City of Mexico Beach City Council Meeting Minutes TUESDAY, MAY14, 2024-9:00AM  The City of Mexico Beach City Council met in a regular meeting on Tuesday, May 14, 2024, at 9:00 am at the Public Works Building in Mexico Beach. Mayor Wolff and the following Councilmembers were present: Linda Hamilton, Jason Adams.. Jerry Smith and Tim Linderman. Also present were City Administrator, Chris Hubbard, City Clerk, Tammy Brunson and Interim City  Attorney Tim Sloan. I. II. III.  Call to order: Mayor Wolff called the meeting to order at 9:00 am.  Consent Agenda  Minutes from March 12, 2024 and March 26, 2024 brought to the table and motion passed unanimously. 1. Dina Bautista with AtkinsRealis presented update on Cities Recovery Project. There are 3 projects left to be obligated, which are the City Pier, the. Jetties and the Police/Fire/Municipal Complex. 2. Kimberly Shoaf with the CDC presented general update on the Beach Restoration Project. 3. Elizabeth Moore with Anchor CEI gave updates on Kayak Launch, 15th Street Pedestrian Bridge, Mobi Mats  Scheduled Appearances  and design build of metal building in the yard of public works. 4. Calvin Palmer with AVCON updated the stormwater survey.  IV. Planning and Zoning  1. Appointment of Alternate P&Z members: Alternate 1-L Larry Henderson and Alternate 2- Erik Fosshage. Mr. Linderman motioned to accept the appointments and Ms. Hamilton seconded the motion. Motion 1. Task Order #2 AVCON - Stormwater study projected cost of $517,500.00, Calvin Palmer with AVCON presented the task order of data collection and survey ofthe 40 acres stormwater pond on the 80 acres. Public comments: Lisa Logan, Mexico Beach asked council for a workshop with: surrounding property owners directly affected with the stormwater project before design stage due to the concern of what is going to be done with Mr. Linderman asked Calvin Palmeri is the 40-acre pond going to be a detention or retention pond. Mr. Palmer stated it would be a detention pond. Mr. Adams asking confirmation that this task order amount is specifically for the survey study. Mr. Wolff confirmed that this is a $8 million grant with $1 million allowed for the survey study. Mr. Hubbard confirmed that this was FEMA funded. Ms. Hamilton motioned to move forward with the 2. Consideration to Amend Policy and Procedure manual per FDEM and FROC - Fire Chief, Sandy Walker  passed unanimously. Regular Agenda  V.  the 80 acres.  task order and Mr. Adams seconded. Motion passed unanimously. addressed the Council to recommend amending per FDEM and FROC:  Emergency Financial Plan Procurement Policy Disaster Debris Policy  Pay for Work during Emergencies or Disasters  Chief Walker stated that the City has followed the guidelines of the above policies but was not documented inw writing in our Personnel Policy Handbook and Policy Manual. Once approved then will send to FDEM and  hopefully this will up our score.    City of Mexico Beach City Council Meeting Minutes TUESDAY, MAY14, 2024-9:00AM  Mr. Sloan recommended to update change on the procurement policy on page 15 #9 under Contract Signature Authority that the City Administrator to state "Agreements up to and including $15,000.00". Mr. Adams motioned to approve the Disaster Debris Management Plan. Ms. Hamilton seconded the motion. Motion passed unanimously. Mr. Adams motioned to approve the Procurement Policy withi the recommended changes that Mr. Sloan suggested.  Mr. Linderman seconded the motion.  3.  Consideration of RFP Proposals for Legal Services - Mr. Sloan asked Mayor Wolff if he needed to step out  while they were discussing this item. The council agreed that Mr. Sloan could stay at the table.  Public Comments: Cindy. Jolly, Mexico Beach, in support of Mr. Sloan.  Ms. Hamilton stated that Mr. Sloan is less expensive than Mrs. Jordan and that Ms. Jordan has a conflict with meeting dates and times and asked ifs she would be ineligible due to: she would be unable to attend all the meetings. Ms. Hamilton stated she did not think that they should change the meeting times for an attorney. Ms. Hamilton! in favor of Mr. Sloan. Mr. Adams stated both Mr. Sloan and Ms.. Jordan had a great resume, and both are qualified. He suggested the City Administrator speak with both candidates and look at the numbers and to keep Mr. Sloan on as the interim until decision is made. Mr. Linderman stated that Mr. Sloan came out to $7500.00 a month and projected 25 hours. Has a couple of concerns with Ms. Jordan as far as social media aspect and potential controversy with that. The scoring is very close and wanting to knowi ift they have to go withi the point winner or choose