DeFuniak Springs City Council Meeting Minutes Council Chambers April,14, 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 Danny Cosson (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. PRESENTATION AND/OR PROCLAMATION A. Swearing-in of Mayor Elect - Bob Campbell Judge David W. Green Swore in Mayor Campbell. B. Swearing-in of Councilmember Elect - Glen Harrison I Judge David W. Green Swore in Mr. Harrison. C. Swearing-in ofCouncilmember Elect - Danny Cosson Judge David W. Green Swore in Mr. Cosson. 3. CONSENT AGENDA A. Additions/Deletions to the Consent Agenda B. Approval ofthe Consent Agenda A motion was made to approve the consent agenda with the moving of items G2 and G4 to the regular agenda by Councilmember Bierbaum and seconded by Councilmember Heavilin; the motion passed without objection. 4. 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 Councimember Bierbaum and seconded by Councilmember Heavilin; the motion passed without objection. April 14, 2025 Regular Meeting 1 C. City Manager K. Townsend 1. DFS Tourism Workshop Recap and Direction Mr. Townsend presented a recap of the DFS Tourism Workshop. He proposed holding an informal workshop to decide on a slogan for the city. Mr. Townsend also stated that if the council had anything they would like to add, they should let him know. The council agreed to revisit the matter in a month or a month and a half via workshop. 2. Code of Ordinances Chapter 11 - Code Enforcement Mr. Townsend presented on Chapter 11. He stated that he wants the council to review it and become familiar with it. Mr. Townsend also mentioned that there are two policies attached. 3. Airport Rates & Fees Policy - Revisions Mr. Townsend presented the airport rates and fees policy. He outlined specific changes that have been made to the policy. : Mr. Townsend stated that he is requesting the new policy go into effect on May 1st. He added that it will be a requirement for leaseholders to enroll in automatic withdrawal. Mr. Townsend explained that there will be a tie-down fee of$25 per day and $100 per: month. He noted that the airport director had thoroughly researched and evaluated these fees. 1 Mr. Townsend continued to explain the different rates included in the policy. He mentioned that there is now a sign-in sheet, which will be required for all users. Mr. Townsend also described the various services that airport leaseholders will receive under the new policy. He stated that a $100 fee will be charged each time a staff member is called out. Mr. Heavilin asked if staff can evaluate or measure this on a quarterly basis. Mrs. Heavilin noted that some staff members have expressed concerns that the fees are too high. Mr. Bierbaum clarified that there is a two-hour minimum charge for after-hours services. A motion was made to approve the fees and rates as amended by Councilmember Bierbaum and seconded by Councilmember Sconiers; the motion passed without objection. April 14, 2025 Regular Meeting 2 Mr. Cosson asked iflocal residents could receive consideration for rates. Mr. Townsend stated that there are discounts available for purchasing a certain amount of fuel. Mr. Biberman stated that five or six years ago, the airport had been operating in the red. Mr. Bierbaum stated that he wants to ensure the airport is currently operating in the black. Mr. Sconiers asked how many local residents have planes at the airport. Mrs. Heavilin asked which of the current fees they are paying. Mr. Cosson asked ifthey could be exempt from the fee increase. Mr. Cosson also asked ifthat would be fair. Mr. Adkinson stated that the only sections with changes are the tie-down fees and parking fees. Mr. Cosson asked ifthe parking fee is increasing. Mr. Townsend answered yes, from $50 to $100. 4. Water Well #10 - Pull, Inspect, Repair, Reinstall Mr. Townsend presented on the inspection, repair, and reinstallation of Water Well 10. Mr. Townsend stated that this project is exempt from the competitive bidding process under the purchasing policy. / Mr. Townsend noted that Well 10 has been down for a while, and with upcoming development, it should be repaired. Mr. Townsend added that there is sufficient funding available to complete the project. Mr. Townsend also mentioned that they can still put the project out to bid ifthe council prefers. Mr. Bierbaum stated that there is a balance in the impact fees that should be used for this purpose. Mr. Adkinson stated that if. Jacobs can present that information in a memo, he would be glad to review it. Mr. Adkinson agreed that the impact fees should be used for the project. April 14, 2025 Regular Meeting 3 A motion was made to approve the quote from Donald Smith Company in the amount of $95,130 with understanding of using capacity fees unless impact fees can be used according to the guidance of the City Attorney by Councilmember Heavillin seconded by Councilmember Sconiers; the motion passed without objection. Mrs. Heavilin stated that they should go with the lower quotes. Kyle Monero stated that Mr. Rhoades left off the repair quotes. Mr. Monero stated that this omission should be considered when comparing the bids. 5. ITB 2025-02-PW - Library Repairs A motion was made to award ITB 2025-02-PW to Diversified General Contractors with a contract to be brought back to the City Council by Councilmember Bierbaum and seconded by Councilmember Sconiers; the motion passed without objection. Mrs. Heavilin asked if this was added to the tourism list. Mr. Cosson asked if these are any grant dollars involved in this. Mr. Cosson asked ifhe is expecting any change orders. Mr. Townsend stated that the bids were based on a inspection that was conducted. Mr. Townsend stated that he will work with the contractor to see what can be done inhouse. 