MINUTES OF THE REGULAR MEETING OF THE BOARD OF CITY COMMISSIONERS FOR THE CITY OF PORT ST.JOE, FLORIDA, HELD AT 2775 GARRISON AVENUE, December 3, 2024, at Noon. The following were present: Mayor Buzzett, Commissioners Hoffman, Langston, and Lowry. City Manager Jim Anderson, City Clerk Charlotte Pierce, Deputy City Clerk Ingrid Bundy, and City Attorney Clinton McCahill were also present. Commissioner Kerigan was absent. CONSENT AGENDA Minutes A Motion was made by Commissioner Hoffman, second by Commissioner Langston, to approve the Minutes of the Regular Meeting of November 19, 2024. All in favor; Motion carried 4-0. Attorney McCahill read Form 8B, Memorandum of Voting Conflict for County, Municipal, and Other Local Public Officers that was completed by Commissioner Lowry where he abstained from voting on Ordinance 615 Future Land Use Map Amendment for the Rish Family Plaza, LLC because he has a business relationship with the developer at the November 5, 2024, Meeting. Planning Board Recommendations Parcel #04830--006R, Parcel 04830-007R, 04830-008R, 04830-009R, 04830-010R, 04830-011R, 04830-012R, 04830-013R, 04830-014R, 04830-015R and 04830-016 Rish Family Plaza, LLC Ordinance 615 Future Land Use Map Amendments; Second Reading and Adoption Al Motion was made by Commissioner Langston, second by Commissioner Hoffman, to have the Second Reading and adoption of Ordinance 615 Future Land Use Map Amendment for the Rish Commissioner Lowry stated that he would be abstaining from voting because he has a business relationship with the developer. Form 8B, Memorandum of Voting Conflict for County, Municipal, and Other Local Public Officers was completed by Commissioner Lowry and is attached as Exhibit Family Plaza, LLC. A. All in favor; Motion carried 3-0 with Commissioner Lowry abstaining. Attorney McCahill read Ordinance 615 by Title only. City Engineer- - Josh Baxley City Street Paving The Notice of Award and Agreement has been provided to the City from Roberts and Roberts. City Government Complex We are waiting on the building layout from the architect. Monument Avenue The first lift of asphalt has been completed. Allen Memorial SCOP Grant RFQ 2024-02 was approved on today's Agenda to award the CEI Services to Southeastern Consulting Engineers in the amount of $44,032. Beacon Hill Sewer As-builts were provided to the City on November 19, 2024. Downtown Utilities Phase 2 L&KH has restarted work this week and will begin bores next week. HMGP Grant - Elevation of 121 Lift Stations Avenue C and Battle Street Intersection Bid docs have been provided to the City. Victoria Avenue Bridge A Grant Extension and funding request has been submitted to FDEM. Information was provided to FDOT for Review. FDOT has asked the City to relocate the force main as it conflicts with the proposed bridge. Dewberry will provide the City with a Task Order for Emily Thomasee, Anchor CEI, updated the Commissioners on the CDBG-DR Grant, Elevation of 12 additional services for redesign work to be done. Lift Stations. City Attorney Electronic Noticing Attorney McCahill shared that new FL Statutes allows for Electronic Noticing when a City advertises through the County Website. This will eliminate having to use the newspapers, be a savings of approximately $40,000 per year in advertising fees, and eventually allow acceptance of electronic bids. As required by the FL Statute, a Public Hearing must be held before the City begins this form of Al Motion was made by Commissioner Lowry, second by Commissioner Langston, to have the Public Hearing on Tuesday, December 17, 2024, during the regular Commission Meeting at noon. All in advertising. Favor; Motion carried 4-0. Old Business City Projects Commissioner Hoffman requested that the Cabel Ditch request be added to the City Project list. Landscaping on Avenue D- Commissioner Langton the Agenda until the project is completed. Commissioner Langston is working with John Grantland on this. He asked that the issue be kept on New Business RFQ2 2024-02, Allen Memorial Paving CEI Services Al Motion was made by Commissioner Lowry, second by Commissioner Hoffman, to approve Southeastern Consulting Engineers for the CEI Services on Allen Memorial Way in the amount of $44,032. All in favor; Motion carried 4-0. Public Works - John Grantland Recreational Improvements A Motion was made by Commissioner Hoffman, second by Commissioner Langston, to approve Monolith Construction replacing approximately 225' of6 6 foot fence reusing the existing chain link and supplying new posts, cables, and ties for the Head wall Fencing at the Tenth Street Side for a cost of $8,149.80; replace approximately 225' of6 foot fence reusing the existing chain link and supplying new post, cables, and ties for $8,649 for the Head wall fencing repair closest to the STAC House; and supply and install approximately 425' of 41 foot tall commercial grade black vinal coasted chain link fence with all posts, cables, and ties. This is for the straight run along 10th Street. This price does not include the demolition of the existing fencing for a cost of $18,875 and is for3 separate Task Orders. All in favor; Motion carried 4-0. Robert Branch shared his thoughts on this issue. Surface Water Plant - Larry McClamma Mr. McClamma announced that the Surface Water Treatment Plant has passed the State of Florida Quarterly and Annual Disinfectant Byproducts Testing. He also noted that a former employee with a Class B License is returning and is very glad to have a Class B License Operator. Wastewater Plant - Kevin Pettis Mr. Pettis shared that a structural engineer will be here Friday to look at the Clarifiers and Contact Chambers. Finance Director - Mike Lacour FEMA Update There has been no change since the last FEMA update. Grants Reimbursement Update $324,996 of the grant reimbursement has been received for the Centennial Building Project. This amount is two-thirds of the total grant funds. RFP 2024-11 Computer Software A Motion was made by Commissioner Lowry, second by Commissioner Hoffman, to award RFP 2024-11 to Springbrook Software for the total amount of $178,407.50 with an annual contract of $50,847. All in favor; Motion carried 4-0. Mr. Lacour feels that, based on a review oft this product, the software will meet the needs for management of the city's finances and utilities process. Code Enforcement Mr. Anderson shared that there is a Code Enforcement Hearing scheduled for December 9, 2024. If compliance issues are resolved before then, the hearing will not be necessary. Code Enforcement Officers continue to work on derelict vehicles and housing situations. Police Department - Chief Richards Purchase of vehicle on State Contract AN Motion was made by Commissioner Hoffman, second by Commissioner Lowry, to approve purchasing two 2023 Dodge Charger Pursuit V-8 RWD vehicles from Step One Ford Crestivew, FL int the amount of $34,995 each. All in favor; Motion carried 4-0. City Clerk - Charlotte Pierce Current Grants Update Clerk Pierce shared that City Staff continues to work daily on grants, compliance, and looking for additional grant funding sources. Christmas Parade Update participating ini the parade. Citizens to be Heard Entry forms are being received daily for the parade and as of today there are 75 entries that will be Richard Bracken, Chester Davis, Deb Mays, Robert Branch, Christy McElroy, and Charles Gathers shared their thoughts on various issues. Discussion Items by Commissioners Neither Commissioners Langston, Lowry nor Mayor Buzzett had any other issues to discuss with the Commissioner Hoffman shared his thoughts on the current wording of calculating overtime hours when working on a holiday. After discussion, a Motion was made by Commissioner Hoffman, second by Commissioner Langston, to change the wording of the current Personnel Policy Section 4.1to read "Holidays will be counted as time worked. for overtime computations. All in favor; Motion Commissioners. carried 4-0. Motion to Adjourn meeting at 12.58 P.M. There was no other business to come before the Commission and Mayor Buzzett adjourned the Approved this 175 dyadlacmhuap Réx Buzzett, Mayor Aiustt Buhu Charlotte M. Pierce, City Clerk ly el/zy Date Exhbt A FORM 8B MEMORANDUM OF VOTING CONFLICT FOR COUNTY, MUNICIPAL, AND OTHER LOCAL PUBLIC OFFICERS LASTN NAME-FIRST NAME-MIDDLE NAME Lour Brett (harles MAILINGA ADDRES 134 Geale Coost Circle CITY Port St. Joe, FL: 32456 DATE ON YCHVOTEOCCURRED 1a03la04 NAME OF BOARD, COUNCIL, COMMISSION, AUTHORITY, OR COMMITTEE Port St. Joe Board of City Commissioners THE BOARD, COUNCIL, COMMISSON.AUTHORITY OR COMMITTEE ON WHICHISERVE ISAUNIT OF: CITY NAME OFF POLITICAL SUBDIMSION: City of Port St. Joe MYPOSITIONIS COUNTY Gulf OCOUNTY a ELECTIVE OOTHERL LOCALAGENCY D APPOINTIVE WHO MUST FILE FORM 8B This formi is for use by any person serving at the county, city, or other local level of government on an appointed or elected board, council, commission, authority, or committee. It applies to members of advisory and non-advisory bodies who are presented with a voting conflict of Your responsibilities under the law when faced with voting on a measure iny which you have a conflict of interest will vary greatly depending on whether you hold an elective or appointive position. For this reason, please pay close attention to the instructions on this form before interest under Section 112.3143, Florida Statutes. completing andi filing thet form. INSTRUCTIONS FOR COMPLIANCE WITH SECTION 112.3143, FLORIDA STATUTES A person holding elective or appointive county, municipal, or other local public office MUST ABSTAIN from voting on a measure which would inure to his or her special private gain or loss. Each elected or appointed local officer also MUST ABSTAIN from knowingly voting on a measure which would inure to the special gain or loss of a principal (other than a government agency) by whom he or she is retained (including the parent, subsidiary, or sibling organization of a principal by which he or she is retained); to the special private gain or loss of a relative; or to the special private gain or loss of al business associate. Commissioners of community redevelopment agencies (CRAS) under Sec. 163.356 or 163.357, F.S., and officers of independent special tax districts elected on a one-acre, one-vote basis are not prohibited For purposes of this law, a' "relative" includes only the officer's father, mother, son, daughter, husband, wife, brother, sister, father-in-law, mother-in-law, son-in-law, and daughter-in-law. A' "business associate" means any person or entity engaged in or carrying on a business enterprise with the officer as a partner, joint venturer, coowner of property, or corporate shareholder (where the shares of the corporation from voting in that capacity. are not listed on any national or regional stock exchange). ELECTED OFFICERS: In addition to abstaining from voting ini the situations described above, you must disclose the conflict: PRIOR TO THE VOTE BEING TAKEN by publicly stating to the assembly the nature of your interest in the measure ony which you: are WITHIN 15 DAYS AFTER THE VOTE OCCURS by completing and filing this form with the person responsible for recording the abstaining from voting; and minutes of the meeting, who should incorporate the formi ini the minutes. APPOINTED OFFICERS: Although you must abstain from voting in the situations described above, you are not prohibited by Section 112.3143 from otherwise participating in these matters. However, you must disclose the nature of the conflict before making any attempt to influence the decision, IF YOU INTEND TO MAKE ANY ATTEMPT TO INFLUENCE THE DECISION PRIOR TO THE MEETING AT WHICH THE VOTE WILL BE You must complete and file this form (before making any attempt toi influence the decision) with the person responsible for recording the whether orally ori iny writing and whether made by you or at your direction. TAKEN: minutes oft the meeting, who will incorporate the formi int the minutes. (Continued on page 2) CE FORM 8B- EFF. 11/2013 Adopted by reference inF Rule: 34-7010()0.FAC. PAGE1 APPOINTED OFFICERS (continued) A copy of the form must be provided immediately tot the other members of the agency. The form must ber read publicly at the next meeting after thet formi is filed. IF YOU MAKE NO. ATTEMPTTO INFLUENCE THE DECISION EXCEPT BY DISCUSSION. AT THE MEETING: Your must disclose orally the nature of your conflict in the measure before participating. agency, and thei form must be read publicly at the next meeting after thei form ist filed. You must complete thet form and file it within 15 days after the vote occurs with the person responsible for recording the minutes of the meeting, who must incorporate the form in the minutes. A copy of thet form must be provided immediately toi the other members oft the DISCLOSURE OF LOCAL OFFICER'S INTEREST hereby disclose that on_ Drlaars Nc 3rch 2024 (a) Ar measure came or will come before my agency which (check one or more) inured to my special private gain or loss; jnured to the special gain or loss ofr my business associate, inured to the special gain orl loss of my relative, inured tot the special gain or loss of whom lami retained; or inured tot the special gain orl loss of by which is the parent subsidiary, or sibling organization or subsidiary of a principal which has retained me. (b) The measure before my agency andt the nature of my conflicting interest int the measure is as follows: hxcbasisass relcdionship wilHhdo-lpar If disclosure of specific information would violate confidentiality or privilege pursuant to law or rules governing attorneys, a public officer, who is also an attorney, may comply with the disclosure requirements of this section by disclosing the nature ofi the interest in such a way as to provide the public with notice of the conflict. 12032034 Date Filed 5 Signature- NOTICE: UNDER PROVISIONS OF FLORIDA STATUTES $112.317, A FAILURE TO MAKE ANY REQUIRED DISCLOSURE CONSTITUTES GROUNDS FOR AND MAY BE PUNISHED BY ONE OR MORE OF THE FOLLOWING: IMPEACHMENT, REMOVAL OR SUSPENSION FROM OFFICE OR EMPLOYMENT, DEMOTION, REDUCTION IN SALARY, REPRIMAND, ORA CIVIL PENALTY NOT TO EXCEED $10,000. CE FORM 8B- EFF. 11/2013 Adopted by reference in Rule 34-7.010(1)(). F.A.C. PAGE2