DeFuniak Springs City Council Meeting Minutes Council Chambers September 9,2024  1. Call to Order  Mayor Pro-Tempore Toddi Bierbaum called the meeting to order at 5:001 PM.  Present: Mayor Pro-Tempore Todd Bierbaum (Seat 1); Councilmember Josh Sconiers (Seat 2); Councilmember Amy Heavilin (Seat 3); Councilmember Glen Harrison (Seat 4);  Councilmember Anthony Vallée (Seat 5). Absent: Mayor Bob Campbell.  Also, present were Interim City Manager Koby Townsend, City Attorney Clay Adkinson,  Interim Financel Director Daniele McDaniel, and City Clerk Rafael Ali.  2. CONSENT AGENDA Additions/Deletions to the Consent Agenda Approval of the Consent Agenda  A motion was made to approve the consent agenda by Councilmember Heavilin and seconded by Councilmember Sconiers; the motion passed without objection.  3. REGULAR AGENDA Additions/Deletions to the Regular Agenda Approval of thel Regular Agenda  A motion was made to approve the regular agenda by Councilmember Heavilin and seconded by Councilmember Sconiers; the motion passed without objection. 1. Request tol Purchase Large Quantity of Asphalt Material For Clay St  C.Interim City Manager K. Townsend  Mr. Townsend presented the Request to Purchase Large Quantity of Asphalt Material For Clay A motion was made to approve the Request to Purchase Large Quantity of Asphalt Material For Clay St by Councilmember Heavilin and seconded by Council member Mr. Vallee expressed his desire to see lighting improvements in the area. Mr. Townsend mentioned that he is in discussions with an FPL representative regarding lighting for the entire  St.  Vallee.  city.  September 9, 2024, Regular Meeting  1    Mr. Bierbaum raised concerns about the paving on Clay Street, emphasizing the need for the city Mrs. Heavilin inquired whether this issue had already been discussed. Mr. Vallee clarified that while no formal policy had been established, improving road conditions was a shared desire and Mrs. Heavilin proposed adding this topic to the agenda for the next standard workshop, and Mr. Mrs. Heavilin also asked what steps staff took to determine if this was a viable solution. Mr. Townsend responded that staff had noted the road's insufficient thickness and encountered difficulties in obtaining quotes for paving. He reiterated his commitment to ensuring quality in  toi improve the roadbed rather than simply paving over a poor foundation.  goal.  Harrison agreed.  the road project.  Mr. Townsend reported that the cost to pave the road is $19,000.  Mr. Bierbaum recalled the council's request for staff to conduct a survey and produce a grading assessment of the roads. He suggested delaying the paving project to evaluate the streets and A motion was made to continue this item till the council has general discussion on how roads are paved by Councilmember Heavilin and seconded by Councilmember Vallee; the Cliff Knauer noted that the most effective way to assess a road's needs is through geographical Mrs. Heavilin inquired about who provides this type of service. Mr. Knauer responded that  potentially roll the allocated funds into next year's budget.  motion passed without objection.  testing.  multiple companies offer these testing services.  2. Lead Service Line SRF Loan Application-L.S60U27 Inventory  Mr. Townsend presented the Lead Service Line SRF Loan Application (LS66027) Inventory. He stated that he requires approval for the loan application resolution and the legal opinion. Mr. Bierbaum asked whether starting this process now would make the city eligible for subsequent reimbursement. Mr. Townsend clarified that the city would need to secure SRF funds A motion was made to approve the Lead Service Line SRF Loan Application-LS6027 Inventory by Councilmember Heavilin and seconded by Councilmember Sconiers; the  for the construction portion.  motion passed without objection. D. Liberty Partners ofTallahassee September 9, 2024, Regular Meeting  1. Draft RFP for Chautauqua Hall of Brotherhood Special Category Grant Award  2    James Sowinski from Liberty Partners of Tallahassee announced that last week, the city was awarded $150,000 for the Safer Street All Grant Program. He also mentioned that a few years ago, the Department of State awarded $373,000 for the renovation of the second floor of the Chautauqua Hall of Brotherhood. Mr. Sowinski explained that they had to advocate strongly for Mr. Sowinski stated that the final phase involves releasing an RFP to find qualified construction Mr. Bierbaum noted that if the council had not updated the first floor of the Chautauqua Hall of Brotherhood, there would not have been enough space for all the attendees at the Main Street event. He requested that the added room on the second floor be removed to create one large A motion was made to move forward with the draft RFP as presented with a couple changes: Request for alternative bids, Consider taking out the top floor room, Mandatory pre bid, Modify the not to excess amount to the full amount of $372,000 plus the $80,000. by Councilmember Sconiers and seconded by Councilmember Vallee; the motion passed Mr. Vallee noted that moving forward with the project faces challenges due to insufficient original documentation. He expressed concern about how to secure approval without the Mr. Sconiers inquired about the original architectural designs. Mr. Vallee responded that they were able to reconstruct the original design plan, which was intended to accommodate multiple Mr. Bierbaum recalled that during his 2018 city council campaign, the renovations on the first floor werej just beginning and funds were running low. He stated that this is a good time to assess how the building is being used, noting that there hasn't been a demand for all the breakout rooms. He suggested that now may be our chance to eliminate that room and make the space as Mr. Sowinski pointed out that this RFP complains about a construction firm not being able to finish the project with the available funds. Mr. Sconiers mentioned that they had problems Mr. Bierbaum emphasized that there are issues with the building, and we need a strategy to address them rather than simply spending money. He also expressed support for exploring Mr. Vallee stressed the importance of maintenance, reminding everyone that if we are responsible fori it and are not fulfilling that duty, we need tol be aware ofthe implications.  