January 7,2 2025 Regular Meeting 12:00 Noon City Commission Chambers 2775 Garrison Avenue Port St. Joe, Florida TUTION 1838 CONSTITUTION 1922 Birtiplace of the FLORIDA CONSTITUTION GOD WE TRUR City ofPort St. Joe Rex Buzzett, Mayor-Commisioner: Eric Langston, Commissioner, GroupI Stevel Kerigan, Commissioner, Group II Brett Lowry, Commissioner, Group III Scott] Hoffman, Commissioner, Group IV [All persons are invited to attend these meetings. Any person who decides to appeal any decision made by the Commission with respect to any matter considered at said meeting will need ai record oft the proceedings, and for suchj purpose: may need to ensure that a verbatim record of the proceedings is made, which record includes the testimony and evidence upon which the appeal is tol bel based. Thel Board ofCity Commission of the City of] Port St. Joe, Florida will not provide a verbatim record of this meeting.] BOARD OF CITY COMMISSION Regular Public Meeting 12:00 Noon January7,2025 Call to Order Swearing In ofl Newly Elected Commissioners Consent Agenda Minutes City Engineer Update City Attorney Update Old Business City Projects Regular Meeting 12/17/24 Pages 1-6 Pages 7-8 Landscaping on Ave D- Comm. Langston Employee Leave Payout- Comm. Hoffman RFQ2024-03 City Street Resurfacing CEI Services Request to Surplus Property and Receive Sealed bids New Business Pages 9-10 Pages 11-12 Page 13 Public Works Surface Water Plant Update Wastewater Plant Finance Director FEMA- Update Plant Evaluation Workshop 1/28/25 at 11:00 Grants Reimbursement- Update Code. Enforcement Update Police Department Update City Clerk Grants- Update Pages 14-15 Citizens to be Heard Discussion Items by Commissioners Motion to Adjourn 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 17, 2024, at Noon. The following were present: Mayor Buzzett, Commissioners Hoffman, Kerigan, Langston, and Lowry. City Manager Jim Anderson, City Clerk Charlotte Pierce, Deputy City Clerk, and City Attorney Clinton McCahill were also present. CONSENT AGENDA Minutes A Motion was made by Commissioner Hoffman, second by Kerigan, to approve the Minutes of the 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 December 3, 2024, Meeting. Regular Meeting of December 3, 2024. All in favor; Motion carried 5-0. City Engineer - Josh Baxley City Street Resurfacing Dewberry is waiting on the CEI contractor selection that will be on December 20, 2024. City Government Complex Monument. Avenue final application. Downtown Utilities Phase 2 Mr. Baxley has reached out to the architect to obtain the building layout. The first lift of asphalt is complete, and the contractor wants the road driven on before applying the Mr. Baxley has requested a schedule from the contractor due to the amount of time they have been off. L&KI restarted their work this week and he feels the project will be delayed until after the first of the year. HMGP Grant - Elevation of 12 Lift Stations The Grant Extension and Funding request has been submitted to FDEM. Dewberry is waiting on FDEM's response to information Dewberry has submitted. Avenue C and Battle Street Intersection This project is out for bid. Victoria Avenue Bridge Revised plans for this project have been submitted to the City. 1 City Attorney Electronic Noticing Public Hearing A Public Hearing was held at 12:10 P.M. Christy McElroy shared her concerns about this process. A Motion was made by Commissioner Lowry, second by Commissioner Langston, to proceed with Electronic Noticing for the City of Port St. Joe. All ini favor; Motion carried 5-0. The Public Hearing concluded at 12:13 P.M. Old Business City Projects the first of year. Mr. Anderson shared that most contractors will be off during the holidays and work will resume after Commissioner Langston asked if the Interlocal Agreement has been signed with the County for the Workforce Building Roof. Mr. Anderson responded that it had been signed and returned to the County. Landscaping on Avenue D - Commissioner Langston Commissioner Langston shared that he and John Grantland have been working on this and should have a plan after the first of the year. New Business Two Hired Guns Consulting Proposal Al Motion