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10-25-21 Regular Commission Meeting Adopted MinutesMINUTES Regular City Commission Meeting Monday, October 25, 2021 - 6:30 PM ss>�. Commission Chamber INVOCATION AND PLEDGE OF ALLEGIANCE CALL TO ORDER: Following the Pledge of Allegiance, Mayor Glasser called the meeting to order at 6:30 PM. City Clerk Bartle called the roll. ATTENDANCE: Present: Ellen Glasser, Mayor - Seat 1 Bruce Bole, Commissioner - Seat 2 Michael Waters, Commissioner - Seat 3 Candace Kelly, Commissioner - Seat 4 Brittany Norris, Mayor Pro Tem / Commissioner - Seat 5 Also Present: Shane Corbin, City Manager (CM) Brenna Durden, City Attorney (CA) Donna Bartle, City Clerk (CC) Kevin Hogencamp, Deputy City Manager (DCM) 1 APPROVAL OF MINUTES IA. Approve minutes of the May 10, 2021 regular Commission meeting. 113. Approve minutes of the May 24, 2021 regular Commission Meeting. Mayor Glasser asked if there were any corrections or changes needed. There were no corrections to the minutes. Mayor Glasser stated the minutes stand as submitted. 2 COURTESY OF FLOOR TO VISITORS 2A. Beaches Kiwanis Check Presentation to the City of Atlantic Beach DCM Hogencamp spoke regarding a grant applied for by the Beaches Kiwanis Club for installing musical flowers at Jordan Park. DCM Hogencamp recognized representatives, Mary Ann Harper, Chuck Watson, Nita Buchanan, Max Robinson, Mike Harper, and Bob Burch, of the Kiwanis Club. Mary Ann Harper presented Mayor Glasser with a $10,000 check to the City of Atlantic Beach. 2B. Presentation of checks to BEAM, Neptune Beach Senior Activity Center, and Beaches Council on Aging (Mayor Glasser). Mayor Glasser presented checks to Lori Richards of BEAM, Leslie Lyne of Neptune Beach Senior Activity Center, and Vicki Wyckoff of Beaches Council on Aging (Dial - Regular City Commission October 25, 2021 A -Ride) to help fund senior citizen programs. Mayor Glasser thanked the agencies for their partnerships and positive contributions to the seniors within the community and each representative expressed their gratitude. 2C. Officer Joiner - State Attorney's Office Award for Outstanding Law Enforcement in category of Bravery in the Line of Duty Chief Gualillo explained the incident and presented the 4th Judicial State Attorney's Office Award to Officer D.J. Joiner for Outstanding Law Enforcement for his bravery in responding to Officer Stafford, who was under attack. Officer Joyner was congratulated and thanked by many. MOTION. To move Public Comments before Item 2D. Motion: Brittany Norris Second. Candace Kelly Ellen Glasser For Bruce Bole For Michael Waters For Candace Kelly (Seconded By) For Brittany Norris (Moved By) For Motion passed S to 0. PUBLIC COMMENT Mayor Glasser explained the process for public comments and opened the Courtesy of the Floor to Visitors. City Clerk Bartle called each speaker to the podium. Isaac George spoke about creating a community garden for the City of Atlantic Beach. Steve Fouraker spoke about Autistic Night and the wonderful contribution it affords the City, and spoke in favor of the Environmental Stewardship Committee's recommendations. Jesse Dattilo spoke about the slow internet speed at the Baker Center and the need for additional volunteers. Mayor Glasser closed courtesy of the floor. 2D. Beaches Museum Associate Director, Brittany Cohill - Manhattan Beach exhibit Brittany Cohill thanked the Commission for hosting the historic Manhattan Beach exhibit and spoke about creating the exhibit and the wealth of information unraveled. Regular City Commission October 25, 2021 3 CITY MANAGER REPORTS 3A. Accept the 90 -Day Calendar CM Corbin informed, at the recommendation of Commissioner Kelly, major special events for the City would be added to the 90 -day calendars in the future. There was CONSENSUS to accept the 90 -Day Calendar. 3B. Mayport Mural Inventory Link CM Corbin presented the Mayport Mural Inventory as detailed in the link in the agenda packet and explained the history of the property and the benefits to the community. Mayor Glasser requested the Mayport Mural Inventory be added to the projects page on the City's website. HR Director Cathy Varian reported on the Blue Collar Union's request for a five percent (5%) pay raise, rather than the three percent (3%) budgeted. HR Director Varian requested guidance from the Commission regarding an offer going forward. During discussion, the Commission expressed concern about the timing of budgetary changes and the need to establish a process with deadlines for future requests. There was consensus to offer a four percent (4%) increase, retroactively. HR Director Varian explained the option to add language to the union contract covering the process and deadlines. CM Corbin explained the pay increases would be added to the upcoming budget amendment for consideration. CM Corbin informed the Commission that the City would receive an additional $2 million of ARPA (American Rescue Plan Act) money from the City of Jacksonville. There was discussion on what the funds could be used for. CM Corbin reported on the recent Vision and Mission survey. 