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6-12-23 Final Agenda City of Atlantic Beach Final Agenda Regular City Commission Meeting Monday, June 12, 2023 - 6:30 p.m. Commission Chamber City Hall, 800 Seminole Road Atlantic Beach, FL 32233 INVOCATION AND PLEDGE TO THE FLAG CALL TO ORDER Page(s) 1. APPROVAL OF MINUTES 1.A. Approve minutes of the Town Hall Meeting held on October 22, 2022. 10-22-22 Draft Town Hall Minutes 5 - 19 * 1.B. Approve minutes of the Commission Priority Setting meeting held on January 30, 2023. 1-30-23 Commission Priority Setting Draft Minutes 21 - 37 * 1.C. Approve minutes of the Regular Commission Meeting held on May 8, 2023. 5-8-23 Regular Commission Meeting Draft Minutes 39 - 47 2. COURTESY OF FLOOR TO VISITORS * 2.A. FY22 Audit Report Presentation Link to 2022 Auditor's Report PUBLIC COMMENT 3. CITY MANAGER REPORTS 3.A. Accept the 90-Day Calendar (June - Aug. 2023) 90-Day Calendar (June-Aug. 2023) 49 - 52 * 3.B. Splash Pad Splash Pad 53 - 58 * 3.C. Surplus Land Sale Sale of City owned property 59 - 64 * 3.D. Dora Street Update Dora Street 65 - 89 * 3.E. May 2023 Paid Parking and Parking Citation Stats May 2023 Paid Parking 91 - 92 4. REPORTS AND/OR REQUESTS FROM CITY COMMISSIONERS Page 1 of 152 Regular City Commission - 12 Jun 2023 5. UNFINISHED BUSINESS FROM PREVIOUS MEETINGS * 5.A. City Manager Search Update 6. CONSENT AGENDA ALL MATTERS LISTED UNDER THE CONSENT AGENDA ARE CONSIDERED TO BE ROUTINE BY THE CITY COMMISSION AND WILL BE ENACTED BY ONE MOTION IN THE FORM LISTED BELOW. THERE WILL BE NO SEPARATE DISCUSSION OF THESE ITEMS. IF DISCUSSION IS DESIRED, THAT ITEM WILL BE REMOVED FROM THE CONSENT AGENDA AND WILL BE CONSIDERED SEPARATELY. SUPPORTING DOCUMENTATION AND STAFF RECOMMENDATIONS HAVE BEEN PREVIOUSLY SUBMITTED TO THE CITY COMMISSION ON THESE ITEMS. 6.A. Authorize the Mayor to sign the DR4673-Z3708 Subgrant Agreement. Subgrant Agreement 93 - 106 7. COMMITTEE REPORTS None. 8. ACTION ON RESOLUTIONS 8.A. RESOLUTION NO. 23-19 A RESOLUTION OF THE CITY OF ATLANTIC BEACH, FLORIDA, AWARDING BID #2223-06 FOR THE MILLING AND PAVING 2023 PROJECT. Resolution No. 23-19 107 - 126 8.B. RESOLUTION NO. 23-20 A RESOLUTION OF THE CITY COMMISSION OF THE CITY OF ATLANTIC BEACH, FLORIDA, REPEALING AND REPLACING RESOLUTION NO. 23-11 ESTABLISHING THE SAFETY, TRAFFIC AND PARKING COMMITTEE; ADOPTING THE COMMITTEE PURPOSE; ADOPTING CERTAIN PROVISIONS GOVERNING THE COMMITTEE; ESTABLISHING CITY STAFF ADMINISTRATIVE SUPPORT; AND PROVIDING FOR AN EFFECTIVE DATE. Resolution No. 23-20 127 - 137 9. ACTION ON ORDINANCES * 9.A. ORDINANCE NO. 55-23-38, Introduction and First Reading AN ORDINANCE OF THE CITY OF ATLANTIC BEACH, FLORIDA INCREASING MONTHLY SANITATION RATES BY 16.63% BY AMENDING CHAPTER 16, SOLID WASTE AND RECYCLING, ARTICLE I, SOLID WASTE DEFINITIONS AND PROCEDURES, SECTION 16-10 FEES FOR COLLECTION; PROVIDING FOR INTENT; PROVIDING FOR ADOPTION OF THE NEW RATES; PROVIDING FOR SEVERABILITY; AND PROVIDING FOR AN EFFECTIVE DATE. Ordinance No. 55-23-38 139 - 152 Page 2 of 152 Regular City Commission - 12 Jun 2023 10. MISCELLANEOUS BUSINESS None. 11. CITY ATTORNEY/CITY CLERK REPORTS AND/OR REQUESTS 12. CLOSING COMMENTS BY CITY COMMISSIONERS AND CITY MANAGER 13. ADJOURNMENT This meeting will be live-streamed and videotaped. The video recording will be posted within four business days on the City's website. To access live or recorded videos, click on the Meeting Videos tab on the city's home page at www.coab.us. If any person decides to appeal any decision made by the City Commission with respect to any matter considered at any meeting, such person may need a record of the proceedings, and, for such purpose, may need to ensure that a verbatim record of the proceedings is made, which record shall include the testimony and evidence upon which the appeal is to be based. Any person wishing to speak to the City Commission on any matter at this meeting should submit a request to the City Clerk prior to the meeting. For your convenience, forms for this purpose are available at the entrance to the Commission Chamber. Every effort is made to indicate what action the City Commission is expected to take on each agenda item. However, the City Commission may act upon any agenda subject, regardless of how the matter is stated on the agenda. In accordance with the Americans with Disabilities Act and Section 286.26, Florida Statutes, persons with disabilities needing special accommodation to participate in this meeting should contact the City Clerk’s Office at (904) 247-5821 or at City Hall, 800 Seminole Road, Atlantic Beach, FL 32233, no later than 5:00 PM on the Thursday prior to the meeting. Page 3 of 152 Page 4 of 152 Town Hall October 22, 2022 MINUTES Town Hall Meeting Saturday, October 22, 2022 - 10:00 AM Jordan Park & Community Center 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) Ladayija Nichols, Deputy City Clerk (DCC) Brenna Durden, City Attorney (CA) Kevin Hogencamp, Deputy City Manager (DCM) CALL TO ORDER Mayor Glasser called the meeting to order at 10:00 a.m., provided some brief history on the Jordan Park & Community Center and explained the meeting format. 1 TOPICS FOR DISCUSSION AND PUBLIC COMMENT Ebikes CM Corbin gave a brief overview of the topic. Planning and Community Development Director (PCDD) Amanda Askew provided a PowerPoint presentation (which is attached hereto and made part of this Official Records as Attachment A). There was discussion and questions answered about the proposed topic. Ken Caudle shared his experience with Ebikes, knowledge and concerns with children knowing rules regarding this topic. He also shared his thoughts about licensing with Ebikes. Grant Kreuger shared his thoughts on Ebikes and the various types. Helen Urban added to Mr. Kreuger's comments. Pam McCrary expressed her opinions and concerns regarding Ebikes. Missy Dunfee shared her comments on the Ebike that she owns and her concerns for owners of Ebikes. Page 1 of 15 Agenda Item #1.A. 12 Jun 2023 Page 5 of 152 Town Hall October 22, 2022 Ken Caudle expressed that boundaries need to be set regarding Ebikes. Sean Keane shared comments regarding rules of Ebikes. Jessie Staley shared comments about children on Ebikes. Ken Caudle shared additional comments about bike safety. Discussion ensued amongst the Commission and the public regarding Ebikes. Mike Kring spoke about state law and possible education opportunities regarding Ebikes. He also clarified how the Ebike discussion should proceed. Mark Simmons expressed that tickets should be given out for those who speed on Ebikes. CM Corbin shared that the City is working on a road diet on Mayport Road. Further discussion amongst the public and the Commission ensued regarding this topic. VaShawna Thomas expressed concerns about senior citizens and her research regarding this topic. Suzanne Shaughnessy inquired about bike lanes. Sarah Boren expressed that AB is a bike-friendly community and shared that Ebikes are becoming popular amongst children. Brinkley Harrell shared a few thoughts on Ebikes. Patrick Simmons shared a few Ebike rules that she has come across via a google search. The Commission responded to comments from the public and expressed wanting to address all concerns within the guidelines of state law and the CA's help. 10-22-22 Attachment A Selva Marina Drive Walking Path CM Corbin gave a brief overview of the topic as detailed in the agenda packet and answered questions from the Commission. Ken Caudle inquired about the funding for this project. Ken Corrall shared his thoughts on road safety. Dee Reiter shared her opinions on pedestrian safety. Page 2 of 15 Agenda Item #1.A. 12 Jun 2023 Page 6 of 152 Town Hall October 22, 2022 Jeff Weil expressed concerns regarding pedestrian safety. Romy Vann explained her experience regarding road safety. Jessie Dattilo described her experience regarding walking in the community. Jessie Staley suggested placing speed bumps in neighborhoods to help with road safety. Mayor Glasser informed that the Police Chief has not deemed speed bumps as a traffic calming device as a means to help with neighborhood safety; however, the planning department has created an application on the City website that allows the public to request speed bumps. Joe Fitzgerald mentioned that help from the community is also a necessity in helping with neighborhood safety. Kristin Grandy expressed concerns about people running stop signs and also suggested more signage for pedestrians. Ken Caudle inquired about the priorities of City Projects. Mayor Glasser mentioned that this project was brought to the Commission by the citizens. Commissioner Norris mentioned that Main Street has been on the list of projects due to this street being a good street for a case study for testing traffic calming devices. Russell Smith expressed that a walking path to the current road would be a better option. Grace Neville spoke about traffic calming. CM Corbin added that the City contributed $200,000 to the road diet project. Irene expressed gratitude for the work the City is doing to keep the City beautiful. Mike Kring suggested that more sidewalks could be helpful to the community. Seane Keane mentioned community education being an option to help with safety. Mike Carlin encouraged enforcement of the current laws. Brinkley Harrell suggested addressing other priorities that he feels would be quick. Mayor Glasser encouraged everyone to look at the City's connectivity plan and also mentioned that a speed study has been completed for AB as well and that the speed limits are consistent across the City. Page 3 of 15 Agenda Item #1.A. 12 Jun 2023 Page 7 of 152 Town Hall October 22, 2022 ESC - Sustainability & Resilience Community Action Plan Link to Draft SRCAP Sarah Boren, member of ESC, briefly discussed the Community Action Plan as detailed in the agenda packet. Commissioner Kelly advised that the LEED certification provided baseline data on where the City stands. Mayor Glasser mentioned that one of her proposals to the MCHWB will be to change the Youth Council into a program. Name unknown spoke about the water treatment plan. CM Corbin mentioned that the City Engineer and Public Utilities Director work on these projects together and monitor them. Romy Vann spoke about creating infrastructure and maintaining what is already in place to make room for better in the community. Jessica Ring spoke about flooding and how it has affected her home. Mark Gabrynowicz expressed his amazement with the amount of people from the community that has been wanting to engage. 