was made by Commissioner Kerigan, second by Commissioner Hoffman, for Attorney McCahill to prepare an agreement from the proposal and allow Mayor Buzzett to sign the The question was asked if this had been bid out. Mayor Buzzett responded that it had not been. Sean Preston, Founder and Lead Consultant of Two Hired Guns Consulting, shared his background Christy McElroy, Deb Mays, and Robert Branch shared their concerns about this proposal. agreement. and business information. All in favor; Motion carried 5-0. Coca-Cola Contract Proposal discussed their proposal. Beverly will check on the request. Roy Beverly, Business Development Manager for Coca-Cola Bottling Company UNITED, Inc., Commissioner Langston asked if a scoreboard could be added for the Washington Gym. Mr. a A Motion was made by Commissioner Hoffman, second by Commissioner Kerigan, to approve the contract pending attorney's review of the proposal, adding a scoreboard at the Washington Gym, and to authorize Mayor Buzzett to sign the contract. Chester Davis and Robert Branch shared their concerns about this topic. All in favor; Motion carried 5-0. Rental Fee Waiver Request Gulf County United - Washington Gym December 19, 2024, and December 20, 2024. A Motion was made by Commissioner Kerigan, second by Commissioner Langston, to waive the rental fee request for this event. All ini favor; Motion carried 5-0. Freedom Exchange - Centennial Building July26,2025 A Motion was made by Commissioner Langston, second by Commissioner Lowry, to waive the rental fee request for this event. All in favor; Motion carried 5-0. Freedom Exchange - Washington Gym January 20, 2025 A Motion was made by Commissioner Lowry, second by Commissioner Hoffman, to waive the rental fee request for this event. All in favor; Motion carried 5-0. Florida Coastal Conservancy - Core Park May 24, 2025, and May 25, 2025 This request was withdrawn. Public Works - John Grantland AA Ball Field 4' Fence Replacement A Motion was made by Commissioner Lowry, second by Commissioner Langston, to approve the quote from Monolith Construction to supply and install approximately 550' of 4' tall commercial grade black vinal coated chain link fence with access gates for the AA Ball Field in the amount of $21,400. Christy McElroy and Robert Branch shared their concerns about this project. All ini favor; Motion carried 5-0. AA Ball Field 6' Fence Replacement A Motion was made by Commissioner Hoffman, second by Commissioner Langston, to approve the quote from Monolith Construction to supply and install approximately 250' of 6' tall commercial grade black vinal coated chain link fence for the AA Ball Field in the amount of $10,140. Christy McElroy and Robert Branch shared their concerns about this project. All in favor; Motion carried 5-0. 3 AA Ball Field Backstop Fence Replacement A Motion was made by Commissioner Hoffman, second by Commissioner Lowry, to approve the quote from Monolith Construction to supply and install 16' tall commercial grade black vinal coated chain link fence with all posts, cables and ties for backstop for the AA Ball Field in the amount of $19,375 Christy McElroy and Robert Branch shared their conçerns about this project. All in favor; Motion carried 5-0. Ozone Field 4' Fence Replacement A Motion was made by Commissioner Langston, second by Commissioner Lowry, to approve the quote from Monolith Construction to supply and install approximately 600' of 4't tall commercial grade black vinal coated chain link fence with all posts, cables, and ties for the Ozone Ball Field in the amount of $23,400. Christy McElroy shared her concerns about this project. Alli in favor; Motion carried 5-0. Ozone Field 8' Fence Replacement A Motion was made by Commissioner Hoffman, second by Commissioner Lowry, to approve the quote from Monolith Construction to supply and install approximately 300' of 8' tall commercial grade black vinal coated chain link fence with all posts, cables, and ties for the Ozone Ball Fieid in the amount of $16,250. Christy McElroy shared her concerns about this project. All in favor; Motion carried 5-0. Ozone Field Backstop Fence Replacement A Motion was made by Commissioner Hoffman, second