REGULAR CITY COMMISSION MEETING TUESDAY,ARCITL,BA 6:00P P.M COMMISSION CHAMBERS, CITY HALL 8W. BROADWAYST. FORT MEADE, FLORIDA 33841 AMENDED AGENDA Meeting ID: 8910603.4900 Passcode: 616586 +13052241968,891060349008."616586#US  ttps,/U50Zweb.1oom.us//89106034903490O/PWGFKONRGUPAR2VBWPoLEVNWMAVHGZ09  A. B.  CALLTOORDER ROLLCALL- CITY CLERK  C. INVOCATION AND PLEDGETOTHEILAG D. ADDITIONS AND/OR DELETIONS  01. Add item H-05 Resolution R24-19 02. Add item I-2 Ordinance 2024-04  E. F.  PROCLAMATIONSPRESENTATIONS/AWARDS/REPORTS  PUBLIC FORUM: Each person addressing the Commission shall sign in with the City Clerk no later than 6:35 PM. Persons shall step up to the microphone, shall give his/her name and address in an audible tone of voice for the record and, and unless further time is granted by the Commission, shall limit their address to the three (3) minutes. All remarks shall be addressed to the Commission as a body, and not to any member thereof. No person other than the members of the commission having the floor, shall be permitted to enterinto any discussion, either directly or through the members of the commission.  G. APPROVALOF MINUTES:  01. Minutes of February 9, 2024, Regular Meeting and Minutes of February 18, 2024, CONSENT AGENDA: (one vote on all items unless pulled from agenda);  Special Meeting.  H.  RESOLUTIONIS)  01. Resolution to Ratify Staffs Application for Congressional Appropriation to Complement Stated Funding for the Fort Meade Fire House Construction & Rehabilitation Project 02. Resolution to Ratify Staffs Application for Congressional Appropriation for Wastewater and 03. Resolution tol Ratify Staffs Application for Congressional Appropriation to Complement  Effluent Disposal Project  Stated Funding for the Rehabilitation of 143 Manholes    04. Contract Agreement with Marsha M. Faux, Polk County Property Appraiser  05. Resolution Authorizing the Execution ofal Florida Department ofTransportation Temporary Road Closing Permit Application for the Central Florida Soul Music Festival Event  .  ORDINANCE(S):  01. Ordinance Amending Section 24-88 Service Cutoff Protocols through structured 02. Emergency Ordinance Amending the Final Budget for Fiscal Year2023-2024  notifications.  J. K. L.  PUBLIC HEARINGS,fany: REPORT OFTHE MAYOR: 01. Special Presentation  REPORT OF THE CITY MANAGER:  01. Amendment to Fire Department Job Description - Work Period and Overtime 02. Resolution for Continuing Engineering Services Agreement and Task Orders with Mittauer & Associates for SRF-Funded Water and Wastewater Facility Upgrades 03. Resolution for Approval of Change Order No. 1 for US 98 Water Utility Relocations 04. Resolution to Approve Temporary License Agreement and Perpetual Easement with Southwest Florida Water Management District for CFWI Peace River at Fort Meade 05. Resolution Accepting $5,000,000 CDBG-CV Broadband Grant and Subgrant 06. Resolution Accepting Proposal from Pennoni Associates Inc. for CDBG-CV Broadband System Improvements - Design and Technical Services 07. Requesting Approval of Job Classifications for Chief of Staff, Grants and CRA Manager, and Procurement Assurance Specialist Positions 08. Resolution Approving Grant Agreement D0258 with Florida Department of Commerce for Rural Infrastructure Funding 09. Appointment of Fort Meade Representative to the Florida Municipal Power Agency  Provisions  2022 Project  Data Collection Site  Agreement with the Florida Department ofCommerce  (FMPA)    10. Request for Mobile Food Vendor Overlay District Resolution  11. Discussion Item: City-Acquired Commercial Property at 361 Broadway St W  M. REPORT OF THE CITY ATTORNEY:  N. OLD BUSINESS (discussion of matters held over from last meeting, ifany) O. FUTURE AGENDA ITEMS OF COMMISSIONERSITaNy:  P. Q.  