2 PUBLIC COMMENT - OPEN TOPICS Fred Kerber discussed Ebike safety concerns and mentioned that he's glad to see a smoking ordinance come forth. Sarah Boren thanked the Commission for holding town halls and recommended engaging the Youth Council on their perception of the Ebike issues. VaShawna Thomas wanted more information on the Youth Council and thanked the Commission for their work. Grace Neville mentioned that she helps with resources to help with the homeless. The Commission provided closing comments and thanked the public for attending. ADJOURNMENT The meeting was adjourned at 12:17 p.m. Page 4 of 15 Agenda Item #1.A. 12 Jun 2023 Page 8 of 152 Town Hall October 22, 2022 Attest: Date Approved: ___________________ Ladayija Nichols, Deputy City Clerk Bruce Bole, Commissioner Page 5 of 15 Agenda Item #1.A. 12 Jun 2023 Page 9 of 152 Page 6 of 15 Agenda Item #1.A. 12 Jun 2023 Page 10 of 152 Discussion of E‐bikesAttachment A to 10-22-22 MinutesPage 7 of 15 Agenda Item #1.A.12 Jun 2023 Page 11 of 152 “Electric Bicycle”per section 316.003(23), Florida Statutesmeans:A bicycle or tricycle equipped with fully operable pedals, a seat or saddle for the use of the rider, and an electric motor of less than 750 watts which meets the requirements of one of the following three classifications:(a) “Class 1 electric bicycle” means an electric bicycle equipped with a motor that provides assistance only when the rider is pedaling and that ceases to provide assistance when the electric bicycle reaches the speed of 20 miles per hour.(b) “Class 2 electric bicycle” means an electric bicycle equipped with a motor that may be used exclusively to propel the electric bicycle and that ceases to provide assistance when the electric bicycle reaches the speed of 20 miles per hour.(c) “Class 3 electric bicycle” means an electric bicycle equipped with a motor that provides assistance only when the rider is pedaling and that ceases to provide assistance when the electric bicycle reaches the speed of 28 miles per hour.Persons riding an electric bicycle have all the rights and privileges of a bicyclist. Riders are not required to be licensed to operate one, nor are they subject to title and registration. Note: Persection 316.20655, Florida Statute: The operation of electric bicycles on roads must comply with any more restrictive ordinances enacted by local government and should be verified prior to operating one.Attachment A to 10-22-22 MinutesPage 8 of 15 Agenda Item #1.A.12 Jun 2023 Page 12 of 152 Bicycle riding on sidewalks is permitted in the State of Florida. Section 316.2065, Florida Statutes, Bicycle Regulations, provides as follows:•A person propelling a vehicle by human power upon and along a sidewalk, or across a roadway upon and along a crosswalk, has all the rights and duties applicable to a pedestrian under the same circumstances.•A person propelling a bicycle upon and along a sidewalk, or across a roadway upon and along a crosswalk, shall yield the right‐of‐way to any pedestrian and shall give an audible signal before overtaking and passing such pedestrian.Attachment A to 10-22-22 MinutesPage 9 of 15 Agenda Item #1.A.12 Jun 2023 Page 13 of 152 EBikesAttachment A to 10-22-22 MinutesPage 10 of 15 Agenda Item #1.A.12 Jun 2023 Page 14 of 152 Attachment A to 10-22-22 MinutesPage 11 of 15 Agenda Item #1.A.12 Jun 2023 Page 15 of 152 Attachment A to 10-22-22 MinutesPage 12 of 15 Agenda Item #1.A.12 Jun 2023 Page 16 of 152 COAB ‐‐‐Section 5‐7 Operation of motorized apparatus within 200 feet of beach•It shall be unlawful for any person to operate any motorized boat or other motorized apparatus within two hundred (200) feet of the beach. Personal watercraft, sailboats, and similar watercraft, which require transport by use of a motor vehicle, will only be launched at the Atlantic Boulevard ramp.Attachment A to 10-22-22 MinutesPage 13 of 15 Agenda Item #1.A.12 Jun 2023 Page 17 of 152 What other cities are doing……CityLocationDetailsCity of Neptune Beach Not allowed to be operated in a reckless manner (15 mph or more or willful disregard for safety on BEACHES.Temp. moratorium on rentalsCity of JacksonvilleBeachTemp. moratorium on rentals and useCity of Jacksonville Allowed on sidewalks downtownAllowed on roads downtownsSidewalks = not more than 10mphRoad= not more than 15 mphOrlandoNot where prohibited by signage or markings10mph on sidewalksmay be authorized higher speed on roadsWinter ParkAllowed on official bike pathsNot allowed in certain commercial districtsFlagler BeachNot allowedSt. AugustineAllowed on shared use pathsSt. Augustine Beach Allowed on shared use pathsAttachment A to 10-22-22 MinutesPage 14 of 15 Agenda Item #1.A.12 Jun 2023 Page 18 of 152 Possible RegulationsPossible Regulations1.Prohibit on unpaved park trails2.Prohibit in parks (only up to designated parking areas)3.Only allow in paved areas of parks3.Prohibit reckless driving4.Only allow on sidewalks/multi‐use paths 8’ and greater5.Only allow in certain geographic areas (or restrict in other areas) 6.Add a max. speed limit7.Only allow on streets that are a certain speed limit (i.e. only on roads 25 mph or greater)Attachment A to 10-22-22 MinutesPage 15 of 15 Agenda Item #1.A.12 Jun 2023 Page 19 of 152 Page 20 of 152 Commission Workshop January 30, 2023 MINUTES Commission Priority Setting Meeting Monday, January 30, 2023 - 5:30 PM Commission Chamber, City Hall 800 Seminole Road, FL 32233 ATTENDANCE: Present: Curtis Ford, Mayor - Seat 1 Bruce Bole, Commissioner - Seat 2 Michael Waters, Commissioner - Seat 3 Candace Kelly, Commissioner - Seat 4 Jessica Ring, Commissioner - Seat 5 Also Present: Shane Corbin, City Manager (CM) Donna Bartle, City Clerk (CC) Kevin Hogencamp, Deputy City Manager (DCM) Victor Gualillo, Police Chief (PC) 1 CALL TO ORDER Following the Pledge of Allegiance to the Flag, Mayor Ford called the meeting to order at 5:30 p.m. 2 WELCOME (MAYOR FORD) Mayor Ford welcomed everyone. 3 PUBLIC COMMENT Mayor Ford opened the floor to public comments and City Clerk Bartle called up each speaker. Ken Caudle spoke in support of creating a citizen committee to look at traffic safety and parking. Alan Halperin spoke about the need to address bike safety issues. 4 REVIEW OF 2022 PRIORITIES AND THEIR STATUS. DID THE PROCESS WORK? (SHANE CORBIN, CITY MANAGER) CM Corbin presented a slide show (which is attached hereto and made part of this Official Record as ATTACHMENT A) as he reported the status of the 2022 Priorities and answered questions. ATTACHMENT A to 1-30-23 Minutes 5 OVERVIEW OF NOMINAL GROUP PROCESS, URGENT/IMPORTANT MATRIX SMART FRAMEWORK (LINDA LANIER, FACILITATOR) Commissioner Kelly provided a handout of the ESC's priorities (which is attached hereto and made part of this Official Record as ATTACHMENT B) and asked the Commission to consider them as they go through the priority-setting process. Page 1 of 17 Agenda Item #1.B. 12 Jun 2023 Page 21 of 152 Commission Workshop January 30, 2023 Mayor Ford thanked Facilitator Linda Lanier for giving her time and expertise. Ms. Lanier explained the purpose for setting priorities, noting that a priority is a topic that will receive particular, unusual, and significant attention. Ms. Lanier spoke about the Eisenhower Model and determining what is urgent and important. Ms. Lanier reviewed the process and use of the SMART framework for goal-setting which must be: Specific, Measurable, Actionable, Relevant, and Time bound. Ms. Lanier explained the process and plan to come up with a new list of priorities. She and CM Corbin answered questions. ATTACHMENT B to 1-30-23 Minutes 6 REVIEW AND DISCUSSION OF RESPONSES FROM COMMISSIONERS ACCORDING TO SUBJECT AREAS (LINDA LANIER AND GROUP) Ms. Lanier presented sheets of goals presented by Commissioners in advance of this workshop. During the presentation, CM Corbin and staff reported the status of various projects and the Commission provided input and offered additional ideas to consider. The following topics were discussed and placed in the appropriate categories. INFRASTRUCTURE • Stormwater management and resilience. • Accelerate stormwater projects, focus Marsh Oaks • Review stormwater requirements - impervious surface/retention swales for renovations • Redesign Seminole entrance to AB-character • Convert overhead powerlines to underground • Upgrade Lifeguard Station or scrap current plan • Increase investment in baseball/T-ball facilities in Russell Park - racquetball - tennis - pickleball • Future of Sanitation -Wastewater • Adele Grage upgrade LIVABILITY/QUALITY OF LIFE • Hire qualified electors for after school • Explore partnerships with Boys and Girls Clubs or other organization for after school • Annual services for (BEAM, etc.) modeling charitable giving. • Volunteer coordinator - hire • Senior programming and communication ENVIRONMENTAL LEADERSHIP • Reduce home water use by 15% • Reduce Biocide use by 20% (city & personal property) • Incorporate LEED into more city projects • Composting program for AB restaurants - investigate Page 2 of 17 Agenda Item #1.B. 12 Jun 2023 Page 22 of 152 Commission Workshop January 30, 2023 PLANNING/BUDGETING • Annual planning calendar: Committee priorities, Commission priorities, Budgeting Process • Listen to public through surveys, workshops, and notifications and keep them up to date on improvements and additions to facilities and infrastructure- policies and procedures MAYPORT CORRIDOR AND MARSHSIDE • Convince Post Office to clean up their site • Continue viable development on Mayport Road • Fix Main Street - speed • Improve process to get feedback from Marsh Oak residents MULTI-MODAL/ TRANSPORTATION MANAGEMENT • Comprehensive parking/traffic study (begin Ahern-10th-Beach Ave - Sherry) - Committee, experts • Mobility safety - ebikes/bikes • Reduce citizen complaints re: speeding by 50% • Expand bicycle-friendly (signage, maps, safety) • Connect at least 1 sidewalk to greenway • 5-way Roundabout CITY SERVICES • Plan, hire the right staff • Code review - consistent & equitable enforcement • Evaluate police staffing per 1000 - compare to peer cities • Review Building Dept. structure v. outsourcing to Universal Engineering • Identify process changes to improve customer experience / Use customer feedback tools consistently - measure, track and report results • Tap into resources/services available from City of Jax 7 COMMISSIONERS VOTE FOR THEIR PERSONAL PRIORITIES IN EACH SUBJECT AREA Each commissioner was given twelve (12) sticker dots to use on voting for their top choices of importance. Sticker colors were assigned as follows: Commissioner Bole - Blue Commissioner Kelly - Black Commissioner Waters - Yellow Commissioner Ring - Red Mayor Ford - Green 8 BREAK No break was taken. Page 3 of 17 Agenda Item #1.B. 12 Jun 2023 Page 23 of 152 Commission Workshop January 30, 2023 9 DISCUSSION OF RESULTS OF VOTING TO WORK THROUGH PRIORITIES IN EACH SUBJECT AREA AND GENERATE COLLECTIVE, AGREED UPON GOALS FOR 2023 (LINDA LANIER AND GROUP) There was discussion on the voting results. DCM Hogencamp explained the process for drafting the list of priorities, providing opportunity for further input, and obtaining approval by resolution. Discussion ensued about the process. A copy of the voting results are attached hereto and made part of this Official Record as ATTACHMENT C. ATTACHMENT C to 1-30-23 Minutes 10 NEXT STEP Mayor Ford noted that this will be brought to the next meeting. Ms. Lanier and the Commission expressed their gratitude. 