by Commissioner Langston, to approve the quote from Monolith Construction to supply and install approximately 170' of1 16' tall commercial grade black vinal coated chain link fence with all posts, cables, and ties for backstop replacement: at the Ozone Ball Field in the amount of $24,375. Robert Branch shared his concerns about this project. All in favor; Motion carried 5-0. Mr. Grantland shared that Sprayfield Zone 3 is approximately 50% complete and he anticipates the project will be completed by the end of. January. Surface Water Plant-Larry McClamma RFP 2024-23 Filter Modules A Moton was made by Commissioner Kerigan, second by Commissioner Lowry, to award RFP 2024- 23 for 144 Micro Membrane Filter Modules to Filmtec in the amount of $108,000. All ini favor; Motion carried 5-0. 4 Wastewater Plant - Kevin Pettis Mr. Pettis noted there is 3' 4" oft freeboard in the pond. He requested that a Workshop be held with Baskerville Donovan. The Workshop is scheduled for Mr. Pettis thanked John Grantland and the Public Works Department for their help with preparing the Tuesday, January 28, 2025, at 11:00 A.M. in the Commission Chamber. new: Zone 3 Sprayfield. Finance Director - Mike Lacour FEMA Update Mr. Lacour has requested an update from FEMA, but to date, no response has been received. Grants Reimbursement Update There has been no change since the last reimbursement update. Mayor Buzzett noted that there has been a lot of pressure on the overtime budgets, stated they will be blown through in 6 months at the current rate, and requested that department heads try to geti it tol last for the 12 months as budgeted. Code Enforcement Mr. Anderson shared there are over 20 houses on the substandard list and the City has requested help from the County on 6 of these structures. He noted that voluntary demolition is an option, and forms are available at City Hall. Police Department - Chief Richards Commission Chamber prior to the meeting. Chief Richards noted that he and John Grantland had been working to install new speakers in the Mayor Buzzett complimented Chief Richards and Clerk Piere on the success of the Christmas Parade, thanked them for their help and that of the numerous volunteers. City Clerk = Charlotte Pierce Current Grants Update Clerk Pierce shared that there have been no changes since the previous grant report. She noted that the Swearing In of returning Commissioners Hoffman and Lowry would be on Tuesday, January 7, 2025. The returning Commissioners stated that would like to forego the Clerk Pierce thanked the Commissioners for their support of the Christmas Parade and their reception in January due to the busy schedule of this day. participation in it. 5 Citizens to be Heard Christy McElroy, Chester Davis, and Robert Branch shared their concerns on various issues. Discussion Items by Commissioners Commissioner Hoffman requested that Kevin Pettis look into the odor issue late in the evenings He also asked that the Commission consider changing the Sick Leave Pay Out Policy for employees Chief Richards stated the Budget is the main issue with payout and requested that, if changes were made, the Commission consider establishing a separate category to draw the payout funds from. Commissioner, Lowry asked that the Sick Leave Pay Out Policy be on the next Agenda Commission Kerigan requested that Commissioners be provided info on the suggested changes for around the Overpass. and have this on the next. Agenda. the Sick Leave Pay Out Policy prior to the meeting. Commissioner, Langston did not have anything else to update the Commission on. Mayor Buzzett commended the many volunteers that have given their time to the City through the years. He complimented Robert Branch on his research on issues and asked if he would use those Mayor Buzzett wished everyone a Merry Christmas, Happy New Year, and encouraged them to be talents to find new funds for a recreational complex. safe through the holidays. Motion to Adjourn meeting at 1:50 P.M. Approved this There was no other business to come before the Commission and Mayor Buzzett adjourned the day of 2025. Rex Buzzett, Mayor Date Charlotte M. Pierce, City Clerk Date Current City