MEXICOBEACH  CITY COUNCIL REGULAR MEETING TUESDAY, APRIL23, 2024 AT 6:001 P.M. PUBLIC WORKS BUILDING Mayor, Richard Wolff  Councilman, Jerry Smith Couniclwoman, Linda Hamilton Tim Sloan, Interim City Attorney  Councilman, Jason Adams Councilman, Tim Linderman City Clerk, Tammy Brunson  Chris Hubbard, City Administrator  This meeting willl bel lives streamed oni the City ofl Mexicol Beach Government. Facebook) page. Ifyoul haveany questions or comments on the agenda, please email them up to 21 hours prior to the meeting at vyameNicobeachigov  I. II.  CALLTO ORDER INVOCATION III. PLEDGE OF ALLEGIANCE IV. ROLLCALL V.  OTHER BUSINESS  1. Explanation of Council - Administrator Form of Government- City Attorney  2. Selection of Mayor Pro-Tem a. Open Public Discussion b. Close Public Discussion Discussion  d. Motion to. Approve Selection of Mayor Pro-Tem  3. Appointment as the City Council Liaison to the Mexico Beach CDC - City Administrator 4. Appointment of 2024-2025 Committee Assignments - City Administrator  a. Open] Public Discussion b. Close Public Discussion Discussion  d. Motion to Approve Selected Appointments  Consideration of the Finance Director Job Description - City Administrator  a. Open Public Discussion b. Close Public Discussion Discussion d. Motion to Approve/Deny Project List- - City Administrator    7. Information forl New Elected Officials- City Administrator  8. Known Tentative Agenda Items for the May 14th Council Meeting- City Administrator  VI. CITIZEN COMMENTS  1. Speaker must come to the podium and state name and city of residence.  2. Comments are limited to 3 minutes.  VII. MAYOR COMMENTS VIII. COUNCILI COMMENTS IX. STAFF COMMENTS 1. City Attomey 2. City Administrator ADJOURNMENT  X.  Emailed toi interested parties and posted on the city website on: 04/18/2024  Note: Copies of the Agenda items are posted on the City's Website mexicobeachf.gov This meeting will be *You are hereby notified that in accordance with Florida Statutes, youl have a right to appeal any decision made by the Council with respect to any matter considered. You may need to ensure that a verbatim record of the proceedings is made which may need to include evidence and testimony upon which the appeal is based. Any person requiring a special accommodation at this meeting because ofa disability or physical impairment should contact Tammy Brunson, City Clerk, at 201 Paradise Path, Mexico Beach, Florida: 32456; or by phone (850)6 648- 5700 at least five calendar days prior to thei meeting. Ifyou are hearing or speech: impaired, and you possess TDD equipment, your may contact the City Clerk using the Florida Dual Party Relay System, which can be reached at  recorded on the website.  1-800-955-8770(IDD    MEXICOBEACH  CITY OF MEXICO BEACH CITY COUNCIL  For Clerk's Use Only AGENDA ITEM#  Agenda Abstract Form Meeting Date: April 23, 2024 Department: City Council Public Hearing: Date of Public Hearing:  Yes R No  Agenda Consent Regular Agenda Closed Session  RESENIERINPORMATON CONTACT: Chris Hubbard, City Administrator  ITEM TO BE CONSIDERED Subject: Selection of a Mayor Pro Tem Attachment(s): None  Brief Summary: Action Requested: Appointment al Mayor Pro Tem ISSUE OVERVIEW  The City Council needs to select a new Mayor Pro Tem to chair the Council should the Mayor be unavailable.  Background Information & Issue Summary:  The City Council needs to select a new Mayor Pro Tem to chair the Council should the Mayor be unavailable.  Financial Impacts: None  Staff ecommendatonsCommens Appoint al Mayor Pro Tem    MEXICOBEACH L:O.KI:DA  CITY OF MEXICO BEACH CITY COUNCIL  For Clerk's Use Only AGENDA ITEM#  Agenda Abstract Form Meeting Date: April2 23,2024 Department: City Council Public Hearing: Date of Public Hearing:  Yes R No  Agenda Consent Agenda Regular Closed Session  PRESENTEINFORMATON CONTACT: Chris Hubbard, City Administrator  ITEM TO BE CONSIDERED Subject:  Appointment of the City Council Liaison to the Mexico Beach CDC  Attachment(s):  Letter from Kimberly Shoaf, President oft the Mexico Beach Community Development Council  Brief Summary:  Councilman Adrian Welle was the previous Council liaison to the Mexico Beach CDC but, with his term ending as an elected official, this position is now open. The CDC Board met on April 18th and nominated Councilman Tim Linderman to  fill the vacant liaison position. Action Requested:  Appointment a Council liaison to the Mexico Beach CDC  ISSUE OVERVIEW  Background Information & Issue Summary: tof fill the vacant liaison position. Financial Impacts: None  Councilman Adrian Welle was the previous Council liaison to the Mexico Beach CDC but, with his term ending as an elected official, this position is now open. The CDC Board met on April 18th and nominated Councilman Tim Linderman  Staff Recommendations/Comments:  Appoint Councilman Tim Linderman as the Council liaison