11 ADJOURNMENT There being no further business, Mayor Ford adjourned the meeting at 7:53 p.m. Attest: Donna L. Bartle, City Clerk Curtis Ford, Mayor Date Approved: _________________________ Page 4 of 17 Agenda Item #1.B. 12 Jun 2023 Page 24 of 152 ATTACHMENT A to 1-30-23 MinutesPage 5 of 17 Agenda Item #1.B.12 Jun 2023 Page 25 of 152 ATTACHMENT A to 1-30-23 MinutesPage 6 of 17 Agenda Item #1.B.12 Jun 2023 Page 26 of 152 ATTACHMENT A to 1-30-23 MinutesPage 7 of 17 Agenda Item #1.B.12 Jun 2023 Page 27 of 152 ATTACHMENT A to 1-30-23 MinutesPage 8 of 17 Agenda Item #1.B.12 Jun 2023 Page 28 of 152 ATTACHMENT A to 1-30-23 MinutesPage 9 of 17 Agenda Item #1.B.12 Jun 2023 Page 29 of 152 ATTACHMENT A to 1-30-23 MinutesPage 10 of 17 Agenda Item #1.B.12 Jun 2023 Page 30 of 152 2023 ESC Priorities for COAB Commission Trees 1. Fund the purchase and planting of communal fruit/edible trees throughout the city. 2. Add effective incentives to retain local Heritage Trees beyond higher mitigation fees to Chapter 23 tree ordinance 3. Complete comprehensive tree canopy assessment and share results with public, develop and maintain ongoing canopy assessment tools, establish a tree canopy goal, and develop a tree canopy care and maintenance program. Forward Thinking Community Planning 1. Resolve conflict between on-site stormwater retention and tree canopy protection/enhancement. Review best practices that meet multiple objectives regarding water runoff and on site retention, pervious and impervious surfaces, tree retention, beautification, etc. 2. Incentivize smaller home sustainable and resilient construction and renovation and consider accessory dwelling units and/or mother-in-law suites as a legal alternative residential dwelling in the city if lot size and parking can accommodate 3. Expand Baker Center using green building best practices to include additional space for after school activities and community engagement including gardening, recycling and composting as well as make it a Resilience Hub (solar, energy storage system, 24/7 connectivity, shelter in place resources, critical information, education and communication function and more) Natural Systems & Ecology 1. Pass a required integrative biocide management plan for city operations/public sector and voluntary guidelines for private sector 2. Continue and expand Monarch Butterfly Pledge to include replication of more monarch friendly plants and gardens throughout the city as well the three other requirements to maintain our pledge. 3. Conduct a beach and marsh access inventory/assessment and develop a three-year plan to build walkovers to protect dunes and marshes and enhance resiliency City Operations: Lead by Example 1. Reduce energy consumption in city buildings by 10% and start planning and budgeting for city fleet to switch to electric. 2. Seek net zero and third party green building certification for city hall existing building. 3. Increase number of public recycling and composting bins ATTACHMENT B to 1-30-23 Minutes Page 11 of 17 Agenda Item #1.B. 12 Jun 2023 Page 31 of 152 Page 12 of 17 Agenda Item #1.B. 12 Jun 2023 Page 32 of 152 ATTACHMENT C to 1-30-23 Minutes Page 13 of 17 Agenda Item #1.B. 12 Jun 2023 Page 33 of 152 ATTACHMENT C to 1-30-23 Minutes Page 14 of 17 Agenda Item #1.B. 12 Jun 2023 Page 34 of 152 ATTACHMENT C to 1-30-23 Minutes Page 15 of 17 Agenda Item #1.B. 12 Jun 2023 Page 35 of 152 ATTACHMENT C to 1-30-23 Minutes Page 16 of 17 Agenda Item #1.B. 12 Jun 2023 Page 36 of 152 ATTACHMENT C to 1-30-23 Minutes Page 17 of 17 Agenda Item #1.B. 12 Jun 2023 Page 37 of 152 Page 38 of 152 Regular City Commission May 8, 2023 MINUTES Regular City Commission Meeting Monday, May 8, 2023 - 6:30 PM Commission Chamber City Hall, 800 Seminole Road Atlantic Beach, FL 32233 INVOCATION AND PLEDGE OF ALLEGIANCE CALL TO ORDER: Following the Pledge of Allegiance, Mayor Ford called the meeting to order at 6:30 PM. City Clerk Bartle called the roll. ATTENDANCE: Present: Curtis Ford, Mayor - Seat 1 Bruce Bole, Commissioner - Seat 2 Michael Waters, Commissioner - Seat 3 Candace Kelly, Commissioner - Seat 4 Jessica Ring, Commissioner - Seat 5 Also Present: Joe Gerrity, Interim City Manager (CM) Jason Gabriel, City Attorney (CA) Donna Bartle, City Clerk (CC) Kevin Hogencamp, Deputy City Manager (DCM) Ladayija Nichols, Deputy City Clerk (DCC) Victor Gualillo, Police Chief (PC) Melissa Burns, Director of Finance (DF) 1 APPROVAL OF MINUTES 1A. Approve minutes of the April 10, 2023 Regular Commission Meeting. Mayor Ford asked if there were any corrections or changes needed. There were no corrections to the minutes. Mayor Ford stated the minutes stand as submitted. ITEM 8C WAS PULLED FROM THE AGENDA CM Gerrity requested to pull this item from the agenda, the Commission approved. 2. COURTESY OF FLOOR TO VISITORS 2.B. National Safe Boating Week Proclamation Mayor Ford mentioned that this proclamation was delivered before the meeting. 2.A. National Public Works Week Proclamation Page 1 of 9 Agenda Item #1.C. 12 Jun 2023 Page 39 of 152 Regular City Commission May 8, 2023 Mayor Ford acknowledged the importance of Public Works Week and recognized Public Works Director Scott Williams and his team. PUBLIC COMMENT Mayor Ford opened the Courtesy of the Floor to Visitors. City Clerk Bartle called each speaker to the podium. Ken Caudle expressed gratitude to the Public Works Department. He also made suggestions to help with beautification and road safety in the City. Steve Piscitelli expressed gratitude to the City for their support with the Acoustic Night over the years. Lynn Shimp spoke about her experience with the Acoustic Night event and thanked the Commission for their support. Michael Lanier expressed his gratitude for the Acoustic Night event. Al Monte spoke about his experience with the Acoustic Night and songwriters events over the years. Anjna Roy expressed her opinions on the pickleball and tennis court issues. Chris Brophy made suggestions regarding the expansion of the pickleball courts. Jane Stevens provided an update on the Mayport Middle School garden refresh. She invited everyone to see how it's progressing on May 20, 2023 from 9 a.m. until noon. 3. CITY MANAGER REPORTS 3.A. Accept the 90-Day Calendar (May-July 2023) There was a CONSENSUS to accept the 90-Day Calendar. 3.B. Non-Habitable Structure at Atlantic Beach Country Club (ABCC) CM Gerrity and CA Gabriel reported on this item as detailed in the agenda packet. Commissioner Waters expressed that the net is needed. Commissioner Kelly inquired about the look of the net. Alvin Howard, Attorney for the ABCC, expressed that it is not intended to be like the Topgolf structure. CA Gabriel clarified that it would be thirty-five feet and would be measured from the highest grade in the vicinity. There was a CONSENSUS to allow CM Gerrity to move forward with this item. Page 2 of 9 Agenda Item #1.C. 12 Jun 2023 Page 40 of 152 Regular City Commission May 8, 2023 3.C. Additional Updates CM Gerrity provided the following updates: • $197,000 grant was received that will allow garage doors to be placed onto the Public Works (PW) building which has brought the total Public Utilities (PU) and PW grants to about $5.5 million. He also mentioned that there was another $500,000 awaiting a signature from the governor for the Aquatic Gardens project. • Parking at 18th and 19th Streets: CM Gerrity mentioned that the total revenue for April was $4,070. There were 24 citations written, 121 citations written citywide and about $8,000 outstanding for unpaid tickets. • Splashpad: total price $588,000. CM Gerrity suggested deciding on when to move forward and how to fund it. • PC Gualillo provided an update on ebikes and answered questions from the Commission along with CA Gabriel. • Thanked City Engineer Steve Swann and staff for their work with grants. 4. REPORTS AND/OR REQUESTS FROM CITY COMMISSIONERS Commissioner Kelly • Mentioned that she has received several emails regarding waste management concerns. CM Gerrity explained that the waste management contract states that any multifamily building that is more than four units is considered commercial and that commercial establishments do not get recycling services which is different from previous advance disposal contracts. He mentioned that the only resolve would be to modify the contract. Mayor Ford provided his input on the recycling issue and mentioned that further discussions will need to be had. Commissioner Waters • Spoke about the upcoming STOP Committee and mentioned that ebikes would be one of the discussions for this committee to have. Mayor Ford • Spoke about the applicants for the STOP Committee. CC Bartle confirmed there are now 21 applications and they will all be verified to confirm that they are electors. 5. UNFINISHED BUSINESS FROM PREVIOUS MEETINGS None. 6. CONSENT AGENDA 6.A. Acknowledge receipt of the Financial Report as of March 31, 2023. MOTION: Approve Consent Agenda (item 6A as written). Motion: Candace Kelly Second: Michael Waters Curtis Ford For Bruce Bole For Page 3 of 9 Agenda Item #1.C. 12 Jun 2023 Page 41 of 152 Regular City Commission May 8, 2023 Michael Waters (Seconded By) For Candace Kelly (Moved By) For Jessica Ring For Motion passed 5 to 0. 7. COMMITTEE REPORTS None. 8. ACTION ON RESOLUTIONS 8.A. RESOLUTION NO. 23-15 A RESOLUTION OF THE CITY OF ATLANTIC BEACH, FLORIDA, AWARDING BID NO 2223-04 FOR WATER TREATMENT PLANT #2 ELEVATED STORAGE TANK REPAIRS; AUTHORIZING THE CITY MANAGER TO EXECUTE CONTRACTS AND PURCHASE ORDERS IN ACCORDANCE WITH AND AS NECESSARY TO EFFECTUATE THE PROVISIONS OF THIS RESOLUTION; AND PROVIDING AN EFFECTIVE DATE. Mayor Ford read the title of the resolution. CM Gerrity reported on this item as detailed in the agenda packet and a handout (which is attached hereto and made part of this Official Record as Attachment A). 