CAL CITY OF CALLAWAY BOARD OF COMMISSIONERS IUESDAY,JANUARY 28, ,2025-6:00P.M. CALLAWAY. ARTS & CONFERENCE CENTER 500 CALLAWAY PARK WAY CALLAWAY,FL 32404 KEITH" "EDDIE" COOK, CITYMANAGER REGULAR MEETING AGENDA PAMNI MAYOR HENDERSON COMMISSIONERS SCOTTI DAVIS DAVID GRIGGS BOBI PELLETIER KENNETHAYERS, JR. ASHLEY ROBYCK, CITYCLERK FLORIDP KEVIN OBOS, CITYATTORNEY CALL TOC ORDER ROLL CALL PRESENTATION INVOCATION & PLEDGE OF ALLEGIANCE MAYORSINSTRUCTIONS- Call for Additions/Deletions to the Agenda. PUBLIC PARTICIPATION Speakers must come to the podium to be heard. Comments are limited to three (3) minutes. Public Participation willl bel heard at the end of Commission discussion. for each item and at the end oft the meeting for non-agenda items. APPROVAL OF MINUTES January 14, 2025 Financial Statements Regular Meeting December 2024 REGULAR AGENDA 1. Budget Amendment 2. Budget Amendment 3. Change Order 4. Advisory Board Appointment 5. Municipal Elections Agreement 6. Bid Award 7. Bid Award Beacon Point Demolition Dumpster & Payment LAP-West Cherry Street Sidewalk Tetra Tech- Change Order #13 Planning Board Supervisor of Elections LS2025-01 Gore Park Community Center CM2024-22 Tyndall Beautification-Parker Medians COMMISSIONSTAPF COMMENTS ANNOUNCEMENTS All meetings will be held at the Callaway Arts & Conference Center, 500 Callaway Park Way, Callaway, FL, unless otherwise noted. February 04, 2025 February 11,2025 Planning Board Meeting (Potential) Commission Meeting 6:00 p.m. 6:00 p.m. PUBLIC PARTICIPATION ADJOURNMENT BwpRagk Ashley Robyck City Clerk PURSUANT TO FLORIDA STATUTE 286.0105: Any person. who decides to appeal any decision made at a meeting(s) announced in this notice with respect to any matter considered at such meeting(s) will need a record of the proceedings and for such 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 to be based. Any person requiring a special accommodation at this meeting because ofa disability or physical impairment should contact Callaway's City Clerk, at 6601 E. Highway 22, Callaway, FL 32404; or by phone at (850) 871- Ify you are hearing or speech impaired, and youp possess TDD equipment, you may contact the City Clerk using the Florida Dual Party 6000 at least five calendar days prior to the meeting. Relay System, which can be reached at 1-800-955-8770 (Voice) or 1-800-955-7661 (TDD). CITY OF CALLAWAY BOARD OF COMMISSIONERS REGULAR MEETING MINUTES JANUARY14, 2025-6:00P.M. The City of Callaway Commission met in a Regular Session on. January 14, 2025. In attendance were Pamn Henderson, Mayor, David Griggs, Mayor Proi tem, and Commissioners Bob Pelletier, Scott Davis, and Kenneth Ayers. Also in attendance were Eddie Cook, City Manager, Kevin Obos, City Attorney; Ashley Robyck, City Clerk; David Schultz, Director of Finance; Bill Frye, Director of Public Works/Planning; The meeting was called to order by Mayor Henderson, followed by thel Pledge of Allegiance and roll call. and Brent Clayton, Leisure Services Foreman. Deputy McKenzie reviewed the December stats from the Bay County Sheriff'soffice. Mike Lozon with the Bay County Veteran's Society presented plaques to the City of Callaway and Callaway Leisure Services for their support with the Vietnam Traveling Wall That Heals. MAYOR'S INSTRUCTIONS- - Call for Additions/Deletions to the Agenda. Commissioner Pelletier asked to withdraw item #7. APPROVAL OF MINUTES December 10, 2024 Regular Meeting City Clerk Robyck advised that on the motion to approve the minutes, it states the minutes ofI December 10, 2024 and should say November 19, 2024. Motion: Motion made by Commissioner Ayers and seconded by Commissioner Davis to approve the minutes of December 10, 2024 as amended. Motion carried unanimously. PUBLIC HEARING Ordinance 1108- Rezoning 247 N Hwy 22A, 2nd Reading City Attorney Obos read the Ordinance as follows: AN ORDINANCE REZONING FROM R-6M TO SERVICE COMMERCIAL THAT CERTAIN PARCEL OF LAND LYING WITHIN THE CITY OF CALLAW/AY, FLORIDA, CONTAINING APPROXIMATELY .446 ACRES; LOCATED AT 247 HIGHWAY 22A; PARCEL ID 24831-000-000; ALL AS MORE PARTICULARLY DESCRIBED IN THE BODY OF THE ORDINANCE; REPEALING ALL ORDINANCES OR PARTS OF ORDINANCES IN CONFLICT HEREWITH; AND PROVIDING THAT THIS ORDINANCE SHALL TAKE EFFECT IMMEDIATELY UPON ITS PASSAGE. Mayor Henderson advised that this is a correction of an error when zoning was done many years ago. Mayor Henderson called for Public Participation, there was none. City of Callaway Regular Meeting Minutes - January 14, 2025 Page 1 Motion: Motion made by Commissioner Ayers and seconded by Commissioner Griggs to approve Ordinance 1108- Rezoning 2471 N. Hwy 22A The motion carried unanimously upon roll-call vote. REGULAR AGENDA Resolution 25-01 LAP Agreement- Cherry Street West Sidewalks City Attorney Obos read the Resolution as follows: AR RESOLUTION OF THE CITY OF CALLAWAY, FLORIDA, APPROVING A LOCAL AGENCY PROGRAM AGREEMENT WITH THE FLORIDA DEPARTMENT OF TRANSPORTATION (FDOT) FOR SIDEWALK IMPROVEMENTS; AUTHORIZING THE CITY MANAGER TO EXECUTE THE AGREEMENT; AND PROVIDING AN EFFECTIVE DATE. City Manager Cook advised that this will be sidewalks on Cherry Street from Tyndall Parkway to Bob Little Road and that engineering is done, this is for CEI and construction. He also advised that this is funded 100% by grant money. Mayor Henderson called for Public Participation, there was none. Motion: vote. Motion made by Commissioner Griggs and seconded by Commissioner Davis to approve Resolution 25- 01 LAP. Agreement for Cherry Street West Sidewalks. The motion carried unanimously upon roll-call Resolution 25-02- Code Enforcement Nuisance. Abatements City Attorney Obos read the resolution as follows: A RESOLUTION OF THE CITY OF CALLAWAY, FLORIDA, APPROVING AMOUNTS TO BE LIENED ON CERTAIN PROPERTIES WITHIN THE CITY, TO WIT: 6709 LANCE STREET., FOR COSTS INCURRED IN THE ABATEMENT OF NUISANCES UPON SUCH PROPERTIES, AUTHORIZING THE APPROPRIATE OFFICERS OF THE CITY TO RECORD THE LIENS AND NOTIFY INTERESTED PARTIES OF SUCH LIENS, AND PROVIDING AN IMMEDIATELY EFFECTIVEDATE. City Manager Cook advised that this is due to clean-up. Commissioner Griggs asked ifthis was a tax lien. City Manager Cook and City Attorney Obos confirmed. Mayor Henderson called for Public Participation, there was none. City ofCallaway Regular Meeting Minutes - January 14, 2025 Page 2 Motion: Motion made by Commissioner Davis and seconded by Commissioner Griggs to approve Resolution 25- 02 Code. Enforcement Nuisance Abatement. The motion carried unanimously upon roll-call vote. Resolution 25-03- Transportation Alternative. Program- South Gay Avenue Sidewalks City Attorney Obos read the resolution as follows: A RESOLUTION BY THE CITY OF CALLAWAY, FLORIDA TO CONTINUE TO SUPPORT CONSTRUCTION OF SIDEWALK ON THE EAST SIDE OF SOUTH GAY AVENUE FROM CHERRY STREET TO BOAT RACE ROAD WITH TRANSPORTATION ALTERNATIVE PROGRAM FUNDING; AND PROVIDING FOR AN EFFECTIVE DATE City Manager Cook advised that every year we. have to apply for LAP grants, and this is the beginning of the process. The City has been successful inj previous east and west sidewalks but north to south we only have Tyndall Parkway and Berthe Avenue and South Gay would be the last street to connect those Mayor Henderson asked if we should take out the word "continue" from the resolution. City Manager sidewalks. Cook advised that he will check with the engineer. Commissioner Pelletier stated that he thinks this will be a good project. Mayor Henderson also advised that letters of support help the city and there were some available for citizens to sign. Mayor Henderson called for Public Participation, Anna Pelletier, 7724 Shadow Bay Drive, asked about the timeframe to sign the letter of support. Mayor Henderson advised. Motion: Motion made by Commissioner Ayers and seconded by Commissioner Griggs to approve. Resolution 25- 03 TAP- South Gay Avenue Sidewalks. The motion carried unanimously upon roll-call vote. Development Order Review- 5824 Cherry Street Bill Frye, Director of Public Works/Planning reviewed the development order. He advised that it will be platted and individually owned. He advised that the retention will be owned by the end unit. He advised that the only thing that will be dedicated to the city is a twelve-inch stormwater pipe that could be used in Commissioner Griggs stated that he noticed they will be responsible for tying into Cherry Street. Director Frye confirmed. He also asked about the fencing. Director Frye addressed buffering requirements. the future on Gay Avenue. Mayor Henderson called for Public Participation, there was none. Order for 5824 Cherry Street. The motion carried unanimously. City of Callaway Regular Meeting Minutes- January 14, 2025 Motion: Motion made by Commissioner Ayers and seconded by Commissioner. Davis to approve the Development Page 3 Development Order Review- Parkl Place Phase. 3&4 Director Frye reviewed the development order for Park Place Phase 3 & 4. He advised that it will be more of the same that is currently at the Park Place subdivision. He advised that the roads will be dedicated to the city and thel HOA will take care ofmaintenance oft the right of ways oft the ponds. He advised that they will use 1.845 acres oft their land bank for the playground and green space requirement. Commissioner Pelletier commented that the city approved Ordinance 1066 regarding playgrounds in 2022 and advised that he did not see aj playground in this project. Discussion ensued regarding the LDR Director Frye advised that the entire project is 113 acres but only 37 will be developed due to the rest Commissioner Pelletier asked if we. have taken over the rest of the roads. Director Frye confirmed, and changes and the Land Agreement with St. Joe. being wetlands sO there will be open space will be left untouched. City Attorney Obos advised that they are dedicated to the city as they as platted. Mayor Henderson called for Public Participation; commented on traffic issues on Highway 22. Teresa Langston, 6031 Lance Street, commented on the agreement & playground requirement, and Anna Pelletier, 7724 Shadow Bay Drive, commented on the playground issue and the size oft the current pool. She also commented on the ordinance that revised the playground requirement. Commissioner Griggs commented on the land agreement and what was required when the agreement was Mayor Henderson advised that we cannot just back out ofa contract or we would be in breach oft that Sheri Clark. 6206 Boat Race Road, asked if developers are required to put in a street light when they build these large developments. Commissioner Ayers advised it is a state road and a traffic study would signed. contract. Discussion ensued. have to be done and it would be up to traffic management. Discussion ensued. Motion: Motion made by Commissioner Griggs and seconded by Commissioner Ayers to approve the Development Order for Park Place Phase 3 & 4. The motion carried unanimously. Discussion- City Clerk and City Manager Expectations This item was withdrawn. Discussion- Moving City Elections to November Commissioner Ayers advised that currently, the City elections are in April and he would like to see them moved to November citing higher turnouts and saving money spent on City elections. City Attorney Obos advised that it does not require a charter amendment as election dates are statutorily exempt from charter amendments sO Commission could doi it by ordinance. City of Callaway Regular Meeting Minutes - January 14, 2025 Page 4 Mayor Henderson advised that she spoke with some people from Panama City Beach who just went through this and she was told that the City Clerk was no longer involved in city elections and asked ifthat would bet the same for Callaway. City Attorney advised that there will still be a canvassing board and we would still get our certified results from the Supervisor of Elections as we do now. City Clerk Robyck advised that currently, the City Clerk and Administrative Support Clerk are the canvassing board Commissioner Pelletier advised that he tried tol have Nina Ward come tonight but she was out of town and can come at al later date. He commented that thej problem he sees is that this will only affect the turnout of wards III, IV, & Mayor since the other two wards will not bei in the same year as the members for the city. Presidential election. Discussion ensued. Mayor Henderson called for Public Participation; Anna Pelletier, 7724 Shadow Bay Drive, asked about the cost to participate in early voting and as aj poll worker she has noticed a number of people only voting for the President in those elections. Teresa Langston, 60311 Lance Street, commented that ift the City wants to save money with elections, they should just have one election for all wards and Mayor and does not agree with changing when it is done Don Hennings, 431 Tanya Pass, stated that he is against it and should keep it how it is now. Sheri Clark, 6206 Boat Race Road, stated she does not agree and does not think it should change. Citizen, 1911 Tyndall Drive, asked about the differences in percentages of voters. now. Jesse Jordan, 282 Hugh Thomas Drive, stated that she believes this would be unfair to the wards that are Direction was to have the Supervisor of Elections attend the next regular Commission meeting to discuss. not in the same year as al Presidential election. Board Appointment- Planning Board three-year term to expire on December 31, 2027. City Manager Cook advised that Mr. Carnahan has reapplied for his position on the Planning Board fora a Mayor Henderson called for Public Participation; there was none. Motion: Motion made by Commissioner Ayers and seconded by Commissioner Pelletier to approve the appointment of. Jeffery Carnahan to the Planning Board for a 3-year term expiring December 31, 2027. The motion carried unanimously. Budget Amendment- Boat Race Road Round-a-Bout City Manager Cook advised that on December 10 Commission approved the contract for the Round-a- Bout for $746,059. The budget for fiscal year 2025 was based on prior information and budgeted $590,802 leaving a shortage of $155,257 and this is requesting the increase. He also advised that in City of Callaway Regular Meeting Minutes - January 14, 2025 Page 5 previous years while working on this, we budgeted $750,000 but only decreased it after receiving the cost Mayor Henderson that transportation impact fees can only be used for certain things and must be spenti in opinion. areasonable amount of time and this is a good way to use them. Mayor Henderson called for Public Participation; there was none. Motion: Motion made by Commissioner Ayers and seconded by Commissioner Griggs to approve the Budget Amendment. The motion carried unanimously. Preliminary Plat Review- Fox Glenn Subdivision Director Frye reviewed the preliminary play and advised that this has been reviewed by an independent Commissioner Griggs asked about an update on the total development including the property north of surveyor as required and reviewed by DRMP for compliance to our code. this. Scott Bolo, P.E., addressed. Motion: Motion made by Commissioner Ayers and seconded by Commissioner Griggs to approve the Preliminary Plat Review ofFox Glenn Subdivision. The motion carried unanimously. Bid Award-Beacon Point Plaza- North Outparcel City Manager Cook advised that as a result oft the rebid for Beacon Point for the outparcel, five bids were received. Anderson Construction was the lowest bidder at $1,258,774.00 with a 270 day completion. The city completed the demolition and received payment from the owner on Friday. Commissioner Pelletier advised that he did not see the 270 days in the contract and substantial Commissioner Griggs noted that in Article 5 of the contract it calls for final completion in 270 days and asked about one bid notating 60 days. City Attorney Obos addressed. Discussion ensued regarding the bid certification form stating ai maximum ofe 60 days and the city's right to waive informalities such as that. completion. City Attorney Obos addressed. Mayor Henderson called for Public Participation; Jason Holley, Holley Development, advised that he was the only responsible bidder due to the number of days to completion on the bid certification form and him being the only company toj put 60 days. He also stated that some architectural pages from the plans were missing until he asked about them and they could not have been more responsible. Discussion ensued. rebid the project. The motion carried unanimously. Motion: Motion made by Commissioner Griggs and seconded by Commissioner Ayers to reject all proposals and COMMISSIONSTAFF COMMENTS - The following were points of discussion: City of Callaway Regular Meeting Minutes - January 14, 2025 Page 6 Pamn Henderson, Mayor Events attended FDOT Meeting regarding