CITY OF FREEPORT REGULAR COUNCIL MEETING MINUTES Seplember. 25, 2024, 6:30. PM Council Chambers, Freeport City Hall  Council Members Present: Mayor Russ Barley, Councilwoman Elizabeth Haffner, Councilman Staff Members Present: City Attorney Clay Adkinson, City Manager Mark Martin, City Clerk  Bud Day, Councilman Eddie Farris and Councilwoman Elizabeth Rebecca King, Finance Officer Sara Bowers, Senior Planner Samantha Graves, Parks Director Charles Bartlett, Parks and Recreation Admin Assistant Heidi Manger, HR Director Chris Quinley, Wastewater Supervisor Paul Johnson, and Utility Billing Supervisor Maya Banks-  Brannon  Fischer  City Clerk 's Note: Councilman Dickey was absent with notice.  City Clerk's Note: Some. meeting items were. not heard in the order listed on the. agenda.  1. Meeting called to order  The meeting was called to order at 6:31 p.m. by Mayor Barley in the Council  Chambers of Freeport City Hall. 2. Invocation and Pledge of Allegiance American Flag was recited. 3. Recognition of Guests  Councilwoman Haffner gave the invocation and the Pledge of Allegiance to the  Mayor Barley welcomed Walton County Fair Association and presented proclamation celebrating 100 years and naming October 14th-19th 2024 as  Walton County Fair week. 4. Consent Agenda a. Bills  b. Revenue & Expenditure Reports through August 2024 C. Regular Council Meeting Minutes - September 10, 2024 d. First Public Budget Hearing - September 12, 2024  5. Public Comment on Consent Agenda  Mayor Barley called for public comment and there was none.  6. Approval of Consent Agenda  Moved by: Councilwoman Haffner Seconded by: Councilwoman Brannon    REGULAR COUNCIL MEETING, SEPTEMBER 25, 2024  Mayor Barley called for public comment and there was none. To approve the Consent. Agenda, as presented. A: roll call vote was ordered, and the vote was as follows:  Councilwoman Haffner Councilman Day Councilman Farris: Counciwoman Brannon:  aye aye aye aye  Carried.  7. Consideration of Additions and/or Deletions to Agenda  1.I Legal -1 Deletion = Carr III Annexation Second Reading 2. Legal - Addition - Declaration of State of Emergency 3. City Manager - Addition - Office Closure  4. City Manager - Addition - Discussion to Help Other Cities After the  Storm  8. Approval of Agenda with Deletions Moved by: Councilman Farris Seconded by: Councilwoman Haffner  Mayor Barley called for public comment and there was none. To approve the agenda additions and deletions, as presented. Ar roll call vote was ordered, and the vote was as follows:  Counciwoman Haffner Councilman Day Councilman Farris: Councilwoman Brannon:  aye aye aye aye  Carried. 9. Staff Reports a. Water b. Sewer C. Parks  1. Hammock Bay Witch Ride (WOSW, INC)10/27/24  2    REGULAR COUNCIL MEETING, SEPTEMBER 25, 2024  Parks Admin Assistant Manger introduced the item and Witches of South Walton President Stephen Rinker to speak about event. Mr. Rinker explained that there would be no road closures, that the group would gather at Props Brewery, and ride on the bike path to Hammock Bay marquis sign. The organization that they support is the Children's Volunteer Health Network that  brings big vans to schools for dental cleanings. Moved by: Councilman Farris Seconded by: Councilwoman Haffner To approve the. Hammock Bay Witch Ride.  Mayor Barley called for public comment and there was none. Aroll call vote was ordered, and the vote was as follows:  Councilwoman Haffner Councilman Day Councilman Farris: Councilwoman Brannon:  aye aye aye aye  Carried  2.The Windmills Reindeer Dash 5k 12/21/24  Parks Admin Assistant Manger introduced the item and letter that was sent with package. 5k family friendly event, CERT onsite, with no road closures. There will be a volunteer at each entrance of Hammock Bay to prevent any accidents. The funds that would be raised would go to South Walton High School. Letter presented explains the hope for outreach to other neighborhoods and communities. Questions from council were raised that staff didn'thave the answers for regarding why this didn't benefit the High School at  Freeport.  Moved by: Councilwoman Haffner Seconded by: Councilman Farris  Mayor Barley called for public comment and there was none. To table Reindeer Dash to next meeting SO organizer can be present to Aroll call vote was ordered, and the vote was as follows:  answer questions. Councilwoman Haffner Councilman Day Councilman Farris:  aye aye aye  3    REGULAR COUNCIL MEETING, SEPTEMBER 25, 2024  Councilwoman Brannon:  aye  Carried  3. Guns and Hoses Charity Softball Tournament on 10/19/24 at Sports  Complex  Parks Director Bartlett asked for motion to approve event, field use, and  lights, as it is an annual event. Moved by: Councilman Farris Seconded by: Councilman Day  Mayor Barley called for public comment and there was none. To approve usage and lights for Guns and Hoses Charity Softball Aroll call vote was ordered, and the vote was as follows:  Tournament  Councilwoman Haffner Councilman Day Councilman Farris: Councilwoman Brannon:  aye aye aye aye  Carried d. City Manager 1. City Clerk  City Manager Martin asked for a motion to approve removing Interim title and  make Rebecca King permanent City Clerk. Moved by: Councilwoman Haffner Seconded by: Councilman Day  Mayor Barley called for public comment and there was none. To approve making Rebecca King permanent City Clerk. Aroll call vote was ordered, and the vote was as follows:  Councilwoman Haffner Councilman Day Councilman Farris: Councilwoman Brannon:  aye aye aye aye  Carried.  