5-8-23 Attachment A MOTION: Approve Resolution No. 23-15. Motion: Bruce Bole Second: Candace Kelly Curtis Ford For Bruce Bole (Moved By) For Michael Waters For Candace Kelly (Seconded By) For Jessica Ring For Motion passed 5 to 0. 8.B. RESOLUTION NO. 23-16 A RESOLUTION OF THE CITY OF ATLANTIC BEACH, FLORIDA, AWARDING BID NO. 2223-05 FOR WATER TREATMENT PLANT #2 EXTERIOR PAINTING GROUND STORAGE TANK; AUTHORIZING THE CITY MANAGER TO EXECUTE CONTRACTS AND PURCHASE ORDERS IN ACCORDANCE WITH AND AS NECESSARY TO EFFECTUATE THE PROVISIONS OF THIS RESOLUTION; AND PROVIDING AN EFFECTIVE DATE. Page 4 of 9 Agenda Item #1.C. 12 Jun 2023 Page 42 of 152 Regular City Commission May 8, 2023 Mayor Ford read the title of the resolution. MOTION: Approve Resolution No. 23-16. Motion: Jessica Ring Second: Michael Waters Curtis Ford For Bruce Bole For Michael Waters (Seconded By) For Candace Kelly For Jessica Ring (Moved By) For Motion passed 5 to 0. 8.C. RESOLUTION 23-17 A RESOLUTION OF THE CITY OF ATLANTIC BEACH, FLORIDA APPROVING A NEW SCHEDULE OF GARBAGE RATES IN ACCORDANCE WITH THE CITY’S AGREEMENT WITH GFL ENVIRONMENTAL AND PROVIDING AN EFFECTIVE DATE This item was removed from the agenda. 9. ACTION ON ORDINANCES 9.A. ORDINANCE NO. 20-23-167, Introduction and First Reading AN ORDINANCE AMENDING THE OPERATING BUDGET FOR THE CITY OF ATLANTIC BEACH, FLORIDA FOR FISCAL YEAR BEGINNING OCTOBER 1, 2022 AND ENDING SEPTEMBER 30, 2023, AND PROVIDING AN EFFECTIVE DATE. Mayor Ford read the title of the ordinance. FD Burns reported on this item. Commissioner Ring inquired about why a project wasn't carried over into the current Fiscal Year. FD Burns explained that timing of when the invoice was received is what caused this issue. MOTION: Accept Ordinance No. 20-23-167 as read (Approve Ordinance No. 20-23-167 on first reading). Motion: Candace Kelly Second: Bruce Bole Curtis Ford For Page 5 of 9 Agenda Item #1.C. 12 Jun 2023 Page 43 of 152 Regular City Commission May 8, 2023 Bruce Bole (Seconded By) For Michael Waters For Candace Kelly (Moved By) For Jessica Ring For Motion passed 5 to 0. 10. MISCELLANEOUS BUSINESS 10.A. City Manager Search (CM Gerrity) CM Gerrity reported on this item. Commissioners nominated the following applicants to be interviewed. Commissioner Bole • Paul Andrew Stewart • Dale Martin Commissioner Kelly • Paul Andrew Stewart • Pat Oman Commissioner Ring • Paul Andrew Stewart • Charles Drysdale Commissioner Waters • Paul Andrew Stewart • Pat Omen Mayor Ford • Paul Andrew Stewart CM Gerrity encouraged the Commission to interview with Mr. Stewart given that he is the finalist. He also recommended an open house for the public to have an opportunity to meet the candidate. The Commission agreed to allow CM Gerrity to plan an open house. CA Gabriel clarified that the meet and greet would cover the Sunshine requirements. CM Gerrity indicated that the one-on-one interviews would happen and then the following day, the meet and greet would take place, all before May 18, 2023. 11. CITY ATTORNEY/CITY CLERK REPORTS AND/OR REQUESTS CA Gabriel • Reminded the Commission that July 1st is the deadline for filing financial disclosures and also the deadline for meeting the four hour ethics education requirement. • Mentioned that COJ offers an orientation that will provide the Commission with an opportunity to achieve the four hour ethics education requirement. 12. CLOSING COMMENTS BY CITY COMMISSIONERS AND CITY MANAGER Commissioner Bole • Expressed his gratefulness for living in AB. Page 6 of 9 Agenda Item #1.C. 12 Jun 2023 Page 44 of 152 Regular City Commission May 8, 2023 Commissioner Ring • Mentioned that the Beaches Opening Parade was nice. Commissioner Waters • Expressed gratitude for the Acoustic Night event. Mayor Ford • Agreed with Commissioner Waters' sentiments about Acoustic Night. CM Gerrity • Mentioned that the Boys and Girls Club will be applying for grant funding with COJ. Mayor Ford mentioned that he's spoken with the outgoing Education Director for Beaches Habitat, Sue Goebertus, and that she expressed support for what the City is doing with the Boys and Girls Club. 13. ADJOURNMENT The meeting adjourned at 7:55 p.m. Attest: Date Approved: ________________ Donna L. Bartle, City Clerk Curtis Ford, Mayor Page 7 of 9 Agenda Item #1.C. 12 Jun 2023 Page 45 of 152 Page 8 of 9 Agenda Item #1.C. 12 Jun 2023 Page 46 of 152 Attachment A to 5-8-23 Minutes Page 9 of 9 Agenda Item #1.C. 12 Jun 2023 Page 47 of 152 Page 48 of 152 CITY OF ATLANTIC BEACH CITY COMMISSION MEETING STAFF REPORT AGENDA ITEM:90-Day Calendar for the Mayor and Commission SUBMITTED BY:Yvonne Calverley,Executive Assistant to the City Manag erivzé"TODAY’S DATE:June 1,2023 MEETING DATE:June 12,2023 BACKGROUND:The 90-day calendar is included on the agenda for the purpose of setting meeting dates and determining the location,time and whether to videotape special meetings and workshops.The rolling 90-day calendar will be revised after receiving input from City staff and the Commission,and will be included in each agenda for consideration. NOTES: 1)A Town Hall meeting is scheduled for 10 a.m.Saturday,July 8 at Adele Grage Cultural Center. 2)Budget Meetings have been scheduled for 5:30 pm on the following dates: July 25 August 7 August 24 (zf needed) BUDGET:None RECOMMENDATION:Approve the 90-Day Calendar for June —August 2023 ATTACHMENT:1)Mayor and Commission 90-Day Calendar (June August 2023) REVIEWED BY CITY MANAGER: Agenda Item #3.A. 12 Jun 2023 Page 49 of 152 1118 .._::..7_:::_:_.E...22222.2»_._._.5 O?m...‘.m..u.SB .,,.,i 3 :i,.3.(V 5 CN..I\.C4 CT..r\e-— C r r—.~o;r_ 4 .,_.E r..,_§.:.. 3 \x.._..:..1 .,:._).I,,\«,..t&_m,§c+..+rC\Em ...1m.a...a §_.2 xi. (6.3 K Cu w.....ez.w¢ma.v T\ \/W41(OH ::M_c nu_._u?_F..7._P2_L .7“. ossm zoamgzounz<MO><2 ><QMD.H<m.W<QHM..w><QmMDE.H><nmmZnmB><Qmm~DH.><QZOE .W<DzDm @320 moom._O ~35 wan5:o8o:=_. 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Agenda Item #3.A.12 Jun 2023 Page 51 of 152 13 h27 #3 4,._.._u S E $.,.>§ 2 MNONsaw? 7,.A:,_.,;_@4r._.«.6 i?xx zoa?zzou DZ<MOFAJZ ><95h<m><a:E><nmm:w:.><nmmzQmB><Qmm—D.H><DZO—2 ><QZ.Dw ~,m$E>>-oo>::.:a N -Eu 3PaOmbC?mm=omm3..V 92 qowmmub?oo BVEE ?ees» 3.8 mm 33%am9% w::ooE$wv:m Em o Cram=:m: Gqoc?comoiE89 ?mmzoum:oo< Smmwuuo?zDOM/V.ano@:o.:E=m.mEmE30,. .502vuH:c.E5UEmm an N -Eu 2 M53025:2_7&303.9%5t.m£D@333.UUM/1.Gian zummsm. mm8>.::n_E:£m:n7mmmo Hm BVEE ?oscmm om :_._.N.____i_ca93ca09228m§om-8 :6 .3 N -E 2E;c_,:P,_ootm??oonsmEoEQO_o>®Qmaomuo 6:3 zommsmv 2:5£2”:7aomobsoUmmEPEESOO92co?mmuu?oo BVEE ?onumm 33 3 an M3 25 :3: :5Omuoano52can omum tmocoo &B_§>waom Eaom:o_mqon_w::o2ZUmm@5022JOm<w:uoo2Howwsm Em N-an S 25 =3.%mV Sw H382 aqvmumm o :ao mu?om. himommOmm Ch Agenda Item #3.A.12 Jun 2023 Page 52 of 152 CITY OF ATLANTIC BEACH CITY COMMISSION MEETING STAFF REPORT AGENDA ITEM:Donner Park Splash Pad SUBMITTED BY:Joe Geriity,City Manager/Steve Swann,City Engineer TODAY’S DATE:June 6,2023 MEETING DATE:June 12,2023 BACKGROUND:The City has completed a design for a splash pad for Donner Park,see attached renderings.A splash pad is included as a park amenity for Donner Park in the Parks Master Plan. The City issued an Invitation to Bid (ITB)for the construction of the splash pad in December 2022.The lone bidder for the project,who did not meet the minimum required quali?cations for this work and was rejected,submitted a price of $691,500.Staff investigated why we received only one bid for this project and determined that a number of factors precluded potential bidders from submitting a bid.Factors included,strict minimum quali?cations contained in the speci?cations,the 6-month construction timeline being too short and the time of the year the ITB was published.However,the primary factor for not submitting a bid was the time of year.Many of the contractors contacted by staff indicated that they had numerous projects under construction that needed to be completed by the end of the summer of 2023 and were unable to take on a new project. Staff opted to wait several months to rebid the project and loosened the minimum quali?cations and extended the timeframe for construction.Concurrently,staff requested a guaranteed maximum price from ACON Construction for the splash pad construction.ACON Construction has a design-build construction contract with the City of Jacksonville that we have an ability to piggy-back off of.ACON Construction recently completed a splash pad at Lonnie Miller Park with great success. The guaranteed maximum price provided by ACON Construction,along with additional items that are required are as follows: ACON Guaranteed Maximum Price $474,000 (Splash pad,equipment &hardscape) WaterPlay fountains &toys $78,000 (Direct purchase by City) Equipment Shelter $20,000 Electrical Service $15,000 Sewer Connection $20 500 Total $607,500 This price is very similar to the price the City of Jacksonville paid for the construction of the Lonnie Miller Park splash pad which is similar in size to the one proposed for the City of Atlantic Beach.If awarded a contract,ACON Construction will manage all of the subcontractors and will guarantee delivery of the splash pad,equipment and hardscape for $474,000.The WaterPlay fountains and toys will be directly purchased by the City at a discount through a SourceWell cooperative purchasing contract.The Agenda Item #3.B. 12 Jun 2023 Page 53 of 152 <;w““7 BUDGET:Additional budget needs are $200,000 RECOMMENDATION:Commission decide to direct City Manager to reallocate $200,000 from the budget from projects that will not be completed this year,negotiate an agreement with ACON Construction for construction of the splash pad at Donner Park and present to the Commission for approval. ATTACHMENTS:Splash Pad Plan View Splash Pad Conceptual Rendering prices for the remaining items are estimates that err on the high side provided by local contractors that would work directly for ACON Construction on this project.Change orders would not ordinarily be expected under this contract since the contractor is providing a guaranteed maximum price for delivery of the splash pad. Not including staff time for cleaning and daily visits to check water quality,?lters,etc.,monthly maintenance costs during periods of operation are expected to normally be less than $1,000/month.Bear in mind that the splash pad will only be operational in the warmer months during open park hours.The splash pad will normally be turned off until the activator button is pushed by a user. The City has not reissued the ITB yet,staff have been waiting for mid-summer.Staff believes that rebidding this project may not result in better pricing and would not guarantee a contractor as quali?ed or experienced as ACON Construction and their subcontractors. Funding for the splash pad is as follows: FRDAP Grant $185,500 CDBG Grant $36,500 COAB Grant Match $185 500 Budget Shortfall $200,000 REVIEWED BY CITY MANAGER: Agenda Item #3.B. 12 Jun 2023 Page 54 of 152 'O’V'J 'VO0‘EZ‘§l9l9 3'|?8 HEONFI G3‘lV3S CINV El3Nf)|S A‘|'|VJ.