Callaway Elementary Governor DeSantis Visit to Callaway. Elementary Public Meeting- Bay County Safety Plan Thursday Jan. 16 Berthe Bridge Scott Davis, Commissioner, WardI Soliciting Requirements David Griggs, Commissioner, Ward II Importance of letters ofs support Bob Pelletier, Commissioner, Ward II Kenneth Ayers, Commissioner, Ward IV Asked ifinformation on letters of support could bej put in newsletter ifp possible next time Events attended Meeting with Jimmy Patronis regarding City's financial position Compliments to City Manager regarding Berthe Bridge Eddie Cook, City Manager Berthe Bridge update Minneola Street Opening Berthe Spillway update Community Center bid Tyndall Beautification bid Legislative Paving project update Beacon Point update Cemetery update Veteran's fence update Cherry Street update ANNOUNCEMENTS Mayor Henderson read the announcements as follows: January 19, 2025 January 21, 2025 January 28, 2025 Callaway Historical Society Meeting 2:00 p.m. Planning Board Meeting (Potential) 6:00 p.m. Commission Meeting 6:00 p.m. PUBLIC PARTICIPATION Anna Pelletier, 7724 Shadow Bay Drive, asked about bidding out for vinyl fencing versus wood fencing Jesse Jordan, 282 Hugh Thomas Drive, recommended sending the letter ofs support via email. at the cemetery. City Manager Cook addressed. City of Callaway Regular Meeting Minutes - January 14, 2025 Page 7 ADJOURNMENT There being no further business, the meeting was adjourned at 8:18 p.m. Attest: Ashley Robyck, City Clerk Pamn Henderson, Mayor City of Callaway Regular Meeting Minutes - January 14, 2025 Page 8 F CALL FLORIDP Financial Statements Unaudited For Period Ended December 31, 2024 CITY OF CALLAWAY Fiscal Year 2025 BUDCET-IN-BRIEF as of December 31, 2024 25.0%of1 Year Elapsed YTD-Citywide Expense Allocation Community Redevelopment Fund Budget Year-to-Date % 2,565,711 1,143,791 0.0% 3,184,707 Debt Service Fund Disaster Recovery, 0.1% Revenues &1 Trfrs In Expenditures 86,375 2.7% Personnel Svc, 37.0% Incrl (Decr) to Fund Balance (618,996) 1,057,416 Non- Operating, 3.4% Transfers, 0.0% Capital, 8.2% IPrincipal Debt Pmts, 0.0% Budget Year-to-Date % Operating, 51.3% Transfers In Debt Service Pmts. Incrl (Decr) to Fund Balance 0.0% 0.0% Capital Projects Fund Budget Year-to-Date % 20,351,273 2,044,744 502,804 24.6% General Fund Revenues Revenues Adv valorem Taxes Other Taxes Permits, Fees, &Licenses Grants & Shared Revenue"* FEMAI Public Assistance Financing Proceeds Service Charges Judgements, Fines, &Forfeits Interest & Other Earnings Rents &F Royalties Sales of FixedA Assets Contributions & Donations Miscellaneous Revenue Transfers In Total Revenues Expenditures Executive (Commission) City Manager Finance Legal Code Enforcement Information* Technology City Clerk. Elections General Government Human Resources Law Enforcement Fire Department Emergency & Disaster Relief Utility Billing Streets Maintenance! Shop Leisure Services Cost/ Allocation Transfers Interest Expense Transfers/Payments Total Expenditures Budget Year-to-Date % 2,230,749 1,482,474 5,650,737 262,602 51,500 496,700 79,796 900 1,940 1,245,899 General Fund Expenditures Revenues &1 Trfrs1 In 0.0% 502,804 2.2% 87,168 0.3% 2,414,572 1,725,548 71.5% 1/2 Centl Infrasturcture' Tax 624,330 28.0% 607,045 10.7% 0.0% 0.0% 68,432 26.1% Expenditures 22,683 44.0% 13,941 17.5% 2,796 0.0% 316 0.0% 9,117 470.0% 0.0% 387,077 26.1% Total Revenues and Trans In 22,396,017 26,489,870 109,099 22.0% Incrl (Decr) toF Fund Balance (4,093,853) 415,636 Water Fund Budget Year-to-Date % 4,350,859 1,055,464 24.3% 4,054,455 808,919 20.0% 296,404 246,545 Sewer Fund Budget Year-to-Date % 6,935,644 1,494,153 21.5% 6,855,169 990,798 14.5% 80,475 503,354 Budget Year-to-Date % 1,118,968 289,687 25.9% 833,599 120,587 14.5% 13,917,869 $ 3,570,386 25.7% Budget Year-to-Date % 56,550 251,630 447,380 58,500 426,391 95,907 158,688 3,309,123 96,311 2,656,718 2,409,351 116,045 1,328,547 295,145 2,177,690 (862,966) (215,742) 25.0% 896,859 Budget Year-to-Date Revenues &T Trfrs In Expenses &1 Trfrs Out Incrl (Decr) to Net Assets 14,344 25.4% 57,785 23.0% 80,805 18.1% 13,100 22.4% 63,054 14.8% 0.0% 20,671 21.5% 664,180 25.0% 553,779 23.0% 4,214 3.6% 0.0% 321,043 24.2% 66,685 22.6% Revenues 403,116 18.5% Expenses &1 Trfrs Out 0.0% 0.0% 25,377 26.5% Revenues & Trfrs In 22,618 14.3% Expenses &Trfrs Out 221,879 6.7% Incrl (Decr) to! Net Assets Solid Waste Fund 13,917,869 $ 2,316,908 16.6% Incrl (Decr) to! Net Assets 285,369 Budget Year-to-Date (4,050,601) 3,645,529 169,100 General Fund Increase/Decrease: to Fund Balance Citywide Increase/Decrease: toF Fund Balancel Net Assets Incrl (Decr) toF Fund Balance/Net Assets Incr/( (Decr) to Fund Balance 1,253,478 CITY OF CALLAWAY Fiscal Year 2025 BUDOET-IN-BRIEF Quarterly Summary as of December 31, 2024 25.0%of the Year Elapsed General Fund Revenues Revenues Ad valorem Taxes Other Taxes Permits, Fees, &L Licenses Grants & Shared Revenue** FEMAF Public Assistance Financing Proceeds Service Charges Judgements, Fines, &Forfeits Interest & Other Earnings Rents & Royalties Sales ofF Fixed Assets Sales of Scrap Contributions & Donations Miscellaneous Revenue Transfers In Total Revenues Expenditures Executive (Commission) City Manager Finance Legal Code Enforcement Information' Technology City Clerk Elections General Government Human Resources Law Enforcement Fire Department Emergency & Disaster Relief Utility Billing Streets Maintenance Shop Leisure Services Cost Allocation Transfers Interest Expense Transfers & Loan Payments Total Expenditures Incr/(Decr) to Fund Balance Budget 2,414,572 $ 1,725,548 $ 2,230,749 1,482,474 5,650,737 262,602 51,500 496,700 79,796 900 1,940 1,245,899 13,917,869 $ 3,570,386 $ Budget $ 56,550 $ 14,344 $ 251,630 447,380 58,500 426,391 95,907 158,688 3,309,123 96,311 2,656,718 2,409,351 116,045 1,328,547 295,145 2,177,690 (862,966) (215,742) 896,859 13,917,869 $ 2,316,908 $ Budget Budget 2,565,711 1,143,791 3,184,707 1st QTR 2nd QTR 3rd QTR 4thQTR Year-to-Date Variance % $ 1,725,548 $ 689,024 71.5% 624,330 1,606,419 28.0% 387,077 1,095,397 26.1% 607,045 5,043,692 10.7% 624,330 387,077 607,045 68,432 22,683 109,099 13,941 2,796 316 9,117 #DIV/O! 0.0% 194,170 26.1% 28,817 44.0% 387,601 22.0% 65,855 17.5% 0.0% (2,796) 0.0% 584 0.0% (7,177) 470.0% 1,245,899 0.0% 68,432 22,683 109,099 13,941 2,796 316 9,117 3,570,386 $ 10,347,483 25.7% General Fund Expenditures 1stQTR 2nd QTR 3rdQTR 4thQTR Year-to-Date Variance % $ 14,344 $ 42,206 25.4% 57,785 80,805 13,100 63,054 25,377 22,618 221,879 20,671 664,180 553,779 4,214 321,043 66,685 403,116 57,785 80,805 13,100 63,054 25,377 22,618 20,671 4,214 66,685 193,845 23.0% 366,575 18.1% 45,400 22.4% 363,337 14.8% 70,530 26.5% 136,070 14.3% 0.0% 75,640 21.5% 111,831 0.0% 0.0% 228,460 22.6% 0.0% 896,859 0.0% 221,879 3,087,244 6.7% 664,180 1,992,538 25.0% 553,779 1,855,572 23.0% 321,043 1,007,504 24.2% 403,116 1,774,574 18.5% (215,742) (647,224) 25.0% 2,316,908 $ 11,600,961 16.6% 1,253,478 $ (1,253,478) General Fund Increase/Decrease to Fund Balance 1stQTR 2nd QTR 3rd QTR 4th QTR Year-to-Date Variance 1stQTR 2nd QTR 3rd QTR 4th QTR Year-to-Date Variance 1,253,478 Community Redevelopment Fund % Revenues &1 Trfrs In Expenditures 1,143,791 1,421,920 0.0% 86,375 3,098,332 2.7% $ 1,057,416 $ (1,676,412) 86,375 Incr/(Decr) to Fund Balance $ (618,996) $ 1,057,416 $ CITY OF CALLAWAY Fiscal Year 2025 BUDCET-IN-BRIEF Quarterly Summary as of December: 31, 2024 25.0%ofthel Year Elapsed Capital Projects Fund Budget 20,351,273 2,044,744 22,396,017 26,489,870 (4,093,853) $ 415,636 $ Budget 3,826,885 523,974 686,438 38,800 1,180,314 2,148,903 4,054,455 808,919 1stQTR 2nd QTR 3rdQTR 4thQTR Year-to-Date Variance % Revenues &1 Trfrs In 1/2 Centl Infrasturcture Tax Total Revenues and" Trans In Expenditures Incr/(Decr) to Fund Balance Revenues Charges for Services Otherl Income Expenditures Salaries & Benefits Contratual Services Cost ofV Water Other Expenditures 20,351,273 0.0% 502,804 1,541,940 24.6% 502,804 21,893,213 2.2% 87,168 26,402,702 0.3% 415,636 $ (4,509,489) 502,804 502,804 87,168 Water Fund 1stQTR 2nd QTR 3rdQTR 4th QTR Year-to-Date Variance % 978,471 76,993 156,562 8,557 286,861 356,939 978,471 2,848,414 25.6% 1,055,464 3,295,395 24.3% 76,993 156,562 8,557 286,861 446,981 14.7% 529,876 22.8% 30,243 22.1% 893,453 24.3% Total Revenues 4,350,859 1,055,464 356,939 1,791,964 16.6% 808,919 3,245,536 20.0% $ 246,545 $ 49,859 Total Expenditures Incr/(Decr) to! Net Assets $ 296,404 $ 246,545 $ Sewer Fund Budget 5,389,670 1,294,036 1,545,974 6,935,644 1,494,153 616,633 15,000 2,331,955 3,891,581 6,855,169 Budget 1,065,895 53,073 1,118,968 261,690 128,211 443,698 833,599 285,369 $ 169,100 $ Budget (4,050,601) $ 3,645,529 $ 1stQTR 2nd QTR 3rd QTR 4th QTR Year-to-Date Variance % Revenues Charges for Services Other Income Expenditures Salaries & Benefits Contratual Services Cost ofT Treatment Other Expenditures 1,294,036 4,095,634 24.0% 200,117 1,345,857 12.9% 1,494,153 5,441,491 21.5% 493,181 1,838,774 21.1% 380,273 3,511,308 9.8% 990,798 5,864,371 14.5% $ 503,354 $ (422,879) 200,117 115,519 1,825 493,181 380,273 990,798 Total Revenues 115,519 1,825 501,114 18.7% 13,175 12.2% Total Expenditures Incr/(Decr) to! Net Assets $ 80,475 $ 503,354 $ Solid Waste Fund 1stQTR 2nd QTR 3rd QTR 4th QTR Year-to-Date Variance % 798,081 25.1% 31,200 41.2% 829,281 25.9% 208,558 20.3% 127,471 0.6% 376,983 15.0% 998,381 14.5% Revenues Charges for Services Otherl Income Expenditures Salaries & Benefits Contratual Services Other Expenditures Total Expenditures Incr/(Decr) tol Net Assets Incr/(Decr) to Fund Balance/Net. Assets 267,814 21,873 289,687 53,132 740 66,715 120,587 267,814 21,873 289,687 53,132 740 66,715 120,587 $ 169,100 $ 116,269 3,645,529 $ 7,696,130 Total Revenues Citywide Increase/Decrease toF Fund Balancel Net Assets 1stQTR 2nd QTR 3rd QTR 4th QTR Year-to-Date Variance City of Callaway Balance Sheet For Period Ended December. 31, 2024 General 2,928,677 12,200 169,161 3,667,392 32,712 221,357 CRA CIP 6,956 8,460,158 184,345 Water 2,615,248 556,483 498,254 2,991 Sewer Solid Waste Total Current Assets Cash & Cash! Equivalents Cash Restricted Cash- Infrastructure' Tax Cash- ARPA Restricted Investments Investments- Restricted Receivables Inventory Prepaid Items Other Current Assets Non Current Assets Capital Assets Other Noncurrent. Assets Deferred Outflow Total Non Current Assets: Total Assets: Current Liabilities Payable Unearned Revenue Other CurrentI Liability Total Current Liabilities: Non Current Liabilities Non-Current! Liability Deferred Inflow Totall Non Current Liabilities: $ Fund Balance Fund Balance Unrestricted $ 6,886,678 $ Fund Balance Restricted Totall Liabilities and Fund Totall Liabilities, Fund 7,734,527 $ 2,498,215 $ (1,466,263) $ 2,753,113 $ 10,587,482 $ 2,026,836 $ 24,133,909 1,356,232 2,452,973 1,643,892 1,474,000 6,907,112 8,460,158 12,200 3,178,617 6,080,917 42,221 224,347 1,474,000 87,034 9,509 Total Current Assets: $ 14,766,027 $ 2,498,215 $ 7,185,196 $ 6,426,087 $ 17,514,578 $ 2,123,379 $ 50,513,482 8,830,252 $ 9,216,677 $ 243,003 $ 18,289,932 12,300,087 $ 18,593,702 $ 274,394 $ 31,168,184 3,359,967 109,869 9,282,851 94,174 12,642,818 235,434 31,391 14,766,027 $ 2,498,215 $ 7,185,196 $ 18,726,175 $ 36,108,280 $ 2,397,773 $ 81,681,666 186,747 $ 10,141 $ 3,211,322 10,470 5,524 $ 222,845 $ 409,245 $ 12,655 $ 847,156 6,956 3,218,278 2,609,639 1,722,169 877,000 3,408,539 $ 10,141 $ 12,479 $ 1,945,014 $ 1,286,245 $ 12,655 $ 6,675,073 $ 6,778,034 $ 7,717,637 $ 114,794 $ 14,610,464 6,795,863 $ 7,732,919 $ 119,887 $ 14,648,668 $ 5,602,155 $ 20,136,950 $ 1,853,128 $ 34,478,910 17,829 15,282 5,093 38,204. $ Total Liabilities: $ 3,408,539 $ 10,141 $ 12,479 $ 8,740,877 $ 9,019,163 $ 132,542 $ 21,323,741 3,217,332 1,430,658 6,757,081 4,136,598 6,448,813 243,003 22,233,486 13,512,548 $ 1,440,799 $ 6,769,561 $ 18,479,630 $ 35,604,926 $ 2,228,673 $ 78,036,137 14,766,027 $ 2,498,215 S 7,185,196 S 18,726,175 $ 36,108,280 $ 2,397,773 $ 81,681,666 Retained Earnings: $ 1,253,478 $ 1,057,416 $ 415,636 $ 246,545 $ 503,354 $ 169,100 $ 3,645,529 Cash and Investments Unrestricted $ 8,778,679 Restricted $ 11,564,952 Total $ 20,343,631 Unrestricted $ 8,778,679 17%F Reservers $ 4,080,500 Net Available for Operations $ 4,698,180 Government Funds Enterprise Funds Total Funds 43.2%$ 15,367,430 56.8% $ 6,980,935 100.0% $ 22,348,365 $ 15,367,430 $ 1,996,348 $ 13,371,082 68.8%s 24,146,109 31.2%s 18,545,887 100.0% $ 42,691,997 $ 24,146,109 $ 6,076,848 $ 18,069,262 56.6% 43.4% 100.0% City of Callaway General Fund Revenue & Expenditures For YTD Period Ended December 31, 2024 2025 Budget Current Month Year to Date Encumbered Budget Amount Available Bud. Used %of Description YTDVar Revenues and Sources of Funds Property and Other Taxes Ad Valorem Taxes Local Option Fuel Tax Pub Svc Utility" Tx-Electricity Pub Svcl Utility" Tax- Water Pub Svc Utility Tax- Nat. Gas Pub Svc Utility" Tx-Bottled Gas Communications Services" Tax Local Business License Tax Permits, Fees and Licenses Building Permits Electric Franchise) Fees Gas Franchise Fees Refuse Collection Permits Stormwater Fees Other Licenses & Permits Comp! Plan &I LDRI Permits Impact! Fees Transportation) Res. Impact! Fees Transportation Comm. Grants & Shared Revenues State and Federal Grants FEMAI Reimbursement- -PA Triumph Grant Loan) Proceeds MRS Sales Tax Portion MRS Motor Fuel Tax Mobilel Homel License Tax. Alcoholic! Beverage Lic. Tax Local Gov't) Half Cent Sales Tx Firefighter Supplemental Comp Motor Fuel Tax Refund 2,414,572 $ 1,544,024 $ 1,725,548 $ 689,024 $ $ 689,024 71.46% 241,423 21.51% 840,041 29.77% 227,952 26.67% 50,395 22.54% 7,148 22.74% 234,308 27.37% 5,152 73.27% 2,295,443 50.59% $ 26,720 23.66% 598,276 28.65% 50,043 20.18% 76,205 26.29% 80,089 24.99% 594 81.66% 6,494 17.21% 206,976 24.74% 50,000 0.00% 1,095,397 26.11% 3,000,053 0.00% 0.00% 0.00% 0.00% 535,689 23.23% 116,794 23.23% 992 17.33% 1,424 68.37% 1,379,488 22.56% 2,190 26.26% 7,062 34.31% 5,043,692 10.74% 307,602 1,196,059 310,877 65,063 9,252 322,624 19,272 21,151 96,280 24,804 4,904 1,019 30,562 788 66,179 356,018 82,925 14,668 2,104 88,316 14,120 241,423 840,041 227,952 50,395 7,148 234,308 5,152 Subtotal $ 4,645,321 $ 1,723,531 $ 2,349,878 $ 2,295,443 $ $ 35,000 $ 2,128 $ 8,280 S 26,720 $ 838,541 62,697 103,387 106,766 3,239 7,844 275,000 50,000 66,214 4,235 6,623 8,909 665 750 5,866 240,265 12,654 27,182 26,677 2,645 1,350 68,024 598,276 50,043 76,205 80,089 594 6,494 206,976 50,000 Subtotal $ 1,482,474 $ 95,389 $ 387,077 $ 1,095,397 $ 3,000,053 $ 697,788 152,136 1,200 4,500 1,781,340 2,970 10,750 $ 3,000,053 $ 535,689 116,794 992 1,424 2,190 7,062 50,876 11,092 87 130,113 780 3,688 162,099 35,342 208 3,076 401,852 1,379,488 780 3,688 Subtotal $ 5,650,737 $ 196,637 $ 607,045 $ 5,043,692 $ City of Callaway General Fund Revenue & Expenditures For YTD Period Ended December 31, 2024 2025 Budget Current Month Year to Date Encumbered Budget Amount Available Bud.Used %of Description YTDVar Charges for Services Certify, Copy, Research Return Check Servicel Fees Lien Search Fees Fire Protection Services (Co.) Collection ofE Bad Debt Penalties Other Charges for Services Forclosure Registrations Other Revenues Judgements, Fines, & Forfeits Interest & Dividends Concession StandI Rent A&CCI Rental Fees Sports Field Rentall Fees Rec Complex Facility Rentals Rents Other Disposition ofFixed Assets Sale of Scrap Donations- Private Sources Donations Veteran's Memorial Wall Voluntary Park Fees Collected Insurance Proceeds Non-Res. Recl League! Fee Other Misc. Revenue Other Misc. Revenue- Mowing Gen Fund Over/Short $ 50S 6,100 23,000 208,142 2,500 20,660 2,150 - $ 450 1,250 15,611 202 190 100 50 $ 5,000 19,800 145,699 (8) 1,807 20,121 1,700 $ 50 0.00% 5,000 18.03% 19,800 13.91% 145,699 30.00% (8) 0.00% 1,807 27.71% 20,121 2.61% 1,700 20.93% $ 194,170 26.06% $ 28,817 44.05% 387,601 21.96% 3,600 0.00% 40,976 13.73% (2,225) 144.50% 820 18.00% 22,684 0.05% 0.00% (2,796) 0.00% 400 0.00% 0.00% 184 63.26% 0.00% (1,365) 245.21% (5,812) 681.21% 0.00% 0.00% 472,883 25.04% 9,101,584 28.18% 0.00% 349,040 0.00% 896,859 0.00% 1,245,899 0.00% 10,347,483 25.65% 1,100 3,200 62,443 8 693 539 450 Subtotal $ 262,602 $ 17,803 $ 68,432 $ 194,170 $ $ 51,500 $ 10,509 $ 22,683 $ 28,817 $ 496,700 3,600 47,500 5,000 1,000 22,696 400 500 940 1,000 37,329 3,010 625 90 45 109,099 6,524 7,225 180 12 2,796 316 2,305 6,812 387,601 3,600 40,976 (2,225) 820 22,684 (2,796) 400 184 (1,365) (5,812) 1,215 6,801 Subtotal $ 630,836 $ 59,623 $ 157,953 $ 472,883 $ Total Taxes and Revenues Use of Reserves Trasfer from Sewer Un Rest. Budgeted Use ofReserves (UN) Budgeted Use ofR Reserves (RES) 12,671,970 $ 2,092,983 $ 3,570,386 $ 9,101,584 349,040 896,859 349,040 896,859 1,245,899 $ Subtotal $ 1,245,899 $ $ Totall Revenues and Sources ofFunds $ 13,917,869 $ 2,092,983 $ 3,570,386 $ 10,347,483 $ City of Callaway General Fund Revenue & Expenditures For YTD Period Ended December 31, 2024 2025 Budget Current Month Year to Date Encumbered Budget Amount Available Bud. Used %of Description YTDVar Expenditures and Uses of Funds Executive (Commission) Executive Salaries Benefits Other Expesnes City Manager Salaries and' Wages Benefits Otherl Expenses Finance Dept. Salaries and' Wages Benefits Audit/ Accounting Other Contractual Service Other Expenses Legal City Attorney Fees Other Expenses Code Enforcement Salaries and' Wages Benefits Other Contractual Services Animal Control Other Expenses Captial Outlay- Fixed Assets Information Technology IT-Contracted: Services Other Contractual Services IT-I Equipment <$1,000 City Clerk Salaries & Wages Benefits Other Expenses $ 50,000 $ 4,167 $ 12,500 $ 37,500 $ $ 37,500 25.00% 2,970 24.81% 1,736 33.25% $ 42,206 25.37% $ 126,354 23.41% 60,368 22.47% 6,834 19.06% 193,556 22.96% $ 174,529 23.41% 82,192 22.64% 59,700 0.00% 34,107 1.35% 16,046 15.44% $ 366,575 18.06% $ 42,900 23.39% 2,500 0.00% 45,400 22.39% 125,305 23.54% 54,512 23.03% 31,572 17.99% 130,000 0.00% 21,719 5.36% 0.00% 228 $ 363,109 14.79% $ 53,358 24.75% 0.00% 17,173 31.31% $ 70,530 26.46% 85,356 16.39% 39,482 12.61% 11,199 1.65% 33 $ 136,037 14.25% 3,950 2,600 327 797 980 864 2,970 1,736 Subtotal Commission $ 56,550 $ 5,290 $ 14,344 $ 42,206 $ $ 164,965 $ 13,250 $ 38,611 $ 126,354 $ 77,865 8,800 251,630 106,246 59,700 34,575 18,975 5,861 644 19,755 8,236 140 861 17,497 1,677 57,785 24,054 468 2,929 60,368 7,123 193,845 82,192 59,700 34,107 16,046 289 289 Subtotal City Manager $ 227,884 $ 19,079 $ 53,355 $ 174,529 $ Subtotall Finance $ 447,380 $ 28,316 $ 80,805 $ 366,575 $ $ 56,000 $ 3,489 $ 13,100 $ 42,900 $ 2,500 2,500 Subtotal) Legal $ 58,500 $ 3,489 $ 13,100 $ 45,400 $ $ 163,881 $ 13,939 $ 38,576 $ 125,305 $ 70,820 38,500 130,000 23,190 5,519 443 448 16,308 6,928 1,243 54,512 31,572 130,000 21,947 228 Subtotal Planning/ Code $ 426,391 $ 20,348 $ 63,054 $ 363,337 $ $ 70,907 $ 5,935 $ 17,549 $ 53,358 $ 25,000 102,091 45,177 11,420 7,827 16,735 5,695 188 17,173 85,356 39,482 11,232 Subtotal Information Tech. $ 95,907 $ 5,935 $ 25,377 $ 70,530 $ 5,939 1,928 115 33 Subtotal City Clerk $ 158,688 $ 7,982 $ 22,618 $ 136,070 $ City ofCallaway General Fund Revenue & Expenditures For YTD Period Ended December 31, 2024 2025 Budget Current Month Year to Date Encumbered Budget Amount Available Bud. Used %of Description YTDVar Elections Other Contractual Services Other Expenses Gen Govt/Administration Salaries and' Wages Benefits Other Contractual Services Communiautiom/Telpione Utilities Repair and Maintenance Other Expenses Captial Outlay Fixed Assets Human Resources Salaries & Wages Benefits Other Expenses Law Enforcement Other Contractual Services Utilities Firel Department Salaries and Wages Benefits Communiatiom/Tetpione Utilities Insurance Repair and Maintenance Other Expenses Capital Outlay- Fixed Assets 0.00% 0.00% 0.00% Subtotal Elections $ $ 59,081 $ 4,422 $ 12,727 $ 46,354 $ $ 46,354 21.54% 23,440 20.44% 61,888 10.76% 20,978 16.09% 12,481 19.99% 2,500 0.00% 530,389 26.22% 2,388,637 0.00% 578 $ 3,086,666 6.71% 53,464 23.66% 14,115 21.27% 8,062 3.45% 75,640 21.46% 1,992,538 25.00% 1,992,538 25.00% $ 950,256 23.20% 616,317 22.93% 9,340 22.17% 21,366 20.87% 0.00% 81,319 7.93% 69,730 26.97% 17,096 29.63% 29,461 70,000 25,000 15,600 2,500 718,844 2,388,637 70,033 17,928 8,350 1,991 4,806 1,067 1,246 51,741 6,021 7,534 4,022 3,119 188,455 23,440 62,466 20,978 12,481 2,500 530,389 2,388,637 53,464 14,115 8,062 578 Subtotal Gen Govt/Admin $ 3,309,123 S 65,273 $ 221,879 S 3,087,244 $ 5,876 1,298 182 16,569 3,813 288 Subtotall Human Resources $ 96,311 S 7,356 $ 20,671 $ 75,640 $ 2,656,718 $ 221,393 $ 664,180 $ 1,992,538 $ 0.00% Subtotal Law Enforcement $ 2,656,718 $ 221,393 $ 664,180 $ 1,992,538 $ 1,237,269 $ 100,423 $ 287,013 $ 950,256 $ 799,704 12,000 27,000 94,160 122,600 116,618 62,346 884 1,850 948 14,601 183,387 2,661 5,634 7,470 33,064 34,552 616,317 9,340 21,366 86,690 89,536 82,066 5,372 19,806 64,970 Subtotal Firel Dept. $ 2,409,351 $ 181,052 $ 553,779 $ 1,855,572 $ 90,147 $ 1,765,424 22.98% City of Callaway General Fund Revenue & Expenditures For YTD Period Ended December 31, 2024 2025 Budget 22,471 Current Month Yeart to Date 4,214 Encumbered Budget Amount Available Bud. Used %of Description YTDVar 18,257 Emergency & Disaster Relief Professional Services Legal Fees (City Atty) Contracted: Services Debris Monitoring Debris Removal- Vegatative Debris Operat & Grinding Debris Removal- Construction Debris- Hazardous' Trees Buildings Improvements O/T Buildings Machinery & Equipment Drainage Projects Utility Billing Salaries & Wages Benefits Contractual: Services UB Tranportation & Postage Other Expenses CA-UB- -Operating Exp 18,257 18.75% 0.00% 0.00% 0.00% 0.00% 0.00% 0.00% 0.00% 0.00% 0.00% 93,574 0.00% 111,831 3.63% $ 248,074 21.85% 118,240 19.21% 60,710 12.61% 27,175 32.00% 118,761 24.23% (572,990) 21.51% (30) 0.00% (10,350) 93,574 93,574 Subtotal E8 & DI Relief $ 116,045 $ (10,350) $ 4,214 $ 111,831 $ $ 317,445 $ 24,991 $ 69,371 $ 248,074 $ 146,351 69,467 39,960 156,770 (729,993) (56,496) 9,526 2,846 6,320 12,813 28,111 8,757 12,785 37,979 (157,003) 118,240 60,710 27,175 118,791 (572,990) 30 30 $ Subtotal Utility Billing $ City ofCallaway General Fund Revenue & Expenditures For YTD Period Ended December 31, 2024 ORID YTDVar 186,161 5,488 20,616 142,873 53,814 50,490 38,092 14,868 11,644 44,795 2025 Budget 232,478 18,000 25,000 185,400 74,500 60,000 40,000 20,000 20,875 95,594 Current Month 15,112 10,980 4,384 14,765 2,812 2,351 449 2,372 1,896 Year to Date 46,317 12,512 4,384 42,527 20,686 9,510 1,908 5,132 9,231 50,799 Encumbered Budget Amount Available Bud. Used %of Description Planning/ Street Department Salaries and Wages Benefits Contractual Services Stormwater Services Street Lighting Repair and) Maintenance Fuel &I Lubricants Road Materials & Supplies Sidewalk Repairs Other Expenses Captial Outlay Fixed Assets Paving Maintenance! Shop Salaries and' Wages Benefits Contracted Services Utilities Repair and Maintenance Operating Supplies Other Expenses Capital Outlay- Fixed Assets Leisure Services Salaries and' Wages Benefits Contracted Services Utilities Repair and Maintenance Operating Supplies Other Expenses Captial Outlay- Fixed Assets Operating Expenses Cost Allocation' Transfers Transfers Out Increaset to Reserves Unrealized Gain/Loss on Invest Interest Expense Totall Expenditures Net Fund Revenues & Expenditures $ 556,700 $ 41,278 $ 118,036 $ 438,664 $ $ 438,664 21.20% 186,161 19.92% 4,309 69.51% 20,616 17.54% 142,873 22.94% 51,020 27.77% 50,490 15.85% 38,092 4.77% 14,868 25.66% 11,616 44.22% 5,371 53.14% 0.00% 1,180 2,794 0 28 39,424 Subtotal Street Dept. $ 1,328,547 $ 96,400 $ 321,043 $ 1,007,504 $ 43,425 $ 964,078 24.17% $ 163,113 $ 13,942 $ 38,767 $ 124,346 $ $ 124,346 23.77% 48,483 23.12% 11,477 30.86% 7,754 12.69% 7,690 3.90% 6,448 15.50% 14,247 22.24% 0.00% 63,062 16,600 8,880 10,400 10,000 23,090 4,938 1,111 422 64 225 1,644 14,579 5,123 1,126 405 1,550 5,135 48,483 11,477 7,754 9,995 8,450 17,955 2,305 2,002 3,709 Subtotal Maintenance! Shop $ 295,145 $ 22,346 $ 66,685 $ 228,460 $ 8,016 $ 220,444 22.59% $ 855,140 $ 67,452 $ 180,969 $ 674,171 $ 674,171 21.16% 315,072 19.36% 13,491 46.44% 80,419 21.92% 124,368 26.84% 16,658 52.23% 64,237 22.66% 381,930 4.90% (647,224) 25.00% 896,859 0.00% 0.00% 0.00% 0.00% 390,723 29,750 103,000 180,000 35,000 83,900 500,177 26,183 802 3,410 11,385 1,878 8,202 75,651 13,815 22,581 48,311 18,282 19,008 24,498 315,072 15,935 80,419 131,689 16,718 64,892 475,679 2,445 7,320 60 655 93,749 Subtotal Leisure Services $ 2,177,690 $ 119,312 $ 403,116 $ 1,774,574 $ 104,228 $ 1,670,346 18.51% $ (862,966) $ (71,914) $ (215,742) $ (647,224) $ 896,859 896,859 Sutotal Other Operating Expenses $ 33,893 $ (71,914) $ (215,742) $ 249,635 $ $ 249,635 -636.54% $ 13,917,869 $ 721,983 $ 2,316,908 $ 11,600,961 $ 246,974 $ 11,353,987 16.65% 1,371,000 $ 1,253,478 $ (1,253,478) (246,974) $ (1,006,504) City ofCallaway CRA Fund Revenues & Expenditures For YTD Period Ended December 31, 2024 ORIDE 2025 Budget Current Yeart to Month Encumbered Budget Amount Available Bud. Used %of Description Date YTDVar Revenues and Other Sources of Funds Property Taxes, Revenue Sharing and Grants Ad' Valorem Tax (from City) Stormwater Grants IntergovtRevenuei from) Bay Co Other Revenues Sources & Reserves Interest Earned Transfers from General Fund Budgeted Use of Reserves 376,692 376,692 376,692 776,300 767,099 767,099 100.00% 1,412,719 0.00% 9,201 98.81% 1,421,920 44.58% 1,412,719 1,412,719 9,201 Subtotal 2,565,711 1,143,791 1,143,791 1,421,920 0.00% 0.00% 0.00% 0.00% 618,996 618,996 618,996 618,996 618,996 2,040,916 35.92% Subtotal 618,996 Total Revenues and Sources ofl Funds Expenditures and Uses of Funds Engineering! Services Legal Fees- City Attorney Audit/Accounting Other Contractual Services Transporiation/Posiage Printing & Binding Other Current Charges Office Supplies & Small Equip Books, Publications, & Dues Education Land Buildings Improvements O/TI Buildings Stormwater Projects Cemetary Drainage Stormwater Projects Berthe Spillway Redevelopment Grants Residential Grants Commercial Demolition Grants Budgeted Increase tol Reserves Total Expenditures 3,184,707 1,143,791 1,143,791 2,040,916 0.00% 500 0.00% 6,200 0.00% 0.00% 0.00% 0.00% 250 0.00% 0.00% 305 69.50% 0.00% 25,000 0.00% 0.00% 35,030 61.69% 299,012 0.15% 1.06% 5,000 0.00% 7,500 0.00% 20,000 0.00% 0.00% 2.71% 500 6,200 250 1,000 25,000 91,450 300,000 2,727,807 5,000 7,500 20,000 3,184,707 500 6,200 250 695 305 25,000 56,420 35,030 464 299,537 28,796 2,699,011 5,000 7,500 20,000 200 39,230 9,941 525 170,762 2,528,249 49,371 86,375 3,098,332 171,287 2,927,046 (171,287) (886,129) Net Fund Revenues & Expenditures 1,094,420 1,057,416 (1,057,416) City of Callaway Capital Projects Fund Revenues & Expenditures For YTD Period Ended December 31, 2024 2025 Budget Current Yearto Month Encumbered Budget Amount Available Bud.Used %of Description Date $ 115,946 413,066 YTDVar Revenues and Other Sources of] Funds Grants & Shared Revenues Federal Grants- 428 Infrastructure Half Cent Tax Berthe Ave Bridge 80/201 FEMA CDBG- Sandy Creek Rehab CDBG- Spine Road Hugh Thomas FDOT- Beautify Grant" Tyndal FDOT Grant- Cherry Street Sidewalk FDOT Grant- West Cherry Street Paving Grant- State CDBG Grant- Lift Stationl Rehabs Other Sources Interest- Infrastructure Insurance Proceeds Transfers from Generall Fund Budget Use ofF Reserves Expenditures and Uses of Funds Streetl Department Stormwater Improvements Sidewalk Repairs Sidewalk Projects Various Repairs Engineeering' Various ADA/Grants Fox &I Lannie Row Pond Clean-UP Berthe Ave Spillway Bridge FDOT Tyndall Median) Beautification Cherry Street Drainage FlexNet Meter Reading CDBG- Spine Road Hugh Thomas Paving 2,315,010 FDOT Grant- Cherry Street Sidewalk Roadl Paving State Grant- Road Paving Cherry St Paving &: 2nd Sidewalk Boat Race Round About- Impact Fees FDOT Grant- Yellow Bluff Side FDOT Grant Hickory St Sidewalk FDOT Grant SI Berthe Sidewalk FDOT Grant West Cherry Sidewalk Lift Stationl Rehabs- CDBG Sandy Creek Rehab CDBG 2,305,673 $ 1,775,763 1,312,265 5,470,200 2,650,000 275,000 2,553,262 421,811 2,000,000 2,466,203 Subtotal 21,230,177 2,305,673 $ 1,362,697 1,312,265 5,470,200 2,650,000 275,000 2,553,262 421,811 2,000,000 2,466,203 413,066 20,817,111 2,305,673 0.00% 1,362,697 23.26% 1,312,265 0.00% 5,470,200 0.00% 2,650,000 0.00% 275,000 0.00% 2,553,262 0.00% 421,811 0.00% 2,000,000 0.00% 2,466,203 0.00% 20,817,111 1.95% $ 179,243 33.36% 0.00% 896,859 0.00% 4,093,853 0.00% 25,987,066 1.90% $ 150,800 0.00% 0.00% 50,000 0.00% 25,000 0.00% 141,500 0.00% 919,088 3.28% 275,000 0.00% 4,448,524 0.00% 13,360 1.00% 2,315,010 0.00% 461,747 2,078,359 0.03% 0.00% 346,865 0.42% 688,292 4,452,321 0.80% 0.00% 65,000 0.00% 0.00% 64,000 0.00% 421,811. 0.00% 2,516,203 0.00% 5,810 5,127,344 0.10% 2,992,517 $ 23,410,185 0.33% 115,946 $ 268,981 $ 29,287 $ 89,738 $ 179,243 $ 896,859 4,093,853 896,859 4,093,853 Totall Revenues and Sources of Funds $ 26,489,870 $ 145,234 $ 502,804 $ 25,987,066 $ 150,800 $ 50,000 25,000 141,500 978,963 275,000 4,448,524 250,480 2,540,989 1,180,134 5,181,853 746,059 65,000 64,000 421,811 2,516,203 5,138,544 Subtotal $ 7,654,747 $ $ $ 150,800 $ 50,000 25,000 141,500 32,156 946,808 275,000 4,448,524 2,500 247,980 2,315,010 883 2,540,106 5,000 1,175,134 41,240 5,140,613 746,059 65,000 64,000 421,811 2,516,203 5,133,154 32,156 27,720 234,620 828,269 746,059 41,240 Subtotal $ 18,835,123 $ 73,396 $ 81,778 $ 18,753,345 $ 2,986,707 $ 15,766,638 0.43% 5,390 $ 5,390 $ 7,649,357 $ 5,810 $ 7,643,547 0.07% Total Expenditures and Uses ofl Funds $ 26,489,870 $ 73,396 $ 87,168 $ 26,402,702 Net Fund Revenues &1 Expenditures 71,838 $ 415,636 $ (415,636) (2,992,517) $ 2,576,881 City of Callaway Water Fund Revenues & Expenditures For YTD Period Ended December 31,2024 2025 Budget Current Yeart to Month Encumbered Budget Amount Available Bud. Used %of Description Date YTDVar Revenues and Other Sources of] Funds Permits, Fees. & Licenses Special Capital Extl Fee Impact Fees- Water Res. Impact Fees Water Comm. State Grants Storms &1 Floods Charges for Services Water Charges Collection of Bad Debt Reconnect! Fees Penalties System Taps Other Utility Income Utilities Over/Short Service Work Charges Interest & Other Earnings Interest Interest- Impact Fees Interest Spec CapE Ext Fees Disposition ofF Fixed Assets Insurance Proceeds Use ofl Reserves Budgeted Use of Reserves (UN) Budgeted Use of Reserves (RES) $ 5,000 $ 115,000 10,000 $ 1,984 $ 3,016 $ 24,536 990 $ 3,016 39.69% 90,464 21.34% 9,010 9.90% 0.00% 102,489 21.16% $ 2,516,417 26.05% (54) 0.00% 100,769 22.38% 57,119 26.13% 10,116 11.93% 164,048 20.10% $2,848,414 25.57% 92,576 22.85% 39,512 28.16% 0.00% (62) 0.00% (1,765) 0.00% 130,260 25.57% 0.00% 200,000 0.00% 200,000 0.00% 3,295,395 24.26% 2,125 90,464 9,010 Subtotal $ 130,000 $ 2,125 $ 27,511 $ 102,489 3,402,940 $ 267,502 $ 886,523 $ 2,516,417 $ 54 29,050 20,208 1,370 41,265 (54) 100,769 57,119 10,116 164,048 129,819 77,327 11,486 205,313 10,050 6,357 400 9,921 0.00% 0.00% Subtotal $ 3,826,885 $ 294,230 $ 978,471 $ 2,848,414 120,000 $ 9,411 $ 27,424 $ 92,576 $ 55,000 5,006 (5,455) 15,488 62 1,765 39,512 (62) (1,765) Subtotal $ 175,000 $ 8,961 $ 44,740 $ 130,260 $ $ 200,000 $ Subtotal $ 200,000 $ $ $ $ $ $ 200,000 200,000 d $ $ $ Total Revenues & Sources of Funds $ 4,350,859 $ 306,897 $ 1,055,464 $ 3,295,395 City of Callaway Water Fund Revenues & Expenditures For YTD Period Ended December 31, 2024 ORID YTDVar 2025 Budget 212,045 38,800 1,180,314 5,500 2,500 18,000 162,000 40,000 20,000 129,500 331,250 256,416 38,143 364,996 380,598 296,404 Current Month Year to Date 45,892 166,153 8,557 30,243 286,861 893,453 948 4,552 2,500 1,828 16,172 36,427 125,573 7,933 32,067 6,944 13,056 23,156 106,344 33,364 297,886 63,154 193,262 9,537 28,606 78,501 286,495 95,148 285,450 296,404 Encumbered Budget Amount Available Bud.Used %of Description Expenditures and Uses of Funds Salaries and' Wages Benefits Engineering! Services Contractual: Services Cost of Water Communiaution/Talpione Transportation/Postage Utilities Insurance Repair and! Manitenance Fuel &I Lubricants Operating Supplies Other Expenses Capital Outlay Fixed Assets Interest Pmt Amortization- Loss on AdvRef UB Cost Allocation Cost Allocation' Transfer Budgeted Incr tol Reserves (UN) Budgeted Incr to Reserves (RES Transfer to CIP Totall Expenditures 474,393 $ 38,208 $ 110,670 $ 363,723 $ 363,723 23.33% 166,153 21.64% 0.00% 25,560 22.05% 893,453 24.30% 4,552 17.24% 2,500 0.00% 16,172 10.16% 0.00% 117,804 22.49% 32,067 19.83% 12,773 34.72% 91,858 17.88% 281,433 10.07% 193,262 24.63% 28,606 25.00% 286,495 21.51% 285,450 25.00% 296,404 0.00% 14,960 5,234 86,884 449 532 25,127 2,445 2,937 20,849 22,864 21,051 3,179 28,248 31,716 4,683 7,769 283 14,486 16,453 0.00% 0.00% 4,350,859 $ 304,683 $ 808,919 $ 3,541,940 $ 2,214 $ 246,545 $ (246,545) 43,675 $ 3,498,265 18.59% (43,675) $ (202,870) Net Fund Revenues & Expenditures $ City of Callaway Sewer Fund Revenues & Expenditures For YTD Period Ended December 31, 2024 2025 Budget Current Yeart to Month Encumbered Budget Amount Available Bud.Used %of Description Date YTDVar Revenues and Other Sources of Funds Permits, Fees, & Licenses Special Capital Ext Fee Impact Fees Sewer Res. Impact Fees Sewer Comm. State Grants Storms & Floods Charges for Services Charges for Serives Collection ofl Bad! Debt Account Fees Reconnect. Fees Penalties System. Taps Other Utility Income Sewer / Wastewater Charges Interest & Other Earnings Dividends Interest Earned Interest Impact Fees Interest Spec Cap! Ext] Fees Interest Sandy Creek Assmts Interest