permission to: usej previously procured architectural drawings.  management companies to carry out the project with thei remaining funds.  space.  without objection.  additional room, as it had been approved with that room: included.  events simultaneously.  wide as possible.  finding bidders for the project.  alternate options.  September 9, 2024, Regular Meeting  3    Mr. Harrison stated that the building is significant to the community, and it's crucial to ensure it serves multiple purposes. Mr. Harrison recommended the use of dividers to the Council to separate the space on the second floor. Mr. Bierbaum proposed having a special meeting where Mrs. Heavilin asked about the revenue generated from renting the Chautauqua building. Mr. Townsend replied that it brings in $25,000. Mrs. Heavilin suggested that ifthe building could be returned to a functional state, it could generate more revenue. Mr. Bierbaum added that it has Mr. Townsend noted that weddings are unlikely to occur because there is no second floor. Mr. Vallee suggested that they should advertise for weddings. Mrs. Vallee mentioned that the room Mrs. Heavilin inquired about a deadline for the project. Mr. Sowinski responded that it is the end Sara Commander expressed concerns about breaking the upstairs into three smaller rooms, Michelle Kitch raised concerns about the exposed beams and how noise on the top floor would Mr. Vallee pointed out that there are additional costs and safety concerns associated with having af fully functional kitchen in a historic building. Mr. Townsend asked if there is a mandatory pre- bid requirement for the RFP. Mr. Sowinski answered no to which Mr. Townsend suggested that  council members could visit the building together ori individually.  been hovering around $20,000 a year.  in the center disturbs the space.  ofthis year, but they can request an extension.  stating that keeping the top floor as open as possible would bel better.  be managed.  they should add that requirement. E. Dewberry Engineers - C. Knauer 1. Airport' Terminal Project Update Townsend for distribution.  Mr. Knauer apologized for not printing all the reports and stated that he would email them to Mr. He mentioned that the architect would be on-site all day tomorrow and that the contractor is Mr. Knauer noted there have been issues with getting the HVAC system operational, explaining that the specifications require a factory representative from LG to be present for the startup. He indicated that they have been trying for three weeks to get an LG representative on-site, and He reported that the drywall work has been completed in two weeks and that the ribbon-cutting Mr. Bierbaum asked ifMr. Knauer was requesting ai motion, to which Mr. Knauer replied no.  expected to finish in 4 to 6 weeks.  certain tasks cannot be completed until that occurs.  ceremony is scheduled for October.  September 9, 2024, Regular Meeting  4    Mrs. Heavilin inquired whether the city is paying for storage. Mr. Knauer clarified that the Mr. Sconiers asked why this process couldn't be handled online. Mr. Knauer responded that he Mr. Adkinson asked for the contract's end date, and Mr. Knauer confirmed it is the end of Mrs. Heavilin requested that Mr. Townsend provide an update on this issue before the next City Mr. Bierbaum noted that Apcon was hired for the terminal work, which is separate from the expired continuing service agreement with. Apcon. He added that Barge is the current continuing  contractor is responsible for that.  would work on getting a contact for LG.  September. Council meeting.  service contract.  4. PUBLIC. HEARING/ORDINANCES A. Planning Director C. Wallace  1. 2024-SSA-08, Michael McCormick, on behalf of Imprimis LLC's, request to amend the Future Land Use Map from Medium Density Residential to Commercial for property  located at the SW corner of Walton Rd and Highway 83N  Mr. Wallace present on 2024-SSA-08.  A motion was made to approve 2024-SSA-08 by Councilmember Sconiers and seconded by Councilmember Vallee; the motion passed with Councimember Heavilin voting nay. Mr. Sconiers inquired whether the request is to reduce the number oftownhomes.  Mr. Wallace clarified that 13 acres will be designated for residential use, while 5 acres will be Mr. Bierbaum asked ift the development could be done inj phases rather than all at once. Mr. McCormick responded that the area was originally zoned C2 but was later rezoned to R2.  allocated for commercial development.  He explained that it will consist of one continuous commercial parcel.  Mr. Harrison asked if the southern end would remain residential, to which Mr. McCormick Mr. Harrison expressed conçerns about the setback distance between the commercial and  replied that this area contains the retention pond.  residential properties.  September 9, 2024, Regular Meeting  5    Mr. McCormick confirmed that the setbacks are 40: feet.  He also noted that the plan includes 148 townhomes priced between $250,000 and $300,000. 2. 