DeFuniak Springs City Council Meeting Minutes Council Chambers October 14, 2024  1.Call to Order  Mayor Bob Campbell called the meeting to order at 5:00 PM.  Present: Mayor Bob Campbell, Mayor Pro-Tempore Todd Bierbaum (Seat 1); Councilmember Josh Sconiers (Seat 2); Councilmember Amy Heavilin (Seat 3); Councilmember Glen Harrison Also, present were. Interim City Manager Koby Townsend, City Attorney Clay Adkinson, Interim  (Seat 4); Councilmember Anthony Vallée (Seat 5).  Finance Director Daniele McDaniel, and City Clerk Rafael Ali. 2.1 PRESENTATION AND/OR PROCLAMATION 1.1 Proclamation for Florida City Government Week 2.1 Proclamation for Fire Prevention Week 3.1 Proclamation for Tristan Jones #Tristanstrongday Mayor Campbell read all the proclamations. B. City Manager K. Townsend 1.2 2024 Employee of the Year  A. Mayor B. Campbell  Mr. Townsend presented the Employee oft the year award to Christian Bolton.  3.CONSENT AGENDA A. Additions/Deletions to the Consent. Agenda B. Approval of the Consent Agenda  A motion was made to approve the consent agenda by Councilmember Bierbaum and seconded by Councilmember Heavilin; the motion passed without objection.  4.REGULAR. AGENDA A. Additions/Delctions to the Regular Agenda B. Approval of the Regular Agenda  Mr. Townsend asked that under C2 we: add Police Benevolence Association Article 16 and 18. A motion was made to approve the regular agenda with the requested changes by Councimember Bierbaum and seconded by Councilmember Heavilin; the motion passed  without objection.  October 14, 2024 Regular Meeting  1    C.City Marshal J. Hurley, Jr. 1.AXON Enterprises Contract  Mr. Hurley presented the Body Worn Cameras AXON contract.  A motion was made to approve the AXON Enterprise Contract and incorporate the same changes they did on the contract 5 years ago by Councilmember Sconiers and seconded by  Councilmember Heavilin; the motion passed without objection. 2. Police Benevolence Association Article 16 and 18  Mr. Hurley Presented on Police Benevolence Association Article 16 and 18 contract.  Amotion was made to approve the Police Benevolence Association Article 16 and 18 contract by Councilmember Heavilin and seconded by Councilmember Sconiers; the motion passed  without objection.  D.City Manager K. Townsend Florida Department ofTransportation  1.1 Fiscal Year 2025 Traffic Signal Maintenance Agreement & Resolution 2024-10 with the Mr. Townsend presented Fiscal Year 2025 Traffic Signal Maintenance Agreement & Resolution  2024-10 with thel Florida Department ofTransportation.  Mr. Townsend stated that we need to approve the agreement and the resolution.  A motion was made to approve the Fiscal Year 2025 Traffic Signal Maintenance Agreement & Resolution 2024-10 with the Florida Department of Transportation by Councilmember Bierbaum and seconded by Councilmember Vallee; the motion passed without objection. Mr. Vallee asked when the light on Highway 10 will be installed. Mr. Townsend stated that he will Mr. Bierbaum inquired if we could do the same for the light at Highway 83 and Walton Road. Mr. Mayor Campbell asked ift the row oflights between Walmart and Lowe's had tilted downward. Mr. Bierbaum expressed his concerns about the lights at Winn-Dixie and Bob Sikes. He noted that there is a short cycle on those lights, which causes traffic to back up. Mr. Townsend stated that he 2. Amendment #1 to the Interlocal Agreement for ARPA Funds between the City of  obtain a timeline for when that light will be put in.  Townsend confirmed that we can.  will reach out to FDOT: regarding these issues. DeFuniak Springs and Walton County BCC  October 14, 2024 Regular Meeting  2    Mr. Townsend presented Amendment #1 to the Interlocal Agreement for ARPA Funds between Mr. Townsend noted that in 2022, Mr. Bierbaum approached the BCC to request $5.5 million from the county's ARPA fund to be allocated to the Runway Project at the airport. He stated that we are seeking to extend this allocation deadline to December 31, 2026, to align with the federal A motion was made to approve the Amendment #1 to the Interlocal Agreement for ARPA Funds between the City of DeFuniak Springs and Walton County BCC by Councilmember Bierbaum and seconded by Councilmember Vallee; the motion passed without objection.  the City ofDeFuniak Springs and the Walton County BCC.  government's timeline.  3.Technical Manual Revisions  Mr. Townsend presented the Technical Manual Revisions. He explained that this document is Mr. Townsend asked whether this document can be updated regularly or if changes need to be Mr. Adkinson stated that it would be up to the council to grant staff the authority to make technical changes, which they have the ability to do. He noted that if this is approved tonight, it must be Mr. Bierbaum requested that any changes be brought forward as a consent agenda item.  provided to developers when they come to the city toi initiate developments.  