4 REPORTS AND/OR REQUESTS FROM CITY COMMISSIONERS Commissioner Bole thanked the Kiwanis Club and spoke highly about the current garbage company. Commissioner Norris requested that the Wi-Fi speed at Baker Center be looked into and fixed. She spoke about upcoming board appointments. CC Bartle confirmed that Board Member Review Committee appointments are scheduled for the next Commission meeting. Mayor Glasser reported on appointing Dr. John White to fill the seat on the Half -penny Oversight Committee with the Duval County Schools. She spoke about upcoming heritage tree designations at Dutton Island Preserve and the possibility of adding a bench at the base of the Regular City Commission October 25, 2021 trees to dedicate to the five people responsible for acquiring the property. Mayor Glasser explained her plan to include five resolutions at the next meeting as part of a legislative packet. She thanked the staff for staying ahead of waste management issues. She reported the status of upgrades for the Baker Center and Lifeguard Station. 5 UNFINISHED BUSINESS FROM PREVIOUS MEETINGS None. 6 CONSENT AGENDA 6A. Acknowledge receipt of the Monthly Financial Report for September 2021. 6B. Acknowledge receipt of the Building Department Activity Report FY2021 through Quarter 4. Mayor Glasser read the consent agenda. MOTION. Approve Consent Agenda Items 6A and 6B as written. Motion: Brittany Norris Second: Bruce Bole Ellen Glasser For Bruce Bole (Seconded By) For Michael Waters For Candace Kelly For Brittany Norris (Moved By) For Motion passed S to 0. 7 COMMITTEE REPORTS 7A. Environmental Stewardship Committee (ESC) ESC Vice Chair Dan Giovannucci presented the PowerPoint included in the agenda packet as he explained ESC's recommendations. He answered questions about policing, reporting violations, and the possibility of mapping trees in order to monitor violations. Mayor Glasser spoke about the need to obtain a legal review of the recommendations including tax abatement and billing initiatives in order to guide decisions going forward. Mr. Giovannucci answered questions about committee members' involvement in the heritage tree program and communicating the program to citizens. Mayor Glasser requested a legal review of the recommendations. Regular City Commission October 25, 2021 8 ACTION ON RESOLUTIONS 8A. Resolution No. 21-56 A RESOLUTION OF THE CITY OF ATLANTIC BEACH, FLORIDA, AUTHORIZING THE EXECUTION OF AN EMPLOYMENT AGREEMENT WITH DONNA BARTLE AS CITY CLERK EFFECTIVE OCTOBER 1, 2021; AUTHORIZING THE MAYOR TO EXECUTE THE DOCUMENTS NECESSARY TO EFFECTUATE THE EMPLOYMENT AGREEMENT WITH DONNA BARTLE AS CITY CLERK; AND PROVIDING AN EFFECTIVE DATE. Human Resources Director (HRC) Cathy Varian reported on the contract negotiations, changes, and proposed employee agreement as included in the agenda packet. She explained the conflict between the City Charter and the City Clerk's 2004 job description (which are attached hereto and made part of this Official Record as ATTACHMENT A) in regards to who the city clerk reports to. She reported on ways other cities are structured. Discussion ensued regarding the need for evaluation factors to match the employment agreement, reflecting supervisory responsibilities in the job description, adjusting the employment agreement to match the Charter and any Charter amendments, and attaching a position description that would be a living document. CA Durden noted she likes the idea of attaching a job description and allowing for future changes that the Commission may want to make by resolution. She reported the need for several edits and offered to work with Ms. Varian and Ms. Bartle to bring back an amended agreement, or go through each item tonight if the Commission wants to approve a contract tonight. Responding to Commissioner Norris, Ms. Durden confirmed that this is her first time offering feedback and she had not had a chance to review it very closely. There was discussion about providing feedback and having a revised contract come back to the Commission. Commissioner Bole requested having language about the City Clerk and City Manager