to the Mexico Beach CDC    Mpxicolpach Community Development Council  April 18, 2024  City of Mexico Beach 201 Paradis Path Mexico Beach, FL32456 Dear Mayor and City Council,  During the April 18, 2024 Board of Directors meeting for the Mexico Beach Community Development Council (MBCDC) the City of Mexico Beach representative seat was discussed asi it will need to! bet fulfilled. The Board of Directors unanimously voted to nominate Councilman Tim Linderman to fill this seat. Mr. Linderman has stated that he is willing to serve as the City's representative ont the Mexico Beach Community Development Council, INC. Af formal appointment will come from the Bay County Board of County Commissioners at the request of the MBCDC Board of Directors. If appointed, Mr. Linderman wills servei ini the seat for the remainder of its term. On behalf of the Board of Directors fort the Mexico Beach Community  Development Council, Ithanky youf for your regard tot this matter.  Sincerely, Kimberly Shoaf 6b President imberxemetobeashicon 850-648-8196  Mexico Beach Community Development Council, Inc.  Mexico Beach Community Development Council 102 Canal Parkway, Mexico Beach, FL 32456    MEXICOBEACH  CITY OF MEXICO BEACH CITY COUNCIL  For Clerk's Use Only AGENDA ITEM#  Agenda Abstract Form Meeting Date: April23,2024 Department: City Council Public Hearing: Date of Public Hearing:  Yes R No  Agenda Consent Agenda Regular Closed Session  PRESENTENINFORMATON CONTACT: Chris Hubbard, City Administrator  ITEM TO BE CONSIDERED Subject: 2024 Committee Assignments Attachment(s): Brief Committee Descriptions Brief Summary:  There are several opportunities for Councimembers to represent the City of Mexico Beach with various committee  assignments in the local area. Action Requested:  Appointment (or volunteer) of a Councimember to each of the committee vacancies  ISSUE OVERVIEW  Background Information & Issue Summary:  There are currently open positions on the MAC, Bay County League of Cities, TPO, and SASJB Estuary Program committees. Having representation from the City of Mexico Beach on these committees is beneficial in many ways and  shows the City's willingness to be involved in Bay County and the community.  Financial Impacts: None  Staff ecommerdatonsCommens  Recommend appointment or volunteers of a Councimember to each oft the open committee assignments.    Bay County Transportation Planning Organization (TPO)  The Bay County Transportation Planning Organization is the local, intergovernmental transportation policy board for Bay County, Fla. The board is comprised of local government officials who make decisions regarding transportation at a regional level. The Bay County TPO is required by state and federal law to establish a cooperative, comprehensive, and continuing planning process. The TPO also works to increase safety, security, accessibility, mobility, and connectivity for people and goods. The Bay County Transportation Planning Organization typically meets six times a year on the fourth Wednesday of the month at 3:30 p.m. The TPO has two advisory committees, the Citizen Advisory Committee, and the Technical Coordinating Committee. The TCC  meets at11 a.m. and the CAC meets at 1:30 p.m. on the same day as the TPO board.  Florida League of Cities - Bay County Chapter (BCFLC)  For more than 100 years, the Florida League of Cities has been the united voice for Florida's municipalities. The League's mission is to serve the needs of Florida's cities and promote local self-government. We support local voices making local choices to protect and enhance Florida's communities. The League provides members with tailored advocacy tools and training programs designed specifically for municipal officials. It also serves as administrator for the Florida Municipal Insurance Trust, offers innovative financial solutions to Florida's local governments, and provides contractual support services to several statewide municipal and professional  associations.  Military Affairs Committee - Tyndall Air Force Base (MAC)  The Military Affairs Committee, also known as MAC, was started in 1946 and is the Bay County Chamber of Commerce's largest committee. The purpose of MAC is to promote development of Bay County's military community, defined as the military installations located in Bay County, the military and the civilian personnel assigned to those installations and their departments. The military community is a valuable contributor to the economic, civic and cultural life of Bay County MAC hosts many social events, recognizing new and departing leadership from our area bases, welcoming distinguished visitors, as well as celebrating accomplishments of ourl locali installations. The committee isnationalyrerogized for their success and: support of the military. Many communities around the country model their groups after our MAC. This committee is a great way to show support to a sector of Bay County that is vital to its economy and network with like-minded community  members.  