someone that is better suited for thej job. Mr. Smith called the City of Parker and asked them about Mr. Sloan's annual salary. Mr. Sloan stated that due to Parker not having a City Administrator that a lot of administrator things were not getting taken care of and it fell upon the City Clerk or City Attorney. He stated he felt that an hourly rate was the way to go for the City and he understands that we have had a fixed rate in the past but will get a better bang for your buck because you will know what you are paying for and the City Administrator will be the overseer of this. Mr. Smith stated the score sheets state the highest score is Ms. Jordan and he states that the award should go to her because oft the higher score than Mr. Sloan and wanting to know why a score sheet was even done. Mr. Wolff stated he would like for Mr. Sloan to sit back and listen due to Ms. Jordan not being there to speak on her behalf. Ms. Hamilton stated that there is only 10 points difference in the score: sheet between the two. She stated that Mr. Sloan is less expensive but on the score sheet Ms.. Jordani is scored less. Mr. Wolffhads some questions as Ms. Jordan not being able to attend the second Tuesday meeting and her retainer is $1000 a month and did not include the P&Z meeting or any extra hours. Mr. Sloan's retainer is $7500. Big difference between the two. Mr. Sloan wanted to clarify that but was not allowed to do SO. Mr. Wolff wanted approval for him and the City Administrator to talk to both of these applicants to nail down costs and availability. Mr. Linderman wanted to take a step back since Ms. Jordan was not there to speak and was in favor of the Mayor's suggestion. Ms. Hamilton stated that it is just not about the money but the availability to be at all meetings. Mr. Adams motioned to allow the City Administrator and the Mayor to sit down with both candidates to negotiate cost and availability and place on the next agenda. received. KK Storm scored the highest on the score: sheet. Public Comment - Bill Hamilton, Mexico Beach - the City picked up yard debris before Hurricane Michael and is this cost effective to outsource this. Mr. Hubbard explained the cost of the City doing this versus outside source. Mr. Linderman motioned to accept K.K. Storm proposal for Curbside Yard Debris removal. Ms. Hamilton seconded the motion. Motion passed unanimously. RFP-[ Disaster Debris Removal- Chris Hubbard presented proposal. Five proposals were received. KK: Storm was scored by the elected officials as the highest proposal. No public comments. Much discussion over the scoring and cost. Mayor Wollf suggested if this item is tabled will this affect the FROC requirements. Existing contract has expired. Mr. Linderman asked who would be responsible for the cost and Mr. Hubbard stated this was a FEMA  Mr. Linderman seconded the motion. Motion passes 4 -1 with no vote from Mr. Smith.  4.  RFP - Curbside Yard Debris Removal  Chris Hubbard presented the proposal. Only two proposals  5.  covered expense. Mayor Wolff wanted to table and look more closely at the numbers.    City of Mexico Beach City Council Meeting Minutes  TUESDAY, MAY 14, 2024-9:00AM  Ms. Hamilton asked if they went with an out of town company would the City be responsible for their lodging expenses. Mr. Smith: stated that we have at timeline andj just move forward. Mr. Adams and Mr. Linderman agreed to move forward aswell. Mr. Adams made motion accept RFP, proposal with KK Storm for Disaster Debris Removal. Ms. Hamilton seconded  the motion. Motion passed 4-1 with Mayor Wolff a no vote.  6.  RFP- 7TH Street Restrooms = Chris Hubbard brought to the table the restroom across the street from the Exxon Gas station that was destroyed by Hurricane Michael. This project has been bid out twice and bids came in close to al half ar million dollars. Staff recommendation is to direct Dina to sole source this RFP out to FEMA to see ift the city can do this project ourself and get FEMA to pay for it. Public Comments: Lisa Logan asked if this was going to bei ins same location as before. Cindy Jolley- - asked what the restroom will look like. Dina explained the process of submittingi this to FEMA due to that this project was bid out twice and both times the cost came in too high. Mr. Adams made motion to reject the bid proposal for the 7th Street restrooms due to the cost. Ms. Hamilton seconded the motion. Motion passed unanimously. Mr. Adams motioned to direct Dina to sole source RFP to FEMA. Mr. Linderman seconded the motion.  Motion passed unanimously.  7.  