2. Employee Benefits Eligibility  4    REGULAR COUNCIL MEETING, SEPTEMBER 25, 2024  City Manager Martin reviewed benefits policy and wanted a statement at the top that had eligibility. The only people who aren't eligible are temporary, part time, and seasonal positions. In other parts of the old policy, it didn't talk about the other benefits that we have available. Those benefits have been listed out and the break downs of how they would be paid with is the budgeted amount, that is approved by Council every year, this is the city's contribution to each employee's total benefits. Employees can add benefits past the allotted  amount.  Moved by: Councilwoman Haffner Seconded by: Councilwoman Brannon  Mayor Barley called for public comment and there was none. To update Employee Benefit Eligibility and policy language. Aroll call vote was ordered, and the vote was as follows:  Councilwoman Haffner Councilman Day Councilman Farris: Councilwoman Brannon:  aye aye aye aye  Carried.  3. Discussion for Helping Other Cities After the Storm Office Closure City Manager Martin asked Legal if he or Mayor needed approval if they wanted to send employees or supplies or whatever to help cities that have been impacted by the storm. Legal answered if there was going to be volunteerism by the employees then no approval was needed, but ifi it were to cost the city money then approval would be needed. Discussion was had about asking people to bring in donations then put it in a truck and take it over. Mr. Martin wanted to be sure that approval was given to help if needed.  Moved by: Councilwoman Brannon Seconded by: Councilwoman Haffner  Mayor Barley called for public comment and there was none. To give authority to participate in a budget neutral position. A roll call vote was ordered, and the vote was as follows:  Councilwoman Haffner Councilman Day Councilman Farris:  aye aye aye  5    REGULAR COUNCIL MEETING, SEPTEMBER 25,2024  Councilwoman Brannon:  aye  Carried. 4. Office Closure  City Manager Martin stated that all county offices are closed, schools are closed, Ft. Walton Beach are closed Thursday but his biggest concern is Friday since Helene is supposed to hit Thursday evening we don't want to wait and make the call late about City Hall being closed on Thursday night. Councilwoman Haffner stated she didn't care about closing Thursday but if the storm moves through, and everything is good, she didn't think we should close on Friday. Could we give authority if things are still looking bad Friday we could close then too. Website posting made for emergencies to call the after- hours numbers for both the Water Department and Sewer Department.  Moved by: Councilwoman Haffner Seconded by: Councilman Farris  Mayor Barley called for public comment and there was none. To close office on Thursday September 26th and to leave Friday to the discretion of City Manager in conjunction with the Mayor. Ar roll call vote was ordered, and the vote was as follows:  Councilwoman Haffner Councilman Day Councilman Farris: Counciwoman Brannon:  aye aye aye aye  Carried.  Further discussion led to a motion delaying cut offs for at least 2 days past regular cut off day. We should post on social media, put a sign on the doors. Do a robocall to customer that would be disconnected to let them know of delay  in disconnect.  Moved by: Councilwoman Haffner Seconded by: Councilwoman Brannon To delay cut offs until October 2nd, Councilwoman Haffner Councilman Day Councilman Farris:  Mayor Barley called for public comment and there was none. A: roll call vote was ordered, and the vote was as follows:  aye aye aye 6    REGULAR COUNCIL MEETING, SEPTEMBER 25, 2024  Councilwoman Brannon:  aye  Carried. e. City Clerk  1. Discuss 2nd meetings in November and December 2024  City Clerk King asked for a motion to only have one City Council Meeting for the  months of November and December 2024. Moved by: Councilwoman Haffner Seconded by: Counciwoman Brannon  Mayor Barley called for public comment and there was none. To only have one meeting in November and December 2024 Ar roll call vote was ordered, and the vote was as follows:  Councilwoman Haffner Councilman Day Councilman Farris: Councilwoman Brannon:  aye aye aye aye  Carried.  