brought to the council for approval.  brought back to the council when changes are: made.  Mrs. Heavilin asked why thisi is just coming to the council now.  Mr. Townsend explained that it had not been brought forward for an update since he joined the  city.  Mr. Adkinson remarked that it seems the document hasn't changed in 15 years. Mr. Vallee stated that this request had already been approved by the council.  Mr. Adkinson provided an example oft the changes made under Section 3.32, which pertains to the Mr. Bierbaum stated that in the past, something may have been approved in concept, but the implementation was different. He expressed his desire to see the implementation to ensure A motion was made to approve the technical manual revisions and that any future changes to the manual be brought forward on the consent agenda by Councilmember Bierbaum and  preliminary plats.  everything aligns.  seconded by Councimember Heavilin; the motion passed without objection.  October 14, 2024 Regular Meeting  3    4. Administration & Transportation Vehicle Purchases - Budgeted Mr. Townsend presented on thej purchase of Administration Transportation Vehicle. Mr. Townsend stated that we have quotes for state contracts and triangle. Mr. Townsend stated that the state is around $2,000 more.  A motion was made to approve the Administration & Transportation Vehicle Purchases by Councilmember Bierbaum and seconded by Councilmember Heavilin; the motion passed  without objection.  5.1 FY2025 Tri-County Community Council Senior Center Agreement  Mr. Townend presented thel FY 2025 Tri-County Community Council Senior Center Agreement.  Mr. Townend stated that the agreement was increased by $3,000.  A motion was made to approve the FY 2025 Tri-County Community Council Senior Center Agreement by Councilmember Bierbaum and seconded by Councilmember Heavilin; the  motion passed without objection.  6.1 Employee Annual (Vacation) Leave Sell Back Program  Mr. Townsend presented on the Employee Annual (Vacation) Leave Sell Back Program. Mr. Townsend stated that there are two requirements: you can't be a probationary employee, and Mr. Townsend noted that the program will be based on the budget and will be brought to the Mr. Bierbaum asked ifthe probationary language makes a distinction for an employee who may be Mr. Townsend answered that it is based on subsection 3-13, which refers to employees who have been with the organization for one year or less. He does not believe it includes someone who is on Mrs. Heavilin asked if someone who is moved to a new job within the city is considered a new employee. Mr. Adkinson stated that has not been the city's direction unless there has been a council direct appointment or direction from the administrator to do SO. Mr. Adkinson recalled that in the past, an employee who hadn't completed the probationary period switched jobs, and the  you can'tsell back below 80 hours. council to see ifit gets funded.  on] probation due to disciplinary action versus an employee who is simply new.  probation.  supervisor requested that the probation period restart due to the new position.  October 14, 2024 Regular Meeting  4    Mrs. Heavilin suggested modifying the language to remove the term "probationary period" and simply state that an employee must have been with the city for one year before being eligible to Mr. Bierbaum stated that he would like clarification on that, noting that this is a reward, and if an Mr. Adkinson stated that in the past, restrictions for promotion and advancement included penalties for disciplinary actions, but this has not been an automatic policy. The current policy does not create al blanket prohibition against someone on probation being promoted.  participate.  employee is onj probation due to disciplinary reasons, they shouldn'tqualify.  Mr. Bierbaum expressed his full support for the program.  Mr. Bierbaum emphasized that he wants a clause stating that if an employee is onj probation due to disciplinary action and it escalates to the level of being placed on a Performance Improvement Mr. Sconiers noted that since there are two periods for the buy-back plan, the council might want to add language stating that if an employee comes off the PIP before the next buy-back period,  Plan (PIP), then they are not eligible.  they are eligible for the program.  Mr. Sconiers stated that this keeps the language clear.  