working together. Discussion ensued about the charter officers being directly under the Commission and the challenges of Commissioners not being at city hall and having to discuss a charter officers' performance in the public. Mayor Glasser pointed out that the summary in the City Clerk's 2004 job description includes language that work is performed under the general supervision of the City Commission and City Manager and explained that she agrees with that. She reported being told that the City Clerk wanted to remove the part about reporting to the City Manager. She noted her opposition to the change and believed it to be a red flag. Commissioner Kelly suggested the language "in coordination with". Regular City Commission October 25, 2021 Mayor Glasser questioned why the City Clerk requested it be removed. CC Bartle explained how and when she noticed the conflicting language in the 2004 job description. She explained that the City Clerk has never worked under the City Manager; she does not know who put the language in the job description; and that her request was to correct the job description, not make a change to how we have always operated. In response to Mayor Glasser's inquiry as to whether the City Clerk would be willing to work under the general supervision of the City Commission and City Manager, CC Bartle asked what that means and Mayor Glasser looked to staff for clarification. CA Durden explained how she and the City Manager work together. HRD Varian addressed Mayor Glasser's concerns, noting that she believes CC Bartle asked for the change in order to clarify language in the job description which is not very clear. If the Commission wants the day-to-day supervision, such as submitting leave slips to the city manager, we can make that more specific in here. Mayor Glasser spoke in favor of having the City Clerk submit her leave slips to the City Manager. CC Bartle reminded the Commission about the Charter spelling out who the City Clerk gets direction from. Mayor Glasser mentioned she will be making a recommendation to the Charter Review Committee about this issue. HRD Varian reminded the Commission about the handout of the Charter (Secs. 28-30). CA Durden referred to the Charter and confirmed that it is under the general direction of the City Commission, but believes it would be appropriate for the City Commission to say they want it to be under the general supervision of the City Manager. Mayor Glasser requested that the City Clerk's schedule and working from home be addressed under the City Manager's direction as well. Commissioner Kelly understood it to be a reaction to COVID. Mayor Glasser expressed her concern about a red flag of communication. HRD Varian indicated she could include that in the revised version. CC Bartle explained it is not changing anything that is already being done and she doesn't want to do anything without the Commission knowing about it. She indicated she has not been given any guidance on whether it is acceptable to work from home. She explained what prompted the proposed language, noting a personal leave scenario that she had asked HR about that the City has no policy for. She recognized the language could seem a little overreaching and suggested making change to that area. She also explained scenarios in adjusting schedules to offset late night meetings, which others are allowed to do. She reiterated her desire to clarify and was open to amending the language. Mayor Glasser explained Charter Officers have different expectations put on them in terms of getting the job done. She reiterated her concerns about a communication issue needing to be addressed; believes the City Clerk is a well -compensated employee; and expressed desire to help with a contract. Mayor Glasser explained HR Director Varian has done a far better job than they could have done to push the negotiation along. Mayor Glasser recognized it has gone on for too long and took responsibility for it; thanked HRD Varian for bringing back a contract that actually resolved a lot of the issues; Regular City Commission October 25, 2021 believes there is tremendous progress; and reiterated the great job done on the 5% percent adjustment to offset the leave issue. Mayor Glasser also thanked CC Bartle for working with Ms. Varian on this. Mayor Glasser spoke in favor of having the Commission direct the City Manager to do general supervision in terms of scheduling and leave. CA Durden read language from the Charter and 2004 job description, noting it could be done. HR Director Varian clarified the changes. Mayor Glasser spoke about CC Bartle working a lot of