a more safe and cost of effect cost-effective way to do our annual uh training and I I believe qualifying can
take effect to some or be accomplished through some of this as well um it is being purchased through funds that are available through to us through our forfeite account which has about $184,000 in that account it's a cost of
$18,15 i think there's a slide AJ if you can advance one um so again state-of-the-art technologies that come into play that do uh simulation for the the officers to train on trying to bring
in as many uh advanced technology tools as we can to make sure our officers are fully prepared item 10 C um this is the memorandum of agreement with the
Winter Haven Professional Firefighters the International Association of Firefighters Local 4967 Collective Bargaining Agreement you recall we've had some discussions with uh you regarding um you where we stand in our union negotiations
we uh continued to meet at the table through the past three months and were able to achieve a tentative agreement with the the fire union uh give you just a kind of a quick highlights of this now
keep in mind this is a this is not a full contract reopener this is for f uh fiscal year 25 it was wages and two items that could be uh negotiated on so
wages pertain to cost of living adjustments that we would provide for our firefighters and then the two items that come before uh for your consideration are pertaining to uh the Kelly Day program and then also uh with
respect to our incentive program so the wage adjustments where that lands is that for new hires that are coming on as a firefighter one these are employees that are not with us the base starting pay for those positions on an annual
basis will be increased by $3,978.80 for incumbents that are in the collective bargaining uh unit they will have a pay adjustment of $4,25320 and that is to be retroactive back to October 1st which is if we had
had the agreement done at that point when that would take effect the Kelly Day scenario changes uh beginning in calendar year 26 so in
January of 26 presently our firefighters uh they they receive a what we call one in9 allocation which means every ninth shift they are afforded a Kelly day kelly day is intended to provide a
period of rest and recovery uh physically mentally emotionally from the work that they do and under the current CBA firefighters may elect in January of each year if they're going to work their
Kelly Day or take it off um under this new agreement uh the new language in theou they will go to a 1 in7 Kelly day which means that every seventh day they will be off every seventh shift and they
are required to take that day off so what that does is it reduces their annual number of hours it by giving them four additional Kelly days throughout the year more importantly I mean and that's a
tremendous benefit for them in terms of health rest and recovery for the city having them be required to take that time off provides us with full control of overtime use and needs
as it stands right now and a firefighter who chooses to work that Kelly day is on duty now and you may have a need for a different position because of other shortages you have on that day and you end up having to call in even more
people because they're not qualified to serve in that capacity that you need and that ends up being a a wear and tear on your overtime budget um that will take effect as I said in January of
26 i mentioned hours uh the annual hours so right now the firefighters work 2,600 hours a year and that will reduce down to 2,496 hours a year however the annual
pay will not change that is part of what we negotiated um so what you end up doing is taking the annual pay and dividing it by a smaller number it results in a higher per hour rate which is then the basis
for calculations related to overtime and holiday pay i will say that um and certainly Chief Nubber is here and he can uh comment on this as need be but I think from a a benefit
structure I I believe this positions the city to be in a very strong recruitment position for filling vacant positions that we have which also helps further mitigate issues related to overtime that
would occur um but it also um as we look to add new positions as we expand services we become a very attractive agency in that regard and Chief I'm going to ask you to come to the podium if you would i'm not sure if we have any other agencies in Pulk County that are
operating on a one and seven Kelly now does Lakeland Currently Lakeland Fire Department is the only one in Pulk County that operates on a one and seven so it paywise um I feel that this gets us very competitive against every other agency within the county and certainly
from a benefit standpoint makes us very attractive so the other uh piece that falls within this is some changes that we made to their incentive pay so when a firefighter one is ready to progress or
is desirous to progress to a firefighter two they have to complete a certain number of courses that have certification with them and they also have to have so much seat time as we call it meaning time in the position as a firefighter one it's very likely that
a firefighter one could get all of the certifications needed to be a two but not be qualified in total because they have not had enough time in the seat we made an adjustment to help it help encourage and incentivize people to
advance up through the ranks by uh creating an opportunity where once the firefighter one achieves those certifications they can receive one half of the the incentive so 2 and a half% is
what that is um and then get the other 2 and a.5% when they get the time and the seat as it stands today you have to wait until you have both the time and the certifications why that's beneficial one it it certainly is beneficial to the
firefighter um because they're able to start earning additional at an earlier period but for the city as I mentioned it is it encourages and incentivizes employees to get their certifications to move up
