REGULAR MEETING APALACHICOLA CITY COMMISSION TUESDAY, APRIL 8, 2025 - 6:00PM FORMER APALACHICOLA MUNICIPAL LIBRARY 74 6TH STREET, APALACHICOLA, FLORIDA 32320 AGENDA You are welcome to comment on any matter under consideration by the Apalachicola City Commission when recognized to do SO by the Mayor. Once recognized please rise to the podium, state your name for the record and adhere to the five-minute time limit for public comment. Comments may also be sent by email to the City Manager or to Commissioners. I. Call to Order Invocation Pledge of Allegiance II. Agenda Adoption II. Public Hearing: Cemetery Ordinance 2025-01 IV. Public Comment V. New Business 1. Easement Extension Request - 400 Kevin Road 2. Planning & Zoning Workshop Request - Stormwater Best Management Practices 3. Planning & Zoning Workshop Request = Event Space Definition VI. Unfinished Business 1. Parks & Recreation Committee Presentation & Requests - Riverfront Park 2. 1st Reading - Tree Ordinance 2025-02 3. Award Recommendation - Avenue D Pedestrian Safety/Parking Project 4. Award Recommendation - Community Center As-Builts & Schematic Design 5. 2nd Reading- Cemetery Ordinance 2025-01 VII. Mayor and Commissioner Comments VIII. City Manager Communications IX. Finance Director Communications X. Attorney Communications XI. Consent Agenda - 10.8.2024 CC Regular meeting Minutes; 1.7.2025 CC Regular Meeting Minutes 2.10.2025 P&Z Meeting Minutes XII. Department Reports - Included in Agenda Packet Adjournment Any person who desires to appeal any decision at this meeting will need a record of the proceeding and for this purpose, may need to ensure that a verbatim record of the proceeding is made which includes testimony and evidence upon which the appeal is based. Persons with disabilities needing assistance to participate in any of these proceedings should contact the City Clerk's Office 48 hours in advance of the meeting. ORDINANCE NO: 2025-01 AN ORDINANCE OF THE CITY OF APALACHICOLA, FLORIDA, PROVIDING FOR THE REGULATION OF ACTIVITY IN CITY OWNED CEMETERIES, AMENDMENT OF THE APALACHICOLA CODE OF ORDINANCES PART II, CHAPTER 12 - CEMETERIES TO ADD SECTIONS 12-6 TROUGH 12-17; PROVIDING FOR SEVERABILITY AND ESTABLISHING AN EFFECTIVE DATE. WHEREAS, Article VII, Section 2 oft the Florida Constitution provides that municipalities shall have governmental, corporate and proprietary powers to enable municipalities to conduct municipal government, perform municipal functions and render municipal services; and WHEREAS, Chapter 166, Florida Statutes, the "Municipal Home Rule Powers Act," implements the applicable provisions ofthe Florida Constitution and authorizes municipalities to exercise any power for municipal purposes, except when expressly prohibited by law and to enact ordinances in furtherance thereof; WHEREAS, the purpose of this Ordinance is to add language designed to clarify and enhance the City of Apalachicola's Code regulating activities in City Cemeteries; NOW THEREFORE, BE IT ORDAINED BY THE COMMISSION OF THE CITY OF APALACHICOLA, FLORIDA: Section 1. AMENDMENT OF PART II, CHAPTER 12 = CEMETERIES TO ADD SECTIONS 12-6 THROUGH 12-: Sec. 12-6 - Approved Activities Permissible activities include, but are not limited to, holiday and memorial services, monument unveiling ceremonies, educational, historical or cultural awareness tours, public recognition ceremonies, religious events, family or church gatherings, photography or nature appreciation, conservation, beautification or cemetery improvement activities. Sec. 12-7 - Restricted Activities The Municipal-owned cemeteries of City of Apalachicola are not for sensational purposes. 1. Any tours or events marketed as haunted, paranormal, or involving ghosts, spiritualists or mediums are strictly prohibited from the municipal cemeteries! 1 NOTE: Struckthrough language is language proposed to be deleted, Underlined language is amended language, sections that have been skipped ori remain unchanged are shown as *** a. Activities that disrupt or impede the ability of stakeholders to peacefully visit tombs, lots, or other property for the purposes of maintenance or mourning are prohibited. b. Weddings, VoW renewals, or other nuptial ceremonies shall be allowed subject to the rules and regulations set forth and with approval of the City Manager. The application shall be made least seven (7) days prior to the event and be subject to a special event fee. C. Athletic events, treasure hunting, scavenger hunting, loud gatherings and other activities or events determined to be offensive, sacrilegious, disrespectful or disruptive to the dignity and character oft the cemetery are prohibited. Sec. 12-8 - Types of Cemetery Tours Cemetery tours may be conducted by walking or other means of non-vehicle based transportation. Nothing shall preclude use ofa wheelchair or other medically necessary mobility device. Tours may be conducted between the hours of 8:00am and 6:00pm, seven days a week. Sec. 12-9 - After-Hour Events/Activities Permission for after-hour activities may be requested for the hours of 6:00 AM - 8:00 AM and 6:00 PM - 8:00 PM. No after-hour activities shall be permitted between the hours of 8:00 PM and 6:00 AM. Permission for after-hour activities must be requested at least seven (7) days in advance. Sec. 12-10 - Cemetery Tour and Special Event Fees All commercial tours, organized groups, and special events in the municipal cemeteries, including those during normal business hours, will be required to pay a fee established by City of Apalachicola. The fee shall be set forth by the City Commission on an annual basis, in accordance with the current policy setting forth fees and charges. Commercial Tour operators would be required to provide the City Manager with a copy of commercial insurance policy prior to conducting tours. The commercial insurance policy shall show the City as an additional insured. Sec. 12.11 - Tour and Activity Conflicts Interment services shall have priority over tours, special activities, and events in all cemeteries. Tours may be prohibited from areas with open graves or funeral services, and groups may be asked to move or leave an area where interment services are scheduled. The City Manager, or his or her designated representative, has the discretion to exclude tours or groups from any portion of any cemetery. The tour guide must prevent guests from intruding upon any private service. Any tours or tour vehicles in close proximity to a funeral service should leave at once. Sec. 12.12 - Cemetery Tour Guides All cemetery tours must have a tour guide who is responsible for the tour party. Tour guides must be familiar with and agree to abide by the rules and regulations and any other applicable laws, ordinances, or rules. Sec. 12-13 - Cemetery Tour Guide Responsibilities Tour guides are responsible for ensuring all employees and patrons abide by any applicable laws or ordinances and the cemetery rules and regulations as set forth herein. Sec. 12-14. - Alcohol Alcohol of any type is strictly prohibited from cemetery grounds. Person(s) caught with alcohol and/or intoxicated persons will be asked to leave the cemetery. Guides, organizers. or agency representatives condoning such behavior on cemetery property may be subject to a suspension of services on cemetery grounds. Sec. 12-15- Waste Disposal Each tour or activity must provide its own means of waste disposal. No garbage is to be left on cemetery property. Cigarette butts are undesirable waste and are not to be littered or left on cemetery property. Sec. 12.16 - Damage Reporting The tour guide or group organizer shall immediately report any damage to trees, shrubbery, turf, coping, lot markers, roadways, or structures caused by a vehicle or guests of the tour/activity to the City Manager. The tour company or group organizer will be responsible for compensating the City for any damages caused to City property. Sec. 12.17 - Violations Any individual or organization that habitually violates the Rules and Regulations of Municipal Cemeteries will be prohibited from holding future tours or events in the cemetery. Section 2. Severability. Ifany portion ofthis Ordinance is declared invalid, the valid remainder hereof shall remain in full force and effect. Section 3. Effective Date: This Ordinance shall become effective upon adoption. First Reading on Second Reading and Adoption on ATTEST: City Commission ofthe City of Apalachicola, Florida By: By: Sheneidra Cummings, City Clerk Brenda Ash, Mayor APALACHICOLA CITY COMMISSION REQUEST FOR BOARD ACTION Meeting Date: 4/8/2025 SUBJECT: Easement Extension Request = 400 Kevin Road AGENDA INFORMATION: Agenda Location: New Business Item Number: 1 Department: Admin Contact: Bree Robinson/Dan Hartman Presenter: Noble Davidson BRIEF SUMMARY: See cover letter and attachments request for extension of current easement on City Parcel - 02-095-08W-0000-0890-0020. RECOMMENDED MOTION AND REQUESTED ACTIONS: To approve the extension of the easement as presented, contingent upon the City Attorney drafting an easement agreement for review. FUNDING SOURCE: N/A ATTACHMENTS: Cover Letter. + Attachments STAFF'S COMMENTS AND RECOMMENDATIONS: N/A March 24, 2025 Bree Robinson = Interim City Manager 192 Coach Wagoner Blvd Apalachicola, FL 32320 Ms. Bree Robinson, I am writing to convey a request fori the City of Apalachicola to consider a new non-exclusive easement for ingress, egress and utilities be placed on City of Apalachicola owned Franklin County, FL parcel no. 02-09S- 08W-000-0890-0020 adjacent to and effectively extending existing easement recorded as ORB 760 Page 570. The request for this easement is to allow access to 400 Kevin Rd. Apalachicola, FL 32320 (Franklin County FL Parcel no. 020508V.00008100A0 owned by the requestor) via Kevin Road, and effectively eliminate the need for a subsequent easement across the property of 2 Dunaway Ln. Apalachicola, FL 32320 (Franklin County FL Parcel no. 02-095-08W-0000-0810-0000, owned by Stacy Gunter). The requested easement would encompass a pre-existing driveway already in use by local homeowners and utility companies that was developed by previous property owners of all aforementioned properties. It is proposed that the terms associated with the existing ORB 760 Page 570 easement be extended to the new easement for conditions such as uses, maintenance and repair, etc. Upon provisional approval from the City of Apalachicola, the requestor will contract and cover associated expenses including survey and legal services to execute the recording of the proposed easement. Thank you for your consideration, Noble Davidson 757-333-1578 obeDavicsonegmalcom 194 11th St. Apalachicola FL REFERENCE LIST: 1. Marked up survey indicating size and location of proposed new easement 2. Marked up satellite GIS image indicating size and location of proposed new easement, as well as image of pre-existing driveway 3. Copy of existing ORB 760 Page 570 Easement de p 3 : 05 E JILEN i 83 I - a * B - S 1 a a f 5 8 21 ga € ny E de a a F 66 e 28 9 GYow VM; GVoW. AN o 30M .99 d& d 5 Crriss (ang 5 E BON 5 & - D0 T N 2 € 3 M d9 a $ 6 - C f Dr o 2 & E 2 & N - & 8 NORT 8 (M S0n3S 3468 0 a a I N A 2 S02370E E8 22 a 5 S07570E 88 E 25 10 $ AF BBASSCP PT a N000502" m1ss15) M.0r55. * ove 706 ce(e)- 3 Za 2 6 Ra 3 -. I Ra / 1 A à R 7 dy M. S 2 P 658E 5 t I - A 2 * - $ IE 5 4 d E5 BE 3 gr 45 I E BI * B - - 3E C M - Ra . E'W2RISA s 146.53 S2 EI 28 9 4 a lel Ou - I A8 IgI Z S 1 : Q. 2 D EASEVE gl I ACCrsS - 0 a 6i o 0 2 E - - - : 3 - of Hate I : L d 4 / I E & , e 3 E - M a es: 3 P I d 012 rae 84p a de - S, ! a $ 0r242r 3627e) le E 55 - a 8 : 3 25 3 à 1 B 5 3 xg 1 B Eglil 3 88 N a a 1 e do Ey h de 1 E 85 E # a e s3 S * 3 il e E LAII A I 9 8 e o 5 R B. * a. - a @ a * 8 A de 2 Reference #3 Prepared by and return to:: Bryan' W. Duke, Esq. The St. Joe Company 3800 Esplanade Way, Suite 500 Tallahassee, Florida 32311 Inst:0200308175 Date:10/20/2003 Tiae:10:52 Dof/Stagp-Deedat. 0.70 saones a Kendall Wade,FRANKLIN County B:760 P:570 GRANT OF NONEXCLUSIVE EASEMENT THIS INDENTURE made and entered into on this 10 day of OCTOBER 2003, by and between ST. JOE TIMBERLAND COMPANY OF DELAWARE, L.L.C., a Delaware limited liability company, 245 Riverside Avenue, Suite 500, Jacksonville, Florida 32202, "Grantor", and PHIL A. AND SHIRLEY DUNAWAY, whose mailing address is P.O. Box 747, Apalachicold, Florida 32329, "Grantee." WHEREAS, Grantor is seized in fee simple and in possession of that certain real property located in Franklin County, Florida and more particularly described in Exhibit "A" attached hereto ("Easement Parcel"); and WHEREAS, Grantee is seized in fee simple and in possession of that certain real properly located in Franklin County, Florida and more particularly described in Exhibit "B" attached hereto ("Grantee's Properly"); and WHEREAS, Grantor has agreed, in consideration of the sum of Ten and no/100 Dollars ($10.00) and other good and valuable considerations to Grantor in hand paid, to convey to Grantee and all other persons claiming by, through or under Grantee, or his heirs, assigns and legal representatives by virtue of any deed or conveyance describing such properly, a perpetual, nonexclusive easement over and across the Easement Parcel for (i) vehicular and pedestrian ingress and egress; and (i) construction, operation and maintenance of roadway and utilityi improvements. NOW, THIS INDENTURE, WITNESSETH: For the aforementioned consideration and other good and valuable considerations, receipt of which is hereby acknowledged, Grantor grants unto Grantee, - as well as Grantee's heirs and assigns, successors in title, a perpetual, nonexclusive easement over and across the Easement Parcel for () vehicular and pedestrian ingress and egress; and (i) construction, operation and maintenance of roadway improvements and utility lines and facilities, including water, sanitary sewer, stormwater drainage, electrical power, natural gas, telephone, cable television, irrigation systems, fiber optic and digital and data facilities, to serve Grantee's properly. ITIS FURTHER AGREED that Grantee may construct or grade, at his own expense, in compliance with applicable legal requirements, appropriate road surfaces as may Inst:0200308175 Date:10/20/2003 Time:10:52 Doc Staap-Deed : 0,70 DC,Kendall Wade,FRANKLIN County B:760 P:571 be necessary for the use and enjoyment of the Easement Parcel for the purposes provided herein. Grantee will at all times maintain in good repair, and manage and operate, and replace as often as necessary, all road surfaces now or hereafter located within the Easement parcel, in compliance with applicable legal requirements. Except as otherwise expressly provided in this instrument, Grantor shall have no obligation to Grantee for clearing, grading, maintaining or repairing the Easement Parcel. ITI IS FURTHER AGREED that nothing contained in this indenture shall be deemed to constitute a dedication of the Easement Parcel, or any portion or portions thereof, to any governmental body or agency or to the general public, or construed to create any rights in and for the benefit of any persons other than the Grantee, it being the intention that this Indenture shall be strictly limited to and for the purposes herein expressed. IT IS FURTHER AGREED that Grantee shall be responsible for all governmental approvals and permits necessary to utilize the Easement Parcel and Grantor makes no representations or warranties that it may be utilized for Grantee's intended purpose, it being understood and agreed that Grantor is granting this Easement "as is, where is". IT IS FURTHER AGREED that Grantee indemnifies and agrees to hold harmless Grantor from and against any claim, loss, cost, damages or expense, asserted against, or incurred by Grantor, its successors and assigns, as the owner of the Easement Parcel, arising out of ori in connection with the Easement Parcel or the use thereof by Grantee. IT IS FURTHER AGREED that Grantor shall retain and reserve a perpetual right to relocate the Easement parcel at its sole discretion if Grantor deems it appropriate or necessary. In the event, the Easement Parcel is relocated Grantor shall provide Grantee with an equivalent replacement Easement Parcel and shall be responsible for all costs of said relocation. IT IS FURTHER AGREED that Grantee may assign its right in this indenture to any third party purchaser of all or a portion of Grantee's Properly, it being understood that this Indenture shall run with title to Grantee's Property. IN WITNESS WHEREOF, Grantor has set its hand and seal on the day and year first above written. Signed, sealed and delivered ST. JOE TIMBERLAND COMPANY OF in our presence as witnesses: DELAWARE, L.L.C., a Delaware limited liability company mana2 Callittt Printed Narhe, M. A.7/ AFF COULTTE Printed Name: ougles - Dane Its: Printed Name: Bryew DUKE th Prasdast Inst:0200308175 Date:10/20/2003 Tine:10:52 Doc Staap-Deed : 0.70 STATE OF FLORIDA DC,Kendall Wade,FRANKLIN County B:760 P:572 COUNTY OF The foregoing instrument was acknowledged before me this 76 day of OCTOBER 2003, by DouGS J. DANE the VcE PReSIDRT of ST. JOE TIMBERLAND COMPANY OF DELAWARE, L.L.C., a Delaware limited liability company, on behalf of the Company. He/She is personally known to me or has produced as identification and who did/did nof take an oath. IN WITNESS WHEREOF, I have hereunto set my hand and seal this 7e day of CenBeR 2003. mav T Cllah NOTARY PUBLIC / Printed Name: 4 TAFE COLLEITE My Commission Expires: MATAFFCOLLETE MYC COMMSSIONEDDOIESI EXPIRES: Apil9,2005 BondedT ThuN NolaryP PublcU Underwiters EXHIBIT "A" Commence at the SE comer of Section 2, Township 9 South, Range 8 West, Franklin County, Florida; thence run West 892.5 feet, more or less, to the West line of county road; thence run North' along the West line of said county road for 660 feet for a POINT OF BEGINNING; ihence run East 66 feet to the East line of county road; thence run North 66 feet; thence run West 833.72 feet; thence run South 190 feet to the property described in Official Records Book 576, Page 671; thence run East 190 feet; thence run North 124 feet; thence run East 577.72 feet to the POINT OF BEGINNING. EXHIBIT B Commence at an old lighfwood posi and St. Joe Paper Company monument marking the Southwest corner of the Southeast Quarter of the Southwest Quarter of Section 2, Township 9 South, Range 8 West, Franklin County, Florida and thence run South 89 degrees 20 minutes 37 seconds East along the South boundary of said Section 2, a distance of 2488.05 feet, thence run North 01 degrees 18 minutes 48 seconds West 192.06 feet, thence run South 89 degrees 37 minutes 20 seconds East 60.00 feet to a St. Joe Paper Company monument for the POINT OF BEGINNING. From said POINT OF BEGINNING, thence run North 01 degrees 18 minutes 48 seconds West 332.94 feet to a concrete monument, thence run North 89 degrees 20 minutes 43 seconds West 840.86 feet to a concrete monument, thence run North 01 degrees 24 minutes 27 seconds West 169.41 feet, thence run North 89 degrees 36 minutes 44 seconds East 1489.41 feet, thence run South 00 degrees 23 minutes 16 seconds East 60.00 feet, thence run South 89 degrees 36 minutes 44 seconds West 216.00 feet to a St. Joe Paper Company monument, thence run South 00 degrees 43 minutes 49 seconds East 450.02 feet to a St. Joe Paper Company monument, thence run South 88 degrees 35 minutes 48 seconds West 427.05 feet to the POINT OF BEGINNING containing 8.78 acres, more cr less. APALACHICOLA CITY COMMISSION REQUEST FOR BOARD ACTION Meeting Date: 4/8/2025 SUBJECT: P&Z Request to Workshop - Stormwater Best Management Practice Incentives AGENDA INFORMATION: Agenda Location: New Business Item Number: 2 Department: Planning & Zoning Contact: Bree Robinson Presenter: Bree Robinson BRIEF SUMMARY: At the February P&Z meeting, the P&Z Board requested that the City Planner ask the City Commission to direct the P&Z Board to workshop potential LDC changes to incentivize the use of SBMPS. Ex: Lot coverage is currently capped at 40%. Could homeowners be allowed an additional amount of lot coverage if they install a SBMP to treat the runoff? RECOMMENDED MOTION AND REQUESTED ACTIONS: Motion to direct the Planning & Zoning Board to workshop SBMPS and possible incentives. FUNDING SOURCE: N/A ATTACHMENTS: N/A STAFF'S COMMENTS AND RECOMMENDATIONS: N/A APALACHICOLA CITY COMMISSION REQUEST FOR BOARD ACTION Meeting Date: 4/8/2025 SUBJECT: P&Z Request to Workshop - Event Space Definition AGENDA INFORMATION: Agenda Location: New Business Item Number: 3 Department: Planning & Zoning Contact: Bree Robinson Presenter: Bree Robinson BRIEF SUMMARY: At the March P&Z meeting, the P&Z Board requested that the City Planner ask the City Commission to direct the P&Z Board to workshop a potential definition for "event space". RECOMMENDED MOTION AND REQUESTED ACTIONS: Motion to direct the Planning & Zoning Board to workshop a potential definition for "event space". FUNDING SOURCE: N/A ATTACHMENTS: N/A STAFF'S COMMENTS AND RECOMMENDATIONS: N/A APALACHICOLA CITY COMMISSION REQUEST FOR BOARD ACTION Meeting Date: 4/8/2025 SUBJECT: Parks & Recreation Committee Presentation & Requests = Riverfront Park AGENDA INFORMATION: Agenda Location: Unfinished Business Item Number: 1 Department: Parks & Rec Contact: Torben Madson Presenter: Torben Madson BRIEF SUMMARY: Please see attached letter - the Parks & Recreation Committee is requesting that the City Commission review their recommendations and consider approving the temporary solution for the fountain. They are also requesting that the City replace the floating dock. RECOMMENDED MOTION AND REQUESTED ACTIONS: Requested motion to approve the Parks & Recreation Committee recommendation for the fountain as a temporary fix for the park and that options be explored for a more permanent and hurricane-resistant structure. Requesting motion to replace the floating dock. FUNDING SOURCE: ATTACHMENTS: Letter, Photos STAFF'S COMMENTS AND RECOMMENDATIONS: N/A - THE PEO LAW FIRM, LLC P.O. Box 865 Apalachicola, FL 32329 & Phone: (850) 653-1600 Fax: (850) 653-1602 * www.PEOLawyersnet March 25, 2025 Honorable Mayor Brenda Ash /City Commission City of Apalachicola 192 Coach Wagoner Blvd. Apalachicola FL 32320 BRobinson@cityof apalchicola.com VIA EMAIL RE: Riverfront Park Dear Mayor Ash and Commissioners, As you are aware, the Parks and Recreation Committee has been actively engaged in addressing several issues at the city's most visible Park, Riverfront Park. In that regard, two issues are of particular concern. The first issue is the non- functioning fountain in the middle of the park. The second issue is a safety and access issue that has been created by the removal of the floating dock from the park. Both issues are the result of Hurricane Michael's impact. The first issue is that the decorative fountain in the park is no longer operational. In addition, the mechanical and electrical controls have been destroyed by water infiltration and now create a safety hazard. The fountain itself is also a safety hazard as you can see from photographs that I have attached for your review. Those photographs show water accumulating in the bottom of the fountain making the basin an algae-filled, mosquito larvae paradise. The Parks and Recreation Committee recently held a forum for citizens to offer their opinions about the fountain. One couple has appeared and has offered to provide private funding to assist in repairing the fountain. However, it is unclear if that funding will include long-term maintenance of the fountain. The majority of the citizens who spoke at the forum supported removing the fountain or coming up with an alternative use for the fountain. Several options have been provided, some more practical than others. I have summarized several 1- oft the options that were discussed at her forum and subsequently in the Parks and Recreation Committee monthly meeting. Some of those options are: 1. Remove the fountain and make the area a green space. 2. Replace the fountain with raised beds. 3. Dig out the fountain and plant a large tree, such as a Live Oak. 4. Cap the fountain and use that area as a stage. 