St. Andrews & St. Joseph Bays Estuary Program (SASJBEP)  The St. Andrew Bay Watershed in the central Florida Panhandle covers 1,156 square miles that includes the interconnected estuary system of both St. Andrew Bay (West, North, and East bays) and St. Joseph Bay. This gem of an estuary and watershed is one of the most biologically diverse bays in North America and the only watershed in Northwest Florida located entirely in the state of Florida. Its lakes, streams, and coastal waters sustain numerous species of fish, shellfish, and wildlife. Its wetlands and coastal barriers provide resiliency against: storms and coastal change. Thisinterconnected estuary provides significant ecological, economic, social, and recreational benefits to those living, working, or visiting the region. It also offers an essential resource supporting the area maritime industry and naval operations, economic development, tourism, and a range of recreational activities. A 69,000-acre estuary is one of the most biologically diverse bays in North America and St.J Joseph Bay has the richest and most abundant concentrations of marine grasses along the Northwest Florida coast. The bays are also an essential resource to area maritime and naval operations as well as tourism.    MEXICOBEACH  RD  CITY OF MEXICO BEACH CITY COUNCIL  For Clerk's Use Only AGENDA ITEM#  Agenda Abstract Form Meeting Date: April 23,2024 Department: City Council Public Hearing: Date of Public Hearing:  &  Consent Regular Closed Agenda Agenda Session  Yes K No  PRESENTERINFORMATON CONTACT: Chris Hubbard, City Administrator  ITEM TO BE CONSIDERED  Subject:  Approval of the Finance Director Job Description  Attachment(s):  Finance Director Job Description  Brief Summary:  At the April 9th meeting of the City Council, discussion was held about hiring an in-house finance director and the Council asked for the job description to be presented at the April 23rd meeting. The attached job description was utilized in the  past when this position was advertised.  Action Requested:  Approve the job description or recommend changes so the position can be advertised  ISSUE OVERVIEW  Background Information & Issue Summary: past when this position was advertised.  At the April 9th meeting of the City Counci, discussion was held about hiring an in-house finance director and the Council asked for the job description to be presented at the April 23d meeting. The attached job description was utilized in the  Financial Impacts:  Hiring an experienced, in-house finance director will save money compared to using an outside accounting firm  Staff ecommerdatonsCommens  Approve the job description or recommend changes so the position can be advertised    City of Mexico Beach Job Description  MEXICOBEACH :OKD-A  Department: Finance Position: City Accountant Job Summary:  FLSA Status: Exempt  This is a highly responsible position in the City's finance department which involves planning, directing, and implementing accounting activities. Work is performed under the primary supervision and direction of the City Council. Duties require attention to detail, accuracy, and time management skills. In addition, the employee must have strong  organizational, documentation and accounting skills. Major Duties and Responsibilities:  Assists in the development and implementation of goals, policies, priorities, and procedures relating to financial management, budget, accounting and payroll Responsible for executing City payroll, including retirement and other benefits Responsible for the preparation of monthly bank reconciliations and general journal Supervises the preparation and filing of various regulatory reports including sales tax returns, fuel tax returns, payroll tax returns, arbitrage reports, bond disclosure Leads the preparation of various financial statements and reports Leads review of accounting and administrative controls, establishes controls for new financial systems and develops procedures to improve existing systems Leads the coordination and preparation of materials for the City's external audit Maintain and review for accuracy the general and subsidiary ledgers including but not limited to accounts receivable, accounts payable, revenue distribution, depreciation, property, operating expenses, and insurance records Prepares statements and reports of projected future revenue and expenses Routinely presents and explains financial data to the City Council, City In addition to the major duties and responsibilities, other tasks may be assigned.  