through the ranks um ideally if I could have a whole platoon our entire staffing be all firefighter threes that's an ideal it's an unrealistic but it's an ideal situation because they can do any of those jobs of a one two or three
um so I think that the other nice thing about this is that once they have those certifications Chief Nubbran and his command staff are able to uh have those individuals ride up you know as a as a firefighter two you can ride up as a
firefighter three um and it it allows us to be able to do some more more operationally responsive staffing as needed so um Drew anything you want to add beyond that to what the changes are no
you've nailed them pretty well with it um the the incentivized program allows us to I won't just say mitigate overtime but it allows us to optimize our staffing levels throughout periods of time where somebody might be off on
vacation we can then take some of these that aren't fully qualified by tenure and seat but they are by certifications and abilities to be able to sit in those positions for period of times that don't require us to call back overtime and
the um this this was tentatively agreed at the table and it was taken by the IAFF local 4967 to their members um probably three weeks ago there about now
and um they had they had voted in favor of it so now it comes before the city commission for your consideration these costs are accounted for within our budget and you know we're we're ready to move forward with it okay let me ask you
this so in less than five months we're going to be back at it in less than a month we're going to be back at it i hate not to not to sound crash but um and it that is a full contract reopener so this is you know got to get this one
done and then I think we've already had some dialogue back and forth of trying to find dates to come back to the table and look at the entire contract to uh is where the again the beginning of a three-year cycle okay all right thank
you yep moving right along uh item 10D this is the interlocal agreement for an interconnect between the city of Winter Haven and the city of Eagle Lake this is
um this is part of a uh a settlement that occurred between the the two cities dating back to 2004 so Mayor Birdong you may recall when we had some utility um uh communications and coordinations that
needed to happen between the city of Winter Haven and City of Eagle Lake and one of those is the establishment of this interconnection that allows for emergency services when needed map shows you where that is that state road 540 that is Winter Lake Road so this is just
kind of the north northwest of where the racetrack gas station is at Road uh if you were to drive by there it's it you have another photo of it AJ or is that the final one um it it's basically just some big blue pipe sticking up out
of the ground surrounded by chain link the um the agreement itself is it allows for emergency uh service to be provided to either city
via the other um when there's some occasion of a sudden urgent unforeseen unexpected equipment transmission treatment or distribution failure um the agreement spells out that an emergency situation is such that does not exceed
96 continuous hours it also defines a short-term need which is a period not exceeding 60 calendar days and as well as a long-term need which exceeds 60 uh exceeds 60 days um if the if Eagle Lake
were to lose you know capacity within their system because of one of those failures and this is not because they didn't plan properly or invest properly this is because of a failure in the system that they've got to have help
right we can provide that so long as we have the capacity to do it it cannot do anything to jeopardize our consumptive use permit or uh impact our operational levels um and they do pay for that water
at the uh if I'm not mistaken I believe it's at the lowest commercial rate that we have now they don't pay all the admin fees and things that a typical commercial customer is it's just for the the water use war yeah so and this is
not too dissimilar to engagements that um you know between the city and in Pulk County uh Dundee Payne City we have a number of these that are coming into play um this is just one and there's a I
guess that's probably before it was painted you look at exhibit B on the agreement it should show a visual yeah there's a visual from above but it doesn't really show it from below so um it looks much cleaner than that right now i promise you that if you were to drive by it is all fenced in and looking
quite professional all right item 10E this is a repair of the uh one of our vac trucks so back in October this year we had um one of our
VAC trucks that was damaged this was was damaged as a result of operation by the city that wasn't involved in a vehicle crash or anything like that uh it happened when the the boom system of that was not properly secured and as the
vehicle moved from one location to another it became damaged originally those repairs were estimated out at $49,700 um however once they got into it
it added some additional cost that brought the the total repair to just over $55,000 and that is beyond my spending threshold hence we're bringing this just as a ratification to get that repaired um significant cost to repair
but this is a probably a $500 to $600,000 piece of equipment at the end of the day so all right item 10 F so as you are aware we've had uh a
number of spaces within the downtown parking garage closed off for several months uh this is following a inspection we had done for preventative maintenance that identified some repairs that needed to be made those closures are out of an
absolute abundance of caution um we have uh some work that needs to be performed involving one water sealing some of you know portions of the building where you have water that falls down between the deck pieces and then also some spalling
of concrete beams that again is tied back to that water coming through um and so we had had Kimley Horn do a uh design for that and and repair scope of work we worked with Whitehead Construction who
