MEXICOBEACH  CITY COUNCIL REGULAR MEETING IUESDAYJULY23, 2024 AT 6:00 P.M. PUBLIC WORKS BUILDING Mayor, Richard Wolff  Councilman, Jerry Smith Councilwoman, Linda Hamilton Tim Sloan, City Attorney  Councilman, Jason. Adams Councilman, Tim Linderman Tammy Brunson, City Clerk  Chris Hubbard, City Administrator  Thist meeting willl bel lives streamed on the City ofMexicol Beach Government. Facebook page. Ifyoul have any questions or comments on the agenda, please email them up to21 hours prior to the meeting at ciy@mexicoheachl.gov  I.  CALLTOORDER II. INVOCATION III. PLEDGE OF ALLEGIANCE IV. ROLLCALL V. CONSENT AGENDA  1.N Minutes - July 2, 2024 2. Minutes - July 9, 2024 3. Minutes - July 11, 2024 VI. SPECIAL APPEARANCE 1. Tonia Nation - AVCON VII. REGULAR AGNEDA  1. Update on City Audit - City Administrator  a. JLAC. Audit b. FY23. Audit  2. Setting a Special Meeting to Establish the Tentative Millage Rate - City Administrator  July 30, 2024 immediately following Budget Workshop  3. Project List Update - City Administrator    VIII. CITIZEN COMMENTS  1. Speaker must come to thep podium and state name and city of residence  2. Comments are limited to 3 minutes IX. MAYOR COMMENTS COUNCILCOMMIENIS XI. STAFF COMMENTS 1. City Attorney 2. City Administrator XII. UPCOMING MEETINGS  X.  1. July 30, 2024 at 6:00 p.m. - Second Budget Workshop 2. August 5, 2024 at 6:00 p.m. - Planning and Zoning Meeting 3. August 13,2024 at 9:00: a.m. - City Council Meeting  XIII. ADJOURNMENT recorded on the website.  Emailed toi interested parties and posted on the city website on: 07/18/2024  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) 648- 5700 at least five calendar days prior to the meeting. Ify you arel hearing or speech impaired, and you possessTDD equipment, you may contact the City Clerk using thel Florida Dual Party Relay System, which can be reached at  -800-955-8770(IDD    City of Mexico Beach  City Council Workshop Minutes  TUESDAY JULY2, 2024-9:00AM  The City of Mexico Beach City Council met in a workshop on Tuesday. July 2, 2024, at 9:00 am at the Public Works Building in Mexico Beach. Mayor Wolff and thet following Councilmembers were present: Linda Hamilton, Jerry Smith, Jason Adams and Tim Linderman. Also present were City Administrator, Chris Hubbard, City Clerk, Tammy Brunson and City Attorney Tim Sloan.  I. II.  Call to order: Mayor Wolff called the meeting to order at 9:00 am.  Regular Agenda:  Mayor Wolff explained the purpose of the workshop was to address questions or concerns regarding the variance request for 3114 Hwy 98. Lance Watson with SCE stated the property owners are asking fora setback variance to build a grocery store. After a survey of the property was done, it was found that 1600 sq ft of the property has the paved city's public driveway and parking spaces on the property. They would like a setback variance on 3 sides of the proposed building to help make up for the loss in property and allow fora decent size grocery store. He also stated they would be removing the request for the variance for the pervious restrictions due to using pervious pavers instead of concrete. He was available for questions. Allara Mills Gutcher with tpc, gave her report ont the variance and explained all aspects of the variance process meets the LDC requirements. She was available for questions. 9:04 am Open public comment. No public comment was made. 9:04 am Closed public comment. Geroge Duren with Piggly Wiggly addresses everyone and gave his background and vision for the new store. Hei is excited to serve the Mexico Beach community. Several questions were addressed including site lines, deliverytrucks, other possible locations fora a grocery  store and other roadsi in town having the same issue.  IX. Adjournment: Mr. Smith motioned to adjourn the meeting at 9:32 am.  By:  Attest:  Mayor, Richard' Wolff  City Clerk, Tammy Brunson    City of Mexico Beach Meeting Minutes TUESDAYJULY9,2024-9:00AM  The City of Mexico Beach City Council met in a regular meeting on Tuesday. July 9, 2024, at 9:00 am at the Public Works Building in Mexico Beach. Mayor Wolff and thet following Councilmembers were present: Linda Hamilton, Jerry Smith, Jason Adams and Tim Linderman. Also present were City Administrator, Chris Hubbard, City Clerk, Tammy Brunson and City Attorney Tim Sloan.  Call to order: Mayor Wolff called the meeting to order at 9:00 am.  