DeFuniak Springs City Council Meeting Minutes Council Chambers March 24, 2025 1. Call to Order Mayor Bob Campbell called the meeting to order at 5:00 PM. Present: Mayor Bob Campbell; Mayor Pro-Tempore Todd Bierbaum (Seat 1); Councilmember Josh Sconiers (Seat 2); Councilmember Amy Heavilin (Seat 3); Councilmember Glen Harrison (Seat 4); Councilmember Anthony Vallée (Seat 5). Absent: Also, present were City Manager Koby Townsend, City Attorney Clay Adkinson, Interim Finance Director Danielle McDaniel, and City Clerk Rafael Ali. 2. CONSENT AGENDA A. Additions/Deletions to the Consent Agenda B. Approval of the Consent Agenda A motion was made to approve the consent agenda by Councilmember Bierbaum and seconded by Councilmember Heavilin; the motion passed without objection. 3. REGULAR AGENDA A. Additions/Deletions to the Regular Agenda B. Approval of the Regular Agenda A motion was made to approve the Regular agenda by Councilmember Bierbaum and seconded by Councilmember Heavilin; the motion passed without objection. C. City Manager K. Townsend 1. Unanticipated Revenue Report Mr. Townsend presented the Unanticipated Revenue Report. Mr. Townsend stated that he wanted to comply with the resolution. Mr. Townsend stated that we could use this for the library project. Mr. Townsend stated that we can set it aside in a high-yield savings account. A motion was made to continue the Unanticipated Revenue item to the next city council meeting by Councilmember Heavillin and seconded Councilmember Sconiers; the motion passed without objection. March 24, 2025 Regular Meeting 1 2. Bid Results for 280B Utilities Construction Project Alex Rouchaleau, a representative of Dewberry, presented the bid results for the 280B Utilities Construction Project. Mr. Rouchaleau stated that they recommend awarding the contract to Southside. Mr. Rouchaleau also stated that Dewberry didn't design the water line. He mentioned that the 12-inch pipe will be sufficient. Mr. Rouchaleau noted that there is a 16-inch pipe down Coy Burgess. He also mentioned that it would be better to install a larger line if more development is anticipated. Mr. Bierbaum asked ifthe 16-inch pipe will be appropriate for future development. Mrs. Heavilin asked who is aware of all the development that will happen in the area. Mr. Townsend stated that the council only allocated $500,000 for this project. Mrs. Heavilin stated that the 16-inch pipe will be needed out there with development. Mr. Bierbaum stated that we should not downgrade the pipe size. He also mentioned that we are on the hook for $500,000, and the developer will have to pay for anything above that. Mrs. Heavilin asked for the variance between the two bids. Mr. Rouchaleau stated that the big difference is the price itself. Hei mentioned that anything above a million dollars is considered high. Mr. Vallee asked if this is bonded. Mr. Rouchaleau answered, "Yes." He also stated that they have worked with this developer out of Freeport in the past. Mr. Bierbaum asked Mr. Kneuer to come up. Mr. Kneuer stated that the developer ofthe property wants the larger pipe to be installed. March 24, 2025 Regular Meeting 2 He mentioned that he had a long discussion with Mr. Stockman about the bids that came in. Mr. Bierbaum asked how much the Veteran Lodge will consume of the 16-inch pipe. Mr. Kneuer stated that the 12-inch pipe will take care oft the Veteran Lodge, but there is already a 16-inch pipe just south of Coy Burgess. Mr. Kneuer explained where the pipe will wrap around. He stated that easements have been granted for the pipe. Mr. Kneuer clarified that any overage will be paid by the developer. Mr. Bierbaum mentioned that the city covered the mobility fee for the forcemain. Mr. Adkinson stated that the council needs to decide its position. He also mentioned that the council needs to make a decision on the bids. Mr. Adkinson stated that if the council is ready to move forward with the bids, they can proceed. He clarified that this is a bid result for a construction project. Mr. Vallee stated that this can be one motion. Mr. Kneuer mentioned that the lowest bidder is eager to begin the work. A motion was made to award the construction to the lowest responsive bid South Eastside and Undergrounding at a total unit cost not to exceed $997,736.98 and the award is contingent on the developer agreeing to cover the difference between $500,000 and the max bid amount by Councilmember Bierbaum; and second by Councilmember Vallee; the motion passed without objection. 