Consideration to give BCSO $67k in LE Impact Fees - Chris Hubbard presented that the City has $67,794.02 in Law Enforcement Impact Fee funds which we: as a city cannot spend at this time. Sheriff Tommy Ford contacted the City and informed us that thef fund was needed for a new vehicle for the part time Deputy in Mexico Beach. Mr. Sloan stated that these impact fees have to be used for infrastructure. Mayor Wolff asked had this ever been done before. Mr. Adams stated a contract or confirmation needed to show where money is spent. Ms. Hamilton asked Lt. Marty Williams about this new officer. Lt' Williams stated that this officer is already here in Mexico Beach and he does not have a vehicle. Ms. Hamilton asked how many vehicles they have. Lt stated that there are 5 deputies and 3 vehicles. She stated she didn't know why we needed to purchase another vehicle. Mr. Sloan stated that in the City codes that if impact fees are not used within 7 years that at their request thet fees must be returned. Mr. Linderman stated that one of his concerns is that ifwer purchase ay vehicle will it stay here or go somewhere else and could these funds be used for infrastructure in Mexico Beach. Mr. Sloan quoted the Florida Statute related to impact fees. Mr. Linderman recommended that we find out how old these impact fees are to determine what amount is at risk and ask the sheriff department what exactly are they looking for and what funds are going to be used for and take a look at our legal process if we go forward and what we could use these funds for in Mexico Beach. This task was given to the City Administrator to look into and come back to the table with these answers. Lt. Williams made a correction and stated that there are 7 officers and 6 vehicles that the 8. Consideration to purchase 2 new trucks - Chris Hubbard brought to the table to purchase 2 new pickup trucks for publicworks and utility department. The vehicles in use now are ini fair condition and have severe maintenance issues causing them to be unsafe. He proposes to replace two of those vehicles with cash on hand and budget for additional vehicles in the next fiscal year. Hei is asking for approval of the purchase of the two trucks shown in the Florida Sheriff's Assoc. quote with a total price of $76,260.00 and to approve the required budget amendments to purchase one truck for Utility Department out of the sewer capital replacement account and one truck for the prior year surplus for the Public Works Department. Mr. Smith was in agreement of this purchase. Ms. Hamilton asked what financial benefit we will receive from these older trucks, and he stated they would be auctioned off. Mr. Adams and Mr. Linderman were alsoi in agreement that newy vehicles are needed. Mayor Wolff stated he would rather purchase 41 trucks that are budgeted than purchase 2 now with a budget amendment. Mr. Smith motioned to purchase these 2 new trucks now. Mr. Adams seconded the motion. Motion failed 3-2. Mr. Linderman, Ms. Hamilton and Mayor Wolff with no votes, Mr. Smith and  sheriff financed for Mexico Beach. The 7th officer is in a vehicle from BCSO.  Mr. Adams with the yes votes.    City of Mexico Beach City Council Meeting Minutes  TUESDAY, MAY 14, 2024-9:00AM  9.  Consideration to purchase two restrooms. Pole barn and site work for Under the Palms Park- - Mr. Hubbard presented models of prefabricated concrete restrooms. Funds will bet taken from the Building Replacement Fund and would require al budget amendment. Discussion took place of the specifications of the restroom. Mr. Adams and Mr. Smith stated to move forward with this purchase. Mr. Linderman asked about using Park and Reci impact fees for this purchase. Mr. Hubbard stated this would not be coming out of the Parks and Rec fund. Ms. Hamilton motioned to authorize construction oft the two restrooms fort the site work fort the Denali restrooms and amend budget accordingly. 10. Consideration to advertise for engineering services for pier extension design and permitting Mr. Hubbard presented to council due to the amount of time required for engineering and permitting on the pier it is important to begin the required engineering and permitting now if the City wishes to extend the future pier from the original 854 feet beyond thel length paid for by FEMA to approx. 1500ft as the same length as the 2 other piers in Bay County. Park and Reci impact fees willl be used for the cost oft this. He stated that completing the engineering design and permitting now will assist the City receiving State appropriations and grants for future construction. Mr. Linderman stated that due to the beach restoration project that the City may need to extend the beach walk overs. Much discussion at the table about why extending the pier would be feasible. Mr. Hubbard stated that going further out in deeper water would be better fishing. Public comment - Lisa Logan asked what benefit does doubling the length of the pier. Mr. Linderman motioned to approve the advertisement for engineering services for pier extension design and permitting.  