FOR THE GOOD OF THE ORDER (limited to events, feel good announcements  only) ADJOURN:  NOTE: Ifany person decides to appeal any decision made by the City Commission with respect to any matter considered at this meeting or hearing, he/she will need a record of the proceedings, and for such purpose, he/she may need 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. (F.S. $286.0105)        CITY OF FORT MEADE, FLORIDA  STAFF REPORT AGENDA ITEM H-05  FOR COMMISSION MEETING OF MARCH 12, 2024  SUBJECT  Resolution Authorizing thel Execution ofa Florida Department of Transportation Temporary Road Closing  Permit Application for the Central Florida Soul Music Festival Event  BACKGROUND  Dorothy Jean's Dream Foundation, Inc. has requested the temporary closure of City, County and State Roads from Hwy 17W to Tecumseh Ave for the Central Florida Soul Music Festival Event from 6:00 pm on Friday, March 15, 2024, until 10:00 pm on Saturday, March 16, 2024.The event organizers have submitted a Request for Temporary Closing to the City ofl Fort Meade for consideration.  ANALYSIS  The proposed temporary road closures are necessary to accommodate the Central Florida Soul Music Festival Event, which is expected to draw a significant number of attendees. The City of Fort Meade will accept responsibility for the rights-of-way within the City's corporate limits pursuant to the terms outlined The City Manager and Polk County Sergeant for Fort Meade willl be authorized to execute the Request for Temporary Closing of State Road on behalf of the City, agreeing to the terms and conditions set forth in  in the Request for Temporary Closing.  the application. ECONOMIC IMPACT  The temporary road closures may affect restaurants and stores along the closure route. These businesses maye experieneadecrease in regular customer traffic during the event hours. However, thei influxo ofvisitors attending the Central Florida Soul Music Festival is expected to have aj positive economic impact on the City as a whole. Visitors may patronize local businesses, including restaurants, shops, and other  accommodations, which can lead to increased sales and revenue for the City.  FISCAL IMPACT  There is no direct fiscal impact to the City associated with the adoption of this resolution. However, the City may incur some costs related to the management and maintenance of the rights-of-way during the  temporary road closures. RECOMMENDATION  Staff recommends that the City Commission adopt A Resolution authorizing the execution of the Florida Department of Transportation Temporary Road Closing Permit Application for the Central Florida Soul Music Festival Event to be held from 6:00 pm on Friday, March 15, 2024, until 10:00 pm on Saturday,  March 16, 2024.    Attachments  1. Proposed Resolution    RESOLUTION R24-19  A RESOLUTION OF THE CITY OF FORT MEADE, FLORIDA; AUTHORIZING THE EXECUTION OF A FLORIDA DEPARTMENT OF TRANSPORTATION TEMPORARY ROAD CLOSING PERMIT WHEREAS, Dorothy Jean's Dream Foundation, Inc. desires to use City, County and State Roads from Hwy 17 Wto Tecumseh Ave for a Central Florida Soul Music Festival Event to be held from 6:00 pm on Friday, March 15, 2024,  APPLICATION.  until 10:00 pm on Saturday, March 16, 2024; and  WHEREAS, the City of Fort Meade will accept responsibility for the rights- of-way within the City's corporate limits pursuant to the terms of the Request of  Temporary Closing (see attachment marked Exhibit" "A").  NOW BE IT RESOLVED BY THE CITY COMMISSION OF THE CITY OF FORT Section 1. The City Manager and Polk County Sergeant for Fort Meade are hereby authorized to execute the attached Request for Temporary Closing of State Road  MEADE, FLORIDA:  and they agree to the terms thereof.  Section 2. This Resolution shall take effect immediately upon passage. DONE AND RESOLVED by the City Commission of the City of Fort Meade,  Florida, in regular session, this 12th day of March 2024.  