3. Revised City ofDeFuniak Springs Special Event Application Mr. Townsend presented the revised Special Event Application. Mr. Bierbaum stated that when it comes to rolling roadblocks, different events need to be treated differently. He noted that road closures cause traffic problems. Mr. Bierbaum suggested that the City Manager be given the authority to waive the fee if the event is hosted by a non-profit organization. He explained that the fees are primarily to cover public works costs. March 24, 2025 Regular Meeting 3 Mayor Campbell asked about the difference between the circle and downtown in terms of cleaning. Mr. Bierbaum stated that public works employees follow behind the police department, picking up cones. He added that the circle and downtown could be treated as two separate events. James Hurley Jr., the City Marshal, stated that some of the issues stem from assuming that all parades are the same. Mr. Hurley recommended that the circle be shut down 45 minutes to an hour before the event starts. He stated that parades on Baldwin need to be more fluid. Mr. Hurley said that Baldwin should have a rolling roadblock and that side streets should be shut down. He pointed out that the issue with the street sweeper is that it travels against the flow of traffic. Mr. Hurley also commented that the street sweeper is not the best and that shutting roads down just for it would be difficult. He concluded that some internal discussion is needed on this issue. Mr. Bierbaum stated that the challenge is working within the two-hour window. Mayor Campbell expressed his support for rolling road closures and the use of street sweepers. Mr. Harrison stated that he supports the idea ofusing street sweepers. Mr. Harrison also said he would like to see cardboard trash can collection implemented. Mr. Townsend responded that there is already a trash collection cleanup policy. Mr. Harrison emphasized that trash collection staff should be available. Mr. Vallee noted that the barricades and cones have been used for a while and should be updated. He stated that strong winds often blow them away. Mr. Vallee suggested that barricades be placed at turns rather than at the ends ofintersections. He commented that once attendees reach the track, traffic tends to back up. March 24, 2025 Regular Meeting 4 Mr. Vallee emphasized the need to address traffic flow issues. Mrs. Heavilin stated that shutting down the circle an hour in advance is excessive. She also expressed interest in charging an alcohol fee. Mr. Bierbaum admitted that they have not been consistently verifying whether events have alcohol permits. He explained that events serving alcohol require DOR approval and zoning approval. Mr. Bierbaum added that organizers should not be burdened with obtaining multiple permits before their application is even approved. Mrs. Heavilin asked whether, as the event host, she would be responsible for securing all necessary approvals in advance. Mr. Bierbaum responded that he does not want situations where applications are incomplete prior to ADP permit approval. Mrs. Heavilin also raised concerns about liability insurance coverage for events. Mr. Townsend stated that liability insurance typically requires a minimum of one million dollars in coverage. Mr. Hurley emphasized that law enforcement should be present at these types ofe events. Mr. Bierbaum stated that applicants should work with the police department to determine the number of officers needed. Mr. Townsend confirmed that he will include alcohol, the police department section, rolling roadblocks, and the street sweeper in the revised policy. Mrs. Heavilin stated that she would like to see this in a written policy and asked for Mr. Townsend to bring it back. A motion was made to approve the application with the changes discussed by Councilmember Bierbaum and seconded by Councilmember Vallee; the motion passed without objection. 4. Indefinite Delivery / Indefinite Quantity Contract with Ferguson Waterworks = ITB 2024-PW-01 Mr. Towsend presented on Indefinite Delivery / Indefinite Quantity Contract with Ferguson Waterworks - ITB 2024-PW-01. March 24, 2025 Regular Meeting 5 A motion was made to approve the Indefinite Delivery / Indefinite Quantity Contract with Ferguson Waterworks = ITB 2024-PW-01 by Councilmember Heavilin and seconded by Councilmember Harrison; the motion passed without objection. 5. Airport Terminal Update Cliff] Knauer presented an update on the Airport Terminal. Mr. Knauer stated that the council has been invited to walk the site. He mentioned that the contractor is currently present at the meeting. Mr. Heavilin stated that there are at least 90 days ofwork left. Mr. Townsend stated that before the building is handed over to the city, an inspection will be conducted. Mr. Harrison asked about the bathroom partitions and when they were ordered. Mr. Dominguez responded that he is unsure but will check his email for the information. Mrs. Heavilin asked if there is anything that can be done since the project was expected to be completed by January Ist. Mr. Adkinson asked Mr. Knauer how much retention is on the contract. Mr. Knauer stated it is 5%. Mrs. Heavilin inquired about a crack in the floor and who will repair it. She also asked to inspect where the seams are. Mr. Knauer explained that there are several areas in the floors that need to be addressed. Mrs. Vallee