hours. HRD Varian explained the automatic increase provision. Mayor Glasser asked HRD Varian to share the salary and employment history of the city clerks of the neighboring beach cities and HR Director Varian reported information from Neptune Beach and Jacksonville Beach. CA Durden spoke about bringing back a revised agreement. She explained the need to add language in the agreement that makes the $14,000 item subject to approval of a budget amendment. She indicated there are other changes that are not critical to discuss tonight unless the Commission wants to. Commission Norris inquired about the process going forward and suggested that CC Bartle meet with each commissioner separately in order to hear some of this out and to see what concessions or conditions she will need to make to the contract before bringing it back to a public arena. CC Bartle explained the problem it caused by not getting feedback ahead of time and not being able to contact Mayor Glasser after finding out earlier today at 4 p.m. that Mayor Glasser had concerns. Commissioner Norris spoke about the awkwardness; the fantastic job getting here; and the difficulty of being a Charter Officer and having to be your own best advocate. She advised CC Bartle that she should ask for what she wants and be prepared to concede. She highly recommended to CC Bartle that this go before the city attorney; when there are no issues there, meet with each Commissioner to gain their insight; and when you come back, ideally, there will be no issues or awkward conversations happening in public. HRD Varian recapped, explaining she will make some changes, get input from CA Durden, come to an agreement, the City Clerk will meet with each Commissioner for more input, and then come back. There was a brief discussion on bringing it back to the next meeting; however, it was noted that HRD Varian would not be available. CA Durden explained the effective date can be made as October 1, 2021 even with it being further delayed. Mayor Glasser advised that she thinks they are almost there; reported she had suggested that it be continued since she just learned about things today too; and a lot of work has been done and Ms. Bartle has made concessions on some things. HR Varian asked if the Commission was good with the overall big changes and they confirmed. Regular City Commission October 25, 2021 Commissioner Kelly commented that some of the situations are particular to Ms. Bartle and her work ethic and if we had a different City Clerk, it might be a different negotiation. She added, for future Commissions and new City Clerk, there might be other work to be done because she believes not every Clerk is as dedicated as Ms. Bartle. There was consensus to bring the revisions back on November 22, 2022. ATTACHMENT A to 10-25-21 Minutes 8B. RESOLUTION NO. 21-65 A RESOLUTION OF THE CITY OF ATLANTIC BEACH, FLORIDA, AUTHORIZING THE POLICE DEPARTMENT TO PURCHASE FLEET VEHICLES DURING THE 2021-2022 FISCAL YEAR. Mayor Glasser read the resolution by title. CM Corbin explained this is part of the fleet rotation of police vehicles and the funds are in the budget. ACTION: To Approve Resolution No. 21-65. Motion: Brittany Norris Second. Michael Waters Ellen Glasser For Bruce Bole For Michael Waters (Seconded By) For Candace Kelly For Brittany Norris (Moved By) For Motion passed S to 0. 8C. Resolution No. 21-66 A RESOLUTION OF THE CITY COMMISSION OF THE CITY OF ATLANTIC BEACH COMMITTING THE CITY TO ELIMINATING THE DISCHARGE OF TREATED EFFLUENT FROM THE WASTEWATER TREATMENT FACILITY TO THE ST. JOHNS RIVER BY JANUARY 1, 2M 2032 AS REQUIRED BY CHAPTER 2021-168, LAWS OF FLORIDA (SENATE BILL 64). Mayor Glasser read the resolution by title. CA Durden noted a correction to the date written in the resolution to January 1, 2032. City Engineer Steve Swann presented a PowerPoint (which is attached hereto and made part of this Official Record as ATTACHMENT B) as he explained Resolution No. 21- 66. A discussion ensued regarding options and the City's proposed plan. ATTACHMENT B to 10-25-21 Minutes Regular City Commission October 25, 2021 9 MOTION: Adopt Resolution No. 21-66. Motion: Brittany Norris Second. Michael Waters Michael Waters (Seconded By) For Brittany Norris (Moved By) For Ellen Glasser For Bruce Bole For Candace Kelly For Motion passed S to 0. 