6. Unanticipated Revenue Report Mr. Townsend present on anticipated Revenue Report. Mr. Townsend presented the two proposals from staff. Mr. Townsend stated that it is staff recommendation to allocate the funds to the library repair project. A motion was made to accept the report and to alllocate the funding to the library project by Councilmember Bierbaum and seconded by Councilmember Sconiers; the motion passed without objection. 7. Well #10 Property Selll (partial) - Revenue Allocation Mr. Townsend presented on the partial sale of the Well #10 property and the allocation of the resulting revenue. I Mr. Townsend stated that the check received was for $115,887.64. April 14, 2025 Regular Meeting 4 Mr. Townsend noted that he do not consider this to be unanticipated revenue. Mr. Adkinson stated that he concurs, adding that from a legal standpoint, this is not within the scope ofthe prior ordinance or the resolution. Mr. Townsend recommended that $45,000 of the revenue be allocated toward the development of a strategic plan. A motion was made to approve to allocate $45,000 for our strategic plan and $75,887.64 for the 1st floor of the Chautauqua Hall of Brother Hood by Councilmember Bierbaum and seconded by Councilmember Sconiers; the motion passed with Councilmember Heavilin voting nay. Mrs. Heavilin stated that she is okay with the $45,000 allocation. Mrs. Heavilin asked how much is currently in the hurricane reserve. Mr. Townsend stated that staff will need to bring that number back to the council. Mr. Bierbaum stated that the last audit indicated all reserves were in line with required levels. Mr. Townsend added that the actual liquid cash reserves will also need to be brought back for review. Mayor Campbell asked if the reserve levels have been adjusted to account for rising costs. Mr. Bierbaum stated that he does not recall. Mrs. Heavilin asked how much it costs to run the city on a monthly basis. Mr. Townsend responded that he would have to check and bring that information back. Mr. Cosson asked ifMr. Townsend has a hard number available for the emergency fund balance. Mr. Townsend stated that the number will have to be brought back. Mr. Harrison asked what happened with the bids for the Chautauqua Hall ofBrotherhood. Mr. Townsend stated that no bids were received for the project. Mr. Townsend also stated that the state has alllowed the city to select its own contractors, but he is still waiting to hear back from them. Mr. Bierbaum explained the issues with the building. April 14, 2025 Regular Meeting 5 Mr. Bierbaum stated that funding must be allocated to ensure the building does not deteriorate further. The council discussed the problems with the previous contractor. Mrs. Heavilin asked Mr. Adkinson what could be done about the issues caused by the previous contractor. Mr. Adkinson stated that the city needs to look into when the deficiencies were discovered. Mr. Sconiers mentioned that they noticed the window roofissue during the Christmas party. . Mackenzie Brown of the UWF Historic Trust suggested that the city should also plan for the maintenance ofthe Chautauqua Hall of Brotherhood. Mr. Adkinson stated that he can take direction from the council to investigate and provide any notices of construction deficiencies to the builder and explore available remedies. Mr. Adkinson added that he can work with Koby and others to identify and document the specific deficiencies the city wishes to allege. 8. Land Development Code Update Ranking Committee Selection Mr. Townsend present on the Land Development Code Update Ranking Committee Selection. Mr. Townsend stated that the committee selected Kinley horn as the top ranked submittal. A motion was made to select Kimley-Horn as top ranked submittal and to authorize staff to begin negotiations and bring a contract back by Councilmember Heavilin and seconded by Councilmember Bierbaum; the motion passed without objection. 