5. Install a sculpture of some type. Options presented for a sculpture include: a. A large A for Apalachicola; b. A kinetic structure that has movement as part of the art; C. A sculpture of a large oyster, d. Oyster shells combined to make a sculpture: e. Blocks of letters spelling out the name Apalachicola; f. An exhibit of relics of the community. 6. Install an Archway going into the park with the name of the city of Apalachicola on it. At our last meeting, the Parks and Recreation committee determined that the most viable and least expensive option is to turn the fountain into a bed for low- lying plants such as flowers. The internal space in the fountain should be drilled out to allow for water drainage and filled in with soil and low-lying plants. This would include removing the mechanical box from the park. In addition, the fountain should be examined to see if the tiles can be replaced with some type of painted artwork around the base while also allowing for sitting on the edges. Again, this is a temporary and relatively inexpensive fix as the city looks at more permanent options. The committee also recommends adding up to 5 more trees around the area of the fountain creating a comfortable shaded area for park visitors. The second issue is one of safety caused by the loss of the floating dock. For your perusal, I have attached a copy of a photo of a man who was trying to use the ladder on the dock after he pulled in from his sailboat anchored offshore. As you can tell, this is a true safety hazard for anyone trying to access the city from the water. Previously we had a floating dock that allowed individuals to pull their boats up to get supplies and fuel or just to enjoy our town after a day on the water. That option is no longer available for smaller boats. Accordingly, we recommend that an option be found to allow individuals to access Apalachicola from the riverfront as well as to create an additional safety option for anyone who may jump off or fall off from the dock. -2- Today we ask that the city review and consider approving our recommendations for the fountain as a temporary fix for the park and that options be explored for a more permanent and hurricane-resistant structure. In addition, we ask that the city replace the floating dock for the reasons noted above. Sincerely, YRR Torben S. Madson, III, Esq. The PEO Law Firm, LLC Attachments CC: Parks and Recreation Committee -3- a - - APALACHICOLA CITY COMMISSION REQUEST FOR BOARD ACTION Meeting Date: 4/8/2025 SUBJECT: 1st Reading - Tree Ordinance 2025-02 AGENDA INFORMATION: Agenda Location: Unfinished Business Item Number: 2 Department: Admin Contact: Scott Davis, Tree Committee Chair Presenter: Dan Hartman BRIEF SUMMARY: The Tree Ordinance has undergone revisions these revisions are attached. RECOMMENDED MOTION AND REQUESTED ACTIONS: Motion to approve the first reading of Ordinance 2025-02 and proceed with the adoption process. FUNDING SOURCE: N/A ATTACHMENTS: Tree Ordinance 2025-02 STAFF'S COMMENTS AND RECOMMENDATIONS: N/A ORDINANCE NO: 2025-02 AN ORDINANCE OF THE CITY OF APALACHICOLA, FLORIDA, PROVIDING FOR THE AMENDMENT OF PART II, SUBPART B, CHAPTER 105, ARTICLE II, TREE PROTECTION, SECTIONS 105-21 THROUGH 105-30; CHAPTER 109, ARTICLE II, SITE PLAN REVIEW REGULATIONS SECTIONS 109-46 THROUGH 109-51. AND CREATING CHAPTER 111, ARTICLE I, SITE PLAN REVIEW REGULATIONS SECTION(S) 111-10 THROUGH 111-15; PROVIDING FOR PURPOSE; PROVIDING FOR SEVERABILITY AND ESTABLISHING AN EFFECTIVE DATE. FINDINGS: WHEREAS, the City of Apalachicola is al Florida Municipality dulyi incorporated, with all the rights and powers as provided in S. 2(b), Art. VIII of the State Constitution. WHEREAS the City to provide clarification and additional guidance regarding the protection of trees located within the City. The amendments provide for additional definitions, permitting considerations and enforcement; WHEREAS, the City of Apalachicola has determined that it is in the public interest to adopt amendments to its Land Development Code pertaining to Tree Protection and Site Plan Review; WHEREAS, included in this Ordinance is the relocation of the general Site Plan Review Regulations being amended in order to remove them from Chapter 109 and move them to Chapter 111 as indicated for clarity; and NOW, THEREFORE, BE IT ORDAINED BY THE CITY COMMISSION OF THE CITY OF APALACHICOLA, FLORIDA, that: NOTE: Struckthrough language is language proposed to be deleted, Underlined lanquage is amended language, and *** represents sections that have been skipped and that remain unchanged. Page 1 of 11 Chapter 105 ENVIRONMENT ARTICLE II. TREE PROTECTION Sec. 105-21. Purpose and intent. (a) Trees are recognized to be a valued asset, providing a healthier and more beautiful environment in which to live. Tree preservation enhances the value and marketability of property and thereby promotes the stability of residential neighborhoods, making them more livable and desirable. (b) This article establishes protective regulations for tree preservation and a permitting process to ensure good management practices on private and city-owned property, including utility easements for continued healthy and beautiful trees. Sec. 105-22. Definitions. Tree. A woody plant having one or more well-defined trunks capable of being maintained with a clear trunk and normally growing to an overall height at maturity of a minimum of 15 feet. Diameter at breast height. The diameter of a tree trunk as measured four and a half (4 %) feet above ground level. Dead. In a state of irrecoverable decline with more than 50 percent of leaves, branches, and limbs not alive. Drip line. The limiting line established by a series of perpendicular drop points marking the maximum radius of the crown of an existing tree, but not less than ten feet from the trunk, whichever is greater. PatriarehHeritage tree. A protected native tree (section 105-23) whose trunk is 35 or more inches in diameter at breast height. Relocate. As used in article II, tree protection regulations and elsewhere in this Code, the digging up of a protected tree by a property owner from a place on the owner's property and the planting of the same tree in another place on the same property or in a public place. Substantial alteration. The heavy cutting of top branches (topping), cutting of major lower limbs (elevating), or significant trimming of a tree that alters the natural symmetry of the tree. The term does not include customarily accepted practices used by certified arborists for pruning shade trees. Sec. 105-23. Protected native trees. The native trees predominately foresting the City of Apalachicola are: Bald and pond cypress (Taxodium distichum and Taxodium ascendens), Eastern and southern redcedar Juniperus virginiana and Juniperus selieieelasiicicold), Live oak (Quercus virginiana), Longleaf pine (Pinus palustris), PecanHCaryalimoense, Sabal (cabbage) palm (Sabal palmetto), Page 2 of 12 Sashpme/Pnuselotw, Southern magnolia (Magnolia grandiflora), and Sycamore (Platanus occidentaliskand Waeroak@.erwsgeN. Individual trees of these species having diameters of foureight or more inches at breast height are protected (hereinafter referred to as "protected trees"). Other native trees and all nonnative trees are not protected. Sec. 105-24. Preservation of patriarchheritage trees. No patrarchheritage tree on privately- or city-owned property shall be removed or substantially altered by a private landowner or a department of the city unless: (1) Under a declared emergency (section 105-25(1)(c) or in the case of an imminent hazard (section 105- 25(2)), the teorcememtolcerdy manager, or a-designee-in theirthe manager's absence the manager's designee (e.g., code enforcement officer), finds for a specific tree that immediate action is required to eliminate a condition endangering public safety or property. (2) In a non-emergency or non-imminent hazard situation: a. On private property, heplammingandzemingbeardcoindldent with the planning and zoning board's approval of a proposed development plan that is conditional on a tree permit application being approved, the city manager approves the issuance of a tree permit to a private landowner to remove or substantially alter a tree on a lot because not doing SO would make the lot undevelopable for any principal structure (section 105-26(1)(c)). b. On private property when no development is proposed or on city property, the city manager documents in writing his or her reasons for allowing removal or substantial alteration (sections 105-26(1)(c) and 105-26(2)(c)). Sec. 105-25. Activities exempted from or requiring a tree permit. (1) A1 tree permit is not required for thei following exempt activities: a. Unprotected trees-The removal, relocation, or substantial alteration of: Native trees not listed in section 105-23; Native trees listed in section 105-23 that are less than foureight inches in diameter at breast height; Cultivated varieties of once native trees developed by selective breeding and sold by plant nurseries; and Nonnative trees, including invasive species. bDead trees when the code enforcement officer inspects the trees and agrees they are dead. b. As provided by State law (F.S. S 163.045), the pruning, trimming, or removal of a tree on a residential property if the property owner possesses documentation from an arborist certified by the International Society of Arboriculture or a Florida licensed landscape architect that the tree poses an unacceptable risk to persons or property. Ai tree poses an unacceptable riski if removal is the only means of practically mitigating its risk below moderate, as determined by the tree risk assessment procedures outlined in Best Management Practices - Tree Risk Assessment, Second Edition (2017). C. Pruning- Pruning of unprotected trees, and light pruning of protected trees that does not substantially alter the protected trees. ed. Emergency-The removal or substantial alteration of any signlficantly-damages, protected, non- patriarehheritage tree during or following a natural or man-made disaster (e.g., hurricane, tornado, high wind, flood, or forest fire) when the city commission or manager declares a state of emergency and determines that permitting requirements will hamper private or public work to restore safety and order to the city. PermissienCity permission is required to remove or substantially alter a patriarchheritage tree (section 105-24(1)). In thei interest of expeditiously addressing damaged heritage trees, the city's oral permission is sufficient, and written permission is not required. de. Highway and electric utility rights-of-way--The removal or trimming of protected trees by: The Florida Department of Transportation along roads under its jurisdiction to maintain safe lines of sight at road intersections and alleys and horizontal clearance areas along roadways where errant vehicles leaving the roadway might travel. The electric utility along power lines necessary for the maintenance of accepted public safety standards and system reliability. (2) At tree permit is required for thei following activities. Any removal or substantial alteration of a protected tree not exempted in section 105-25(1). Some specific situations requiring a permit include: Imminent hazard- - The removal or substantial alteration of a protected tree when an applicant proposes that immediate action is required due to a condition endangering public safety or property. Diseased or pest-infested tree-The removal or substantial alteration of a diseased or pest-infested, protected tree when an applicant proposes that doing SO will prevent the spread of the disease or pests to healthy trees. Storm-damaged tree-The removal or substantial alteration of a protected tree damaged by a storm for which the city commission or manager did not declare a state of emergency. Tree in decline-The removal or substantial alteration of a protected tree that has lost vigor and displays pale green or yellow leaf color, small leaves, poor growth, leaf drop, or dieback of twigs and branches. A tree in decline is not a dead tree. Sec. 105-26. Permits for removal, relocation, or substantial alteration of protected trees. Any person wishing to remove or substantially alter a protected tree shall makesubmit an application to the code enforcement eonstmepiatantaw A tree permit shall be issued to remove or substantially alter a protected tree only if such action is in compliance with these article II requirements and the section 109-5051 site plan requirements. Substantial alteration of aj protected tree shall be allowed only under a declared emergency (sections 105- 24(1) and 105-25(1)(c)), when a permit is obtained in the case of an imminent hazard (sections 105-24(1) and 105- 25(2)), or when a permit is obtained in a non-emergency or non-imminent hazard situation to eliminate limbs that encroach on an adjacent structure. (1) Private property. a. Ift the proposed tree removal or substantial alteration is in conjunction with proposed development the planning and zoning board reviews (e.g., a newly-proposed structure, the expansion of an existing structure where the footprint increases in size, the construction of a driveway or walkway, or other such development that disturbs the land surface), the boardcode enforcement officer shall implement these tree protection requirements at the time itthe planning and zoning board reviews and decides to approve, conditionally approve, or disapprove the site plan. b. Ift the proposed tree removal or substantial alteration is not in conjunction with proposed development that the planning and zoning board reviews (e.g., tree removal due to tree roots affecting the structural integrity of a building foundation), the code enforcement officer, city manager, or a designee shall implement these tree protection requirements at the time he or she reviews and aidestoaprovepconditoslyapovemales a decision on the tree removal or lisapprovethe-prepesaksubstantial alteration application. Only the city manager shall make decisions on patriarchheritage trees (subsection c). C. Ift the proposal is the removal or substantial alteration of a patriarchheritage tree, the code enforcement officer shall provide a copy of the tree application to the tree committee appointed by the city commission. The committee shall review the tree permit application and make a recommendation to the decisien-makerfheplammingandzenigboardfswbsectiona)orthedily manageriswbseton-dtymanager, When thebeards-the-decisen-makef,APPproposed removal or mAasPOAPrewe Fasblalalersbianta alteration of a patriarchheritage tree enis in conjunction witha a development plan for a a privately-owned lot that is reviewed by the planning and zoning board, the citymanager: shall allow removal or substantial alteration of the heritage tree only-be-made when no principal structure could be legally built on the lot taking into consideration the location of the tree and such requirements as setbacks and minimum required size for single-family dwellings. Through the variance process the board of adjustment may consider reducing setbacks or minimum dwelling size if doing SO would spare the tree. When-theThe city manageristhe-deeisiedsonmake,lhe-managersmanagers reasons for allowing removal or substantial alteration of a patriarchheritage tree shall be documented in writing. (2) City property. a. A! person wanting to remove or substantially alter a protected tree on city property adjacent to private property owned by the person (e.g., to create an entryway to a proposed driveway on private property) shall apply for a tree permit. Cost of the permit and tree removal or substantial alteration shall be borne by the applicant. b. A city department wanting to remove or substantially alter a protected tree on city property shall make a request to the code enforcement officer. To document the request, the code enforcement officer shall prepare a tree application for the proposed action. Removal or substantial alteration of the tree shall not occur unless the code enforcement officer, city manager, or one of their designees approves the removal or substantial alteration. C. Ift the proposal is the removal or substantial alteration of a patriarchheritage tree, the code enforcement officer shall provide a copy of thei tree application to the city manager and tree committee appointed by the city commission. The committee shall review the tree permit application and make a recommendation. The city manager shall make a decision on the proposal and document in writing the reasons for allowing any removal or substantial alteration. As a condition of approval, decision makers may require that certain protected trees or native trees listed in section 105-23 that are less than foureight inches in diameter at breast height be relocated from the area of proposed development to an undeveloped location. Under a tree permit, thinning of healthy protected trees may be justified if selective removal of trees improves the development of remaining trees and allows them to grow faster and in a fuller, characteristic form. To ensure that a tree permit is not prematurely issued for a proposed development that is never approved, the tree permit and building permit will be issued simultaneously. Sec. 105-27. Protection of trees during building operations. Within the drip line radius of a protected tree, thei following activities shall not occur during development, redevelopment, or improvement: deposition of debris and fill; storage of gasoline, oil, paint, chemicals, and other toxic materials harmful to trees; and attachment of wire to trees. Driveways and sidewalks of impervious concrete and asphalt may not be constructed within the drip line of protected trees. Sec. 105-28. Utility easement trimming. Electric utility companies and their contractors that perform vegetation maintenance and tree pruning or trimming within electric utility right-of-way corridors shall do SO in accordance with the following requirements. As defined in State law (F.S. S 163.3209), 'vegetation maintenance and tree pruning or trimming" means "the mowing of vegetation within the right-of-way, removal of trees or brush within the right-of-way, and selective removal of tree branches that extend within the right-of-way." (1) All tree management will be limited to what is necessary for the proper maintenance of existing and new utility facilities in order to provide safe and reliable utility service. (2) Prior to vegetation maintenance and tree pruning or trimming, the utility shall provide the city manager with a minimum of five business days' advance notice. Such advance notice is not required for vegetation maintenance and tree pruning or trimming required to restore electric service or to avoid an imminent vegetation-caused outage. (3) The electric utility shall meet with the city manager, or the manager's designee (e.g., code enforcement officer), to discuss and submit the utility's vegetation maintenance plan, including the utility's trimming specifications and maintenance practices. The plan shall identify any patHarehheritage trees that are proposed for trimming and the amount of trimming proposed. (4) Vegetation maintenance and tree pruning or trimming conducted by utilities shall conform to American National Standards Institute (ANSI) A300 (Part 1)-2008 (R2014) pruning standards and ANSI Z133.1- 2000 Pruning, Repairing, Maintaining, and Removing Trees, and Cutting Brush--Safety Requirements. (5) Vegetation maintenance and tree pruning or trimming conducted by utilities must be supervised by qualified electric utility personnel or contractors licensed to do business in the City of Apalachicola and trained to conduct vegetation maintenance and tree trimming or pruning consistent with these requirements or by certified arborists certified by the certification program of the International Society of Arboriculture. Trimming of patriarch trees may only be performed by certified arborists. Sec. 105-29. Reforestation fund. Fees collected for the lawful removal of protected trees shall be placed in a reforestation fund maintained by the City of Apalachicola. (Fees for the administrative processing of tree permit platon:te8-Sso0ope: application) and fines for the unlawful removal or substantial alteration of protected trees (section 105-30) shall not be placed in the reforestation fund.) Reforestation fund fees shall be spent to establish,acquire, install, and maintain, and promote a reforestation program on city property, primarily in parks, squares, and along highway and street corridors. Felowingare-The city, by resolution, is authorized to set and change the referestation-fundfeees-thatshal-be colected-foremowalovakofpretectedtres. Dameteratbreastheghtdfpelstedtenche) Feeforeachtrees) 4to-16 25 Csnifielstanss 35 Samdagetpatiehire, 1,000 Fera-tree-permit: applicantnotpropesingieremovespatarchte,the.awimumielalrelorestation-fund fee-cellected-foreaehletcoyeredbytheapplication shaotewseed525000. Foratreepermitappléantprepesingteremoveapatiaréhire,the-mawimum-totalfee and any corresponding reforestation fund fee eollected-oreach-leachletcoveredfor. permits applied for in this article, which resolutions are incorporated by AeaPpicatiOnShARHAetexseds25000HOFReORpatAarehtreesplisan adéiBional51,09,000Poreachpatiaréhiree-reference. herein. Sec. 105-30. Penalties for violations. Any person that removes or substantially alters a protected tree before a tree permit is obtained shall be charged a doubled permit application processing fee (e-8,$109.90/-for an after-the-fact permit. If an after-the-fact tree permit is not issued because the tree removal or substantial alteration is not in accordance with these tree protection regulations, a fine in the amount specified in section #AD-koftNis-Cedel0l- 143 shall be imposed. Each tree that is illegally removed or substantially altered is a separate offense. Any person that illegally removes or substantially alters a patriarch tree shall be fined up to $25,000.00. Commercial tree care contractors or general contractors are required to be licensed by the city in order for them to conduct business within the city. Commercial tree care contractors or general contractors hired by the City of Apalachicola to complete tree removals or substantial alterations must show proof of commercial general liability insurance in the amount of $1,000,000.00 per occurrence for bodily injury and property damage with a provision that does not allow cancellation without 30 days written notice to the city. Two or more violations of any provision of these tree protection requirements by any commercial tree care contractor or general contractor may result in revocation of such person's license to do business within the city. Chapter 109 HISTORIC PRESERVATION ARTICLE II. HISTORIC AND CULTURAL PRESERVATION REGULATIONS Sec. 111-10109-46. Purpose and intent. The public health, safety and welfare require the harmonious, orderly and progressive development of land within the City of Apalachicola. The development of the land is a vital step in the process of community development. Once land has been developed, the correction of defects is costly and difficult. Substantial public responsibility is created by each new development, involving the maintenance of streets and storm water management systems and the provision of additional public services. As the general health, safety and welfare of the community are thereby affected by the development of land, it is in the direct interest of the public that site development be conveyed, designed and carried out in accordance with sound land and water management principles. The purpose and intent oft this chapter is to assure that new development within Apalachicola will not adversely affect the public's natural or financial resources, especially Apalachicola Bay or its tributaries. Sec. 111-11109-47. Applicability. This chapter establishes procedures and standards for the preparation, review and approval of plans to carry out development. Sec. 111-12109-48. Procedures for site plan application, review and decision. (1) Pre-application conference. a. Iti is recommended that the applicant meet with the city planner, building department and building official to discuss the proposed development prior to