Callaway 500 Caliaway Park Way Callaway, FL 32404

OF' 4L<4

CITY OF CALLAWAY, FLORIDA TMhoas W. Abbott

CITY HALLComm+ssioners

6601 East Highway 22, Callaway, FL 32404Dennis A. DeLapp

Phone 850-871- 6000 • FAX 850-871- 2444 Pamn Henderson

ORIpP www.cityofcallaway.com David OtanoRaiph L. Hollister

PUBLIC NOTICE

REGULAR MEETING

by the City ofCallaway Board of Commissionerson Tuesday, August 27, 2013 —6: 00 P.M.at the Callaway Arts& Conference Center

500 Caliaway Park WayCallaway, FL 32404

AGENDACALL TO ORDER

INVOCATION

PLEDGE OF ALLEGIANCE

ROLL CALL

MAYOR' S INSTRUCTIONS—

Call for Additions/ Deletions, and any items to be pulled from Consent Agenda for discussion.

PUBLIC PARTICIPATION (non-agenda items)

Citizens must complete a Public Participation form prior to the meeting and submit it to the City Clerkto be called and recognized at the podium.Speakers must come to the podium to be heard.

Comments are limited to three( 3) minutes.

PRESENTATION/ PROCLAMATION

APPROVAL OF MINUTES

Regular Meeting Minutes, August i3, 2013

CONSENT AGENDA

None

REGULAR AGENDAITEM# 1 School Bus Driver Request to Park at City Hall—City Manager Callins— Presented by Penny LozonITEM# 2 FDOT Traffic Signal Maintenance& Compensation— FY15— City Manager Collins— Presented by

Public Works Director Johnson

COMMISSION COMMENTS

Fke Department Leisure Services Planntng/ Code Er fwcement Public Waks Arta S Conference CenterP: 850-871- 2753 P: 850-874-0031 P: 856-871- 4672 P: 850-871- 1033 P: 85Q874-0035

F: 850-871- 5564 F: 850-874-9977 F: 850-871- 2404 F: 850-871- 2416 F: 856-874-0706

This institution is an equal opportunity provider and employen"

ANNOUNCEMENTS

Public Hearing- FY13- 14 Budget& Proposed Ad Valorem Millage Rate— 5: 01 P.M.—Tuesday, September10, 2013, at the Arts& Conference Center, 500 Callaway Park Way, Callaway, FloridaRegular Commission Meeting— 6: 00 P.M.—Tuesday, September 10, 2013, at the Arts& Conference Center,

500 Callaway Park Way, Callaway, FloridaCode Enforcement Board Meeting—Thursday, September 26, 2013, at 4:00 P.M. at the Arts& Conference

Center, 500 Callaway Park Way, Callaway, Florida

Providing public input is important. It can be accomplished by calling, emailing, making an appointment with yourCommissioner, or speaking at a public meeting. Public Participation for non-agenda items is called at the beginning of themeeting. Public Participation for regular agenda items is called during each item after the Commission has discussed the itemand a motion and second are made but before there is a call for a vote.

L

M us M. Collins, ty Manager/City Clerk

If a person decides to appeal any decision made by the City Commission with respect to any matter considered at the meeting, if an appeal isavailable, such person will need a record of the proceeding and such person may need to ensure that a verbatim record of the proceeding ismade, which record includes the testimony and evidence upon which the appeal is to be based. Any person requiring a special accommodationat this meeting because of a disability or physical impairment should contact Callaway' s City Clerk, at 6601 E. Highway 22, Callaway, FL32404; or by phone at( 850) 871- 6000 at least five calendaz days prior to the meeting.

If you are hearing or speech impaired, and you possess TDD equipment, you may contact the City Clerk using the Florida Dual Party RelaySystem, which can be reached at 1- 800- 955- 8770( Voice) or 1- 800-955- 7661 ( TDD).

This institution is an equal opportunity provider and employer."

CALLAWAY BOARD OF COMMISSIONERS REGULAR MEETINGAUGUST 13, 2013

TIME: 6: 00 P.M.

The meeting was called to order by Mayor Abbott at 6: 00 P.M. Commissioner Hendersongave the invocation and Commissioner DeLapp led the Pledge of Allegiance.

ROLL CALL: Commissioner DeLapp, Commissioner Henderson,Commissioner Hollister, Commissioner Otano, MayorAbbott

ALSO PRESENT: City Manager Collins, City Attorney Obos, LeisureServices Director Legare, Planning Director Fuller, PublicWorks Director Johnson, Finance Director Yeager,

Assistant to the City Manager Hirthr--

x.

MAYOR' S INSTRUCTIONS

Mayor Abbott called for any additions or ns of items to th enda. There were

no requests.

PUBLIC PARTICIPATION ,:'

Mr. Bill Brown, 6023 Howard Rc, Callaway, FL, commented that he had attended theBudget Workshop two weeks prior to this meeting and what a big difference it was fromone year ago. Mr. Brown stated that City Manager Collins his staffhave figuredways ta save the City d to not pend money like in past years. He said CityManager Collins i tiati 'th Bay =`` unty to get some relief on the cost of water.He again thanked anage llins an '' is staff for helping the City.

Mr. John ' 13 alla FL, said he should have conferred withMr. Br s e the s e es with regard to the direction of the

City f e budgetin saving the a large amount of money. He stated thebudget is a miracle that a lot ofwork. He said when Ms. Covey helped to start thepush for new leaders and t r. Thampson was elected it made it all worthwhile. Hethanked the Ci '` anager an ommission for helping the City move forward.

Ms. Melba Covev, eneca Avenue, Callaway, FL, stated that today some of thecitizens met with City r. ger Collins at City Hall to discuss having a City Clerk. Shesaid to continue to save ey by not paying for an additional person to be City Clerkthat it made sense to suggest that Sandy ( Hirth) be put in that position. She continued bysaying Lisa Koepke (who was absorbed from the Planning Department several years ago)could assist the City Manager with his administrative duties. She stated since therewould not be any changes in salaries, the City would continue to save approximately

80,000 which would have been paid for an additional employee. She said in this waythe City would have a City Clerk and the City Manager would have an administrativeassistant. Ms. Covey stated City Manager Collins has bigger things to do than clericalwork. She said the website needs to be updated and he has bigger fish to fry!

At this point, City Manager Collins clarified that he is not in negotiation with Bay Countyat this time. He said rates will definitely need to be addressed soon.

City of Callaway, Regular Commission Meeting- August 13, 2013 Page 1

Mr. Skip Daube, One Chico, Callaway, FL, stated he has not been attending the meetingsbut wanted to thank everyone. He said Callaway has done some amazing things and hejust wanted to say" thank you"!

Mr. John J. Malone, 707 Plantation Circle, Callaway, FL, asked Mayor Abbott to providethe legal authority that allows him and/ or two Commissioners to call a Workshop. Hestated there is none. He said the previous Mayor established a policy with no commentfrom the Commission. On May 20, 2013, Commissioner Otano asked where was theauthority for the Mayor to set the agenda and the guidelines for meetings. He also statedthe Mayor should not have more power than other Commissioners. Mr. Malone said

Mayor Abbott stated he was following instructions from the City' s Attorney. Mr.Malone was also concerned that it was said there cannot be yoting at Workshops. Hesaid they could have a" straw" vote. He quoted an AG in o al opinion from April 23,

2003, that said the Sunshine Law doesn' t address who may call a meeting, rather it' s leftto the discretion of the local government. He suggested the Commission have a

workshop to learn their legal duties. Mr. Malo also stated'- t when he was a

Councilman in Satellite Beach he rarely met ' City Mana ' office. He feels all

conversations between the City Manager ected officials sh be at meetings.This would help citizens know what' s hap in their City. He ' ded everyone

they could be removed from office for neglec duty wii in office. gain asked

that elected officials have works to learn their legal duties. Mr. Ma asked if the

Commission is aware City Mana . i:ns has the staff working 4 days per weekexcept the Fire Department and Le` re ' es). He asked for another Budget

Workshop.

Mr. Alan Reeves 60 Hill Calla FL, stated` ds like they are doing anamazing job. He s ed pictur ith the . mmission re ding the condition of hisroad. He said the City age blic Wo irector and the Street Supervisor havehad this b• their Iana Collins told Mr. Reeves they have aroad m ' d c prom et g will be done this year due to budgetcutba ut they ma ble sornet ext year( which begins October 1

St)

Ms. Beth t 160 Hill T3rive Ca FL, turned in a petition signed by fourteenhouseholds( sons) requesting speed bumps on Hill Drive near Anita Drive becauseof speeding prob ts. She said there are many children( more than a dozen) on this roadand it is a safety iss he said the speed limit is 25 MPH and asked that it be lowered

to 1 S MPH with the a ' on of speed bumps and signs that note " children at play". She

said a petition had been t " ed in years ago but nothing happened. Mayor Abbott statedhe does not remember Hill Drive being presented but it may have been before he waselected to the Commission. Commissioner Otano asked who regulates the speed limits

and Lt. Branning from the Bay County Sheriff' s Office stated they do. Mayor Abbattasked Lt. Branning to complete a traffic study on the roadway and after it has beencompleted and the Commission has received the Sheriff' s Office' s recommendation, the

Commission will put this issue on the agenda for discussion. Lt. Branning remindedeveryone that school zones are 20 MPH.

Mrs. Jean Champoux, 621 S. Berthe Avenue, Callaway, FL, stated the citizens who metwith City Manager Collins had a very productive meeting. She said the meeting was


focused on the issue regarding the need for a City Clerk and that one is called for in theCharter. She feels that Sandra Hirth would be capable ofhandling the City Clerk positionand if this were so, Lisa Koepke could assist City Manager Collins with hisadministrative requirements. She reminded everyone that Ms. Hirth had assumed these

duties in the past on several occasions. City Manager Collins indicated in the meetingthat he would not have a problem with this solution to the City Clerk issue.

Mayor Abbott stated the position of City Clerk is not vacant, it is currently filled by CityManger Collins. City Attorney Obos researched this and at the time the duties wereconveyed to the City Manager and stated it is perfectly legal to hold both positions.Commissioner Otano said that Sandy ( Hirth) has not indicated her preference regardingthe City Clerk position and suggested the Commission get er thoughts on this issue.Mayor Abbott stated if this is something the elected offici think is worth doing hewould like Ms. Hirth to check the calendar for possible dates for a workshop and get backwith him later in the meeting. Mayor Abbott stated he would like to clarify with the CityAttorney if the Commission can appoint someo or does it `' e to be advertised, will

they have to review the job descriptions aga' . He said t e all things that can

be hashed out in a workshop.

Mr. David Grig s, 7111 Winona Street, Calla „ y, FL, s it' s very c ' n the Charter

that it has two positions as appoi by the Commission:'°H̀e said he w to remind

everyone that all of the suggestio up in the lap of the Commission so theywould have to do the moving and appoinh=

iperso ° at takes place. He also

wanted to remind the Commission the Charte"; en thou does allow that they canappoint the City Manager, it es say persons when it me e two people involved

in the Charter. He_said the p writing the Charter zed there would probablybe two people so ifone is out o tempor basis, they c ld put the other in both

positions temporarily. h tated the er defines the positions of CityManager __ lerk gav scenario about the farmer, fox and the

henhouse! ey ant so hing the henhouse if the farmer is out!He brought up the re n ent that cau he bridge on Berthe to wash out and

complimented the Publi rks Department with doing a great job. He said some of theemployees were mentione previous meeting but he wanted the citizens andCommission to' ow that Fori man Robert Piercy was one of the first on the scene, hetook charge, ha kills and knew how to execute them. He did an outstanding job forthe City.

PRESENTATIONS-

Presentation- FEMA Plaque to the Citv Regarding Flood Insurance- Mavor Abbott

Mayor Abbott presented the City with a plaque from FEMA due to the City participatingin the National Flood Insurance Program. Michael Fuller assisted the CRS team theysent to the City to gather information on improvements that have been made tosubstantiate moving our rating to a 7 from an 8. This will give citizens who have floodinsurance a discount but they have to notify their insurance company of the change in theCity' s rating before receiving the discount.


Presentation- Code Enforcement Board by Chairman Robert PelietierChairman Pelletier reported that the two items which had not been resolved were brought

back before the Board. These unresolved violations resulted in both properties beingrecommended for property liens. However, one of the property owners had theirviolation resolved the next day. He stated we now have 100% attendance by the BoardMembers due to Mr. Frye calling them prior to each meeting. He gave statistics on codeviolations for the past 60 days- there were 116 Notice of Violations distributed- 50 of

these violations were resolved which left 66 open cases. Chairman Pelletier stated that

Bill Frye is very good about getting these notices out and handling these cases. He saidMr. Frye is only one person to cover the entire City. Mayor Abbott stated he knows it' sfrustrating when a complaint is made and there is not an immediate change regarding theviolation. He said Mr. Frye has to follow guidelines so each case is treated the same and

with this being said, the property owner has a certain number of days to resolve the issueor show improvement so it can look as if nothing has n done to rectify the problem.Commissioner DeLapp stated you can watch your these days due to the largeamount of rain we have been having. He also s ere iolations sometimes due

to yard debris not being separated correctly property o is notified to correct

the problem which means the yard debris sit on the right-o for two weeks ormore. He stated we need to put an article i City' s newsletter t ind citizens to

separate their yard debris and to not place it er power' es. Co ner DeLappalso said we should not have to continue to contact Real Estate property ers to correct

issue on their properties- they should already know these need to be cut and cleared.Commissioner Henderson asked if we are ing too much time. Mayor Abbott askedCity Manager Collins to look at what would ' reasonable ount of time to have

violations corrected. City M ager Collins said this is an iss` ue to the 21- day totalwaiting period. He stated we- e to give them adequate time but 21 days is more than

adequate. He said 1VIr. Frye is e that h can cut down this tirne frame but he needs toaddress this with the issi City M r Collins complimented the Code

Enforcem 1 in de H ' d they handle many hard situations.Comm' on if the s cing a property lien or a ta c lien on theprope es. She state

x

e wou aid so and have better results if the liens wereplaced on the tax certificates. Cit orney Obos stated they are assessment liens.

Presentation from Lt. Branning from B SO Regarding Status of CallawayLt. Branning began his presentation by stating the Callaway unit, for the month of July,had 20,311 miles patrolled. He also gave the following statistics: 966 calls forassistance, 37 arrests and 15 citations were issued. He addressed the Hill Drive speedingissue from Public Partici ion next. He stated they had done a traffic study quite a fewyeazs ago but will definitely do another one and will have more enforcement on this streetin the mornings. Mayor Abbott asked Lt. Branning to provide the Commission with thetraffic stndy so they can discuss it. He asked if there were any other streets in the areathat were being used as a cut through to Tyndall Parkway. Lt. Branning said there isAnita Drive and Hill Drive that are used to cut through to Lois which goes to Tyndall

Parkway. Hil Drive has a speed limit of 25 MPH and Anita Drive has a speed limit of 15MPH. Again Lt. Branning stated that school zones are 20 MPH but said they willdefinitely look at this street but you also have to be realistic when setting speed limits. Hesaid he would check this out and report back to the Commission.


APPROVAL OF MINUTES

Commissioner Otano moved to approve the minutes from the Regular Commissionmeeting on July 23, 2013. Commissioner Henderson seconded the motion.

All ayes

Commissioner Henderson moved to approve the minutes from the BudgetWorkshop meeting on July 24, 2013. Commissioner Hollister seconded the motion.

All ayes

CONSENT AGENDA

ITEM# 1 DECLARE CAPITAL ITEMS AS SALVAGE FOR PUBLICWORKS AUCTION

Commissioner DeLapp made a motion to De t' the Ca ` I Items as Salvage forPublic Works Auction. Commissioner Ot conded th tion.

All ayes

REGULAR AGENDA

ITEM# 2 RESOLUTION 13- - WASTE WAIVER WAIVER OFFEE INCREASE F Y

City Attorney Obos stated thi, issue w ' iscuss during the last Budget Workshop andis also something Commi did fo e Commission requested that SolidWaste rates not be ased fo 14.

Commiss' no m+aved to a e Re tion 13- 19- Solid Waste Waiver ofFee In Commission on seconded the motion.

All aye

ITEM #3 DITOR TERMS O ENGAGEMENT

City Manager C "' , Finance Director Yeager and Consultant Bennett negotiated theagreement with W Av x tt for$ 42,000 for FY13 ( without a Single Audit) and if theCommission approves inuation of this Agreement for FY14 and FY15, the agreedfees will be, respectively, 6,350 and $47,740.

Commissioner Henderson moved to approve the Auditor Terms of Engagement

with the City Manager to execute the Agreement in the amount of$ 42,000 (withouta Single Audit) for FY13. Commissioner Otano seconded the motion.

All ayes

ITEM# 4 REVIEW OF MANUFACTURED HOUSING STANDARDS

Commissioner Henderson said it was brought to her attention by citizens as well as herdiscussions with Planning Director Fuller about the issue of older manufactured housing


and the codes relevant to their safety and appearance. Following a discussion between theCommission and Planning Director Fuller, it was decided that Planning Director Fullerwill do additional research/ review of our policies and regulations. He wili also check

with other municipalities on this issue. Planning Director Fuller will bring thisinformation to the Commission in mid-September. Commissioner Otano commented that

on Star Avenue some older mobile homes were moved out and then it appeared that even

older mobile homes were moved back into the mobile home park. Commissioner

Henderson clarified that any changes we would make in our policies would not affectcurrent mobile home owners, only uninhabited mobile homes or possibly replacementmobile homes. City Attorney Obos said other cities have policies regarding non-conforming mobile homes. Planning Director Fu11er stated that the only mobile homesthat can be replaced are zoned for mobile homes. Commissioner Otano asked him to

review the policies for mobile home parks also.

Ms. Melba Cove 416 Seneca Avenue Callawa L, stated that when she worked for

HiJD that at some point they (mobile homes) a ' uired to' replaced due ta wind

force ratings, etc. She said that during the p ction they d some mobile home

pazks that were practically slums and wer on a week to we is. She said

something needs to be done so they have d safe and sanitary to live.

Mr. David Griggs, 7111 Winona Street, Callawav,_FL, said this was an i sting subject

and felt it was a little too ambitious to have Planning Director Fuller be ready to have thisinformation ready by mid-Septemb , H ` said that" grandfathering in" mobile homeissues is a big problem. He stated th any need to be looked at such as sidewalk

requirements, code e t issues, ;, .

ITEM# 5 DISCUSSION IMAL CONTROL

Commissioner Otano sta . thi a very sticky subject due to budgetary issues. He saidthe cost c o rise om y`

LL

to yeaz. He said we have asked Animal

Contro dit acco t is not possible. He asked if we could

look ` e procedure or callirig in Anima trol problems, possibly having our FireDepartment as the call center for Callaway so that all calls can be documented in thisway. This would hopefiilly cut down on people calling twice for the same problem.Chief Joyner said they are ready to assist in however the Commission deems necessary.In this way, if Bay County Animal Control receives a call from anyone other than ourFire Department, the Ciiy would not have to pay for the callout. Mayor Abbott said weare not the only city vv` these same issues. He has met with two other Mayors

Springfield and Parker).`'' hey are in agreement regarding having no accountability foranimal callouts. He said he and City Manager Collins will be meeting with CountyManager Smith and two other city representatives (Panama City and Panama City Beach)on this Thursday at 2: 00 P.M. Commissioner Otano stated we need to get a new systemgoing pretty quickly. Mayor Abbott said we have an Interlocal agreement with BayCounty with regard to Animal Control (enforcement is turned over to Bay CountyAnimal Control per City Attorney Obos). City Attorney Obos said we need to have anamended Interlocal Agreement. Commissioner Otano feels that if City Manager Collinsfeels this is what we need to do then we need to do it quickly. City Attorney Obos againreiterated that the Interlocal Agreement has to be amended before we change our

procedures.


Mr. John Malone, 707 Plantation Circle, Callaway, FL, stated that the City does not wantto deal with Animal Control. He had previous dealings in another capacity with FloridaWildlife and it was not easy to deal with all the required regulations. He said it is abouttime the people in these three cities (Callaway, Parker, Springfield) get together torequire accountability from the County.

Ms. Melba Covey, 416 Seneca Avenue, Callaway, FL, thanked Commissioner Otano forbringing up the issues of Animal Control and Mobile Homes. She said Animal Control

needs to be held accountable with someone overlooking this process. She agreed that thethree cities need to handle this problem quickly.

Skip Daube, One Chico, Callaway, FL, stated we should rec uire an itemized bill. CityManager Collins said we asked for a full audit and we r, ' d last year' s audited budget

only.

ITEM# 6 DISBURSEMENT OF BP F 4 2ECEIVED FROMSETTLEMENT

Finance Director Yeager informed the fin unt the Commis" ` eceived after

attorney fees is$ 447,69S. 59. She stated th ' Manager has men d to the

Commission previously that he would like to ve an elec nic sign i orated into

the current City Hall sign. We a three vendors for quotes which are eir

Commission packet for review. tely all three quotes are over$ 10,000.00 which

will now require the bid process. ctor Yeager asked that the remainingfunds, after the purchase of the LED , be to pay on the Regions 2012 debt. Ithas the highest intere would the approximately $ 118,000 in interest.

Mayor Abbott ask is e debt c ' Sandy Creek to which FinanceDirector Yeager re in the ative. or Abbott stated this debt was to be paid,

including interest, by andy eek resid who have joined the water/sewer line

extension. e the an act fees that had to be paid up frontprior to: w, h bei ded to t . City Attorney Obos said the City isnot h: liable for an =#hese es, they ar e paid as the taxes are collected on the

tax rolls each year by the erty Appraiser. Commissioner Hollister said this is a self-financed type issue and our nds are tied. These fees had to be paid on behalf of the

Sandy Creek r "' ents and tfiat' s why we did the special assessment on the tax roll whichincludes the fees, rest, attorney costs, etc. Commissioner Henderson explained wewould not be impacted by this interest since it is interest the Sandy Creek residents willbe paying. City Manager Collins asked Finance Director Yeager for the next highest debtand she replied that it would be the Public Safety Building with an interest rate of 4. 375and approximately 1. 9 million dollars owed. City Manager Collins recommended theremaining BP funds be used to pay on the Public Safety Building' s debt.

Commissioner Otano moved that City Manager ColGns to go out for bids on theLED sign for City Hall. Commissioner Henderson seconded this motion.

Commissioner DeLapp- aye

Commissioner Henderson- aye

Commissioner Otano- aye

Mayor Abbott- aye

Commissioner Hollister- nay


Commissioner DeLapp moved that all BP funds remaining, after the payment of theLED sign for City Hall, be applied to the Public Safety Building debt.Commissioner Henderson seconded this motion.

All ayes

ITEM# 7 DISCUSSION OF CITY' S CUSTOMERS' BAD DEBT ISSUE

City Attorney Obos stated since this subject was brought up at the last meeting he hasreviewed the City' s deposit requirements and Florida Statutes. He said we cannot put theaccounts in the property owner' s name and then hold them hostage until a bad debt ispaid. Mayor Abbott stated the person receiving the service should have to pay thedeposit. He feels we should look at the policies and adjust ihe amount of the deposits tocover the average amount of the bad debt the City is absorbing. He also remindedeveryone that if a customer has a good payment history for two years, their deposit isreturned to them. City Manager Collins said he wi, l review all of the deposits.Commissioner Otano asked what is required to services._`° d City Manager Collinsstated two forms of identification, a signed 1 r proof of p rty ownership and adeposit. Commissioner Otano mentioned wer company your credit historyas you sign up and the deposit is adjusted a ingly. City Mana ollins reminded

everyone there is a cost for looking up someo " s credit. ommissio enderson

asked City Manager Collins to c to see of the people receiving their osits back,how rnany have skipped out with paying final payment. City Manager Collins said hewould have this at the first available meeting er the research has been completed.

John J. Malone 707 Circle awa d h' ws they are tired ofhearing that he w iou audito • ' ' it d asked if he could meetwith City Manager `' ' ns nex ek. He the bad t of$50,000 is way toomuch for a City the si Call . He sa e do not know how to operate. CityManager ted nths have had a collection agency trying tocollect alo " aid we s r credit reports and he stated that' show eal with it. Manager Collins there' s a cost for obtaining the creditreports.

David Gri s 1 Winona Street

Casawa FL, said this was an eye opening for him

with regard to th ount of debt created by people not paying their bills. He stated ifyou provide a servi `: ou have no recourse except if bonds are involved- you can take

out liens in that case. e said Fox Lake Apartments only had a$ 50.00 deposit for thatwhole complex. He commented that developers should be made to do individual meters

and he' s glad that we are requiring that now.

Melba Covev, 416 Seneca Avenue, Callaway, FL, stated she worked with a water works

company and they did credit reports and the amount of the deposit was determined by thecustomer' s credit rating. She said they never had to report a bad debt.

IITEM# 8 AWARD BID FOR HIGHWAY 22/STAR AVE. SEWER FORCE

MAIN REPAIR

Public Works Director Johnson informed the Commission the City received fourresponsive bidders for the sewer force main repair. Staff recommends approval of Gator


Boring as the lowest responsive bidder at$ 99,500.00 which includes the cost of the 16"fusible Polyvinyl Chloride (FPVC) C905 Force main originaliy designed for the project.Commissioner Otano asked if anyone knew of this company. William Clark, PublicWorks employee in the audience, stated they have been around for approximately twoyears. He also asked who the second lowest bidder was and at what amount. Marshall

Brothers was the second lowest bidder at $ 130,000.00. Commissioner Henderson noted

there were differences between the agenda form, the memorandum from Public Works

Director Johnson and the letter from Preble Rish recommending this company' s bidamount. Public Works Director Johnson clarified the amount in Preble Rish' s letter was

the correct amount on the bid at$ 99,500.00. Commissioner Otano asked if the Citycould negotiate the HDPE and Public Works Director Johnson stated since it was done bysealed bids it is non-negotiable.

Commissioner Otano moved to accept Gator Boring as the lowest responsive bidderat$ 99,500.00. Commissioner Hollister seconded the motion.

All ayes

ITEM# 9 JULY 4, 2013 STORM D GE REPORT

Public Works Director Johnson asked the Comi sion if the had any q ' ons about the

damage report submitted with this agenda item. The bridge erosion repai Berthe

Avenue totaled to $7, 360 for equipment, material and man hours; the Hugh Thomas

sewer repair totaled to $ 1, 664 for equipme: aterial and man hours; and themiscellaneous repairs totaled to $7, 047 for e' nt, material and man hours. This was

a grand total of$ 16,07 - . rm repairs.

ITEM # 10 UPDATE ON YCLING/SCRAP METAL

Public Works Director Jo son ormed the Commission the amount of funds received

from selli , ; ,, etal r$ 3 " '" 0 from the total amount noted in the

agenda, ' e total 7. . The majority of the scrap metalcame m the fence ea b ind City He thanked Mr. Griggs for the kind

words of appreciation re ng Public Works employee Robert Piercy' s invaluableassistance at the Berthe Avenue bridge washout.

COMMISSION`COMMENTS

Commissioner Henderson - asked if a Budget Workshop agenda item could be includedwith the City Clerk agenda item. She stated that citizens have brought up some issuesthat need clarification. It as the consensus of the Commission to have the Budget/CityClerk Workshop on Monday, August 26, 2013, at 5: 00 P.M.

Commissioner Hollister- stated he was going to get on his soapbox regarding theaccomplishments of the City Manager but decided he would turn in his report as part ofthe record for tl zis meeting and to say City Manager Collins is doing an outstanding jobfor the City. He said we have come a long way in a short period of time.

Commissioner Otano- said that since the citizens elected them to office they have hireda new City Manager, two new Department Heads and he added that all staff had done avery good job in helping the City to move forward. He stated the City' s Charter has not


been looked at for revisions since it originated and he feels the timing is great for this tobe done. He stated there will be an election in April, 2014 so the revisions to the Charter

can be placed on the ballot. It can either be placed on the ballot with an ordinance or

have a petition of ten percent of the electors from the last election. City Attorney Oboswas asked to get the deadline for placing something on the April, 2014 ballot. There willbe a Charter Revision Committee which will involve citizens, staff and a Commissioner.

It was emphasized that we needed to move on this as soon as possible. At this point Mr.

Malone tried to interject some information into the meeting but Mayor Abbott stated wehad passed the time for public participation and that it is Commission Comments at this

time. He said he would be happy to talk with Mr. Malone after the meeting for anysuggestions he may have.

CITY MANAGER COMMENTS

None

ANNOUNCEMENTS FOR AUGUST 13 20 MMISSION MEETING

Code Enforcement Board meeting, T ay, August 2 2013, at 4:00 P. M. at

the Callaway Arts and Conference r

Workshop Meetin will be held on day, August 26, 2 00 P.M. at the

Callaway Arts & Conference Center, Callawa Park Way, away, FLRegular Commission Meeti ll be held on Tuesday, August 27, 20 t 6: 00 P.M. at

the Callaway Arts& Confer ter, 500 Callaway Park Way, Callaway, FL

T'here being no further business, Co ' ssio Lapp mc d to adjourn the meeting at8: 06 P. M.

dra irth, Assistant to the City Manager


Agenda Item # 1

City of Callaway Board of CommissionersAgenda Item Summary

Au ust 27, 2013

School Bus Driver Request to Park at City Hall

1. PLACED ON AGENDA BY; 2. AGENDA:

PRESENTATION

City Manager Collins PUBLIC HEARINGCONSENT

3. PRESENtED BY: REGULAR

Penny Lozon, School Bus Driver

4. ! S TH/S lTEM BUDGETED(! F APPLlCABLE)?: YES Q No

N/ A

Jr.

BACKGROUND: WHY. WHAT. WHO, WHERE. WHEN. HOW. S IDENTIFYALL ATTACHMENTS)

Ms. ozon has requested permission to park the schoo! bus she drives in the rear of City Nal!' s parking lot from 4:00 pmuntil 6: 00 am, Monday through Friday, and possibly on weekends.

ATTACHMENT:

Letter from Ms. Lozon

6. REQUESTED MOTION/ACTION:

Commission to decide if Ms. Lozon will be permitted to park her school bus in the City Hall parking lot.

1 wouid like to address the Cailaway city commission at the next meeting on27 August 17, 2013. i am a 14 + year residen# of Callaway and a BayDis#rict schoo( bus driver and would like permission to park my bus behindcity hail in the back of the parking lot. This wou(d save the county andmyseff fuel and wouid cut down on the mileage the bus is driven empty. Inthe past, I have parked at Callaway Elementary but policy changes prohibitthat practice any longer. I have spoken with both my route manager (KateBeliman) and the city manager in regards to this and neither of them areopposed to it. Mr. Collins said i would need to bring it before the citycommission. The bus would mainly be there between the hours of 4 PMand 6 AM and I would park out of the way of the emp(oyees and cityvehicles. By al{owing me to park in Callaway it wifl save driving the busempty at least 13 miles per day which equates to abou# 2 gallons of dieseleach day and another 2 minutes driving time.

1 appreciate your time in this matter,

Penny LozonBay District SchoolsBus Driver

850- 874- 8548

Agenda ttem # 2

City of Callaway Board of CommissionersAgenda Item Summary

Au ust 27, 2013

FDOT Traffic Signal Maintenance & Compensation — FY15

1. PLACED ON AGENDA BY; 2. AGENDA:

PRESENTATION

City Manager Collins PUBLIC HEARINGCONSENT

3. PRESENTED BY: REGtJLAR

Larry Johnson, Public Works Director

4. IS THIS ITEM BUDGETED( IF APPLlCABLE): Yes p No

S. BACKGROUND: WHY. WNAT. WHO. WHERE. WHEN. NOW. 8/ DENTlFV Att ATTACNMENTS)

This is a request we receive annually from the Florida Department of Transportation verifying the inventory list of traffics+gnals on State roads and showing the amount they will compensate the City regarding these signals. Public WorksDirector Johnson has verified the inventory list for Callaway.

ATTACHMENT:

Letter and Exhibit A from FDOT

6. REQUESTED MOTION/ACTION:

Request approval for the City to receive this compensation to maintain the traffic signals on the inventory list and toauthorize City Manager Collins to execute this Agreement.

a c - s 20 3

Florida Department of Transpor 'RICK SCOTT 605 Suwannee Street ANANTH PRASAD, P.E.GOVERNOR

Tallahassee, FL 32399-0450 SECRETARY

August 2, 2013

Mr. Marcus Collins, City ManagerCity of Callaway6601 Highway 22Callaway, FL 32404

SUBJECT: Exhibit A - Traffic Signal Maintenance & Compensation for Fiscal Year 2015

Dear Mr. Collins:

The Department of Transportation is in the process of programming into its Five Year Work iProgram specific funding allocations in support of the Traffic Signal MaintenanceReimbursement Program. I have attached an updated inventory list ( Exhibit A) for computationof the compensation amount for traffic signals in your area for fiscal year 2015 beginning July 9,2014 through June 30, 2015. Please review the attached inventory list ( Exhibit A) to verify thenumber and location of signals in yourjurisdiction. Once you have reviewed the inventory listExhibit A), please print two ( 2) copies, sign, date and return both signed originals to the

address listed below no later than Fridav, September 6. 2013. Once the Department andMaintaining Agency agree upon the inventory list (Exhibit A), the funding allocations will befinalized and no chanqes in compensation amounts can be made after September 13 2013Please return all siqned Exhibit A' s bv September 6 2013 to:

Florida Department of TransportationP.O. Box 607

Chipley, Florida 32428ATTN: Tammy Melchi/Sharon Day

f

If you have any questions or note any discrepancies, please contact Tammy Melchi at (850) j330- 1269 or Sharon Day at (850) 330- 1490 or by e- mail tammv.melchi(c dot.state.fl. us, Sharon. davCa dot.state.fl. us.

Sincerely,

1n'e,

Tamm MelchiYTM: t

Attachment

EXHIBIT A

TRAFFIC SIGNAL INTERSECTIONS MAINTAINED AND OPERATED FOR FY FY 2015

Effective Date: 07/ O1/ 2014 06/30/2015

Maintaining Agency: CITY OF CALLAWAY CONTRACT#: AM680

Traffic Intersection Locations Compensate FDOT FY Unit Rate Percent TotalSignal# Yes or No) of State Amount

001 SR 30A( US 98) @ BOAT RACE RD Yes 2,951. 00 50.00% 1, 475. 50

002 SR 30A( US 98)( TYNDALL PK1/VY) @ HICKORY ST Yes 2, 951. 00 50. 00% 1, 475. 50

003 SR 30A( US 98)( TYNDALL PKWY) @ CHERRY ST Yes 2, 951. 00 50. 00% 1, 475.50

004 SR SOA( US 98)( TYNDALL PKWY) @ SR 22 Yes 2, 951. 00 100.00% 2,951. 00WEWA HWYj g

k

005 SR 30A( US 98) @ 7TH ST Yes 2,951. 00 50.00% 1, 475.50

006 . SR 22 @ CR 22A( BOB LITTLE RD) Yes 2, 951. 00 50. 00% 1, 475. 50

Grand Total 10,328. 50 I

I certify that the above traffic signals will be maintained and operated in accordance with the requirements ofthe Traffic Signal Maintenance and Compensation Agreement.

For Satisfactory completion of all services detailed in this Agreement for this time period, the Department willpay the Maintaining Agency a Total Lump Sum o£ $ 10,328.50

Maintaining Agency Date District Traffic Operations Engineer Date

Printed or Typed Name/Title

Page I of l

Documents

Callaway 500 Caliaway Park Way Callaway, FL 32404