Mr. Harrison suggested clarifying the language by specifying "new employee probation." Mr. Harrison asked ifa an employee on probation still accrues annual leave.  Mr. Townsend answered yes.  Mr. Sconiers suggested including language that excludes employees under a PIP from eligibility.  Mr. Bierbaum inquired ift this would cover any employee disciplinary action.  Mr. Adkinson clarified that an employee could be under disciplinary action without being on a Mr. Bierbaum reiterated that he does not believe an employee in trouble should be able to Mr. Adkinson stated that we can specify that this covers employees who are subject to present  PIP.  participate in the sell-back program.  disciplinary action, including those on al Performance Improvement Plan. Mr. Sconiers stated that he amends his motion to: include what Mr. Adkinson stated.  A motion was made to approve the Employee Annual (Vacation) Leave Sell Back Program with the added language: that employees who are subject to present disciplinary action,  October 14, 2024 Regular Meeting  5    including those on a Performance Improvement Plan, are not eligible for the program. The motion was made by Councilmember Sconiers and seconded by Councilmember Heavilin;  the motion passed without objection. E. City Beautification and Tree Board 1.1 Dog Park Recommendation  Mr. Townsend presented the Dog Park Recommendation. He stated that at the last Tree Board meeting, the board decided to switch locations and place the dog park on city property in front of Mr. Townsend noted that this change would need to be approved by the City Council to be added He requested approval to obtain cost estimates for the property, which will then be brought back for inclusion in the CIP. Mrs. Heavilin asked what happened to the original plan for the park in Mrs. Wennerberg explained that the original location was chosen because it was city-owned, but it was not the most ideal location from an interaction perspective. She added that the current location Mrs. Wennerberg mentioned that in the future, it could serve as a really nice entry point. She stated Mrs. Heavilin inquired about the availability of water. Mrs. Wennerberg confirmed that there is Mrs. Wennerberg indicated that the project will be broken down into phases. She stated that they Mr. Heavilin asked about parking. Mrs. Wennerberg replied that there is already parking available Mrs. Heavilin asked about the park over the hill. Mrs. Wennerberg explained that they had Mr. Townsend concluded by stating that the action being requested is for staff to begin putting A motion was made to have staff put together cost estimates for both location to compare both location by Councilmember Bierbaum and seconded by Councilmember Vallee; the Mr. Vallee stated that we must have accessible parking and a sidewalk that leads to it.  the police station.  to the Capital Improvement Plan (CIP).  front of the armory.  already has grass and shade.  that overall, it would be a better location.  water available.  will try to fund this project through donations and grants.  at the site.  discussed that location, but Highway 83 was potentially going through there.  together sketches and cost estimates for the dog park.  motion passed with councilmember Heavilin voting nay.  October 14, 2024 Regular Meeting  6    Mrs. Wennerberg confirmed that this is already part oft the conversation and will be included.  Mr. Vallee thanked the' Tree. Board for their efforts. 5.REQUEST TO BE ON' THE. AGENDA 1.A Airport' Terminal Update & Contract Extension  A. Cliff Knauer  Mr. Knauer presented the Airport Terminal Update and Contract Extension.  He stated that the drywall company encountered issues, prompting the contractor to hire a new Mr. Knauer noted that the contractor has submitted ai request for a contract extension to November  drywall company to rectify the previous company's work.  15 for project completion, and they believe they will be finished by that date. He expressed his willingness to discuss anyi issues related to the project.  Mrs. Heavilin inquired whether there are any provisions in the contract to penalize the contractor Mr. Adkinson responded that he does not believe there are any such provisions in the contract. He mentioned that there are: not many remedies for ensuring timely completion.  for delays.  Mrs. Heavilin expressed concerns that they may reach November 15th without the project being She emphasized that she does not want to keep pushing the timeline further down the road. Mr. Sconiers asked how difficult it would be to find someone else to complete the project ift they  complete.  were to terminate the contractor.  Mr. Knauer stated that it would be a nightmare to find a replacement.  