submitting a formal application. The purpose of this conference is to familiarize the applicant with minimum design guidelines and to minimize any potential adverse impacts of the proposed development on the city's natural or financial resources. (2) Application. a. An approved site plan is required prior to the issuance of a building permit. It shall be considered unlawful for any person to construct, erect or alter a building or structure or to develop, change or improve land for which a site plan is required except in accordance with an approved site plan. Enforcement shall occur pursuant to Chapter III of this Code for failure to obtain a permit or for failure to follow a permit. b. The site plan shall be prepared in accordance with requirements contained in this section. For a plan to be placed on the agenda of the next planning and zoning board meeting, the plan must be received by the building department and considered complete no less than 30 days prior to the planning and zoning board meeting. C. The applicant shall submit four copies of all parts of the site plan. Electronic copies of site plans and building plans may also be submitted if available. (3) Review. a. The city planner and building department shall review the site plan to determine whether all required information is included in the application. If any required information is missing, thel building department shall inform the applicant of any information require to complete the application. b. All site plans for architectural compatibility shall be reviewed by the planning and zoning board sitting as the architectural review board. (4) Decision. a. Based upon the information contained in the site plan application, the planning and zoning board shall approve, approve subject to stated conditions, or deny the site plan. Any person aggrieved by the decision of the planning and zoning commission may, in accordance with Chapter III, file a written appeal within the city commission. (5) Construction. a. Upon site plan approval and issuance of a building permit, the development shall be built in accordance with the approved site plan and site regulations. Deviation from the approved site plan shall require the submission of an application for a revised site plan. Sec. 111-13 109-49. Fees. Application fees for site plan review, as adopted from time to time by the city commission, must be paid by the applicant at the time of application. Sec. 111-14109-50. Time limit on approval. Following approval of the site plan, the applicant shall have one year, unless to commence construction on the site. Notwithstanding the above time frame, site plans for multifamily development and new non-residential development shall be effective for two years. Any site where development has not commenced shall cause the site Page 8 of 12 plan to be re-evaluated by the appropriate bodies and any newly adopted regulations shall be imposed at the discretion of the city. Sec. 111-15 109-51. Site plan requirements. (1) Site plans or any portion thereof involving engineering shall be certified, sealed, and prepared by and/or under the direct supervision of a professional engineer, qualified by training and experience into the specific technical field involved and registered or licensed to practice that profession. (2) Site plans shall contain documents and maps indicating: a. General information: i. Name of project. ii. Intended use of site. iii. Legal description of the property, size of parcel in acres or square feet and the linear dimensions of the property. iv. Name, address and telephone number of the owner or owners of record. V. Name, address and telephone number of the owner's designated agent or attorney. vi. Names, addresses, signatures and registrations of the professionals preparing the plan. b. Maps: i. Vicinity map, showing relationship of proposed development to the surrounding streets, wetlands and surface water bodies at a scale of not less than one inch equals 2,000 feet. ii. Site plan map with date and north arrow at a scale not smaller than one inch equals 50 feet. iii. Elevation survey and topography at one foot contour intervals, existing and proposed. iv. Building restriction lines (i.e., highway setback lines, easements, covenants, rights-of-way, and building setback lines, existing and proposed). V. Location of existing and proposed building and structure footprints. vi. Location, elevation, and dimensions and materials of existing and proposed drive areas, or other paving. vii. Location of existing and proposed fences by type of material (e.g., wood or metal), type of design (open or closed) and height. viii. Location of existing and proposed walls by type of material (e.g., brick or masonry). ix. Location of each proposed, off-street parking space (regular and handicapped) and how they will be identified on site with paint or curb stops, including a diagram showing traffic circulation on site and access and egress to adjacent street. X. Location of proposed, designated loading and unloading zones. xi. Location of temporary and permanent structures and features proposed in the stormwater management plan. xii. Species and size (inches diameter breast height) of existing protected trees and which of these trees are proposed to be removed, relocated, or substantially altered. C. Proposed buildings and structures: Page 9 of 12 i. Number of stories. ii. Square footage grosses each floor. iii. Building height. iv. Multi-family dwellings. (i) Number and square footage of dwelling units and density (dwelling units per acre). (ii) Calculation of off-street parking spaces required by supplementary parking section showing the number of dwelling units and spaces. V. Commercial. Calculation of off-street parking spaces required by Chapter IV Zoning District supplementary parking section showing: (i) Projected number of employees on peak shift. (ii) If an eating and/or drinking establishment, seats and occupancy load and number of tables for service and number of stools at service counter. (ii) If an office, studio or financial institution, floor space (iv) Ifa a retail establishment, floor space devoted to merchandising. (v) Ifa child care center, floor space. d. Lot coverage allowed by the zone and calculations showing proposed lot coverage. Materials used to cover: surface drive areas, walkways, patios and other areas counting as lot coverage. e. New multi-parcel (e.g., subdivision), commercial, and multi-family developments: i. Existing infrastructure (on-site, adjacent to site, and across or opposite any public right-of-way.) Surface drive areas and median/curb cuts to access driveways. Sidewalks, streets, alleys, and easements (note widths and type). Size and location of nearest water mains, valves, and fire hydrants. Sanitary sewer systems (size and invert elevations). Power, telephone and cable lines. ii. Proposed streets, sidewalks, and surface drive areas: Ifr required, engineering plans and specifications including elevation and dimensions for streets, sidewalks, and surface drive areas (driveways, parking areas and storage areas). Cross section of proposed street improvements Firel lanes. Locations of proposed surface drive areas, curb or median cut(s) to access driveways. Internal traffic circulation plan, including directional arrows and signs to direct traffic flow. Location of traffic-control signs and signalization devices. Locations of sidewalks. Coordination of walkways and driveway and their elevations with facilities in adjacent developments, including the elevation of the crown oft the most adjacent road to ensure that lot filling and hardened surfaces are not elevated higher than local streets. Proposed streets and alleys. Page 10 of 12 When applicable, the location of service roads and access roads extended onto the site. ii. Proposed water and sewer facilities: Water. Size, material, and location of water mains, valves and fire hydrants. Engineering plans and specifications are required prior to the issuance of a building permit. Sanitary sewer systems. Size, material, and location of lines. Engineering plans and specifications, with submittal of a profile where required, are required prior to the issuance of a building permit. Any commitments, such as contributions to offset public facilities impacts. Projected water usage in gallons per day, projected solid waste, projected number of school age children. f. Solid waste handling facilities. The location of the dumpster and access for refuse service collection, including dumpster pad screening, fencing and landscaping shall be identified. g. Dredge and fill. If any dredging or filling is intended in the development, a copy of the complete environmental resource permit application proposed for the Northwest Florida Water Management District shall be provided. h. Stormwater management plan requirements general: i. Sufficient information for the city to evaluate the environmental characteristics of the affected areas, the potential and predicted impacts of the proposed activity on wetlands and surface water, and the effectiveness and acceptability of those measures proposed for reducing adverse impacts. i. Ifa a State stormwater permit is required, the following shall be a part of the stormwater plan submitted to the city. iii. The design contained in any ten-two (10/2) self-certified general permit). iv. A design that treats run off from the 25 year-24-hour duration storm event and ensures that post development runoff rates, volumes and pollutant loads do not exceed pre- development conditions: The design contained in a complete application proposed to a State agency for: A general permit or; An environmental resource permits. For proposed development not requiring a State stormwater permit, a plan to control surface water runoff including: Temporary sediment control barriers and vegetative cover; Permanent best management practices. Sec. 109-24 109-52. Historic Apalachicola Design Guidelines.) The historic design guidelines of the city, adopted by Ordinance No. 2013-03 on Aug. 6, 2013, are incorporated herein by reference as ift fully set out at length, and a copy is on file and available for inspection in the offices of the city and a copy is on file and available for inspection in the offices of the city and may be accessed at the city's website, https/www.ityofapalachicola.com), Page 11 of 12 Subpart B LAND DEVELOPMENT CODE Chapter 109 - HISTORIC PRESERVATION ARTICLE II. SITE PLAN REVIEW REGULATIONS ARTICLE 1H. A-GEAERAL SITE PLAN REVIEW REGULATIONS Sec. 111-1 through 111-9 *. Insert new Sec. 111-10 through 111-15 from Chapter 109 as amended above. Page 12 of 12 APALACHICOLA CITY COMMISSION REQUEST FOR BOARD ACTION Meeting Date: 4/8/2025 SUBJECT: Award Recommendation Avenue D Pedestrian Safety/Parking Project AGENDA INFORMATION: Agenda Location: Unfinished Business Item Number: 3 Department: Planning & Zoning Contact: Dan Hartman/Bree Robinson Presenter: Dan Hartman/Bree Robinson BRIEF SUMMARY: At the March City Commission meeting, the City Commission requested that staff gather quotes for a consultant to review the corner of Avenue D and make recommendations to improve traffic and pedestrian safety at this intersection and along the Avenue D sidewalk. 3 meetings were held with continuing services engineers and 3 proposals are available for the City Commission to review. The lowest was Urban Catalyst at $13,750. RECOMMENDED MOTION AND REQUESTED ACTIONS: Motion to award this project to Urban Catalyst Consultants under their Engineering Continuing Services contract. FUNDING SOURCE: Options: 1. Public Works Sidewalk/Street Repair - $10,000 budgeted, 0 spent to date 2. General Fund Reserve Staff needs direction on where the City Commission wants this to be paid out of in the current budget. ATTACHMENTS: 3 Quotes STAFF'S COMMENTS AND RECOMMENDATIONS: N/A Urban Catalyst 2851 Remington Green Circle, Ste. D Tallahassee, FL 32308 Consultants (850) 999-4241 AGREEMENT FOR THE PROVISION OF LIMITED PROFESSIONAL SERVICES Ms. Bree Robinson, Interim City Manager Agreement Date: March 19, 2025 City of Apalachicola 192 Coach Wagoner Blvd. Apalachicola, FL. 32320 malbroènson@lpeolapalachcola.com Project Name: City of Apalachicola Pedestrian Safety Study, Avenue D Absent a fully executed form of contract to the contrary, once signed by you or your authorized representative, this form of Agreement for Professional Services ("the Agreement") shall, for all purposes, constitute a binding contract between City of Apalachicola (CLIENT) and Urban Catalyst Consultants, Inc. (UC?). In addition, once signed by you or. your authorized representative, this Agreement shall serve as thel Notice to Proceed with the work identified herein. Abbreviated Project Description: UC2 understands that the CLIENT is requesting a study of Avenue D in the heart of the city. The area has a heavy pedestrian presence during the tourist season and safety is a concern. UC2 will evaluate the existing conditions and project increased traffic patterns to determine possible areas of conflict. Improvements to increase options for pedestrian safety will be provided to the CLIENT by UC2. Scope/Intent and Extent of Services: UC2 will contract and manage Alex Roark Engineering, Inc., to provide traffic engineering. Below is a list of tasks that are included in this proposal. A. UC?will meet onsite with City to evaluate existing conditions; B. UC2 will prepare base maps from best available information; C. UC2 will collect traffic data from FDOT; D. UC2 will collect parking data; E. UC2 will collect crash data from FDOT; F. UC2, will prepare sight triangles; G. UC?will provide operational analysis ofHighway 98 and Avenue D; H. UC?will prepare a summary report with alternatives; and I. UC?will attend a city commission meeting to review the report and present alternatives. Schedule: Upon receipt ofai fully executed copy ofthis Agreement, UC2 shall perform its services and discharge the obligations imposed upon us in aj prompt and timely manner and as expeditiously as is consistent with professional skill and care and the orderly progress ofthe work. We also acknowledge that the CLIENTist to bei regularly and routinely consulted in connection with the performance hereunder. Excluded Services: A. Surveying B. Permitting City of Apalachicola Pedestrian Safety Study, Ave. D Urban Catalyst March 19, 2025 Consultants Page 2 Fee Arrangement: Our fees for the described services shall be provided on a Lump Sum basis for the amount of $13,750.00. Lump Sum fees do not include Reimbursable Expenses directly associated with this project (in-house reproduction, supplies, and other non- labor reimbursable costs). Reimbursable Expenses will be invoiced at their direct cost but will not exceed $100.00 without prior written authorization. Permit Fees are not included in the Lump Sum Fee and are the responsibility of the CLIENT. Services authorized in writing by the CLIENT other than those specifically listed above shall be considered Additional Services for which the CLIENT shall compensate UC2 at current hourly rates for the actual personnel involved in the tasks. See attached Terms and Conditions for additional information. Prepared by: Sean K. Marston, P.E. Urban Catalyst Consultants, Inc. 2851 Remington Green Circle, Ste. D, Tallahassee, FL 32308 (850) 999-4241 This. Agreement, along with the attached Terms and Conditions, constitutes our understanding ofthe work and ourrelationship under this project, and may only be modified in writing, signed by both parties. The signature below authorizes the work herein described to proceed and does sO on behalf oft the Signatory and on behalf of the CLIENT. Offered by: - M k Mav 1 03/19/2025 Sean K. Marston, PE. President Date Urban Catalyst Consultants, Inc. Accepted by: Signature Bree Robinson Printed Name Date City of Apalachicola Pedestrian Safety Study, Ave. D Urban Catalyst March 19, 2025 Consultants Page 3 LIMITED PROFESSIONAL SERVICES AGREEMENT TERMS AND CONDITIONS UC2 shall perform the services outlined in this Agreement for the stated fee arrangement. Fee: The proposed fees are only valid if this Agreement is signed by both parties within 30 days from the date of transmittal and all work is authorized within six (6) months. Where the fee arrangement is to be on an hourly basis, or where additional services are requested by the CLIENT, the hourly rates shall be those that prevail at the time services are rendered. Permit Fees are not included in the proposed fees in this Agreement. Billings/Payments: Invoices for UC2 services shall be submitted on a billing period basis. Late Payments: UC2 reserves the right to suspend all services on the CLIENT'S project ifa an invoice remains unpaid 30 days after the date ofthei invoice without waiving any claim or right against the CLIENT, and without liability whatsoever to the CLIENT. Ifsuspended, work will not resume until all outstanding invoices arej paidi in full. Accounts unpaid 30 days after the invoice date shall be subject to a monthly service charge of1.5% on the unpaid balance at the sole election ofUC?. In the event any portion ofa CLIENT account balance remains unpaid 90 days after the date of invoice, the CLIENT shall pay all collection costs, expert witness fees, and other associated fess, including reasonable attorney's fees. If services under this Agreement continue for a period of more than six (6) months from the date of this Agreement, the fees contained in the Fee Schedule shall be subject to re-negotiation at the sole discretion of UC2. In the event of unsuccessful re-negotiations following the said 6-month period of service, UC2 shall havet the sole and exclusive right oftermination ofthe Agreement upon written notice to CLIENT. Any change in such fees shall apply to the unfinished services as ofthe effective date ofs such change. In the event the referenced project or the services ofUC2 called: for under this Agreement is/are suspended, canceled or abandoned by the CLIENT, UC2 shall be given five (5) days prior written notice of such action and shall be compensated for the professional services provided up to the date ofs suspension, cancellation or abandonment. Mediation In the event of a dispute regarding any ofthe Parties' obligation hereunder, the Parties shall, no less than 90 days prior to the initiation of litigation relating to any such dispute, engage in pre-suit mediation. UC2, may choose to file suit without pre-suit mediation in disputes pertaining to non-payment where there is no timely, written notice from the CLIENT as to a dispute relating to unpaid invoices. Unless the parties mutually agree otherwise in writing, the said pre-suit mediation shall be in accordance with the Construction Industry Mediation Rules ofthe American Arbitration Association currently in effect. Request for mediation shall be filed in writing with the other party tot the Contract. The parties shall share the mediator's fee and anyf filing fees equally. The mediation shall be held in the place where thel Project is located, unless another location is mutually agreed upon. Agreements reached in mediation shall be enforceable as settlement agreements in any court having jurisdiction thereof. Indemnification: The CLIENT shall indemnify and hold harmless UC2 and all of its employees, officers, directors and other personnel and UC2 sub- consultants from and against any and all claims, damages, losses and expenses (including reasonable attorney's fees and costs associated with such claims) arising out of or resulting from the performance ofthe services, provided that any such claim, damage, loss or expense is caused in whole or in part by the negligent act, omission, and/or strict liability ofthe CLIENT, anyone directly or indirectly employed by the CLIENT (except UC?), or anyone for whose acts any of them may be liable. Termination of Services: This Agreement may be terminated by the CLIENT or UC2 should the other fail to perform its obligations hereunder. In the event of termination, the CLIENT shall pay UC2 for all services rendered to the date of termination, all reimbursable expenses, andi reimbursable termination expenses. Applicable Laws: Unless otherwise specified, this Agreement shall be governed by the laws of the State of] Florida. In the event of litigation regarding the Parties' obligations hereunder, the Parties expressly agree venue for such litigation shall be conducted in the county in which the Project is situated. Kimley! Horn - Proposal for Scope of Services = City of Apalachicola To: Bree Robinson City of Apalachicola From: Lindsay Slautterback, AICP, RSP1 Vincent Spahr, PE, RSP1 Kimley-Horn and Associates, Inc. CC: Felicity Appel, PE Kimley-Horn and Associates, Inc. Date: Monday, March 24, 2025 Subject: Transportation Study = Avenue D in Apalachicola, Florida The City of Apalachicola City Commission would like to conduct a review of existing multi-modal transportation facilities along the commercial section Avenue D between 4th Street and US 98 to identify improvements to the corridor that promote pedestrian safety and walkability. Recent development on the southeastern corner of Avenue D and US 98 is expected to interfere with current pedestrian movement patterns and there are concerns about the impact on safety in this area. The City of Apalachicola seeks to evaluate options for modifying the existing roadway elements (parking, sidewalk) to create a safe and walkable area along Avenue D. TASK 1: EXISTING CONDITIONS REVIEW Kimley-Horn (the Consultant") will conduct preliminary data collection and mapping to understand the existing conditions of the corridor prior to site visit. Data will be obtained from the Florida Department of Transportation (FDOT) and Signal Four Analytics to evaluate traffic patterns and historical crash data to identify roadway safety concerns along Avenue D and at the intersection of US 98. As part of this review, the Consultant will also review plans for the development located along the east side of Avenue D. The Consultant will utilize existing right-of-way (ROW) information and/or parcel data from the City and/or FDOT to determine ROW availability. The Consultant will create up to five (5) maps of Avenue D based on this data and will submit to City staff for review. Deliverables: 1. Up to five (5) corridor maps (PDF) 2. GIS shapefiles TASK 2: SITE VISIT & SAFETY REVIEW The Consultant will coordinate with City staff to conduct an in-person site visit and safety review to supplement the existing conditions review. Kimley-Horn will facilitate the site visit and review, and City kimley-horn.com 2619 Centennial Boulevard, Suite 200, Tallahassee, Florida 850 553 3531 Kimley Horn Page 2 staff will be responsible for identifying stakeholders to attend if they SO choose. The site visit will focus on all modes of travel, with heavy emphasis on pedestrians. The site visit and safety review will inform recommendations and concepts developed in Task 3. Findings based on the site visit and safety review will be summarized in a brief summary memorandum. The Consultant will conduct up to one (1) round of edits from City staff on the summary memorandum. Deliverables: 1. Site Visit and Safety Review Summary Memorandum (PDF) TASK 3: RECOMMENDATIONS & CONCEPTS The Consultant will develop engineering level recommendations consistent with the FDOT Design Manual (FDM) for improvements along Avenue D and at the intersection of US 98. The Consultant will provide recommendations to the City for review. Following review, the Consultant will develop up to three (3) concepts to illustrate design options for improving pedestrian safety along Avenue D. The concepts will be provided for illustrative purposes only and schematic in nature. The concepts will be developed on existing available aerial photography, GIS data, and information gathered during Task 2. The Consultant will conduct up to two (2) rounds of edits from City staff on the draft concepts. Design plans suitable for permitting or construction can be provided as an additional service. Once the concepts are developed, the Consultant will present the recommendations and three (3) concepts at a public meeting scheduled by City staff. Deliverables: 1. Preliminary