Town ofMelbourne Beach  REGULAR TOWN COMMISSION MEETING COMMUNITY CENTER = 509 OCEAN AVENUE  May 17, 2023 at 6:00 p.m.  MINUTES  Commission Members: Mayor Wyatt Hoover Vice Mayor Joyce Barton Commissioner Sherri Quarrie Commissioner Corey Runte Commissioner Marivi Walker StaffMembers:  Town Manager Elizabeth Mascaro Town Attorney Cliff Repperger Finance Manager Jennifer Kerr Building Official Robert Bitgood Public Works Director Tom Davis Town Clerk. Amber Brown    1. Call to Order  Mayor Wyatt Hoover called the meeting to order at 6:00 p.m.  2. Roll Call  Town Clerk Amber Brown conducted a roll call Commission Members Present Mayor Wyatt Hoover Vice Mayor Joyce Barton Commissioner Sherri Quarrie Commissioner Marivi Walker Commission Members Absent Commission Corey Runte  StaffMembers Present Town Manager Elizabeth Mascaro Town Attorney Clifford Repperger Finance Manager Jennifer Kerr Building Official Robert Bitgood Public Works Director Tom Davis Town Clerk. Amber Brown  3. Pledge of Allegiance and Moment ofSilence Mayor Wyatt Hoover led the Pledge ofA Allegiance  4. Proclamations and Awards  Mayor Wyatt Hoover presented a proclamation recognizing May 15th, 2023 as Police Memorial Day and May 14th through May 20th as Police Memorial Week.  5. Presentations by Special Guests  A. Fiscal Year 2022 Financial Audit presented by. James Moore  Zach Chalifour, a partner of. James Moore, reviewed the' Town Audit and explained thei four reports oft the: audit. The: first report is an unmodified independent auditors' report on the financial statements. The second report is on internal control and compliance. The third report is a catch-all that goes over everything else that needs to be included in the audit. Thel last report is looking at the' Town's compliance with state statutes regarding investment activity and policies. Zach spoke about the ARPA funds and a change in the audit standards where they have tos state. how they approach their testing to identify risks. Zach reviewed some of  thei financial statements. Further discussion ensued 6.1 Boards and Committees    A. Presentation by the History Center Board  Laurie Simmons, Chair oft the History Center Board, spoke about the history of the Old' Town Hall Building. July of 2026 is when thel lease on the building would need tol be renewed. There aret ten docents, and two open thel building every Saturday from 11 am to 3 pm. So far this year therel have been 289 peoplei that] have come through. Laurie spoke about events the Board has and read ai few letters from people who havel been impacted by the History Center. She spoke about needed maintenance that includes the insulation in the attic which is falling, sagging soffit, tree trimming, some: rotten siding, and the building could use a new coat of] paint. Crystal Cain, a member oft the History Center Board, spoke about the native plant garden. They received a grant for the garden. To date, they have accumulated almost 400 volunteer hours. Had a plant salei in April. In 1994 there wasa  permanent building prohibition on that land.  B. Presentation by the Historical Preservation and Awareness Board  Dayle Hinman Farrell, a member of the Historical Preservation and Awareness Board, spoke about thel history oft the Ryckman House, what the Board has been working on, the items in the house, and the early residents ofthe Town. She provided a copy of a draft list of all oft the items in the Ryckman House.  7. Public Comments  Carlton Ray 518Andrews. Dr  Carlton Ray spoke about the Pineapple Man Triathlon and being on the Melbourne Beach Rotary Club. They would like tol have amplified music. starting at 7 am and instructions during the Triathlon near the pier or in the pavilions. Town Manager Elizabeth Mascaro spoke about several years ago the' Town stopped allowing amplified noise in the park, sO the Commission would have to be the ones to Mayor Wyatt Hoover spoke about putting the speaker by the Ryckman House to be  allowit.  further from thel home on the other side oft the brick wall.  The other Commissioners agreed.  Betsy Baird River. Rd  Betsy Baird spoke about the fitness class instructor should be paid. A neighbor told her thefour-way stop at Ocean and. Pine is unnecessary andi there is too much money  being spent on signs.    Chuck Cain 309S SurfRd  Chuck Cain asked ifthe Commission is aware that the County's Comprehensive Plan does not allow high density, but several people have tried to get that restriction lifted. Mayor Wyatt Hoover spoke about knowing about the situation and being open to The Commission discussed sending a letter of opposition to the Brevard County Town Attorney Clifford Repperger spoke about the previous conversation about  making some effort to provide opposition to any changes.  Commissioners  changing high density was for one specific address.  Cindy. Lagrassa 412 First Ave  Cindy LaGrassa, Vice President ofthe Melbourne. Beach Garden Club, spoke about the history and activities ofthe club. The club is disbanding and would like to donate Commissioner Sherri Quarrie read a public comment she received via email from Lou Ann Apple. The email was regarding the rumble strips at Ocean and Pine. The noise from the rumble strips is disturbing people and animals. Itmight not seem loud Commissioner Sherri Quarrie spoke about finding alternative ideas to solve thei issue Town Manager Elizabeth Mascaro spoke about how dangerous that intersection is. For The Commission decided to remove the rumble strips and try speed bumps.  $1,500.00 towards a waterfalli installation at Bicentennial, Park.  during the day, but at night iti is consistent and very. loud.  such as speed bumps.  whatever reason people continue to run that stop sign.  Frank Thomas 606 Atlantic. St  Frank Thomas spoke about Tom Davis being a tremendous employee for the Town. The Old. Post Office and Beaujean house look good. He spoke about potential Town mottos. such as history matters, the Town that remembers its past, or the Town with tradition. Many years ago the Beajuean house was in bad shape SO he put together a  group ofpeople to raise money tofix up the house.  8. Approval ofthe. Agenda  Vice Mayor Joyce Barton made a motion to approve the agenda as presented;  Commissioner Marivi Walker seconded; Motion carried 4-0.  9. Consent Agenda    A. Approval oft the Regular Town Commission meeting minutes April 19, 2023 C. Clarification on the motion that was made during the May 19, 2023, Regular Town Commission meeting regarding thej proposed Bowman contract for a conceptual  B. Approval oft the site plan for 415 Sixth Ave - New home  site plan for thel boat ramp  D. Appointment and reappointment of Board Members  Reappointment to the Historical Preservation and. Awareness Board  1. Jo Solley-Hansen 2. Dayle Hinman Farrell 3. Diana Beacham 4. Gail Gowdy 1. Karen Fenaughty 1. Brent Washburn  Reappointment toi the Environmental Advisory Board Appointment toi the Environmental Advisory Board  Town Clerk. Amber Brown asked for verbal verification regarding item C. The motion was to review and consider the proposed contract, but it did not include Mayor Wyatt Hoover spoke about thei motion should be to approve the contract and  approving the money. the: spending of $850.00.  The other Commissioners agreed with Mayor Hoover.  Vice Mayor. Joyce Barton moved toapprove the Consent Agendaas presented with the addition of the verbal approval; Commissioner Marivi Walker seconded;  Motion carried 4-0. 10. Public Hearing 11. Old Business  A. Consideration of Resolution 2023-01 - Historical Preservation and Awareness Town Clerk. Amber Brown spoke about the Historical Preservation and Awareness Board operating under a 2-year extension tot the Resolution fori the Board. Aftert the 2-year extension, the Commission was to review the status of the Board and then decide whether to make the Board permanent or not. At the February 15, 2023, Regular Town Commission Meeting a copy oft the draft resolution was presented for discussion to officially establish the Board. Thei following items were discussed and changed to what was in the packet tonight. Changed the name toi include Ryckman House, term limits changed from 2 years to 3 years, and increased the number of members to7plus 2a alternates. The draft resolution was) presented tot the Historical Preservation and Awareness Board in March, and the Board did not have any  Board  opposition to the resolution.    Vice Mayor Joyce Barton asked why the name of the Board changed and asked for Mayor Wyatt Hoover spoke about itl beingmildyconfusing having 2 history boards. Town Manager Elizabeth Mascaro spoke about including preservation and Dayle Hinman Farrell, a member of the Historical Preservation and Awareness Board, spoke about notl being concerned about the name but focusing on being able Mayor Wyatt Hoover spoke about changing the name to Ryckman House Historical The other Commissioners agreed with changing the name to Ryckman House  input from the Historical Preservation and Awareness Board.  awareness in the name as well.  tol be ofs service and the preservation ofhistory. Preservation and Awareness Board.  Historical Preservation and Awareness Board.  Vice Mayor Joyce Barton moved to approve Resolution 2023-01 to change the name to Ryckman House Historical Preservation and Awareness Board;  Commissioner Marivi Walker seconded; Motion carried 4-0.  B. Consideration of Resolution 2023-02 - Amendments to Town Commission Rules  and Procedures (Order of Meeting Agenda)  Mayor Wyatt Hoover spoke about thel background oft this item.  Town Attorney Clifford Repperger spoke about the updates to the resolution being the order of the agenda and then the Town Clerk sent an email out that included Mayor Wyatt Hoover spoke about the technical updates including the numbering of the bullets, using the word he or his, and capitalization of Town Commission. He Town Clerk spoke about the additional updates including Robert's Rules ofOrder is on the 12th edition from 2020, the paragraph about the order of the seating for the Commissioners, and it references action items which was renamed to thet task list.  some technical updates.  spoke about changing he or his to they, them, or their.  The Commission approved the technical updates.  Mayor Wyatt Hoover spoke about the major changes to this resolution are moving staff reports toward thel beginning of the meeting SO staff can leave earlier.  Frank Thomas 606AtlanticSt ofthe meeting.  