9. ITB 2025-04-PW - SCADA Improvements Mr. Townsend presented on ITB 2025-04-PW - SCADA Improvements. Mr. Adkinson stated that he finds Hydro Services to be a competitive bid contract and that it is consistent with both city requirements and Florida procurement law. Mr. Bierbaum asked if we would be able to swap out floats with transducers. Mr. Adkinson stated that would be outside the scope ofwhat was actually bid. Mrs. Heavilin asked where the $300,000 is coming from. Mrs. McDaniel stated that 25% equals $161,832.21 and 75% equals $485,496.57. April 14, 2025 Regular Meeting 6 Mrs. Heavilin asked if those funds are already committed to anything else. Mr. Townsend stated that the funds have not been committed to any other project. Mrs. Heavilin asked ifimpact fees could be used for this project. Mr. Adkinson stated that he does not believe impact fees can be used for this purpose. Mr. Adkinson explained that impact fees are specifically intended to support new growth. Mrs. Heavilin asked what future needs are anticipated that might require the use of these impact fees. Mr. Townsend stated that there are approximately $1.6 million in capacity fees available in total. Mr. Harrison wanted to clarify that this project is for replacing the existing SCADA system and is not related to new growth. Mr. Adkinson stated that using impact fees incorrectly could result in a grand jury investigation. Mr. Bierbaum stated that the project could be put out to bid and allowed to be competitive. Mr. Bierbaum added that he does not believe it will make much of a difference whether or not they go out to bid. Mr. Cosson asked ifthey could get resources from Regional Utilities or possibly a recommendation from them. Mr. Townsend stated that they can reach out to Regional Utilities. Mr. Cosson explained that if Regional Utilities has someone they know and trust, it could be mutually beneficial for the city. Mrs. Heavilin stated that the project should be put out to bid. Mr. Sconiers noted that they can always reject all bids ifnecessary. Mayor Campbell asked Kyle Monroe to come up and answer some questions. Mr. Monroe stated that floats can be changed easily. Mr. Bierbaum asked ifhe had a recommendation between using floats or transduçers. Mr. Monroe responded that it depends on what the city is trying to accomplish. April 14, 2025 Regular Meeting 7 Mr. Adkinson added that he would like to hold off on further questions due to a potential political bidding conflict. A motion was made to issue the ITB2025-04-PW by Councilmember Bierbaum and seconded by Councilmember Sconiers; the motion passed without objection. 10. Memorandum of Agreement between FDOT and City of DeFuniak Springs Mr. Adkinson presented the Memorandum of Agreement between FDOT and City of DeFuniak Springs. A motion was made to approve Memorandum and resolution of Agreement between FDOT and the City of DeFuniak Springs by Councimember Bierbaum and seconded by Councilmember Heavilin; the motion passed without objection. 5. PUBLIC HEARING/ORDINANCES 6. REQUEST TO BE ON THE AGENDA A. Liberty Partners of' Tallahassee 1. FY2026 Community Project Funding Requests Tim Parson with Liberty Partners of Tallahassee presented on FY2026 Community Project Funding Request. Mr. Parson stated that it is his recommendation and staff that the city resubmit for FY 2026 for the effluent line. A motion was made to submit for the effluent line by Councilmember Bierbaum and seconded by Councilmember Sconiers; the motion passed without objection. Mayor Campbell explained what an effluent line is. Mr. Harrison asked if the city is applying for the $1 million or the $3 million grant. Mr. Parson stated that he would prefer to apply for the $3 million again, as the worst-case scenario is that the amount could be revised down. Mr. Cosson asked what the number one priority is for the airport currently. Mr. Townsend stated that there are several priorities, but the runway extension project is currently in progress. Mr. Bierbaum state that the effluent line for him is higher priority than the hump that Mr. Cosson is referring to. April 14, 2025 Regular Meeting 8 7. CITIZEN COMMENTS Malinda Henderson stated that when the first grant was written the windows were not part ofthe scope of work because they were done on the previous grant. Mackenzie Brown with the UWF Historic Trust stated that the Summit on the Circle went really well and thanked the city for allowing them to use the Chautauqua Hall ofBrotherhood. 8. CITY ATTORNEY 9. LEGISLATIVE REQUESTS A. Councilmember J. Sconiers 1. CRA Appointment Mr. Sconiers stated that he would like to appoint Amanda Bierbaum to the CRA. A motion was made to appoint Amanda Bierbaum to the CRA by Councilmember Sconiers and seconded by Councilmember Harrison; Councilmember Sconiers withdrew his motion. Mr. Harrison raised concerns about public perception and potential conflicts that may arise. Mr. Harrison stated that he is considering how the public might perceive a situation where more than one spouse is serving on the CRA Board. Mr. Adkinson responded that Florida's anti-nepotism laws are very clear on this matter. He explained that, prior to 1993, such appointments were prohibited. Mr. Adkinson further stated that, in 1994, an amendment was added clarifying that the anti- nepotism law does not apply to appointments to boards--except land planning boards- in municipalities with populations under 35,000. Mr. Adkinson emphasized that the law clearly states it does not apply in this case. He added that he wants to make it very clear that this is not a violation of anti-nepotism laws. Mr. Adkinson concluded by