built the original parking garage back in 2012 they're also under contract with us as a general contractor for the city and they have provided a scope of work to uh or a proposal to perform the initial scope of work to make those
repairs um the cost for that is $320,88 and that will be funded through the downtown CRA the we have scheduled for Monday evening a emergency CRA meeting
um that went notice went out I think early this week or late last week on that it's all it's on your calendars as well as your two citizen members to have them approve this and then it will come before this this body is the authorizing
me to take the actions needed to make that happen and I'm going to look to Angie do we know is there an estimated window for how long Whitehead anticipates the project to take to complete yes sir um they will be prepared to start as early as May 12th
if everything goes um in the approval process and estimate 45 days for completion of the work the parking garage can remain open during that time um however if they have to close off an area or do something special um as long as we coordinate ahead of time they can
open the full garage for access for special events so all right so are are there still closed off spaces right now or can we can we open those up not until May 12th and not until we have the work complete
yeah they're closed up i saw them today can I ask a question and do we have any idea what caused um the water to be flowing through or coming through or My understanding of it is it has to do with the caulking and
sealing of the gap space between the precast decks um and and how to to best maintain that on a routine basis that that water coming through there because that's
where most of the the spalling is occurring um Angie do you have further insights on that the way it was explained to me is it's very similar to like your bathtub caulk where your tile and your tub meet um it just weathers
and ages and starts to to get hard um so as that happens you need to pull that caulk out and replace it and it's very similar in the parking garage that's a lot of caul yeah being prefab you would think they
would you know take no to do certain things with that and the caulking you know you have your waterproof cocking and you have all that that's supposed to stay flexible and yep we have a recommendation from them now as to
things to check on a a more frequent basis um so first run with the parking garage and we've learn more every year maybe we don't want preab the next time so it's compromised but the just the integrity of the the
structure itself or certain parts of it yeah it's it's still very structurally sound it just allows the water to come through um which they assured us several different times when they were up here and um inspecting it and prepping for
the work um there's nothing structurally unsound about the parking garage all we did was block the spaces um like T Michael said in an abundance of making sure debris didn't wash down through the openings in the the gaps um or get in
and and small pieces of concrete so there is no additional supporting or anything of that nature is necessary no this is mostly the cosmetic edge of the the beams of it
cosmetic Okie dokie mj did you have something you want yeah I was going to say the where the where the when we talk about the spalling there's there's lifting points where they they use a crane when they lift those decks in and around those hooks they put like a concrete covering over that and as water gets into there it
causes that concrete to then start to come off and so that's where those those spaces are closed now is that concrete could dislodge and you'd have a big chunk of concrete that would fall out of there it's not structural it's cosmetic um but until we get that repaired and make sure that that's all secure that
that's what we're doing here in addition to the the call okay okay any other questions all right we have a couple of on this is first reading one is a u land development the other one is a
zoning so let me I'd like to talk about these if I can um so I want to share with you some some insights that we gleaned in reviewing this one and then what we're how we're
going to um be presenting some information to you going forward so this is Cassie Land Development um they're asking for neighborhood suburban future land use and multifamily residential lowdensity R3 zoning to four annex parcels that are down in the old Barto
road area it's 93.45 plus or minus acres these were annexed back in January of this year and as would be expected they intend to develop the property with single family residential um based
upon the um the zoning uh and they could do 362 single family residential units there's the image that shows you where this is so this is a largecale future land use
amendment so what action you'll be taking Monday evening will be to send this to Florida Commerce uh and the other local or other state agencies that need to review it when you get into the infrastructural table
um this is the first project that I'm aware of that we've had come forward that if you look under potable water at the far right you see a remaining capacity of89,524 and certainly that caught my
eye when I saw it so um I want to go talk about what what that means aj I want to back up from where we are i don't want to get into that just yet so hang on can you back that up please so it we met as staff Eric two days ago
I guess it was to get a better understanding of of what is this you know how does this play out and I'm going to ask you if you'll come to the podium and and walk us through when we talk about remaining capacity within the the water side of things there's a
number of factors that go into it so one of the things that you're going to see going forward and I don't know if you have your fact sheet up and you can see what that table looks like today we are going to be changing that table to more accurately communicate what is happening