Projects 1/7/25 Maddox Park Drainage- Need more info. from engineer to bid and direction Lighthouse Complex Sleeping Beauty Rehab- The bid has been awarded Monolith Construction and the State has approved the modified plans. Sewer Rehab. CDBG-DR- Grant Funding Approved 5/21, Grant Agreement Received, The CCTV work is complete and Anchor Engineering is working on the rehab/freplacement plans. L& K Contractors have been awarded the Lift from the Board. Construction is underway. Station Rehab bid on 8/20/24. Long Ave. Paving- Resurfacing the road is underway. Beacon Hill Sewer- The Lift Station is Operational & the Collection System is 9/15/23 Dewberry tasked to Survey & Topo the new City Hall Complex with Conceptual Plan options. Dewberry has now been tasked to handle the Civil Engineering and permitting. MLD has been tasked for the Architectural 9/26/23 Dewberry tasked to work on the Expansion of Zone 3 at the WW Sprayfields. The bid was awarded to North Florida Construction on 4/16/24 to clear the property. The clearing is complete and City staff is laying the Downtown Waterline Replacement Phase II- The SRF Funding has been approved and the bid has been awarded to L& K Contractors. Construction 2/11/24 A Task Order was signed with Dewberry to survey the alley between Bay & Harbor Street for potential stormwater improvements. The survey is complete and we are waiting on the H & H Study to determine the Allen Memorial Paving SCOP Grant. The Project was awarded to Roberts & built. City staff is installing the taps. Services on 10/15/24. pipe. began on 9/30/24. best course of action. Roberts on 9/17/24. Construction is underway. 7 Monument Ave. Paving from 19th Street to Allen Memorial. The project was awarded to Roberts & Roberts on 9/17/24. Construction is underway. 3/19/24 A Task Order was signed with Dewberry to design the $1.5 M Legislative Approp. for multiple roads to be paved. The Bid was awarded to Roberts & Roberts on 11/5/24 & we are taking bids for CEI Services 10/9/24 a contract was awarded to L8 & K Contractors for emergency repair of the Battles Street Stormwater Pipe. The Pipe is installed and final clean-up is underway. 10/9/24 a contract was awarded to Roberts & Roberts for emergency repair of the 10th Street Stormwater Pipe Headwall, The Pipe is installed and the Workforce Board Bldg. Roof Replacement. Signed a MOU with the County to Cabell Drive Ditch Cleaning- Staff will attempt to clean the ditch utilizing City ballfields are being put back together. complete the project. Equipment after the Sprayfield Project is complete. 0 Curent Policy C. Supervisors will arrange vacation schedules and re-allocate duties on such a basis as to cause: minimum interference with normal functions and operations ofthe department. The D. Not more than (360) hours ofannual leave shall accumulate: for thel benefit of an employee. Any annual leave in excess of(360) hours accruing to the benefit ofa an employee which is E. Annual Leave can be charged in increments oft no less than one quarter of an hour. F. Holidays which occur during thej period selected by the employee for annual leave shall be G. For purposes of determining overtime payments, annual leave hours shall not be counted H. Request for annual- leave must be submitted,in a timely manner and may-be denied if granting leave would unduly disrupt or hinder the normal operation oft the department. Department head or supervisor has thei right to deny leave. not taken in accordance with this section shall lapse. 3 charged against holiday leave and: not to annual leave. as time worked. a 1 Employees are: responsible for monitoring his/her accrued leave. Annual Leave may be granted for the following purposes: A. Vacation. hours. B. Absences for transacting personal business which cannot be conducted during off-duty C. Religious holidays other than those designated by the City as official holidays. D. For uncovered portions of absences due to medical reasons once sick leave has been E. Any scheduled absence from work not covered by other types of leave provisions The City of Port St. Joe regular employees who have satisfactory completed (3) year of continual employment