Planning Board - Regular Meeting

I can record. Recording's picking it up. Let me I can try this again. But if nothing else, we can just do this and then I'll have to upload it tomorrow.

This is the old system right now. just moving back and forth so we can record it and then I can upload it tomorrow. I'll try to do a news flash. We're

still sending this in before, but we can record our own system and then we'll upload it to YouTube in the morning. So, we just won't be live. That's going to be our best at this point. Supposedly, nobody's been on the system. We We're on a Friday. Nobody's been here. Um, so you're spending this?

No. No. We keep this door locked. So, don't have an answer. So, we're going we're going to record the meeting. It won't be live. And then tomorrow morning, we'll convert it and we will update we will upload it into our YouTube for everybody to give to you tomorrow. Which one we're ready? That's right. We are actually in here to see what's going on. Okay. Do we need to start? Oh, I mean what we already did, we really have to ask. Yes, ma'am. Okay. So, go ahead and please do a roll call. Yes, ma'am. Commissioner Bson

here. Commissioner Griggs here. Commissioner Pier here. Commissioner Ayes here. Mayor Henderson

here. I apologize everybody. You know, technical difficulties. Sometimes technology is not our friend. So, okay, we do have one presentation tonight. Deputy McKenzie, I know you were anxious to do your, so come on up. So, come on down. I'm just not sure I'm going to be able to do this my life. It's good to see each and every one of you. Happy New Year to you. It's the first meeting of the the new year, so I hope that it's as prosperous and great as as last year was. Um, if you go over our December stats, uh, we had 1,59 calls for service. We patrolled 24,977 miles, 29 arrests. We took a, um, a little easy on everybody during the month of December on arrest. Um, traffic stops, 222. Uh we wrote 168 citations and uh we had 41 traffic accidents reported. Uh we had um we had 10 parking lot accidents. Um those were were for various reasons and 26 nonp parking lot uh crashes. Uh the majority of those, five of them were at Tindle Parkway and 7th Street and uh three of them occurred at Tindle Parkway and Highway 22. Anybody have any questions?

Just just three out of the uh Yes, sir. I'll give you the sheet print to your meeting. Any other questions? cuz we will I will use those statistics. No, just thank you. This this may be the last time you give us the report. Is that correct? Okay. In the words of John. Thank you, John. Thank you. Okay.

City manager has a presentation.

Yeah. Um, a lot of people aren't familiar with biz rate, business rate, but business rate actually works off of from Google, Google statistics. And over uh over the last year, um, the Callaway Arts and Conference Center was ranked number one in Bay County. And this this conference center was actually ranked over the conference centers on the beach. We beat the Lindell Center. Um just uh just a huge award that they we do have a plaque and I wanted to present this to Tim and his crew because where's Tim? Here's the Tim has done a great job with with the conference center and as you know you already ranked number one. So that falls on you and your staff, but they put in a lot of good work.

And I will continue to say we are booked up both here and our just we just don't have any we just don't have any slots. This this conference center is used tremendous over here and I think it's pretty cool that beach.

Yes, it is. And we have a special guest in our audience tonight. The new president of the Bay County Chamber, Mr. Al Camry is here to pay us a visit. I think this is the first time we have had a chamber president here. So, this is quite an honor for us. So, thank you and congratulations on the new job. I know you're going to do great things for Bay County. Thank you very much. Thank you. And I know yeah I know at this special meeting uh we have introduced our new finance director but we have Mr. Josh Cage who is all the way here from Washington state. As I say I tried to go as far away from here as I could to bring in somebody. Um and unfortunately the the two applicants, the one from um Alaska and Hawaii, they just didn't make the cut. So we got another right here. And so y'all y'all if y'all would please welcome Josh to our team. OKAY, WE'LL GO ON NOW TO additions or deletions to the agenda. City manager, I think you have something.

So, we're going to try this. Um, as y'all know, we keep getting awarded lap grants and um we were just recently awarded the construction side grant for the West Cherry Street sidewalks. This goes from Tinder Parkway to um to Bob Little. Um that contract is in place for construction and ready to go. The state because over the holidays they were short staffed. They didn't get us approval for the CI. This is all budgeted within the grant. It's a 100% reimbursement, but uh after today, we have not got the final approval from the state. We're probably going to get it in the morning. The problem is we do not want to wait until two weeks to have another meeting because the contractor is ready to start. The CI is ready to to get to work on it. So, we're going to have a resolution at the next meeting that's going to award the CI to DRMP uh who was chosen by the city selection committee um for the West Cherry Street sidewalk. Um we had issues. It it basically had to do with one of their line items in their bid was 20%, it should have been 15%. The problem is the line item was only $2,000. So, it's a minimal amount of money. It's we're underneath our grant award money for the grant. So, um, rather than come back and if we don't want to do what basically approve the mayor to sign the contract so that we can go ahead and get this on the books and get it going as of tomorrow once we get approval from the state. Um, I will need to hold a special meeting at the end of the week. But, city attorney says that since it's under our budgeted amount, it's already in our budget, everything's fine. um we could go ahead and authorize y'all could authorize her to sign the contract and then we'll just

bring them back and we'll back back ratify it at our next regular meeting. So I'll leave that up to y'all. Do we need a motion? You would need a motion to add the item to the agenda for discussion. Yeah, we we have to do it as an agenda item. So I need I'll make a motion we add it to the agenda. Second. Okay, we've got a motion and a second. All in favor of adding the items say I. I. And that would just become item number 10. Just know we took three items off the agenda. Mhm. Oh, we took four off the agenda. Sorry.

Okay. So, and that's it. No other additions or deletions. Okay. We'll go ahead just real quick since we've got some new faces in the audience. Public participation rules. You can speak on each agenda item. You know, each one you get three minutes. What you need to do when I call for public participation, just raise your hand if you want to speak. Once you're recognized, come up to the podium, state your name and address for the record if you so choose, and then your three minutes will start. You have three minutes on each item. If you want to speak, then at the end of the meeting, if there's something that's not agenda that you want to bring up, it's same process. When I call for participation, just raise your hand, come up, state your name and address, and then you have three minutes to talk about whatever your non-aggenda item is. So, with that, we will go on to approval of the minutes. We've got the minutes of the December 9th, 2025 regular meeting. Did anybody have any comments, changes to those minutes?

If not, I would entertain a motion. Motion to approve the December 9th, 2025 regular meeting minutes started. Okay, we've got a motion and a second. If there's no further discussion, all in favor say I. I. Any opposed? Motion carries. The financial statements are there. And I'm sure just as Mr. Schwarz was always happy to go over anything with you if you wanted to. I'm sure Mr. Gossip will do the same. So if you at a meeting time what's going on right now,

right? Yes. Go back to his office and and go over whatever with them after you and him.

Yeah. He's going to drive back to Washington. Our first item, this is ordinance number 1133 and we do need to open a public hearing for this ordinance number 1133 reszoning of 46 B Road City attorney. Yes, ma'am. This is ordinance number 1133 and ordinance reszoning from R-6M residential single family must- residential single family. a certain parcel of land line within the city of Callaway, Florida, consisting of approximately 6.172 more or less acres. That parcel is located at 406 Mer Road, Callaway, Florida. Parcel ID number 24414-0000-00 as more described in the body of the ordinance, repealing all ordinances or parts of ordinances in conflict here with and providing that the ordinance shall take effect immediately upon its passage. Mr. This is the final reading. City manager, if you want to,

Miss R. We have any comments on this? No, sir. I just want to point out Mr. Steel is here tonight, the developer. And we are taking this. We're removing the M designation. Yes. So, did you want to say anything, sir?

Okay. Does anybody have any any questions or comment after Mr. Steward for Mr. Floyd? Nobody. Did anybody in the audience want to comment on this item? Not seeing anybody. I would entertain a motion. A motion to approve ordinance 1133 only 446 little road. Second. Okay, we've got a motion and a second. Any other discussion? If not, city cler yes. Commissioner Griggs, yes. Commissioner,

yes. Commissioner, yes, ma'am. Mayor Henderson,

yes. Okay, we will close the public hearing and we will go on to the agenda. Item number two, ordinance 1132, city calendar 2045 comprehensive plan update first reading. Dispense is ordinance number 1132, an ordinance amending the comprehensive plan of the city of Coway facility to adopt city initiated amendments pursuant to section 163.3184 statutes update the goals, objectives and policies of future land use, transportation, housing, infrastructure, coastal management, conservation, recreation and open space, intergovernmental coordination, economic and capital improvements. uh elements of the comprehensive plan and to update the future land use map series providing for severability reviewing all ordinances and conf and providing an effective date. Okay. Extensively we did come up with some changes. We are going to have another workshop on next Thursday the 20th at 1:00. So, you know, we will go over those changes and and kind of do another quick review of that.

Tuesday, Tuesday. Okay. Monday. Tuesday. I'm sorry. Tuesday the 20th. Yes. 100 p.m. So, I don't know if we're going to get into a lot of discussion that we need to handle this. We need to and we're in the transmitt hearing and take public comment or comment from the commissioners and then close the hearing and then you've already mentioned that you're going to um take additional comments and come back for um changes revisions later and continue. Yeah. So So we've done that. Do we have comments from the commission? No. What time Tuesday?

One o'clock on the 20th. Okay. So, we have no comments from the commission. Do we have any comments from the audience? I know at least one of you was here for the workshop. You may be the only one that was here for the workshop that's here again tonight. Oh, hi over there. Did anybody have any comment? Like I said, we will have a workshop on Tuesday at 1 and then this will be continued on our meeting our January 27th meeting. So is that

and that'll be our first reading that day. Did you want to say something? I have a question 631 main street. the copy that's in the agenda. Is that the changes? Yeah. Okay. So, the window he already submitted the changes for you guys to review cuz I thought it was supposed to be done this week. His changes will be submitted to him this week and then we will post all that up and get it to the commissioner as a fresh copy. Okay.

Any other comments? So I guess maybe we can just just a move to continue it to the next meeting. Motion. Okay. Would somebody like to marry commissioners to move that we continue till next meeting? Second. Okay. We've got a motion in a second. So you do that as a roll call.

Okay. So if there's no other discussion, all in favor say I. Any opposed? Okay, motion carries and we will pick that up at our next meeting after our item number three, ordinance number 1137, reszoning record 7100 street for the attorney.

Yes, ma'am. This is ordinance number 1137, an ordinance reszoning from multif family multi medium density to R5 residential single family and certain partial land line within the city of Callaway, Florida, consisting of approximately 2.97 more or less acres. Said parcels located at 7100 Cherry Street, Callaway, Florida. Parcel ID number 06810-0000-00 the ordinance repealing all ordinances or parts of ordinances in conflict here with and providing that this ordinance shall take effect immediately upon its passage manager.

Yes, sir. Okay. So, this is another really good transition for this property. It's going to be a reduction of a nonformal water park by about 75%. The plan is to do houses instead of the alarms that are currently um this drop in. Therefore, whenever they start to be a lot of people want no brainers for reasoning to get this line to support the project if we're reszoning the property, but we have five units that are not going to be part of the development of author. Are they nonconforming as they sit now?

Yes, sir. They will retain their non-conforming status.

Okay. Now, if um you as a matter of fact, one of them, I think the third one in at one time had a a fire. Um and for whatever reason that actually came back even though it was totally fires I mean totally destroyed. Now being nonconforming if the same thing happens again um do they come back with a mobile home or an individual mobile home? Yes sir. They have to lose 50% of the entire park for a sustained period of time and then they lose their non-conforming status. We had a few do that during hurricane life.

Yeah. But just one mobile home out of five. Then then we have to replace it. Okay. We don't encourage them to replace them with

Yes. Yes. If if three of them go in they they have to remain you know absent for a period of time of 6 months at the same time. As long as they're replaced within 6 month period. This is a reduction of 75%. So next street in will be cherry. Cherry ber. Anybody else have any question or comment for Mr. Fry? Okay. Thank you. Does anybody in the audience want to comment on this resol? Not seeing anybody. Gentlemen, it's back to us. If somebody would like to make a motion, a

motion for ordinance number 1137, please enter the property located 7100 Cherry Street. Second. Okay, we've got a motion and a second. If there is no further discussion, Commissioner Grace, yes. Commissioner Felier, yes. Commissioner Ayes, yes. Commissioner Bo, yes. Mayor Henderson,

yes. We will go on to item number four, resolution 26-01, additional map funds design avenue sidewalks. Yes, ma'am. This is a resolution number 26-01. A resolution of the city of Callaway, Florida, approving a settlement settlement to the local agency program agreement with the Florida Department of Transportation for road improvements. authorize the city manager to execute the agreement and providing an effective date.

I'm not going to get too deep in the woods. This actually goes back when bridge hard was being developed whenever we submitted for these lap pumps. They was actually going to cover sidewalks all the way down race from the from the where you go into Bridge Harbor all the way down to B and then all the way down to Wallace. um bridge went ahead and they developed sidewalks as you'll have seen through the front and halfway down Bertha that left the end of Bertha from I think eagle way down to it's going to go all the way to foresight for connectivity. The issue that we're going to run into is the fact that they did a proportional cut of the money. The problem is the majority of the engineering is going to come on that south end because we're actually dealing in wetlands. I know it's hard to believe, but that ditch because of the tile inflow and outflow, they want to do wetland evaluations on that. The state does. So, when we did our um request for the for the design of the engineering firm that was chosen by the RFQ committee and they chose who was it? Is that so? um they came through major submission which was significantly more than what was allotted by the grant. Um we did have this verified through a third party that the numbers were good and we requested justification letters. We also had uh one of one of our engineers look at it that helps us out with some of our app funds and they agreed that it was more than acceptable. We sent that back to the state requested more money to cover it. the state was more than you know they understood and they agreed to provide us with more lap funding to cover this engineering part of it and so the state has agreed to increase it but we have to increase um you know I have to get permission to y'all to increase to accept the increase in signs that are coming in we will

probably have to bring back a resolution at a later date to cover the change in the budget but like I said this is 100% pass through for us these are lab projects we love but we do need the connectivity down Anybody have any questions for Mr. Gro? So there's no actual financial impact to the city. We're accepting more free money. That's correct. But I always say this and I always say this with grants. We pay on the front end, they pay us on the back end. So everything, every grant that comes to the city, we pay for, then we submit our checks and they pay us back. But yes, this is a complete pass

on the left. All right. Yes. No match, no nothing. This is straight funding. Any other questions, comments? I'll also say that when we put this in as a submission through the state, they literally approved it in less than 2 hours. And when I got a phone call from Maria, she said, "Y'all do your last project so well that they had no problems with it at all. They approved it almost immediately." Said, "Yeah, we're good. Go ahead. and our city handles all that. So, kudos to Ashley for continuing doing such a good job with their life projects.

That smile is not a happy smile. That's one of those brands that relationship.

That is the most difficult we have ever dealt with. I had the same curios when I first got here. I went and I went through the certification and I personally got that certified and I quickly along the line we had a discussion actually in the workshop concerning acronyms. So I don't know if everybody understands what LP is. What's left is local area project, local agency, local agency,

local agency, local agency program. You're right. Agency, right? I feel nobody else up here. Anything that anybody in the audience wants to comb is currently shifting a lot of their programs. So what they're doing is they're doing it in phases and years. So while even though we're going to do the engineering for the project this year, it's probably not going to be funded for another 2 years. So you won't see the construction for several years such as we got awarded 2 years ago for Lake

and we're just now getting ready to put out an engineering and this one was before Lake. So we still got this one in Lake South. South Gay. Mhm. So, we're three projects in the queue, but they do engineering one year and then they do more construction the next. And just know it's not going to be our seat this year. And we just submitted the deal, didn't we? We sure did.

Just hope that 3 years after, but I'm just praying. I can't believe we so far since I've been here, we we received a lot of project every year. There's only two of them in the in the district so far. This year we got two of them. After that one, you can't have them all. Some of the other stad on some this year. Yeah. But it's also helpful. We've been getting help.

That's right. Anybody in the audience I think I may have already asked just in case. Did anybody in the audience want to talk about the additional lap times? No. Okay. So, would somebody like to make a motion on this item? Motion to approve resolution 2601, additional map funds design of Bera Avenue sidewalks. Second. Okay, we've got a motion and a second. Any other discussion? So if not city clerk commissioner yes commissioner yes ma'am commissioner yes commissioner yes mayor

yes we're moving on to item number five resolution 26-02 federal awards policy manual edition city attorney

yes ma'am this is resolution number 26-02 a resolution of the city commission of the city of Florida adopting a federal awards costing manual providing for compliance with federal, state and local requirements, providing for implementation and administration, providing for severability and providing for an effective date. City manager available state department of commerce, the city and our grant administrator did a review of policies pertaining to federal award projects. The review provided guidance for updating our manual to include a section pertaining to federal grants only. The policy manual for federal awards is intended to ensure compliance with all federal, state, and local laws, regulations, grant agreements, and guidance, including not limited to HUD regulations. Um, this came out through the state. The state is actually going through and they're doing a review of policies with it's going to be all cities when they're done. Um, they are taking their time. We do have a lot of federal grants. So even though we were awarded the grants um there were some issues that came through the state and the state said we want to start do some internal reviews. It wasn't an audit or anything like that. It was just a review of policies so that we could make sure our policies matched up completely with what they were looking for. We have not yet got the recommendations. I think there were four recommendations that we had. But the issue came down to was when we actually looked at the policy manual and everything that they've been there to try to take each section and incorporate them in with our current manual wasn't going to take a tremendous amount of work. So we just said, well rather than do that, can we just put a section in our manual that just deals with the federal grants only? that doesn't get convoluted in with having to send them a three-page binder, you know, a 3-in

binder of every policy that we had pertaining to procurement and grants in favor of federal regulations. So, this manual was produced. Um, we sent it to the state. The state did a complete review. We're not the only one that has this manual, by the way. This manual actually came out of the state. We had them do a complete review. They reviewed it. They said that said they thought that would be great matter. He told them we're going to go ahead and review it. We've reviewed it internally. Uh attorney has reviewed it also. It's just talks about making sure that we have all the in there that says we're compliant that you know that we have it written somewhere. I mean this is all the way down to agreements with the sheriff's office. Um, so we felt it better to go ahead and just bring it back this way and just put a policy manual in the back of ours as a subsection. That way, you know, whenever they come forward and they go, "Hey, are you grant compliant?" We just take the sections and we turn it in. So, it's a little bit of house cleaning, but it sets us up really just for um for future grants that we apply for that have to do with federal money. Well, the circle is complete. So,

anybody have questions, comments? Everybody up here? Good. Okay. Anybody in the audience want to talk to comment on this?

Just so everyone knows, this was the the internal review was done by myself and Ashley and Mr. Schultz. We were we were in review for five days straight for three hours on better a day as we went through every policy and procedure. Um the state was actually very impressed. They said we we did not have they did not have very many recommendations but by doing this it's a cleanup issue for us. Nobody wants to call. So we are ready for a motion. Motion to approve resolution 26-02, federal awards policy manual edition. Second.

Okay, we've got a motion and a second. If there's no other discussion, see clerk. Commissioner, yes, ma'am. Commissioner Rosel, yes. Commissioner Grace, yes. Commissioner, yes. Mayor Henderson, yes.

Okay. Item number six, planning board vice chair ratification will be one that you don't have to do. City manager, the city clerk, are you going to cover this one? Yes, ma'am. So, effective January 6, Mr. the former chairman of the planning board did resign his position and James Duval the then vice chairman automatically assumed the position of chairman. Um following that spring overlay was nominated by the board and accepted the position of vice chairman. So we are just asking if you ratify the board's decision with Mrs. Overway. Okay. And she and she is here. Yes. You want to plead your case?

Does anybody up here have any comment or question? Anything? Anyone? No. Anybody in the audience want to comment on the posture ratification including this old way? Well, if nobody wants to comment, would somebody like to make a motion? Motion to approve planning board vice chair ratification. Miss Overweight.

Okay. Motion and a second. There's no discussion. All in favor say I. I. Any opposed? Motion carries. Congratulations. And we will go on to item number seven award number PW2025-05 design of birth avenue sidewalks city manager or city. Okay.

So the city was aware of that process we discussed earlier. This is concerning the increase in lap funding uh for the design of the Bertha Avenue sidewalks staff request for qualifications. Six bids were received for color engineering received the highest ranking from the evaluation committee and following negotiation FDOT of course approved award of the contract gold for the negotiated not to exceed price of 10764209. And so um and this is in line with uh the grant funding that we just received to raise this up. So like towards the for one thing I would like to say I know we talk about the evaluation committee and the city evaluation committee those committees are there not city staff that know that it's actually made up of citizens that volunteer to be on evaluation committees. Now, there may be one staff person that's included in that, but it's not city staff that's making these recommendations. It is a committee that includes citizens from Callaway. I'm pretty sure we're the only city that does it this way.

Probably serious. I know Panama City. Did anybody have any question or comment about this one? Nobody. Okay. Would anybody in the audience like to comment on the award? I'm not seeing anybody. Would somebody like to make a motion? Quiet. Motion uh to approve award of request for qualifications number whiskey 2025-05 design of Florida Avenue sidewalks second.

Okay, we've got a motion and a second. There's no discussion. Is this this to approve the gomire engineering? Yeah. Should be part of the motion. Yes. Yeah. and approve go to Mer Engineering. Okay, we got it. You a second to approve. Yes.

Okay. All in favor say I. Any opposed? Motion carries. Okay. We will go on to item number eight. Tendle Air Force Base Fire Department mutual aid agreements. City manager agreements with our fire department. This is the one for you. Good answer. Anybody up here have any comments? No. Anyone in the audience have any comments?

No. Okay, I just need a motion. Motion to approve the 104 space fire department. Second. Okay, we've got a motion and a second. If there's no discussion, all in favor say I.

Any opposed? Motion carries and we'll move on to our next to last item advisory board appointment. Yes, ma'am. Um, as you're aware at the last meeting, we I did let all know that we were going to come back cuz the planning board currently has one vacancy and half sales sax oversight committee has three vacancies. And we do have Miss Tracy Lee, Mr. Paul Flack, and Mr. Anthony Bosik who have all three apply for each position. Um, so this this is for the framework vacancy is for the balance of an unexpired term. Unexpired term ending December 31st of this year. And then the absent committee vacancies are there are two three-year terms ending in December 31st of 2028. And then the balance of an unexpired term ending December 31st, 2026. So, so three can be on the Senate since we've got three openings. So, I mean, I know we have three good candidates for planning for, but looking through looking at Mr. Bohack's qualifications. Not to take away from the other two, but he's very qualified. He has a PhD. That's hard to compete with. So, but I don't know what anybody's thoughts are on. And well, we can go ahead and discuss and then I'll see if any of the applicants want to speak or if anybody else wants to speak over.

We're going to have anything to say.

Well, concerning the planning board, we've talked about this before, but the planning board is first in line to com to recommend to the commissioner um in line with the goals of Callaway. And that has to be the key. It can't be personal goals. It has to be the goals of Callaway. and and sometimes in the past we've had those that were not looking at it that way. They're looking at their own personal goals. And some of those situations have involved us overruling what the planning board is actually recommended. So, whoever goes on the plane board is false, you know, talking about you and you you fully understand the goals that that uh and of course they're listed. So, just want to point that out. Got to keep focus and you're good at focusing. Anybody else want to make any comment before I open it up for the audience?

I see the way they ranked what they would like to do. Mr. Bohack says he would do the planning board, but it's the lowest of his priorities out of those if he had to choose. I do want to comment on that. I he has mentioned to me that he had put the audit committee on there. he was on the audi one of the other two were priority one or two but that's why that one is on the top because he is on that committee.

Yeah, I think it's important that whoever we appoint to a planning board that they attend the meetings and uh I personally know Mr. Ro has to definitely attend all he attends all these meetings. Well, and the halfent search is really important because I know we've had issues people just not showing up people on the committee that just don't show up. So, but he can serve on two. Yes, he can. So, if I would definitely lean towards Dr. Well, you want we'll let them know then we can make a motion. Make a motion. Okay. that way. All three of them to have sensor.

So, but I know we have some of our candidates in the audience if they would like to say anything on their own behalf or if anybody else would like to say anything about any of the candidates. So, anybody wants to say anything? Miss Langston. announcement. I want to make a comment in response to your comments. Somebody with a PhD is not any better than somebody else. And the way you make it sound that, you know, some of you that don't have an education, I have a bachelor degree. It don't make me any better than anybody else in the audience. not showing and how many times as commissioners. So it should be open for everyone. But here again we already have people that are on committees and you respect someone committees instead of taking some committees can't do it. So just keep inspiring the same people around.

Anybody else want to say anything? So did you have a nomination? Do I have? Yes, ma'am. I need I need a good not okay. Okay. Did anybody else want to say anything? Okay, it's back to us.

Yeah, three and a half. You might want to do separate motions for each. Right. Right. So, do you want to do that in the frame of emotion on a half? Right. Yeah. So make a motion make a motion that Mr. Bohack and Mr. Boswick Boston Tony um all three on the side second.

Okay, we've got a motion and a discussion. Is there any other discussion on that? If not, all in favor say I. I. Any opposed? Okay. So, all three individuals are on the half. So, tax and you'll have to work out. I know there's two threeear terms and then one year term I guess. So, I'll let y'all hash that we need the motion on that too. Is that something that can be done in house? Who gets who takes the shorter turn? Who takes the

So, do we want to do that now? So then because we do have two. Yeah, if you have extra paper or he'll just check whatever. So you got two, you got a third year, a three year and a one year. Is that not correct?

That's correct. Yeah. So we'll draw for the one year. Okay.

We need to have somebody else. I don't want to draw on somebody. So we're going to which one first year which means the other two parties will be your top. Is everybody okay the way that went down? I don't want to come back around.

Okay, so now that you want to say anything, I'd like to nominate Paul.

Do you have a second? Okay. So, we have a motion and a second from Mr. Back. Anybody has any other comments about three different names? So they say three times. Is this just a vote on one person or is this like when selected me and we actually just vote on it?

Yeah, I mean there is a motion that Mr. B do be the wrong thing. So let's just so so all in favor say I any opposing you vote yes okay and mayor madame mayor you may want to just go at it on the first one and just do a motion to clarify that Mr. Boston will be served the one-year term.

Okay. Okay. Most serve the one time the one year on the committee that the we put all three of them on there. Yeah. Yes. It was going to be one year. So we want to make a motion that Mr. Austin backwards. Sorry. I thought they said okay. So that's No, no, no, no, no. That's planning. That one's done. This is on half since you made a motion. You want to just make the motion that Tony served the one year on the

concerning s tax committee Tony one year. Second.

Okay. So we've got a motion and a second. Was there any comment from the audience on that? So any number. So basically, as I explained, um we're going to need a resolution that will award the CI to the BRMP for the West Cherry Street sidewalks. Um this will be below our budgeted amount. It's going to be a slight increase over their current bid, which I don't know what their current bid is right off hand, I think.

I can say 49.

Yeah, it's about 49,000. it was under it was under our mouth for the CI for the project. Um, as I stated earlier, we want to get started in doing another two week delay. If not, we'll be more than happy to come back to y'all and we'll call special meeting most likely for Friday morning so we can get it done. But, uh, city attorney has advised that he will allow the mayor to sign as long as it's under the bid amount or under our estimated amount. So, we should go ahead and get this started and then we'll ratify the things. If the commission chooses to allow, you could allow the mayor to delegate your authority to the mayor to sign the agreement contingent upon state approval tomorrow.

Yeah. What he said. So, do you want to make a motion to that?

Well, before we make a motion, does anybody have any comment? And then I'll open it up to the audience before we make a motion. The only comment I have is that it would be nice to know what that dollar amount is versus an estimate. I can send that out. You know, if we're made a motion, we're giving America sign it tomorrow. If they wait till next week,

the state approves,

it would if the commission chooses, you can cap it at whatever the grant amount is and contingent upon state approval of the modification that uh the contractors suggested, the city suggested. Just so everybody know, I was prepared to come in and ask you to have a special meeting on Friday, but city attorney has said this might be easier. It keeps us from having to call a special meeting, but like I said, we'll have one. And if you like tomorrow morning, I'll send an email out. Ashley's going to pull the numbers right now. I just don't have any problems with the city manager. It's just that you should be able to give us numbers. So, would it be cleaner to go special meeting? I was prepared to go clean. I wasn't prepared to ask about later. I'm working Friday anyway. So, it is currently $49,6810. And I want to say our last award amount for that is 56. If it is less than the awarded amount of anybody to like 3,000 49 question but that first they said I went to 42% over and I was like oh my goodness what is that and then when we look at it was 43 42% over 2000 2000 or something was it 29

remember on the quest one was always at yeah $2,442 so this is the line item we're finding over roughly 5% of $2900

yeah that's what I'm saying this is so kind and Um but the state guidelines on state island and it has to follow at 15%. So does anybody in the audience want to comment on if we should have a special meeting on Friday or you can approve it and I should see them out of the current contract is going to be lower. Yeah, I'm okay with that. Then we'll just bring it in lower approval. That's the easiest way. Yeah. that we have a not to see not to exceed amount in the contract in the language 49 what

49 go back $49,6810 $6810 yes sir okay got to make sure we get that 10 cents right I didn't need that legal And that's the just so I understand that's the amount of the of the GRANT CONTRACT.

NO, that's the amount that they have not to exceed amount not to exceed amount. No, that's the amount of what they're offering, but it's going to be less than that. It might be better to say the not to exceed amount of the total.

Yeah, the total award that'll give me just a second on that one. Our goal is always to be under the same amount by the state cuz that means it comes out of our funds and this is so you all could issue a notice to proceed to more. Okay. This was done back in I think November. Um, and then when we got into December and everybody was short staffed with the state, getting things slowed down the contractor's ready to start and he's he's ready to go. But until we have a CI in place, we can't we can't turn him loose cuz we wouldn't have thought that it was going to be 2 months to get an approval through. Okay. So to exceed amount 49 the CI amount that we awarded through the last agreement is $56,626.

So that would be enough. Yeah. So no matter what it cannot go above that amount.

56 226. 620 646 256. Okay. Okay. So, how do I need to work this? Well, I mean, do we first we have to decide, do we want to do that or do we want to hold a special meeting? I have no problems with, you know, delegating the authority to the mayor. I just wanted to know what the total amount we're allocating versus the same dollar amount. Well, it's not exceed.

You can exceed that. It just means it comes out of city funds, right? We don't do that. So we're saying not to exceed 56626 which is the max amount of the grant. Correct. Correct. So a suggested motion if if the commission is interested in that would be to authorize the mayor to issue a notice to proceed on this contract and sign whatever documents may be necessary to start that process. uh provided the contract price is in over 56,762. You got that?

26. You got that? That's my motion.

I was just making sure that I wanted to make sure that anybody in the audience wants to comment on this. Welcome. Okay. So, we got a motion and a second. You got the motion, Ashley? Okay. So, is there any other discussion? Okay. Then all in favor say I. I. Any oppos? Okay. Motion carries. And that gets us to the end of our agenda. Let's commission and staff comment. We have one. I just wanted to let everybody know on January the 9th the third house in the Habitat stage we had the mail I don't know what it is before we had the first mail. So we have the mailing ceremony on January the night. This is the house that's being sponsored by the seven credit unions in the area. So everyone force over there. So that's all I have. I hope everybody had good holidays and that your new year has started out well and that it continues on that track. So, we're going to commission. Um, from our last meeting we had, we had a lot of discussion on communication. Um, I've received some feedback from the citizens. I've seen it. I think that we've done a better job. Um, we always can improve on that. Um the citizens, if y'all have stuff, please let us know um how we can continue to improve um speaking of that, um this Saturday, and I believe it's every other Saturday. Tim might know they do the running club now here at Callaway Park. Um I'm going to be here at that and afterwards if you want to just chat with the commissioner about whatever, just stop by um whatever the concerns are uh and dive into it.

Commission nothing but thank you to the citizens for continuing and actually improving their involvement. We're getting more people that have more interest in involvement and uh keep it up. We got here again we got opportunities here. We got opportunities and I bring it up particularly as it relates to citizens on the TV. So there's room on the citizens advisor advisory on the video. So anybody interested let us know and the mayor and I will certainly support it.

That's right. The city manager for the TCC. Yeah. question.

Easy one. Uh, city manager, what's the status of Alexander W? Nothing's going on on that side. Case road or going on. I noticed so much right now as far as the building is going on. You know, there's still some litigation that's going on with that before they start. Uh Q is actually it's still on track and everything. There was uh some snap with the water line from the county. it was off about 5 foot somewhere was marked and so they're having to do a work around on that. That may be what the current delay is. I have a project update at the end of the week. I don't know exactly where they're at, but I know that the weather's down and they may be waiting on compaction actually. I know today it's pretty that soft spot in there as you go in the first turn to the left just beyond that look like it's cave in okay this is all two years ago yeah since it's since it's grant funded I mean they also have to compact test on there. I think places going anytime soon.

I don't see why they couldn't go ahead and start on the other houses. I don't know what they're planning on right now, but you securing Oh, okay. They're securing the building. Okay. So, with that in place, you guys met I haven't talked to them.

Put that in place. What arrangements have you made with the contractor with the fencing keeping people out of this area? In other words, we're going to have to have fencing done. Correct. You're talking about from the parks, right? Yes, they are. They are going to be putting up privacy fence are selling units.

Yes. Okay. And I will I will I will I just want to make sure that No, I appreciate you. Um, you know, cuz nothing's being done there and we need to ask the question, when are you going to do it? Well, since our citizens don't have access, I don't want folks over there to have access. They don't need the people, but at the same time, there's no reason cuz they didn't remove our fence. So,

did we remove that? that access was part of the development order, right? No, that's that's a whole another story. But yes, we will eventually have a knockbox and an access gate on the back. Okay.

That will be able to go that way. But that's going to strictly be for emergencies. That was the original game plan was, you know, there's only one way in, one way in, one way out. But we will have access to be able to get in. Throw that back there. It's not a permanent open pedestrian gate. There will be a pedestrian. And they'll be handled just the same as the gates out here. Once they lock this gate, all those gates get locked. Okay. There will be no afterh hour access. Okay. Okay. Commissioner, commissioner.

Yes, ma'am. Um, it's been a busy uh break for me. I completed ethic e ethics training in person met with the city manager several times discuss the different issues and to understand the intricacies that go along with each. Um, I'm working on the annual evaluations for both the city manager and the city clerk. Attended first Friday at FSU 325th firewing gave an update and it was very extensive and very proud of those guys. They're doing a great job out there. I attended Habitat for Humanity with the mayor and commissioner Griggs. attended um the uh comprehensive plan workshop with everyone here and attended Callaway's two Christmas events on some of the idea of what I've been doing. That's not everything but most of it.

Okay. Secret just one city manager. I guess you're it.

All right. The grant agent CDBGR station grant five stations. We have started um they have started on the one that's on Lance Street. Um the detour will be very short once they put it up, but uh that's going to be their starting point. After that, they'll move to what's called CA29. That's the one on Tinder Parkway, but the gates destroy where the guy went through. That'll be the next one. Um we will be coming back with final fencing around all of these locations. Um and so we're in process on that. Um Hugh Thomas, I already gave you an update on that, Commissioner. You got that one. The roundabout is under construction. They have the aprons are poured in the center section. Um they'll start working on um the railway section next and uh it's actually it's actually ahead of schedule right now. So, um, they're trying to expedite that project through, um, Sandy Creek, the sewer down at Sandy Creek, um, surprisingly enough, the core of engineers, we have a meeting with them on the 22nd. Bill, write that down. You're going to need to be there. Do you know that? Yeah. So, um, we have a meeting with the core out there. We're trying to hurry and get that environmental run so that push it through the corner. Then we can we can bid that project out and hopefully start because we need to get them we need to get that out there fixed up. And then finally, as y'all have seen, they started on Cherry Street. Tico is currently boring all four lines down at Star Avenue trying to get ahead. Uh we did have a progress meeting today. Um they're having to get some of their stuff done, but they will be back out on site tomorrow to start back up and try to finish up right there in that center section between Comet and Jan. Um we knew that was going to be a little bit of an issue. That's why we started there. Once they do that, we'll get that road back opened up through that

section. We'll start on Star. You're going to start now. Yeah. We are going to work through some issues with uh the county because Star is a county road. So they they wanted to now stick their head in and make some comments which they're very minor. No big deal but the county they're okay with it and that that's that's about it. Just don't unless they have any specific

those are big projects that are coming out. Um, South Gay and and Bua are they're being engineered for painting. Um, of course we do have a grant for South Gay. That painting will go from I always make sure I understand everybody understands that we will go from Cherry Street to Hickory as the main and then we'll have an alternate that goes from Hickory to Lake Depending on where the bids come in. If we have enough funding, we're going to push it on out. Um, and of course fuel is coming up, city funding. Um, hopefully prices are going to continue to drop on paving and we shouldn't have any issues. If it does, we'll push it. Maintain that budget. Have you made any progress on on the contract on paving? It's going out tomorrow morning. Okay. Um, actually, some comments.

Yes, I do. So our big platform that we use vendor registry then net direct bought that out at the end of last year and basically closed down vendor registry. So the beginning of the this month Jay and I did our training with them. Their marketing team is handling the day we did our training they started handling getting out information to our current registered vendors whoever was registered with us on vendor registry. So I have everything ready for that bid to go out tomorrow. Okay. Yeah, we had a little slow down because we didn't want to put it out, but we couldn't put it out to our local vendors until vendor registry or

direct. Yeah, we'll keep that out for about 30 days. We're going to make sure it's out there. Um, we have went through that contract 50 million times. I think we got a really good solid foundation how we're going to do it. Um, I think this in the past. Um, we've done some internal training with our guys on doing subbase for roads and stuff like that. That's going to cut that contract down. We're just basically going to need people to come in and pave while you got a whole myriad of projects that we're going to do. Commissioner, I'm going to need to go through our budget because Losta is I don't think we're going to be able to do it under that contract. to be about change crews.

I mean, change cruise. Yeah, change crews. We may have a separate um we're going to look at it and see because it's going to be there'll be an additional cost cuz that'll have to be milled, right? We didn't put that in our our turnkey paving because not all people can mill and we need people that can pave. So, uh, we're going to look at that and see, uh, we'll see how that bid comes in and see who gets the bid. And if it's somebody that has a milling machine, then yes, we'll be able to know it under that contract. But if it's somebody that doesn't have a milling machine, then we will have to put that out for bid cuz it has to be milled and overlay,

right? So, I we'll have more of a idea on when's it going? January 29th. Is that when we get it? Well, if we do it for 30 days, then

I know you said 30 days, right? So, if it goes out tomorrow, then that's going to be about the 11th.

We just want to make sure that we have enough time because we need people to pay. I don't need them to be able to pave the state highway again. And that was one of the things that was in the original contract documentation that you got to be able to pay the state house. I don't need that. I need a 2in overlay. And we have a lot of of smaller paving companies that can come in and provide that service cuz we're going to be doing most of the base work. And we'll do like we did on Lake Drive. Everybody's been across the paving patches. We did on Lake Drive. We did all the compaction and we did um all the sub bas on that. They just come right in and just overlaid right over the top. And that was where actually we brought in a uh a QC guy from another company that trained our guys on how to how to do all that work.

Saves us money.

It's going to save a lot of money. Yeah. And that's where contract gets into place. Some of our projects that we put in the budget, we will do it that way. Like paving the parking lot of Patterson Park, we'll go in and do all the set base work and that's going to draw that cost down tremendously. over what's budgeted. That's where JH Cruz comes in. If I can get these prices down below, then I can we'll come back to y'all and ask for a budget amendment to transfer that money over at JH Cruz. Okay, does that make sense? I know I talked about that. I'm sorry. You should in my head Anything else? Okay. We have our announcements. January 19th, that's this coming Monday, Martin Luther King Jr. Day. City offices are closed. January 20th, is there does it look like there will be a planning board meeting? No. But you will have a workshop January 20th at 100 p.m. discussing the comp plan. And then January 27th is our next commission meeting. This Sunday, which is the 18th, December of December, January 18th at 2:00 p.m. in the museum, the historical society meeting. I'm not sure who the speaker is going to be this month. I do know in February, Winston Chester is going to come and talk about fishing. So, he's always a popular speaker, so you may want to be looking forward to that. this Sunday in the museum at 2:00. Does anybody know of anything that was around here? Any announcements, anything going on? Okay. Okay. We will go to public

participation. So, who in the audience would like to speak? Anybody? Yes, sir. about my plan. Commissioner Bird's interest in exploring the efforts to increasing public input from residents at the commission meeting on Tuesday, December 9th, appeared to go sideways. Perhaps privacy intent was not as well structured as a trigger bin or maybe not as well defined as a trigger bank. I think public input is dependent upon what is considered public information. City is responsible for alerting citizens of issues such as water disruption, road closures, emergency services disruptions, law enforcement issues, road floodings, power outages and so forth. Additionally, city has a responsibility to advise of city events, commission meetings and agendas, social events such as Christmas, Fourth of July, and so forth, as well as opportunities to volunteer to serve on different committees for standings as well as advoc. And here is where I think public input becomes important. When the city anticipates a long-term impact from

decisions made, the city needs to invite citizens to a sit down for a Q&A. Long term can be anything beyond 30 days. The Cherry Street Project and the roundabout and milk race are examples. Disruptions cause confusion and times husted or questions can be asked and answered. The city manager provides ongoing updates on different projects during commission meetings, but not every citizen attends, accesses the online meetings or social media accounts, reads the newsletter for talks with their neighbors. So, even if public meetings are held to discuss long-term projects, excuse me, and solicit public input, information will still not give out. People must take responsibility for their own engagement. Thank you. You told me he said I got this thing down 3 seconds short.

I had a question about Big Net and I was saying that you didn't want to put it out there and I was curious of why you didn't want to advertise the change cuz I did the other municipalities that are advertising in December to let people know that they were changing you know the vendor health would be accepted and I'm curious was the training portfolio or was it something that had to be in January they offered the beginning of the year. I was just curious because you know there was a discussion about the um the big going out back at the meeting. So I was just wondering um such a long delay with that. Um I'm curious previously we had discussed about the software for the public health department. I know that you guys decided on a new software to keep track of work orders instead of using a spreadsheet or however it was set previously. Um please know the citizens connect evaluation board is as advertised the same as the baby board other committees of Alexander's way since you were subpoenaed subpoenaed.

Um I think you were no you were not subpoenaed. Why would I be subpoenaed? I don't know because looking at your markers I will say I read your subpoena for for what I have no idea about for anything you know he gave the equipment and there was a back in May of 2025 so that's that's between the developer that propert

and then my other statement is you know you talk about citizens you want citizens being back and you know I'm really strong on people getting involved and the citizens being heard and stuff but and I feel like the citizens when I committees are being a fair gare opportunity because the same individuals are being placed three and four um different committees um when the newer people come in, you know, they're just kind of being talked down to because maybe they don't have a PhD or anything like that. So, and you know, I'm strong with you guys talking down to the citizens and being disrespectful and treating them really up here and speak. So, I just want to make that point. This is why we can't get to because he I think he wanted

Yeah, please. I'll give you some answers. Please subpoena thing. I don't know nothing about no subpoena. I should not be involved in that. I have no direct issue with that. That's probably our dispute. I don't know anything about it. I'm only aggated what was on GIS. That's not the extent of the knowledge that staff has. We're not involved in that in any way. City should not have anything to do with that. This has to do with I'm assuming it's a title company issue. So that that's about the extent of the knowledge, but I have not been subpoenaed and no one's questioned me or had any conversations with me about that ongoing lawsuit. Um, as far as seeing software goes, we did some extensive research. What we found out was is that our current software, which is Springbook, we are currently using one of the modules. We expanded that module to include public works. Everything now is being tracked through work orders completely. We didn't have to go out anything. It was already part of our package. We had just not ever explored that side of it. that I got to be careful when I say that we knew about the work order side of it and our utility billing department was using it and so we did some modifications inside of that software so that now we can use it in all public works does everything via work orders and we can coordinate back and forth cuz a lot of the issues that we have has to do with utility billing and say water and sewer that's where a lot of that stuff goes and so we are currently using software we're not on spreadsheets anymore. Um, and the system seems to be working extremely well. What was the other one? Uh, tell me more.

Well, they did that. I mean, you reference something about something going out for bid. We did not go out for bid because they were registering was bought by bid that direct. So, it wasn't a matter of putting anything out. They bought the company. We just had to do the transition over. The only bid that we had on hold for anything was this particular one. and we were not putting it out until January anyway. You don't put bids out in the month of December. You just that's that's a no no in the construction world and all. They don't know anything. You'll get poor responses.

I previously at the meeting that it was supposed to go out sooner than we recommendations, but it did take a while. It's it's a big document in the scope itself 30 pages.

Yeah, it's 30 pages. We're being very thorough and so um actually I didn't probably have it ready until it was in December when I sent it to you and said, "Hey, I think this is ready to go." But we weren't planning on putting it out till January anyway. Um we were pushing it and then we found out about the registry switch over. We definitely want to use it. So, um she's going to put it out tomorrow. It's going to be our first run through using the same website we had before. It's just a they're I guess they're doing upgrade and remodel.

Well, they were a different company. They bought vendor registry, but they're not keeping vendor regist they did not keep vendor registries software and websites and everything. Everything's moving over to that bidet direct who we weren't involved with in the beginning. So, we had to move everything to their stuff. Yeah. And that's part of their migration, not ours. They have to migrate it. I was just curious because you said that you couldn't put it out there or let people know about the change over yet and I was just curious like why would you let the people let each other knowledge that you know whoever you know is that you're switching over?

Well, it's part of their when we do the when the switch over happens their marketing department is going to do all of that. That's actually what they're they're doing that now. Their their marketing department is reaching out to everyone who was registered with us through vendor registry. All the different companies, contractors, engineers, and everything. They're reaching out to how to do that to say, "Hey, city of Cal is switching from registry to here." Um, we've made sure that we've got it on our website, the new um web address and everything that directs them to Vid Net Direct. But VidNet is has been the marketing as far as letting our contractors know.

We're not going to sit around and wait. We're going to let them go and then we're going to also be looking at this internally to make sure that everybody's getting information. I mean, I'm just out that other municipalities, you know, we're advertising or announcing um so they're a great idea. We haven't done it yet, but of course we haven't been operational enough to be able to say go do this and they had their they had their internal meeting and went through all of it, but that's a great idea. We'll put it out there. I was just asking you something you couldn't have done. You couldn't do it, but I was just kind of why you have done it. So, I don't know if there's a reasoning behind on why you couldn't have done it. And that's what I was asking.

Well, the reason we don't put it down in December, that's the number one reason. We just will not do that. That's just a no no in the industry. You would I'm serious. There's documentation on that. People said don't put bids out. You ask any contractor and they'll tell you you don't put a bid out in December. People miss it. They just didn't cuz it's holidays. But I mean our goal was to you know number one once we got it ready which like I said I don't remember what the day was. got to finally finally felt confident enough to put it out cuz they had to go back through Kevin because I made a lot of changes. Yeah,

we took out all them. Robert said we took out all of them which on they still have to follow the FDOT guidelines or the FDOT guide book. All that's still in there, but we're not making them be FDOT certified to do highways. that way it will expand our we'll get their bids and we'll have more people that can do it because like I said we're not talking about I'm never going to go out and have these guys pave a whole street block that's very unusual that we would do that that's going to be over the threshold we're open for this is for patching this is for doing like what we did on lake drive 30ft section of the road do water break

you know end up you know or doing our parking lot or something like that that we have to do something that's budget to That's kind of the goal of it. So we don't have to put it every little thing out for bid because that gets monotonous on the small project. This is going to be an ongoing contract whenever we get the bid.

It'll be a one year contract and then I think there'll be two what two oneear renewals on it. Um that you know even on renewal that's not at their price it's going to have to be based on something like CPI. We don't give one part. Okay. So, I was just kind of hearing it. Anybody else? Nobody. I'm not missing anyone there. Is that just a quick city manager? Can you update us on the meters and the towers?

Yeah. Yeah. I'm sorry. I didn't I didn't do that. Wow.

It's embarrassing for walking out. Um, so we still have not commissioned this one. They just couldn't do it over the holidays. Okay. So, they're supposed to be commissioning it here in the next couple of weeks. Um, we're still using our own system to read. No issues over there. Yeah, we're still using our own system to read. But even once we go operational, we're going to do comparisons. Okay. We're going to take we're still going to do the drive. Um, and staff is going to be starting training now, bringing all that information in. It's hard to get training whenever you don't have any information. Um, we actually sent in a data sheet from the Sandy Creek area. And when they came back, the problem was they were comparing it to what we was on our system. Now, they're like, we didn't get 33% read. I was pretty excited. The the town of Sandy Creek picked up 33% of our meter across the whole entire city. So, that'll be a good redundancy when when this one gets operational. So, we're just waiting on that thing to go.

Okay. And I'll keep you all updated. I'm sorry I didn't bring it. They just dawned on me while we were talking about Yeah, we good. Anybody got anything? I'm no more. Well, everybody have a good holiday on Monday and hope to see you at our workshop on Tuesday. Yeah. Motion to return. Do you sell paper?