stating that, according to Florida law, this appointment is legally acceptable, though he acknowledges the public concern. Mr. Sconiers stated that he believes Mrs. Bierbaum is very in tune with what is going on in both the community and the CRA. Mr. Cosson commented that whatever Mrs. Bierbaum does; she does it thoroughly and passionately. He added that, due to past experiençes where things did not always appear transparent, the optics ofthe current situation are: not in their favor. April 14, 2025 Regular Meeting 9 Mr. Sconiers asked Mr. Cosson to clarify what he meant by things "not being on the up and up. n Mr. Cosson explained the previous situation involving the city manager, where a less-qualified candidate was seemingly pushed forward. He stated that the city still carries some baggage from its history. Mr. Sconiers responded that he respects Mr. Cosson's views from back then. He concluded by stating that he would not subject Mrs. Bierbaum to any further scrutiny on the matter. 2. Diseussion/Direction on Deputy City Manager Position Mr. Sconiers presented on the Discussion/Direction regarding the Deputy City Manager Position. Mr. Sconiers stated that he would like to give Mr. Townsend the opportunity to share his thoughts on the position. Mr. Townsend stated that he believes the city is reaching a point where he is going to need that additional support. Mr. Townsend added that things are not going to slow down, and more development is on the way. He noted that additional positions will need to be added to keep up with the growth. Mayor Campbell stated that he would like to see the responsibilities of current department heads, particularly the superintendent, clearly identified before making a final decision on creating this new role. Mr. Townsend explained that the Deputy City Manager would be someone with the authority to act on his behalf when necessary. Mrs. Heavilin asked Mr. Townsend ifhe could manage without the position until budget time. Mr. Townsend responded that he could manage until then. Mr. Cosson stated that having a Plan B is very important to ensure the city continues to function properly. Mr. Townsend stated he can postpone either or of the positions. Mr. Harrison stated that the city needs to get ahead ofthis discussion ift the goal is to retain Mr. Townsend. Mr. Cosson asked ifMr. Townsend can make this happen without affecting utility funds. April 14, 2025 Regular Meeting 10 Mr. Townsend responded that part of the salary for the position would come from the utilities budget. Mr. Bierbaum stated that the council has previously implemented a Deputy City Manager position. Mr. Bierbaum added that the council needs to continue wrestling with the idea of the position. He: further stated that ifthe position is being considered as a stepping stone to the City Manager role, then it should be given serious consideration. Mrs. Heavilin stated that she agrees with Mr. Bierbaum's comments and does not want to be in a situation where the council is "stuck" with someone they did not have the opportunity to select. Mrs: Heavilin suggested that a workshop should be held to further discuss this topic. Mr. Sconiers agreed, stating that the council should have that conversation. Mr. Bierbaum reiterated the need for an in-depth conversation on the matter. He mentioned that the city may consider going down the route of establishing a dedicated Public Works Department. S Mr. Bierbaum also noted that he likes the idea ofhiring a project manager. He concluded by stating that it is important to-have these types of conversations now as the city continues to grow. 4 1 * Mr. Adkinson.stated that local governments are finding it very difficult to hire for executive- t' LPAE level positions. - $ * Mr. Cosson asked ifthe council could float some potential names for the position. Mr. Adkinson responded that theyneed to go through the formal hiring process. Mr. Townsênd stated that Mr. Ali will reach out to the council to coordinate availability for organizing a workshop. 4 h B. Councilmember T. Bierbaum 1. Discussion on City Memorials Mr. Bierbaum presented on the Discussion on City Memorials. Mr. Bierbaum stated that the city needs to have a formal system for recognizing individuals in the community. Mr. Bierbaum stated that we can have another conversation in month or SO about developing a policy to recognize people within the community. April 14, 2025 Regular Meeting 11 10. EXECUTIVE COMMENTS Mr. Toswnends thanked staff for the work they did to get the cemetery ready. Mr. Townsend remind eth council about the engineering interviews tomorrow. Mr. Townsend stated that our city water is clean. 11. COUNCIL COMMENTS Mrs. Heavilin congratulated the new council members. Mr. Cosson asked if we could do 10 minute interviews per firm. Mr. Adkinson stated that he would not recommend to change the times before the interviews. 12. ADJOURNMENT Meeting Adjourned 7:23 PM. Approved: Ba Arlel Bob Campbell, Mayor ATTEST: Minutes faken by Rafael Ali City Clerk Proper notice having been CORPORATE duly given SEAL 1901 11 April 14, 2025 Regular Meeting 12