management  entries related to the same  reports and other reports as required  and annual budget process  Leads cost analyses and rate studies  Assists in the management and tracking of grants Administrator and other decision-makers as needed  City of Mexico Beach - City Accountant - Revised May 2023  1IPage    Knowledge, Skills and Abilities:  Knowledge of modern office practices and procedures  Ability to work with limited supervision, maintain a high degree of accuracy and thoroughness with reasonable speed and compose effective correspondence Knowledge of computer operation, typing skills and 10 key by touch Ability to understand and carry out moderately complex oral and written instructions Ability to maintain productive working relationships and deal in a courteous manner with the public, co-workers, citizens and customers Ability to keep records and produce reports from such records Ability to communicate clearly and effectively both verbally and in writing Bachelor's Degree in accounting from an accredited college or university Five (5) years' experience in an accounting environment, preferably in the governmental accounting sector either as an employee of a government or an At thorough knowledge of GAAP is required, and a knowledge of GASB standards is A comparable amount of training, college education or experience may be  Education and/or Training  external auditor of governmental entities  preferred  substituted for minimum qualifications  Work Environment: - Office setting Physical Demands:  Acceptable eyesight (with or without correction) Acceptable hearing (with or without hearing aid)  Some stressful situations Supervision Received and Exercised: Work is performed under the supervision of the City Council Provides supervision to the Staff Accountant Pay Grade: EX2 ($50,000 -$ $80,000)  Disclaimer:  The position description does not constitute an employment agreement between the city and employee and is subject to change as the needs of the city and the requirements of the job change. Examples of duties listed in the position description are intended only as illustrations of the various types of work performed. The omission of specific statements of duties does not exclude them from the position if the work iss similarly related or a logical assignment to the position. Each employee's position description is maintained as part of his/her personnel file. Additional copies of position  descriptions may be requested through the department head.  City of Mexico Beach = City Accountant - Revised May 2023  2Page    (  @ -  B  a N - 5    C @  N o    -  NN    MEXICOBEACH OADA  CITY OF MEXICO BEACH CITY COUNCIL  For Clerk's Use Only AGENDA ITEM#  Agenda Abstract Form Meeting Date: April 23, 2024 Department: City Council Public Hearing: Date of Public Hearing:  Consent Regular Closed Agenda Agenda Session  Yes R No  PRESENTEKINFORMATON CONTACT: Chris Hubbard, City Administrator  ITEM TO BE CONSIDERED Information for New Councilmembers  Subject:  Attachment(s): New Information Packet Brief Summary:  The information is being presented to new elected officials to assist them in moving forward with their duties and  responsibilities as members of the City Council None. For informational purposes only.  Action Requested:  ISSUE OVERVIEW  Background Information & Issue Summary:  The attached information is an important first step in acclimating new elected officials tot their roles, responsibilities, and other info for their positions. This information would normally be discussed prvately-andlenounge all the elected officials to speak to me privately if they have any questions--but, with everything that has been stated over the last year, I thought it would be agood idea top present the information at a public meeting SO the citizens would also have access to  the info and any conversations surrounding it  Financial Impacts: None  Staff ecommerdtlonsCommens None. Fori informational purposes only.    Information for New Elected Officials 1. Access to Public Records  a. Everything except Privacy Act Info is, and has been, available to all  elected officials (and anyone else)  b. Ifyou ever want anything, all you. have to do is ask  2. Springbrook Access  a. Let me knowi ifyou want training on the software  b. Ifsomething hasn't been uploaded into Springbrook, let someone know what you want and we'll provide you with hard copies oft that  information  3. Internal Controls - Tab1  a. Given again for informational purposes sO you'll have a hard copy b. Numerous people provide oversight and checks-and-balances C. Our internal controls make it very difficult for wrongdoing to occur d. Ifyou have any questions, please don'thesitate to ask  4. FEMA Projects and KevenuesyExpendinures - Tab 2  a. A printout for all FEMA projects as well as the expenses associated b. This information comes directly from the Florida Division of  with each project is attached.  