II.  Consent Agenda: Meeting minutes from the. June 25, 2024, meeting was brought to the table. Consent  agenda was approved unanimously.  III. Regular Business:  1. Quasi-Judicial hearing of variance request for 3114 Hwy 98 was brought to the table. Mrs. Brunson swore in speakers, Lance Watson, Allara Mills-Gutcher and George Duren. Mr. Sloan explained council must disclose contact with anyone who would be testifying during the hearing. Mr. Linderman, Mr. Wolff and Mr. Adams all stated they! had short conversations with Lance Watson, Allara Mills-Gutcher and Zach Childs. Lance Watson with SCE stated the property owners are asking for a setback variance to build a grocery store. After a survey oft the property was done, it was found that 1600: sq ft of the property has the paved city's public driveway and parking spaces on the property. They would like a setback variance on 3 sides of the proposed building to help make up for the loss in property and allow for a decent size grocery: store. Setbacks if approved would be 1.3ft on the north side, 3.21 ft on the west side and 9.71 ft on the south: side of the building. He also stated they would be removing the request for the variance for the pervious restrictions due to using pervious pavers instead of concrete. He was available for questions. Allara Mills Gutcher with tpc, gave her report on the variance and explained all aspects of the variance process meets the LDC requirements. She was available for questions. 9:22 am Open public comment. No public comment was made. 9:22 am Closed public comment. Geroge Duren with Piggly Wiggly addresses everyone and reiterated his excitement and dedication: to the Mexico Beach Community. Mr. Linderman motioned, and Mrs. Hamilton seconded to approve the variance setbacks as requested with the condition that they will deed the property that is overlapping, the city! has paved over and the request once deeded to have zero setbacks on the southside and recognizing they have withdrawn the request to exceed 90% of pervious 2. Ordinance 837 (Second Reading) Amending the Land Development Code pertaining to accessory uses and structures was brought to the table. Allara with tpc, explained the proposed changes to the LDC and was available for questions. Discussion at the table included leaving the setback where they are now, enclosing structures, lot size and reason fort these changes. Open public comment at 9:38 am. Lisa Logan asked for clarification about residential zoning districts with garages and pole barns limited to 16ft and all other structures being limited to 12 ft. She also asked what would happen if someone did enclose one. Public comment closed at 9:14 am. Mr. Smith motioned, and Mr. Adams seconded to approve Ordinance 837 withholding the sentence about pool fencing. Motion passed with a 41 to 1 vote. No vote was Mr. Linderman.  requirement. Motion passed unanimously.    City of Mexico Beach Meeting Minutes TUESDAYJULY9,2024-9:00AM  III. Regular Business Continued:  3. Ordinance 838 proposed amendment for sign section of LDC-Political Signs - Mr. Hubbard withdrew the 4. Dredge Auction Bid was brought to the table. Mr. Hubbard explained the bids to purchase the old dredge for ar minimum $75,000.00 were due on. July 8, 2024, and we did not receive any. He asked to repost the request for bids taking the reserve off. Open public comment at 9:53 am. No public comment was made. Public comment closed at 9:53 am. Mr. Adams motioned, and Mrs. Hamilton seconded to repost the RFB with no 5. CPI and UCF Grants were brought to the table. Mr. Linderman explained the 2 grants and wanted to see if council was interested before they start the application process. Matching funds that are required are in the preliminary budget FY24-25. All but Mayor Wolff agreed to move forward with the process. Mayor Wolff 6. Monthly Financial Report was brought to the table - Mr. Hubbard went over thet financial report and  item, due to additional information just received.  minimum purchase amount. Motion passed unanimously.  expressed concern over grant money we have that has not been utilized yet.  answered questions. IV. Citizens Comments.: No citizens comments were made. Mayor Comments: attend.  V.  