8D. Resolution No. 21-67 A RESOLUTION OF THE CITY OF ATLANTIC BEACH, FLORIDA APPROVING AN AMENDED AND RESTATED VOLUNTARY COOPERATION AND OPERATIONAL ASSISTANCE LAW ENFORCEMENT MUTUAL AID AGREEMENT WITH THE SCHOOL BOARD OF DUVAL COUNTY FLORIDA AND DUVAL COUNTY PUBLIC SCHOOLS POLICE DEPARTMENT FOR UP TO A TWO YEAR PERIOD, AUTHORIZING ATLANTIC BEACH POLICE OFFICERS, AS INDEPENDENT CONTRACTORS, TO PROVIDE LAW ENFORCEMENT AND OPERATIONAL ASSISTANCE AT ATLANTIC BEACH ELEMENTARY SCHOOL. Mayor Glasser read the resolution by title. Chief Gualillo explained Resolution No. 21-67 as detailed in the agenda packet and answered questions. Mayor Glasser inquired whether we can require the use of an Atlantic Beach officer living next to the school. Chief Gualillo agreed to check on it. MOTION: Adopt Resolution No. 21-67. Motion: Brittany Norris Second. Bruce Bole Bruce Bole (Seconded By) For Brittany Norris (Moved By) For Ellen Glasser For Michael Waters For Candace Kelly For Motion passed 5 to 0. ACTION ON ORDINANCES None. Regular City Commission October 25, 2021 10 MISCELLANEOUS BUSINESS 10A. Commercially Rented Shared Motorized Scooters CM Corbin reported on the details included in the agenda packet and requested direction from the Commission. The Commission asked questions and discussed the options. Mayor Glasser requested a copy of City of Neptune Beach's ordinance. Each Commissioner spoke in favor of staff drafting an ordinance banning commercial leasing/renting of equipment in the city. CA Durden suggested also including language in the ordinance about e -bikes and other issues that Neptune Beach has tried to address. 10B. Deputy City Clerk Appointment CC Bartle gave a brief overview of the details in the agenda packet and answered questions from Mayor Glasser regarding the process. CC Bartle reported this being the first time an appointment of the deputy city clerk has gone through this process since it was overlooked when the previous deputy city clerk's job title was changed to deputy city clerk. She confirmed the requirement in the City Charter and expressed the need to clarify whether the staff in her office works for her or the city manager, which became confusing after hearing comments made earlier tonight about her contract. Mayor Glasser requested that CC Bartle make a list of the issues to be cleared up during the Charter review. MOTION: Approve the hiring of Maria Monina Ward as the Deputy City Clerk for the City of Atlantic Beach, in accordance with the terms and conditions outlined in the attached personnel action form. Motion: Brittany Norris Second: Bruce Bole Ellen Glasser For Bruce Bole (Seconded By) For Michael Waters For Candace Kelly For Brittany Norris (Moved By) For Motion passed S to 0. Regular City Commission October 25, 2021 11 CITY ATTORNEY/CITY CLERK REPORTS AND/OR REQUESTS CC Bartle made additional comments about the contract discussion and requested that Commissioners speak to her if there are issues relating to her. 12 CLOSING COMMENTS BY CITY COMMISSIONERS AND CITY MANAGER, Commissioner Kelly expressed her support for continuing to move forward with certifications of COAB child care centers. CM Corbin explained he currently meets with the Recreation Department on a bi-weekly basis and is working on getting certifications of all child care facilities in Atlantic Beach and will provide periodic updates. Mayor Glasser • explained an ordinance to ban polystyrene would be coming up soon. • mentioned the City is getting an award from Jacksonville Environment Protection Board for its excellent work protecting the environment. • expressed her opinion that the City is ahead of the curve with applying for and receiving grants and being transparent and accountable with the grant money usage. • spoke about CC Bartle being an exceptional employee, the importance of working as a team, and discussing her contract. • expressed her support for the Mural Project and public art within the community and asked that citizens contact the city manager or the Commission with questions. 13 ADJOURNMENT There being no further discussion, Mayor Glasser declared the meeting adjourned at 9:34 p.m. Attest: aooynt vlat& Donna L. Bartle, City Clerk Date Approved: 611312-2- Ellen 113 ZZ - Ellen Glasser, Mayor Regular City Commission October 25, 2021 ATTACHMENT A ARTICLE IV. - THE CITY CLERK 10-25-21 Sec. 28. - Appointment; duties. The city commission shall appoint an executive officer to serve the city commission and to assure that all its enactments are effectively carried out. The title of the executive officer shall be "city clerk" and as such, shall be under the direction of and compensated at a rate set by the city commission. The duties of the city clerk shall be to: (1) Establish and maintain a line of communication with the city manager; and (2) Prepare an agenda for every commission meeting and a permanent record of each such meeting; and (3) Disseminate