Emergency Management's (FDEM) website C.I Ifyou have any questions, please ask  5. Bank Accounts - Tab 3  a. A copy oft the balances in each of the City's accounts is attached b. Much ofthose funds are restricted sO they are not able to be spent  except for specified projects/items Will need new signers for the bank accounts  6. Current Revenue VS. Expense report is attached for each of the City's funds  - Tab4  a. This is subject to change depending upon future journal entries  7. Rough Fiscal Year 2024-2025 Budget Schedule - Tab 5  a. This is a rough guideline based on the schedules for previous years- more definitive dates will be set as we get closer to the budget process    Tab1    A -  -  3  E @    9 S o @ e e @ U D  00  S C  M e a A  a    s S @ 0 - 00 E  I    @ 3  O C S S @ C  00 S U o -    a :  -    y  S 6  -  > 0 E -    U    C I  3 C    I  S @ S 8  I    -  E o n C a 00 5  9  ) 1  - a 0    S 6 8  0 @  I  D  I        S S @  00 e    E C 8 S S @ - a 00 5  -    5    E -  dwo  dESAOGEWO  S  in @ S 0 a @    3 8    - S S 8  8 Y    6 a S  0 E O 3 à 0  e C m 9 e E la  0 00 0 L m E 0 0 D I e - E E s 5 2 2  e 6 : S f 0 o 8 e e  e E S A  2    Tab2        00 d0 00 d0 d0 d0 00 43  00 888 3 680 o0  00 00 00 8888 80 880   655e    888 00 60 60 688 49  8888888 88 888881 8888  1 3 3  88    338        Tab3    00000000000000  8    Tab4    38988    Tab5    City of Mexico Beach FY25 Budget Calendar  DATE (S) April/May May 28 April/May/lune June 1 July1 Mid. July (TBD) End Of July (TBD)  ACTIVITY  City AdmnstratorDeparment Heads to review budget preparation City Council & Public Priority Setting Discussion at Regular Council Meeting City Administrator to Discuss Operating and Capital needs from Departments  Preliminary estimate from Bay County Property Appraiser Taxable value certified by Bay County Property Appraiser First Public Budget Workshop Adopt Tentative Planning Millage Rate Establish Date and Time for Tentative Budget Hearing  Establish Interim Millage Rate Second Public Budget Workshop (If needed)  End of July #2 (TBD) Alternate date for Budget Workshop  August2 2  Must return proposed millage rate (DR420) with first public hearing date to adopt tentative millage rate to Bay County Property Appraiser  September 5 (TBD)  Tentative First Public Budget Hearing Tentative Adoption of Millage Rate & Budget Amends the Tentative Budget Recalculates the proposed millage rate  Publicly announces the percentage, if any, by which the re- calculated proposed millage exceeds the rolled-back rate  TRIM Process Dates Newspaper Ad Within two to five days of the advertisement, the final millage  rate must be adopted sO the so the ad has to be September 16th--20th (TBD)  TRIM Process Dates September 23 through September 27 (TBD)  Possible Dates for Final Adoption    MEXICOBEACH  CITY OF MEXICO BEACH CITY COUNCIL  For Clerk's Use Only AGENDAI ITEM#  Agenda Abstract Form Meeting Date: April 23,2024 Department: City Council Public Hearing: Date of Public Hearing:  Yes B No  Agenda Consent Agenda Regular Closed Session  RESENERINPORMATON CONTACT: Chris Hubbard, City Administrator  ITEM TO BE CONSIDERED Subject:  Known Tentative Agenda Items for the May 14th City Council Meeting  Attachment(s): List of tentative agenda items Brief Summary:  The attached list of KNOWN tentative agenda items is being presented to give the elected officials time to discuss them with the City Administrator and conduct any research they feel is necessary. This list is subject to change between now  and the May 14th meeting. Action Requested:  None. For informational purposes only.  ISSUE OVERVIEW  Background Information & Issue Summary: list between now and thel May 14th meeting.  The attached list oft tentative agenda items is being presented to give the elected officials time to discuss them with the City Administrator and conduct any additional research they feel is necessary. The agenda is subject to change from this  Financial Impacts: None  Staff Recommendations/Comments:  STRONGLY recommend all elected officials discuss these items with the City Administrator before the May 14th City  Council meeting.    May 14th Regular Agenda Items 1.1 Employee of thel Month 2. Scheduled Presentations  a. Dina Bautista, AtkinsRealis b. Tonia Nations, Avcon  C. Elizabeth Moore, Anchor Engineering . Kimberly Shoaf, Mexico Beach CDC 3. Planning & Zoning Board Recommendations  d. Rich Moreira, Carr Riggs & Ingram (prior conflict, may not attend)  4. Consideration ofthe Developer Agreement for Sweetwater Mexico Beach  5. Contract Awards  a. Yard Debris Removal b. Disaster Debris Removal . Disaster Debris Monitoring d. Marine Debris e. 7th Street Restrooms f. Legal Services  6. Consideration to Give the Law Enforcement Impact Fees to the BCSO  7. Financial Report  New Items Requiring Budget Amendments 1. Purchase of Water Meters 2. Under the Palms Park Restroom 3. Pier Engineering  4. Construction ofa a 60'x40' Warehouse 5. 37th Street Land Appraisal and Purchase