City Council Regular Meeting Monday, December 7, 2020 at 5:30 PM Council Chambers 1070 Shoreline Drive Gulf Breeze, FL 32561
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AGENDA City Council Regular Meeting Monday, December 7, 2020 at 5:30 PM Council Chambers 1070 Shoreline Drive Gulf Breeze, FL 32561 1. ROLL CALL, INVOCATION, AND PLEDGE OF ALLEGIANCE 2. PRESENTATIONS A. Swearing In of Mayor and Councilmembers (Seat A & Seat B) Recognition of the 2018-2020 Mayor and City Council 3 - 7 B. Presentation - Gulf Breeze First Responders Crisis Fund Agenda Memo - Presentation - Gulf Breeze First Responders Crises Fund - Pdf 3. APPROVAL OF MINUTES 9 - 16 A. November 16, 2020, Regular Meeting Minutes City Council Regular Meeting - 16 Nov 2020 - Minutes - Pdf 17 - 18 B. November 24, 2020, Special Meeting Minutes City Council Special Meeting - 24 Nov 2020 - Minutes - Pdf 4. RESOLUTIONS 19 - 25 A. Resolution No. 76-2020 - Adoption of "Covenant for the Community" purchasing policy and procedures Agenda Memo - Resolution No. 76-2020 - Adoption of "Covenant for the Community" purchasing policy and procedures - Pdf 5. CONSENT AGENDA ITEMS Page 1 of 56 27 A. Approval of City Holiday Hours of Operation Schedule 2020 City Council Meeting and Holiday Schedule - Pdf 29 - 35 B. Approve Renewal of Interlocal Agreement for Conducting Elections Agenda Memo - Approve Renewal of Interlocal Agreement for Conducting Elections - Pdf 37 - 40 C. Approval of Custodial Services Contract Extension #2 Agenda Memo - Approval of Custodial Services Contract Extension #2 - Pdf 41 - 49 D. Approval of the Fairpoint Regional Utility Service (FRUS) Purchasing and Procurement Policy and Procedures Agenda Memo - Approval of the Fairpoint Regional Utility Service (FRUS) Purchasing and Procurement Policy and Procedures - Pdf 6. ACTION ITEMS 51 - 52 A. Selection of Mayor Pro Tem for the Term of 2020-2022 Agenda Memo - Selection of Mayor Pro Tem for the Term of 2020-2022 - Pdf 53 - 56 B. Authorize a Fifth Amendment to the Engineering Agreement - Baskerville- Donovan Inc. Waste Water Treatment Facility Expansion Design Agenda Memo - Authorize a Fifth Amendment to the Engineering Agreement - Baskerville-Donovan Inc. Waste Water Treatment Facility Expansion Design - Pdf 7. DISCUSSION ITEMS 8. NEW BUSINESS 9. PUBLIC FORUM 10. COUNCIL COMMENTS 11. ADJOURNMENT If any person decides to appeal any decisions made with respect to any matter considered at this meeting or public hearing, such person may need to ensure that a verbatim record of the proceedings is made, which record includes the testimony and any evidence upon which the appeal is to be based. The public is invited to comment on matters before the City Council upon seeking and receiving recognition from the Chair. If you are a person with a disability who needs accommodation in order to participate in a public hearing you are entitled to the provision of certain assistance. Please contact the City Clerk’s office at (850) 934-5115 or at 1070 Shoreline Drive, Gulf Breeze at least one (1) week prior to the date of the public hearing. Page 2 of 56 Memorandum To: Honorable Mayor & City Council From: Samantha D. Abell, City Manager Date: December 2, 2020 Subject: Presentation - Gulf Breeze First Responders Crisis Fund DISCUSSION: The Gulf Breeze First Responders Crisis Fund is a program entirely developed and funded by four families in the Peake’s Pointe neighborhood—Dr. Joe and Susan Story, Tom and Gigi Owens, Matt and Tammy Dannheisser, and John and Susan O’Conner. The purpose of the fund is to provide tax-exempt donations to first responders who experience personal crisis. Eligible individuals are Gulf Breeze first responders and regional first responders who provide Gulf Breeze with mutual aid support, for the safety and betterment of its citizens. The program is funded entirelywillbe throughemployees,citizens,fellow byotherand or donations personas/entities and is administered by the Community Foundation of Northwest Florida (CFNWF). The program was first proposed by Susan Story, resident and retired Gulf Power CEO, working with Suzie West, Executive Director of the CFNWF; and is a result of the heroic efforts of the Gulf Breeze Police Dept. and the Gulf Breeze Fire Department, with the assistance of Pensacola Beach and Midway Fire Departments, in battling a fire in their neighborhood. The maximum grant award is $2,000 and payments are made directly to vendors including, but not limited to, utility company, water/sewer company, telephone company, mortgage company, or for other expenses which are a result of a crisis/tragedy. Qualified incidents include catastrophic illness or injury, death incident, natural disaster, and extreme catastrophic or extreme circumstances. donations can be directed to the GulfOnline Breeze First Responders Crisis Fund at