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Home My WebLink About2025 03 31 Consent 311 - Approval of the March 13, 2025 City Commission Workshop MinutesCONSENT AGENDA ITEM 311 CITY COMMISSION AGENDA | MARCH 31, 2025 REGULAR MEETING TITLE Approval of the Minutes from the Thursday, March 13, 2025 City Commission Workshop SUMMARY FUNDING SOURCE RECOMMENDATION Staff recommends the Commission review and approve the minutes from the Thursday, March 13, 2025 City Commission Workshop as presented. 782 CITY COMMISSION WORKSHOP MINUTES THURSDAY, MARCH 13, 2025 AT 9:30 A M CITY HALL – COMMISSION CHAMBERS 1126 EAST STATE ROAD 434, WINTER SPRINGS, FLORIDA 783 CITY COMMISSION MINUTES | WORKSHOP | THURSDAY, MARCH 13, 2025 | PAGE 2 OF 4 CALL TO ORDER Mayor Kevin McCann called the Workshop of Thursday, March 13, 2025 of the City Commission to order at 9:32 a.m.. in the Commission Chambers of the Municipal Building (City Hall, 1126 East State Road 434, Winter Springs, Florida 32708). Roll Call: Mayor Kevin McCann, present Deputy Mayor Cade Resnick, present Commissioner Paul Diaz, present Commissioner Victoria Bruce, present Commissioner Sarah Baker, present Commissioner Mark Caruso, present City Manager Kevin A. Sweet, present City Attorney Anthony Garganese, present City Clerk Christian Gowan, present DISCUSSION ITEMS 1. Presentation on Design and Construction Services for the East and West Wastewater Reclamation Facilities Mr. Clete Saunier, Director, Utilities Department introduced himself, Scott Richards and Meera McKie from Carollo, and Eric Anderson from Wharton-Smith, Construction Manager At-Risk (CMAR). Mr. Saunier reviewed the meeting goals and intent of the workshop, noted separate planned workshops regarding potable water and stormwater, and further noted that the open Request for Qualification (RFQ) related to Operations and Maintenance of the wastewater plants should not be discussed in compliance with law. Mr. Scott Richards, Carollo Engineering, 200 E Robinson St, reviewed the condition of the existing facilities and priority repairs completed since 2019, planning efforts undertaken for the new facilities, and the status of design and construction for the new wastewater plants. Mr. Richards explained the existing facilities were outdated steel ring package plants installed in the 1970s/80s that were already used when purchased and installed, reiterated that they are past their useful life, and noted they require modernization and replacement. Continuing, Mr. Richards reviewed previous discussions on sending water to the Iron Bridge treatment facility and membership in the South Seminole North Orange County Wastewater Transmission Authority (SSNOCWTA) including a 2019 study completed by CPH which recommended pursuing replacement of existing plants over a connection to Iron Bridge. The following three requirements for an Iron Bridge connection were reviewed and discussed in detail: 1. Getting water to the Iron Bridge Facility 2. Treating wastewater 3. Getting reclaimed water back to the city The discussion focused on the fact that Winter Springs is not a member of SSNOCWTA, the lack of infrastructure in place to connect to Iron Bridge and deliver reclaimed water back to the city, the cost of the approximately 15 miles of piping each way that would need to be installed, the multiple jurisdictions involved, the lack of capacity available at Iron Bridge, potential financial obligations associated with Iron Bridge capital improvements, and the need for reclaimed water to offset the use of potable water for irrigation related to consumptive use permit (CUP) considerations. 784 CITY COMMISSION MINUTES | WORKSHOP | THURSDAY, MARCH 13, 2025 | PAGE 3 OF 4 Mr. Richards further noted that the city was five years in to the current process of replacing plants and the pursuit of Iron Bridge would require starting over with an associated 8-10 year timeline and higher costs, potentially as much as double the current plan. Ms. McKie reviewed the progress on the new facilities, noted recent submission of a Florida Department of Environmental Protection (FDEP) permit application, reviewed the funding strategy including the primary funding though the State Revolving Loan Fund (SRF) and the intent ot identify and pursue gap funding through grants, previous allocation of American Rescue Plan Act (ARPA) funds, and noted the next step was the construction loan application through SRF> Ms. McKie noted the East Wastewater Reclamation Facility was the current focus to be followed by the West plant. Mr. Richards then reviewed plans for the presently planned facilities, showed where future facilities could be added in the future, and what would remain on site. Mr. Anderson noted the construction schedule was highly driven by, and contingent upon, funding, permitting, and equipment procurement lead times. Continuing, he reviewed the CMAR process and noted the city’s control of the process, the benefits of cost transparency and early contractor involvement, the time savings with an estimated 31-month process as opposed to 45 with a design- build contract, and the provision of a guaranteed maximum price inclusive of subcontractor and supplier bids, general conditions costs, bonds & insurance costs, risk management, and the CMAR fee. Mr. Richards concluded the presentation with a lookahead schedule for the East Wastewater Reclamation Facility schedule with a goal to submit the SRF funding application by June, wrap up design details, begin equipment procurement, and then begin construction with an anticipated 2028 completion date. Regarding the West Wastewater Reclamation Facility, he noted 2027 funding and an anticipated completion date in 2030 after beginning construction in 2028. It was reiterated that all of these schedules were contingent upon funding availability and approval. Discussion followed on the timeline and challenges for piping to Iron Bridge, concerns about the disruptions associated with installing pipe through multiple jurisdictions, construction methods, the city’s responsibility to maintain their pipes and associated liability related to pipe issues and treatment plant issues, competition and impacts on treatment ability, and concerns about consent orders and spills. Further discussion followed on the estimated life of the proposed new plants. Mr. Richards noted the proposed modern concrete plants could last as long as 100 years with proper maintenance. Discussion turned again to the potential of connecting to Iron Bridge, associated costs and estimates provided by staff and seen elsewhere, requirements associated with Iron Bridge related to capacity, capital improvement funding obligations, the potential to sell reclaimed water to other municipalities, rate comparisons, the enterprise fund structure, economic development opportunities, and potential waste-to-energy projects. Odor concerns and lift station responsibilities were also discussed. There was brief discussion about a purported spill within the city but staff confirmed this was a water main break caused by a company laying fiber. 785 CITY COMMISSION MINUTES | WORKSHOP | THURSDAY, MARCH 13, 2025 | PAGE 4 OF 4 PUBLIC INPUT Mayor McCann opened Public Input. Mr. Tim Brodeur, 684 Vistawilla Drive, Winter Springs asked a number of questions about the information presented including about preventing spills, pre-purchase of equipment, and the need to address all aspects of water including wastewater, potable water, and stormwater. Mr. Jesse Phillips, 1124 Duncan Drive, Winter Springs thanked the Commission and presenters for transparency and realistic timelines and noted that he believed this was a public health issue that needed to be addressed. Mayor McCann closed Public Input. ADJOURNMENT Mayor McCann adjourned the meeting at 11:51 a.m. RESPECTFULLY SUBMITTED: ____________________________________ CHRISTIAN D. GOWAN, MPA CITY CLERK APPROVED: _____________________________________ MAYOR KEVIN McCANN NOTE: These Minutes were approved at the March 31, 2025 City Commission Regular Meeting. 786