Recommendations (PDF) 2. Concepts for up to three (3) configurations (PDF) 3. Public Meeting Presentation (PowerPoint) OPTIONAL TASK 4: SURVEY AND MAPPING SERVICES Following the completion of Tasks 1 through 3, the City may elect to complete a formal survey along Avenue D. TThe Consultant will subcontract survey services as described below: A. The area to be surveyed is Avenue D between 4th Street and Market Street. Survey data will overlap the right of way lines along each side of the roadway by 20-feet from the right of way line. B. Existing property corner markers will be recovered to establish the right of way lines along each roadway. C. Main project area cross sections and/or mapping will be collected at no more than 50' intervals and at all breaks in grade producing l'interval contours for civil design purposes. D. Utilities: Locate and tie utilities (water, wastewater, storm sewer, and telephone/fiber) and associated appurtenances including but not limited to: manholes, cleanouts, meters, services, isolation valves, blow-offs, fire hydrants, inlets, junction boxes, headwalls, wingwalls rip-rap aprons and alt other appurtenances. Sub surface utilities kimley-horn.com 2619 Centennial Boulevard, Suite 200, Tallahassee, Florida 850 553 3531 Kimley> Horn Page 3 will be located based upon maps or atlas sheets provided by the utility owners in response to a Sunshine One Call Design Ticket on each roadway within the project area. Copies of the Design Ticket and any information received in response to the ticket will be provided E. Occupation within the survey corridor will be located and shown including, but not limited to edge of pavement, roadway crown, curb and gutter, front and back of existing sidewalk and hardscape areas, ADA ramp limits, buildings corners with finished floor elevations, structural appurtenances (such as loadings docks, awnings, basements, canopies and fire escapes), driveway limits business signage, retaining walls, pavement, pavement markings, above ground evidence of utilities, fences, walls, etc. F. If wetland lines are marked by a Project Environmentalist, these lines will be collected and shown on the survey drawings. Wetlands are not anticipated as part of this project. G. Surface Drainage Features: Locate and tie top, toe and flow lines of existing swales, channels and creeks with the project limits. The survey will locate headwall and wingwalls and denote number, size, material type, flow line and top of pipe elevation for culvert conduit(s). Storm and Sanitary structure information will be provided extending to one structure beyond the limits of the survey. H. Street trees with type and caliper size and spread of branches shown in scale, elevations at base of existing trees, and existing landscaped areas. I. All survey data will be tied to the Florida State Plain Coordinate System (North Zone) for horizontal locations and NAVD '88 Vertical datum based upon checks to nearby recorded FDOT monuments and control points. On site control points will be established in areas least likely to be disturbed. Horizontal and vertical values for each control point will be noted on the survey drawings. Deliverables: 1. Digital AutoCAD Civil 3D format files that include existing surface and digitally signed and sealed survey OPTIONAL TASK 5: STAKEHOLDER COORDINATION When conducting safety analyses, input from stakeholders and the general public often provides added value in identifying concerns that aren't explicitly identified when utilizing a data-focused approach. This input can positively influence recommendations for roadway improvements that ensure all different elements of safety are addressed. In the event that the City Commission would like additional input regarding Avenue D and concerns for pedestrian safety from the perspective of businessowners, local residents, and tourists, the Consultant will work with City staff to develop a strategy for obtaining this input, conduct agreed upon activities, and complete a feedback summary. Deliverables: 1. Stakeholder Coordination Strategy (PDF) 2. Feedback Summary (PDF) kimley-horn.com 2619 Centennial Boulevard, Suite 200, Tallahassee, Florida 850 553 3531 KimleyHorn Page 4 Schedule The schedule for this project will be approximately four (4) months from date of notice of proceed. We will provide our services as expeditiously as practical with the goal of completing the work within the Client's schedule. However, this schedule is contingent upon availability of requested data from the respective entities, and timely reviews. Terms of Compensation We will perform the services described above in Tasks 1 through 5 on a lump sum fee basis. Project will be billed on a percent of completion for each identified task and invoiced monthly based upon the services performed. Task Fee Task 1: Existing Conditions Review $3,960.00 Task 2: Site Visit & Safety Review $5,360.00 Task 3: Recommendations & Concepts $8,640.00 Total for Task 1 through 3 $17,960.00 Optional Task 4: Survey $5,000.00 Optional Task 5: Stakeholder Coordination $7,640.00 Total Lump Sum Project Budget $30,600.00 kimley-horn.com 2619 Centennial Boulevard, Suite 200, Tallahassee, Florida 850 553 3531 Dewberry Engineers Inc. 850.227.7200 324 Marina Drive 850.227.7215 fax Dewberry Port Saint Joe, FL: 32456 www.dewDerry.com March 24, 2025 Ms. Bree Robinson, Interim City Manager City of Apalachicola 192 Coach Wagoner Blvd. Apalachicola, FL 32320 RE: Ave D Sidewalk Concept - Professional Services Dear Ms. Robinson: It was a pleasure to speak with you the other day regarding the concern that the City Commission has with the walkability along the south side of Avenue D, particularly related to the new construction oft the Gibson Inn Property, their balconies, and the adjacent parking. As requested, the City would like a Fee Proposal for the Conceptual Design(s) for the southern sidewalk along Avenue D from 4th St. to Market St (Hwy 98) including the southern corner of Avenue D and Market St. We will include survey of this area as Optional Services. It is also our understanding that the City has requested a proposal from Dewberry Engineers Inc. (Dewberry) to provide the professional services associated with this project. Dewberryis pleased to provide this proposed Task Order to provide these services. Exhibit A contains a detailed Task Order with a description of the scope of services for the conceptual design services and survey. Dewberry proposes to provide these services for a fee of $19,260.00. Ifyou have any questions, please give me a call at 850.450.2921 or 850.693.2181. Sincerely, Josh Baxley, P.E. Associate, Branch Manager Page 1 of3 EXHIBIT A AVENUE D CONCEPTUAL SIDEWALK DESIGN PROFESSIONAL ENGINEERING SERVICES FOR CITY OF APALACHICOLA MARCH 2025 This Task Order is for the purpose of Dewberry as the ENGINEER to provide conceptual design services for the Avenue D Sidewalk Project for the City of Apalachicola acting by and through its Commission. SCOPE OF SERVICES Task A. Meetings 1. Virtual Meeting with City Staff to review scope of project 2. Virtual Pre-Application Meeting with Florida Department of Transportation. 3. Virtual Meeting(s) with potential impacted Utilities 4. Virtual Meeting with City Staff to discuss Conceptual Layouts 5. In-Person City Commission meeting to present conceptual layouts Task B Conceptual Design(s) 1. Dewberry shall prepare a maximum of 3 conceptual layout options for the City to consider for design and construction. a. Layout will be based upon data gathered in field and provided by the City (including the Gibson Inn Design Plans) b. Layout will be overlaid on aerials and will be approximate. DELIVERABLES 1. Dewberry shall provide 3 sets of 11x17 Conceptual Design(s) 2. Dewberry shall provide an electronic pdf of the Conceptual Design(s) Optional Services. Survey 1. Dewberry shall provide a topo survey of Ave D from 4th St Intersection to Market St (Hwy 98) Intersection, rw to rwi including all 4 corners of each intersection including 100' southeast on Market St., from centerline to rw of the southeast bound direction. Survey will include 811 utility locates, curb and gutter, striping, signage, sidewalks, tree, shrubbery, driveways, topographic contours, at 1' intervals, drainage & sanitary structures with inverts, pipe sizes and materials, and other above ground appurtenances. DELIVERABLES 1. Dewberry shall provide 3 sets of signed and sealed survey. 2. Dewberry shall provide an electronic pdf of the survey. The following services will not be provided as a part of this contract and will be billed at our contracted hourly rates if deemed necessary: 1. Traffic Study / - Report 2. Design Services 3. Permitting with FDOT, NWFWMD, or any other entity 4. Construction Administration TOTAL (Tasks A - B) $14,760.00 TOTAL Optional Services (Survey) $4,500.00 Dewberry Page 2 of 3 IN WITNESS WHEREOF, the parties hereto have caused this Task Order to be executed by their undersigned officials as duly authorized. DEWBERRY ENGINEERS, INC CITY OF APALACHICOLA, FL 324 Marina Dr. Port St. Joe, FL 32456 192 Coach Wagner Blvd. Apalachicola, FL 32320 By: Josh Baxley By: Bree Robinson Name and 15 Title Soae lACATE Name and Title: Witnessed: Shannon Rerfo Witnessed: Date: 3/24/2025 Date: Dewberry Page 3 of 3 APALACHICOLA CITY COMMISSION REQUEST FOR BOARD ACTION Meeting Date: 4/8/2025 SUBJECT: Award Recommendation = Community Center As-Builts & Schematic Design AGENDA INFORMATION: Agenda Location: Unfinished Business Item Number: 4 Department: Planning & Zoning Contact: Bree Robinson Presenter: Bree Robinson BRIEF SUMMARY: At a 1/28 Workshop, the City Manager was directed to obtain 3 quotes for preliminary design work including as-built drawings of the Community Center, as well as some schematic conceptual plans. This is needed in order for the City Commission to determine the feasibility of moving City Hall to this location and make a decision on if they would like to obtain a USDA loan to fund the engineered building renovation plans and construction. 3 quotes were obtained = the lowest was $7,900. RECOMMENDED MOTION AND REQUESTED ACTIONS: Motion to award the New City Hall as-builts and schematic design project to Hammond Design. FUNDING SOURCE: General Fund Reserve ATTACHMENTS: Quotes STAFF'S COMMENTS AND RECOMMENDATIONS: N/A HAMMOND Deryr GROUP, LLC ARCHITECTS 29. January 2025 Mr. Travis Wade, City Manager Apalachicola City Hall 192 Coach Wagoner BLVD Apalachicola, Florida 32320 RE: City Office Building, 1 Bay Avenue, Apalachicola, FI Travis, we are pleased to provide this outline for professional services for the referenced project. We have organized our design effort, based upon past performance of projects of similar scope and complexity. Our fees are based on the assumption that we would provide floor plan studies illustrating office layouts for this structure. These will not be construction documents, but will provide conceptual layouts (Floor Plans) should you choose to renovate this building int the future for the intended use. We have assumed the renovation of the first floor of the building to be utilized as a professional office building. We have excluded the upper floor, as there is no means ofv vertical accessibility for the second level floor. The building will be considered as an Occupancy' Group B, Civic Administration as defined by the Florida Building Code. Task 1 Prepare As-Built Documents Depicting the following We propose to be on-site to document the existing conditions of the existing building. a. Existing Floor Plan Layouts of the first floor; b. Existing Elevations as needed to complete our work. Task 2. Prepare Schematic Documents for the 1 Bay Ave, Office Bldg. Working with your staff we propose to prepare schematic design documents for office layouts for apx. 6,500 s.f. single story, ADA: accessible building: a. New Building Floor Plans; b. Building Elevations; C. Building Sections; Based on past performance of projects of similar size we suspect that we would potentially prepare two differing and no more than three differing floor plan arrangements. These would be prepared in such detail as to provide a clear direction going forward. Architecture /I Landscape Architecture AR #0016903 LA #0001313 2627: S. Blair Stone. Road, Tallahassee, Florida 32301 Phone (850) 222-2092 hdg-architects.com Submittals & Timeline: 1 Bay Ave, Office Building Submittal Time for Fee Production'Submission As-Built Documentation 30 Days $1,500.00 Schematic Design 30 Days $5,000.00 Submission Anticipated Professional 60 Days $7,500.00 Fee Reimbursable Costs $ 400.00 % Our work product would include plans, elevations, and 3D layout of the final selected solution of the building project. ASSUMED CONDITIONS Iti is assumed that thet following willl be agreed to by the client: An understanding that these are schematic documents. Construction documents would follow under a differing contract. Summary of Fees & Costs We believe the following summary is representative of the professional effort and reproduction costs necessary for the services described to design the office building. It is our understanding that if the requirements of the building exceed the 6,500 sq. ft. identified that we will have the option to negotiate additional fees associated with the increase in the size of the building, surrounding decks, etc.: As-built Drawings Schematic Design Reimbursables Professional Schematic Design Fees and costs $7,900.00 Anticipated Fees & Costs $7,900.00 REIMBURSABLE PROJECT COSTS All costs associated" with the production of your project would be itemized and forwarded to you for payment. All reimbursable cost will be multiplied by 1.25 to cover the costs associated with administration. These reimbursable costs include mileage, reproduction and postage. We anticipate 3 and perhaps 4 trips to perform or work ADDITIONAL SERVICES Additional work, which is not included in this proposal, as defined by the scope of work above, would be considered additional services. Revisions requested by the client after final approval of the building plan will be treated as additional services. The client will be given notice of any additional services prior to their initiation. Billing for additional services will be billed in accordance with the Consultants hourly rate schedule in effect when the work is performed. Architecture Landscape. Architecture AR #0016903 LA #0001313 2627 S. Blair Stone Road, Tallahassee, Florida: 32301 Phone (850): 222-20921 hdg-architects.com PERMITTING In cases where the scope of services requires HAMMOND DESIGN GROUP (HDG) to submit, on behalf of the Client, a permit application and/or approval by a third party to this contract, HDG does not make any warrantees, guarantees or representations as to the success of our effort on behalf of the client. Payment for services rendered by HDG is not contingent upon the: successful acquisition of these permits. No permitting anticipated. SCHEDULE We are available to begin work immediately once wel have received authorization to proceed. TERMS OF AGREEMENT If during the course of the project the Travis Wade, City Manager, the client, finds it necessary to suspend the work, the work will stop on the project upon receipt of written notification to the consultant from the client. The client will pay for services and expenses incurred to the point of suspension, based upon the Consultants expense records i.e., employee time records and reproduction expenses. Invoices for work completed will be submitted at various deliverable schedules, or on the 15th or the 30th of each month, depending on the progress of the project. All invoices will be due in 10 days unless both parties have agreed upon other arrangements. In the event that the invoice is not paid within 30 days the consultant reserves the right to stop work, after notifying the client in writing, until such outstanding invoices are paid in full. The terms of this proposal will remain in effect for thirty days from the date of this proposal unless a contract for professional services is entered into within that 30-day time frame. Please contactme at your convenience. HAMMOND DESIGN GROUP, LLC Bret D. Hammond, AIA, ASLA Architeture/landscape. Architecture AR #0016903 LA #0001313 2627 S. Blair Stone Road, Tallahassee, Florida 32301 Phone (850) 222-20921 hdg-architects.com RCHITE CT S March 25, 2025 Bree Robinson 192 Coach Wagoner Blvd. Apalachicola, Florida Project: Schematic Design of Downtown Port St. Joe Residence 480 Reid Avenue Port St. Joe, Florida Dear Ms. Robinson: MLD Architects is pleased to submit this proposal to provide Professional Architectural and Interior Design services for the above referenced project as outlined in Exhibit A attached for the lump sum amount of $18,995.00 as outlined in Exhibit B. This proposal includes the professional fees for the basic Architectural services for field verification, As-Built Documents and Schematic Design for the above-mentioned project. We appreciate your consideration of our firm for this project. Please call me if you have any questions concerning this proposal. Sincerely, * J.J/Scott, AIA, LEED AP BD+C President/Principal Architect Attachments: Exhibit A = Scope of Services Exhibit B - Compensation Exhibit C-F Fee Proposal Breakdown Exhibit D = Proposed Tentative Schedule Exhibit E - Agreement/ Signature Page ARCHITECTURE INTERIOR DESIGN BUILDING ENVELOPE 211. JOHNI KNOX ROAD,S SUITE 105 AR96289 PH: (850) 385 9200 FAX: (850) 4223 3140 TALLAHASSEE, FLORIDA 32303 www.mldarchitects.com Email: mldemldarchitects.com EXHIBIT A = Scope of Services A1. GENERAL a. We shall perform a site investigation, provide as-built documents, and provide schematic designs for new offices and utility payment area at the approximately 6,500 SF building located at 1 Bay Avenue for the city of Apalachicola. A2. AS-BUILT DOCUMENTATION PHASE a. Perform Field Work and Site Investigation i. Site Survey and Elevation Certificate to be provided by owner. b. Documentation of Existing Conditions i. Existing Floor Plans ii. Existing Elevations C. Deliverables i. As-Built documents. 1. Electronic copy of the submittal will be provided. Electronic format will be in portable document format (pdf) A3. SCHEMATIC DESIGN PHASE a. Develop the following schematic drawings: i. Three Schematic Floor Plans/Options ii. Four Elevations iii. One Building Section b. Deliverables i. Schematic design documents. 1. Electronic copy of the submittal will be provided. Electronic format will be in portable document format (pdf) A4. EXCLUSIONS a. Permit Documents b. Bidding and Negotiation C. Construction Administration d. 3D Renderings e. Color Renderings f. Engineering g. Surveying h. Specialty Consultants, Conservators and Engineering not listed above i. Hazardous Material Testing and Monitoring j. Biological Investigation k. Geotechnical Investigation, Evaluation and Engineering I. Fire Protection m. Acoustical Engineering n. Security 0. Access Control p. Fire Alarm q. Photovoltaic Systems r. Commissioning S. LEED Certification t. As-Builts u. Advertising for Bidders V. Equipment rental of any kind W. Site lighting X. Standby/emergency generator y. Lightning protection EXHIBIT B = Compensation B.1 PROPOSED FEE a. The proposed fee is as follows: i. Total Architectural Services $ 18,995.00 b. The proposed fee is derived from the standard billing rates listed below. Basic services and additional services definitions are based on the Florida Department of Management Services guidelines. B.2 PAYMENT SCHEDULE a. The compensation shall be payable at the following intervals. Proposed Payment Schedule Task As-Built Documentation $6,332 Schematic Design $12,663 TOTAL $18,995 B.3 STANDARD BILLING RATES Principal $225.00/hr. Senior Project Manager $180.00/hr. Registered Architect/ PM $160.00/hr. Graduate Architect/Inspector $125.00/hr. Designer $110.00 Cleritca/Adminstration $85.00/hr. B.4 REIMBURSABLES beyond that includes (Site Visit Per Trip Cost, Printing / Copying requested supplemental services by consultants) a reimbursable factor of 1.15 B.5 LATE PAYMENTS a. Payments are due upon receipt of invoice. Payments due and unpaid sixty (60) days after date of invoice shall bear interest of 5% and likewise shall accrue an additional 5% every thirty (30) days thereafter, until full payment of invoice and accrued interest has been received. B.6 SITE VISITS AND MEETINGS ANTICIPATED a. Field Verification 1) J.J. Scott, Meray Soliman, Kyle Roach and Aaron White (1) b. 100% Review Meeting 1) J.J. Scott and Aaron White (1) B.7 LIMITATION OF LIABILITY a. The Architect's Liability is limited to the amount of this contract. b. Pursuant to Section 558.0035, Florida Statutes, the parties understand and agree that the architect's employees or agents may not be sued or held individually liable for negligent performance of this agreement. C. PLEASE SEE A COPY OF THE ENTIRE STATUTE BELOW 558.0035 Design professionals; contractual limitation on liability. - (1) A design professional employed by a business entity or an agent of the business entity is not individually liable for damages resulting from negligence occurring within the course and scope of a professional services contract if: (a) The contract is made between the business entity and a claimant or with another entity for the provision of professional services to the claimant; (b) The contract does not name as a party to the contract the individual employee or agent who will perform the professional services; (c) The contract includes a prominent statement, in uppercase font that is at least 5 point sizes larger than the rest of the text, that, pursuant to this section, an individual employee or agent may not be held individually liable for negligence; (d) The business entity maintains any professional liability insurance required under the contract; and (e) Any damages are solely economic in nature and the damages do not extend to personal injuries or property not subject to the contract. (2) As used in this section, the term "business entity" means any corporation, limited liability company, partnership, limited partnership, proprietorship, firm, enterprise, franchise, association, self-employed individual, or trust, whether fictitiously named or not, doing business in this state. EXHIBIT C: Fee Proposal Breakdown Date: March 25, 2025 PROJECT: Schematic Design of Apalachicola City Administrative Offices LOCATION: Apalachicola, Florida SCOPE OF SERVICES: ON: SITE INVESTIGATION, AS-BUILTS, AND SCHEMATIC DESIGN ARCHITECTURAL: SERVICES Prin Arch Sr.PM Arch/PM Grad Arch Designer Clerical Total Hrs. Proposal/F Program Definition 1 1 2 Field Investigation 8 8 8 8 8 40 As-Built Documentation 2 8 8 10 10 2 40 Schematic Design/ Feasibility 4 6 8 8 10 4 40 Review Meeting 1 1 1 1 4 TOTAL HOURS 16 22 25 27 28 8 126 FEES SUMMARY HRI RATE TOTALI PROJECT MAN HOURS TOTALS Architect / Principal $225.00 16 $3,600 Sr. Project Manager $180.00 22 $3,960 Registered. Architect /PM $160.00 24 $3,840 Graduate Architect $125.00 27 $3,375 Designer $110.00 28 $3,080 Clerical Support $85.00 8 $680 Site Visit, Travel Milage, Per Diam, Etc. $230.00 /visit 2 Trips Reimbursable $ 460.00 TOTAL PROPOSED FEES $18,995 EXHIBIT D: Proposed Tentative Schedule Please review the schedule below for the approximate dates of completion for each phase of the scope of work. We will do the best we can on our end to finish the design documents per the proposed schedule below however, there are some things that are out of our hands that may/will affect the duration of the project. Those issues and circumstances include but are not limited to: Owner's chosen project delivery method. (Advertising and selection of low bid contractor VS Selection of a General Contractor or Construction Manager) Owner's review of documents Owner's availability for meetings/ site visits Owner's review and selection of materials/ finishes Changes in scope Permitting reviews Architectural/ Historic Board review Duration of Advertisement Duration of Bidding Possible Rebidding Owner's review of bids or low bid contractor references Contractor shop drawing submittals City or County inspections Contractor caused delays Concealed conditions Delays in delivery of materials/finishes/furnishings Lead times for materials/finishes/furnishings Excessive punchlist items Delays in completion of punchlist items Demobilization of contractor or subcontractor due to any number of factors Work during holidays Weather related delays/ Power Outages Delays associated with material/ finish manufacturer testing or inspections Owner required working hours/days limitations Let us know if anything has changed and we will modify as necessary. The schedule below gives approximate durations and dates for the completion of the tasks and are subject to change due various unforeseen circumstances. Task Approximate Duration Field Work w/in 20 days of Authorization As-Built Documentation 30 days after Field' Work is performed Schematic Design 60 days after As-Built Submittal Client Review/ Review Meeting w/in 15 days after Schematic Submittal EXHIBIT E: Agreement/ Signature Page The above cover letter and the attached exhibits are agreed upon and entered into as of the day and year written below as the date of acceptance. MLD Architects, LLC: J.J. Scott, AIA, LEED AP BD+C President/Principal Architect 3/25/2025 Client: Signature: Printed Name: Title: Date: 41 M Design Group PA Architecture Preservation Sustainability m Ms. Bree Robinson, Interim City Manger March 24, 2025 The City of Apalachicola, Florida 192 Coach Wagner Boulevard Apalachicola, Florida 32320 RE: Response to Request for "quote" for Renovation to 1 Bay Avenue Building as a proposal ofr a "new"City Hall for the City of Apalachicola. Dear Ms. Robinson and Members of the Selection Team., Of course we at 4M Design Group, PA Architets + Preservation Consultants are extremly interested and motivated to assist the City of Apalachicoal in the potential renovation of the 1 Bay Avenue Property as a potetial reloaction for City Hall and Civic Services for the city of Apalachicola, Florida. Per our earlier email we have some concerns regarding the accepability of the building from the perspective f the Florida Building Code, 2023 gth Edition. Those concerns are as follows: A. The FBC requires that a Building undergoing renovation, IF the renovation is executed to more than 50& of the existig building square footahe, then the building is required to be brought up to the newest building version of the Flirida Buildig Code ("FBC" 2023-8th Edition). This weill include the Florida Accessibility Code (FAC) which is oftermn nmore stringent than the Americamswith Disabilities Act ("ADA") B. A updated Property Survey of the roperty with all FEMA date and Flood Zone information, boundaries, vegetation and grades is required prior to execution of the fimal contract for work. This will provide accurate flood level and strom surge conditons fr the roperty in question. C. A letter from th City or County Building officil indicating that the exstimg treated wood pilings are adequate and appropriate for the striuctural integrity and storm resistance of the building given its close proximity fo the waters of Apalachicola Bay and its tidal influences. 