Mrs. Heavilin asked what would happen if they decided not to grant the extension to November  15.  Mr. Bierbaum stated that work would stop.  Mrs. Heavilin pointed out that both parties have an incentive to ensure the work continues. Mr. Adkinson inquired about the remaining amount on the contract. Mr. Knauer answered that it is  $600,000.  Mr. Knauer also mentioned that there is a retention of5 5%.  October 14, 2024 Regular Meeting  7    Mr. Adkinson stated that they will get a portion of the $600,000.  Mr. Adkinson recommend to do is to direct him to appear at the very next council meeting to AI motion was made to table this to the next city council meeting and request DEB to appear at the next city council meeting and have a contract and punch list by Councilmember Bierbaum and seconded by Councilmember Sconiers; the motion passed without objection.  discuss the request.  Mr. Vallee asked ift the architect had made any recommendations.  Mr. Knauer stated that they have not made any recommendations on the contract, but they did  provide aj push list ofitems.  Mr. Vallee inquired ift the contract includes provisions for contract supervision.  Mr. Knauer replied that their contract supervision is limited, but they completed all the submittals, Mr. Vallee requested a copy oft the contract with the architect before the next meeting. Mrs. Heavilin asked for copies of the punch list before the next meeting. Mr. Knauer noted that much of the punch list was related to color issues.  RFIS, and conducted two site visits with push lists.  Mr. Harrison asked if there is $600,000 worth ofv work.  Mr. Knauer explained that a large portion of that amount is tied to the completion of the floors and Mr. Harrison expressed concerns that work might not be completed for various reasons and asked Mr. Knauer assured him that there is a 100% performance bond in place to address such issues. Mr. Adkinson clarified that you won't be able to obtain aj performance bond for delays.  concrete work.  ifthey would be able toi find another contractor to finish it.  Mr. Knauer confirmed that the performance bond is in place. Mrs. Heavilin thought the floors had already been completed.  Mr. Knauer explained that the floors were scheduled to be done at one point, but they decided to  complete the cabinetry first. B.Liberty Partners ofTallahassee October 14, 2024 Regular Meeting  1.1 Florida Department of Commerce Community Development Block Grant  8    James Sowinski, with Liberty Partners of Tallahassee, presented on the Florida Department of Mr. Sowinski stated that this program would be beneficial in accomplishing some of the city's objectives. He explained that thej program offers separate categories for different projects. Mr. Sowinski indicated that we are seeking funding through the CDBG small city program for He emphasized that the projects must meet three statutory objectives: they must benefit a Mr. Sowinski mentioned that a few objectives that can be accomplished include sidewalk lighting, street parking, curb improvements, stormwater management, and utility undergrounding, He stated that before we begin building the application, we need public feedback on how the  Commerce Community Development Block Grant (CDBG).  community: revitalization.  moderate-income population, help eliminate blight and address an urgent need.  depending on thei remaining budget.  project willl look.  Mr. Sowinski opened the floor for public comment regarding the application. Mr. Bierbaum asked how many grants are allowed at one time.  Mr. Sowinski replied that you are only supposed tol have one CDBG plan open at at time.  Mr. Bierbaum inquired about the other categories available.  Mr. Sowinski answered that economic development and neighborhood revitalization are other Mr. Bierbaum expressed his interest in continuing the sidewalk on Walton Road down 20th Street He mentioned that he would defer to Liberty Partners' professional opinion on which projects to Mr. Vallee stated that he hopes to use this funding for the downtown district design phase. He sees Mr. Vallee noted that we could collaborate with the CRA on a lot of this work. He expressed his  categories.  and crossing Highway 90.  pursue.  this as a way to address many issues within the city. hope to move: from the design phase into implementation.  Mayor Campbell asked Mr. Bierbaum how much the sidewalks on Walton Road cost.  October 14, 2024 Regular Meeting  9    Mr. Bierbaum stated that he could not recall the exact amount but mentioned that the county contributed $200,000, the city provided $100,000, and the school helped with the portion in front Mr. Bierbaum acknowledged Mr. Vallee's perspective on using funding for design and development downtown but mentioned he is leaning toward a more practical approach. Mr. Vallee suggested that a good example project to start with would be the corner at the Matrix,  oft the school.  