|9|0 3}NOH193'|3 3H].51 J0 GHDDEH WVIDIJJO 3H_L //,/ ,// wo.nu35$...r II)0.. »I..,\ b\wmwm.: z<#_>Em_s_om_o Ea n§m2...Em .5~S.~MEOQ 3539.3 1 ._I 3'lI.-I .3.... . |Ezm?/..._lE___smwearMd 1;[CI "H11-IU‘d§f m_. 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Iv ZZOZ ti‘8 Dl9|01dWVHWdYEMP'NV/“IdAELl3W039 C0-C1 I9 '4 ‘US DVD 9012200102 SQ .OZ En_<,~._o .:m5mm< %maE<o;_m.EEawndaozcos mémmw5.552 uEan_Siam 9.252 «E51 mzimium x3 9.. E. v\\ IU._._.I 95%.E. ea xmsmm £95 Y5 1P'§l¢H zuzmm a2<u .02Harm133HSSIH1THEELLFAT7{‘.r Agenda Item #3.B.12 Jun 2023 Page 55 of 152 0 ."x‘a[\'v.4:"vl 2'2.2 w:.m.~:ny :n'..mm-....n A-Kw‘..m rn x.r‘I.r1nvp'l In-e 5|mains:u-.uv..-n‘ma mm ;,~.n~gun-,.n Lam nner Park -Cirque Page 1 of 3 0wqpe DonnerPar K: rll'UD'UIIl\3n1II")f 4 .1;,,-nu.»xCn(.\'~gI-I JOIJ Wu 1 So um-u c-up A4111 5 wshul mmp rcl m av mu EV0;H :an a:nu .07-.5-1-rad . Interactive Agenda Item #3.B. 12 Jun 2023 Page 56 of 152 0wmmayw G “ v-1. wA_r;nn_LAu 'nu n «W .1,urn-m re :ru*I<I1nvI-VI ya.1-ma .nuIniIu'\lr1Hur-.~.o.v..on.:-.,-,,m,r.y M '-w uupxny nmunnns amp n-nu \vlsvnn l9v[uav!u.’v~v-.prn?nr! 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Agenda Item #3.B. 12 Jun 2023 Page 57 of 152 0 ' - 7 “. wAr;nu_;Av'VDor1_nerPark-Cirque ‘.1:-u m run ..m.m.ml xn;unxInI'Ill-.1‘m m.Nu-.1 mud-.rI.~r.p,...,r.u 2.Wnxaupzn :~uumn r...-,.A-Ivs!s vuunl vnl9'pI-Ynlmn n.-was ,.m,.n VonnefrPork Page 3 of 3 euactiv cnmugm .757:Wnihlnlfu s M1497‘:cmp a-nu s vl!\:<1l<V\ll1p emu o-[ha pvnp:-.l ,cm»--:a.;nI-'1uIoaln:\.l..m -op-nu-mu.-m 9!(In:tmq»pvodq ~ ATER 5:(In, .C\ Agenda Item #3.B. 12 Jun 2023 Page 58 of 152 Ql“‘)L”14/ CITY OF ATLANTIC BEACH CITY COMMISSION MEETING STAFF REPORT RECOMMENDATION:None ATTACHMENT(S):1)Map of surplus property 2)Memo from City Attorney dated June 5,2023 AGENDA ITEM:Sale of City owned property SUBMITTED BY:Joe Gerrity,City Manager TODAY’S DATE:June 5,2023 MEETING DATE:June 12,2023 BACKGROUND:The City owns a piece (.6 acre)of property adjacent to Hanna Park off Mayport Road that was part of the Buccaneer utility acquisition.The City of Atlantic Beach recently spent $10,000 clearing an unhoused population and their belongings off the parcel.Staff has determined that the parcel is of no use to the City and would like to dispose of the property.Since it is outside City limits,the Police Department cannot patrol the parcel on a regular basis.There are no sanitary facilities and DEP monitors the water quality of the creek.The City can do three things: 1.Keep the property 2.Send out an RFP to sell the property to the highest bidder 3.Give the property to the City of Jacksonville to incorporate into Hanna Park None REVIEWED BY CITY MANAGER: BUDGET: Agenda Item #3.C. 12 Jun 2023 Page 59 of 152 REVIEWED BY CITY MANAGER: ATTACHMENTS:Surplus Property Maps CITY OF ATLANTIC BEACH CITY COMMISSION MEETING STAFF REPORT AGENDA ITEM:Old Sherry Drive Right of Way Surplus Property SUBMITTED BY:Joe Gerrity,City Manager TODAY’S DATE:June 6,2023 MEETING DATE:June 12,2023 BACKGROUND:The City acquired a 0.6 acre parcel of land adjacent to the unimproved Old Sherry Drive right of way just West of the Hanna Park boundary ostensibly as part of the purchase of the Buccaneer Sewer &Water Service District in the mid 1980’s.This parcel is located in the City of Jacksonville approximately 1,000 feet south of the intersection of Pioneer Drive and the unimproved Old Sherry Drive right of way.The property location is shown on the attached two maps. The property surrounding this parcel was formerly a large mobile home park prior to the development of The Reef apartments.The intended use for this property was most likely a sewage lift station serving the trailer park.The lift station was never constructed and this parcel has been Vacant for many years. This parcel is surrounded by water on all four sides.To the north,south and west,it is surrounded by ponds created during the development of The Reef apartments and to the cast it is bordered by Sherman Creek,a major drainageway for the northern part of the City of Atlantic Beach.The parcel is only accessible by crossing Sherman Creek from the Old Sherry Drive right of way. Currently,Public Utilities has a water main project under construction along the Old Sherry Drive right of way from Oceanwalk to Pioneer Drive.This project is being constructed adjacent to this parcel of land and does not impact or otherwise cross the property.A number of occupied camp sites were recently discovered on this parcel that were promptly removed by Public Utilities with coordination from J SO and the COAB Police Department.The camp sites were removed due to concerns over safety and security at the ongoing construction project site,liability associated with this parcel being occupied and potential pollution problems due to the number of people utilizing the parcel with no sanitation facilities available. Due to the isolated location of the parcel,Staff have not been able to identify any conceivable bene?cial use for the property by the City and recommend that this parcel be sold as surplus property. BUDGET:None RECOMMENDATION:Commission decide to direct City Manager to begin process of selling the 0.6 acre City owned parcel adjacent to the Old Sherry Drive right of way. Agenda Item #3.C. 12 Jun 2023 Page 60 of 152 MEMO Date:June 5,2023 To:Joe Gerrity,City Manager From:Jason Gabriel,City Attorney I.Background. From time to time the City of Atlantic Beach (COAB or City)considers the disposition of its properties. I].QuestionAsked. You have asked what,if any,State or Local requirements there are if the City were to consider putting any real property up for sale. III.Short Answer. In the absence of a city charter provision requiring the governing body of a municipality (the City Commission in this case)to proceed in a certain manner in the sale of surplus municipal real property no longer needed for municipal use or purposes,the governing body may,in its discretion, choose and utilize whatever method or procedure it decides will be in the best interest of the city and most likely produce the best price for the property.Note that Part 1,Article II,Section 17 of the City Charter requires that any sale of real property by the City requires it be approved via ordinance.See Ordinance 95-13-107 for an example.Accordingly,a standard open public RFP process would be one potential method of disposing of real property IV.Discussion. As a matter of policy,the sale of land by municipalities is solely in the discretion of the of?cers of the municipality to determine,and such discretion will not be interfered with by the courts unless there is a showing of illegality,fraud,or abuse of authority.‘ Although there are no detailed statutory provisions as to the manner of transfer of municipal property or the form of conveyance,the maimer of conveying municipal property may be 1 Grif?s v.Cit of Fort Lauderdale,104 So.2d 33 (Fla.1958). 50954884 V] Regarding:Sale of real property by the City Agenda Item #3.C. 12 Jun 2023 Page 61 of 152 prescribed by statutory or charter provisions,and such procedure must be conformed to in order for the municipality to pass good title.2 However,in the absence of a charter provision or ordinance prescribing the procedures to be used in disposing of surplus municipal real property,the manner of disposing of such property is left to the discretion of the municipality's governing body provided that such body acts in the best interests of the municipality.3 V.Conclusion. I trust that this opinion provides the guidance you seek.Of course I am availableto discuss this with you at your convenience. 2 Martin v.Board of Public Instruction of Broward Count ,42 So.2d 712 (Fla.1949). 3 Fla.Att'y Gen.Op.96-16 (1996);Fla.Att'y Gen.Op.082-2 (1982),1982 WL 174223;See also,Fla Att’y Gen.Op 082-76. 50954884 vl JRG Agenda Item #3.C. 12 Jun 2023 Page 62 of 152 E N R D Y R R ..E .HS 0.13mi 0.2 km 124,514 0 0.03 0.07 O 0.05 0.1 CITY OF ATLANTIC BEACH May 16,2023 Real Estate #:168355 0030 Owner:CITY OF ATLANTIC BEACH Address:0 MAYPORT RD City:JACKSONVILLE Zip Code:32233 Acres:0.6 Agenda Item #3.C. 12 Jun 2023 Page 63 of 152 REEF APT DHU.523¢:06% Real Estate #:168355 0030 Owner:CITY OF ATLANTIC BEACH Address:0 MAYPORT RD City:JACKSONVILLE Zip Code:32233 Acres:0.6 SHERRY DRIV EROW NHMLI 500 2753 OCEAN BLU EAPTS_ May 16,2023 1:1 128 o 0.01 0.01 CITY OF ATLANTIC BEACH °°'°3 °'°""‘"‘ 0.03 mi Sources:Esri,HERE,Garmin,FAO,NCAA,USGS,©0penStreetMap contributors,and the GIS User Community ‘Em :mE$..o:.n wanna 1?o1 125.38 .3 50¢ um:...: 546.01 I18 -595.-65 Agenda Item #3.C. 12 Jun 2023 Page 64 of 152 CITY OF ATLANTIC BEACH CITY COMMISSION MEETING STAFF REPORT AGENDA ITEM:Dora Street —Potential Property Purchase SUBMITTED BY:Joe Gerrity,_City Manager/Steve Swann,City Engineer TODAY’S DATE:June 6,2023 MEETING DATE:June 12,2023 BACKGROUND:At the eastern end of Dora Street,there are several undeveloped parcels totaling 2.2 acres.A drainage ditch that serves Dutton Island Road East and the adjoining neighborhoods traverses the northern and western part of these parcels.The City has no drainage easements on this part of the ditch.This property is currently owned by Hoose Homes and Investments,LLC,and is for sale with a tentative asking price of $1 .2 million.The City commissioned an appraisal that valued the property, currently zoned for up to 40 units,at $2.2 million.See attached property maps. Due to the location of these properties along the drainage ditch,the property could potentially be utilized as green space,park,stormwater pond or a combination of the three.The City is in the first phases of building out the Hopkins Creek drainage improvements recommended by the 2018 Stormwater Master Plan Update (SWMP Update),see attached April 10,2023 Commission presentation —Hopkins Creek Stormwater Management &Dora Street.The Dora Street parcels could potentially be utilized as part of the overall drainage plan for this basin by creating a stormwater storage pond on the parcels. A rough order of magnitude cost to purchase the property and construct a 1.4 acre stormwater storage pond,including construction of drainage improvements between Stanley Road and Donner Road is $2.9 million,see attached January 31,2023 memo from Steve Swann.Constructing a stormwater storage pond on these parcels will offset the need to construct a portion of the Phase 111sheet pile downstream stormwater channel improvements recommended by the SWMP Update.In terms of creating additional stormwater runoff storage volume,pond construction is far cheaper than sheet pile installation.Although the engineering analysis has not been completed,the expected future cost savings of purchasing the Dora Street parcels and constructing a stormwater pond is expected to signi?cantly offset future Phase III costs. BUDGET:None RECOMMENDATION:Commission decide to direct City Manager to negotiate a selling price with the owner and develop a bene?t cost analysis for presentation to the Commission. REVIEWED BY CITY MANAGER:J“ ATTACHMENTS:Dora Street Parcel &Adjacent Property Maps Dora Street Property Memo —01-31-23 Hopkins Creek SW Management -Commission Presentation -04-10-23 Agenda Item #3.D. 12 Jun 2023 Page 65 of 152 no.3. 