https://link.edgepilot.com/s/43ee4f77/hHg_Jt5VbkyOCrX5lx5tiA?u=http://www.cfnwf.org/. Checks can be made payable to the Community Foundation of Northwest Florida with a further note to the Gulf Breeze First Responders Crisis Fund. 850.934.5115 • FAX 850.934.5114 P.O. BOX 640 • 1070 SHORELINE DRIVE • GULF BREEZE, FLORIDA 32562-0640 Page 3 of 56 No action is required by the City Council. The presentation will be made by the residents who created and have funded a total amount of $115,000 to the first responders crisis fund and CFNWF Executive Director Suzie West. ATTACHED: Gulf Breeze First Responders Crisis Fund program outline 850.934.5115 • FAX 850.934.5114 P.O. BOX 640 • 1070 SHORELINE DRIVE • GULF BREEZE, FLORIDA 32562-0640 Page 4 of 56 City of Gulf Breeze First Responders’ Crisis Fund (GBFRCF) The first responders who serve Gulf Breeze—police, firefighters and emergency medical technicians (EMTs)—provide critical and life-saving services to our citizens and broader community. Occasionally, one of our own employees or volunteer providers is impacted by an unforeseen situation, such as an accident, natural disaster or family emergency. This can be even more critical when this happens to a volunteer who receives little to no compensation for their service. During these challenging times, colleagues and Gulf Breeze citizens want to help those who put their lives on the line for us when called upon. This would also cover first responders from other jurisdictions—including but not limited to, Midway Volunteer Fire Department and Pensacola Beach Fire Department—in the event of a catastrophic injury or death of the first responder while working on or at an emergency event/situation occurring in the City of Gulf Breeze. To assist in providing an effective and sustainable way to support first responders during times of need, we have established the Gulf Breeze First Responders’ Crisis Fund (GBFRCF). The program may be funded through donations by citizens, fellow employees, or other persons/entities and is administered by the Community Foundation of Northwest Florida (CFNWF). The program was outsourced to a community foundation to objectively handle our first responders’ requests for financial support with compassion, confidentiality, and urgency. As a separate public charitable fund, CFNWF, in its sole discretion, will review applications and determine incident eligibility and award amount. Their staff is available to assist the first responders in this process by calling CFNWF at (850) 434-5890 with any questions regarding the application process. Eligibility * Current and active first responders (employee and volunteer) who serve the Gulf Breeze community, including police officers, firefighters, and EMTs. * Eligible applicants may receive a maximum of one grant in a 365-day period, unless there are multiple personal injuries which put the first responder out of service. Grants The maximum grant amount is $2,000. The maximum award is not guaranteed, and in some cases a lesser amount may be awarded. In certain extraordinary circumstances, an exception to this maximum may be made at the discretion of the CFNWF. When a distribution from the GBFRCF is approved, payment is made directly to vendors; assistance funds are not sent directly to applicants. Vendors include but not limited to, utility company, water/sewer company, telephone company, mortgage company to pay bill, or for expenses that result from the crisis/tragedy. In certain circumstances, an exception to this requirement may be made at the discretion of the CFNWF. Page 5 of 56 Qualified Incidents Qualified incidents are unexpected injuries or emergencies that arise outside of your control and cause an economic hardship for your family. It is typically a one-time event that occurs unexpectedly and causes unanticipated expense. The incidents must have occurred in the past 90 days and expenses must not be covered by other sources (current employer, insurance, etc.). They will fall into the following four categories: 1. Catastrophic Illness or Injury —The Fund is not a substitute for medical insurance; employees or volunteers do not automatically qualify for a grant when they, or their dependents, are diagnosed with or suffer a life-threatening or serious illness or injury. There must be resulting financial need including an inability to pay for basic living expenses. Doctor confirmation and/or medical documentation will be required. 2. Death Incident —This includes the death of the employee, spouse, or eligible dependent(s). The loss of income or the cost of funeral expenses or medical bills must prevent an employee or the employee’s family from affording basic living expenses. The Fund may also be able to pay expenses to bring a child whose parents have died to live with a new family, typically a relative. 3. Natural Disaster — Disasters such as tornados, hurricanes, wildfires, severe storms