Frank Thomas spoke about there used to beapolice report which was the highlight    Chuck Cain 309 Surfrd  Chuck Cain asked about public comment being right before adjournment. Vice Mayor Joyce Barton spoke about public comment still being towards the begimningofthemeting, butthereisan: additional lopportunity for publiccomment Mayor Wyatt Hoover spoke about each voting item will still have public comment.  that was added right before adjournment.  Vice Mayor Joyce Barton made a motion to approve 2023-02 amendments to the Town Commission rules and procedures, and order of meeting agenda with the discussed changes: Commissioner Marivi Walker seconded; Motion carried 4-0.  12. New Business  A. Consideration of the fiscal year 2023-2024 Law Enforcement Dispatch Services Town Manager Elizabeth Mascaro spoke about this being the yearly agreement for  Agreement  our police dispatch. Itincreased by $549-56.  Vice Mayor Joyce Barton moved to approve the FY2023-2024 Law Enforcement Dispatch Services Agreement at the cost ofs1s.8.aninereaseofs49.SÉORE the current agreement; Commissioner Marivi Walker seconded; Motion carried  4-0.  B. Consideration of the contract for document management software and document Town Attorney Clifford Repperger spoke about him being involved in this toi review the agreements. There were funds already budgeted of $26,000.00 for document management and $24,000.00 for scanning services. This contractor, MCCi, was awarded a contract under the National Cooperative Purchasing Alliance and is used by numerous other municipalities in the State of Florida. Under addendum 11 there isaone-timei implementation feeof$ $15,750.70and an annual support/subscription fee of $7,709.50 for a total cost for document management of $23,460.20. Addendum 2 is for scanning services in the amount of $22,002.04. Town Clerk Amber Brown spoke about the Town's old documents starting to disintegrate, sO she spoke with other clerks who mentioned using MCCi for document management and document scanning. This is a two-part agreement, addendum 1 is for document management and storage eofdocuments. Addendum 2  scanning services  isf for the scanning of our historical records.  Further discussion ensued.  Town Attorney Clifford Repperger spoke about a few edits that he will propose to  MCCi.    Vice Mayor Joyce Barton moved to approve the Master Service Agreement, Addendum 1 and 2 subject to edits but not to include changing the price of the implementation fee of $15.750.70, recurring annual suppor/subscription fee of $7,709-50,and also changes madel by the' Town Attorneyand approval from MCCi;  Commissioner Marivi Walker seconded; Motion carried 4-0.  C.A Approve/appoint Code Enforcement Magistrate, Paul Gougelman  Town Attorney Clifford Repperger spoke about Paul Gougelman who used tol bet the Town ofl Melbourne Beach Attorney which makes him uniquely qualified to be the Special Magistrate. The rate increased to $275.00 per hour and $125.00 per hour  for paralegals.  Further discussion ensued  Vice Mayor Joyce Barton moved to approve and appoint Code Enforcement Magistrate Paul Gougelman; Commissioner Marivi Walker seconded; Motion  carried 4-0. 13.Staff Reports  A. Town Attorney Report No additions B. Town Manager Report  Town Manager Elizabeth Mascaro thanked Commissioner Sherri Quarrie and Robin Davis fori the ribbon cutting ofthel Free Little Library and thanked Finance Manager Jennifer Kerr for her hard work on the audit. Next month the Ocean Ave update and  boat ramp should be ready. C. Departmental Reports 1. Building Department  Building Official Robert Bitgood spoke about the legislative bill that would  drastically change the building department did not] pass.  2. Code Enforcement No additions  3. Public Works Department  Public Works Director' Tom Davis spoke about thet tractor should be coming in next week, the pavilions at Ocean Park are now a solid color, most oft the palm treesi in Ryckman Park have been trimmed, and the boardwalk along Ocean  Park will be starting at the end oft this month.    Mayor Wyatt Hoover asked Public Works Director Tom Davis to get with the History Center Board regarding the maintenance oft the History Center.  4. Police Department No additions 5. Fire Department No additions 6. Finance Department  Vice Mayor Joyce Barton made a motion to accept the finance report as presented; Commissioner Marivi Walker seconded; Motion carried4 4-0.  7. Town Clerk Noa additions D. Town Commissioners 14. Action Items  Updated  Lifeguard Coverage - Town Manager Elizabeth Mascaro spoke about Fire Chief Gavin Brown being the liaison for this and the Brevard County Live Streaming - Town Clerk Amber Brown spoke about being in contact with a company that assists with RFPS and finding companies that do the work Street Ends - Public Works Director Tom Davis provided photos and spoke about thes street ends of First through Sixth which has large coquina rocks. Fifth  Commissioners are. looking into different options - June  -July  Ave is the best option. - June  15. Adjournment  Commission Marivi Walker moved to adjourn; Vice Mayor Joyce Barton  seconded; Motion carried 4-0. Meeting adjourned at 8:57 p.m.  AHOUENE  ATTEST:  Mptt Hoows WyattHoover, Mayor  Amber Brown, Town Clerk  LA