40 31.5 so 552335460 1 25.125 f.1.941,_.u_s_..7..__s.a_3455.;sgss .§5.s__s 19,5;.1956 I_--Simmons Rd V V H Simmons Rd’V slmmana Rd199553?107.13 50.00 save -'»ssoo -27-5 ~us 55:99 -~5.5-0°-—~55..-0.-V 412-96. »...§.‘7.'..e 193 9 ..m..n.;w.%...n.. .u3:n_¢>3 2.7.5 5.5.!g5.d?55.00 1919 50.00155 28.78 M./L 10-6 17 MIL 10,40 1855 O it 3.65 52.22 32.2 185 3 185 1 1849' “ta '3;N n 2%at 3 «Haw .4..,mw,..vmnu.» ,.uD.BhH L 5,w,~m..~mu 2 n.~mu. 1 ‘-0 Mn nu ha nu ma mu ....'5°-3. . Vin 121,128 0 0.01 0.01 0.03 mi 0 0.01 0.03 0.05 km Sources:Esri,HERE.Garmin,FAO,NOAA.USGS,OpunSI1eelMap contributors,and the GIS User Community I5§=52_ll/L March 15.2023 1 845 1860 1855 hh:IHhsvmx. .105 H13.5:Nil 74 801863 1887A1Aaw“N HD.D? Duval Map 30 195 O N‘...h.h. Agenda Item #3.D. 12 Jun 2023 Page 66 of 152 Recent COAB Purchase "TH in Relation to COAB Parcels sTANLE2x Recent OAB Purchas COAB Agenda Item #3.D. 12 Jun 2023 Page 67 of 152 Hopkins Creek Stormwater Management & Dora Street Engineering Department April 10,2023 Agenda Item #3.D. 12 Jun 2023 Page 68 of 152 Hopkins Creek Drainage Basin -North of Dutton Island Rd to Atlantic Blvd Mayport Rd to Sailfish Dr —"350 Acres —Drains North to South —Flows under Atlantic Blv dtoNeptuneBeach Agenda Item #3.D. 12 Jun 2023 Page 69 of 152 ?mx ND .21:.z_a TKWOM RD VECU'an 5ARA1f OG'A Eu: :3:W .‘,N\A~69.':1‘BCl.HS1‘:l' ATLANTICBLVD Aquatic Gardens Area FIRM—100 &500 Year Floodplain -9-u I?‘WU Agenda Item #3.D. 12 Jun 2023 Page 70 of 152 .2.‘-antI‘'.-F WBP Dora St Property —2.2 Acres .-'1 _L§ Agenda Item #3.D. 12 Jun 2023 Page 71 of 152 ‘..1cr rnpro n -.dA._waywv .44 2.-,1"4.;:+13.2.«:?:m:H D ti‘.|‘I/CU|V¢')E‘i Irr:provr;:rn:)n‘:s .5:P:‘m:;:.:L E 3 £;.«.’4,c:c;:».-g N $455£:_.t:i}Z)ch Imprcavemanis: quatu:Gardens Phase H,...... -:.l.-..-.‘:'.‘...'.‘-c :1; EH.' Stormwater Projects —Underway &Planned Projects in basin Projects per 2018 SW Management Plan Update ".7‘+.?2r‘:E»';av'a:;FE .. iichfculvzri lmprovcrr:rnLs 3 3;.3c:sr;a‘3Uradging I “‘$2.4M quam:Ga:de"s Drase I .-,-.:I V-‘.-.-."'a *.+‘1-we - .:-.1».:':I‘we;g " 95 ."u-" Aquatic GaV’cer‘s5,13“? ":1.-:H~‘;'.!.'—_'; we 'euts ii 332! D01‘'S‘ Sta-Hey Rt!Drainag mpacvvemenxs '-'.c'~1 ate 3.9;2*.age " !i3T<«=‘..‘.’3‘:~.2‘E1-r.5Sir mw"r “A,3 '‘uxvlw,.5..-.Ii;Ja1j.‘ri’ ¥53rsrmw:~;'i-zr {iipea57,i‘il?‘.:r'-;‘§::) Agenda Item #3.D. 12 Jun 2023 Page 72 of 152 Dora St —1.4 Ac Pond Option -“$1.6M Construction +Land Cost Feet Legend Proposed Dora Drive Pond Vacant Dora Dr.Parcels Existing Pipe Existing Inlet/Manhole/ 200 400 ~850 LF of 24-inch Pipe Potential Parking Area Agenda Item #3.D. 12 Jun 2023 Page 73 of 152 Path Forward Aquatic Gardens Phase I —Construction to start this year Aquatic Gardens Phase II —Design to start this year Stanley Rd Drainage Improvements —Design to start this year Aquatic Gardens Phase III —In 10-Yr CIP,no funds allocated. $17.5M total,can be constructed in phases Dora St —SW project on this parcel will offset Phase III needs °With appraisal,we can start cost analysis Agenda Item #3.D. 12 Jun 2023 Page 74 of 152 §88‘§Z‘?i§2S.E%%Z%’“e“‘MEMQNDUM Atlantic Beach,FL 32233 904-247-5874 To:Shane Corbin From:Steve Swann,PE cc:Kevin Hogencamp Amanda Askew Date:January 31,2023 Re:JWB Property on Dora Drive Potential Use for Stormwater MitigationPark The attached map depicts a 2.2 acre parcel of undeveloped land at the end of Dora Drive just west of Francis Avenue currently zoned for 40 multi-family units.This property is owned by JWB Real Estate (Hoose Homes)and is currently for sale.I let Alex Sifakis of JWB know that the City might have some interest in the property for a park/storrnwater pond.We do not know what the appraised value is,but he understands that the City cannot pay over appraised value and indicated he is looking for a sale price of $1.2M. Given the drainage issues in this area (bounded by Stanley Rd,Mayport Rd,Dutton Island Road and Francis Avenue)and following your direction to vet this property as a potential purchase,we engaged Jones-Edmunds to analyze the benefits of using this property for stormwater mitigation.Jones-Edmunds prepared the attached analysis which includes the benefits and potential construction costs for two options. If you recall,the drainage ditch serving this drainage basin starts at Dutton Island Road and runs through city—owned property (see attached)and enters a culvert at Stanley Road.The culvert drains to the Donner Road storm sewer system.The problems are that this culvert is undersized and there is limited storage in the drainage basin to protect against flooding. We have a grant-funded design project we are kicking off to upsize the Stanley Rd culvert from 15"to 36”.That project alone is not a 100%solution to the drainage problem and enlarging the culvert to 36”is extremely expensive and construction will be difficult given the extremely narrow right of way in this area.The projected rough order of magnitude construction cost for the 36” culvert is $875,000. We analyzed two alternatives using the JWB property for increased stormwater storage.The first alternative is construct a large standalone stormwater pond without completing the Stanley Rd culvert project.The second alternative includes a smaller stormwater pond (leaving room for some park amenities and a multiuse path,see attached map)along with enlarging the culvert to a cheaper and easier to construct 24”pipe. Agenda Item #3.D. 12 Jun 2023 Page 75 of 152 Memo to Shane Corbin January 31,2023 Page 2 Existing Conditions Alternative 1 36"Pipe Alternative 2 1.7 Ac Pond Alternative 3 1.4 Ac Pond,24" Pipe No Pumping Pre-Storm Pumping No Pumping Pre-Storm Pumping 10.98 10.45 10.83 10.53 10.18 9.40 0.53 0.15 0.45 0.80 11.13 10.98 11.01 10.91 10.88 10.57 0.15 0.12 0.22 0.25 __10-Yr Storm 25-Yr Storm P7019“A“9mat'V°Water Level Difference Water Level Difference FT FT The following is a summary of the alternatives analyzed: Alternative 1 Enlarge the Stanley Rd culvert to 36”between Stanley Rd and Donner Rd Alternative 2 Utilize 1.7 Ac (out of 2.2 Ac)of the JWB property as a stormwater pond without upsizing the Stanley Road culvert. Alternative 3 —Utilize 1.4 Ac of the JWB property as a stormwater pond,leaving some room for park amenities and upsizing the Stanley Road culvert to 24”(much easier and cheaper to install than a 36”culvert). For drainage improvement analysis,both Alternative 2 and Alternative 3 include an option to pump the pond down pre-storm event,similar to Aquatic Gardens Pond.A comparison of stage reduction predicted for each alternative during a 10-year storm and a 24-storm are provided in the table below Comparison of Alternatives with Respect to Stage Reduction The results of the analysis indicate that constructing a stormwater pond on the JWB property will provide appreciable ?ood reduction benefits,particularly during smaller,more frequent storm events. Combining the proposed pond on the JWB property with increasing the size of the Stanley Road culvert to 24”(Alternative 3)and/or pre-storm pond drawdown pumping will provide significant additional flood protection during larger,less frequent storm events. 0.561.58 Agenda Item #3.D. 12 Jun 2023 Page 76 of 152 Memo to Shane Corbin January 31,2023 Page 3 The following are rough order of magnitude costs for the alternatives.All construction costs include a 30%contingency.Property acquisition cost includes $100K in due diligence &closing costs. Alternative 1 —36”culvert at Stanley Road Land Acquisition $0 Pond Construction $0 Culvert Expansion $875,000 HMGP Culvert Reimb.*788 000 Total Cost $87,000 Alternative 2 -1.7 Ac pond,no culvert improvements Land Acquisition $1,300,000 Pond Construction $1,619,000 Culvert Ex ansion 0 Total Cost $2,919,000 Alternative 3 —1.4 Ac pond w/24”culvert at Stanley Road Land Acquisition $1,300,000 Pond Construction $1,550,000 Culvert Expansion $647,000 HMGP Culvert Reimb.*582 000 Total Cost $2,915,000 *90%construction cost reimbursement potentially from a FEMA HMGP grant The results of the analysis indicate Alternative 1,expanding the drainage culvert between Stanley Rd and Donner Rd,does not provide the best benefit with respect to water level reduction during either a 10-year or 25-year storm event.Alternative 1 cannot be constructed until the Aquatic Gardens project is completed. Alternative 3 clearly provides the most benefit with respect to flood protection.This alternative provides for a reduction in water levels of 1.58 FT during a 10-year storm event and 0.56 FT during a 25-year storm event.Alternative 3 can likely be constructed prior to completion of the Aquatic Gardens project. If there is desire to create additional park space,Alternative 3 is the best long term option for improving drainage in this area.Staff could pursue modi?cations to our HMGP grant for the Stanley Rd culvert to help defray pond construction cost. Recall that the City owns all of the parcels along the drainage ditch from the JWB property to Dutton Island Rd (see attached map).These parcels could provide additional stormwater storage and stage reduction in conjunction with a stormwater pond on the JWB property. SCS/s Attachments:JWB Dora Drive Property Map Potential Multiuse Path Map Stormwater Analysis Jones-Edmunds 01-18-23 Agenda Item #3.D. 12 Jun 2023 Page 77 of 152 2:; .