Mr. Linderman seconded the motion. Motion passed unanimously.  Mr. Smith: seconded the motion. Motion passed unanimously. Mayor Wolff motioned for a 5-minute break. Meeting resumed at 11:54 a.m.  11. Consideration to approve Proposal from Anchor CEI for Engineering Services to Design/Build Project for 60x40 Metal Building Warehouse - Chris Hubbard brought to the table and explained the much-needed building for storage for Public Works yard. Mayor stated he felt this building is much needed but wanted to make sure the budget allowed it. Ms. Hamilton asked where this building would be located. Mr. Hubbard confirmed it would be on the east side of the yard. Mr. Linderman confirming cost and asked how much was ini the Sewer and Water Impact fees. Mr. Hubbard confirmed it was close to $4 million and that this building was not a budgeted item and $2 million was tied upi in CD's. Mr. Adams asked Elizabeth Moore from Anchor CEI what exactly the cost of this service is going to cover. Ms. Moore: stated they would dot the civil site work and design build package and bid this project out for metal building contractors and overview the price and make sure work is done correctly. Mr. Smith wants to move forward with the approval to get this done to get equipment off the ground and out of the weather and to be able to order in bulk. Garret Garland, Utilities Supervisor, stated that the majority of the pipes laying in the yard right now could be thrown out because of being out in the open. Mr. Linderman asked why can't the City go straight to a vendor to dot this duet to the cost of $26,345 being sO high just for the design. Ms. Moore stated that for ai true design buildi it is required that a design build professional must bei involved in the design. She stated that this fee was a not to exceed amount and that ift the council wanted more information she would come back and present with answers depending on the threshold. Mayor Wolff asked if this is the norm for a city to reach out to their engineers to build a large metal pole barn. Ms. Moore stated it depends on the cities procurement policy and that Florida Statue stipulates how much work can be done without an actual engineer and a certain threshold required. Item tabled until next meeting with more  information from Ms. Moore.    City of Mexico Beach City Council Meeting Minutes  TUESDAY, MAY1 14, 2024-9:00AM  12. Discussion of future Purchase of Water Meters and Upgrade Meter Reading System - Chris Hubbard brought to the table the problems of malfunctioning water meters which requires an average of over 315 rereads every month over the last 61 months and proposing to upgrade the current system to a "fixed" radio read system compared to our current "drive by" radio read system. New system will cut future labor costs. Funding will come from the water department capital replacement account. Mayor stated thisi is al large purchase and timing is everything and they all take into consideration that we need to budget our needs. Much discussion at the table concerning the cost and installation. This will be presented at 13. Discussion regarding the Purchase of an upgraded Sewer Lift Station Alarm Monitoring System - Chris Hubbard presented to the council the issues with several of the sewer lift stations and problems with the alarm notification system not notifying the city utility department causing the lift station to overflow and a small amount of wastewater entering into  the next council meeting on May 28th.  the canal system. This item will be presented to the council at next meeting on May 28th. 14. April Financial Report - City Administrator, Chris Hubbard presented.  VI. Citizen Comments No public comments  VII. Mayor Comments- = Mayor Wolff suggesting to schedule Special Meeting for the Visioning Project for May 21S or VIII. Council Comments - Mr. Linderman wants to propose a couple of grants at next council meeting. Ms. Hamilton  May 22nd. Mr. Hubbard will contact Allara to make sure when she will be available.  asked Lt. Williams to speak about E-bikes on the sidewalks. This will be discussed at next meeting.  IX. Staff Comments - No comments from staff.  X,  Adjournment - Ms. Hamilton motioned to adjourn at 12:32 p.m.  - 4 1 Mayor, Richard Wolff  By:  Attest: DanmBnwwy  City Clerk, Tammy Brunson