asked who prepares the punch list. Mr. Knauer responded that the architect prepares it. He: mentioned that there have been three walkthroughs, with one final walkthrough remaining. Mr. Vallee stated that if something is identified as a deficiency, it will be addressed in the contract. He also noted that it is normal for concrete to crack. March 24, 2025 Regular Meeting 6 Mr. Adkinson stated that if it makes sense to release additional payments, he would like Mr. Knauer and Mr. Dominguez to come in and explain the progress made. Mr. Vallee remarked that withholding payment is the leverage currently available. Mr. Knauer stated that the city will be holding $350,000 in retention. Mr. Bierbaum asked if, from Mr. Knauer's perspective, the contractor has been proficient in performing their duties. He also asked ift the delays were outside the contractor's control. Mr. Knauer attributed the delays to various factors. He mentioned that there have been 500 submittals for the project, and the number of rejected submittals has been significant. Mr. Knauer also noted that many materials for the project are no longer made. Mrs. Heavilin asked who decided which materials would be used for the project. Mr. Knauer responded that labor shortages have also contributed to delays on the project. Mrs. Heavilin expressed that she feels she was not given the full truth during a meeting on December 9th. She asked if the architect is denying materials because they are unavailable. Mrs. Heavilin also asked how the architect determines what gets replaced at the airport. Mr. Knauer stated that much ofit depends on the colors oft the materials. Mr. Knauer emphasized that there has been a significant amount of paperwork associated with the project. He explained that delays have been caused by labor shortages and material specifications. Mr. Townsend stated that not bidding out the terminal was another issue. Mrs. Heavilin stated that she believes it will be another 60 to 90 days and asked what the next steps are. Mr. Bierbaum pointed out that there is a difference in the current status of the airport project compared to the Chautauqua Hall of Brotherhood. He stated that he doesn't believe the contractor is slacking on the job. March 24, 2025 Regular Meeting 7 Mr. Bierbaum explained that there is a lot of back-and-forth between the architect and the contractor. Mrs. Heavilin stated that she wants to ensure the small details are taken care of. She also expressed interest in attending the biweekly meeting. Mr. Adkinson suggested providing Mrs. Heavilin with the punch list prior to any further work being done. D. Planning Director C. Wallace 1. 2024-SP-03, 331 S Commerce Park Final Plan Mr. Wallace presented on 2024-SP-03, 331 S Commerce Park Final Plan. Mr. Wallaçe stated that this contains 14 individual lots. Mr. Wallace stated that this is accessible by an easement that runs behind Beef"O' Brady's. Mr. Wallace stated that everything will be private. Mr. Wallace stated that as this gets developed, it will come back to the Council for approval. Mr. Bierbaum asked if this was presented to the Planning Board and what the staff recommendation is. Mr. Wallace stated that it went to the Planning Board and staff recommendation is to approve. Mr. Vallee asked what the traffic will look like in that area with trucks pulling out of there. Mr. Wallace stated that he does not expect high traffic volume to come out of this. Mr. Wallace stated that this will have an insignificant amount oftraffic. Mr. Vallee asked about the visibility at the intersection. Mr. Wallace stated that we don't have a lot ofinformation on that. Mr. Bierbaum asked what we require from the property owner when it comes to traffic study and traffic impacts. Mr. Adkinson stated that we require traffic studies but nothing financial. - Mr. Bierbaum stated that you may have material delivered there, and if a semi-truck is in there and does a delivery. Mr. Wallace stated that they did not provide a turn analysis for this project. March 24, 2025 Regular Meeting 8 Mr. Bierbaum stated that on 331, we need to make sure that we have enough room for trucks to go in there and turn around, Mrs. Heavilin withdrew her second. Mr. Vallee seconded for discussion. Mr. Vallee stated that he wants to have an analysis of the vehicle traffic. Mr. Vallee stated that he wants to address those issues. Mr. Wallace stated that they will be back at the end of April. A motion was made to continue this item to the 2nd meeting in April by Councilmember Bierbaum and seconded by Councilmember Vallee; the motion passed without objection. 4. PUBLIC HEARING/ORDINANCES A. Planning Director C. Wallace 1. 2nd Reading 2025-SSA-03, Darryl Hook's request to amend the FLUM for property located on 1st Street. Mr. Wallace presented on 2nd Reading - 2025-SSA-03, Darryl Hook's request to amend the FLUM for property located on 1st Street. A motion was made approved the 2nd Reading - 2025-SSA-03, Darryl Hook's request to amend the FLUM for property located on Ist Street by Councilmember Bierbaum and seconded by Councilmember Sconiers; the motion passed without objection. 