01-28-2025-City-Commission-Special-Meeting

MINUTES KEY COLONY BEACH CITY COMMISSION SPECIAL MEETING Tuesday, January 28th, 2025 – 9:30 AM Marble Hall, 600 W. Ocean Drive, Key Colony Beach & via Zoom Conferencing 1. Call to Order, Pledge of Allegiance, Prayer, Roll Call: The Key Colony Beach City Commission Special Meeting was called to order by Vice-Mayor Joey Raspe at 9:30 AM, followed by the Pledge of Allegiance, Prayer, and Rollcall. Present: Mayor Freddie Foster (via Zoom), Vice-Mayor Joey Raspe, Commissioner Harding (via Zoom), Commissioner DiFransico. Also present: Assistant City Attorney Scott Black, City Administrator John Bartus, Building Official Tony Loreno, Administrative Assistant Tammie Anderson, City Clerk Silvia Roussin. Vice-Mayor Raspe found good cause for Mayor Foster and Commissioner Harding to attend via Zoom. A physical quorum of three was confirmed. Public Attendance: 2 2. Approval of the Agenda (Additions, changes, and deletions can be made via one motion and a second to approve by a majority vote) City Clerk Roussin introduced the agenda addendums for the proposed agreements and schedules received from CPH. Vice-Mayor Raspe asked for a motion to approve the amended agenda. MOTION: Motion made by Commissioner Colonell to approve the agenda. Commissioner DiFransico seconded the motion. DISCUSSION: None. ON THE MOTION: Rollcall vote. Unanimous approval. 3. Citizen Comments and Correspondence: None. 4. Discussion/Approval Items a. Discussion/Approval of the Basic Terms & Interim Agreement with CPH Consulting LLC for Architectural Services Assistant City Attorney Scott Black provided an overview of the proposed interim agreement with CPH Consulting LLC. He explained that the agreement would allow CPH to begin initial programming and conceptual design work while the final contract is finalized. Scott Black further discussed the proposed "not-to- exceed" amount for the initial scope of work and the interim agreement's expiration in 30 days, with a termination clause of seven days’ notice. MOTION: Motion made by Commissioner Colonell to approve the interim agreement with a not-to-exceed amount. Commissioner DiFransico seconded the motion. DISCUSSION: The Commission deliberated on the compensation amount to authorize the interim agreement, with suggestions ranging from $10,000 to $28,000. The Commission focused on $27,980 to cover the programming phase, with additional authorization for survey expenses ($8,590) if needed. The interim agreement was extended to 35 days to align with project deadlines.

2 AMENDED MOTION: Commissioner Colonell amended his motion to approve the interim agreement with CPH Consulting LLC, with a not-to-exceed amount of $27,980 for programming and due diligence, including survey costs if necessary. Commissioner DiFransico seconded the amended motion. ON THE MOTION: Rollcall vote. Unanimous approval. The Commission had additional discussions on timeline and scheduling and CPH’s 46-day programming and conceptual design schedule was confirmed. The Commission further discussed access to CAD files and retrieving existing survey files, potentially saving time and reducing costs. The Commission also expressed interest in identifying and pre-ordering long-lead items during the design development phase and agreed that 3D renderings would be presented during the schematic design phase rather than conceptual design. 5. Any Other Business: None. 6. Adjournment: The meeting adjourned at 9:59 AM. Respectfully submitted, Silvia Roussin City Clerk ADOPTED: March 20, 2025 Silvia Roussin City Clerk