ATTEST:  CITY OF FORT MEADE, FLORIDA  Melissa Cannon, Deputy City Clerk  Petrina McCutchen, Mayor  APPROVED AS TO FORM AND CORRECTNESS:  APPROVED:  Austin Pamies Norris Weeks Powell,  Tommy King, Interim City Manager  PLLC City Attorney    United States FL Polk Co. Downtown Fort Meade 0  Fort Meade Fire Department e Fort Meade  Langford St NW  Langford St NW  +  Citize Bank  Fort Meade Historical Museur  Fast & Friendly Pharmacy  Help ofF tMeade  Computer Repair Near Me  Burger King  Magnolia St SW You Be Sweet Bakery    CITY OF FORT MEADE, FLORIDA  STAFF REPORT AGENDA ITEM I-2  FOR COMMISSION MEETING OF MARCH 12, 2024  SUBJECT  Budget Amendment for Overextended ARPA Funds  EXECUTIVE SUMMARY  This staff report addresses the overextension of American Rescue Plan Act (ARPA) funds for Fire, Water, and Stormwater projects, discovered during the review of Invoice 1505-11-1 APP No 5. The immediate priority is to pay outstanding invoices through a budget amendment ordinance. Staffi is exploring potential solutions and alternatives to address the current financial constraints. The report includes recommendations  for the Commission's consideration and outlines the next steps.  BACKGROUND  On May 9, 2023, the City Commission approved a Service Agreement with MG Underground LLC for planned Stormwater Rehab, identifying ARPA funds as the funding source. However, no budget amendment was presented to the Commission. Invoice 1505-11-1 APP No 5, submitted for payment in March 2024, revealed that ARPA funds havel been depleted, leaving no budgeted means to pay forthis item.  DISCUSSION  Investigation revealed that the City Commission had previously approved payments using ARPA funds by motion, but the expenditures remained unbudgeted int the City'saccounting system. The former comptroller did not consistently encumber budgeted line items, leading to double booking and the current situation. The immediate priority is to pay outstanding invoices through a budget amendment ordinance. Staff is working to identify projects that can ber reclassified tol leverage Community Redevelopment Agency (CRA) There is no long-term expected impact on future projects. The impact is expected to be a series of budget amendment ordinances over the coming months to reconcile budgeted and unbudgeted spending, aligning  ARPA funds have been overextended for Fire, Water, and Stormwater projects.  funding, minimizing the impact on the general fund. the City's practices with ordinance requirements. LESSONS LEARNED AND FUTURE IMPROVEMENTS  Provide comprehensive staff training and seek outside expertise to ensure best practices are followed. Implement regular audits and increased oversight to maintain proper financial management practices.  Update and enforce financial policies and procedures to prevent similar issues.  FINANCIAL IMPACT  The proposed ordinance outlines the specific budget amendments needed. To address the overextension of ARPA funds, we propose transferring $319,058 from the general fund reserves to the ARPA fund.    RECOMMENDATION ARPA fund.  1. Approve the budget amendment ordinance to transfer $319,058 from the general fund reserves to the 2. Direct staff to provide a comprehensive report on the status of all City funds and propose a plan to 3. Review and update the City's financial policies and procedures to ensure proper oversight and 4. Authorize staff to work with experienced professionals in municipal finance to develop and implement  address any budget discrepancies. adherence to ordinances. best practices. NEXT: STEPS the Commission. situation effectively.  1. Staff will conduct a thorough review ofb budget items to reconcile expenditures and present findings to 2. Staff will continue to identify projects that can be reclassified to leverage CRA funding. 3. We will keep the Commission informed and work with experienced professionals to navigate this As we work through this situation, we remain committed to maintaining the City's financial obligations, ensuring transparency, and implementing measures to prevent similar occurrences in the future.  