City Council Business Meeting on October 15, at 9 a.m.
Topics include a proclamation for National Domestic Violence Awareness Month, a review of the city’s debt policy with updates, the Stormwater Master Plan annual update, and more.
Palm Coast—The Palm Coast City Council meets regularly to discuss and vote on official City business. These meetings are open to the public, and Palm Coast residents are strongly encouraged to attend. An increase in public engagement helps to build a stronger sense of community, increase valuable discussions, and decrease division.
The agenda for the City Council Workshop Meeting on Tuesday, October 15, at 9 a.m. will be as follows:
Proclamations
The following proclamations will be presented:
- The City Administration will present a proclamation recognizing October 2024 as National Domestic Violence Awareness Month.
- The City Administration will present a proclamation recognizing November 2024 as Shirley Chisolm Month.
Presentations
The following presentations will be presented:
- The Financial Services Department will present a review of the current debt policy and review proposed updates and changes. Originally established in 2013, the policy guides debt issuance and repayment, promoting consistency in financial decision-making. In collaboration with bond counsel Chris Roe, staff has reviewed the policy and will present the findings to the City Council for consideration.
- The Stormwater and Engineering Department will present an annual update regarding the Master Stormwater Plan.
Minutes
The following minutes of the City Council will be presented for approval:
- October 1, 2024, Business Meeting
Ordinances First Read
The following ordinances will be read:
- The Palm Coast Fire Department will present an ordinance for adoption amending Chapter 2, Administration, Article VI, Retirement, Division 2, Volunteer Firefighter Retirements System, and Trust Fund. This ordinance follows discussions from the July 16, 2024, Business Meeting, where City Council requested updates to the retirement system. The proposed amendment will revise the city’s administration code to include a comprehensive Firefighters’ Retirement System and Trust Fund for paid and volunteer firefighters, ensuring better support for the department’s personnel.
- The Community Development Department will present an ordinance for adoption, amending Chapter 17, Community Development, to add Article V, Short Term Vacation Rentals. This ordinance follows City Council discussions from the June 4, 2024, and September 3, 2024, Business Meetings, where the Council directed staff to draft regulations addressing the impact of short-term rentals on residential neighborhoods. The ordinance seeks to balance private property rights with neighborhood compatibility by addressing issues like occupancy, noise, parking, and safety while protecting property values and residents’ quality of life.
- The Community Development Department will present an ordinance for adoption implementing the Live Local Act, which limits the City’s regulation of affordable housing developments in commercial and mixed-use zones until 2033. On June 4, 2024, the City Council directed staff to draft short-term rentals and affordable housing regulations. The ordinance also includes updates to the Unified Land Development Code for compliance.
- The City Administration will present an ordinance for adoption that will create an Art in Public Places program. On August 27, 2024, City staff presented various funding options, including a Percentage-of-Arts Ordinance, to support preserving arts, culture, and history in Palm Coast. This proposal follows City Council’s request for alternative funding methods and the reclassification of arts from the Parks & Recreation department.
Resolutions
The following resolutions will be presented:
- The Financial Services Department will present a resolution authorizing a loan request from Webster Bank National Associations in the aggregate principal amount of $18,500,000 to refinance Stormwater equipment and improvements. After reviewing four loan proposals received by the deadline of September 19, 2024, Hilltop Securities and City staff recommended Webster Bank for its favorable 3.83% interest rate and flexible prepayment terms.
- The Public Works Department will present a resolution approving the purchase of Stormwater maintenance equipment. This follows previous discussions on improving stormwater infrastructure, with staff recommending the purchase of seven new assets. The resolution requests approval to piggyback on existing contracts, including those from the Bradford County Sheriff’s Office, Florida Sheriffs Association, and Sourcewell, which provide competitively priced vehicles and equipment.
- The Stormwater and Engineering Department will present a resolution approving an engineering consultant contract with CPH, Inc., for the wastewater treatment facility No. 1 expansion design. Following an engineering analysis initiated in late 2023, the facility is planned to expand its capacity from 6.83 MGD to 10.83 MGD to accommodate growing demand. CPH, Inc., selected through a Request for Qualifications process on May 11, 2023, and awarded by City Council on September 5, 2023, will oversee the expansion design, with construction expected to begin by 2025.
- The Utility Department will present a resolution approving piggybacking the City of Bartow, Florida, contract with Raftelis Financial Consultants, Inc., for a strategic action plan and utility gap rate study. This follows the City’s need for water and wastewater strategic planning and a rate gap analysis to ensure future financial alignment and sustainability, with rate adjustments to be recommended.
- The City Administration will present a resolution approving a master services agreement with the Southern Group of Florida, Inc., to provide state lobbying services, following an RFP process opened on August 14, 2024. Four bidders responded, with The Southern Group scoring the highest. The contract is for $72,000 per year, with an initial three-year term and optional renewals for up to two additional years.