__ K’? Recent COAB Purchase :1 .r JL1 _‘H JWB Property in Relation to COAB Parcels W¥\LTERRE’PA ecent COAB urchase COAB Agenda Item #3.D. 12 Jun 2023 Page 78 of 152 EAST Existing Drainage Ditch Existing Sidewalk Jordan Potential New Multiuse Path to Dutton Island Road Potential New Multiuse Path Existing Sidewalk DU_ Agenda Item #3.D. 12 Jun 2023 Page 79 of 152 Jo e Edm ndsMEMORANDUM 2.1 OPTION #1:STORMWATER POND ON VACANT DORA DRIVE PARCEL Dora Drive and Stanley Road Drainage Improvements TO:Steve Swann,PE FROM:Jarrod Hirneise,PE;Bruce Myhre,PhD,PE DATE:January 26,2023 SUBJECT:Summary of Dora Drive and Stanley Road Drainage Improvement Analysis Jones Edmunds Project No.20475-O05-01 The City of Atlantic Beach experiences flooding in the low-lying areas adjacent to Stanley Road,Dora Drive,and Simmons Road,referred to as the Stanley Road Drainage Problem Area.Following intense rainfall events,the City experiences flooding of roadways,yards, and private structures in this area.This area was identi?ed and evaluated as part of the City's Stormwater Master Plan Update,which was completed by Jones Edmunds in November 2018.Preliminary evaluated options to reduce ?ooding in this area included adding storage for stormwater on the vacant parcels at the end of Dora Drive and improving the outfall conveyance capacity from the Stanley Road Drainage Problem Area.The parcels at the end of Dora Drive are currently for sale.The City would like to further evaluate options and quantify the benefits of adding stormwater storage capacity on the vacant parcels and/or improving outfallconveyance capacity to determine if purchasing the parcels is worthwhile.Figure 1 shows the locations of the vacant parcels on Dora Drive and summarizes existing drainage conditions in the Stanley Road Drainage Problem Area. City staff requested that Jones Edmunds use the City's hydrologic and hydraulic (H&H) model that was developed for the Stormwater Master Plan Update to evaluate flood reduction benefits of two improvement options for the Stanley Road Drainage Problem Area. Option #1 includes an approximately 1.7-acre stormwater pond on the vacant Dora Drive parcels to provide stormwater attenuation.This option provides the maximum amount of storage available on the parcels and would not provide a parking area if the City turns this area into a park amenity.Improvements to the Stanley Road outfall pipe were not included in this option.Figure 2 summarizes the improvements for this option.The pond was assumed to tie into the bottom of the existing drainage ditch to allow stormwater to flow freely into and out of the pond. 08505-011-O1 1 January 2023 Summary of Dora Drive and Stanley Road Drainage Improvement Analysis IMPROVEMENT OPTIONS Agenda Item #3.D. 12 Jun 2023 Page 80 of 152 Figure 1 Dora Drive Parcels Location and Existing Drainage Conditions feet Vacant Dora Dr.Parcels Existing Pipe Existing Inlet/Manhole/Headwall 2 Summary of Dora Drive and Stanley Road Drainage Improvement Analysis Proposed Dora Drive Pond Vacant Dora Dr.Parcels Existing Pipe Existing Inlet/Manhole/Headwall 08505—011— 01January 2023 122,400 Feet Legend 1;..rl .<E.....cwE..a..,.m§..4..<$r,:...n Figure 2 Option #1 Improvements $2.5 1:6,00? Legend Stanley Road Drainage Problem Area Existing 15-inch Outfall Pipe Agenda Item #3.D. 12 Jun 2023 Page 81 of 152 2.2 OPTION #2:STORMWATERPOND ON VACANT DORA DRIVE PARCEL SROADOUTFALLPIPEIMPROVEMENTS 3 Option #2 Improvements Option #2 includes an approximately 1.4-acre stormwater pond on the vacant Dora Drive parcels and increasing the Stanley Road outfall pipe from a 15-inch pipe to a 24-inch pipe. In this scenario,the stormwater pond footprint was reduced to provide a parking area on the south side of Dora Drive if the City turns this area into a park amenity.The pond was assumed to tie into the bottom of the existing drainage ditch to allow stormwater to flow freely into and out of the pond. The recommended improvement alternative for this area from the Stormwater Master Plan Update included increasing the size of the Stanley Road outfall pipe.The City applied for design and construction funding from the Federal Emergency Management Agency (FEMA) to implement the Stanley Road outfall improvement and was recently awarded funding for the design.This option demonstrates the benefits if the outfall pipe improvements were constructed together with the stormwater pond at the Dora Drive parcels.Figure 3 summarizes the improvements for this option. 3 Summary of Dora Drive and Stanley Road Drainage Improvement Analysis Legend Proposed Dora Drive Pond Vacant Dora Dr.Parcels Existing Pipe Existing Inlet/Manhole/Headwall 08505-011-01 January 2023 Potential Parking Area -0 LF of 24-inch e Agenda Item #3.D. 12 Jun 2023 Page 82 of 152 Table 1 Option #1 Existing versus Proposed Peak Stage Comparison 3 MODEL RESULTS AND INUNDATION MAPPING Between Dora Drive and Simmons Road 11.04 10.83 -0.21 10.54 -0.5 Between Jackson Road and Dora Drive 10.98 10.83 -0.15 10.53 -0.45 Between Dora Drive and Simmons Road 10.61 9.91 -0.7 8.82 -1.79 Between Jackson Road and Dora Drive 10.61 9.91 -0.7 8.79 -1.82 4 Summary of Dora Drive and Stanley Road Drainage Improvement Analysis Between Dora Drive and Simmons Road 11.39 11.1 -0.29 10.93 -0.46 Jones Edmunds used the City's H&H model to simulate the mean-annual,10-,and 25-year/24-hour design storm events for both options to determine the flood reduction benefits.Scenarios were also run to determine the ?ood—reduction benefits if the City pumped down the proposed stormwater pond before large forecast storms,similar to the City pumping down the Aquatic Drive stormwater pond.The pumped scenario assumed that the pond was pumped to half full (elevation 4 feet North American Vertical Datum of 1988 [NAVD88]).Tables 1 and 2 summarize the existing and proposed modeled peak stages for Option #1 and Option #2 with and without pre—storm pond pumping. Mean Annual (5 inches of Rainfall) L t_ Proposed Proposed oca Ion --_-_CE)r(1l(iSittlirogr1s(|;(t)o[::Diff (V\gt:r|:r:eDiff Drawdown)Drawdown) ggggeenSimmons Road and Dutton Island 1062 992 _0'7 883 _1.79 10-Year (7.3 inches of Rainfall) L t_ Proposed Proposed oca ion --_-_C(E)l'<1lC?ltlZlir(:)?'lS(g?otn?Diff (V\gt:r::eDiff Drawdown)Drawdown) EgtavéeenSimmons Road and Dutton Island 11.04 1034 _02 10.54 _o_5 25-Year (9.2 inches of Rainfall) L t_ Proposed Proposed oca ion --- - -CE)n|cJsit’clirogrJ1s(ggolrrrifDiff (mgtgrlrpn -e Diff Drawdown)Drawdown) Between Simmons Road and Dutton Island 1139 1L1 _o_29 1033 _0I46 Road Between Jackson Road and Dora Drive 11.13 11.01 -0.12 10.91 -0.22 08505—011— O1January 2023 Agenda Item #3.D. 12 Jun 2023 Page 83 of 152 Table 2 Option #2 Existing versus Proposed Peak Stage Comparison Between Jackson Road and Dora Drive 10.98 10.18 -0.8 9.4 -1.58 Between Dora Drive and Simmons Road 10.61 9.05 -1.56 8.14 -2.47 Between Jackson Road and Dora Drive 10.61 8.91 -1.7 8.16 -2.45 Between Dora Drive and Simmons Road 11.39 10.98 -0.41 10.65 -0.74 Between Jackson Road and Dora Drive 11.13 10.88 -0.25 10.57 -0.56 Between Dora Drive and Simmons Road 11.04 10.24 -0.8 9.47 -1.57 Mean Annual (5 inches of Rainfall) Proposed Proposed CE)ridSittli:gns(';::)oFr)rr:-Diff (v\gt:r| r:r:e- Diff Drawdown)Drawdown) EggvéeenSimmons Road and Dutton Island 1052 9.1 _152 833 _1'79 10-Year (7.3 inches of Rainfall) L t_ Proposed Proposed oca Ion --_-_CE)r(1Ic?itt|ircl31s(lggolx-isDiff (mgtgrlrizeDiff Drawdown)Drawdown) Between Simmons Road and Dutton Island ILO4 1032 _0'72 962 _1'42 Road 25-Year (9.2 inches of Rainfall) Proposed Proposed Location --- -_c§’.i'§f£.2?.s‘@3033?Diff ‘Ws'E2f.Z £e Diff Drawdown)Drawdown) Between Simmons Road and Dutton Island 1139 10.98 _0_41 10.65 _o_74 Road Jones Edmunds plotted existing and proposed inundation extents based on modeled peak water-surface elevations.Figures 4 through 9 show existing versus proposed inundation with and without pre-storm pumping for the mean—annua|,10-,and 25-year/24-hour events. 5 Summary of Dora Drive and Stanley Road Drainage Improvement Ana|ysis 08505-011-O1 January 2023 Location Agenda Item #3.D. 12 Jun 2023 Page 84 of 152 Figure 4 Option#1:Mean-Annual/24-Hour Inundation Comparison Legend Option #1 No Pre-Storrn Pumping Option #1 With Pre-Storm Pumping Existing Conditions Mean-Annual Inundation Proposed Dora Drive Pond Legend Option #1 With Pre-Storm Pumping Option #1 No Pre-Storm Pumping Existing Conditions 10-Year inundation Proposed Dora Drive Pond 08505-011-01 6 January 2023 Summary of Dora Drive and Stanley Road Drainage Improvement Analysis 124,800 Feet Figure 5 Option#1:10-Year/24-Hour Inundation Comparison T-hurl: Agenda Item #3.D. 12 Jun 2023 Page 85 of 152 Figure 6 Option#1:25-Year/24-Hour Inundation Comparison 2;...u»h.;u,.nrs.ruc.r:t?o.nE..m»urw..m,..ru>?x:H.i.¥...¥.«¢zF In Zr Lr Legend Option #1 With Pre—Storm Pumping Option #1 No Pre—StormPumping Existing Conditions 25-Year inundation Proposed Dora Drive Pond Legend Option #2 With Pre-Storm Pumping Option #2 No Pre-Storm Pumping Existing Conditions Mean—Annua|inundation Proposed Dora Drive Pond 200 400 7 Summary of Dora Drive and Stanley Road Drainage Improvement Analysis 1:4,800 Pr aosed 24"Outfall Pipe 08505-011-01 January 2023 Feet f 5 Qkaj Figure 7 Option#2:Mean-Annual/24-Hour Inundation Comparison Agenda Item #3.D. 12 Jun 2023 Page 86 of 152 Figure 8 Option#2:10-Year/24-Hour Inundation Comparison Legend Option #2 With Pre-Storm Pumping Option #2 No Pre-Storm Pumping Existing Conditions 25-Year inundation Proposed Dora Drive Pond 8 Summary of Dora Drive and Stanley Road Drainage Improvement Analysis Proposed 24"Outfall Pipe 08505-011-O1 January 2023 Figure 9 Option#2:25-Year/24-Hour Inundation Comparison Option #2 With Pre-Storm Pumping Option #2 No Pre-Storrn Pumping Proposed Dora Drive Pond — Existing Conditions 10—Yearinundation Proposed 24"Outfall Agenda Item #3.D. 12 Jun 2023 Page 87 of 152 Table 3 Option #1 EOPC OPINION OF PROBABLE COST Pond Construction A conceptual-level Engineer's Opinion of Probable Cost (EOPC)was developed for both options.The EOPCs include engineering,data collection,and construction cost estimates for each improvement option.The estimates are considered American Society for Testing and Materials (ASTM)Class 4 estimates,which are used when the project definition is 1 to 15 percent.These are budgetary estimates with an expected accuracy range of -30 to +50 percent.Unit costs were estimated based on the Florida Department of Transportation's historical cost data and recently bid local projects.A 40-percent construction contingency was added to account for construction cost variability and project unknowns.Tables 3 and 4 provide the detailed EOPCs for the options.Property acquisition cost is not included in the cost estimates. Item Description Unit Quantity Unit Price Cost Mobilization (10%)L5 1 $90,000 $90,000 Maintenance of Traffic (1°/o)LS 1 $9,000 $9,000 Prevention,Control,And Abatement of Erosion and Water Pollution (5%)LS 1 $45’00o $45’000 Clearing and Grubbing AC 2.0 $40,000 $80,000 Pond Excavation CY 15,000 $40 $600,000 Pond Sod SY 5,000 $4.00 $20,000 Miscellaneous Pipes and Structures EA 1 $200,000 $200,000 Contingency Amount (30%)L5 1 $313,200 $313,200 Design/Permitting/Data Collection L5 1 $261,000 $261,000 (25%) TOTAL $1,6 19,000 9 Summary of Dora Drive and Stanley Road Drainage Improvement Analysis O8505—O11— 01January 2023 Overall Items Agenda Item #3.D. 12 Jun 2023 Page 88 of 152 Table 4 Option #2 EOPC CONCLUSION Based on the results of this analysis,constructing a stormwater pond on the vacant Dora Drive parcels will provide appreciable ?ood reduction benefits in the Stanley Road Drainage Problem Area,particularly during smaller,more frequent storm events.Combining the proposed pond at Dora Drive with increasing the size of the Stanley Road outfall pipe and/or pre—storm pond drawdown pumping will provide signi?cant additional ?ood protection during larger,less frequent storm events. 