Mayor Wolff spoke of the budget meeting coming up on. July 30, 2024 at 6 pm and encourages everyone to  VI. Council Comments:  Mrs. Hamilton again raised concern about derelict properties. She stated 600 Georgia poses a public safety issue and needs to be repaired or demolished. She also questioned 409 Fortner and asked how longa remodel permit can be open. She states this property has been under construction for at least 10 years. City Administrator- - Mr. Hubbard talked about the 380-meter rereads the Utilities Department had last month an how the meter replacement program will help save time and money. He said Public Works has been busy with all the special events and that all their hard work has the city looking good. He also went  Mr. Smith thanked everyone involved with the 4th of Julyf festivities.  VII. Staff Comments:  overa a presentation that outlines the cities water and sewer capacities. City Attorney -I Mr. Sloan had no additional comments.  XI. Adjournment: Mr. Linderman and Mrs. Hamilton motioned to adjourn the meeting at 10:48 am.  By:  Attest:  Mayor, Richard Wolff  City Clerk, Tammy Brunson    City of Mexico Beach  Budget Workshop Meeting Minutes  THURSDAY JULY11, 2024-9:00AM  The City of Mexico Beach City Council held al budget workshop on Thursday. July 11, 2024, at 9:00: am at the Public Works Building in Mexico Beach. Mayor Wolff and thet following Councilmembers were present: Linda Hamilton, Jerry Smith, Jason Adams and Tim Linderman. Also present were Interim City Administrator, Chris Hubbard and City Clerk, Tammy Brunson.  Callt toorder: Mayor Wolff called the meeting to order at 9:00 am.  II.  Regular Agenda: Mr. Hubbard gave a PowerPoint presentation laying out what he would like to see in the 2024-2025 budget year. Topics covered and discussed included budget goals, where do we want to be asa city, problems encountered int the 2023-24 budget year, property values, millage rates, revenue and expenditures, grants, investment opportunities, strategic planning and long-term planning. Citizens comments included it was nice to: see a budget with forward thinking, the need for a Comprehensive Plan, Parker Park development, many liked the 37th Street development idea and the 14th Street land acquisition. Mr. Hubbard encouraged each councilmember and citizens to look at the line-item budget presented and meet with him about any questions, as line-item review will take place at the next budget workshop on July  30, 2024, at 6pm.  IX. Adjournment: Mr. Adams and Mrs. Hamilton motioned to adjourn the meeting at 11:41 am.  By:  Attest:  Mayor, Richard' Wolff  City Clerk, Tammy Brunson    MEXICOBEACH  CITY OF MEXICO BEACH CITY COUNCIL  For Clerk's Use Only AGENDAI ITEM#  Agenda Abstract Form Meeting Date: July23,2024 Department: Public Hearing: Date of Public Hearing:  Planning Yes R No  Consent Regular Closed Agenda Agenda Session  PRESENTERINFORMATION CONTACT: Chris Hubbard  ITEM TOI BE CONSIDERED Subject:  Setting a Special Meeting to Establish the Tentative Millage Rate  Attachment(s):  "Florida's Property Tax System: The Assessment Year" Information Sheet  Brief Summary:  The Cityi is required to report at tentative millage rate to the Bay County Property Appraiser's Office before August 5th; the City Administrator would like to schedule a Special Meeting to be held immediately following the Budget Workshop scheduled for July 30th, Once the tentative millage rate is established, the City Council can  lower it from that point but can not increase it.  Action Requested:  Approve a Special Meeting to be Held Immediately After the July 30th Budget Workshop  ISSUE OVERVIEW Background Information & Issue Summary: See "Brief Summary" above.  Financial Impacts: None.  Staff RecommendationsCommens  Approve a Special Meeting tol be Held Immediately After the July 30th Budget Workshop    FLORIDA'S PROPERTY TAX SYSTEM: The Assessment Year InF Florida, the date of assessment, or valuation, is January 1. The property appraiser determines property values based on thep previous year'smarket activities. The valuation includes applicable assessment caps. This amount is called the Many property owners may be eligible for exemptions or classifications that can reduce their property taxes. Property owners must submit all exemption ando classified use applications and documentation tot the property appraiser int the Each property appraiser reports thee estimated total taxable value of all properties int the county to thei taxing