on the water side when it comes to these types of requests so Eric um and his team put together this table that will will now appear in your fact sheets and this one is actually specific to this project in hand and you can see at the
top um all the water information and then at the bottom is the transportation information now I'm going to go forward because we're we're focused specifically upon water so Eric you want to walk through what's
displayed in here and how we come about this information yes sir so what we display in our fact sheets is concurrency information so um concurrency simply is a tool that we've adopted by ordinance that we use in the city of Winter Haven um to ensure that
uh we are planning properly for our infrastructure right so for water um capacity sewer capacity transportation roads um that it it's a planning tool that we use um and the table uh intends to reflect what is going on there in the
concurrency spreadsheets um if you look at this new table that um you'll see moving forward we wanted to better communicate um how much capacity we have um compared to what our concurrency
um spreadsheets are saying because that that is different um and so how we do this the first column there um on the left the 24month average capacity um we take an average over the last two years um to develop what our what our average
capacity there is in in both systems you can see portable water it's uh 2,320,000 um gallons per month and that's remaining capacity that's a that is out of the 14016 06 MGD permit that we have we have
remaining 2.32 MGD MGD gallons per day i'm sorry I said per month it was per day gallons per day um and so you know when you look at the spreadsheet and you see a negative 89,524 that does that is not
communicating that we're overpumping it is not communicating that we don't have capacity or that we're running out of capacity uh we have over 2 million gallons per day of remaining capacity in the system um today um so then we go to
the next column projected demands from this request um if this subdivision builds out at the number of units um anticipated uh we plug in an estimated water use that's the 91,224 gallons per day okay those
numbers come from adopted level of service numbers that we have in our comprehensive plan um that basically equates to 241 gallons per day per house that's what that's the number that we use to come up with that we multiply it by the
number of units and it's projected to use 91,000 and change um so we use that um to subtract the the remaining capacity if the request was permitted today so we tr we subtract that 91,000
and you're left with 2,228,776 gallons per day in the system if this project developed today you'd still have over two million pounds available okay now here's where concurrency kicks in the next column is the projected
future demands uh for prior approved projects these are all subdivision plats that have been approved okay keep in mind this project is just at the land use and zoning stage it's nowhere near final plat approval still has a lot of
hurdles to get through um and so this is all of the approved plat subdivision plats that we have um that are vested to move forward they can they can build and all commercial site plans and what their projected demands are when you add all
of those up you get to the 2,318,300 gallons per day um you subtract that from our available capacity and you get the negative number 89,524 so that is a snapshot in time
that's what concurrency is it's a snapshot in time when we wrote this fact sheet um everything that we have available and everything that we have vested for for future development puts us in the negative now what I can tell you is that
our available capacity and our projected future demand numbers are not static they fluctuate okay on a monthby-month basis they fluctuate so in dry months people are irrigating more we pump more
water in wet months they're not we pump less water so that 24-month rolling average changes the projected future demand number changes often because what happens is that a site plan is good for one year um so they are in the
spreadsheet and they're they're in this number they're calc they're accounted for for one year if they don't build the project they're eligible to get an 18-month extension i'm sorry 30-month extension
um if they if they request it if they don't request it it falls off we remove it from the from the spreadsheet if the project doesn't develop it falls off the spreadsheet so that number moves all the time so So the negative number does not
mean we're running out of water it means at this particular point in time everything we have accounted for puts us in the negative at some point in the future okay now I'll tell you that the numbers even changed from when we wrote this fact
sheet to today today if we recalculated it that number would be in the positive and we know of at least three other projects that are in our concurrency spreadsheet today in that number that next month will fall off
because their site plan expires so it's it's a tool that we use to make sure we're planning for our future water capacity doesn't mean we're running out of water no I just say but we are running out of
water i mean well really and truthfully I mean we are running out of water is a state you know water is a a concern statewide you keep in mind as we look to increase permitted capacity through
water use permit to bring on additional water through Pulk regional water cooperative to get additional water credit through Oxford recharge you know those types of projects that has an impact on that as well one of the other
things um mayor prom that we're looking at we have a adopted level of service but in looking at subdivisions that are coming online more recently
that adopted level of service is much greater than what we're seeing as actual demand so one of the things staff will be doing is is revisiting that to see if we need to do a comp plan amendment