Bond Proceeds Disposition ofl Fixed Assets $ 2,500 $ 120,000 10,000 897,000 $ 2,526 $ 37,110 675 (26) $ 82,890 9,325 897,000 $ (26) 101.02% 82,890 30.92% 9,325 6.75% 897,000 0.00% 989,190 3.92% 4,289 Subtotal $ 1,029,500 $ 4,289 $ 40,310 $ 989,190 $ $ $ $ $ 128 (128) 16,739 1,420 3,870 12,869 130,284 10,793 33,351 96,933 11,594 420 1,230 10,364 500 500 5,230,553 $ 0.00% (128) 0.00% 12,869 23.12% 0.00% 96,933 25.60% 10,364 10.61% 500 0.00% 3,975,096 24.00% $ 4,095,634 24.01% 407,723 1,255,457 3,975,096 Subtotal $ 5,389,670 $ 420,356 $ 1,294,036 $ 4,095,634 $ $ $ $ 400,000 36,857 114,747 97,500 9,130 28,125 4,940 $ 0.00% 285,253 28.69% 69,375 28.85% 0.00% 0.00% 0.00% (4,940) 0.00% 342,436 31.17% 0.00% 14,231 25.00% 14,231 25.00% 285,253 69,375 (4,940) Subtotal $ 497,500 $ 53,239 $ 155,064 $ 342,436 $ Other Sources Transfer from General Fund Amort-Premium 20151 Refunding $ $ 18,974 1,581 4,743 14,231 Subtotal $ 18,974 $ 1,581 $ 4,743 $ 14,231 $ Use of Reserves Transfer to General Fund Budgeted Use of Reserves (UN) Budgeted Use of Reserves (RES) $ Subtotal $ $ 0.00% 0.00% 0.00% Total Revenues & Sources of Funds $ 6,935,644 $ 479,466 $ 1,494,153 $ 5,441,491 $ $ 5,441,491 21.54% City of Callaway Sewer Fund Revenues & Expenditures For YTD Period Ended December 31, 2024 ORIDE YTDVar 2025 Budget Current Yearto Month Encumbered Budget Amount Available Bud.Used %of Description Date Expenditures and Uses of Funds Salaries and' Wages Benefits Engineering Services Contractual Services Cost of1 Treatment Communicutiom/letphone Transportation/Postage Utilities Insurance Repair and Maintenance Fuel &I Lubricants Operating Supplies Other Expenses Capital Outlay Fixed Assets Principal Pmt Amortization of Bond Costs Interest Pmt Interest Pmt/ Sandy Creek Amort. ofDeferred] Loss onl Ref Bond Issuance Cost UB Cost Allocation Cost Allocation' Transfers Budgeted Incr tol Reserve (UN) Budgeted Incr tol Reserves (RES Totall Expenditures $ 417,386 $ 31,061 $ 80,452 $ 336,935 $ 336,935 19.28% 164,180 17.60% 0.00% 12,001 12.17% 1,838,774 21.15% 4,233 20.14% 2,640 0.00% 69,267 23.88% 0.00% 127,737 21.96% 58,539 21.42% 12,432 24.06% 38,805 16.90% 400,000 0.00% 0.00% 193,262 24.63% 0.00% 28,606 25.00% 1,750 68.18% 286,495 21.51% 263,129 25.00% 80,475 0.00% 0.00% 199,247 15,000 2,331,955 5,300 2,640 91,000 181,000 74,500 16,500 46,700 2,058,046 400,000 256,416 38,143 5,500 364,996 350,840 80,475 13,322 399 164,500 514 7,016 9,382 4,788 829 2,331 15,750 21,051 3,179 1,000 28,248 29,237 35,067 1,825 493,181 1,838,774 1,067 21,733 39,743 15,961 3,970 7,895 47,250 2,010,796 63,154 9,537 3,750 78,501 87,711 164,180 13,175 4,233 2,640 69,267 141,257 58,539 12,530 38,805 400,000 193,262 28,606 1,750 286,495 263,129 80,475 1,173 13,520 98 157,565 1,853,231 2.30% $ 6,935,644 $ 332,606 $ 990,798 $ 5,944,846 $ 172,355 $ 5,772,490 14.29% Net Fund Revenues & Expenditure: $ $ 146,860 $ 503,354 $ (503,354) $ (172,355) $ (330,999) City ofCallaway Solid Waste Fund Revenues & Expenditures For YTD Period Ended December 31, 2024 LORID YTDVar 2025 Budget Current Yearto Month Encumbered Budget %of Amount Available Bud. Used Description Date Revenues and Other Sources of] Funds Charges for Services Collection of Bad Debt Penalties Other Utility Income State Grants Storms &1 Floods Solid Waste Service Fees Interest & Other Earnings Interest Disposition of Fixed Assets Sales of Surplus or Scrap Trasfer From General Fund $ 27,586 1,038,309 $ 21 $ 2,138 6,984 86,869 260,808 (21) $ 20,602 777,501 ) (21) 0.00% 20,602 25.32% 0.00% 0.00% 777,501 25.12% 798,081 25.13% $ 29,862 41.53% 0.00% 1,338 33.12% 0.00% $ 31,200 41.21% Subtotal $ 1,065,895 $ 89,007 $ 267,814 $ 798,081 $ 51,073 $ 6,922 $ 21,211 $ 29,862 $ 2,000 187 662 1,338 Subtotal $ 53,073 $ 7,109 $ 21,873 $ 31,200 $ Use ofl Reserves Budgeted Use of Reserves (UN) $ $ 0.00% 829,281 25.89% $ 142,057 22.50% 66,501 15.16% 127,471 0.58% 37,904 11.53% 125,352 15.10% 34,682 13.29% 7,224 5.82% 0.00% 98,645 25.00% 285,369 0.00% Total Revenues & Sources of Funds $ 1,118,968 $ 96,116 $ 289,687 $ 829,281 $ Expenditures and Uses of Funds Salaries and' Wages Benefits Contracted: Services Repair and Maintenance Tipping Fees Fuel & Lubricants Other Expenses Capital Outlay Fixed Assets Cost Allocation' Transfer Budgeted Increase tol Reserves Totall Expenditures 183,307 $ 15,189 $ 41,250 $ 142,057 $ 78,383 128,211 47,000 150,000 40,000 7,670 131,528 285,369 4,144 272 873 4,876 1,489 98 10,961 11,882 740 5,420 22,648 5,318 446 32,883 66,501 127,471 41,580 127,352 34,682 7,224 98,645 285,369 3,676 2,000 $1,118,968 $ 37,902 $ 120,587 $ 998,381 $ 5,676 $ 992,705 10.78% Net Fund Revenues & Expenditures $ $ 58,214 $ 169,100 $ (169,100) (5,676) $ (163,424) Agenda Item # CITY OF CALLAWAY BOARD OF COMMISSIONERS AGENDA ITEM SUMMARY DATE: JANUARY 28, 2025 ITEM: BUDGET AMENDMENT FOR FY: 2025 BEACON POINT DEMOLITION DUMPSTER & PAYMENT 1. PLACED ON AGENDA BY: 2. AGENDA: PRESENTATION PUBLIC HEARING OLD BUSINESS REGULAR EDDIE COOK, CITY MANAGER, AND DAVID SCHULTZ, DIRECTOR OF FINANCE 3. IST THIS ITEM BUDGETED (IF APPLICABLE)?: YES No! R Wages, Benefits and equipment portion of cost are included in operations budget, but dumpster cost is On the October 22, 2024 Commission approved the use of city staff and equipment to do Staff is requesting to increase the budget to cover the cost of the dumpsters used in the demolition of the outer parcel of Beacon Point in the amount of $10,350 and increase the budget for Other Misc. Revenue by $21,544 for the full invoice and payment amount. The wages, benefits and equipment cost are included in the operating budget already. The not. the demolition of the outer parcel of Beacon Point. difference will be to reserves to maintain a balance budget. Attachment(s): Budget Amendment Request form and supporting document. 4. REQUESTED MOTION/ACTION: Staff requests proceeding with adjusting the Budget to cover the cost and payment of the demolition. T 0 - T1 S G Agenda Item # 0 CITY OF CALLAWAY BOARD OF COMMISSIONERS AGENDA ITEM SUMMARY DATE: OCTOBER 22,2024 ITEM: CONTRACT FOR BEACON POINT! DEMOLITION 1. PLACEDONAGENDA BY: Eddie Cook, City Manager 2. WORKSHOP: PRESENTATION PUBLICI HEARING OLD) BUSINESS REGULAR 3. ISTHISI ITEMI BUDGETED (IF APPLICABLE)?: YES NO! D N/A 4. BACKGROUND: (WHY, WHAT, WHO, WHERE, WHEN, HOW, & IDENTIFY ALLATTACIMENTS) At the October 15, 2024 Special Meeting, Commission approved rejecting the one bid received for the Beacon Point Construction project and to allow the developer to contract with the city to demo the building outside of the grant and be 100% reimbursed by the developer. The project will be rebid with the demolition removed. Siple ATTACHMENT(S) Agreement 5. REQUESTED MOTION/ACTION: Approval oft the agreement with the property owner of Beacon Point Plaza for Demo Agenda Item # L CITY OF CALLAWAY BOARD OF COMMISSIONERS AGENDA ITEM SUMMARY DATE: JANUARY 28, 2025 ITEM: BUDGET AMENDMENT FOR FY: 2025 LAP WEST CHERRY STREET SIDEWALK 1. PLACED ON AGENDA BY: 2. AGENDA: PRESENTATION PUBLIC HEARING OLD BUSINESS REGULAR EDDIE COOK, CITY MANAGER, AND DAVID SCHULTZ, DIRECTOR OF FINANCE 3. ISTHIS ITEM BUDGETED (IF APPLICABLE)?: YES XI No[ - On the January 14, 2025 Commission approved the LAP award for West Cherry Street Sidewalk in the amount of $528,511. The budget about for FY 2025 was based on prior know information and budgeted at $421,811 leaving the budget short by $106,700. Staff is requesting to increase the budget to match the award amount by $106,700. Both revenues and expenditures will be increase to cover this increase Attachment(s): Budget Amendment Request form and supporting documents. 4. REQUESTED MOTION/ACTION: Staff requests proceeding with adjusting the Budget to cover the increased cost of the awarded amount. I Agenda Item #_ L CITY OF CALLAWAY BOARD OF COMMISSIONERS AGENDA ITEM SUMMARY DATE: JANUARY 14, 2025 ITEM; RESOLUTION No. 25-01 - FDOT LAP AGREEMENT CHERRY STREET SIDEWALK PROJECT 1. PLACED ON AGENDA BY: Eddie Cook, City Manager 2. AGENDA: PRESENTATION PUBLIC HEARING OLDE BUSINESS REGULAR 3. IsT THIS ITEM BUDGETED (IF APPLICABLE)?: YES No NIA 4. 1 BACKGROUND: (WHY.WHAT. WHO.WHERE. WHEN, HOW, & IDENTIFY ALLA ATTACHMENTS) Vbgt d L FDOT, through its Local Agency Program (LAP), has awarded the City $528,511 in Federal Grants for sidewalks. The City intends to apply these funds towards Construction and CEI of the Cherry Street-West Sidewalk project. FDOT requires acceptance of the agreement by Resolution as attached. Ner ATTACHMENTS: Resolution No. 24-01 LAP Agreement 5. REQUESTED MOTIONIACTION: COMMISSION. APPROVAL OF RESOLUTION NO. 24-01 UPON ROLL-CALL VOTE. AllFun! 525-010-400 SAIEOPAOMDADEPMEWEANT OF TRATISPORIATION LOCAL AGENCY PROGRAM AGREEMENT SCHEDULE OF FINANCIAL ASSISTANCE 525-011-05 PROGRAM AMAGEMENI 8/21 Page:a:i EXHIBIT B RECIPIENT NAME & BILLING ADDRESS: Cily of Callaway 6601 East Hwy 22 Callaway, FL32404 FINANCIAL PROJECTNUMBER. 438106-2-58-01/43B106-2-68-01 MAXIMUM PARTICIPATION LOCAL (2) FUNDS (1). PROJECTFUNDS TOTAL PHASE OF WORK By Fiscal Year Dosign. Phaso 38 FY: (Insert Program Name) EY: (Inserl Program Nnme) FY: (Inserl Program Namo) Right-of-Way- Phaso 48 FY (Insert Pirngram Namo) FY: (Insert Program Namg) FY: (Insert Pragrom! Name) Construction- Phaso 58 EY: 2025 (Transportation Allernative) EY: (Insert Program! Name) FY: (Insert Program Name) Construction Enginoering and Inspection (CEI)- Phaso 68 EY 2025 (Transportalion Allernalive) EY: (inserl Program Name) FY: (Insert Program Name) kinseri Phase) FY: (Inser Program Namp) EY: (Insert Program Name) FY: (Inserl Program Name) STATE (3) FUNDS FEDERALR (4) FUNDS Total Design Cosl $ 0.00 $ 0.00 $ 0.00 0.00 Total Righl-ol-Way Cost S 0.00 0.00 $0.00 3 0.00 $0.00 $ $ 0.00 S 0.00 $000 S, $ S 0.00 S0.00 S $ S 0.00 $ 0.00 $471.885.00 $471,885.00 $56.62500 $56,626.00 5471.885.00 Total Construction Cosi $471,885.00 $56.62600 Tolal CEI Cos! $56,626.00 Total Pnase Cosis $ 0.00 $ 0.00 $0.00 $ 0.00 $0.00 $0.00 $528,511.00 TOTAL COST OF THE PROJECT $528.511.00 ÇOST ANALYSIS CERTIFICATION, AS REQUIREDI BY SECTION216.3475. FLORIDA STATUTES: Section 216.3475, FS. Documenlaltion! is on fle evidencing! Ihe melhodology used and the conclusions reached. Icertify that the cost for each line Item budget category has bcen evaluated and delermined lol be allowable, reasonable. and necessary as required by Maria Showaller, Local Programs Administrator Districl Grant Manager Name Signature Date Agenda Item # 3 CITY OF CALLAWAY BOARD OF COMMISSIONERS AGENDA ITEM SUMMARY DATE: JANUARY 28, 2025 ITEM: CHANGE ORDER #13- TETRA TECH PUBLIC ASSISTANCE CONSULTING SERVICES - 2018 HURRICANE MICHAEL 1. PLACED ON AGENDA BY: Eddie Cook, City Manager 2. AGENDA: PRESENTATION PUBLIC HEARING OLD BUSINESS REGULAR 3. IST THIS ITEM BUDGETED (IF APPLICABLE)7: YES L No N/A 4. BACKGROUND: (WHY, WHAT, WHO, WHERE, WHEN, HOW, & IDENTIFY ALL ATTACHMENTS) This is a no cost change order extending the period of performance through March 31, 2025. ATTACHMENTS: TETRA TECH CHANGE ORDER #13 5. REQUESTED MOTION/ACTION: APPROVAL OF TETRA TECH CHANGE ORDER #13 CITY OF CALLAWAY, FLORIDA TASK ORDER No. 12018-R5-HuricaneMichael-Calaway Change Order Authorization No. 13 In accordance with TASK ORDERI No. 1-2018-FR5-HuricaneMlichaelCalaway dated November 30, 2018 between the City of Callaway, Florida (City) and Tetra Tech, Inc. (Tetra Tech), the City hereby authorizes the services be performed fort the updated Period of Performance (POP) set forth herein: PROJECT: Preliminary Public Assistance Consulting Services 2018 Hurricane Michael DURATION OF WORK: SCOPE OF SERVICES: No change. No change. Extending the period of performance through March 31, 2025. ESTIMATED COST (not to exceed): This Change Order No. 13 provides a "no cost" time extension through March. 31, 2025. Thei individuals executing this change order represent and warrant that theyl have the right, power, legal capacity, and authority to enter into and to execute this change order on behalf of the respective legal entities of the Consultant and the City. APPROVED BY: CONSULTANT: TETRA TECH, INC. CITY: CITY OF CALLAWAY, FLORIDA Name: Eddie Cook Title: City Manager Date: Title: Business Unit President 88 Date: lanuary13,2025 Agenda Item # 4 CITY OF CALLAWAY BOARD OF COMMISSIONERS AGENDA ITEM SUMMARY DATE: JANUARY 28, 2025 ITEM: ADVISORY BOARD APPOINTMENT 1. PLACED ON AGENDA BY: Eddie Cook, City Manager Ashley Robyck, City Clerk 2. AGENDA: PRESENTATION PUBLIC HEARING OLD BUSINESS REGULAR & 3. ISTHISI ITEM BUDGETED (IF APPLICABLE)?: YES Nol N/A 4. BACKGROUND: (WHY, WHAT,WHO, WHERE, WHEN, HOW, &1 IDENTIFYALLA ATTACHMENTS) The Planning Board currently has one vacancy. We've received the following applications: Planning Board X X Teresa Hyatt-Langston Donald Hennings This vacancy is for a 3-year term ending December 31, 2027. The application was received as documented in the attachment, with terms as referenced therein. ATTACHMENTS: Documentation of Application Received 5. REQUESTED MOTION/ACTION: APPOINT MRS. HYATT-LANGSTON OR MR. HENNINGS TO FILL THE PLANNING BOARD VACANCY CAL CITY OF CALLAWAY ADVISORY BOARD APPLICATION OFFICEOF1 THE CITY CLERK 6601 EAST HIGHWAY22 CALLAWAY,FL 32404 TELEPHONE: (850)215-6694 WEB: WWWCTOFCANIAVANCONY OR NEW APPLICATION ORE-APPLICATION AUDIT COMMITTEE* (51 Members -4 Citizens for 3-Ycar Terms, and I Commissioner: for 2-year Terms) HALF CENT SALES SURTAX OVERSIGHT COMMITTEE (3-Ycar Terms; 5 Members) PLANNING BOARD* (3-Year Terms; 71 Members) ytlayko. OTHER: Name: Teresa (First) Louise (Middle) Address: loD31 Kance Street, Callauny FL 33404 Mailing Address (if different): Same. Business Address: Occupation: Butoue Spoickot) I Home/Cell Ph: 467-209-0303 E-mail: tlngstmpb 0 gmail. lom Do your reside within thc City limits? & Yes ONo Work Ph.: how have resided in the of (171-1945) Ifyes, long you City Callaway? 36 (ac13-psot) Do you own propcrty in the City ofCallaway? a Yes No Are you a Registered Voter in Bay County? Yes No Voter ID#: 106332886 Please rank your board preference(s): L Planning board 2. 3. Page 1 of2 Havey you ever served on a volunteer board ori in a volunteer capacity with the City of Callaway before? Yes No Ifyes, please indiçate name ofboard and dates ofs service: Why would you like to serve on this board? ToSenne my locol fomnuaity And p Q5A4 inhiture durlopmat plans Thisloill help b'know adunduslard the issues hour Dity What special skills would youl bring to this position? Oubcal thigkung liskping abilihes, wodslanding Df Community Dotobike inlomed deasinpakng panenb. iiag Please list fields ofwgrk cxpcriençe: lustmer Seryice Saleo tex, fpimplaymnt t, Irypak Income tptnml,axsh anel féal eStae Listany licenses and/or degrees.(lpçation and year); A5. Doqnoe Cimal Jushc, Guf fonst lommunty Collego. BS Loqal Spudien Uaushybf Gub. Tpnhral Flocida 00049 Local References (Please list 3): 1. Prsipr Danay Daus STinsinittec Repd,Panma 4AFLSLSB-PY-as 2. Bahe Vinsah IIN. Gay Anue,laname WEL3ayoy 85D-359-0804, 3. Heathuc Neubauor 17do Chery Shut Pahoing ,EL324b1 35D-704-3832 Would youl have a problem with the meeting dates and times for the board/agency for which you are applying? D Yes 4No Ifyes, please explain: Signed: Dus Ayptt-langper Date: nmyis.anas SCHEDULE OF BOARD MEETINGS Audit Committee* HalfCent Surtax Committee Planning Board* As Needed TBD 6:00 p.m, 3HTHURS March & October 1"&3-TUES of each Month as needed 6:00 p.m. *These! boards are subject tol Financial Disclosure. Submit application to: Ashley Robyck, City Clerk City of Callaway 6601 E. Highway 22 Callaway, FL 32404 Page 2 of2 CAL CITY OF CALLAWAY ADVISORY BOARD APPLICATION OFFICE OF1 THE CITYCLERK 6601 EAST HIGHWAY22 CALLAWAY,FL 32404 TELEPHONE: (850)215-6694 WEB: WWW.CITYOFCALLAWAY.COM ELORIDP NEW APPLICATION RE-APPLICATION AUDIT COMMITTEE* (51 Members 4 Citizens for 3-Year Terms, and 1 Commissioner for 2-year Terms) HALF CENT SALES SURTAX OVERSIGHT COMMITTEE (3-Year Terms; 51 Members) PLANNING BOARD* (3-Year Terms; 71 Members) OTHER: Name: Hennings Donald (First) Andrew (Middle) (Last) Address: H31 Tanya fass,Callawayr 32464 Mailing Address (if different): Business Address: Occupation: Retired USAF aind PMasigAharily Gn,5D62P-es7e Work Ph.: E-mail: donhennings C OComcast.net Do you reside within the City limits? Yes ONo Ifyes, how long have you resided in the City of Callaway? 38 Do you own property int the City of Callaway? Yes No Are you a Registered Voter in Bay County? Yes No Voter ID#: Please rank your board preference(s): 1. Planning 2. Ho CentsakT 3. Pudrfminsice Page 1of2 Have you ever served on a volunteer board or in a volunteer capacity with the City of Callaway before? Yes D No, Ifyes, please indicate name ofboard and dates ofs service: Hop-Cent Salstaan MAAENtNVy,sVES Why would you like to serve on this board? tu y4e MA common sense 46 help diirect Callavau'o Growth Aidtt helpmcintain Hne alily of Services ONailable to Citizens What special skills would you bring to this position? 