authorities. Taxing authorities include cities, counties, school boards, andi independent districts. Taxing authorities use this estimated Property appraisers formally certify thet totalt taxable value ofa all properties int the county to thet taxing authorities. Thisi is calledt the county taxi roll, andi iti ist thel beginning of the Truthi in Millage (TRIM) process. Property appraisers must approve NOTE: Property owners who wisht to challenge the denial oft the exemption or classification must file a petition to the value adjustment board (VAB) within 30 days after the property appraiser mails the denial notice. certifies the taxable valuet tot the Department of Education for their worki in setting school millage rates and computing the required local effort. This process is called equalization, and ite ensures all school: systems receive equal per-pupilf funding regardless of the county's tax base. In mid to late. July, school districts advertise their first public hearings to adopt Eachi taxing authority reports its prior year millage rate, current year proposed millage rate, ther rolled-back millage rate, meeting location and schedule tot the county property appraiser for use ont the Notice of Proposed Property Taxes (known  January1 March1 1 June: 1 July1  assessed value.  county wheret thep propertyi is located no later than March 1.  taxable value to calculate the proposed millage rate and prepare al budget. or deny property owners' exemption and classification applications by July1.  Mid/Late July Once the Department of Revenue (Department) reviews and determines the county tax rolli is complete, the Department  tentative millage rates. as the TRIMI notice).  NOTE: Property owners can attend and provide input at the public hearings.  Before August! 5 Before August 25  Property appraisers mail the TRIMI notice to property owners. This notice includes the: thep property owner would owe if adopted byt the taxing authority is no change tot thet taxing authority'sb budget Non-ad valorem assessments (if applicable)  Property appraiser's. January: 1 taxable value, classification, exemptions, assessment limitation/cap Proposed budget andi millage rate tot fund the budget for eacht taxing authority and the amount of property taxes Rolled- back millage rate, whichi is generally the amount of property taxes thep property owner would owei ift there  Meeting date, time, and location for each taxing authority's public hearing  NOTE: Property owners may request ani informal conference with the property appraiser to discuss assessed value. Property owners who wish to challenge their property's assessment must file a petition with the' VAB within 25 days of (also called thet tentative hearing), taxing authorities may amend their tentative budget and recalculate the millage rate. Additionally, at this hearing, the taxing authority must publicly announce the percentage (ifa any) by which the recalculated rate exceeds ther rolled-back millage rate. Ift the first public hearing does notr resulti in an adopted tentative budget and millage rate tot fund1 the! budget, taxing authorities recesst thel hearing and notifyt the public of the continued hearing date(s). The hearing continuation process may repeat until thet tentative budget and millage rate are adopted. Next, taxing authorities hold final hearings to approve the budget and levyar millage rate tot fund the! budget two tot five days after their public advertisement appears. The approval threshold for thet taxing authority varies. Ther requirements are:  receiving their TRIM notice.  September- Taxing authorities hold public! hearings to adopt ab budget andI levy a millage rate tot fund the! budget. At their first hearing  October! 9  Asimple majority for millage rates equal to the rolled-back millage rate 2/3 approval for millage rates upt to: 110% oft ther rolled-back millage rate The final adopted millage rate cannot be higher than the millage rate printed ont the TRIM notice. NOTE: Property owners can attend and provide input at the public hearings. total is the amount thet taxpayer must pay by March 31 of ther next year.  