Town of Brooker Regular Monthly Council Meeting August 9, 2022  Present: Absent:  Steve Acree, Linda Bennett, John Maines, Suzanne McRee, Gene Melvin, Charlene  Thomas, Joe Tolleson Chris Caldwell  Community: Diane Andrews, Terry Thomas  Meeting called to order by Gene Melvin, Mayor. Meeting start time: 6:58 p.m.  Pledge of Allegiance  An motion was made by Steve Acree to approve the July 12"h meeting minutes as presented.  Seconded by Joe Tolleson, Motion passed. SCOP Grant Update - Town Clerk  Following discussion between the design contractor (Infrastructure Consulting & Engineering) and FDOT, specifically addressing concerns of inflated prices which may result in cuts to the plans, ICE has submitted updates to the completed plans for review/approval. Separately, additional monies were identified (outside of the existing SCOP grant) to include replacement ofs stop signs within the city limits. The design updates would include the removal oft the paving fabric in Shady Oaks subdivision (estimated! $48,000 savings), elimination oft the construction/paving ofl Michigan Avenue (estimated $80,000 savings) and the inclusion of stop signs. FDOT will review the updated completed plans and provide a formal Authorization to Advertise for the construction contractor. A motion was made Steve Acree to accept the updates to the plans previously submitted by ICE to the FDOT. by  Seconded by Linda Bennett, Motion passed.  Comments from the Public:  Commissioner Diane Andrews advised shei is working with Bradford County on a county- wide broadband project. She relayed that there is a link on the Bradford County website that prompts a "speed test" oft the user's internet speed, which serves as a survey for the need for improvements and broadband implementation. This project is a federally funded  project. Attorney - John Maines:  I. Gene Melvin advised that a quote was received from a contractor (Walt Seiler) for repair of the water lines and installation oft fire hydrants in Shady Oaks subdivision. The quote was separated into "Clay Electric" responsibility and "Town" responsibility, based on the 7-28-20 incident with the Clay Electric contractor which resulted in damage to the existing fire hydrant. He asked Mr. Maines for direction as to how to proceed with presenting the quote to the Clay Electric contractor (AIl Reliable Services, Inc.). Mr. Maines suggested that the bid, specific to All Reliable Services, Inc. be presented to the company for payment, however the bid, specific to the Town of Brooker, would need to bei in compliance with the Town's bidding process, requiring an Invitation to Bid. The Clerk was directed to advertise the  1    Invitation to Bid fori installation of a new fire hydrant and; gate valve from a contractor with 2. Linda Bennett asked fori input from the attorney as to possible liability issues related to holding community-wide functions on the grounds of City Hall, citing possible future host Halloween trick-or-treat on the property. She questioned. if he would have concerns plans about the council giving approval for usage oft the facilities for community-wide functions. Mr. Maines advised he would not have concerns with the council granting such approval, upon request and further recommended that such requests be routed thru the Town Clerk  ther required certification and licensure.  to  for placement on the agenda for Council consideration.  Fire Department- - Joe Tolleson:  Diane Andrews reported there has been no update, as of this writing. No decision has been  rendered with regard to the grant that could fund the newi fire station.  Town Clerk Report - Suzanne McRee:  . Past due report was passed out. Still out $410.12 in overdue accounts. One (1) meter was 2. Water Works building repairs are scheduled to begin the week of 8/8/22, with the contractor, Carlton Construction, Inc., having provided the necessary insurance and 3. Reminder of upcoming election events on Tuesday, 8/23/22, with voting equipment delivered on Sunday, 8/21/22. Voting equipment will be picked back up on Wednesday, being 8/24/22 by the Office of the Supervisor of Elections (they have a key for access to the 4. Town Clerk asked for consideration of website update and new web design, utilizing ARPA funds. This topic has been presented in the past; however, iti is noted that ARPA Fiscal Recovery Funds can be used for the one-time expense to completely