specific to what is the if it's 240 gallons per day per house but we're actually seeing 180 then we need to recalculate that and that has a direct bearing back onto these numbers as well but you are
right water is a finite resource in the state um and I would just add that the last piece of concurrency is if a project gets to the point where they are seeking final site plan approval or in the case of a residential subdivision
plat approval and we calculate the numbers we that that is when we have our check and balance our actual check and balance and if any um infrastructure system that we do concurrency for water sewer or transportation is not available at that
time we deny the project so So that ensures that we don't overpump okay so basically with with with with what you're presenting here is the approved prior approved projects
okay they have a an extended time a limited time that they have to be actually uh started yes sir okay my question is simply this since you you just said that
some of those are going to fall off when you are doing concurrency concurrency is now correct me if I'm incorrect uh when you do concurrency for for water you're actually doing it based
on what your actual capacity is at that time not on what's uh projected it's both it's our actual capacity that we have available and what we call vested okay now and this is this
is the the other thing that uh is not in here anyway okay it has already we've already uh projected water capacity
through the water cooperative and so none of that right correct and that water is going to be available in uh what is it 20 28 28 28 so I'm just
saying this if if if if I wasn't so I would this was this would scare me because it it would make it look like that we're absolutely
running out of water and that is not the case yet right but I get it i get it and and you're exactly right that water that PRWC water is not in our spreadsheets yet as as available capacity and our ordinance states that um if a project is
funded um that you can put it into your concurrency spreadsheet within three years of the date that you're supposed to receive that that allocation so about I think it was August or October October of this year we can add that capacity
into our concurrency spreadsheets okay well and the thing is is that when I see this because we are hoping that we don't have to uh start getting that capacity but we going to have to pay for it anyway so
and as Eric said the you know you have a number of projects that are in there that are pre they're they're approved site plans for commercial they are approved plats for subdivisions so you reserve that capacity within your
system but if they don't move forward then you resend that reservation um and we when we sat down they have a very complex uh spreadsheet that Shawn manages it's like
reading the hieroglyphics at times to me but it shows all these projects and where they are in the process and and they monitor very closely if something's falling off or something is not meeting that timeline it it's not a wait and let's
see if they come around it's when you hit that that that point it's off yes which backfills again capacity i I just want to make sure that we're as we are we present information to you that we're articulating it in a way that makes
sense and is very clear and accurate and and covers all the points of it got one other question not with since you bring up the ward issue the permit
that we're applying for additional capacity uh when will that we're probably from submitting that Mark six eight months yeah we're just we're just closing in uh good afternoon uh we spoke with David
McIntyre um who will be doing doing the permit for us uh we're just closing in Hannah's scope of work u for the submission to Swift Mud for that and we plan on having that in front of you guys probably next month um after that's done uh we've done the preliminary steps
we've uh actually had quite a few communications and meetings with Swift Mud and uh we hope to have the permanent like you said in about eight months um to be under review after that who knows how long it'll take just got a question for you you do because with mud not only
they haven't put it in absolute writing but with the cooperative they've sort of twisted our well no I don't want to use that word they have uh finally encouraged they have encouraged
us to to come through with the water cooperative because there was statements that our our capacity was going to be frozen at the 2025 levels
that's correct our 25 and so demonstrated demands so that that's what I'm saying so if we you know well that that concept is still out there that 2025 demand concept we don't want to get into the weeds on that tonight okay all
right i'm just the other the other part to what I think Mark is also saying is that correct me if I'm wrong but we are applying for a 50-year permit that's correct as opposed to a 30 or 20 year permit that's a big deal yeah that's a
big deal y'all ahead of the game mud is I believe is acquiesed in theory yes they they've actually permitted one other municipality for that and that's Oh really yes i don't so I don't apologize i don't know what that is but it was just this past year um they granted a
50-year permit to some other municipality here but I mean is that I I don't want to get ahead of the game but no is that Have we gotten Well until Swift Mud gives all right we we This is the agenda review so we we can have this conversation that's what our
pre-application meetings with SwiftMUD was to discuss the 50-year permit uh proposal all right okay thank you is that it because then the other one is just zoning right yeah and and again make abundantly clear we are not
approving a plat right this is simply assigning land use and zoning to a property that has been annexed into the city which we are required to to do that and you will vote Monday evening to
transmit this to Florida Commerce as a large scale u land use yeah land use okay I believe that's the uh the final thing on the agenda sir anything
else guys lady maintain a motion to join so move we stand to join thank you