- The Stormwater and Engineering Department will present a resolution approving the guaranteed maximum price contract amendment to the construction services contract for Fire Station 25. This project, part of the 5-Year Capital Improvement Plan to improve Fire Department response times, follows the February 14, 2023, approval of design and construction contracts.
- The Community Development Department will present a resolution approving Flagler Village Phase 2 final plat application 5894. The Subdivision Master Plan was approved on December 1, 2021, and the Preliminary Plat on October 13, 2022, with a Site Development Permit issued in May 2023.
- The Stormwater and Engineering Department will present a resolution approving a guaranteed maximum contract amendment to the construction services contract for the maintenance operations center. Planning began in 2016 with a needs analysis, and City Council approved land purchases and design contracts on April 6, 2021. The design was completed in August 2024, and bids were received on August 27, 2024.
Consent
The following resolutions will be presented together for consent:
- The Information and Technology Department will present a resolution approving a service order with Uniti Fiber for direct internet access. This upgrade will enhance the city’s internet resiliency by matching the primary connection and adding physical diversity.
- The Information and Technology Department will present a resolution approving the purchase of materials, equipment, consulting services, and related expenses for the implementation of Neogov. This proposal aims to modernize HR operations with features like applicant tracking, online job postings, and automated workflows.
- The Information and Technology Department will present a resolution approving a master services agreements with multiple firms for fiber design, construction, consultation, and maintenance. After reviewing proposals, staff recommends awarding contracts to six firms across four work groups, including Matthew Design Group, Precision Contracting Services, and HP Communications.
- The Utility Department will present a resolution approving piggybacking the Houston-Galveston area council contract with Dukes Root control, Inc., for inflow and infiltration study. This will allow the City to identify and repair points of failure in its aging wastewater collection system, addressing high-water intrusion and capacity issues to maintain compliance with the Florida Department of Environmental Protection.
- The Utility Department will present a resolution approving piggybacking the City of Marco Island, Florida, contract with American Water Chemicals for AWC A-102 plus antiscalant. Piggybacking this contract ensures better pricing and avoids the expense and delay of a separate bidding process.
- The Utility Department will present a resolution approving a master services agreement with Florida Meter Services to repair and test well meters. This includes large revenue meters, well meters, and other plant meters that require periodic calibration to meet accuracy standards and comply with the city’s Consumptive Use Permit.
- The Utility Department will present a resolution approving a master services agreement with Clearwater Solutions, LLC, for water service lines and meter installs. In line with the City’s Purchasing Policy, bids were solicited for these services, and the agreement will be funded using budgeted funds from the FY 2025 Utilities Operations budget. The services will be acquired to support the City Utility Department’s needs.
- The Utility Department will present a resolution approving a sole source agreement with Empire Pipe and Supply to purchase water meters. The agreement covers new installations and replacements of deteriorating meters, ensuring compatibility with the City’s existing Advanced Metering Infrastructure.
- The Utility Department will present a resolution approving a master services agreement with G.E.M. Stone Contractors, Inc., for underground utility locating services. The contractor will locate various city utilities and fiber optic lines, responding to requests through the Sunshine State One Call System.
- The Public Works Department will present a resolution approving piggybacking Sourcewell RFP #020223 with beard equipment to utilize the terms, conditions, scope, and pricing for medium-duty and compact equipment with related attachments as needed. This approach ensures better pricing and avoids the time and expense of a separate bid process.
- The Public Works Department will present a resolution approving piggybacking Sourcewell RFP #121223 with Hendrix and Sons (Snap-on Tools) to purchase garage and fleet maintenance equipment. This ensures better pricing and avoids the delays of a separate bid process. The tools and equipment will support the Fleet Department in maintaining heavy-duty vehicles for the City.
Public Comments will be opened at the beginning and end of the business meeting in accordance with Section 286.0114 Florida Statutes and pursuant to the City Council’s Meeting Policies and Procedures. Each speaker will approach the podium, provide his/her name, and may speak for up to 3 minutes.
Meetings of the Palm Coast City Council typically occur three times per month. A 6 p.m. business meeting on the first Tuesday of the month, a 9 a.m. workshop meeting on the second Tuesday of the month, and a 9 a.m. business meeting on the third Tuesday of the month. All meetings occur in the Community Wing at City Hall at 160 Lake Avenue in Palm Coast.
Business meetings and workshops are open to the public and are streamed live on the City’s YouTube channel. Meeting agendas for all public meetings are posted in advance of each meeting on the City’s website. All agendas can be viewed here.
If you wish to obtain more information regarding the City Council’s agenda, please contact the City Clerk’s Office at 386-986-3713. In accordance with the Americans with Disabilities Act, persons needing assistance to participate in any of these proceedings should contact the City Clerk at 386-986-3713, at least 48 hours before the meeting.