revamp the Town website, offering improved communication to the customers and residents of the Town. In accordance with the Town's bidding process, three (3) bids were obtained, however the Clerk recommends the NET Group Online - MuniCreative, Inc., as they are the only provider in the locality, offering the widest range of services to the Town. Ar motion was made by Steve Acree to accept the bid from Net Group Online-Municreative, Inc. fora revamp oft the Town's website design, utilizing ARPAI Fiscal Recovery Funds. Seconded 5. The Town Clerk advised that she will be out of the office from August 24, 2022 thru September 16, 2022, requesting a Leave of Absence during that period. A motion was made by Linda Bennett to approve the requested Leave of Absence. Seconded by Steve Acree, Motion passed. Ar motion was made by Linda Bennett to approve Charlene Thomas as the Acting Town Clerk during the time period of August 24, 2022 thru September 16, 2022, in  locked this month and remains locked. worker's compensation information.  building).  Linda Bennett, motion passed.  by  Suzanne McRee'sabsence. Seconded by Steve Acree, motion passed. 1. Went over Revenue and Expenditures for the months July. 2. Roll back millage rate for 2022/23 will be 0.2662  Bookkeeper- Charlene Thomas:  3. Due to SCOP Grant: and ARPA funds, the budget will be over $750,000.00 which will require al Full Single Audit for 2022/2023. This will cost the Town more than is usually paid for the  audit.  2    4. There will be some budget amendments in September to add the amount that has been 5. Ms. Thomas spoke with Kara Wainwright from Reddish & White concerning the Fire Department's separate listing on the Budget. She advised that expenses associated with Fire Department can be added under General Administration. Any expense will show "FD" the toid identify what was spent on the building (Repairs, Utilities, Insurance). 6. Ms. Thomas spoke with both Kara' Wainwright (Reddish & White) as well as the Town's attorney, John Maines concerning the Town Clerk's Leave of Absence, specifically as to how tol handle the Town Clerk's salary and compensation to Ms. Thomas during Ms. McRee's three (3) week absence. Ity was noted that the Town Clerk position is a: salaried an approved Leave of Absence does not affect compensation. The matter of position, so for both parties must be addressed separately. Options presented were as follows: compensation a. Town Clerk could request a Leave of Absence and decline/waive her salary for September. Bookkeeper receives the Town Clerk's salary as compensation for her time b. Town Clerk could request al Leave of Absence and the Council decide to compensate her during that absence. Bookkeeper would be compensated for her additional hours at Ms. McRee waived her salary for the month of September; however, the Council discussed the fact that she would not be out of the office for the entire month and felt that she should be compensated while out of the office for this period. A motion was made by Steve Acree to pay both the Town Clerk and the Bookkeeper for the time period of August thru September 16, 2022. Seconded by Linda Bennett, Motion passed. 7. City Hall will be open on Monday, Wednesday and Friday, 9:00 a.m. until I:30: a.m. 8. Quotes have been received for additional playground equipment, utilizing ARPA Fiscal Recovery Funds. Afour (4) seat Teeter-Totter is $2,083.95, eight (8) foot Merry-Go-Round is-$4,013.95, two (2) seat See-Sawi is $758.95. The shipping for all three pieces total costi is $10,281.85. Several companies were contacted for quotes and the if$3,425.00, are the same at all companies. Discussion followed concerning possible liability issues prices with the Merry-Go-Round and Ms. Thomas advised she would follow-up with the Town's insurance provider (Florida League of Cities). Follow-up information will be provided at the 9. The compressor on the AIC unit at the storage building went out and a new unit was 10. Purchase of Emergency/911 address signs, utilizing ARPA Fiscal Recovery funds was approved at the July 12th meeting, however the number ofs signs to be purchased was reported as' 90. Actual number purchased was 96, changing the cost from $1980.00 to II. Kara Wainwright of Reddish & White will attend the September 13th, meeting to discuss a 12. The Town did receive the second allotment of ARPA Fiscal Recovery Funds in the amount of  spent from the ARPA Fiscal Recovery Funds to this year's budget.  