2.1 Proposed 2025 Council Meeting Dates  City Clerk King discussed two dates in the 2025 calendar that could cause conflict. July 8th is election day, and November 11th is Veteran's Day and City Hall is closed. Community Center will be ready by July. Voting must take place in City Hall, but meeting could be moved to the Community Center. We can wait until we get closer to see if we need to find other accommodations. Move  November 11th meeting to the 18th,  Moved by: Councilwoman Haffner Seconded by: Councilwoman Brannon  Mayor Barley called for public comment and there was none. To move the November 11, 2025 meeting to November 18, 2025. A roll call vote was ordered, and the vote was as follows:  Councilwoman Haffner Councilman Day Councilman Farris: Councilwoman Brannon:  aye aye aye aye 7  Carried.    REGULAR COUNCIL MEETING, SEPTEMBER 25, 2024  f. Human Resources g. Finance  1.A Amendment #2 Interlocal Agreement  Finance Director Bowers stated that the Interlocal agreement that the City has with the County regarding the finacing of the US 331 South utility expansion has expired and we. just need to renew it through December 31, 2026.  Moved by: Councilwoman Haffner Seconded by: Councilman Farris  Mayor Barley called for public comment and there was none.  To to approve the renewal of the Interlocal Agreement with Walton County  for the US331 S utility expansion. Councilwoman Haffner Councilman Day Councilman Farris: Councilwoman Brannon:  Aroll call vote was ordered, and the vote was as follows:  aye aye aye aye  Carried. h. Billing i. Planning  1. Hammock Bay PDP 5 Developers Agreement  Senior Planner Samantha Graves introduced the item and stated it has already  been reviewed by legal and is ready for approval by Council.  Moved by: Councilwoman Brannon Seconded by: Councilman Farris  Mayor Barley called for public comment and there was none. To to approve the Hammock Bay PDP 51 Developers Agreement A roll call vote was ordered, and the vote was as follows:  Councilwoman Haffner Councilman Day Councilman Farris: Councilwoman Brannon:  aye aye aye aye  Carried.  8    REGULAR COUNCIL MEETING, SEPTEMBER: 25, 2024  2. Ashton Park Phase 3A Plat  Senior Planner Samantha Graves introduced the item and requested approval by Council and signatures by Council and Mayor. Planning and Engineering will withhold signatures until the final inspection has been completed.  Moved by: Councilman Farris Seconded by: Councilwoman Brannon  Mayor Barley called for public comment and there was none.  To to approve the Ashton Park Phase 3 A plat contingent on completion of  the final inspection. Councilwoman Haffner Councilman Day Councilman Farris: Councilwoman Brannon:  Aroll call vote was ordered, and the vote was as follows:  aye aye aye aye  Carried.  j.I Legal  2. Lead Service Line Replacement Agreement  City Attorney Adkinson introduced the item and asked for approval of the  agreement.  Moved by: Councilman Farris Seconded by: Counciwoman Brannon  Mayor Barley called for public comment and there was none. To to approve the Lead service Line. Replacement Agreement Aroll call vote was ordered, and the vote was as follows:  Councilwoman Haffner Councilman Day Councilman Farris: Councilwoman Brannon:  aye aye aye aye  Carried.  3. Declaration of State of Emergency  9    REGULAR COUNCIL MEETING, SEPTEMBER 25, 2024  City Attorney Adkinson introduced the item and asked for approval.  Moved by: Councilman Farris Seconded by: Counciwoman Brannon  Mayor Barley called for public comment and there was none. To to approve the Declaration ofthe Sate of Emergency. Aroll call vote was ordered, and the vote was as follows:  Councilwoman Haffner Councilman Day Councilman Farris: Councilwoman Brannon:  aye aye aye aye  Carried.  k. Engineering 10. Old Business 11. New Business a. Mayor Barley b. Councilwoman Brannon C. Councilman Farris  1. Sports Complex and Future of Sports complex  Councilman Farris discussed the need for a covering for the bleachers. Possibly a canopy bigger than bleachers sO that people can get under it even if they aren't sitting on the bleachers. Many places have them and it helps with the heat. Asked Parks Director to get with Finance to see if there is a way to fund some of that. Regarding future sports complexes, having the coverings added to the plans of building. Parks director gave prospective pricing for the canopies. Has two companies coming to give pricing next week. Will need 2 canopies for each field. Fields 1, 2, 3 are used the most sO maybe doing those first then a couple more. Councilman Farris then said the city really needed to look at putting in a special needs field. We have a lot of special needs kids in this area that are overlooked. They would really benefit from being able to play ball like any other child. Would like to have this added into an upcoming sports complex. Parks Director will bring back quotes for Council to look at.  d. Councilwoman Haffner e. Councilman Dickey  10    REGULAR COUNCIL MEETING, SEPTEMBER 25, 2024  C Councilman Day 12. Public Comment 13. Adjournment  Mayor Barley called for public comment and there was none.  With no other business, Mayor Barley motioned to adjourn at 7:10 p.m. Minutes were prepared by City Clerk King and approved by the City Council on  October 8, 2024.  ATTEST:  Russ Barley,  Rebecca King, City Clerk Batalg  2k  COATODATE S5AL FLORIDA  11