information as necessary about activities, findings, or decisions of the city commission; and (4) Provide the city commission with information as requested about programs of the city government; and (5) Serve as supervisor of election for city elections; and (6) Serve as custodian of all city records and the seal of the city; and (7) Administer oaths; and (8) Conduct such other activities as may be specified by this Charter, the city code or the city commission. (Ord. No. 33-15-19, § 1(Exh. A), 5-11-15) Sec. 29. - Qualifications. The city clerk shall be chosen by the city commission solely on the basis of education and experience necessary to carry out the responsibilities of executive officer to the city commission. Applicants for the position of city clerk shall meet the following educational and experience requirements: (1) At least a baccalaureate preferably in Business Administration or a related field acceptable to the city commission from a college or university accredited by a recognized accreditation agency in the United States or from a recognized college or university outside of the United States which is acceptable to the city commission; and (2) Two years of experience in public administration satisfactory to the city commission. (3) In lieu of the required baccalaureate degree, the city commission may in its discretion, accept four additional years of acceptable experience in public administration or a related field of ATTACHMENT A public or private service. 10-25-21 (Ord. No. 33-15-19, § 1(Exh. A), 5-11-15) Sec. 30. - Removal of the city clerk. The city clerk shall serve at the pleasure of the city commission. The city commission may remove the city clerk by the affirmative vote of not less than three (3) of its members. (Ord. No. 33-15-19, § 1(Exh. A), 5-11-15) ATTACHMENT A 10-25-21 City of Atlantic Beach Job Description GENERAL SUMMARY: Performs complex skilled clerical, professional and intermediate administrative work as City Clerk; does related work as required. Work is performed under the general supervision of the City Commission and City Manager. Establishes and implement goals, objectives, and priorities for the City Clerk's Office; performs other complex administrative and clerical work of a diverse nature that may require in-depth knowledge of the organization, programs, policies and procedures of the assigned area and a general knowledge of other City programs. Work involves decision-making ability, tact, composure, flexibility, communication skills, and management and supervisory ability. Supervises two administrative employees. DUTIES AND RESPONSIBILITIES: • Serves as Clerk to City Commission; • Prepares and maintains official City records and files; • Maintains and updates the City Code; • Conducts municipal elections; • Oversees preparation of an agenda with supporting documents for meetings of the City Commission • Attends all regular and special meetings of City Commission, takes notes and records official actions; • Prepares detailed minutes of meetings; • Disseminates information as necessary about activities, findings, or decisions of the City Commission; • Oversees preparation of an agenda with supporting documents for meetings of the CodeEnfoW&9Le&t Board; • Prepares detailed minutes of Code Enforcement Board meetings and follows up as necessary wi correspondence and findings of fact; • Attests official contracts and documents; • Prepares certifications and extracts from minutes; • Prepares legal advertising and official notification of City Commission meetings/public hearings; • Prepares and updates ordinances and resolutions; • Oversees records management, retention and destruction in accordance with state regulations; • Oversees document imaging program and maintains records index system; • Participates in and supervises the issuance of occupational licenses and lien certificates; • Coordinates voter registration activities with county election officials; Performs clerical and office duties; operates standard office equipment including personal computer; • Handles all types of inquiries, questions, and requests for public records from other agencies and the general public including such from hostile and/or irate individuals; follows up as necessary; • Composes and types correspondence, uses PC-based word processing software to process letters, forms, reports, schedules, manuals, booklets, requisitions, and related paperwork; types information or enters data into computer; • Performs research; retrieves records and data for reports; assists in the preparation and maintenance of records; • Prepares Cityid vi