Attachments: 1.F Proposed ordinance 2. Schedule A    S  s  3        CITY OF FORT MEADE, FLORIDA ORDINANCE NO. 2024-04  AN EMERGENCY ORDINANCE OF THE CITY COMMISSION OF THE CITY OF FORT MEADE, FLORIDA, APPROVING THE FIRST AMENDMENT OF THE FINAL BUDGET FOR FISCAL YEAR 2023- 2024 PURSUANT TO FLORIDA STATUTUE 166.041(30(a); PROVIDING FOR SEVERALBILITY AND INTERPRETATION: PROVIDING FOR INCLUSION IN THE CODE; PROVIDING THAT OFFICIALS ARE AUTHORIZED TO TAKE ACTION; AND PROVIDING FOR AN WHEREAS, based upon the periodic review and analysis of current budgetary commitments and obligations, the projected needs of the City and the recommendations of the City Manager, it is deemed necessary to adjust, amend, and implement the Fiscally Year 2023-2024 Final Budget to address the City's overextension of American Rescue Plan Act ("ARPA") funds for the City's Fire, Water, and Stormwater projects (the Budget Amendment for Overextended ARPA Funds Staff Report, Exhibit "A," attached  EFFECTIVE DATE.  hereto and made a part hereof;  WHEREAS, City Code, Section 29 (c), provides the if at any time during the fiscal year it appears probable to the Manager that the revenues available will be insufficient to meet the amount appropriated, he shall report to the Commission without delay, indicating the estimated amount of the deficit, any remedial action taken by him and his recommendations as to any other steps to be taken. The Commission shall then take such further action as it deems necessary to prevent or minimize any deficit, and for that purpose it may, by ordinance, reduce one (1) or more  appropriations; and    Ord. No. 2024-04  WHEREAS, Section 166.041(3)(b), Florida Statutes, permits the City Commission to enact an emergency ordinance, by two-thirds vote, without complying with certain procedures for the enactment of ordinances outlined Section 166.041(3)(a);  and in the notice procedures; and  WHEREAS, the proposed amendment to the Fiscal Year 2023-2024 Budget is  set forth in Exhibit "B," attached hereto and made apart hereof; and  WHEREAS, the Interim City Manager recommends approval of this Ordinance,  and  WHEREAS, the City Commission deems it to be in the best interest of the citizens and residents of the City of Fort Meade to approve, by two-thirds vote, the first  amendment to the Fiscal Year 2023-2024 Budget.  NOW, THEREFORE, BE IT ORDAINED BY THE CITY COMMISSION OF THE  CITY OF FORT MEADE, AS FOLLOWS:  Section 1. That the foregoing WHEREAS" clauses are ratified and confirmed  as being true and correct and are made a specific part of this Ordinance.  Section 2. That it approves the amendment of the Fiscal Year 2023-2024  Budget as set forth in Exhibit "B," attached hereto and made apart hereof.  Section 3. If any clause, section, or other part or application of this Ordinance shall be held by any court of competent jurisdiction to be unconstitutional or invalid, such unconstitutional or invalid part or application shall be considered as eliminated and shall not affect the validity of the remaining portions or applications, which shall remain  in full force and effect.  2    Ord. No. 2024-04  Section 4. That the appropriate City officials are authorized to do all things  necessary and expedient to carry out the intent and purpose of this Ordinance.  Section 5. EFFECTIVE DATE: That this Ordinance shall take effect  immediately upon adoption.  Mayor, Petrina McCutchen  ATTEST:  Melissa Cannon, Deputy City Clerk, HEREBY CERTIFY that I have approved this RESOLUTION as to form:  City Attorney,  Austin Pamies Norris Weeks Powell, PLLC  Requested by Administration Vice-Mayor Samuel Berrien Commissioner James Watts Commissioner Jaret Williams Commissioner James Possum Schaill Mayor Petrina McCutchen  Voted  3