worked during that period. her usual rate.  24, 2022 during  the Town Clerk's absence (8/24/22 thru 9/16/22)  September meeting. purchased for $569.00.  $2112.00.  new procedure that the Auditor General is requiring for audits.  $84,143.00.  3    Water Department- - Gene Melvin:  I. Bernard Carter is attending a conference in Daytona during the week of 2. DEP was notified by a customer that there was an issue with the water in August the trailer 8+, 2022. citing low chlorine and yellow in color. DEP made contact with Bernard Carter who park, addressed the issue on Sunday, 8/7/22. He flushed the lines and checked the chlorine residual, which was in compliance. The Town Clerk relayed that this issue was not 3. Clyatt Welll Drilling will be meeting with Gene Melvin and Bernard Carter about a the non-potable well. Mr. Melvin has checked with other contractors; however, quote  toTown Hall by the customer.  presented for they were  not certified for installation of a well for the general public.  Sanitation - Chris Caldwell (absent): I. Nothing to report. Road/Streets = Joe Tolleson: I. Nothing to report. Recreation/Parks. - Linda Bennett: I. Nothing to report.  Ground Maintenance/Mowing - Steve Acree: . Mowing is taking place as scheduled.  2. Joe Tolleson observed that the trash cans at the tennis courts were not being Steve Acree will follow up with the lawn maintenance contractor. 3. Gene Melvin mentioned that the fire hydrant by Michigan. Avenue needs 4. Additional areas for sidewalk cleanup, specifically clean-up oft tree branches weed-eating. thru fences onto the sidewalk, low hanging branches over the sidewalk and clean-up coming oft the entrance at Shady Oaks to the privacy fence. Ap proposal was received from A. Lawn Care in the amount of $1300.00 to do this work. Amotion was by Steve Acree J.L to contract the additional area of clean-up with A.J. Lawn Care. Seconded  emptied;  Motion passed.  byJ Joe Tolleson,  Community Center Building - Mayor Melvin:  I. Community Center roofing project has been completed by North Florida 2. North Florida Painting will be giving a quote for the interior painting.  Painting.  Town Council: I. Nothing to report Old Business:  I. Annual review of water rates was conducted and discussion to raise rates followed. Last rate increase was 10/01/21, with a rate increase of $1.00. Amotion was made Steve Acree to raise rate $1.00 effective October I, 2022. Seconded by. Joe Tolleson, by Motion passed. Clerk will have Resolution ready for approval at September meeting. 2. Compensation for Additional Duties related to ARPA Fiscal Recovery Funds (utilizing  Fiscal Recovery Funds)  4    a. Amotion was made by! Linda Bennett to compensate Suzanne McRee, Town Clerk, $1000.00 for additional administrative duties associated with the ARPA, utilizing Fiscal Recovery Funds. Seconded by Steve Acree, Motion passed. b. Amotion was made by Joe Tolleson to compensate Charlene Thomas, Bookkeeper, $1000.00 for: additional administrative duties associated with the ARPA, utilizing Fiscal Recovery Funds. Seconded by Steve Acree. Gene Melvin abstained from voting, declaring a' Voting Conflict, and filled out Form 8B. Vote  called for -3 3 yes (Chris Caldwell absent). Motion passed.  3. Compensation for Additional Duties related to the Small County Outreach Program a. Amotion was made byJ Joe Tolleson to compensate Suzanne McRee, Town Clerk, $1000.00 for additional administrative duties associated with the SCOP b. - Amotion was made by] Joe Tolleson to compensate Charlene Thomas, Bookkeeper, $1000.00 for additional administrative duties associated with the SCOP Grant. Seconded by Linda Bennett. Gene Melvin abstained from voting, declaring a Voting Conflict, and filled out Form 8B. Vote called for- -3 3 yes (Chris a. Council members were provided an updated report of the current and estimated  (SCOP Grant)  Grant. Seconded by Steve Acree, Motion passed.  Caldwell absent). Motion passed.  4. American Recovery Plan Act (ARPA) - Fiscal Recovery Funds Usage  expenditures. None  New Business:  Checks approved: General Fund: 7847-7868  Water Fund: 5773-5783  Amotion was made by Steve. Acree to approve the bills. Seconded by Linda Bennett. Motion  passed.  Gene Melvin made a motion to adjourn. Time: 8:32 p.m. CELE Gmclus (Gene) Melvin, Mayor  Cecil E.  SRer Suzanne/McRee, Town Clerk  5