newsletter; Performs • Performs related duties as assigned. O:UOB DESCRIPTIONS - CURREN )CAy Ckrk.d+c (Completed by HR 0 Recl: F Job Title: City Clerk New: -1 - Reports to (Title): Reports City Commission Job Code: 32700_ Department/Division: City Commission Grade: N/A Exempt Appointed Position FLSA: GENERAL SUMMARY: Performs complex skilled clerical, professional and intermediate administrative work as City Clerk; does related work as required. Work is performed under the general supervision of the City Commission and City Manager. Establishes and implement goals, objectives, and priorities for the City Clerk's Office; performs other complex administrative and clerical work of a diverse nature that may require in-depth knowledge of the organization, programs, policies and procedures of the assigned area and a general knowledge of other City programs. Work involves decision-making ability, tact, composure, flexibility, communication skills, and management and supervisory ability. Supervises two administrative employees. DUTIES AND RESPONSIBILITIES: • Serves as Clerk to City Commission; • Prepares and maintains official City records and files; • Maintains and updates the City Code; • Conducts municipal elections; • Oversees preparation of an agenda with supporting documents for meetings of the City Commission • Attends all regular and special meetings of City Commission, takes notes and records official actions; • Prepares detailed minutes of meetings; • Disseminates information as necessary about activities, findings, or decisions of the City Commission; • Oversees preparation of an agenda with supporting documents for meetings of the CodeEnfoW&9Le&t Board; • Prepares detailed minutes of Code Enforcement Board meetings and follows up as necessary wi correspondence and findings of fact; • Attests official contracts and documents; • Prepares certifications and extracts from minutes; • Prepares legal advertising and official notification of City Commission meetings/public hearings; • Prepares and updates ordinances and resolutions; • Oversees records management, retention and destruction in accordance with state regulations; • Oversees document imaging program and maintains records index system; • Participates in and supervises the issuance of occupational licenses and lien certificates; • Coordinates voter registration activities with county election officials; Performs clerical and office duties; operates standard office equipment including personal computer; • Handles all types of inquiries, questions, and requests for public records from other agencies and the general public including such from hostile and/or irate individuals; follows up as necessary; • Composes and types correspondence, uses PC-based word processing software to process letters, forms, reports, schedules, manuals, booklets, requisitions, and related paperwork; types information or enters data into computer; • Performs research; retrieves records and data for reports; assists in the preparation and maintenance of records; • Prepares Cityid vi newsletter; Performs • Performs related duties as assigned. O:UOB DESCRIPTIONS - CURREN )CAy Ckrk.d+c ATTACHMENT A 10-25-21 City of Atlantic Beach Job Description Education and Experience: • Baccalaureate in Business Administration or a related field acceptable to the City Commission; • Two years of experience in public administration satisfactory to the City Commission; • In lieu of the required baccalaureate degree, the City Commission may, in its discretion, accept four additional years of acceptable experience in public administration or a related field of public or private service. Licenses and/or Certificates: None required. Knowledge, Skills, and Abilities: Thorough knowledge of the functions and organization of the City government; thorough knowledge of the rules of order related to public hearings; thorough knowledge of the City's Charter and City Code; general knowledge of voter registration laws and procedures; thorough knowledge of elections processes, procedures, laws, rules and regulations; thorough knowledge of standard office management practices, procedures, filing systems, equipment, and office assistance techniques. Knowledge of business English, spelling, grammar, composition, and arithmetic. Skill in the use of a personal computer. Ability to research and prepare correspondence including letters, memorandums, reports, and resolutions. Ability to maintain confidential information and materials. Ability to operate various office equipment such as typewriter, PC, copier, etc. Ability to take and transcribe dictation using recording