Unanimous approval or a referendum for millage rates that exceed statutory maximum millage limits  October- November March 31 June Year- round  The tax collector applies each taxing authority's final millage rate tot the property's taxable value to calculate the amount ofad valorem tax a property owner owes. Tax collectors mail tax bills to property owners. Tax bills detail the property's assessed value, taxable value, and exemptions, as well as the millage rate and tax owedf for each taxing authority. The and held the funds in ane escrow: account may pay the bill. Property owners may receive a discount of up to 4%1 for early assessments, denials of exemptions or classifications, denials oft tax deferrals, portability decisions, and changes of County tax collectors distribute funds tot the county taxing authorities monthly throughout they year.  November- Property owners pay property tax bills. Al lienholder who has collected estimated property taxes from the property owner September- Value adjustment boards (VAB) meet. VABs hear and make final decisions on appeals regarding property value  payment (payment is due by March 31). ownership or control.    MEXICOBEACH :OADA  CITY OF MEXICO BEACH CITY COUNCIL  For Clerk's Use Only AGENDA ITEM#  Agenda Abstract Form Meeting Date: July:23,2024 Department: Public Hearing: Date of Public Hearing:  Planning Yes K No  Consent Agenda Agenda Regular Closed Session  PRESENTERINFORMATON CONTACT: Chris Hubbard  ITEM TO BE CONSIDERED Subject:  Update on the Two Audits: JLAC and FY23  Attachment(s):  Outbriefing Notes from Meeting with One JLAC Auditor  Brief Summary:  One of the JLAC Auditors conducted an outbrief with the City Administrator and City Clerk on July 15th; the attached notes were taken from that meeting. The vast majority of exceptions discovered were due to paperwork not being found due to either being destroyed by Hurricane Michael or being misplacedllost. As for the FY23 audit, CRI is 80% complete with having everything prepared to submit to James Moore and James Moore should  begin with the audit in August. Action Requested:  None. Provided for informational purposes only.  ISSUE OVERVIEW Background Information & Issue Summary: See "Brief Summary" above.  Financial Impacts:  Accounting and Auditing expenses. Staff ecommerdtonsCommens None. Provided for informational purposes only.    Areas Reviewed: 1. Purchases over $15k 2. Purchases $8k-$15k 3. Bid Tabulation Forms 4. Advertisements  Notes:  171 total purchases reviewed, 7 exceptions: 50 couldn't find the bid packages 21 hadn't been put out for bid 51 total purchases reviewed, 2 exceptions: lcould not be found 1didn't have 3 quotes  Some weren't signed by who opened the bids; some were opened by Dewberry and weren't signed by them 19 venders reviewed, 9 exceptions: 7could not be found 2 were. Jason White and JV Gander 20 total reviewed, 6 exceptions: 40 could not be found 2v were Jason White and JV Gander 28 total solicitations reviewed, 3 exceptions: 2 were Jason White and JV Gander 1c could not be found 191 total evaluations reviewed, 9 exceptions: Need to strengthen policies/documentation 20 total contracts reviewed, 5 exceptions: 4 signed/dated 10 could not be found 28 total reviewed, 11 exceptions: 6could not be found 2 were included in the budget 1was piggybacked incorrectly JV Gander and Property Demolition (Beach City's ordinance requires purchase orders for ALL purchases and don't give exceptions for contractual  5. Fairness of Selection 6. Appropriate Solicitation 7. Consistent Evaluation 8. Sole Source 9. Contracts  10. Council Approvals/Awards  Tractor)  11. Purchase Orders 12. Terms of Payment 13. Contract Attachments 14. Contract Monitoring 15. Change Order Approval 16. Entity Protections  vendors- City needs to update 25 total reviewed, 4 exceptions: 2 could not be found 21 needed stronger contract terms 22 total reviewed, 3 exceptions 15 total reviewed, 4 exceptions: 2 could not be found 2 didn'tmention monitoring 7total reviewed, 4 exceptions: 20 could not be found 22 total reviewed, 4 exceptions    17. Payment in Advance of Services Rendered  Needs Strengthened  18. Receiving Reports  26 total reviewed, 5 exceptions  19. Payment in Accordance w/contract City purchased dumpsters and the payment was  approved for the cost but the contract included Lots of questions surrounding Crowder Gulf GCUC had one invoice accidentally double-paid 28 total reviewed, 5 exceptions Auditors should itemize and have locations  shipping costs Copy of Contracts  20. Canal Dredging 21. MBARA 22. Payments Properly Approved 23. Itemized Billing