2. 2nd Reading - 2025-RZ-02, Darryl Hook's request to amend the Zoning Map for property located on 1st Street. Mr. Wallace presented on 2nd Reading - 2025-RZ-02, Darryl Hook's request to amend the Zoning Map for property located on 1st Street. A motion was made to approve the 2nd Reading - 2025-RZ-02, Darryl Hook's request to amend the Zoning Map for property located on 1st Street by Councilmember Bierbaum and seconded by Councilmember Sconiers; the motion passed without objection. 5. REQUEST TO BE ON THE AGENDA A. Florida Trail Association 1. DelFuniak Springs Gateway Community Designation with Florida Trail Association Austin Burton presented on the DeFuniak Springs Gateway Community Designation with the Florida Trail Association. March 24, 2025 Regular Meeting a Mr. Burton presented his Florida Trail Association PowerPoint. He thanked the Walton County EDA for their partnership. Mr. Burton stated that if anyone has any questions, they should feel free to email him. Brandy Deisel introduced herself as thé regional director. She mentioned that she is the "boots on the ground" for the organization. Mrs. Deisel explained that she works with land managers- -about 17 in this region. She stated that 100 miles of trails are located on Eglin. Mrs. Deisel emphasized that this trail connects Florida and showcases what the state has to offer. She also stated that 75 miles of the trail have been impacted. Mrs. Deisel clarified that this work has only been cleared with boots on the ground. She highlighted that Eglin is special because it is a sentinel landscape. Mrs. Deisel added that everyone involved is working for conservation on these lands. She pointed out that Eglin is home to a variety of species of animals. Mrs. Deisel noted that it's great that something like this is accessible to the public. Mr. Wilson, chair of the Choctawhatchee Chapter, stated that they take care of over 100 miles of trails. He mentioned that training for the trails comes from the U.S. Forest Service. Mr. Wilson expressed appreciation for the community's understanding of the Florida Trail. He said that having a kiosk in Chipley Park is a great way to spread the word. Mr. Wilson shared how a veteran, who is part oft the organization, has found comfort in hiking on the trails. He described the trail as a real treasure. Mr. Vallee expressed his happiness to see this happen. He stated that he would like to see a trail come to our community. March 24, 2025 Regular Meeting 10 Mr. Vallee explained how the development of this trail could be a wonderful asset. Mr. Bierbaum mentioned that he would like to share the Florida Trail Association's information on the city's website. 6. CITEN COMMENTS 7. CITY ATTORNEY 8. LEGISLATIVE REQUESTS A. Councilmember A. Vallee 1. US Bicycle Route 90 realignment through DeFuniak Springs Mr. Vallee presented on the realignment ofUS Bicycle Route 90 through DeFuniak Springs. He stated that they are seeking a resolution and a letter of support from the council. Mr. Harrison asked how safety would be addressed on Baldwin. Mr. Vallee explained that cyclists.must share the road and have the same rights as other vehicles, but they must also Tellwibesamie-uleny 1 He mentioned that the complete street road diet is still not fully developed, and it may not involve three lanes it could result in the elimination of a turn lane. 4 1 Mr. Vallee added that the safest place for cyclists is along Baldwin. *4, tk. : Mrs: Hènderson asked if fewer cyclists were being seen. Mr.. Vallee responded that he doesn't have a specific count, but traffic slowed down during COVID, A motion was made to approve a letter of support and resolution for the US Bicycle Route 90 realignment through DeFuniak Springs by Councimember Vallee and seconded by Councilmember Bierbaum. 9. EXECUTIVE COMMENTS Mr. Townsend stated that tomorrow we are closing on Well 10. Mr. Townsend stated that the ITB closes on April 17. 10. COUNCIL COMMENTS Mr. Bierbaum provided an update on everything happening at WEDA. March 24, 2025 Regular Meeting 11 He stated that the branding for Wonderful Walton has been approved. Mr. Sconiers thanked Uriah for the annual report. He also thanked Mr. Glidewell. Mr. Sconiers explained how good it felt to visit the senior center. Mr. Harrison gave a shout-out to the Farmers Market. He thanked Main Street for their efforts with the event. Mr. Harrison mentioned that it is an exciting time for both the city and county. Mayor Campbell stated that the seniors at the center are excited about the new senior center. 11. ADJOURNMENT Meeting Adjourned 7:25 PM. Approved: 5a Cdel Bob Campbel, Mayor ATTEST: Minutes jaken by Rafael Ali City Clerk Proper notice having been CORPORATE duly given - . SEAL 1901 1111111 March 24, 2025 Regular Meeting 12