and transcribing equipment. Ability to work independently, with little or no supervision, and under pressure with short deadlines. Ability to supervise a clerical staff. Ability to deal tactfully and courteously with other agencies, the public, and employees. Ability to handle all types of inquiries, questions, and complaints from other agencies and the general pubic to include such from hostile and/or irate individuals. Ability to follow-up as necessary. WORKING CONDITIONS: The physical conditions that apply to the Worker in this job are described as follows: OX None: The worker is not substantially exposed to adverse environment conditions: job likely consists of typical office work or administrative work. The worker is subject to inside environmental conditions: protection from weather conditions but not necessarily from temperamental changes (i.e. warehouses, covered loading docks, garages, etc). The worker is subject to outside environmental conditions: no effective protection from the weather. F7 The worker is subject to extreme cold: temperatures below 32 degrees for periods of more than one hour. The worker is subject to extreme heat: temperatures above 100 degrees for periods of more than one hour. F-] The worker is subject to noise: there is sufficient noise to cause the workers to shout in order to be heard above the surrounding noise level. o The worker is subject to vibration: exposure to oscillating movements of the extremities or whole body. The worker is subject to hazards: includes a variety of physical conditions, such as proximity to moving mechanical parts, electrical current, working on scaffolding and high places or exposure to chemicals. 0 The worker is subject to atmospheric conditions: one or more of the following conditions that affect the respiratory system or the skin: fumes, odors, dust, mists, gases or poor ventilation. The worker is subject to oils: there is air and/or skin exposure to oils and other cutting fluids. The worker is required to wear a respirator. 0 UOii DESCRIMONS - CURRENPOly Clerk doe ATTACHMENT A IW -City of Atlantic each Job Description PHYSICAL ACTIVIITES: Essential physical activities: Climbing Balancing stooping 0 Kneeling o Crouching Crawling X� Reaching standing FX—] t Walking 0 Pushing F—] Pulling L1 Lifting X� Fingering 0 Grasping [1] FeelingX[ ] Talking EX] Hearing Driving X� Repetitive Motion [-71 Other (list): MATERIALS AND EQUIPMENT: Machines, tools, equipment, electronic devices, software, etc. used by position: Camera/photographic equipment Cleaning supplies Commercial vehicle X� Data processing equipment F-� Handcart 0 Hand tools X� Headset Office equipment (desk, chair, phone, etc.) X� Office machines (copier, facsimile, calculator, cash register, etc.) X� Office supplies (pens, staplers, pencils, etc.) [� Packaging materials (boxes, shrink wrap, etc.) X� PC equipment (monitor, keyboard, printer, etc.) X� PC software C] Public safety equipment (firearms, radar, radio, mobile video systems, etc.) n Other (list): Dictaphone, scanner DISCLAIMER: The above information on this description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties and qualifications required of employees assigned to this job. For Office Use Only Initial Date: July 2004 Revision Date: n/a Previous Revision Date: n/a Previous Title: n/a 3 0,UOB DESCRIPTIONS - CURRENWity Clerk.doc ATTACHMENT B 10-25-21 Minutes Overview of SB 64 Requirements Public Utilities Department October 25, 2021 ATTACHMENT B Senate Bill 64 S 10-25-21 Minutes • law enacted in recognition of potential shortages of potable water in Florida in the future • Intent is to push communities to reuse treated effluent as potable water • Requires that disposal of treated Effluent to the St. Johns River be terminated by Jan 2032 • Wet weather discharges will still be allowed • Nov 1St — Submit report to FDEP indicating plan to comply Current Practice for Effluent Disposal ATTACHMENT B 10-25-21 Minutes ATTACHMENT B 10-25-21 Minutes Compliance Options • Beaches area is built -out, effluent disposal options are limited: o Expand Reclaimed Water System o Potable Water Conservation o Sewer System Rehabilitation o Deep Well Injection for Aquifer Recharge o Potable Water Reuse ATTACHMENT B 10-25-21 Minutes Approach to SB 64 Compliance • Submit Report to FDEP by Nov 1St acknowledging intent to comply with SB 64 and remove effluent from the St. Johns River by Jan 2032 • Coordinate with Jacksonville Beach & Neptune Beach • Develop Scope of Work for Study of Alternatives for all three Beaches Communities 0 Develop Implementation Schedule to meet Jan 2032 Deadline