1208 Hays Street, Tallahassee, FL 32301 850.422.3676 850,421.3676 fax Architecture Reg. AA26001466 www.4mdesigngroup.com 4M Design Group PA Architecture Preservation Sustainability m Proposal for City Apalchicola New/Relocated City Hall at 1 Bay Avenue p2 DIRECTIONS FOR REQUEST FOR PROPOSAL & SCOPE DESCRIPTION The City of Apalachicola is seeking quotes for some design work related to the upcoming City Hall renovation! We are currently housed in the old high school building in Apalachicola, which has a variety of issues. We are looking to move to 1 Bay Avenue, in what has historically been the Community Center. Attached is a report from earlier in January that details some of the needs/desires of the City Commission. (Number of offices, etc.), Please let me know ift this something you would be interested in working with us on - the City Commission has requested I gather 3 quotes for the oreliminary design work, including: As-Built Documents Existing Floor Plans Existing Elevations Schematic Documents for 1 Bay Avenue City Hall - approximately 6,500 sq. ft. single story, ADA accessible building. New Building Floor Plans Building Elevations Building Sections 2-3 floor plan arrangements expected Please include an anticipated timeline for these documents as well. Actual building plans are not included in the request for now. The City has ordered a site survey and elevation certificate. If this is something you are interested in providing the city a quote on, please let me know and I can make myself available for a site visit of 1 Bay Avenue or a call to discuss this request. 1208 Hays Street, Tallahassee, FL 32301 850.422.3676 850.421.3676 fax Architecture Reg. AA26001466 www.4mdesigngroup.com 4 M Design Group PA Architecture Preservation Sustainability m Proposal for City Apalchicola New/Relocated City Hall at 1 Bay Avenue p3 "QUOTE" [PROPOSAL) FOR PROFESSIINAL SERVICES OUTLINED ABOVE: Per the Request for Proposal Item 1. As Built Documentation by Lidar Measurement through ATG Services. Surveyors and LIDAR Specialists. Fees for Item #1: Include Consultant travel, scanning services, computer processing of LIDAR imaging and conversion to AUTOCAD and Revit drawing Include Existing Floor Plan (Existing second Floor level above grade, And four (4) existing existing exterior elevations. FEE: $7,600.00 - PAID directly to ATG Solutions Surveyors & LIDAR Specialists Item 2. Schematic Design (Typically 25-30% of the Design Services . We define the design services based on anticipated construction cost multiplied by the State O Florida Department of Management Services Fee Guide for Professional Architect and Engineering Services multiplied by the appropriate deliverable or Phase of Services. Total Available Square Footage = 6500 SF Renovate 50% (or less to remain under FBC restraint) = 3250 SF Multiplied by Cost per Square Foot to Renovate x $200/sf Sub Total Renovation Budget $ 500,000 Fe as designated by DMS $ 46,464.00 x.30% Schematic Design = $1 13,940.00 + LIDAR Sanning Services = $ 7,600.00 Total PROPOSED Fee Request = $ 20,540.00 STATE OF FLORIDA DMS FEE CALCULATOR: Project Name Apalachicola -1Bay Avenue Relocation of City Hall CONSTRUCTION COST COMPLEXITY GROUP - PERCENTAGE FOR BUILDING A B D E F (Sitework Not Included) $ 500.000 10.18% 9.26% 9.29% 8.37% 7.47% 6.58% 11.45% CALCULATED FEE $50,877$46,318 $46,464$ $41,831 Please refer to GROUP DEFINITIONS on next page...: 1208 Hays Street, Tallahassee, FL 32301 850.422.3676 850.421.3676 fax Architecture Reg. AA26001466 www.4mdesigngroup.com 4M Design Group PA Architecture Preservation Sustainability m Proposal for City Apalchicola New/Relocated City Hall at 1 Bay Avenue p4 GROUP DEFINITIONS "A"- CONSIDERABLY, MORE THAN, AVERAGE COMPLEXITY: Complex Laboratories, Medical Hospitals "B"- MORE THAN. AVERAGE COMPLEXITY: Average Laboratories, Mental Hospitals, Simple Medical Hospitals, Clinics, Court Houses, Theatres, Complex University Buildings, Special Purpose Classrooms, Laboratory Classrooms, Libraries, Auditoriums, Museums, Air Terminals, Food Service Facilities, Specialized Detention Areas, Detention-reatment Areas, Residences, Emergency/ Management Centers "C"- REPAIRS AND RENOVATIONS: Miscellaneous Repairs and Renovations, Alterations to Office Space or Dormitory Space, Fire Code Corrective Work "D"-AVERAGE COMPLEXITY: General Office Space, General Teaching Space, Gymnasiums, General Detention Living Facilities, Factory Buildings "E" - LESS THANAVERAGE COMPLEXITFAParment Buildings, Dormitory Buildings, Service Garages, Stadiums, Repetitive Design Facilities, Office Buildings with Undefined Interior Space (open for later partitioning), Specialized Parking Structures "F"- CONSIDERABLYLESS THANAVERAGE COMPLEXITY: Warehouses, Parking Garages, Storage Facilities "G"-BUILDING ENGINEERING SERVICES: Mechanical, Electrical and Structural not exceeding $1,000,000 in construction (Not including Site Civil) NOTE : Schematic Design Services will include Electrical and Plumbing renovations in Schematic Design conceptual layout. Schematic Design services do not include Interior Design, Landscape Architecture, Fire Suppression, Plumbing, or Mechanical ducting layouts or equipment specification or ventilation loading calculations, energy consumption calculations, or recommended repairs to existing Heating' Ventilation and Air Conditioning systems. We are grateful to the city for the opportunity to provide this fee/Cost Proposal ("quote"). Should the scope or breath of the proposed project change we respectfully reserve the right to modify this fee proposa Respectfully Submitted. OF. FLORI o Mark. A. Tarmey, A.I.A. I - NCARB Managing Principal Architect 4M Design Group, PA 1208 Hays Street, Tallahassee, FL 32301 850.422.3676 850.421.3676 fax Architecture Reg. AA26001466 www.4mdesigngroup.com APALACHICOLA CITY COMMISSION REQUEST FOR BOARD ACTION Meeting Date: 4/8/2025 SUBJECT: 2nd Reading - Cemetery Ordinance 2025-01 AGENDA INFORMATION: Agenda Location: Unfinished Business Item Number: 5 Department: Admin Contact: Dan Hartman Presenter: Dan Hartman BRIEF SUMMARY: The City Commission directed staff to develop amendments to the City Code in order to regulate activities in the municipal cemeteries. Including, but not limited to, the preclusion or regulation of commercial activities in the cemeteries, permits, fees, hours, and reporting requirements. RECOMMENDED MOTION AND REQUESTED ACTIONS: Motion to approve the 2nd reading of Ordinance 2025-01 and proceed with the adoption process. FUNDING SOURCE: N/A ATTACHMENTS: Cemetery Ordinance 2025-01 STAFF'S COMMENTS AND RECOMMENDATIONS: N/A ORDINANCE NO: 2025-01 AN ORDINANCE OF THE CITY OF APALACHICOLA, FLORIDA, PROVIDING FOR THE REGULATION OF ACTIVITY IN CITY OWNED CEMETERIES, AMENDMENT OF THE APALACHICOLA CODE OF ORDINANCES PART II, CHAPTER 12 - CEMETERIES TO ADD SECTIONS 12-6 TROUGH 12-17; PROVIDING FOR SEVERABILITY AND ESTABLISHING AN EFFECTIVE DATE. WHEREAS, Article VII, Section 2 of the Florida Constitution provides that municipalities shall have governmental, corporate and proprietary powers to enable municipalities to conduct municipal government, perform municipal functions and render municipal services; and WHEREAS, Chapter 166, Florida Statutes, the "Municipal Home Rule Powers Act," - implements the applicable provisions ofthe Florida Constitution and authorizes municipalities to exercise any power for municipal purposes, except when expressly prohibited by law and to enact ordinances in furtherance thereof; WHEREAS, the purpose of this Ordinance is to add language designed to clarify and enhance the City of Apalachicola's Code regulating activities in City Cemeteries; NOW THEREFORE, BE IT ORDAINED BY THE COMMISSION OF THE CITY OF APALACHICOLA, FLORIDA: Section 1. AMENDMENT OF PART II, CHAPTER 12 - CEMETERIES TO ADD SECTIONS 12-6 THROUGH 12-: Sec. 12-6 - Approved Activities Permissible activities include, but are not limited to, holiday and memorial services, monument unveiling ceremonies, educational, historical or cultural awareness tours, public recognition ceremonies, religious events, family or church gatherings, photography or nature appreciation, conservation, beautification or cemetery improvement activities. Sec. 12-7 - Restricted Activities The Municipal-owned cemeteries of City of Apalachicola are not for sensational purposes. 1. Any tours or events marketed as haunted, paranormal, or involving ghosts, spiritualists or mediums are strictly prohibited from the municipal cemeteries! 1 NOTE: Struckthrough language is language proposed to be deleted, Underlined language is amended language, sections that have been skipped or remain unchanged are shown as *** a. Activities that disrupt or impede the ability of stakeholders to peacefully visit tombs, lots, or other property for the purposes of maintenance or mourning are prohibited. b. Weddings, VoW renewals, or other nuptial ceremonies shall be allowed subject to the rules and regulations set forth and with approval of the City Manager. The application shall be made least seven (7) days prior to the event and be subject to a special event fee. C. Athletic events, treasure hunting, scavenger hunting, loud gatherings and other activities or events determined to be offensive, sacrilegious, disrespectful or disruptive to the dignity and character of the cemetery are prohibited. Sec. 12-8 - Types of Cemetery Tours Cemetery tours may be conducted by walking or other means ofr non-vehicle based transportation. Nothing shall preclude use ofa wheelchair or other medically necessary mobility device. Tours may be conducted between the hours of 8:00am and 6:00pm, seven days a week. Sec. 12-9 - After-Hour Events/Activities Permission for after-hour activities may be requested for the hours of 6:00 AM - 8:00 AM and 6:00 PM - 8:00 PM. No after-hour activities shall be permitted between the hours of8:00 PM and 6:00 AM. Permission for after-hour activities must be requested at least seven (7) days in advance. Sec. 12-10 - Cemetery Tour and Special Event Fees All commercial tours, organized groups, and special events in the municipal cemeteries, including those during normal business hours, will be required to pay a fee established by City of Apalachicola. The fee shall be set forth by the City Commission on an annual basis, in accordance with the current policy setting forth fees and charges. Commercial Tour operators would be required to provide the City Manager with a copy of commercial insurance policy prior to conducting tours. The commercial insurance policy shall show the City as an additional insured. Sec. 12.11 - Tour and Activity Conflicts Interment services shall have priority over tours, special activities, and events in all cemeteries. Tours may be prohibited from areas with open graves or funeral services, and groups may be asked to move or leave an area where interment services are scheduled. The City Manager, or his or her designated representative, has the discretion to exclude tours or groups from any portion of any cemetery. The tour guide must prevent guests from intruding upon any private service. Any tours or tour vehicles in close proximity to a funeral service should leave at once. Sec. 12.12 - Cemetery Tour Guides All cemetery tours must have a tour guide who is responsible for the tour party. Tour guides must be familiar with and agree to abide by the rules and regulations and any other applicable laws, ordinances, or rules. Sec. 12-13 - Cemetery Tour Guide Responsibilities Tour guides are responsible for ensuring all employees and patrons abide by any applicable laws or ordinances and the cemetery rules and regulations as set forth herein. Sec. 12-14 - Alcohol Alcohol of any type is strictly prohibited from cemetery grounds. Person(s) caught with alcohol and/or intoxicated persons will be asked to leave the cemetery. Guides, organizers, or agency representatives condoning such behavior on cemetery property may be subject to a suspension of services on cemetery grounds. Sec. 12-15- Waste Disposal Each tour or activity must provide its own means of waste disposal. No garbage is to be left on cemetery property. Cigarette butts are undesirable waste and are not to be littered or left on cemetery property. Sec. 12.16 - Damage Reporting The tour guide or group organizer shall immediately report any damage to trees, shrubbery, turf, coping, lot markers, roadways, or structures caused by a vehicle or guests of the tour/activity to the City Manager. The tour company or group organizer will be responsible for compensating the City for any damages caused to City property. Sec. 12.17- Violations Any individual or organization that habitually violates the Rules and Regulations of Municipal Cemeteries will be prohibited from holding future tours or events in the cemetery. Section 2. Severability. If any portion of this Ordinance is declared invalid, the valid remainder hereof shall remain in full force and effect. Section 3. Effective Date: This Ordinance shall become effective upon adoption. First Reading on Second Reading and Adoption on ATTEST: City Commission oft the City of Apalachicola, Florida By: By: Sheneidra Cummings, City Clerk Brenda Ash, Mayor CITY OF APALACHICOLA 1831 Bree Robinson - - Interim City Manager Report 3/25/25 New: New City Manager Negotiations were successful with the New City Manager - Michael Brillhart. His anticipated start date will be 4/1/25! Staff will have a meet-and-greet with Mr. Brillhart on his first day and then there will be one-on-one meetings with department heads scheduled to discuss department responsibilities, goals, and needs. A community meet-and-greet will be scheduled at a later date. DOGE Inquiry The City received the attached letter from the Office of the Governor regarding the EOG DOGE Efforts & Inquiry Regarding Financial Conditions Under Section 218.503, Florida Statutes. The executive office oft the Governor has established an EOG DOGE Team which will work to identify, review, and report on unnecessary spending within the last 5: years. The EOG DOGE inquiry letter is attached to this report. The City must respond to this inquiry by April gth. City staff, in conjunction with the City Commission, the City Attorney, City Lobbyists, and City Auditors, are formulating a response that will be sent in by the April 8th deadline. Splash Pad - Temporary Closure The Splash Pad at the City Hall Complex will remain closed until further notice due to excessive water consumption. The Water Crew is actively flushing hydrants to mitigate the sulfur odor caused by the absence of an odor scrubber, further increasing water demand. The splash pad requires 30,000 to 40,000 gallons of water per day, which if opened would place a significant strain on the City's water supply. Until the odor scrubber is installed and fully operational, reopening the splash pad is not feasible. The City is actively working to resolve this issue as quickly as possible. Leslie Street Reopening and Ribbon Cutting Leslie Street striping is set to be complete by 3/28. A Ribbon Cutting to celebrate the reopening ofI Leslie Street has been scheduled for Monday, March 31st at 10AM! Please join the City of Apalachicola in celebrating the reopening of] Leslie Street! U.S. Coast Guard Property U.S. Coast Guard property on Water Street was supposed to have been placed under the ownership oft the City of Apalachicola since the M0034 Riverfront Project was awarded in 2022. This was not completed - U.S. Coast Guard stated that this process could take up to 2years from the starting point. Ownership of the parcel is causing issues with DEP Permits for this project - staff filed a 'real property outgrant request form' with the U.S. Coast Guard in hopes of approval for permitting and construction for the needed repairs during the life oft the CDBG-DR program. Waiting for response. Ongoing: Odor Scrubber The odor scrubber equipment was ordered for $221,000, with a separate order for the mixer that came in at $40,363 - installation is still estimated at $198,000 pending a site visit to confirm. Out of the $500,000 approved as an emergency expenditure the incurredanticipated spending on this issue is $459,363 at this time. Incorporated 18g1-OnedfFloridas Oldest Historic Seaports Reserve Fund - SBA At the March 2025 meeting the City Commission approved up to $500,000 from a reserve fund in order to place the order for the odor scrubber to be fabricated. The City is exploring funding options to replenish this spending from the reserve account through FEMA, grants, or a FL Rural Water USDA loan. The money in this fund is primarily funding paid out from FEMA for small category projects after Hurricane Michael as well as Hurricane Michael insurance money. All Hurricane Michael projects have not been closed out yet - FEMA could request partial payments back on some oft this funding during the close out process. City should be cautious allocating any more funding from this account until funding has been secured to replenish it. Building Official Vacancy The Building Official position is still vacant - City Manager needs direction on a dollar amount to advertise for this position. Last budgeted amount for this position was $60,000 - does City need a budget amendment to advertise at $80,000? Does the City want to advertise an RFQ for building official services? Resolved: Tree Trimming Tree Trimming issues in the Historic District - Public Works must cut up to 13' for clearance of emergency service vehicles and school buses. Public Work was instructed to take a measured 14' piece of PVC with them as they trim and to not surpass this height. They have been instructed to take extra caution on patriarch trees with minimal trimming or to ask for direction if needed. Construction Projects - Timelines: Leslie Street Striping by 3/28 Street open by 3/31 African American Museum - Out for Bid Award at May CC: meeting Contract in June 2025 Construction Begins August 2025 Construction Complete August 2026 Lafayette Park Tree Planting Project - Under Contract Contract signed March 2025 Planting to begin ASAP Completion by end of April 2025 Supplemental Watering 60-Day Grow-In Period Staff to resume Watering after 60-Day Period CDBG-DR Riverfront Project - Waiting to Bid [Andiers Pier, U.S. Coast Guard Property, VFD Building Demolition and Reno into Parking Area, Popham Building Demolition, and Sidewalks and Lighting] Pending Permitting Approval (SHPO, DEP, USACE) - Bidding to commence 60-days from approval Contingent Start Date: August 2025 Contingent Completion: February 2026 CDBG-DR Hill Project - Waiting to Bid [Sidewalks & Lighting] TBD Contingent upon 3/26 Workshop Bidding April/May 2025 Contingent Start Date: July 2025 Contingent Completion Date: October 2025 2 Incorporated 1831 a One ofFlorida's Oldest Historic Seaports CDBG-DR Stormwater Avenues - Waiting to Bid [Repairs and upgrades for the avenues stormwater drainage system] Bidding - May 2025 Construction Begins September 2025 Construction Complete March 2026 TBD Projects: See grant report for more information on these projects: Avenue H Parking Lot Fire Hydrant Installation HCA (Harrison-Raney Building) Phase II Stormwater Repairs - Resilient Florida 24SRP65 Wastewater Treatment Plant Phase 1 - Pending DEP Approval to Bid Old City Hall Phase III Bodiford Park Dock Repair Scipio Creek Marina Finger Docks Repairs V Pier Dock Repair 3 Incorporated 1831 - Onec ofFlorida's Oldest Historic Seaports STATE OF FLORIDA Office of the Gouernor THE CAPITOL TALLAHASSEE, FLORIDA: 32399-0001 GODMITV 2 www.flgov.com RON DESANTIS 850-717-9418 GOVERNOR DOGE AMT March 18, 2025 Delivered Electronically Subject: EOG DOGE Efforts & Inquiry Regarding Financial Condition Under Section 218.503, Florida Statutes Dear Local Official, Pursuant to Executive Order 25-44, the Executive Office of the Governor has established an EOG DOGE Team which will use advanced technology to identify, review, and report on unnecessary spending within county and municipal governments and recommend legislative reforms to promote efficiency, maximize productivity, and eliminate waste in state and local government. These efforts are focused on ensuring fiscal responsibility throughout Florida. In addition to assessingyour municipality's publicly available information overthe coming weeks and months, the EOG DOGE Team is also assessing compliance with the financial management requirements set forth in section 218.503, Florida Statutes. This provision outlines the circumstances under which a local governmental entity is deemed to be in financial emergency or distress, triggering necessary corrective actions. To fulfill our oversight role, and in accordance with article IV, section 1(a) of the Florida Constitution, we respectfully request confirmation asi to whetheryour municipality has encountered anyinstances offinancial emergency or distress, including those listed in section 218.503(1), Florida Statutes, such as: 1. Failure to pay short-term loans or obligations when due as a result of lack of funds. 2. Failure to make debt service payments on bonds, loans, or other debt instruments when due. 3. Failure to timely pay uncontested claims from creditors for more than 90 days due to lack of funds. 