including reconfiguring their parking lot.  He noted that there is another facility north oft them with gravel parking.  Mr. Vallee emphasized that we could improve that corner to demonstrate what is expected to  happen.  He suggested at least proceeding with the design.  Mr. Vallee remarked that we can't let this be a district in name only. Mayor Campbell opened the floor for public comment.  Mackenzie Brown asked how much the funding is for. Mr. Townsend answered that it ranges from  $600,000 to $750,000.  Mrs. Brown stated that it would be great for the city to pursue this funding. Mr. Harrison inquired ifa bike path would be cost-effective in that area.  Mr. Vallee stated that the only reason the sidewalk project is cost-effective is that the design and Mr. Bierbaum mentioned that Council Member Harrison's point is based on what the county did Mr. Knauer stated that he has created two different design layouts for sidewalks on 20th Street. Mayor Campbell asked how narrow a multi-use path can be. Mr. Knauer responded that the DEP  planning have already been developed.  on Walton Road.  considers a multi-use path to be 12 feet wide.  He further stated that 6 feet is not sufficient to be considered a multi-use path.  Mr. Bierbaum asked if the design runs all the way to Highway 90. Mr. Knauer confirmed that it Mrs. Heavilin inquired if there is a meeting where the public can attend. Mr. Sowinski stated that  extends from Walton Road to Highway 90.  this meeting is indeed open for public attendance and comment.  October 14, 2024 Regular Meeting  10    He added that the next meeting will be during the second city council meeting. Mr. Sowinski noted that a second notice will be issued separately. the next meeting. Mr. Sowinski affirmed that it is sufficient.  Mr. Townsend asked Mr. Sowinski if this was sufficient to prepare and bring something back for Mrs. Heavilin asked if the funding use needs to be specified in the application. Mr. Sowinski Mr. Townsend inquired if this is design funding or if it includes both design and construction Mr. Bierbaum suggested that we: should: make a strong application by the end oft the month. Mr. Vallee stated that his focus is on the downtown business district. He emphasized that we: need  confirmed that it does.  funding. Mr. Parson replied that it can be used for both.  to prioritize one project over another.  Mr. Vallee expressed his belief that it will take two cycles to maximize the funding.  Mrs. Heavilin asked if 20th Street is already designed. Mr. Vallee explained that the county has Mrs. Heavilin then asked if Walton County would have to approve the sidewalks. Mr. Adkinson Mr. Bierbaum noted that it would be good faith to go to the county and show them that we have a Mrs. Heavilin asked ift the county could handle their oWn sidewalk installation. Mr. Knauer replied  been designed and is funding it.  stated that ifthey spend money on the project, it will require their approval.  $700,000 grant to apply toward this project.  that on Walton Road, they contracted out the sidewalk work. Mr. Harrison stated that all these projects are great.  He emphasized that we should take steps to: make Main Street look like a Main Street city. Mr. Vallee suggested that Liberty should flesh out the details for 20th Street to determine what is He expressed a desire to see the county'sp perspective on sharing the plans for 20th Street. Mr. Vallee stated he would support either option. He requested that Liberty come back with a Mr. Vallee asked if Mr. Townsend could reach out to the county to see where they stand on this.  ready and what is not.  recommendation and analysis. Mr. Townsend confirmed he would. October 14, 2024 Regular Meeting  11    Mr. Knauer stated that both Phase 1 and Phase 2 have been designed for the sidewalks on 20th Mr. Bierbaum mentioned that we can have Liberty Partners flesh this out and that he supports a Mr. Adkinson stated that Liberty can coordinate with Mr. Townsend when they have this  Street.  special meeting to finalize this ifneeded.  information together.  Mrs. Heavilin asked Mr. Townsend to list all the projects that could fall under this.  Mr. Vallee remarked that we are already on a very tight timeline.  6.CITIZEN COMMENTS  Mr. Knauer provided an update on the utilities for County Road 280B.  He stated that the city received a $500,000 legislative grant to install utilities on County Road Mr. Knauer mentioned that all plans were submitted to Zach last week and are currently in the permitting process. Once that is complete, the plans will be sent to Mr. Adkinson for review.  