32 years Awv Force 29 yçors PanamaCtyl owsnOhe maiMenanee Please list fields ofwork experience: Hwlyptcymainkman List any licenses and/or degrees (location and year): Local References (Please list 3): 1. Mmond Gal Westlall 2. 3. Would you have a problem with the meeting dates and times for the board/agency for which you are applying? D Yes No Ifyes, please explain: /-23-25 Signed: elahy Date: SCHEDULE OF BOARD MEETINGS Audit Committee* Half Cent Surtax Committee Planning Board* As Needed TBD 6:00 p.m. 3IdTHURS March & October 1"&3TUES of each Month as needed 6:00 p.m. *These boards are subject to Financial Disclosure. Submit application to: Ashley Robyck, City Clerk City of Callaway 6601 E. Highway 22 Callaway, FL 32404 Page 2 of2 Agenda Item # 5 CITY OF CALLAWAY BOARD OF COMMISSIONERS AGENDA ITEM SUMMARY DATE: JANUARY 28, 2025 ITEM: MUNICIPAL ELECTION. AGREEMENT- SUPERVISOR OF ELECTIONS 1. PLACED ON AGENDA BY: Eddie Cook, City Manager 2. AGENDA: PRESENTATION PUBLIC HEARING OLD BUSINESS REGULAR 3. IsT THIS ITEM BUDGETED (IF APPLICABLE)?: YES Nol 4. BACKGROUND: (WHY, WHAT, WHO, WHERE, WHEN, HOW, & IDENTIFY ALL ATTACHMENTS) The attached contract is between the City of Callaway and new Supervisor of Elections, Nina Ward regarding municipal elections. ATTACHMENTS: Municipal Elections Agreement 5. REQUESTED MOTION/ACTION: APPROVAL OF CONTRACT FOR SUPERVISOR OF ELECTIONS BAY COUNTY SUPERVISOR OF ELECTIONS AND CALLAWAY MUNICIPAL ELECTION AGREEMENT This Agreement is made and entered into this day of 20 between the City of Callaway, a Florida municipal corporation, ("City"), and Nina Ward, Bay County Supervisor ofE Elections ("Supervisor"). Whereas, the Supervisor is al lawfully elected constitutional office of] Bay County, Florida, whose constitutional duties include thel handling of elections for the State of Florida and Bay County, Florida, within the jurisdictional limits of] Bay County; and, Whereas, the City, pursuant to its charter and Florida law, is obligated toj provide for the conduct oft the City elections, including, but not limited to, general and special elections; and Whereas, the Supervisor may, under agreement with the City, conduct City elections on Whereas, the City is authorized to enter into an agreement with the Supervisor for the NOW, THEREFORE, in consideration oft the mutual covenants and conditions contained herein, the receipt and sufficiency of which the parties expressly agree, it is agreed that: behalf of the City; and, conduct of City elections; 1. Scope of Services Agreement The Supervisor shall provide the following services in compliance with the Florida's election a. Provides in accordance with Florida's election laws and City Charter/Ordinances, all Candidate handbooks, qualifying documents, treasurer reports, etc., required by Candidates to qualify for an elected office of the City at actual cost billed to the City or Candidate. b. Serves as the qualifying officer to accept qualification papers and perform all other administrative tasks necessary and incidental to the qualification of candidates for elected Receipt ofall qualifying checks which shall bej paid to the order of' "The City of Supervisor ofl Elections shall deliver all checks to the City Clerk within 5 days after the last laws and the City Charter and Ordinances as applicable: offices ofthe City at her office. .The day of qualifying when qualifying City candidates. Page 114 Rev 11/15/24 d. The Supervisor serves as financial reporting officer and shall preserve all records filed pursuant to the financial reporting requirements of Florida'se election laws, including, but not limited to the State ofFlorida General Records Schedule GS3 for Election Records ("Schedule GS3) and make the same available as required by law. Upon the expiration oft the required GS3 government record retention schedule the Supervisor of Elections shall destroy such records unless the City provides written notice that the records are to be transferred to Perform all aspects of ballot design and creation according to the Florida election laws and The Supervisor will facilitate design and production of mailed sample ballot using the Supervisor's: approved vendor. The City will be responsible for the actual cost of postage and production oft the sample ballot. The City willl have the option to mail sample ballots to each Perform all functions related to the processing and tabulation ofvote by mail ballots except for the performance of the duties reserved by the City to the canvassing board at actual cost. h. - Provide for the publishing of notices for City elections dates and election qualifying dates on the Supervisor's official website in compliance with Florida election laws and the City Charter or ordinances. Digital copies of notices will be provided to the City sO that this Provide for the appointment, training and supervision of election workers in compliance with Florida election laws. The salary level and payments made for services and training to the election workers will be the standard pay used by the Supervisor in federal, state or the City. the Florida Uniform Ballot layout., active registered voter or household. information can be posted on the City's official website. countywide elections and will be reimbursed at actual cost. Upon closing of the polls, unofficial results will be made available for immediate release and publication. Official results will be provided at the completion of the canvassing board k. Vote by Mail Ballots shall be processed and tabulated in compliance with the Florida election laws at the Supervisor's central tabulation site. The Supervisor shall examine vote by mail ballots to ensure compliance with Florida election laws and the City's Canvassing Board The Supervisor will develop a scheduled timeline for City Canvassing Board meetings according to. Florida election laws. The Supervisor may serve as an advisor to the City Canvassing Board and may serve as a member of the Canvassing Board if duly appointed by the City. It is recommended to use a standard uniform canvassing board consisting oft the Supervisor of Elections and two City officials. Canvassing Board Alternates shall be requirements. procedures. Page 214 Rev11/15/24 identified in case one or more members are unable to serve. Ifthe Supervisor is designated as ai member ofa City Canvassing Board, the Deputy Supervisor will be designated as her alternate. Designation of the Canvassing Board shall be determined no less than 45 days prior 2. Ini the event the City holds a referendum, then the Supervisor will provide services subject to a. The Ballot Title shall consist ofa caption, not exceeding 15 words and Sentence Case. The Ballot layout shall be in accordance with Florida election laws and the required uniform ballot design. The ballot statement may not exceed 75 words in length. The title and statement shall be translated in Spanish. Ift the City does not have means to translate ballot language to Spanish, the Supervisor will have the ballot language translated using the approved vendor and the City will be charged the actual cost for translation services. The ballot statement shall be printed on the ballot, followed by the word "Yes" and also by the word "No," and shall be styled in such that a "Yes" vote will indicate approval oft the b. The Supervisor will provide a template for resolution or ordinance upon request. to the election. the following: referendum and a "No" vote will indicate rejection. 3. Compensation for Services. a. The Supervisor, upon a written request from the City, prior to the election will submit an b. The City shall provide prompt payment, in accordance with Florida law for all election estimate of expenditures to perform the upcoming election. related items. The Supervisor shall, within 30 days upon completion of an election, provide an invoice to the City Clerk detailing the actual expenses incurred by the Supervisor for the conduct of an election for the City. Payment shall be made within 30 days of receipt of an invoice. d. Int the event that the Supervisor is named as aj party in any action involving a City election, then the City agrees to indemnify, defend and hold the Supervisor harmless from any and all costs related to the action. The Supervisor shall have her choice of counsel and the City shall reimburse all reasonable attorney' s fees incurred by the Supervisor. 4. - Consultation a. Each year the Supervisor and the City Clerk should consult regarding the expected number and type of elections for the City to conduct, and determine if the City plans to conduct Early b. Ini the event the City desires a Special Election or any "Mail Ballot" election, the City Clerk shall submit and consult in writing his/her request, according to Florida Statute 100.151, Voting. Page 3 I4 Rev 11/15/24 whereby no special election will be called prior to receiving consent from the Supervisor of Elections as to a date when the election can be conducted. An agreed upon date shall be arranged. 5. Term a. This Agreement shall become effective on the date ofi its approval by the City and supersedes any prior agreements between the City and the Bay County Supervisor of Elections. Any amendments or modifications to this Agreement shall be in writing and signed by both b. The Agreement shall be automatically extended from year to year on its anniversary date. This Agreement may be terminated at any time by either party, with or without cause, upon giving 120 days written notice to the other party. The Agreement shall terminate on the IN WITNESS WHEREOF, the parties hereto have caused this Agreement to be executed by parties. 120th day after the date of the written notice. their appropriate authorized representative on the dates below written, CITY OF CALLAWAY ATTEST: Ashley Robyck, City Clerk Pamn Henderson, Mayor NINA WARD, BAY COUNTY SUPERVISOR OF ELECTIONS ATTEST: Deputy Supervisor of Elections Nina Ward, Bay County Supervisor of Elections Page 414 Rev1 11/15/24 Agenda Item # CITY OF CALLAWAY BOARD OF COMMISSIONERS AGENDA ITEM SUMMARY DATE: JANUARY 28, 2025 ITEM: BID AWARD-L52025-01 GORE PARK COMMUNITY CENTER BUILDING IMPROVEMENTS 1. PLACED ON AGENDA BY: Eddie Cook, City Manager Ashley Robyck, City Clerk 2. AGENDA: PRESENTATION PUBLIC HEARING OLD BUSINESS REGULAR & 3. IST THIS ITEM BUDGETED (IF APPLICABLE)7: YES No[ L 4. BACKGROUND: (WHY.,WHAT.WHO. WHERE, WHEN, HOW, & IDENTIFY ALLATTACHMENTS Staffissued an Invitation to Bid notice was published in Bay County Public Notice Website and Vendor Registry on Thursday, January 02, 2025, with a closing date of] Friday, January 24, 2025, at 10:00 a.m. Asar result, we received six bids as follows: BGN Contractors Anderson Construction JNB Contracting LLC BCL Civil Contractors amount of $249,358.00. $339,000.00 150 days completion $353,974.00 120 days completion $420,000.00 90 days completion $351,542.50 150 days completion Holley Development Group $436,282.67 150 days completion Southern Construction Service $249,358.00 120 days completion Staff recommendation is to approve award to Southern Construction Services in the not-to-exceed ATTACHMENTS: BID CERTIFICATION FORM AGREEMENT 5. REQUESTED MOTION/ACTION: Award Agreement to Southern Construction Services in the not-to- exceed amount of $249,358.00. BID/RFP CERTIRICATION FORM CITY OF CALLAWAY BID NO: LS2025-01 GORE PARK COMMUNITY BUILDING MPROVEMENIS PROPOSERS CERTIFICATIONTO THE CITY OF CALLAWAY: 1. The undersigned warrants that: (A) This Proposal is submittedi ini response to, and isi in compliance with, all terms and conditions applicable thereto as set forth in the Advertisement, Instructions to Proposers, General Instructions and Conditions, Special Instructions and Conditions, Bid/RFP Certification Forms, the Minimum Technical Specifications, Addendum, Exhibits, Agreement, Bonds, and] Insurance Requirements, each of which has been carefully examined, (B) Proposer or Proposer's representative has made such investigation as is necessary to determine the character and extent of the work and their capability to perform the work, and (C) agrees that if the Proposal is accepted by the City, Proposer will provide the necessary labor, materials, machinery, equipment, tools or apparatus, and perform all the work or services required to complete the assignment and/or contract within thet time specified according to thei requirements of the City as herein and hereinafter set forth, and (D) he/she is authorized to legally execute binding contracts for and on behalf of the Proposer. 2. Please check one: Proposer declares that the only person, persons, company, or parties interested in this Proposal are Proposer, or one ori more of] Proposer's officers, principals, or any owner ofmore than 5% in or of proposer, or members oftheir immediate families: (A)have a financial interest in another company, project, or property that could benefit financially from this proposed project; and/or (B) another individual or business will be compensated by (or on behalf ofj proposer) if Proposer is selected by Bid Bond - Ift the Proposal is accepted by the City, it will become a binding contract on both parties. Ifa Bid Bond or Cashier's Check/Certified Check is required, it shall be submitted with the Proposal. If the undersigned shall fail to deliver or perform, or ifa applicable, execute a Contract as stated herein, then the City may, at its option, determine that the undersigned has abandoned the. Award/Contract, and thereupon such Bid and/or Award shall be null and void, and any Cashier's Check/Certified Check or Bond accompanying this Bid: shall bei forfeited to and become thej property oft the City, and thei full amount ofsaid check, or if a Bid Bond, the full amount of such bond, shall be paid to the City as partial liquidated damages; otherwise, any Bond or Cashier's Check/Certified Check accompanying this Bid shall be returned to the undersigned within 30 calendar days from the date of Award, ori if provisions fora al Notice to Vendor proposes and agrees to provide all materials, services or equipment required for the City of Callaway GORE PARK COMMUNITY CENTER IMPROVEMENTS NO: LS2025-01, for the Total Sum(s) as follows (totals must match attached breakdown of costs for each Number of days from date ofthel Notice to Proceed that willl ber required for the final completion ofa all work named ini the Proposal. the City for the requested services. (Attach a detailed explanation for either.) 3. Proceed are included, from the date of the Notice to Proceed. 4. Par)ua handalhrhn dhso tha henkel AAK Dijht Dollars (S_244,358 ) 5. as described herein. 