4. Failure to transfer taxes, social security contributions, or retirement plan contributions as required by law. 5. An unreserved ortotal fund balance deficit in the general fund or any major operating fund that persists for two consecutive years. Local Official March 18, 2025 Page TWo If your municipality has encountered any of these conditions since State Fiscal Year 2018-19, or anticipates potential financial distress in the next six months, please provide a written response in keeping with your obligations under section 218.503(2)-(3), Florida Statutes, detailing the specific circumstances, any corrective actions taken, a point of contact, and any additional information relevant to compliance with statutory financial obligations. Please submityour response to eogdoge@laspbs.state.f.us no later1 than April 8, 20251 to ensure timely review and, if necessary, assistance from state authorities. If we do not receive a response from you within 45 days, it will be presumed that your municipality is in possible statutory violation and in need of assistance. If you have any questions or require further clarification, please contact ogoPelasplsastleus We appreciate your cooperation in maintaining the fiscal integrity of local governmental operations. Sincerely, EOG DOGE Team A Regular Meeting oft the Apalachicola City Commission was held on Tuesday, October 8, 2024, at 6:00 PM at the Commission Meeting Room, 74 6th Street, Apalachicola, Florida. Present: Mayor Brenda Ash, Commissioner Despina George, Commissioner. Anita Grove, Commissioner Adriane Elliott, City Manager Travis Wade, City Clerk Sheneidra Cummings, (Absent: Commissioner Duncan) Workshop Meeting opened by Mayor Ash followed by invocation and Pledge of Allegiance. Mayor Brenda Ash presented an amendment requested to add New Business Item # 2, Approval of Fire House Subs Public Safety Grant. AGENDA ADOPTION Motion to adopt the agenda with the amendment made by Commissioner Elliott, seconded by Commissioner Grove. None opposed. Motion carried, 5-0. AAHM PRESENTATION: African American Museum 95% Completed Documents A representative presented the 95% completed documents for the African American Museum project. He showed slides comparing the original concept from January 2024 to the current 95% completed plans. The presenter explained changes made to the roof design, floor plans, and overall layout. He described the exterior and interior finishes, including brick and stucco elements. The presentation also covered lighting plans, reception area design, and potential plaza development. Commissioners provided feedback on the design, with some expressing concern about the red brick elements making the building look dated. The presenter agreed to explore alternative brick colors or reducing the amount of brick to maintain a more contemporary aesthetic while still tying it to the neighboring Holy Family Senior Center. City Manager Wade noted there was an accelerated timeline for the project, with construction needing to be complete by the end of 2025. He mentioned the possibility of 6-month extensions if needed. The commission reached a consensus to move forward with finalizing the plans to 100% completion, with the understanding that interior design elements could be decided later with community input. PUBLIC COMMENT There were no public comments. NEW BUSINESS: Letter of Support for EWSD Infrastructure Grant Application City Manager Wade explained that the East Point Water and Sewer Division was applying for a grant and requested a letter of support from the commission. Motion made by Commissioner Grove to support the letter of support for East Point Water and Sewer, seconded by Commissioner Elliott with Discussion. The motion carried, 4-0. During discussion, Commissioner Elliott provided additional context about the Team Franklin affordable housing initiative, which involves multiple governmental entities working together. She 10.8.2024 CC Regular Meeting Page 2 of 4 clarified that the City of Apalachicola would not be financially obligated or committing any property through this letter of support. Commissioner George expressed concerns about language in the grant application that suggested the City had pledged to manage property outside city limits. Attorney Hartman advised that the letter of support did not constitute a legal commitment to provide land or money. Motion made by Commissioner Grove to approve the letter of support for EWSD Infrastructure Grant application. Motion seconded by Commissioner Elliott. Commissioner George opposed. Motion carried, 3-1. NEW BUSINESS: Firehouse Subs Public Safety Foundation Grant Award Approval City Manager Wade explained that the city had been awarded a grant for jaws of life equipment from the Firehouse Subs Public Safety Foundation. He requested approval to accept the award and proceed with procurement. Motion made by Commissioner Grove moved for the City of Apalachicola City Commission, on behalf of the City of Apalachicola Volunteer Fire Department, to approve and accept the award from the Firehouse Subs Public Safety Foundation for the requested Hurst spreader, cutter, ram and accessories valued up to $50,000. Commissioner George seconded the motion. None opposed. Motion carried 4-0. UNFINISHED BUSINESS: Grant Application Approval Policy (Draft) City Manager Wade presented a draft grant application approval policy for the commission's consideration. The policy outlined scenarios where city commission approval would be required for grant applications. Commissioner George expressed concerns about the policy, potentially giving away the commission's authority to set the vision for the city. She argued that the charter does not give the city manager authority to file grant applications without commission approval. Commissioner Elliott countered that the established City Manager form of government allows for day-to-day operations to be handled by staff, including grant applications. She suggested that commissioners could still stay informed through regular meetings with the grant coordinator. Discussion Held. After discussion, the commission was unable to reach a consensus on approving the draft policy. A motion was made by Commissioner Grove to table the matter, seconded by Commissioner Elliott. None opposed. The motion carried 4-0. The commission agreed to have Commissioner Grove work with Attorney Hartman, City Manager Wade, and the grants coordinator to revise the policy for consideration at the next meeting. MAYOR AND COMMISSIONER COMMENTS Mayor Ash commended the Water and Sewer Department field crew for their exemplary work during Hurricane Idalia. She requested that the Public Works Department provide written mowing and storm drain maintenance schedules. The Mayor also proposed scheduling a visionary retreat for 10.8.2024 CC Regular Meeting Page 3 of 4 the Commission in January to discuss the city's vision, potential charter updates, and strategic planning. The Commission agreed to hold the retreat on January 4, 2025, at 10:00 AM, with the location to be determined. Commissioners echoed praise for city staff's storm response efforts. They also discussed the need for additional AED devices in the city and potential funding sources. Commissioner George raised concerns about the fountain removal at Riverfront Park, noting that some citizens had expressed interest in repairing and maintaining it. She requested cost estimates for repairs and ongoing maintenance. Commissioner George also addressed issues with live streaming city meetings, requesting that all commission meetings be streamed after significant investment in recording equipment. City Manager Wade agreed to live-stream all meetings going forward. Commissioner Elliott suggested extending live streaming to committee meetings as well. She also requested that the city implement annual employee evaluations to support merit-based raises. CITY MANAGER COMMUNICATIONS - Report Attached City Manager Wade referred to his written report for most items. He highlighted that city employees assisted with recovery efforts in Horseshoe Beach by cooking meals for workers. Report Included in Agenda Packet FINANCE DEPARTMENT COMMUNICATIONS - Report Included in Agenda Packet ATTORNEY COMMUNICATIONS Attorney Hartman requested that Commissioners review the draft encroachment ordinance and provide feedback. He also presented draft language for cemetery regulations, asking for commissioner input on whether to use specific language banning haunted" or paranormal" tours or more general language prohibiting disruptive behavior. The commission agreed to discuss the cemetery regulations at the November meeting. CONSENT AGENDA Motion made by Commissioner Elliott moved to approve the consent agenda, seconded by Commissioner George. None opposed. Motion carried 4-0. DEPARTMENT REPORTS Included in Agenda Packet ADJOURNMENT 10.8.2024 CC Regular Meeting Page 4 of 4 Motion to adjourn made by Commissioner Elliott, seconded by Commissioner Grove. None opposed. Motion carried, 4-0. Meeting adjourned. BRENDA ASH, MAYOR ATTEST: SHENEIDRA CUMMINGS A Regular Meeting of the Apalachicola City Commission was held on Tuesday, January 7, 2025, at 6:00 PM at the Former Apalachicola Municipal Library, 74 6th Street, Apalachicola, Florida. Present: Mayor Brenda Ash, Commissioner Anita Grove, Commissioner Adriane Elliott, Commissioner Despina George, Commissioner Duncan, City Manager Travis Wade, City Clerk Sheneidra Cummings, City Planner Bree Robinson, Chief Bobby Varnes Meeting was called to order by Mayor Ash followed by prayer and Pledge of Allegiance AGENDA ADOPTION Motion made by Commissioner George to approve the agenda as presented, without the addition of New Business item #4, seconded by Commissioner Grove. Motion failed, 2-3. Mayor Ash and Commissioner Duncan opposed. A: subsequent motion was made by Commissioner Duncan to adopt the agenda with the amendment, (addition of New Business Item #4). Motion was seconded by Commissioner Elliott. Commissioner George opposed. Motion carried 4-1. PUBLIC COMMENTS Caty Greene informed the Commission about the new president of the Historical Society and the Raney House, Ken Essex. NEW BUSINESS- Arbor day Foundation Proclamation Read by Attorney Hartman. Motion to adopt the Arbor Day proclamation made by Commissioner Grove seconded by Commissioner Elliott. No discussion. Motion carried. NEW BUSINESS- Tree Ordinance Manager Wade presented the proposed edits to the Tree Ordinance. Dennis Winterringer commented on the updated presented. Requested the Commission provide guidance and approval to schedule 2 workshops to discuss the Ordinance. Attorney Hartman commented. Commissioner Grove commented on the changes to the submitting process. Commissioner grove suggested table New Business Item #2. Motion to table New business item #2 to 2/4/25 was made by Commissioner Grove, seconded by Commissioner George. No further discussion. None opposed. Motion carried, 5-0. CA 1.7.2025 Regular Meeting Page 2 of 6 NEW BUSINESS: Cemetery Ordinance Attorney Hartman presented a draft cemetery ordinance aimed at addressing recent issues with tours and commercial activities in municipal cemeteries. The ordinance provided options to either regulate or prohibit commercial activity. Discussion held. Shan Ratzloff commented in support of restricting the Cemetery being used for commercial activity. Commissioner Grove is in favor of restricting all commercial activity. Commissioner George is in favor of restricting all commercial activity. Commissioner Duncan commented on the definition of "commercial activity". Discussion held. Commissioner Elliott was not in favor of restricting commercial activity in cemeteries. Stating that based on the ordinance presented, activities would be highly regulated. Commissioner Elliott would like to strike the additional verbiage in sec 10-10 i.e., the "or" language. Motion made by Commissioner Grove to strike the language "or all commercial activity is prohibited within municipal cemeteries" and proceed with the drafted version as presented; Commissioner George seconded with discussion. None opposed. Motion carried, 5-0. NEW BUSINESS- Manager Wade's Leave Payout Motion made by Commissioner Elliott to approve Manager Wade leave payout, seconded by Commissioner Duncan. Discussion, Commissioner Grove; Commissioner George. No further discussion. Motion Carried, 3-2. Commissioner Grove and George opposed. UNFINISHED BUSINESS- Grant Approval Policy Manager Wade presented the updated grant approval policy. Motion to approve the Grant approval policy made by Commissioner Grove and seconded by Commissioner Elliott. Discussion, Commissioner George was not in support of approving the policy as presented. 1 opposed, Commissioner George. Motion carried, 4-1. Commissioner George opposed. CA 1.7.2025 Regular Meeting Page 3 of 6 UNFINISHED BUSINESS- Gibson Parking Plan Public Comments continued. Al Ingle- commented in opposition to Gibson's Parking plan. Susan Keith- commented in opposition to the parking plan. Attorney Hartman presented the Commission with additional information for their parking plan and parking mitigation. Cutler Edwards presented the updates on the proposed parking plan and provided the Commission with clarification on the proposed parking, and comments in opposition to the proposed plan. The Commission discussed a complex parking plan for the Gibson Inn development project. Key points included: A request for historic waivers of 8 parking spaces each for the Gibson Inn and Buck House buildings A request to mitigate 11 additional required parking spaces through payment to the city's parking fund Concerns about the accuracy of parking space counts and measurements in the proposed plan Questions about the applicability of historic waivers to different parts of the project Debate over whether to consider the project as separate structures or as one combined site Discussion held. Commissioner Elliott commented on ADA accessibility and size of parking spaces. Commissioner Elliott recommend restoring the handicap parking space and the corner of Ave D and 4th Ave with an additional creation of another handicap space. Commissioner Elliott is not in favor of having 4 parking spaces alongside of 4th Street and Ave C (across from the Taranto House). Commissioner Duncan, no comment. Commissioner Grove commented and thanked Staff and Attorney Hartman to resolve the parking issue. Commissioner Grove inquired with City Planner that the spaces have been measured and is allowable based on City code. City Planner Bree Robinson confirmed that the parking plan presented meet code. Commissioner George provided the public with an update on the process and prior approvals. Commissioner George also commented on the stormwater retention requirement that was set on Jan. 10, 2022, and mentioned that the developer knew from that meeting date. 7:23 Commissioner George question if 18 parking spaces are available to be placed on Ave D. Further Discussion held. CA: 1.7.2025 Regular Meeting Page 4 of 6 Motion made by Commissioner George to approve the historic waiver of eight (8) parking spots for the original Gibson Inn building, and after determining the number of parking spaces that abut the Buck house property, the Buck house property will be entitled to a historic waiver for the difference between the eight spaces and the number of parking spaces that currently abut the Buck House totaling 8 parking spaces for that historic structure. Motion was seconded by Commissioner Grove. Discussion, Commissioner Elliott. Motion failed, 3-2. Commissioner George immediately noted that she accidentally voted against her motion and requested to restate her vote. Discussion held on point of order. It was determined that the motion was disposed of, and new motion was needed. After extensive discussion, the following motion was made by Commissioner Grove to approve a waiver fori the 8 spots for the Gibson Inn. Motion seconded by Commissioner Elliott. Discussion, Commissioner George. No further discussion. None opposed. Motion carried, 5-0. Motion made by Commissioner Grove to table the second historic waiver request for the eight spots for the Buck House structure until 2/4/25 in order for staff and Attorney Hartman to determine the number of spaces the Buck House qualify for. Motion seconded by Commissioner Duncan. Discussion, Commissioner George and Commissioner Elliott. Further discussion was held. Motion failed, 2-3. Mayor Ash, Commissioner Elliott, and Commissioner Duncan opposed. Motion made by Commissioner Elliott to approve the waiver request for the Buck House. Motion was not seconded. Motion failed for lack of second. Motion made by Commissioner George to table the remaining request for parking mitigation for 11 parking spots in the amount of $55,000 until a verified parking plan is presented to accurately determine the number of spaces currently provided and the number of spaces that are needed for the historic waiver for the Buck house. In addition, Commissioner George stated due to the undetermined number of parking spaces that are needed for the waiver, the cost is unknown. The motion was seconded by Commissioner Duncan. Discussion, Commissioner Elliott and Commissioner George. No further discussion. None opposed. Motion carried, 5-0. The applicant was directed to provide more detailed and accurate parking measurements, particularly for angled parking on Avenue D, for the February meeting. MAYOR AND COMMISSIONER COMMENTS Mayor Ash commented. Mayor Ash recommended that the City follow up on the strategic planning workshop, AAHM and relocating the City Hall. Commissioners provided updates on various projects and committees they were involved with, including: Working with Alex on a Fire Mitigation Program Various activities held at the library Increasing sales tax and establishment of CRA CA 1.7.2025 Regular Meeting Page 5 of 6 FDOT project submissions Discussions about oyster licensing Updates on the community garden initiative Information about affordable housing efforts Resignation of City Manager and application review process Associated costs to secure facilitator fori the proposed Strategic Planning Workshop/Meeting Commissioner Elliott informed the public that the P3 Board has an upcoming meeting next week and invites the Community to contribute and participate. MANAGER COMMUNICATIONS Manager Wade provided updates on various ongoing projects, the building official position; and increasing security during City events. Manager Wade provided additional updates on: Duke Energy's plans to replace a tower on Commerce Street The need to fill the Building Official position Plans to improve security for upcoming events using concrete barriers Progress on the Leslie Street project CONSENT AGENDA Motion to adopt consent agenda made by Commissioner George; seconded by Commissioner Grove. None opposed. Motion carried, 5-0. ADIOURNMENT Motion to adjourn meeting was made by Commissioner George; seconded by Commissioner Elliott. None opposed. Motion carried, 5-0. CA 1.7.2025 Regular Meeting Page 6 of 6 BRENDA ASH, MAYOR ATTEST: SHENEIDRA CUMMINGS CITY OF APALACHICOLA PLANNING & ZONING BOARD REGULAR MEETING Monday, February 10th, 2025 City Meeting Room - 74 6th Street Minutes Attendance: Chair - Joe Taylor, Myrtis Wynn, Bobby Miller, Elizabeth Milliken, Jim Bachrach Regular Meeting: 6:00 PM 1. Approval of January 10th, 2025 meeting minutes. a. Motion to approve by Jim Bachrach; 2nd by Myrtis Wynn. All in favor = motion carried. 2. Review, Discussion and Decision for Addition = Covered Porch. (R-2) @ 176 22nd Avenue, Block 237 Lot 7. For Opha Kennedy - Owner; Contractor: Self a. Motion to approve by Jim Bachrach; 2nd by Elizabeth Milliken. All in favor - motion carried. 3. Review, Discussion and Decision for Fence (R-2) @ 278 Prado E4, Palmer Pointe Townhomes E4. For Terri & Jason Piles - Owner; Contractor: All Pro Fence & Feck LLC a. Motion to approve by Jim Bachrach; 2nd by Myrtis Wynn. All in favor = motion carried. 4. Review, Discussion and Decision for Certificate of Appropriateness & New Construction (R- 1) (Historic District) @ 205 9th Street, Block 166 Lot 7. For Damir & Leslie Drinkovic - Owner; Contractor: Bryce Ward a. Motion to approve by Bobby Miller; 2nd by Myrtis Wynn. All in favor - motion carried. 5. Review, Discussion and Decision for Certificate of Appropriateness, Accessory Structure (R- 1) (Historic District) @ 101 6th Street, Block 18 Lot 10. For David & Lisa Albright - Owner; Contractor: GeoFlora Group, LLC a. Discussion held: b. City Planner posed a question to the board, "Does the P&Z Board view the encroaching portion of the home in the ROW as part of the parcel's lot coverage? 1 CITY OF APALACHICOLA PLANNING & ZONING BOARD REGULAR MEETING Monday, February 10th, 2025 City Meeting Room - 74 6th Street Minutes i. Board gave consensus as yes, but they agreed that the extra square footage from the encroachment should be factored in as 'part of the lot' for the sake of discussion. With this in mind, they agreed that the current 'lot coverage' after removals is 43.6%, still over the 40% standard allocation. C. City Planner posed a question to the board. "If a home is over their 40% lot coverage, does the overage cut into the 10% allocation for pervious decking?" i. Board consensus was yes, which leaves an allocation of 6.4% left out of 6,276SF for pervious decking, not including what is already present. d. Actions: i. Bobby Miller made a motion to approve the stormwater system independently without the pervious deck or additional roof as an allowed and encouraged stormwater best management practice. Jim Bachrach 2nd the motion = all in favor, motion carried. ii. Bobby Miller made a motion to deny the covered awning/roof extending over the pervious decking as an accessory structure, as this is roof cover which is impervious, by definition, and the parcel is over their standard 40% lot coverage even after the proposed removals. Jim Bachrach 2nd the motion = all in favor, motion carried. iii. Bobby Miller made a motion to approve 6.4% or 401.7SF of pervious decking independently as it falls within their 10% allocation as allowed in the LDC = 348SF left to be covered if existing is to remain and applicant must return to P&Z if the location changes. Jim Bachrach 2nd the motion = all in favor, motion carried. Other/New Business: P&Z Board asked the City Planner to look into workshopping stormwater best management practices in order to encourage more homeowners to participate and for the City to possibly offer incentives. Outstandingunvesolveg Issues: 2 CITY OF APALACHICOLA PLANNING & ZONING BOARD REGULAR MEETING Monday, February 10th, 2025 City Meeting Room - 74 6th Street Minutes Motion to adjourn the meeting by Jim Bachrach; 2nd by Bobby Miller. Meeting adjourned. 3 CITY OF APALACHICOLA CITY CLERK'S DEPARTMENT REPORT March 2025 Implemented online bill-pay and Customer Web Portal Processed and mailed out utility bills before the end of the month Applied late payment penalties Conducted interviews for Receptionist/ Desk Clerk Completed Billing Clerk's monthly tasks and conducted account audits Compiled agenda packets and emailed to Commission and City Attorney. Notified 2K Web Group to upload meeting agenda packets to website and post meeting dates and times to website. Assisted customers with cemetery items, utility bill questions and payments, garbage/yard trash complaints, public records request, golf cart decals, Battery Park ramp stickers, business licenses, and other miscelaneous duties. Processed ACH billing Audited Waste One Garbage Invoice and reconciled accounts that were in error Completed tasks as assigned by the City Manager and Mayor. Fulfilled 4 Public Records Request; 4 open requests Completed and mailed general monthly billing. Assisted Staff with various issues and projects. Assisted employees with HR related issues Completed billing adjustments and Water deposit refund requests Responding to emails and fulfilling requests that requires research Additional tasks related to maintaining the Clerk's Office and overseeing Utility Billing MARCH 2025 WATER & SEWER FIELD CREW REPORT We had a major sewer backup on 16TH street. We had to cut into the main line to get it flowing again. It was full of Grease. We need to invest in a bigger jetting system to maintain the gravity system. Replacing all the broke sprinkler heads in the parks. Fixing any busted Meter Boxes that need to be replaced. Completed all the daily rounds for the Month. Working on replacing the rest of the manual read meters. Responded to and repaired any low vacuum issues on the vacuum system. Completed all meter readings for the Month. Completed Monthly Samples for DEP Completed all the locates for the Month. Completed work orders for the Month. Working on getting the Odor scrubber replaced at the water plant. Well, 5 at the water plant has just been rehabbed, we gained about 140 gallons per hour more in water flow. Completed TTHM Quarterly samples. We are still below the limit. 