with the City and is leaving in good standing shall be paid for their accumulated annual leave. In no case shall accumulated annual leave (1) be paid in excess of Beamulathehourmminen according to length ofservice; (2) bep paid to any employee who has any disciplinary action(s) pending against him or her; (3) be paid if the employee has a deficit balance in his/her annual leave account; (4) be used to extend an employee's employment time; (5) be paid if an employee is terminated from his/her employment with exhausted. established by these policies. cause. Annual leave will not be offered to temporary and auxiliary employees. 4.3 SICKLEAVE 9 C. Exposure to contagious disease which would endanger others as determined1 byaphysician. D. IlIness of a member oft the employee's immediate family. employment in accordance with the following guidelines: Employees shall receive compensation for unused sick leave upon separation from City A. In no case shall accumulated sick leave (1) be paid in excess of the cumulative hour maximum according to length of service; (2) be paid to any employee who has any disciplinary action(s) pending against him or her; (3) be paid ift the employee has a deficit balance in his/her sick leave account; (4) be used to extend an employee's employment time; (5) be paid if an employee is terminated from his/her employment with cause. B. Employees who were employed prior to February 20, 2018 will receive the following a) Less than(10) years he/she will receive-twenty-tive (25) percent of unused sick leave b) Ten (10) years or more he/she will receive (100) percent of unused sick leave not to C.E Employees who are employed after February 20, 2018 will receive the followingpayment a) Employees shall not be paid for unused sick leave, except for those who have 10 years of continuous service with the City. Ifan employee leaves employment from the City and has less than 10 years ofcontinuous service, he/she will receive no payment ofs sick leave. Ifan employee has been employed 10 years or more of continuous service with the City, upon leaving his/her employment except termination, he/she shall be paid 25 b) Employees will be allowed to contribute to the sick leave pool to assist employees who experience extraordinary medical conditions and have no accumulated sick leave to covertheir absence. Sick leave pool will be used on an exceptional basis and only after recommendation by the Department Head and approval by the City Manager. 3 payment for unused sick leave: not to exceed 520 hours. exceed 520 hours. for unused sick leave: percent oftheir unused sick leave: not to exceed 520 hours. 4.4 BEREAVEMENTLEAVE In the event ofa death in an employee's immediate family, the employee shall be allowed a maximum ofthree (3) consecutive work days to attend the: funeral without loss in regular pay, provided adequate notice is given to his/her Supervisor; and such leave is approved by the responsible Supervisor. 4.5 COURTLEAVE/JURY DUTY An employee attending court as a witness on behalf ofa governmental agency or forj jury duty during their normal working hours shall receive pay at their regular rate for the hours they attend court. ID RFQ #2024-03 City Street Resurfacing CEI Services City Commission Conference Room December 20, 2024, at 3:00 P.M. VENDOR SCE Sosthensteco Inc. Consutlins Enaineecs, 1e de 6 r 5 12 Description Trailer 5x14 416D New! Holland Dump Truck Truck 5 Ton, 6X6, Vermeer 1250 ALL PRO TRAILER Ford F.150 Chevrolet- -2500 HD Street Sweeper Truck 14x6/Trailer 13x6Trailer 12x6Trailer 12x7Trailer DUITrailer F-250 Van Silverado' Truck Hydro Jetter Dump Trailer 20x7Trailer 10x5Trailer 8x5Trailer 20x6% VIN Number 1TA6514342834986 CAI0476DIBFP14812 1FDYU90LONVA02269 2303040 VRC14130M1002616 2FTRF177W94CA21806 16BHC24U45E215012 BDB4B1K157002759 Tag Number N/A N/A N/A N/A N/A N/A N/A N/A 136772 N/A N/A N/A N/A N/A 136767 N/A 122924 N/A N/A N/A N/A N/A N/A Serial No. N/A N/A 079358B 0078 N/A 26530-25 Year 2002 1987 1987 1980 1960 2003 1987 1988 N/A N/A N/A N/A N/A N/A N/A 9017 N/A 018204 N/A N/A N/A FINEZ4L46HB40876 1GCEK14V562277940 S3540RAXBE1014 129D/14296/213571 2005 2006 2004 2005 13 Grants Updated- 1/7/24 Title Amount Status NWFWMD/NERDA $971,850 Draft Stormwater Master Plan Complete. Water Quality portion is Hazard Mitigation. Elevation of (12) lift stations and switch gear for Washington Gym Generator Power. Submitted 3/6/20. 25% match. Clifford Sims Park Repairs due to Hurricane Michael. Approved 4/21/23.The project is complete and we have requested Centennial Bldg. Rehab. Grant awarded. The project is complete Sewer Rehab- City Wide. Approved 5/21. CCTVwork approved. Washington Gym Rehabilitation. Submitted by UF. Approved and will be administered thru the State of Florida Division of Historical Cape San Blas Lighthouse Complex. The project has been re-bid. Approval has been given forthe amended scope of work by the Potential 65% loan/35% grant for new Government Complex. The Grant Agreement signed 9/15/21. Funds received. $1,000,000 allocated for 10th Street Sports Complex & $786,545 for Road on hold. FDEM FEMA Historic Resources/Hurricane Michael CDBG-DR National Park System/Hurricane Michael Historic Resources/Hurricane Michael USDA COVID-19 Rescue Plan FDEO FDEP Water Protection Funds FDEP Water Protection Funds FDEP FRDAP FDOT/SCOP NOAA FDOT Phasel FDOT Phase II $660,943 $5,000 1.4M $497,495 $9,996,000 $83,000 $327,707 $4,000,000 $1,786,545 Approved 12/16/22 reimbursement. and we have requested reimbursement. Resources State. funding request is on hold. Paving already spent. 4/8/22. Phase lis complete. $675,426.00 Commercial District Waterline Replacement. Grant Approved $965,000 $4,300,000 $218,895 $150,000 System Wide Septic to Sewer for 175 connections. Grant Application approved 11/10/21. Accepting Applications for service. Beacon Hill Sewer. Grant Application Approved 11/9/21. The collection system and lift station is constructed. City Staffi is making Resilient Florida (Study of PSI).Submitted 8/30/21, Working with Core Park Splash Pad & Restroom, 25% City Match. Submitted 8/27/23. Second Request. Was not approved. fori the 2024 fiscal year. The contract was awarded to Roberts & Stormwater Management (H&H) Study, Approved 4/21/23 Hwy 98 Beautification Grant, Approved 12/16/22. Coastal has taps. UF. $575,417.65 Application for re-surfacing Allen Memorial. Approved on 8/23/22 Roberts. $280,000 $1,563,611 $100,000 $129,580 Phase II Application submitted 12/19/23 completed the design. Out for bids 14 Phase II approved 1/10/24 Legislative Request $1,500,000 Road Paving, submitted by Clark Smith approved in the 23/24 State Lead and Copper Service Line Inventory. Additional $9,800 Grant/ Downtown Water line Replacement Phase II. Approved, Application 2023 FDEP/SRF FDEP/SRF Budget. Grant being worked thru FDOT. $102,000 Grant $1,506,338 Grant $1,000,000 TBD, up to $750,000 Loan/$98,000 $10,200 Loan Approved as well. The project is complete. Loan/$655,456 submitted on 11/2/23 Legislative Request $500,000 Fire/Police Public Safety Facility Road Paving Workforce Housing Project Submitted 11/10/23. Was not approved 2023 Army Corps of Engineers Gulf Consortium Stormwater Improvements, Application submitted on 10/18/23. Signed the sub-grant agreement with Gulf County on 10/31/23 for Rural Infrastructure Fund, Workforce Housing Access Road. Application submitted 11/3/23. Was not approved. Police Dept. Occupant Protection. Application submitted on 2/27/24. The grant was approved and signed by the City on Police Dept. -Speed & Aggressive Driving. Application submitted on $15,000,000 Was not approved. the ESAD Purchase re-imbursement Dept. of Commerce $2,000,000 FDOT FDOT FDOT $43,000 $84,302 10/15/24. 2/27/24. Was not approved. in March 2024. Was not approved. $561,884.66 Ave C& DI Paving SCOP Grant. Application submitted the first week Historic Resources $1,000,000 Washington Gym improvements. 25% match required. City/County/ (FDHR) FDEP FDEP UF partnership. Application submitted 5/31/24. $84,000,000 Waste Water Plant Improvements. Application submitted 5/29/24. Was not approved. $80,000 Water Plant Backwash Reuse Project. Application submitted 6/11/24. Estimated $200,000 project with Max of 40% Grant. Was Workforce Housing Road. Application submitted 7/16/24. Wasnot not approved. approved. Dept. of Commerce $1,534,824 IS