280B.  He expressed hope that at the next meeting, we can go out for bids.  Mr. Townsend stated that we will coordinate with Dewberry to start preparing for the RFP.  7.CITY ATTORNEY A.City Manager Contract  Mr. Adkinson presented the City Manager contract.  Mr. Adkinson stated that the effective date for this will be Oct 29, 2024 because ofthe ordinance. Mr. Adkinson stated that this is a standard agreement that the council has seen in the past. A motion was made to approve Koby Townsend City Manager Contract by Councilmember Heavivilin and seconded by Councilmember Bierbaum; the motion passed without objection.  8. LEGISLATIVE REQUESTS A. Councimember A. Vallee  1.TPO Citizens Advisory Committee Appointment  Mr. Vallee presented on the' TPO Citizens Advisory Committee Appointment.  October 14, 2024 Regular Meeting  12    A motion was made to appoint Michelle Kitch on the TPO Citizen Advisory Committee by Councilmember Vallee and seconded by Councilmember Bierbaum; the motion passed  without objection.  2. CRA Rate Adjustment and Allocation of] Funds for Historic Library Repairs  Mr. Vallee stated that we have had discussions regarding CRA rate adjustments. He noted that when the CRA was formed, there wasn't much growth within the community. Now that we are Mr. Vallee explained that the CRA operates on a TIF (Tax Increment Financing) model, which takes 95% of increases in property value. He proposed beginning discussions on reducing this Mr. Vallee expressed his desire toj propose a reduction in the rate. He emphasized that he does not Mayor Campbell remarked that in some cities, the CRA does not cover the entire area. He agreed Mr. Sconiers suggested waiting until the CRA workshop to discuss this, where everyone can be Mr. Bierbaum mentioned that he has been working with the city manager to find a potential funding source to address the library leaks. He stated that if this materializes, it could resolve the Mr. Bierbaum also noted that if we are going to reduce the rates, we: need a list ofprojects wel hope toi fund. He clarified that the general fund dollars being discussed arei more: flexible. Mr. Vallee proposed establishing a historic building fund. He stated that such a fund would help Mr. Vallee asked ifv we could table this discussion until the November workshop meeting. Mr. Bierbaum confirmed that we can schedule it for the November workshop meeting. Mr. Townsend confirmed that it will bei included in the November workshop.  seeing significant growth, there are morei needs arising within the community.  funding from 95%1 to 75%. want to make this a yearly issue.  that we should consider changing the percentages.  present.  immediate issue.  address basic: maintenance issues that arise.  Mr. Vallee affirmed that this is correct.  Mr. Adkinson explained the CRA budget process to the Council, stating that any changes must be completed by June 1st. He noted that there is no first meeting scheduled in November due to Mr. Townsend suggested that we can add this to the agenda and reschedule as needed.  Veterans Day.  October 14, 2024 Regular Meeting  13    A motion was made to continue the CRA Rate Adjustment and Allocation of Funds for Historic Library Repairs Item to the November City Council workshop by Councilmember Vallee and seconded by councilmember Bierbaum; the motion passed without objection.  9. EXECUTIVE COMMENTS Mr. Townend provided his update.  Mr. Townend stated that the city photos have been put up.  Mr. Townend mentioned that the community center will be painted soon.  Mr. Townend indicated that there is potential for a special meeting regarding the CDBG grant. Mr. Townend noted that we have discussed holding a fire assessment workshop at the end of  October and again at the end ofNovember.  Mayor Campbell asked what is causing the delay in the closure ofCity Hall. Mr. Adkinson responded that we are currently in the due diligence period. Mr. Adkinson stated that the goal is to close in November.  10. COUNCIL COMMENTS  Mr. Sconiers welcomed Commissioner Elect Dan Curry.  Mrs. Heavilin also welcomed Mr. Curry and encouraged everyone to go out and enjoy the fair.  Mr. Harrison mentioned that he enjoyed the: ribbon cutting.  Mr. Bierbaum expressed his encouragement for public participation at the upcoming Code review  meeting.  LADJOURMMENT  October 14, 2024 Regular Meeting  14    Meeting Adjourned 7:15 PM.  Approved: Bob  ATTEST: Bal Miputes taken by Rafael Ali City Clerk Proper notice having been duly given  Zapl  C  DEFL CORPORAT SEAL 1901  October 14, 2024 Regular Meeting  15