80 is the maximum we had 34.66 at Bay City and 39.82 at Roberts Fish Dock The contractors are still in the process of replacing the Fire Hydrants around the city. We finished up installing the new 6-inch water main on Leslie St. Jason Whites crew install a 6-inch water main on the side of the Gibson Inn along Hwy 98 that we can tie into the water line on Leslie Street and make a looped water line. We have been working Diligence on the odor smell in the water system by Flushing out the hydrants around town. Grant Updates City Commission March 2025 Submitted Applications Pending Results: 1. FDOT - M-SCOP = Commerce Street Avenue F- Avenue G a) An application requesting improvements along Commerce Street from Avenue F1 to Avenue G in the amount of $547,759.64 was submitted on 3/13/25 to FDOT. Ift funded, this project would fund the design work and construction work needed to restore and restripe the existing roadway. The underground infrastructure would be replaced as needed. 2. Small Cities CDBG Program - Well Rehabilitation a) An application requesting $344,250 to rehabilitate the City's three wells was submitted on 9/13/24 to the Commerce RIF program - this project was to funded, but Commerce staff reached out to inform us that this project might be a good fit for the Small Cities CDBG program. Eligibility is currently being determined - the City does not inherently meet the program eligibility requirements, but might be able to through a sample survey. b) The specific technology requested would allow for quicker repairs and lessen the risk of future boil water notices. 3. DHR - 2025-26 Special Category - Phase II HCA (Harrison-Raney Building) mitigation/repair. $350,000 (City Cash Match $21,875) FUNDED a) 2025-26 DHR Special Category grant request for Phase II to complete additional repairs to HCA currèntly being drafted and was submitted by. June 3, 2024. Phase II to complete repairs not funded in Phase I and will include windows, doors and additional masonry work. b) Application submitted for consideration $21,875 cash match is obligated under the application as approved at the 6/4/24 CC meeting. C) FUNDED - HCA phase II application was reviewed and ranked favorably during Nov. 19 Florida Trust Board Meeting. Trust board recommended funding; funding is pending legislative budget approval (Spring 2025). Funded. Applications: FDACS: 1. UCF-C Grant Program - Lafayette Park Tree Canopy Improvements Project $10,000 + $10,000 City Match (32077) a) An application requesting funding for the planting of 34 trees in Lafayette Park was submitted 7/18/24. The project was funded and the agreement from FDACS was executed mid-March. The work was bid out competitively and awarded to Gulf Coast Landscaping & Supply - contract has been drafted and signed by all parties - tree planting should be underway ASAP. FDOT: 1. SCOP - Leslie Street $610,169.30 (G2N05) a) This project will remedy the underground issues, resurface the entire street length, and obtain new road signs based off engineer's estimate and recommendations. Engineering firm, Dewberry, has completed the plans and they were sent to FDOTI for a final review prior to procurement 5/23/24 the plans were approved and advertisements for procurement were scheduled in The Times and The Tallahassee Democrat. b) City procured North Florida Construction fori the construction work 7/25 - CEI was awarded to Urban Catalyst Engineering. C) CONSTRUCTION START DATE WAS SEPTEMBER gth! Construction in progress during construction it was discovered that the stormwater pipe is made of terra cotta. City has requested a change order to replace the terra cotta with a new concrete pipe to prevent any future issues. Brick manholes were 1 also discovered and an additional change order has been requested to replace them while they are exposed to avoid disrupting the street in the future. Once approved by FDOT, this project will move forward. d) A: second change order was approved in March 2025 for additional curbing and final work needed. e) Striping to be completed by 3/28! The City is holding a Ribbon Cutting for the Reopening of Leslie Street on Monday, 3/31, at 10AM on Leslie Street! DEP: 1. Resilient Florida Critical Asset Flood Management $2,403,500 (24SRP65) a) This grant will complete identified drainage projects in the city that have been documented, but not funded by other sources. Funds will repair known nuisance flooding drainage issues in 29+ locations throughout the city. The City of Apalachicola Critical Asset Flood Mitigation Projects include the replacement and retrofit of pipe systems at multiple roadway intersections, addition of inlets, pipes, water quality vaults, crown reconstruction, and construction of roadway conveyance system. DEP has tentatively scheduled a site visit in October. b) Bay Media Services was awarded a contract for administering this grant at the June City Commission meeting. C) Baskerville Donovan Inc was scored highest and selected by City Commission to negotiate engineering services. 10/24 d) Negotiations with Baskerville Donovan were unsuccessful. All bids were rejected and staff has modified scope based on field visit with DEP and is advertising new RFQ for engineering services. e) The modified scope was readvertised, and three firms submitted qualifications: Dewberry Engineers; Anchor CEI and Inovia Consulting Group. Staff ranked the three based on criteria including experience with related projects, qualifications and availability of staff, demonstrated ability to meet schedules and pricing constraints. The firms were ranked in order: Inovia, Dewberry, Anchor. A Board Action Request to the Commission to enter into negotiations with the highest-ranking firm has been drafted. f) Inovia Engineering firm was ranked highest and selected by the City Commission. Staff met with Inovia on March 21 and conducted a site visit. Pending proposal submittal. 2. Resilient Florida Planning Grant - COA. Adaptation Plan $67,000 (24PLN12) a) This award is funding for preparing a infrastructure plan for flood protection. The City of Apalachicola will complete the City of Apalachicola Adaptation Plan Project to include an Adaptation Plan consistent with the Florida Adaptation Planning Guidebook. The project will include public outreach and stakeholder engagement. Agreement signed 3/20/24 and project procurement is underway. b) Bay Media Services was awarded the contract for this scope of work at the June City Commission meeting. 1st Workshop is planned for later this fall, following completion of Vulnerability Assessment. c) Project pending completion of VA update (April 2025). 3. Resilient Florida - Comprehensive Vulnerability Assessment $272,500 (22PLN10) a) The City of Apalachicola will conduct the City of Apalachicola Comprehensive Vulnerability Assessment project to include an update to the 2017 Vulnerability. Assessment. This includes the impact of sea-level rise, storm surge, and rainfall flooding. The impacts of flooding will be projected and mapped over: a planning horizon that extends to 2070. Critical assets, vulnerable infrastructure, and historic properties at risk will be identified. Comprehensive plan amendments to comply with the Peril of Flood statute and adaptation strategy recommendations will also be included in the Project. $200,000 in supplemental funding was awarded as part of the VAI help resolve identified data gaps and will result in the City digitizing its infrastructure facilities including water distribution lines, sewer and stormwater. b) Data Gap infrastructure mapping 100% complete. Exposure Analysis 100% complete. Sensitivity Analysis 100% complete. Focus Area Identification 100%. The updated VA is expected to be completed by the end of March with a presentation to the commission April 8. 4. Resilient Florida - Wastewater Plant Repairs $13,381,516 (22SRP17) + SLFRP WWTP Headworks & SBR Relocation, Replacement and Upgrades for Advanced Wastewater Treatment $5,551,875 (WG038) = Total $18,933,391 for WWTP Relocation/Replacement a) These grants combined are to replace and repair critical wastewater facility components and to 2 relocate the facility to ensure it is out of the flood zone. The project will ensure that the City is storm ready for years to come! b) The project is at 85% design and the permit applications have been submitted and is currently sitting at 60% complete. Currently, final design is underway which includes biological process modelling, and process equipment selection. c) DEP is creating an amendment to WG038 to combine the budget into one line item to ensure that there are no issues with the ARPA funding pools in the future. (completed in August 24) d) Pay Request 41 has been submitted to DEP for payment 8/12/24 and has been reimbursed via advanced pay. e) Pay Request 5 submitted December 2024. Updated cost estimates exceed existing funds; Gouras & Associates / Dewberry working with DEP to finalize scope of work to be completed with existing funds and submit additional funding applications. ) New budget split based on cost overruns has been developed by Dewberry Engineering and submitted to DEP for review, the City along with Gouras continue to interface with DEP to solidify the plan to complete WG038 before the end of the period of performance and to continue the project via 22SRP17 and additional funding to be secured. g) Completion of plans currently scheduled for March 2025! i. Plan set has been split into 2 phases. Phase 1 can be completed within the current funding allocated to this project - City staff and consultants are seeking funding for Phase 2. ii. The plant willl be operation after Phase 1 is complete. Phase 2 work will be completed as soon as additional funding is secured. iii. Projected construction start date: May 2025 - PENDING DEP APPROVAL TO BID iv. Projected initiations of operations date: December 2026 V. Projected construction end date: December 2026 Florida Commerce [Formerly DEO): 1. Rural Infrastructure Fund - Water Treatment Plant Improvements, Potable Water Studies $147,000 (D0225) a) This grant wille evaluate existing conditions, create an enhanced sampling plan, hydraulic modeling, treatability studies and alternatives analysis. Engineering firm, Dewberry, is in progress and these studies are 45% complete! b) A one-year extension request has been requested to complete this project - it was executed mid- September and the deadline is now May 2025. Dewberry's work continues. c) The report has been completed! Deliverables and reimbursement requests are being drafted to send in to Commerce to close this project out in the coming months. d) Commerce had questions on the final report - Dewberry is reorganizing the report to be more in line with the grant deliverables. 2. Rural Infrastructure Fund - Drainage Basin Analysis Phase II + Camera Work of Stormwater Lines $300,000 (D0260) a) This grant will fund an analysis of the drainage basins that border Apalachicola River and Bay. The proposal also includes funding to begin camera-work of the stormwater lines in Phase 1. The project aims to document all stormwater conveyance characteristic, both structural and natural, along with deficiencies of each that have contributed to localized flooding within 18 drainage basin areas totaling 310 acres in the city. The City will then prioritize repairs in areas where localized flooding is present and plan for water quality treatment at the stormwater outfalls which discharge into the Apalachicola River and Apalachicola Bay. Basins 11 and 3 were covered by the 2018 grant. This grant application would address the following basins: 1, 2, 4, 5, 6, 7, 8, 9, 10, 12-19 b) Agreement signed 2/1/24. Grant administration with grant continuing services procurement approved at July City Commission meeting. Task order to engage Dewberry Engineering drafted; currently in review by Florida Commerce. Request for contract extension drafted, pending Commerce approval. c) Contract extension approved 10-14-24. Pending Dewberry mobilization. d) Contractors are currently in the field inventorying the drainage system. According to Dewberry, they 3 are approximately 35% complete. 3. CDBG-DR - Avenues Stormwater Repair Project $3,891,869 ($29,000 City Cash Match) (M0016) a) This grant is to fund repairs and upgrades for the avenues stormwater drainage system. Dewberry is the engineering firm for this project. b) Quotes received for drainage pipe inspections and route survey. Existing conditions CCTV survey was completed. The engineer received videos and reports which have been analyzed. The engineer worked with contractor to revise scope and cost for drainage pipe survey. c) An amendment request was submitted on 5/10/2024 to add CE&I as a reimbursable task and to extend the period of performance through September 2025. d) Meetings were held with Commerce's consultant (KPMG) to discuss project progress and reiterate that the project must be finalized by 09.30.2025. e) Engineering: i. Engineering: Survey is 100% complete. Design and permitting are 100% complete as of 02.28.2025. The project engineer is developing technical specifications and bid documents. f) Environmental: i. The ERR was certified on 01.02.2025. The Combined Public Notice of FONSI/NOI- RROF/Final Floodplain Notice was posted to the City's website on 01.02.2025 and the City accepted comments through 01.22.2025. FONSI documentation and HUD Form 7015.15 were submitted to Commerce's environmental team on 01.31.2025. Commerce issued environmental clearance / AUGF on 02.19.2025. g) SCHEDULE: i. Projected Bid Date Begin bidding in May 2025 ii. Projected Start Construction: September 2025 iii. Projected Complete Construction: March 2026 4. CDBG-DR - Hometown Revitalization (Riverfront) $4,400,000 ($70,000 Private Owner Match + $313,365 City Cash Match) (M0034) a) This grant is to revitalize the businesses and public areas in the riverfront district. This work includes private business's docks along with public docks, sidewalks, lighting, and parking areas. b) Certifications and liability agreements have been distributed to all owners - matching funds have been requested from owners 30-days prior to bidding the project. c) The City Commission planned to amend the scope for the Popham Building to just design and partial demolition as the deliverables. After several meetings, Commerce agreed with the scope change presented by the City and it has been incorporated into the scope. d) Meetings were held with Commerce's consultant (KPMG) were held in June to discuss project progress and reiterate that the project must be finalized by 09.30.2025. e) The engineer has continued work on survey drawings, environmental evaluations, permit applications, and preliminary and schematic designs. (Note that construction activities cannot commence until Commerce approves the Environmental Review Record.) The project engineer reported the following for October: i. Plan Set 1 (Dock and Pier Repair/Reconstruction) 1. Design and plans for Plan Set 1 along Scipio Creek sites are complete. An Opinion of Probable Costs for Plan Set 1 has been finalized. 2. Engineer has signed/sealed for submittal to City of Apalachicola. 3. CDBG-DR NEPA Environmental Review is ongoing. 4. Edgewater Group has continued with the environmental permitting process developing permit documentation required for the USACE, Section 10 issues regarding regulated wildlife and State 404 permitting needs. 5. Comment responses to RAls from agencies is completed. 6. The Cultural Resource Assessment Survey (CRAS) for the Riverfront Revitalization project is completed. TGEA completed an onside evaluation of the final streetscape route. Minor concerns were noted and recommendations for excluding a small area of sensitivity will be provided. Overall no encumbrances to the project are 4 expected. 7.Participated in meeting to discuss Archaeologica. concerns and actions necessary. ii. Plan Set 2 (Water, Commerce and 4th Street Upgrades) 1. Design and plan drawings of the proposed Water, Commerce and 4th Street upgrades are complete - QCis complete and 100% Plans have been sent to the City of Apalachicola. 2. Permitting for Plan Set 2 is underway. With 100% Plans submittal, permitting team will finalize the permit submittal for review. 3. Final geotechnical tasks are completed and the final geotechnical report and recommendations has been submitted. 4. The Cultural Resource Assessment Survey (CRAS) for the Riverfront Revitalization project has commenced. No updates for the CRAS for Plan Set 2. lii. Popham Building 1. Hammond Design Group (HDG) is currently working to finalize construction documents for the approved deck area at the Popham Building site. HDG has submitted documents to the structural engineer and is proceeding to pull a review set of documents together to submit to Halff for review. 2. HDG updated the Popham demolition plans to reflect the building failure that occurred in February 2025. f) Environmental Updates: i. All project professionals worked with Commerce throughout February and March to update various sections of the environmental review record and respond to RFIs based on documentation submitted. Meetings were held to discuss Commerce questions regarding specific project sites. ii. The CRAS was submitted to SHPO in February 2025. Additional information was requested thereafter. As of 03.24.2025, SHPO clearance had not yet been issued. g) SCHEDULE: i. TBD based on outcome of 03.26.2025 workshop. Best case we could be bidding in May / June depending on how long environmental clearance and Commerce authorization takes. 5. CDBG-DR - Hill Community Project $935,753 ($910,000 Funded + $25,000 City Cash Match) (M0033) a) This project is to revitalize three (originally 5, two locations dropped out by choice) businesses within the Hill through exterior work and renovations each location's scope differs. This project is also to create sidewalks and lighting in the Hill area to spur economic development through walkable connectivity. Gouras and Associates is the grant administrator and CDG is the engineering firm working on the plans. Certifications for the private business owners have been prepared and sent to each owner to ensure that the program guidelines are being met by all parties. b) The City Commission finalized the scope of the Sidewalk & Lighting project at a special meeting on 2/20/24 after workshopping the previously approved scope. The below image shows the final scope of these improvements these are subject to Commerce approval. The cost of materials has increased during the progression of this grant, sO the priority for the funding will be sidewalks first with primary focus on MLK and the 8th Street section. 5 Apalachicola CDBG Sidewalk Scope Legend SIDEWALKS ALONG7 7THSTREET, BTHSTREET, : 7hs Stroet Sidowalk ANDE DR. MARTINLUTHERK KING. JR. AVENUE S BthStreets Sidewalk & MLKJr. Avenue Side a) Florida Commerce and the City held a TA call on 4/29/2024 to discuss scope changes requested by the City. Changes to the sidewalk layout based on public feedback was discussed, as well as structural issues that have been identified for several commercial buildings. e) Liability Agreements were created by the City Attorney and distributed to the business owners. Project guidelines were also provided. Meetings to discuss these documents are scheduled with business owners. 3/3 project beneficiaries have submitted their signed documents. A meeting was held with the remaining property owners and FloridaCommerce to review grant requirements; as a result of this meeting, Commerce subsequently confirmed participant eligibility, pending submission of additional documentation from the participant. The City has continued to work with property owners to finalize agreements between the City and the Property Owner for utilization of CDBG funds for project activities. An amendment has been received from the engineer to modify the sidewalk layout and update the scope of engineering to correspond with modified building scopes; this was submitted to Commerce for authorization to execute on 07.03.2024. g) Environmental Clearance / AUGF issued by Commerce 01.02.2025 h) Game Room business verbally opted out of the grant program in a meeting with City staff in City Hall on 1/9/25. On 2/19/25 another meeting was held where they want to be included, but have requested the City Commission obligate extra funding towards their building - discussions will follow. ) Architectural Update: a. Plans are complete for current scope of work. Modifications potentially needed - TBD based on outcome of 03.26.2025 workshop. j) Sidewalk Update: a. Plans nearing completion. k) SCHEDULE: a. TBD based on outcome of 03.26.2025 workshop. Best case - we could be bidding in April / May depending on how long Commerce authorization takes. DOS: 1. DHR African American Cultural and Historical Grants Apalachicola History & Culture African American Museum $1,250,000 ($1,000,000 Award, $250,000 City Cash Matching Funds) (23.s.aa.900.039) a) This project is funding the design and construction of a one-story, 2,000SF building with elevated ceilings. Priorities include: security, storage, office space, greeting station/gift shop, breezeway to Holy Family, bathrooms, controlled lighting for displays. b) There was a meeting on 1/16/2024 to show the concept direction of elevations and floor plans for the 6 proposed museum. The third set of concepts was introduced to the City Staff, Commission, and community stakeholders. There was a presentation introducing potential site planning concepts, indoor and outdoor arrangements of display area, and potential exterior plaza configuration. Commission voted on exterior and interior layouts and designs for the museum provided by the architects. The modern style building, second floor plan, and exposed roof style were all chosen. The next phase is moving these concepts to construction documents - the architect/engineering team is in progress. See the concept design below: 5 - d) Ap public workshop was held. July 2nd for the Architect team to present the 50% plans for the site, building, and: space to the City Commission and interested citizens. e) An updated timeline has been communicated to DOS and an extension to. June of 2025 has been granted. The project completion date is estimated to be in December of 2025, SO City staff and DOS are anticipating another 6-month extension to be filed February of 2025. f) Hammond Design to presented 95% Plans to the City Commission 10/8/24. g) A workshop to discuss tile options has been scheduled for 12/3/24 prior to the City Commission regular meeting. Tile options were solidified and plans are very close to completion and ready to bid out! h) City held a workshop on 1/28/25 to discuss options for if the bids come in over budget as expected, City Commission consensus was to move forward with the project aware that the building materials and design might have to be slightly changed in order to stay under budget. i) BIDDING WILL OPEN 3/27! This project is funded through. ARPA, which means the project must be fully closed out by 12/26. Construction must e complete by 8/26 in order to meet this deadline. 