CITY COMMISSION MINUTES October 15, 2024 Mayor LaCascia called the meeting to order at 6:22 pm. Sheandolen Dunn, gave the invocation. Those present recited the Pledge of Allegiance led by Mayor LaCascia. ROLLO CALL - Assistant City Manager Sheandolen Dunn Present: Mayor Joe LaCascia, Commissioner Charles Nichols, Commissioner Micheal T. Blethen, Commissioner Rick Wilson, Commissioner Michelle Pettit, Attorney Kristie Hatcher-Bolin (Sub for City Attorney Thomas Cloud) and City Manager Patricia Jackson City Attorney Thomas Cloud Absent: APPROVE CONSENT AGENDA Motion by Commissioner Wilson to approve the September 17, 2024 Regular City Commission Meeting, Department Reports, and other items oni the Consent Agenda; this motion was seconded by Commissioner Pettit. Motion carried unanimously by' Voice Vote. PUBLIC COMMENT- None ORDER OF BUSINESS PRWC Conservation Project Agreement The Conservation Project Agreement provides for the PRWC (the Cooperative) to act as the representative of its Members Governments with regard to the implementation of The Cooperative has developed an initial scope of work for the Conservation Program which describes the initial scope of the Conservation Program and which may be The Conservation Program cost shall be limited annually to a maximum aggregate budget amount of $150,000 from all sources, and the Program cost will be split each year between Member Governments and other funding sources with Member Governments obligated to pay no more than fifty percent (50%) of the same up to a Mayor LaCascia provided a brief history on the PRWC and how we have come to this City Manager Jackson stated Polk County previously ran the conservation through the Conservation Projects pursuant to the Interlocal Agreement. modified from time to time. maximum annual collective amount of $75,000 (the Members" Cost). point today. cities, but now done through the PRWC. Motion by' Vice Mayor Nichols to approve the PRWC Conservation Project Agreement; this motion was seconded by Commissioner Blethen. Motion carried unanimously. Mt. Olive Road Force Main Extension City Manager Jackson and Vaughn Leer (Engineer with Chastain-Skllman) discussed the City Commission approved a force main on Mount Olive Road for The Landings at Mount Olive and, also agreed to upsize the line for any future connections. There were two bids received, and the Award Recommendation is attached. The apparent low bid is Cathcart Construction Company in the amount of $2,603,624 (There was a mathematical error that did not affect their bid price). The project was to be paid by the following: ARPA money, which was approved by the Commission ($565,896) Sewer Impact Fees ($473,725.04) Investments Sewer Impact $1,820,279.97) Itv was anticipated to use the Sewer Impact Fees that were invested as well. There is enough money to use ARPA money and Sewer Impact Fees, which include the investments, without having to borrow any money. This will also leave $246,177 in the Sewer Impact Fees and we will be collecting Sewer Impact Fees from The Landings at Mount Olive for approximately 383 homes, which would be approximately $1,690,945. Itis the staff's recommendation to approve the low bid of $2,603,624 to Cathcart Construction Company, and to fund this project with Sewer Impact Fees, as that is what The City Commission provided consensus for City Manager Jackson to sign the Motion by Commissioner Blethen to approve the Mt. Olive Force Main Extension project to be completed by Cathcart Construction; this motion was seconded by pays for the growth of the sewer system. agreement. Commissioner Nichols. Motion carried unanimously by Voice Vote. Voyles Loop Lift Station Bid City Manager Jackson and Craig Fuller (CivilSurv) discussed a phone conference held with DEP regarding Cardinal Hill Project. During this phone conference, DEP stated they are not amenable to granting an extension for the In-Kind Project. Ifthe approved project cannot be completed by the deadline of. January 22, 2025, thent the assessed civil penalty of $17,000 shall be paid to DEP by that same date. If the current approved In-Kind 2 Project is no longer viable, Polk City must submit a new proposed In-Kind Project for The Voyles Loop Lift Station is the In-kind Project that the City Commission selected and DEP approved, regarding the Consent Order, which comes with a deadline of January There was one bid received from Hinterland Group in the amount of $394,760. The bid came in $150,000 higher than thel Engineer'sestimated budget of $210,000 to $250,000. The Engineer recommends rebidding Voyles Loop Rehab as the difference in price is significantly greater ($150k) than the penalty ($17k). Even if a rebid came in at $300k- $350k, that would be a large savings. Additionally, with time being what it is, this presents a challenge to order and receive items as quickly as needed for any decent- City Attorney Cloud spoke with each City Commissioner prior to this meeting in regards to the single bid. Because of the hurricane, Polk City can do this project as an emergency. It is the recommendation to not approve this Bid. Waive the bid requirements, have an emergency quote and have another company do the project. Motion by Vice Mayor Nichols to authorize the City Manager to negotiate a contract not to exceed $275,000; this motion was seconded by Commissioner Pettit. DEP's approval that can be completed by January 22, 2025. 22, 2025. sized project. Attorney Cloud concurs with the Engineer. Roll Call Vote: Mayor LaCascia-aye, Commissioner Blethen-aye, Vice Mayor Nichols-aye, Commissioner Wilson-aye, Commissioner Pettit-aye Motion carried unanimously. CITY MANAGER ITEMS has collected $9,010. coming to do the repairs. Centennial Update - To date, between T-shirt sales, flags, challenge coins, Polk City Overpass /SR 33 - Erosion during Hurricane Milton (Freedom Park) - FDOT team is Freedom Park Playground damage - will have on November Agenda. Agenda Packets - In the future, Agenda Packets will be distributed no later than Wednesday before the meeting. This will give Commissioners the opportunity to ask Polk City did not lose power during Hurricane Milton. The Public Works and Utilities team pumped water to relieve flooding in some areas. Rick, Kathy and City Manager Jackson did Damage Assessment and took pictures. Also met with some oft the residents The Donald Bronson Community Center was open during Hurricane Milton. There were questions prior to the meeting. during the ride throughout the City. 3 thirty-five (35) people, plus four PCSO Deputies that worked two (2) twelve-hour shifts. There were also six (6) employees that swapped in/out working in pairs. Safe Haven Halloween will still be at Freedom Park. CITY ATTORNEY ITEMS - None COMMISSIONER ITEMS Vice Mayor Nichols - Thanked everyone for their thoughts and prayers during the loss of his wife. He also mentioned something that is done at Polk County - a Disaster Relief Addendum which allows staff to sell back up to two weeks of vacation time. Commissioner Blethen - None Commissioner Wilson - None Mayor LaCascia - None during Hurricane Milton. ANNOUNCEMENTS - None ADJOURNMENT- 7:12 pm Commissioner Pettit - Thanked the Deputies that staffed the DBCC during Hurricane Milton. Deputy Poindexter - Complimented the staff for their work at the DBCC and City Hall Patricia Jackson, City-Manager Joe bes 4