2024-RZ-07, Michael McCormick, on behalf of Imprimis LLC's, request to amend the Zoning Map for property located at the SW corner of Walton Rd and Highway 83N  Mr. Wallace present on 2024-RZ-07.  A motion was made to approve 2024- RZ-07 by Councilmember Sconiers and seconded by Councilmember Vallee; the motion passed with Councilmember Heavilin voting nay.  A. Code Review and Land Use Committee 1. Code ofOrdinances Chapter 4- Animals and Fowl  Mr. Bierbaum stated that this is an Ordinance that has been debated many times at the Code Mrs. Heavilin stated that she just got this copy oft the ordinance and ifwe could table it. A motion was made to table this item and bring it back to the next regular scheduled meeting by Councilmember Heavilin and seconded by Councilmember Vallee; the motion passed with Councilmember Bierbaum and Councimember Harrison voting nay. Mr. Vallee acknowledged that this is a significant portion of the ordinance and inquired when it Mrs. Heavilin mentioned that she attended a seminar and did not receive her copy until this Mr. Harrison noted that there are 12 changes in the ordinance, some of which may be deletions, Mr. Bierbaum expressed understanding for Mrs. Heavilin's concerns but emphasized that this Mr. Adkinson stated that if changes are made tonight, the matter will need to be continued  Review meeting.  was distributed. Mr. Ali replied that it was sent out on Friday.  meeting.  and suggested that it could be reviewed tonight.  topic has been discussed multiple times at the code review meetings.  regardless.  Mr. Sconiers asked ifMrs. Heavilin could resolve this before the next meeting.  Mrs. Kitch approached the podium to voice her concerns about tabling the motion. She asked how long the city has been working on this, and Mr. Bierbaum responded that it has been in  progress for ayear.  Mrs. Kitch urged the council to make a decision and move forward.  September 9, 2024, Regular Meeting  6    Mr. Sconiers then asked Chief Hurley for his thoughts on tabling the issue. Chief Hurley remarked that tabling it would merely delay progress and that considerable effort had gone into Mrs. Heavilin reiterated that shel hadn'ts seen the document until Friday and preferred not to vote Mr. Adkinson clarified that the ordinance cannot be adopted until the 23rd, regardless oft the 10- day requirement, and that the earliest advertisement would be on the 18th. He added that the first  developing this ordinance.  on something without adequate review.  reading timing would not impact the process. 5. REQUEST TO BE ON' THE. AGENDA  Mrs. Commander requested that the council create a plaque to honor Robert Nelson. Mr. Townsend mentioned that he can discuss this matter with Mrs. Commander.  Mr. Bierbaum encouraged Mrs. Commander to collaborate with the City Manager and then bring Mrs. Kitch suggested that there should be insurance requirements for individuals renting the various facilities. She also urged the City Council to inform the public about any deletions or  the proposal back to the council.  changes.  6. CITIZEN COMMENTS 7. CITY ATTORNEY 8. LEGISLATIVE REQUESTS A. Councilmember A. Vallee  1. Funding Proposal for the DeFuniak Springs Fire Department  Mr. Vallee emphasized the need to address the issues concerning the Fire Department. He noted that the current fire trucks are unable to service the courthouse and expressed his desire to He stressed that relying solely on grants is insufficient and questioned how they would solve this issue without developing a proper funding mechanism. Mr. Vallee stated that impact fees alone He requested a legal opinion on the possibility of establishing a MSTU or MSBU to fund the Police and Fire Departments. Mr. Vallee explained that this would be a tax for essential services He also asked for feedback from staff on the actual funding needed and requested verification on  support those who take care oft the community.  would not meet their needs.  the community wants to see.  the number of! parcels they have, both residential and commercial.  September 9, 2024, Regular Meeting  7    Mr. Adkinson stated that he could prepare this information and present it in the form of a A motion was made to motion to schedule a workshop to discuss the Funding Proposal for the DeFuniak Springs Fire and Police Departments by Councilmember Vallee and seconded by Councilmember Harrison; the motion passed without objection. Mr. Harrison emphasized that this is a vital service for the community.  workshop.  Mr. Vallee pointed out that there is $1.6 million worth of equipment housed in a building that is Mr. Bierbaum agreed that this topic requires extensive discussion. Mr. Townsend inquired Mrs. Kitch suggested that the funds allocated to the CRA could potentially be used to finance the  75 years old.  whether they would like to wait until November Ist to have these discussions.  Fire Station.  9. EXECUTIVE COMMENTS  Mr. Townsend announced that the concrete slab has been poured at Florence Park.  He also noted that there will be a joint workshop for the City Council and CRA on September  25th.  10. COUNCIL COMMENTS  Mr. Bierbaum mentioned that the Council received a letter from the Friends of the Library, and he will reach out to Mr. Townsend to discuss the status ofs some concerns he has raised. He expressed that he does not necessarily agree that the library is in dire need. However, he  acknowledged that the city should invest in: its structures.  September 9, 2024, Regular Meeting  8    LADJOURNMENT Meeting Adjourned 7:21 PM.  Approved:  Bob Campbell, Mayor  ATTEST: AK  DEFUN AE" CORPORATE) SEAL/ S 1901  Minutgst taken Rafael Ali City Clerk Proper notice having been duly given  by  September 9, 2024, Regular Meeting  9