2. DHR Special Categories - Old City Hall Phase II Structural Damage $395,000 + $98,750 In-Kind Match ($50,000 Cash Match) (24.h.sc.100.069) a) City was funded for Phase Il of the repair/structural work to the old city hall building! Agreement was signed 8/8/23. Bay Media will continue with grant administration as well as 4M Design, Mark Tarmey, on the designs as allowed by DOS. This grant is to secure funding to complete the Old City Hall Renovation and support the ongoing repairs funded through the NPS grant. The purpose is to stabilize thel building, by proposing to install an interior rigid steel frame to provide the structural integrity of the building, exterior masonry, and support the historic second floor wood frame. b) Phase II will install structural interior steel framing, additional 2nd floor shutters and interior/exterior masonry work, electrical, plumbing. Admin to schedule staff, architect (4M Design) and contractor (OSP) onside meeting to finalize Phase II scope and develop construction contract. c) Contractor agreement for shutters and windows with Oliver Sperry executed. Scope modification approved by DHR. Construction of first contract deliverables pending arrival of windows and shutters. 7 Building interior has been LIDAR scanned to verify scale and structural dimensions of existing second floor framing with high degree of accuracy for required Structural improvements to second floor framing. Awaiting structural drawings and estimate for remainder of phase Il construction work. d) Upstairs windows and shutters to arrive for installation mid December. Structural plans for interior stabilization scheduled to be completed mid December. e) Upstairs windows and shutters installed. Approved structural plan currently being reviewed and plans being quoted. f) Structural plans approved and currently being reviewed and plans being quoted. 3. DHR Special Categories - City Hall Phase III $340,000 + $30,000 City Cash Match 25.h.sc.100.036) a) DOS reached out 6/18/24 to announce that this project was awarded through the FY25 Special Category Grants program. The phase III funding for City Hall will complete the second-floor structural work, interior/exterior masonry repair of second floor and will complete the mechanical and plumbing not completed in phase II for thei first floor and all for the second floor. Additionally, it will provide a second-required stair access to the second level. b) Agreement signed 10/25/24! c) Procurement underway for architect/contractor BAR prepared for City Commission to retain Oliver Sperry as contractor to continue phase III work upon completion of phase II. d) Procurement underway for architectural services. FEMA: 1. Hurricane Michael - Bodiford Park Dock Repairs (76103) a) Dewberry engineers completed the engineered plans for this project. Project construction was bid out and awarded to Coastline Clearing in the amount of $53,824 on 4/2/24! Contracts are in progress and work should begin soon. Waiting on an extension from FEMA. Held a call with FEMA and City staff. They requested revised drawings. Once approved, an extension should be granted. 2. Hurricane Michael Scipio Creek Marina Finger Dock Repairs (76103) a) Dewberry engineers completed the engineered plans for this project. Project construction was bid out and awarded to Coastline Clearing in the amount of $74,090 on 4/2/24! Contracts are in progress and work should begin soon. Waiting on extension from FEMA. Held a call with FEMA and City staff. They requested revised drawings. Once approved, an extension should be granted. 3. Hurricane Michael - V Pier Dock Repairs a) Dewberry engineers completed the construction plans for this project - the pier falls within the original footprint and no additional permitting is required. FEMA reviewed the original ADA accessible fishing pier plans and a revised plan set was created afterwards for just the original pier- revised set is still pending FEMA review and approval to bid out for construction. Waiting on an extension from FEMA. b) City staff is re-bidding out the V Pier rebuild plans in anticipation of FEMA funding coming to fruition or the TDC taking over the project. Bids are due by 4/17. FDEM: 1. HMGP Market Street Vacuum Station $120,000 (4399-150-R) with DEO Match of $37,500 (M0142) a) The scope of this project is for the design of a new vacuum sewage station located near intersection of Market Street and Avenue G. The purpose of this project is to provide protective measures to wastewater infrastructure of the historic downtown commercial district in Apalachicola. CPWG Madrid is 90% complete with the engineered plans for the Market Street Vacuum Station - they submitted 100% designs and permits, but there were: some remaining issues/priorities in the plans pointed out by staff that are currently being remedied. Monthly meetings with Commerce continue. b) The Engineer submitted all deliverables and staff is reviewing them prior to submitting to FDEM. Once approved by staff, all documents will be uploaded and FDEM will conduct a CBA to determine Phase II. c) Submitted deliverables to FDEM. They have come back and asked for additional documentation from 8 the engineers. Waiting for CPWG Engineering to supply cost estimate documentation! d) CPWG supplied the cost estimate information and then an additional RFI (request for information) was issued and questions were answered 10/24/24. This is a good sign that the construction could be soon funded. e) FDEM has sent multiple RFI's and CPWG engineers are answering as needed. FDEM RFI's have been resolved, DEP Permit RFI still outstanding. 2. HMGP Critical Facilities Generators $241,862 (4399-092-R) with DEO Match of $26,064.75 (M0141) a) This grant will provide protection and storm mitigation by providing City Hall, the police, and fire department with portable generators. One will be at City Hall, the other will be shared by Police and Fire. The purpose of this project is to provide protection to a critical facility in Apalachicola. The project is for the purchase and installation of an emergency generating system to reduce and/or mitigate the damage that might otherwise occur from severe weather or other hazards. b) The contract with BGN was executed and monthly progress meetings with Commerce continue permitting is in process and general installation will begin very soon! Generators have been ordered. c) The City is waiting on generators to arrive. The next step is to pour concrete and install electrical. d) Work has begun on this project. The only delay is the generator delivery. Some sizes are back ordered. The end goal is to have both generators installed by October 2024 pending no further shipping delays. e) Generators delivered - work is underway! Generators installed! City to soon seek reimbursement. f) Deliverable and reimbursement package being developed, final inspection has been requested. 3. HMGP Wastewater Vacuum Station Portable Generator $170,000 (4486-007-R) a) For purchase and setup of an emergency generator system to reduce and/or mitigate the damage that might otherwise occur from severe weather or other hazards at the 108 Avenue FI location. (The current generator is too small for the need and this will provide an appropriately sized and portable generator.) b) The bid for this project came in over budget. A budget increase was requested in February, 2024. We are waiting on determination from FDEM. The contractor has guaranteed his price without an increase until June 24, 2024. FDEM approved the cost increase. Waiting for FEMA's approval of the budget increase. c) Budget increase was approved by FEMA, waiting on contract modification from FDEM. State Appropriations: 1. Spray Field & Solar Project $130,000 (LPA0452) a) The original request for this award was for 150 replacement spray heads and installation of 11 solar controllers and supplementary batteries. The spray heads are $553.00 apiece, and the solar installation costs (in total) amounts to $87,880.00 for 22 locations. b) DEP issued an amendment in April 2024 allowing for the funds to be used solely for acquisition of needed parts instead of having to hire out a contractor for the parts and install. This will allow The City to stretch the budget further and be able to buy more spray heads and install them in house - procurement is in the works as acquisition quotes will need to be obtained and approved by DEP prior to ordering. Work will be completed by 12/31/25. c) Meeting with DEP was held 2/21/25 regarding procurement - ordering of sprayheads is underway! d) Sprayheads have been ordered - City staff is compiling quotes for the remainder of the items needed. 2. Inflow & Infiltration Study $300,000 (LPA0451) a) The City of Apalachicola has an aging infrastructure made of terra cotta pipes and faulty water lines. The City is funded to do an infiltration and inflow study the study will assess local sources of surface water and/or groundwater prior to entering a sewage system. This will be done with typical methods such as smoke testing, dye testing, and visual inspections to locate structural defects or water stains to summarize existing data pertinent to the hydrologic conditions and hydrogeology in the study and surrounding area. This will produce a pre-design report that will detail the scope of the problem in the analysis area, outline design options, and identify the tasks required to complete a resolution to the problem by 6/30/25. b) Award of 1&I Study on March agenda for award - awarded to Dewberry engineers and task order has 9 been signed! 3. Stormwater Pipe Relining & Backflow Devices - $100,000 (LPA0140) a) Urban Catalyst is the procured engineer for this project. The following locations in Apalachicola will be addressed: 1) Fred Meyer Street near 18th Street just east of the intersection, where the road is sinking at a damaged pipe joint; 2). 5th Street between Avenue C and Avenue E., where the road has several areas where the pipe joints are caving in; and 3) Avenue B between 11th and 12th Street. Funding agency does not anticipate that the funding under this Agreement will result in a fully completed project, sO this award will cover a portion of the work. b) An extension to 6/30/25 was granted - engineering is complete and the City tried to bid out the work with no responses twice - DEP agreed for us to be able to obtain quotes to move forward instead of going through the bidding process. Quotes for the final work are being acquired. c) An award for the work on Fred Meyer and exploratory excavation was made at the December meeting. The contract has been signed with Jason White Construction - 1/25. Pending construction. 4. Avenue H Parking Lot $135,013 (Waiting for Agreement) a) The 2024 legislative session funded half of the requested funding for the Avenue H Parking Lot project. This project will provide 39 parking spaces in an area with very few options for public parking and encourage additional economic activity in the downtown area. Permeable parking will also help with storm water management. Parking for local businesses will be provided additionally, parking spaces will be provided that will be available for parking mitigation by local businesses. b) Agreement received - City Commission gave consensus at February meeting to opt for a gravel parking lot in order to meet the budget constraints. Procurement will soon follow. 5. Fire Hydrant Replacement Phase III $275,000 (Waiting for Agreement) a) The 2024 Legislative session funded the Fire Hydrant Replacement Phase Il project. The request was originally for $550,000 to finish out the project, but only $275,000 was funded. The City has worked over the last three years to replace 215 old and inoperable fire hydrants throughout the city. There are currently 110 fire hydrants remaining that are still in need of replacement. These new hydrants will benefit residents in close proximity in obtaining homeowners insurance, they will benefit the City with FDEP required flushing of drinking water and will benefit the all City residents with fire suppression and control. The funding should cover 55 of the remaining needed 110 hydrants. b) An agreement has not yet been received - report will be updated once the agreement has been executed. c) Introductory meeting with state legislative grants staff held 7/25/24 - state staff stated that an agreement would not be drafted until a purchase order for the hydrants has been approved. City Manager Wade is working on this. d) Pending new City Manager appointment - PO is pending. All information in this report is accurate up to 3/24/25 at 12:00PM! If you have questions regarding any of the above projects, please direct your questions to Bree Robinson City Planner oanesanshelalisian 10 8 3 n 8 8 0 3 3 2 2 2 2 2 ( 2 2 2 2 2 2 2 2 2 2 2 2 8 8 8 8 8 2 2 N 2 2 2 2 2 2 2 2 2 2 2 2 2 2 2 2 2 2 2 2 2 2 2 2 2 2 2 ( 2 2 2 2 2 2 2 2 N 2 2 City of Apalachicola WWTP Monthly Report for March 2025 Some of the items that we have been working on this month are listed below. Recorded all required daily parameters as outlined by the permit. Completed all required monthly testing as outlined by the permit. Completed all monthly reports and submitted them on time as outlined in the permit. At the time this report was made, the WWTP treated and discharged 9.112mg during the month of March 2025. This still leaves 9 more days in the month for extra flow to be accounted for. Staff! have discovered that the check valves on the blowers are not functioning properly and allowing air to push back through the blowers not running and creating back pressure the motor must overcome during start- up and causing the soft start to fail and need to be reset causing problems with adequate treatment. Staff! have ordered and installed two of these check valves sO far and will be replacing the other four in the next few weeks. Staff1 have identified a damaged blower silencer on Blower 5. There is a damaged weld: in the aging silencer tank. Wehave reached out to Two Mile Welding to determine ifit is repairable and to make the repair if possible. This air leak is affecting proper treatment during normal operations. There was a damaged breaker identified on Blower 3 controls. This breaker was verified as the problem and was replaced by Kenny Strange Electric. A new one Ordered as a spare to replace the one that was used in this repair. Staff have replaced teeth on the mulcher as needed to continue working in spray fields. Staffhave continued to remove pine trees in the spray fields and pile them for controlled burning with a Department of Forestry permit. This excess of trees makes it impossible to cut properly or safely with the equipment in these areas. Staffhave Ordered and received the irrigation spray heads that are part of the grant funding for the re-use system. Staffare in the process of collecting price bids for repairs and parts as outlined in the grant. Staffhad been working with the previous City Manager and are currently working with the Interim City Manager on these items. We did not have to use our reject pond during the month of March 2025. Staffhave continued to keep the grounds cut and presentable at the WWTP. Inmates are no longer being used by the City of Apalachicola. Staff have continued to work in the spray fields using the mulcher and the bush hog as well. STREET. ADDRESS, CITY, STZIP CODE T(123) 456-7890 U WVV.COMPANY.COM Staffhave continued to repair some of the roads in the spray fields. There is a need for more material to continue repairing the roads for access. Staffhave had to routinely take apart the Huber screen on the headworks to clean the rags and debris out of the auger head prior to the discharge point. Staff replaced the sample collection tubing on the influent sampler. Staff have worked with Hawkins to potentially swap from using alum sulfate to a different chemical to assist in the removal of phosphorus at the WWTP while possibly saving costs and being a less corrosive chemical. This is still under study and no changes are being made currently. Staffhave replaced the PH bench meter in the laboratory with a new one. 2 APALACHICOLA POLICE DEPARTMENT March 2025 This month, Lt. Davis and Sgt Smith located a missing senior and returned him home safely. Sgt. Webb assisted the Sheriff's department in a "Move over or get Pulled Over" Campaign. Chief Varnes and Officer Shuman participated in the Law Enforcement Torch Run for Special Olympics. March 2025 Totals Traffic Stops/ Warnings/ citations 25 Arrests/ Warrant Requests 7 Traffic. Accidents 3 Burglary/Theft calls 1 Assist Citizens/ Complaint/mvestgations 698 Trespass' Wamings/agreements 4 Business alarm calls/building checks/welfare checks 500 assist county call/other agencies 25 Assist Animal control 0 Domestic cases involving violence/disturbance calls 2 Total calls from dispatch 1382 City of Apalachicola Public Works Monthly Report March 2025 The public works department, services all city vehicles and replaces all the tires on city vehicles, services all the mowers and weed eaters, cut all city parks, cut all city properties, empty all garbage cans downtown and city parks, clean city right of ways, cut city right of ways, and patch holes on city roads as needed. Completed some work orders. Collected trash from downtown and public parks. Cut our routine main roads parks and cemeteries. OB) Cleaned city right away off 24th street and hauling debris off Completed all alley on north side of town Completed alley on south side of town Cut limbs back on street and ave on south side of town Cut grass at water plant Cut grass at 5th street water tower Put new fence up at 5th street water tower Doing maintenance on equipment Building a Maintenace . Replaced toilet seat at city hall Replaced toilet seat at community center Put new time clock at police station Replaced air filters in all city buildings Replaced soap dispenser in some of bathroom Getting some price for the repair of the roof at the rainy house 6 ELORIDE CITY OF APALACHICOLA CODE ENFORCEMENT 192 Coach Wagoner Blvd * Apalachicola, Florida 32320 * 850-653-8222 CODE ENFORCEMENT OFFICE March2025 2 (City) Tree Permits 5' Tree Permits 133 Short term Rentals at6 different locations Daily Phone Inquiries & Emails. Answered Dailyi inspections Code Violation Issues: Short-term Rentals @) - residential ( ongoing) Nuisance (Trash, waste, burning, etc.) 1 in progress Encroachment issues (1) on-going Multiple complaints and questions about various code enforcement MARCH 2025 WATER & SEWER FIELD CREW REPORT We had a major sewer backup on 16TH street. We had to cut into the main line to get it flowing again. It was full of grease. We need to invest in a bigger jetting system to maintain the gravity system. Replacing all the broke sprinkler heads in the parks. Fixing any busted Meter Boxes that need to be replaced. Completed all the daily rounds for the Month. Working on replacing the rest of the manual read meters. Responded to and repaired any low vacuum issues on the vacuum system. Completed all meter readings for the Month. Completed Monthly Samples for DEP Completed all the locates for the Month. Completed work orders for the Month. Working on getting the Odorscrubber replaced at the water plant. Well, 5 at the water plant has just been rehabbed, we gained about 140 gallons per hour more in water flow. Completed TTHM Quarterly samples. We are still below the limit. 80 is the maximum we had 34.66 at Bay City and 39.82 at Roberts Fish Dock The contractors are still in the process of replacing the Fire Hydrants around the city. We finished up installing the new 6-inch water main on Leslie St. 1 Jason Whites crew installa 6-inch water main on the side of the Gibson Inn along Hwy 98 that we can tie into the water line on Leslie Street and make a looped water line. We have been working Diligence on the odor smell in the water system by Flushing out the hydrants around town. 2 Apalachicola Margaret Key Public Library March 2025 Happy Spring! Library hours are 10am to 6pm Monday - Friday and Sundays from 12pm to 4pm. We are your City of Apalachicola Library. Sign up for your FREE Apalachicola library card. Any library offering is FREE to the public. Our Friends of the Library group'is the Patrons of the Apalachicola Library Society (PALS). They are a 501c3 nonprofit and membership forms to join are in the library. Follow us on Facebook or InstagramQApalachicolapubiclbrany for the latest! March 2025 Statistics: 3,135 patrons visited our library!!! - 16 new accounts opened - 266 patrons used our computers - 583 books/movies/tems circulated - 314 items donated to the library - $577.06 collected as library revenue - 79 hours donated by our wonderful volunteers - 11,657 people viewed our social media posts Happy Spring from the library! March at the library is a time to celebrate Spring's arrival, Women's History Month, and St. Patrick's Day, and we do this with our book displays. Stop by and pick up a new author! We miss our beloved Library Director, Lucy Carter, and continue to wish her a full recovery. The library is a warm, welcoming place for the citizens and visitors of our community. We have something for everyone and are always willing to help with government and technical issues. The March calendar was full of interesting events. PALS Book Sale was a huge success! So many people left with bags full of wonderful books! A Library STEAM Session event organized by PALS volunteer Rich Lenhart, made for an exciting afternoon, with kids experimenting with a vacuum chamber. He also hosted an all-ages Chess Club. The library enjoyed another fly-fishing round table this month, tying flies with Captain Daniel Davidson and PALS member, Shan Raetzloff. Another PALS member, Connie Justice, hosted two fun, crafting afternoons. Young patrons made springtime baskets and painted wooden eggs. United Way/VITA (Volunteer Income Tax Assistance) volunteers continue to prepare tax returns for FREE for anyone in the community that makes less than $64,000/year. New this month is Writing Group, a memoir short story writing class led by Leslie Lewin. The class meets twice a month for the next two months. Again, there is something fore everyone. We invite you to come in, grab a calendar, a free cup of coffee or tea, a few books, a puzzle, and enjoy fellowship with other library visitors. Your City of Apalachicola Library helps with reading, writing, and learning, and offers a suite of prinlcopyscanfaxland notary services. We loan FREE books, movies, puzzles, board games, and items from our Library of Things, and offer FREE audio books, e-books, and digital magazines through the Libby app. We also have a Book sale space on-site with FREE magazines. We also offer Yoga weekly (in a by-donation class)o on Mondays @ 6:15pm, Bring Me A Book Forgotten Coast hosts 'Books for Babies' weekly on Tuesday mornings @ 10:30am, and Mahjong meets on Wednesday and Fridays mornings @ 10. Our once-a-month Book Club meets each 3rd Wednesday @ 6pm; and Homework Help (FREE tutoring!) is by appointment. Let us know how we can serve you! Call: 850-653-8436 or email: achsaalampamilcan Welcome February! Isel Sânchez-Whiteley & Barbara Nissie' McNair, Library Assistants Lucy Carter, Library Director Jom 2025 APALACHICOLA VOLUNTEER FIRE/RESCUE a8cells Bi-Monthly Report 1. Accidents 7. Life Flights 2. Lift Assist EMS 8. Training 3. Bi-Monthly Meetings 9. Transformer Fires 4. Brush Fires 10. Vessels 5. House Fires 11. 6. Gas Leaks 12. jst Respencler Cells 322 Firefighter Attendance 1. George Watkins 11. 2. Fonda Davis W 12. Avery Scott 3. Ginger Creamer 1 5 13. 4. Albert Floyd 14. Colin Amison 7 5. Rhett Butler 15. Anthony Croom 6. Bruce Hoffman 16. Amy Cabrera 7. Palmer Philyaw 17. 8. 18. Shannon Segree 5 9. Troy Segree 22 19. Adam Joseph 10. Rick Hernandez 20. Craig Gibson Additional Comments Recorded by: Date: APALACHICOLA VOLUNTEER 3035 B FIRE/RESCUE Bi-Monthly Report 1. Accidents 7. Life Flights 3 2. Lift Assist EMS a 8. Training 3. Bi-Monthly Meetings 9. Transformer Fires 4. Brush Fires 10. Vessels 5. House Fires 11. Plcne crsh 6. Gas Leaks 12. /5+ Responokx Calls Rb Firefighter Attendance 1. George Watkins 7 11. 2. Fonda Davis 12. Avery Scott 2 3. Ginger Creamer 13. 4. Albert Floyd 14. Colin Amison 5. Rhett Butler 15. Anthony Croom 6. Bruce Hoffman 16. Amy Cabrera 7. Palmer Philyaw 17. 8. 18. Shannon Segree 6 9. Troy Segree 1% 19. Adam Joseph 10. Rick Hernandez 20. Craig Gibson Additional Comments Recorded by: Date: