CITY OF CALLAWAY BOARD OF COMMISSIONERS REGULAR MEETING MINUTES OCTOBER 24, :00 P.M.

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1 CITY OF CALLAWAY BOARD OF COMMISSIONERS REGULAR MEETING MINUTES OCTOBER 24, :00 P.M. The Callaway Commission met in workshop session with Pamn Henderson, Mayor and Commissioners Melba Covey, Ron Fairbanks, Wayne McLeod and Joseph Townsend in attendance. Also present was Eddie Cook, City Manager; Kevin Obos, City Attorney; Janice L. Peters, City Clerk; Tim Legare, Leisure Services Director; Bill Frye, Planning & Zoning; David Joyner, Fire Chief; and Oscar Martinez, Public Works Director. The meeting was called to order by Mayor Henderson, followed by an invocation and the Pledge of Allegiance. City Clerk Peters advised a Mayor Pro tem should be appointed. Motion was made by Commissioner Fairbanks and seconded by Commissioner Townsend to appoint Commissioner Covey as Mayor Pro tem. Motion carried unanimously. PRESENTATIONS Employee of the Month David Carrington City Manager Cook read the letter of recommendation in which Mr. Carrington was commended on his helpfulness to citizens and dependability. Commission presented Mr. Carrington with the Certificate of Recognition. 20-Year Service Plaque Richard Addison Mr. Addison was not in attendance. 20-Year Service Plaque Patricia Johnson City Manager Cook read the award, presenting the plaque in appreciation of 20-years of service to the City of Callaway and commending Mrs. Johnson on her dedicated service. Code Enforcement Board Report City Manager Cook advised open cases to date were distributed to Commission along with cases closed within the last 3 months. Bill Frye, Zoning and Code Enforcement Officer, informed the Commission that as of the month of September there were 69 open cases, 119 new cases were opened and 8 were taken to the Code Enforcement Board at their meeting on September 28, He further advised that twenty-two cases were for vehicle violations and 92 cases were closed. Financial Update City Manager Cook advised financials were as presented. He indicated Fiscal Year closeouts are underway but he did not have a time for completion. Reconciliations are up to date. Regular Meeting Minutes October 24, 2017 Page 1

2 Bay County Sheriff s Office Report Capt. Branning was not in attendance. Departmental Reports Planning Commissioner Covey commented that most everything documented were things already in the works. Although he could not elaborate, City Manager Cook advised four projects are in the works for Callaway. Public Works Regarding the Berthe Spillway, Commissioner Covey asked why the project is taking so long. Director Martinez indicated staff had met with FEMA and with the recent hurricanes it has put the City s project further behind than before. Staff will keep on top of the situation. John Whittington of Dewberry Preble-Rish also advised FEMA is the hold up as they do not have a timeline for review. Commissioner Fairbanks asked if any improvements for drainage had been done in Callaway Point. Director Martinez advised they are waiting for winter to sandbag some of the clogged storm drains and clean them out with the vacuum truck. Commissioner Covey asked if the stormwater project list had been distributed to Commission. City Manager Cook advised it has not distributed a list but staff is close to phase I. She also inquired of the commercial meter install and the gravity main repair. Director Martinez advised 14 commercial meters had been installed as referenced on the report; the gravity main repair was due to the sink hole and all residential meters were installed and reading correctly. Regarding the odor control system, Director Martinez advised it is scheduled for a January install. Regarding two vacant positions, Director Martinez advised they are advertised. Utility Billing Commissioner Covey asked how much did it cost to robo call Ward II regarding the vacant position. City Manager Cook indicated it was $275 at.05 per 1-minute call, which is done inhouse and are personalized to the individual customer. Declining disconnects were reviewed from an average of 275 in prior months. Commissioner Covey asked if the meter-reading software has been ordered. City Manager Cook advised they have already ran it by legal and it will be a monthly installment through Verizon. Commissioner Covey would like the stormwater runoff fees for commercial entities, currently $5.00, be brought back for consideration of an increase in fees. City Attorney Obos recommended a rate study. Commissioner Townsend, asking about the irrigation bill and the domestic water bill, asked if these can be combined into one bill for all irrigation customers. City Manager Cook indicated they are two separate accounts but he will check to see if they can be combined. Regular Meeting Minutes October 24, 2017 Page 2

3 City Manager Report Regarding adding a second person to a utility billing account, City Manager Cook advised all you need at this time is a driver s license and proof of residence. Commissioner Covey, referencing lobby renovations, asked if protective glass will be reinstalled. City Manager Cook advised that currently, it will not be reinstalled. If the glass is to be reinstalled new will need to be ordered. Commissioner Covey asked if we are still using the same collection agency for delinquent bills. City Manager Cook advised that process will be brought in-house. Mayor Henderson called for changes to the agenda; there were none. PUBLIC PARTICIPATION MINUTES Paul Bohac, 7010 Mike Lane, asked that Commission reopen discussion to add the additional Deputy offered by Sheriff Ford and distributed a copy of a report regarding Callaway s crime rate (Attachment A). He was in favor of the additional Deputy. David Agosta, 6609 Pridgen Street, congratulated Mayor Henderson, Mayor Pelletier Mayor Pro tem Covey and Commissioner McLeod on their new positions. He was in favor of the additional Deputy as well and recommended a workshop to discuss. David Griggs, 7111 Winona St., also spoke of the statistics and was in favor of Commission reconsidering acceptance of the additional two officers. Janice Jennings, 7514 Sara Lane, requested the City look at adding a Senior Citizen s Center. Brigid Johnson, 7509 Melody Lane, was also in favor of the Senior Citizen s Center. Mayor Henderson will meet with Lynn Haven s Mayor to discuss. Mrs. Johnson was not happy with the newspaper article regarding the additional Deputy. She felt most of the calls for service are for incidents at Walmart and that the current Deputies need to do the job they are being paid to do. Harold Brandt 403 S. Berthe Ave., did not feel Callaway to be a nice community to live. He referenced drug addict and crime, as well as speeding on Berthe. He spoke in support of the two additional Deputies. Commissioner McLeod advised he had spoken with Mr. Brandt and shares his concerns. August 21, 2017 Budget Workshop September 13, st Budget Hearing September 25, 2017 Regular Workshop September 26, 2017 Final Budget Hearing September 26, 2017 Regular Meeting October 3, 2017 Special Meeting Regular Meeting Minutes October 24, 2017 Page 3

4 Motion was made by Commissioner Covey and seconded by Commissioner McLeod to approve the minutes as amended. Motion carried unanimously. PUBLIC HEARING (2 nd Reading of Ordinances) Mayor Henderson opened the public hearing. Ord. No Small Scale Comp Plan Amendment 160 Star Avenue City Attorney Obos read Ordinance No. 980 by title as follows: AN ORDINANCE AMENDING ORDINANCE 664, KNOWN AS "THE CITY OF CALLAWAY COMPREHENSIVE GROWTH DEVELOPMENT PLAN"; ACTING UPON THE APPLICATION OF DUANE OSBORNE TO CHANGE THE FUTURE LAND USE DESIGNATION OF A PARCEL OF LAND FROM COMMERCIAL TO MEDIUM DENSITY RESIDENTIAL; DESIGNATING FOR MEDIUM DENSITY RESIDENTIAL LAND USE A CERTAIN PARCEL LYING WITHIN THE CITY OF CALLWAY, FLORIDA, CONSISTING OF APPROXIMATELY 2.15 ACRES; SAID PARCEL LOCATED AT 160 STAR AVENUE, PARCEL ID , AS MORE PARTICULARLY DESCRIBED IN THE BODY OF THE ORDINANCE; AMENDING THE CITY'S FUTURE LAND USE MAP FOR MEDIUM DENSITY RESIDENTIAL DESIGNATION FOR THE PARCEL; REPEALING ALL ORDINANCES OR PARTS OF ORDINANCES IN CONFLICT HEREWITH; AND PROVIDING THAT THIS ORDINANCE SHALL TAKE EFFECT AS PROVIDED BY LAW. Mayor Henderson called for public input. David Griggs, 7111 Winona Street, asked what medium-density includes. Bill Frye, Zoning and Code Enforcement advised that medium-density allows for no more than 8.99 units per acre. Mayor Henderson asked if this would allow for mobile homes. Mr. Frye advised it would not. Brigid Johnson, 7509 Melody Lane, asked if the type of housing is known at this time. Mayor Henderson advised it is not known, that this is just for the comp plan amendment. City Manager Cook advised it is currently zoned commercial. Motion was made by Commissioner Covey and seconded by Commissioner Fairbanks for approval of Ordinance No Motion carried unanimously upon roll-call vote. Ord. No. 981 Re-zoning 160 Star Avenue City Attorney Obos read Ordinance No. 981 by title as follows: AN ORDINANCE REZONING FROM COMMERCIAL TO MULTI-FAMILY MEDIUM DENSITY (R-MFMD) THAT CERTAIN PARCEL OF LAND LYING WITHIN THE CITY OF CALLAWAY, FLORIDA, CONTAINING APPROXIMATELY 2.15 ACRES; LOCATED AT 160 STAR AVEUE; PARCEL ID ; ALL AS MORE PARTICULARLY DESCRIBED IN THE BODY OF THE ORDINANCE; REPEALING ALL ORDINANCES OR PARTS OF ORDINANCES IN CONFLICT HEREWITH; AND Regular Meeting Minutes October 24, 2017 Page 4

5 PROVIDING THAT THIS ORDINANCE SHALL TAKE EFFECT IMMEDIATELY UPON ITS PASSAGE. Mayor Henderson called for public input; there was none. Motion was made by Commissioner Covey and seconded by Commissioner Townsend for approval of Ordinance No Motion carried unanimously upon roll-call vote. Mayor Henderson closed the public hearing. Bay County Sheriff s Office Report Sgt. Jeff Bennett from the BCSO reviewed statistics for the month of September as follows: Miles Patrolled - 25,698 Calls for Service - 1,400 Citations Issued - 25 Arrests Made - 76 Traffic Crashes - 27 Commissioner Fairbanks asked if the 16 current officers includes Capt. Branning. Sgt. Bennett indicated it does. He then reviewed that there are 4 deputies on four rotating shifts. Currently one shift only has 3 deputies because Capt. Branning is administrative. Specifics of the shift rotations were discussed. REGULAR AGENDA Res. No Support for Preserving Home Rule City Attorney Obos read Resolution No by title as follows: A RESOLUTION OF THE CITY COMMISSION OF THE CITY OF CALLAWAY, FLORIDA, SUPPORTING ALL LEGISLATIVE EFFORTS TO PROTECT AND STRENGTHEN THE RIGHTS OF CITIZENS OF THE STATE OF FLORIDA TO GOVERN THEMSELVES UNDER MUNICIPAL HOME RULE POWERS CONFERRED UPON THEM BY THE FLORIDA CONSTITUTION; URGING THE CONSTITUTION REVISION COMMISSION TO PROTECT AND STRENGTHEN MUNICIPAL HOME RULE AUTHORITY AND FURTHER RESTRICT UNFUNDED STATE MANDATES; DIRECTING THE CITY MANAGER TO TRANSMIT A CERTIFIED COPY OF THIS RESOLUTION TO THE BAY COUNTY LEAGUE OF CITIES, THE NORTHWEST FLORIDA LEAGUE OF CITIES, THE FLORIDA LEAGUE OF CITIES, MEMBERS OF THE FLORIDA LEGISLATURE, MEMBERS OF THE CONSTITUTION REVISION COMMISSION, AND ANY OTHER INTERESTED PARTIES; AND PROVIDING AN EFFECTIVE DATE. Motion was made by Commissioner Fairbanks and seconded by Commissioner Townsend for approval of Resolution No Motion carried unanimously upon roll-call vote. Regular Meeting Minutes October 24, 2017 Page 5

6 Res. No Utility Billing Manual Update City Manager Cook advised this resolution implements updates to the Utility Billing Manual as adopted in current budget. City Attorney Obos read Resolution No by title as follows: A RESOLUTION OF THE CITY COMMISSION OF THE CITY OF CALLAWAY, FLORIDA ADOPTING AN UPDATED UTILITY BILLING POLICY MANUAL; REPEALING RESOLUTION NO AND ALL RESOLUTIONS IN CONFLICT HEREWITH; AND PROVIDING AN EFFECTIVE DATE. Motion was made by Commissioner Covey and seconded by Commissioner Fairbanks for approval of Resolution No Motion carried unanimously upon roll-call vote. Covenant Care - In Kind Donation City Manager Cook briefly reviewed the request. Motion was made by Commissioner Fairbanks and seconded by Commissioner Townsend for approval of the donation for the firetruck to deliver Santa to the annual non-profit event. Motion carried unanimously. Callaway Infrastructure Tax Project Priority List City Manager Cook advised this project list just needs to be turned into the County for updating. COMMISSION COMMENTS Ron Fairbanks, Commissioner, Ward III Town Hall Meeting Commissioner Fairbanks recommended a workshop be held for public input for the additional Sheriff s Deputy. Commissioner Covey recommended January, after the holidays. Mayor Henderson recommended adding to the December workshop. Janice Jennings recommended a Town Hall Meeting. After further discussion, a Town Hall Meeting was set for November 29 th at 6:00 p.m. Commissioner Covey advised she has not made her Thanksgiving plans yet and was not sure she would be in town. City Clerk Peters will add to the November Newsletter and Mayor Henderson will get with the News Herald for an article. Wayne McLeod, Commissioner, Ward II Commissioner Covey felt the Town Hall Meeting to be a great idea and is looking forward to hearing from the citizens. He expressed appreciation for Commission confidence in him in his appointment. Regular Meeting Minutes October 24, 2017 Page 6

7 Melba Covey, Commissioner, Ward I Ethics Training Commissioner Covey, regarding Ethics Training, stated the Florida League of Cities webinar is a great training tool and recommended directors view the training as well. Organizational Chart She requested an updated organizational chart, as well as amended job descriptions. City Manager Cook advised an updated organizational chart will be on next month s agenda. H.R. Orientation Commissioner Covey again requested a DVD be made for new employees to review during orientation. City Manager Cook advised that things change constantly and it would be expensive to make a new DVD every time. She asked that the Personnel Policy be put on the agenda for November. City Manager Cook advised he is about one-third of the way through his review. He will have it for the December meeting. Conference Center Signage Commissioner Covey asked if the signage on Hwy. 22 can be moved closer to the entrance of the Conference Center. It was noted that FDOT regulates placement of signage. The City Manager will look into it. Callaway Crime Statistics She advised the website for Callaway crime statistics is Neighborhood Scout. Commission Salaries Commissioner Covey indicated she would like to see the Commission salaries, insurance, and retirement benefits as part of the Charter and asked the City Attorney to come up with some verbiage for Commission compensation. Commission consensus was in agreement. She asked if salaries are prorated if office is taken in the middle of a month. City Manager Cook advised it is prorated now. Pamn Henderson, Mayor Utility Billing Audit Mayor Henderson advised she is working on the UB Audit. Heritage Day She elaborated on Heritage Day on November 4 th and the events planned. Triumph Funds Mayor Henderson asked if Callaway had projects they could apply for. City Manager Cook advised he has unique ideas and an will be going out in the morning. Kevin Obos, City Attorney AWT Budget Issue City Attorney Obos advised he had been contacted by the County Attorney regarding the AWT budget. In the Interlocal Agreement anything over $200,000 has to be approved unanimously. Regular Meeting Minutes October 24, 2017 Page 7

8 They re going to send over the package for the new centrifuge and send over to the City Manager for review. Commission was in agreement. Eddie Cook, City Manager Robo Calls for Commission Vacancy City Manager Cook clarified that the cost of the robo calls for the vacancy only came to $80. A city-wide notification would only be $325. Mayor Henderson thought it would be a good venue to notify all of the Town Hall Meeting. She asked what the best way is for citizens to update their phone number on their account. City Manager Cook advised that most of the time they call in or write it on their bill. ANNOUNCEMENTS Mayor Henderson read the announcements. ADJOURNMENT There being no further business, the meeting was adjourned at 7:37 p.m. Janice L. Peters, MMC, City Clerk Attest: Mayor Regular Meeting Minutes October 24, 2017 Page 8