120 Maimumdi/Calemdar Days) 150 6. The City reserves the right to accept any or all prices itemized in any combination that best serves the interests of the City. The City further reserves the right to accept or reject any oft the components of this Proposal, including alternates. Page 1of2 7. BIDDER HEREBY ACKNOWLEDGES RECEIPT OF THE FOLLOWING ADDENDUMS: Name of Bidder: Soothen lansturtin Sevite.dic Business structure: yOh-Ow (C) Other: Ifal Partnership: Name(s) ofl Partner(s): Hcoldl 6 Welber Ifa Corporation: Hombl Ehk Incorporated in State of: FL Date ofl Incorporation: 11a014 Business Address: 3033 Tinsmillo Bod CiyPam Lhy State__Zip 32404 Telephone Number: 62).632-5302 Fax) DIA Submitted By: HaklEMell Title: Realny Signature: AIL ATTEST: By: Secretary Print Name PAISYJ.SNCKEY W/COMMISON#A239I6 EXPIRES-Api6,2026 Affix Corporate Seal (IfCorporation) State of Florida County of The oregomeinstnmentwas: acknowledged before mei ailyaf)an.,0b, HaaddE.Walkw whoi is/personallyk known tome or who presented as identification, and who (did) (didi not) take an oath. Atsy J. Sluckon [Printedlyped or stamped name ofl Notars Public) Sjghature bfNotary Public] NOTE: BIDS MAY BE REJECTBD IF ALL. DOCUMENTS. ARE NOT COMPLETE. AND EXECUTED,. AND THE. NUMBER OF COPIES SPECFEDREQUESTED OF EACH ARE NOT SUBMITTED WITH THE BID. Page2of2 AGREEMENT FOR CONTRACTOR SERVICES GORE PARK COMMUNITY BUILDING IMPROVEMENTS BID NO: LS2025-01 This Agreement made as ofthis 28th day of, January, 2025, by and between the City of Callaway, Florida - (the "CITY"), and Southern Construction Service authorized to do business in the State of] Florida (the CONTRACTOR), and whose address is 3033 Transmitter Road Panama City Fl Inc consideration oft the mutual promises contained herein, the CITY and the CONTRACIOR a agree 32404 Phone: (850)832-5302. as follows: ARTICLE1-S SERVICES The CONTRACTORS responsibility under this Agreement is to furnish, deliver, and construct all materials, labor, and equipment and to perform all operations in accordance with the plans and specifications and as listed in the Bid Form for the GORE PARK COMMUNITY CENTER Services of the CONTRACTOR shall be under the general direction of the CITY MANAGER, who may designate a person to act as the CITY'S representative (hereinafter REPRESENTATIVE during the The CITY shall furnish to the CONTRACTOR upt toi four (4) sets of the Contract Documents for execution oft the Work. Additional copies of the Contract Documents are available at the cost of reproduction. IMPROVEMENTS NO: LS2025-01. performance oft this Agreement. ARTICLEI-SCHEDULE The term of this contract shall commence upon written Notice to Proceed by the City and that all work will be completed within 120 days of the Notice to Proceed. ARTICLES-PAYMENI) TO CONTRACTOR A. The CITY shall pay to the CONTRACTOR for services satisfactorily performed $249,358.00, which includes all direct charges, indirect charges and reimbursable expenses, if any. The B. The invoices received from the CONTRACTOR pursuant to this Agreement willl be reviewed and approved by the City Manager's office, indicating that services have been rendered in conformity with the Agreement, and then will be sent to the Finance Department for payment. The invoice must specify the work performed. Five percent (5%) ofeach invoiced amount willl be withheld and retained by the CITY until completion oft the work to the satisfaction oft the CITY. In order for both parties herein to close their books and records, the CONTRACTOR will clearly state "final invoice" on the CONTRACTOR'S final/last billing to the CITY. This indicates that all services have been performed and all charges and costs have been invoiced to1 the CITY. Since this account will thereupon be closed, any and other further charges if not properly included on this CONTRACTOR willl bill the CITY monthly. C. final invoice shall be waived by the CONTRACTOR. D. CONTRACTOR acknowledges that it has reviewed the scope ofwork and inspected the work site and does not anticipate having any CONTRACTOR requested change orders. ARICIPA-TRMIATON This Agreement may be terminated by the CONTRACTOR on 60 days prior written notice to the CITY in the event ofsubstantial failure by the CITY toj perform in accordance with thet terms hereofthroughi no: fault of the CONTRACTOR. It may also be terminated by the CITY, with or without cause, immediately upon written notice to the CONTRACTOR. Unless the CONTRACTOR is in breach of this Agreement, the CONTRACTOR shall be paid for services rendered to the CITY'S satisfaction through the date of termination. After receipt of a termination notice and except as otherwise directed by the CITY the CONTRACTOR shall: A. Stop work on the date and to the extent specified. B. C. Terminate and settle all orders and subcontracts relating to the performance oft the terminated work. Transfer all work in process, completed work, and other material related to the terminated work to the CITY. D. Continue and complete all parts oft the work that have not been terminated. ARTICIES-PERSONNEL The CONTRACTOR represents thati it has or will secure at its own expense all necessary personnel required to perform the services under this Agreement. Such personnel shall not be employees of or have any All of the services required herein under shall be performed by the CONTRACTOR or under its supervision, and all personnel engaged in performing the services shall be fully qualified and, ifr required, The CONTRACTOR warrants that all services shall be performed by skilled and competent personnel to contractual relationship with the CITY. authorized or permitted under State and local law to perform such services. thel highest professional standards in the field. ARTICLE6-SUBCONTRACTING The CITY reserves the right to accept the use ofa a subcontractor or to reject the selection of a particular subcontractor and to inspect all facilities of any subcontractors in order to make a determination as to the capability of the subcontractor to perform properly under this Agreement. The CONTRACTOR is encouraged to seek minority and women business enterprises for participation in subcontracting Ifas subcontractor fails to perform or make progress, as required by this Agreement, and it is necessary to replace the subcontractor to complete the work in ai timely fashion, the CONTRACTOR shall promptly do opportunities. so, subject to acceptance oft the new subcontractor by the CITY. ARTICLE 7- FEDERAL AND STATE TAX respect to this Agreement and the personnel it employs. The CONTRACTOR shall be responsible for payment ofi its own FICA and Social Security benefits with ARTICLE8- INSURANCE & BONDS A. The CONTRACTOR shall not commence work under this Agreement until it has obtained all insurance and bonds required under this paragraph and such insurance has been verified by the All insurance policies shall bei issued by companies authorized to do business under thel laws oft the The CONTRACTOR shall maintain, during the life ofthis Agreement, comprehensive automobile liability insurance in the amount of $1,000,000 and $2,000,000 combined single limit for property damage and bodily injury liability covering claims which may arise from the ownership, use, or maintenance of owned and non-owned automobiles, including rented automobiles, whether such operations be by the CONTRACTOR or by anyone directly or indirectly employed by the CONTRACTOR. CONTRACTOR shall purchase and maintain aj policy or policies of commercial general liability insurance satisfactory in all respects to CITY, and casualty and extended coverage insurance. All policies shall be occurrence form policies and shall name CITY as an additional insured, with the premium thereon fully paid by CONTRACTOR on or before their due date. The general liability insurance policy shall afford minimum protection of $1,000,000 and $2,000,000 Required insurance shall be documented in Certificates ofInsurance which provide that CITY shall be notified at least 30 days in advance of cancellation, non-renewal or adverse change. New Certificates of Insurance are to be provided to CITY at least 15 days prior to coverage renewals. If requested by CITY, CONTRACTOR shall furnish complete copies ofi its insurance policies, For commercial general liability coverage, CONTRACTOR shall, at the option of CITY, provide an indication of the amount of claims, payments or reserves chargeable tot the aggregate amount of Receipt of certificates or other documentation of insurance or policies or copies of policies by CITY, or by any of its representatives, which indicate less coverage than required does not constitute a waiver of CONTRACTOR'S obligation to fulfill the insurance requirements herein. CONTRACTOR shall also purchase and maintain workers compensation insurance for all obligations imposed by law, with employer'sl liability limits ofat least the statutory limit, or provide notarized affidavit of exemption listing relevant statutes. CONTRACTOR shall also purchase any CONTRACTORS maintenance of the insurance policies required hereunder shall not limit or In the event that aj performance or payment bond ist required duet to use of grant funds for thej project, by City Commission or as otherwise required, the CONTRACTOR: shall not commence work under this Agreement until it has obtained the required bonds and provided such bonds to the CITY. CITY. State of] Florida. B. combined single limit coverage for bodily injury. City ofCallaway, Florida is to be named as an additional insured entity. forms and endorsements. liability coverage. other coverage required by law. otherwise affect its liability hereunder. C. ARTICIEP-EXCUSABLE DELAYS The CONTRACTOR shall not be considered in default by reason of any failure in performance if such failure arises out of causes reasonably beyond the CONTRACTOR'S control and without its fault or negligence. Such causes may include, but are not limited to: acts of God; the City's omissive and commissive failures; natural or public health emergencies; labor disputes; freight embargoes; and severe weather conditions. Iffailure to perform is caused by the failure oft the CONTRACTOR'SS subcontractor(s) and is without the fault or negligence of them, the CONTRACTOR shall not be deemed to bei in default. Upon the CONTRACTOR'S request, the CITY shall consider the facts and extent of any failure toj perform the work and, ift the CONTRACTOR'S: failure to perform was without its fault or negligence as determined by the CITY, any affected provision oft this Agreement shall be revised accordingly; subject to the CITY's rights to change, terminate, or stop any or all ofthe work at anytime. ARTICLE 10-I LIQUIDATED DAMAGES Liquidated damages shall be paid to the CITY at the rate of $500 per day for all work awarded under the contract until the work has been satisfactorily completed as provided by the Contract Documents. Sundays Iti is agreed that the amount is the per-diem rate for damage incurred by reason of failure to complete the work. The said amount is hereby agreed upon as the reasonable costs which may be accrued by the CITY after the expiration of the time of completion. Iti is expressly understood and agreed that this amount is not to be considered in the nature of a penalty, but as liquidated damages which have accrued against the CONTRACTOR. The CITY shall have the right to deduct such damages from any amount due, or that may become due the CONTRACTOR, or the amount of such damages shall be due and collectable from the and Legal Holidays shall be excluded in determining days in default. CONTRACTOR or Surety. ARTICLEII-ARREARS The CONTRACTOR shall not pledge the CITY'S credit or make it a guarantor of payment or surety for any contract, debt, obligation, judgment, lien, or any form ofindebtedness. ARTICLE12-DISCLOSURE AND OWNERSHIP OF DOCUMENTS The CONTRACTOR shall deliver to the CITY for approval and acceptance, and before being eligible for final payment of any amount due, all documents and materials prepared by and for the CITY under this All written and oral information noti in the public domain or not previously known, and all information and data obtained, developed, or supplied by the CITY or at its expense will be kept confidential by the CONTRACTOR and will not be disclosed to any other party, directly or indirectly, without the CITY'S Such information and data shall be and will remain the CITY'S property and may be reproduced and reused All products generated by the CONTRACTOR for the CITY become the property ofthe CITY. The CITY may require submission of any electronic file version of reports, data, maps, or other submission of documentation produced for or asa result oft this project in addition toj paper documents. Agreement. prior written consent. at the discretion of the CITY. The CITY and the CONTRACTOR shall comply with the provisions of the Florida Public Records Law. PUBLIC RECORDS LAW. CONTRACTOR acknowledges that it is familiar with the provisions of the CONTRACTOR agrees to comply with Chapter 119, Florida Statutes, and specifically per Florida Statute 119.0701, CONTRACTOR agrees to keep and maintain public records that would be required by the City of Callaway in order to perform the services provided for in this Agreement; CONTRACTOR agrees to provide public access to any required public records in the same manner as a public agency; CONTRACTOR agrees toj protect exempt or confidential records from disclosure; CONTRACTOR agrees to meet public records retention requirement; and CONTRACTOR agrees that at the end of term oft this Agreement, to transfer all public records to the City of Callaway and destroy. any duplicate exempt or Public Records Law oft the State ofl Florida. confidential public records. All products generated by the CONTRACTOR for the CITY become the property oft the CITY. The CITY may require submission of any electronic file version of reports, data, maps or other submission of documentation produced for or as ar result oft this Bid/Proposal in addition toj paper documents. Further, in accordance with the Public Records Laws of the State of Florida, Section 119.0701, (2013), A. Keep and maintain public records that ordinarily and necessarily would be required by the public Contractor must: agency in order toj perform the service. or as otherwise provided by law. disclosed except as authorized by law. B. C. Provide the public with access to public records on the same terms and conditions that the public agency would provide the records and at a cost that does not exceed the cost provided in this chapter Ensure that public records that are exempt or confidential and exempt from public records are not D. Meet all requirements for retaining public records and transfer, at no cost, to the public agency all public records in possession of the contractor upon termination of the contract and destroy any duplicate public records that are exempt or confidential and exempt from public record disclosure requirements. All records stored electronically must be provided to the public agency in ai format that is compatible with the information technology systems oft the public agency. Ifa contractor does not comply with a public records request, the public agency shall enforce the All covenants, agreements, representations, and warranties made herein, or otherwise made in writing by any party pursuant hereto shall survive the execution and delivery ofthis Agreement and the consummation Ifthe CONTRACTOR has questions regarding the application of Chapter 119, Florida Statutes, to the CONTRACTORS duty to provide public records relating to this contract, contact the custodian of public records, Ashley Robyck, City Clerk,at850.215-6694, by email at: arobyck@cityofcallaway.com, E. contract provision in accordance with the contract. ofthe transactions contemplated hereby. or via mail, at 6601 E. Hwy. 22, Callaway, FL 32404. ARTICLE: 13- INDEPENDENT CONTRACTOR RELATIONSHIP The CONTRACTOR is, and shall be, in the performance of all work services and activities under this Agreement, an independent contractor, and not an employee, agent, or servant of the CITY. All persons engaged in any oft the work or services performed pursuant to this Agreement shall at all times, and in all places, be subject to the CONTRACTOR'S: sole direction, supervision, and control. The CONTRACTOR shall exercise control over the means and manner in which it and its employees perform the work, and in all respects the CONTRACTOR'S relationship and the relationship of its employees to the CITY shall be The CONTRACTOR does not have the power or authority to bind the CITY in any promise, agreement or The CONTRACTOR shall hold the CITY, its officers, agents and employees harmless and free from any loss, damage or expense arising out of any occurrence relating to this Agreement or its performance and shall indemnify the CITY, its officers, agents and employees, customers, and successors against any damage or claim of any type arising from the negligent or intentional acts or omission of the that of an independent contractor and not as employees or agents oft the CITY. representation. CONTRACTOR. ARTICLE 14-CONTRACT ASSIGNMENT The CONTRACTOR shall not sublet, sell, transfer, assign or otherwise dispose oft the CONTRACT or any portion thereof, or of his right, title, or interest therein, without written consent of the CITY. The CONTRACTOR shall complete the work contemplated by the terms and conditions oft this Agreement in an amount equivalent to at least 50 percent (50%) of the dollar value of work to be performed under this Contract utilizing its own business or corporate entity, sO that no single labor, material man, or subcontractor shall be permitted to perform more than 50% of the work contemplated by this Contract. ARTICLE: 15-AMENDMENT None of the provisions, terms and conditions contained in this Agreement may be added to, modified, superseded or otherwise altered, except by a written instrument executed by the parties hereto. ARTICLE 16-E ENFORCEMENT COSTS Ifany legal action or other proceeding is brought for the enforcement of this Agreement, or because of an alleged dispute, breach, default, or misrepresentation in connection with any provision, the successful or prevailing party or parties shall be entitled to recover reasonable attorney's fees, court costs and all expenses even if not taxable as court costs (including, without limitation, all such fees, costs and expenses incident to appeals), incurred in that action or proceeding, in addition to any other relief to which such party or parties may be entitled. ARTICLE 17-A AUTHORITYTO PRACTICE The CONTRACTOR hereby represents and warrants that it has and will continue to maintain all licenses and approvals required to conduct its business, and that it will at all times conduct its business activities in ar reputable manner. ARTICLE 18-SEVERABILITY Ifanyt term or provision on this Agreement, or the application thereoft to any person or circumstances shall, to any extent, bel held invalid or unenforceable, the remainder ofthis Agreement, or the application ofsuch terms or provisions to persons or circumstances other than those as to which it is held invalid or unenforceable, shall not! be affected, and every other term and provision oft this Agreement shall be deemed valid and enforceable to the extent permitted by law. ARTICLE 19- CITY'S REPRESENTATIVE AND AUTHORITY The person designated by the CITY MANAGER shall serve as the CITY'S REPRESENTATIVE and shall decide questions which may arise ast to quality and acceptability ofr materials furnished and work performed, The REPRESENTATIVE will not be responsible for the construction means, controls, techniques, The REPRESENTATIVE may assign Project Inspector(s) who shall serve to assist the REPRESENTATIVE in determining if the work performed and the materials used meet the Contract requirements. The Project Inspector shall be authorized to issue Field Orders. The Project Inspector shall be authorized to stop all or any portion of the work ifi in his opinion the work is not proceeding according and shall interpret the intent oft the Contract Documents with reasonable promptness. sequences, procedures, or construction safety. to the requirements of the plans and specifications. ARTICLE: 20-MODIFICATION The CITY reserves the right to make changes in the work, including alterations, reductions therein or additions thereto. Upon receipt by the CONTRACTOR of the CITY'S notification of a contemplated change, the CONTRACTOR: shall()ifrequested by CITY, provide an estimate for thei increase or decrease in cost due to the contemplated change, (2)notify the CITY ofany estimated change in the completion date, and (3) advise the CITY in writing ift the contemplated change shall affect the CONTRACTOR'SA ability to If the CITY sO instructs in writing, the CONTRACTOR shall suspend work on that portion of the work affected by a contemplated change, pending the CITY'S decision to proceed with the change. Ifthe CITY elects to make the change, the CITY shall issue a contract amendment or change order and the CONTRACTOR shall not commence work on any such change until such written amendment or change meet the completion dates or schedules oft this Agreement. order has been issued and signed by each of the parties. ARTICLE21-C CONTRACTI DOCUMENTS The other documents which comprise the entire Agreement are attached hereto, made a part hereof and consist of the following: A. B. C. E. Advertisement for Bids, Special Instructions and Conditions, General Instructions and Conditions, D. Minimum Technical Specifications, Bid Forms Bid Certification Form Drug-Free Workplace Certification Public Entity Crimes Statement, Addendums (ifany), Change Orders (ifany). G. H. I. Performance & Payments Bonds (ifr required), In the event ofa a conflict between the terms of the above documents and the terms of this Agreement, the There are no contract documents other than those listed above and there are no promises or understandings terms oft this Agreement shall prevail. other than those stated herein. ARTICLE: 22- VENUE All applicable laws, regulations and ordinances ofthe State of] Florida, Bay County and the Cityo ofCallaway will apply to consideration and award of any Bid/Proposal and the performance of the bidder/proposal pursuant thereto, and shall be governed by the laws of the State of Florida both as to intention and performance. The venue for any action arising from the award or subsequent performance shall lie exclusively int the Circuit Court of Bay County, Florida, or the United States District Court for thel Northern District of Florida, as applicable. ARTICLE: 23-NOTICE to the CITY shall be mailed to: City of Callaway 6601 East Hwy. 22 Callaway, Florida 32404 Attention: Ashley Robyck, City Clerk Phone: (850)215-6694 Fax: (850)871-2224 Email: oye@eporcaliwaycon All notices required in this Agreement shall be sent by certified mail, return receipt requested, and ifs sent Witha a copy to: Kevin D. Obos, Esq. City Attorney Harrison Sale McCloy P.O. Drawer 1579 Panama City, FL 32402 Phone: (850) 769-3434 Fax: (850)769-6121 and if sent to the CONTRACTOR shall be mailed to: Either party may change its address noted above by giving written notice to the other party in accordance with the requirements of the Section. This Agreement is entered into as oft the day and year first written above and is executed in at least two original copies of which one is to be delivered to the CONTRACTOR, and one to the CITY CLERK for filingi in the official records. CITY CLERK Attest: CITY OF CALLAWAY,FLORIDA By: Ashley Robyck, City Clerk Pamn Henderson, Mayor Contractor Witnesses: (2REQUIRED) Witness: Contractor: Name Signature Name Signature Business Name By: Signature Witness: Print Name and Title APPROVED ASTOI FORME FOR THE RELIANCE OF THE CITY OF CALLAWAY ONLY: KEVIN D. OBOS, HARRISON SALE MCCLOY CITY ATTORNEY Agenda Item #7 CITY OF CALLAWAY BOARD OF COMMISSIONERS AGENDA ITEM SUMMARY DATE: JANUARY 28, 2025 ITEM: BID AMAHD-CW,O2AATMOAL BEAUTIFICATION- PARKER MEDIANS 1. PLACED ON AGENDA BY: Eddie Cook, City Manager Ashley Robyck, City Clerk 2. AGENDA: PRESENTATION PUBLIC HEARING OLDI BUSINESS REGULAR & 3. Is THIS ITEM BUDGETED (IF APPLICABLE)7: YES R No 4. BACKGROUND: GAmIATNIOAPHERE WHEN, HOW, & IDENTIFY ALLATTACHMENTS Staffissued an Invitation to Bid notice in the Panama City News Herald, Bay County Public Notice Website and Vendor Registry on Wednesday, December 25, 2024, 2024, with a closing date ofTuesday, January 21, 2025, at 10:00 a.m. Asaresult, we received two bids as follows: Lawnmasters of] PC Lawnscapes of] Bay County $399,825.00 $399,925.60 Staffrecommendation is to approve award to Lawnmasters of] PC in the not-to-exceed amount of $399,825.00. ATTACHMENTS: BID CERTIFICATION, FORM AGREEMENT 5. REQUESTED MOTION/ACTION: Award Agreement to Lawnmasters of PC in the not-to-exceed amount of$399,825.00. Name of Company: LAUNlS PC BID/RFP CERTIFICATION FORM CITY OF CALLAWAY BID NO.: CM2024-24 TYNDALL PARKWAY BEAUTIFICATION. PARKER MEDIANS PROPOSERS CERTIFICATION TOTHE CITY OF CALLAWAY: 1. The undersigned warrants that: (A)1 This Proposal is submitted in response 10. andi is in compliance with. all terms and conditions applicable thereto as set forthin the Advertiscment. Instructions tol Proposers, General Instructions and Conditions. Special Instructions and Conditions. Bid/RFP Certification Forms. the Minimum Technical Specifications. Addendum. Exhibits. Agreement, Bonds, and Insurance Requirements. each of which has been carefully examined. (B) Proposer or Proposer's representative has made such investigation as is necessary to determine the character and extent of the work and their capability to perform the work. and (C) agrecs that if the Proposal is accepled by the City. Proposer will provide the necessary labor. materials. machinery, equipment. tools or apparatus. and perform all the work or services requiredto complete the assignment and/or contract within the time: specified according to ther requirements of the City as herein and hereinafter set forth. and (D) he/she is authorized to legally execute binding M Proposer declares that the only person. persons. company. or parties interested in this Proposal are contracts for: and on behalf of the Proposer. 2. Please check one: named in the Proposal. Proposer. or one or more of Proposer's officers. principals, or any ownerofmore than 5% in or of proposer. or members of their immediate families: (A) have al financial interesti in another company. project. or property that could benefit financially from this proposed project: and/or (B) another individual or business will be compensated by (or on behalf of proposer) ifl Proposer is selected by the City for the requested services. (Attach a detailed explanation for either.) 3. Bid Bond I the Proposal is accepted by the City. it will become a binding contract on both parties. Ifa Bid Bond or Cashier's Check/Certified Check is required. it shall be submitted with the Proposal. Ifthe undersigned shall fail to deliver or perform. or if applicable. execute a Contract as stated herein, then the City may. al its option. determine that the undersigned has abandoned the Award/Contract. and thereupon such Bid and/or Award shall be null and void. and any Cashier's Check/Certified Check or Bond accompanying this Bid: shall be forfeited to: and become the property of the City. and the full amount of said check. or ifa Bid Bond. the full amount of such bond, shall be paid to the City as partial liquidated damages; otherwise. any Bond or Cashier's Check/Certified Check accompanying this Bid shall be returned to the undersigned within 30 calendar days from the date of Award. ori if provisions for al Notice lo Vendor proposes and agrees to provide all materials. services or equipment required for the City of Callaway TYNDALL PARKWAY BEAUTIFICATION- PARKER MEDIANS BID NO.: CM2024-24. for the Total Sum(s) as follows (totals must match atached breakdown of costs, for each Number ofc days from date of the Notice tol Proceed that willl be required for the final completion of all work Proceed are included, from the date of the Notice to Proceed. 4. mLLKin eglhslw Dollars (s397,825 buwhin 5. as described herein. (Maximum 120 Calendar Days) 6. The City reserves the right to accept any or all prices itemized in any combination that best serves the interests of the City. The City further reserves the right to accept or reject any of the components of this Proposal. including alternates. Page Lof2 7. BIDDER HEREBY ACKNOWLEDGES RECEIPTOF THE FOLLOWING ADDENDUMS: 3 Name of Bidder: LAwsMaskrs RC Business structure: - Corporation. Partnership.0 )Individual. "goher: Sirgk.Mewpec uLC, Ifa Partnership: Name(s) of Partner(s): IfaCorporation: Incorporated in State of: Date of Incorporation: Business Address: 2636 N. LASNE Telephone Number: (852 6H0-392SFaxt) Submitted By:. TVIEL OLSO Ciy:FAWANA Cily State PL Zip. 31405 Affix Corporate Scal (rCorporation) (Print) TileMANaC Signature: Sup ATTEST: By: Secretary Print Name State of Florida County of Bas The foregoing instrument was acknowledged before me by means of Physical Presence or JOnline Notarization The foregoingi instrument was acknowledged before me this Bday of Son. 2025by. Iyec OISo whoi is personally known 1O me or who presented asi identification. and wholdid(did not) take LAURANICCOLES SHEPHERD MYCOMMSSONEHAE25SA EXPIRES:. June 6, 2028 an oath. Sauas Vheh Syphaal [Signature of Notary Public] [Printed. typed or stamped name of Notary Public) NOTE: BIDS MAY BE REJECTED, IFALLDOCUMENTS. ARE NOTCOMPLETEAND! EAECUTED, AND THE NUMBER OF COPIES FACHEDREQUESTED OF EACH ARE NOT SUBMITTED WITH THE BID. Page2of2 AGREEMENT FOR CONTRACTOR SERVICES TYNDALL PARKWAY BEAUTIFICATION- PARKER MEDIANS BID NO.: CM2024-24 This Agreement made as ofthis 28th day of, January 2025, by and between the City of Callaway, Florida - (the "CITY"), and Lawnmasters of] PC authorized to do business in the State of Florida (the CONTRACTOR). and whose address is 2638 N. East Avenue Panama City Florida 32404 Inc consideration ofthe mutual promises contained herein, the CITY and the CONTRACTOR agree Phone: (850)640-3925. as follows: ARTICLEI-SERVICES The CONTRACTORS responsibility under this Agreement is to furnish, deliver, and construct all materials, labor, and equipment and to perform all operations in accordance with the plans and specifications and as listed in the Bid Form for the TYNDALL PARKWAY BEAUTIFICATION- Services of the CONTRACTOR shall be under the general direction of the CITY MANAGER, who may designate a person to act as the CITY'S representative (hereinafter REPRESENTATIVE during the The CITY shall furnish to the CONTRACTOR upt toi four (4) sets oft the Contract Documents for execution oft the Work. Additional copies oft the Contract Documents are available at the cost ofreproduction. PARKER MEDIANS BID! NO.: CM2024-24. performance oft this Agreement. ARTICLEA-SCHEDULE The term of this contract shall commence upon written Notice to Proceed by the City, and all work will be completed within 120 days oft the Notice to Proceed. ARTICLES-PAIMENISTOCONTRACIOR A. The CITY shall pay to the CONTRACTOR for services satisfactorily performed $399,825, which includes all direct charges, indirect charges, and reimbursable expenses, if any. The The invoices received from the CONTRACTOR pursuant to this Agreement willl be reviewed and approved by the City Manager's office, indicating that services have been rendered in conformity with the Agreement, and then will be sent to the Finance Department for payment. The invoice must specify the work performed. Five( (5%)ofeach invoiced amount willl be withheld and retained In order for both parties herein to close their books and records, the CONTRACTOR will clearly state "final invoice" on the CONTRACTORS final/last billing to the CITY.This indicates that all services have been performed and all charges and costs have been invoiced to the CITY. Since this account will thereupon be closed, any and other further charges if not properly included on this CONTRACTOR will bill the CITY monthly. B. by the CITY until completion of the work to the satisfaction of the CITY. C. final invoice shall be waived by the CONTRACTOR. D. CONTRACTOR acknowledges that it has reviewed the scope ofwork and inspected the work site and does not anticipate having any CONTRACTOR requested change orders. ARTICLE 4- -TERMINATION This Agreement may be terminated by the CONTRACTOR on 60 days prior written notice to the CITY in the event ofsubstantial failure by the CITY to perform in accordance with thet terms hereofthrough: no fault of the CONTRACTOR. It may also be terminated by the CITY, with or without cause, immediately upon written notice to the CONTRACTOR. Unless the CONTRACTOR is in breach of this Agreement, the CONTRACTOR shall be paid for services rendered to the CITY'S satisfaction through the date of termination. After receipt of a termination notice and except as otherwise directed by the CITY the CONTRACTOR shall: A. Stop work on the date and to the extent specified. B. Terminate and settle all orders and subcontracts relating tot the performance ofthe terminated work. C. Transfer all work in process, completed work, and other material related to the terminated work to the CITY. D. Continue and complete all parts oft the work that have not been terminated. ARTICUES-PERSONNEL The CONTRACTOR represents thati it has or will secure ati its own expense all necessary personnel required to perform the services under this Agreement. Such personnel shall not be employees of or have any All of the services required herein under shall be performed by the CONTRACTOR or under its supervision, and all personnel engaged inj performing the services shall be fully qualified and, if required, The CONTRACTOR warrants that all services shall be performed by skilled and competent personnel to contractual relationship with the CITY. authorized or permitted under State and local law toj perform such services. the highest professional standards in the field. ARTICLE6-SUBCONTRACTING The CITY reserves the right to accept the use of a subcontractor or to reject the selection of a particular subcontractor and to inspect all facilities of any subcontractors in order to make a determination as to the capability of the subcontractor to perform properly under this Agreement. The CONTRACTOR is encouraged to seek minority and women business enterprises for participation in subcontracting Ifas subcontractor fails to perform or make progress, as required by this Agreement, and it is necessary to replace the subcontractor to complete the work in at timely fashion, the CONTRACTOR shall promptly do opportunities. sO, subject to acceptance oft the new subcontractor by the CITY. ARTICLE 7-] FEDERAL AND STATE TAX respect to this Agreement and the personnel it employs. The CONTRACTOR shall be responsible for payment ofi its own FICA and Social Security benefits with ARTICLE8- INSURANCE & BONDS A. The CONTRACTOR shall not commence work under this Agreement until it has obtained all insurance and bonds required under this paragraph and such insurance has been verified by the All insurance policies shall be issued by companies authorized to do business under thel laws ofthe The CONTRACTOR shall maintain, during the life ofthis Agreement, comprehensive automobile liability insurance in the amount of$1,000,000 and $2,000,000 combined single limit for property damage and bodily injury liability covering claims which may arise from the ownership, use, or maintenance of owned and non-owned automobiles, including rented automobiles, whether such operations be by the CONTRACTOR or by anyone directly or indirectly employed by the CONTRACTOR. CONTRACTOR shall purchase and maintain aj policy or policies of commercial general liability insurance satisfactory in all respects to CITY, and casualty and extended coverage insurance. All policies shall be occurrence form policies and shall name CITY as an additional insured, with the premium thereon fully paid by CONTRACTOR on or before their due date. The general liability insurance policy shall afford minimum protection of $1,000,000 and $2,000,000 Required insurance shall be documented in Certificates ofInsurance which provide that CITY shall be notified at least 30 days in advance of cancellation, non-renewal or adverse change. New Certificates of Insurance are to be provided to CITY at least 15 days prior to coverage renewals. Ifrequested by CITY, the CONTRACTOR shall furnish complete copies of its insurance policies, For commercial general liability coverage, CONTRACTOR shall, at the option of CITY, provide an indication of the amount of claims, payments, or reserves chargeable to the aggregate amount Receipt of certificates or other documentation of insurance or policies or copies of policies by CITY, or by any of its representatives, which indicate less coverage than required does not constitute a waiver of CONTRACTOR'S. obligation to fulfill thei insurance requirements herein. CONTRACTOR shall also purchase and maintain workers compensation insurance for all obligations imposed by law, with employer'sl liability limits ofat least thes statutory limit, or provide a notarized affidavit of exemption listing relevant statutes. CONTRACTOR shall also purchase CONTRACTORS maintenance of the insurance policies required hereunder shall not limit or In the event that a performance or payment bond is required due to the use of grant funds for the project, by the City Commission or as otherwise: required, the CONTRACTOR shall not commence work under this Agreement until it has obtained the required bonds and provided such bonds to the CITY. State of Florida. B. combined single limit coverage for bodily injury. City ofC Callaway, Florida is to be named as an additional insured entity. forms, and endorsements. ofliability coverage. any other coverage required by law. otherwise affect its liability hereunder. C. CITY. ARTICIFP-EXCISABLE DELAYS The CONTRACTOR shall not be considered in default by reason of any failure in performance ifs such failure arises out of causes reasonably beyond the CONTRACTOR'S control and without its fault or negligence. Such causes may include but are not limited to: acts of God; the City's omissive and commissive failures; natural or public health emergencies; labor disputes; freight embargoes; and severe weather conditions. Iffailure to perform is caused by thei failure ofthe CONTRACTOR'S: subcontractor(s) and is without the fault or negligence of them, the CONTRACTOR shall not be deemed to bei in default. Upon the CONTRACTOR'S request, the CITY shall consider the facts and extent ofa any failure to perform the work and, ift the CONTRACTOR'S failure to perform was without its fault or negligence as determined by the CITY, any affected provision of this Agreement shall be revised accordingly; subject to the CITY's rights to change, terminate, or stop any or all ofthe work at any time. ARTICLE 10-I LIQUIDATED DAMAGES Liquidated damages shall be paid to the CITY at the rate of $500 per day for all work awarded under the contract until the work has been satisfactorily completed as provided by the Contract Documents. Sundays Iti is agreed that the amount is the per-diem rate for damage incurred by reason of failure to complete the work. The said amount is hereby agreed upon as the reasonable costs which may be accrued by the CITY after the expiration of the time of completion. Iti is expressly understood and agreed that this amount is not to be considered in the nature of a penalty, but as liquidated damages which have accrued against the CONTRACTOR. The CITY shalll have thei right to deduct such damages from any amount due, or that may become due to the CONTRACTOR, or the amount of such damages shall be due and collectable from the and Legal Holidays shall be excluded in determining days in default. CONTRACTOR or Surety. ARTICLEII-ARREARS The CONTRACTOR shall not pledge the CITY'S credit or make it a guarantor of payment or surety for any contract, debt, obligation, judgment, lien, or any form ofindebtedness. ARTICLE 12-DISCLOSURE AND OWNERSHIP OF DOCUMENTS The CONTRACTOR shall deliver to the CITY for approval and acceptance, and before being eligible for final payment of any amount due, all documents and materials prepared by and for the CITY under this All written and oral information noti in the public domain or not previously known, and all information and data obtained, developed, or supplied by the CITY or at its expense will be kept confidential by the CONTRACTOR and will not be disclosed to any other party, directly or indirectly, without the CITY'S Such information and data shall be and will remain the CITY'S property and may be reproduced and reused All products generated by the CONTRACTOR for the CITY become the property of the CITY. The CITY may require submission of any electronic file version of reports, data, maps, or other submission of documentation produced for or as a result ofthis project in addition toj paper documents. Agreement. prior written consent. at the discretion of the CITY. The CITY and the CONTRACTOR shall comply with the provisions of the Florida Public Records Law. PUBLIC RECORDS LAW. CONTRACTOR acknowledges that it is familiar with the provisions of the CONTRACTOR agrees to comply with Chapter 119, Florida Statutes, and specifically per Florida Statute 119.0701, CONTRACTOR agrees to keep and maintain public records that would be required by the City of Callaway in order to perform the services provided for in this Agreement; CONTRACTOR agrees to provide public access to any required public records in the same manner as a public agency; CONTRACTOR agrees toj protect exempt or confidential records from disclosure; CONTRACTOR agrees to meet public records retention requirement; and CONTRACTOR agrees that at the end of term oft this Agreement, to transfer all public records to the City of Callaway and destroy any duplicate exempt or Public Records Law of the State of] Florida. confidential public records. All products generated by the CONTRACTOR for the CITY become the property oft the CITY. The CITY may require submission of any electronic file version of reports, data, maps, or other submission of documentation produced for or as ai result oft this Bid/Proposal in addition toj paper documents. Further, in accordance with the Public Records Laws oft the State of Florida, Section 119.0701,(2013), the Contractor must: A. B. C. Keep and maintain public records that ordinarily and necessarily would be required by the public Provide the public with access to public records on the same terms and conditions that the public agency would provide the records and at a cost that does not exceed the cost provided in this chapter Ensure that public records that are exempt or confidential and exempt from public records are not D. Meet all requirements for retaining public records and transfer, at no cost, to the public agency all public records in possession of the contractor upon termination of the contract and destroy any duplicate public records that are exempt or confidential and exempt from public record disclosure requirements. All records stored electronically must be provided to the public agency in a format that is compatible with the information technology systems oft the public agency. Ifa contractor does not comply with a public records request, the public agency shall enforce the All covenants, agreements, representations, and warranties made herein, or otherwise made in writing by any party pursuant hereto shall survive the execution and delivery ofthis Agreement and the consummation Ifthe CONTRACTOR has questions regarding the application of Chapter 119, Florida Statutes, to the CONTRACTORS duty to provide public records relating to this contract, contact the custodian of public records, Ashley Robyck, City Clerk, at 850-215-6694, by email atarobyck@cityofcallaway.com, agency in order to perform the service. or as otherwise provided by law. disclosed except as authorized by law. E. contract provision in accordance with the contract. oft the transactions contemplated hereby. or via mail, at 6601 E. Hwy. 22, Callaway, FL 32404. ARTICLE 13-I INDEPENDENT CONTRACTOR RELATIONSHIP The CONTRACTOR is, and shall be, in the performance of all work services and activities under this Agreement, an independent contractor, and not an employee, agent, or servant oft the CITY. All persons engaged in any of the work or services performed pursuant to this Agreement shall at all times, and in all places, be subject to the CONTRACTOR'S: sole direction, supervision, and control. The CONTRACTOR shall exercise control over the means and manner in which it and its employees perform the work, and in all respects the CONTRACTOR'S relationship and the relationship ofi its employees to the CITY shall be The CONTRACTOR does not have the power or authority to bind the CITY in any promise, agreement or The CONTRACTOR shall hold the CITY, its officers, agents, and employees harmless and free from any loss, damage or expense arising out of any occurrence relating to this Agreement or its performance and shall indemnify the CITY, its officers, agents, and employees, customers, and successors against any damage or claim of any type arising from the negligent or intentional acts or omission of the that ofa an independent contractor and not as employees or agents of the CITY. representation. CONTRACTOR. ARTICLE1 14-C CONTRACT. ASSIGNMENT The CONTRACTOR shall not sublet, sell, transfer, assign or otherwise dispose ofthe CONTRACT ora any portion thereof, or of his right, title, or interest therein, without written consent of the CITY. The CONTRACTOR shall complete the work contemplated by the terms and conditions of this Agreement in an amount equivalent to at least 50 percent (50%) oft the dollar value of work to be performed under this Contract utilizing its own business or corporate entity, sO that no single labor, material man, or subcontractor shall be permitted to perform more than 50% of the work contemplated by this Contract. ARICLEIS-AMEADMENT None of the provisions, terms, and conditions contained in this Agreement may be added to, modified, superseded, or otherwise altered, except by a written instrument executed by the parties hereto. ARTICLE 16- ENFORCEMENT COSTS Ifany legal action or other proceeding is brought for the enforcement oft this Agreement, or because of an alleged dispute, breach, default, or misrepresentation in connection with any provision, the successful or prevailing party or parties shall be entitledt to recover reasonable attorney'si fees, court costsa and all expenses even if not taxable as court costs (including, without limitation, all such fees, costs and expenses incident to appeals), incurred in that action or proceeding, in addition to any other relief to which such party or parties may be entitled. ARTICLE 17-AUTHORITYTO PRACTICE The CONTRACTOR hereby represents and warrants that it has and will continue to maintain all licenses and approvals required to conduct its business, and that it will at all times conduct its business activities in ar reputable manner. ARTICLE 18-SEVERABILITY Ifany term or provision on this Agreement, or the application thereoft to any person or circumstances shall, toa any extent, be held invalid or unenforceable, the remainder ofthis Agreement, or the application ofs such terms or provisions to persons or circumstances other than those as to which it is held invalid or unenforceable, shall not! be affected, and every other term and provision ofthis Agreement shall be deemed valid and enforceable to the extent permitted by law. ARTICLE 19-CITY'S REPRESENTATIVE AND AUTHORITY Thej person designated by the CITY MANAGER shall serve as the CITY'S REPRESENTATIVE and shall decide questions that may arise as to the quality and acceptability of materials furnished and work performed and shall interpret thei intent oft the Contract Documents with reasonable promptness. The REPRESENTATIVE will not be responsible for the construction means, controls, techniques, The REPRESENTATIVE may assign Project Inspector(s) who shall serve to assist the REPRESENTATIVE in determining if the work performed and the materials used meet the Contract requirements. The Project Inspector shall be authorized to issue Field Orders. The Project Inspector shall be authorized to stop all or any portion of the work ifi in his opinion the work is not proceeding according sequences, procedures, or construction safety. tot the requirements oft the plans and specifications. ARTICLE 20- - MODIFICATION The CITY reserves the right to make changes in the work, including alterations, reductions therein or additions thereto. Upon receipt by the CONTRACTOR of the CITY'S notification of a contemplated change, the CONTRACTOR shall()ifrequested by CITY, provide an estimate for thei increase or decrease in cost due to the contemplated change, (2) notify the CITY ofany estimated change in the completion date, and (3)advise the CITY in writing ift the contemplated change shall affect the CONTRACTOR'S: ability to If the CITY sO instructs in writing, the CONTRACTOR shall suspend work on that portion of the work affected by a contemplated change, pending the CITY'S decision toj proceed with the change. Ifthe CITY elects to make the change, the CITY shall issue a contract amendment or change order and the CONTRACTOR shall not commence work on any such change until such written amendment or change meet the completion dates or schedules of this Agreement. order has been issued and signed by each of the parties. ARTICLEII-CONTRACTDOCUMENTS The other documents which comprise the entire Agreement are attached hereto, made a part hereof and consist oft the following: A. Advertisement for Bids, B. C. E. Special Instructions and Conditions, General Instructions and Conditions, D. Minimum Technical Specifications, Bid Forms Bid Certification Form Drug-Free Workplace Certification Public Entity Crimes Statement, Anti-Collusion Clause Form Sales Tax Exemption. Agreement G. Addendums (ifany), H. I. Performance & Payments Bonds (ifrequired), Change Orders (ifany). Ini the event of a conflict between the terms of the above documents and the terms oft this Agreement, the There are no contract documents other than those listed above and there are no promises or understandings terms of this Agreement shall prevail. other than those stated herein. ARTICLEIZ-VENUE All applicable laws, regulations and ordinances ofthe State ofFlorida, Bay County and the City yofCallaway will apply to consideration and award of any Bid/Proposal and the performance of the bidder/proposal pursuant thereto and shall be governed by the laws of the State of Florida both as to intention and performance. The venue for any action arising from the award or subsequent performance shall lie exclusively in the Circuit Courto ofBay County, Florida, or the United States District Court for the Northern District of Florida, as applicable. ARTICLEZS-NOTICE to the CITY shall be mailed to: City of Callaway 6601 East Hwy. 22 Callaway, Florida 32404 Attention: Ashley Robyck, City Clerk Phone: (850)215-6694 Fax: (850)871-2224 Email: oyegetoicaliwayon All notices required in this Agreement shall be sent by certified mail, return receipt requested, and ifs sent With a copy to: Kevin D. Obos, Esq. City Attorney Hand Arendall Harrison Sale P.O. Drawer 1579 Panama City, FL 32402 Phone: (850)7 769-3434 Fax: (850)769-6121 Contractor: Attn: Address: Phone: E-Mail: and ifs sent to the CONTRACTOR shall be mailed to: Either party may change its address noted above by giving written notice to the other party in accordance with the requirements of the Section. This Agreement is entered into as oft the day and year first written above and is executed in at least two original copies of which one is to be delivered to the CONTRACTOR, and one to the CITY CLERK for filingi in the official records. CITY CLERK Attest: CITY OF CALLAWAY, FLORIDA By: Ashley Robyck, City Clerk Keith E. Cook, City Manager Contractor Witnesses: (2REQUIRED) Witness: Contractor: Name Signature Business Name By: Signature Print Name and Title Approved as to Form for the reliance of the City of Callaway only: Kevin D. Obos, City Attorney