08505-011-01 10 January 2023 Summary of Dora Drive and Stanley Road Drainage Improvement Analysis Item Description Mobilization (10%) Maintenance Of Traf?c (1%) Prevention,Control,And Abatement Of Erosion And Water Pollution (5%) Clearing and Grubbing Pond Excavation Pond Sod Misc.Pipes and Structures Removal of Existing Pavement/Sidewalk Removal of Existing Storm Pipe Clearing and Grubbing Manhole,Type-P <10 feet Pipe Culvert,24 inches Mitered End Section,24 inches Type C Dbi,J—Bot,<10 feet Type B Stabilization Optional Base Group 9 (10—inch Limerock) (LBR 100) Superpave Asphalt Concrete (Traf?c C) 6-inch Concrete Driveway Temporary Flow Bypass Sodding Contingency Amount (30%) Design/Permitting/Data Collection (25%) Unit LS LS LS AC CY SY EA SY LF AC EA LF EA EA SY SY TN SY LS SY 1353 Quantity 2.0 14,000 5,000 200 550 0.5 850 200 200 22 25 1,050 Unit Price $128,090 $12,199 $60,995 $40,000 $40 $4.00 $200,000 $30 $75 $40,000 $8,000 $250 $3,500 $8,000 $10 $25 $165 $65 $20,000 $4 $426,360 $355,300 TOTAL Cost $128,100 $12,200 $61,000 $80,000 $560,000 $20,000 $200,000 $6,000 $41,300 $20,000 $8,000 $212,500 $3,500 $32,000 $2,000 $5,000 $3,700 $1,700 $20,000 $4,200 $426,400 $355,300 $2,203,000 Overall Items Pond Construction Stanley Road Outfall Culvert Replacement Agenda Item #3.D. 12 Jun 2023 Page 89 of 152 Page 90 of 152 Mu zen Shaking cu..um-suns , mmsmex I mmam-4-x Gerrit ,Jose h From:Gualillo,Victor Sent:Monday,June 5,2023 11:16 AM To:Gerrity,Joseph Cc:Hogencamp,Kevin;Cameron,David Subject:May Paid Parking and Parking Citation Stats for May (To Date) There are still some issues we need to work out with the Paid Parking program.One recurring issue that is causing problems for some of our residents (and PD staff)is that registered residents need to "check in”at a kiosk on 18”‘and 19"‘St with their vehicle tag number so they are not ticketed.There is a misconception that they do not need to "check in"at 18”‘&19”‘because the re istered resident parking process at Town Center doesn't require them to ”check in” there.We need to inform our registered residents they have to Check In at 18”‘&19"‘St.Please use all of our messaging platforms to push this out. 18th &19th St.Parking May 1 thru May 31,2023 18th St.19th St.Totals Kiosk $2,310.00 $1,085.00 $3,395.00 Flowbird App 1,761.90 407.51 2,169.41 Total $4,071.90 $1,492.51 $5,564.41 #of Residents @ 22 17 39 $0 —. 7 Total Citations:45 15 60.131.13 191 Total Amount Due:N/A N/A 5 2,150.00 $5,050.00 $7,200.00 Total Citations Paid to date:N,/A N/A 9.00 11.00 2 CTotalWrittenWamins:1 1.10.00 11 Total Voided:15 7 22.13.00 33 Victor L.Gualillo Chief of Police Atlantic Beach Police Department 850 Seminole Rd Atlantic Beach FL 32233 (904)247-5859 COURAGE 'INTEGRITY 'EXCELLENCE V ualillo coab.us Agenda Item #3.E. 12 Jun 2023 Page 91 of 152 Please 173:9:Flcndu has :2 very broad p-J:-'-cre::orn's law.Most written communication:to or from gwsmmer.‘z,x:'$are public records available to the public and mecia won :quasi./cur 9-moi!comrm v..-“’caz‘:’orL<may be subject to pubiic disclosure ur:a'e~'the Florida Pub/:5 Eec-3rd“Law {F..5.5."19.0.7). "1i';'H~w.:-'n . “:1 n-'K I l'\.3.».V"-“~‘rn,,»..,,l\I. -._ -:.4.};. I’.',.-,__./;:;:.,,.C e HWe:(,..A, . Agenda Item #3.E. 12 Jun 2023 Page 92 of 152 991%’ CITY OF ATLANTIC BEACH CITY COMMISSION MEETING STAFF REPORT AGENDA ITEM:Authorize the Mayor to sign DR4680-Z3 708 Subgrant Agreement to receive reimbursement for expenses related to Hurricane Ian. SUBMITTED BY:Melissa Burns,Director of Finance TODAY’S DATE:May 16,2023 MEETING DATE:June 12,2023 BACKGROUND:On November 7,2022 a disaster declaration was issued for damages related to Hurricane Nicole.The City of Atlantic Beach is eligible to obtain reimbursements for Parks, Recreational and other facilities (FEMA Category G)to rebuild damaged dune walkovers and administrative costs (FEMA Category Z).The total costs for both categories is $10,689. The City’s grants administrator and myself have been meeting weekly with a representative ?om FEMA to assist with the compilation and completion of the necessary paperwork to submit to FEMA for reimbursement.This process has ended and both projects have been obligated,now the Florida Department of Emergency Management (FDEM)acts as the pass through agency for the reimbursement dollars.In order to receive the reimbursements a sub-grant agreement needs to be executed,and requires the Mayor’s signature. BUDGET:$10,689 increase in grant revenues RECOMMENDATION:Commission authorize the Mayor to sign DR4673-Z3708 Subgrant Agreement ATTACHMENT(S):DR4673-Z3 708 Subgrant Agreement REVIEWED BY CITY MANAGER: Agenda Item #6.A. 12 Jun 2023 Page 93 of 152 FEDERALLYFUNDED SUBAWARD AND GRANT AGREEMENT for DR -4680 Hurricane Nicole The following Agreement is made and information is provided pursuant to 2 CFR §200.332(a)(1): Subrecipient’s name:Atlantic Beach:Cit)’of Subrecipient's unique entity identi?er:W2ZNQX64HDF5 Federal Award Date:Dec 17.2022 Subaward Period of Performance Start and End Date (Cat A-B):NOV7.2022 -June 13,2023 Subaward Period of Performance Start and End Date (Cat C-G):Nov 7.2022 -June 13,2024 Amount of Federal Funds Obligated by this Agreement:% Total Amount of Federal Funds Obligated to the Subrecipient by the pass-through entity to include this Agreement: Total Amount of the Federal Award committed to the Subrecipient by the pass-through entity: Federal award project description (see Federal Funding Accountability and Transparency Act (FFATA):Grant for communities to res ond to and recover from ma'or disasters or emer encies and for limited miti ation measures. De artment of Homeland Securi DHS Federal Emer enc Mana ementA enc (N) Florida Division of Emer enc Mana ement FDEM 2555 Shumard Oak Blvd. Tallahassee FL 32399-2100 Assistance Listing Number (Formerly CFDA Number):97.036 Disaster Grants -Public Assistance (Presidentially Assistance Listin Pro ram Title Formerl CFDA ro ram Title :Declared Disasters) THIS AGREEMENT is entered into by the State of Florida,Division of Emergency Management,with headquarters in Tallahassee,Florida (hereinafter referred to as the "Division"),and Atlantic Beach.City of (hereinafter referred to as the "Subrecipient"). THIS AGREEMENT IS ENTERED INTO BASED ON THE FOLLOWING REPRESENTATIONS: A.The Subrecipient represents that it is fully quali?ed and eligible to receive these grant funds to provide the services identi?ed herein; B.The Subrecipient,by its decision to participate in this grant program,bears the ultimate responsibility for ensuring compliance with all applicable State and Federal laws,regulations and policies,and bears the ultimate consequences of any adverse decisions rendered by the Division,the Federal Awarding-Agency,or any other State and Federal agencies with audit,regulatory,or enforcement authority; Name of Federal awarding agency: Name of pass-through entity: Contact information for the pass-through entity: Agreement Number:23708 Agenda Item #6.A. 12 Jun 2023 Page 94 of 152 Name:Melissa Burns Address;800 Seminole Rd. Atlantic Beach,FL 32233 C.This Agreement establishes the relationship between the Division and the Subrecipient to allow the Division to pay grant funds to the Subrecipient. THEREFORE,the Division and the Subrecipient agree to the following: (1)APPLICATION OF STATE LAW TO THIS AGREEMENT 2 CFR §200.302 provides:“Each state must expend and account for the Federal award in accordance with state laws and procedures for expending and accounting for the state's own funds.”Therefore,section 215.971, Florida Statutes,entitled "Agreements funded with federal or state assistance,”applies to this Agreement. (2)LAWS RULES REGULATIONS AND POLICIES a.Performance under this Agreement is subject to 2 CFR Part 200,entitled "Uniform Administrative Requirements,Cost Principles,and Audit Requirements for Federal Awards.” b.In addition to the foregoing,the Subrecipient and the Division shall be governed by a_l|applicable State and Federal laws,rules,and regulations.Any express reference in this Agreement to a particular statute,rule,or regulation in no way implies that no other statute,rule,or regulation applies.The applicable statutes,rules,or regulations are the statutes,rules,or regulations in effect at the time of the declaration of the incident through which federal funds are awarded,or as othewvise indicated as retroactively applied. (3)CONTACT a.In accordance with section 215.971(2),Florida Statutes,the Division’s Grant Manager shall be responsible for enforcing performance of this Agreement's terms and conditions and shall serve as the Division’ sliaisonwiththeSubrecipient.As part of his/her duties,the Grant Manager for the Division shall: i.Monitor and document Subrecipient performance;and ii.Review and document all deliverables for which the Subrecipient requests payment. b.The Division's Grant Manager for this Agreement is: Name Jennifer Stallin s Title Grant Pro ram Mana er Bureau of Recovery Address:Florida Division of Emeruenc Mana ement 2555 Shumard Oak Blvd. Tallahassee FL 32399-2100 Telephone:850 815-4408 Email:Jennifer.Stallin s em.m orida.com c.The name and address of the Representative of the Subrecipient responsible for the administration of this Agreement is: Agenda Item #6.A. 12 Jun 2023 Page 95 of 152 Telephone:(904)247-5307 Emailz mburns coab.us d.In the event that different representatives or addresses are designated by either party after execution of this Agreement,notice of the name,title,and address of the new representative will be provided to the other party in writing via letter or electronic email. e.Systems Access:It is the Subrecipient's responsibility to maintain current active users in the Division's grants management system in accordance with Attachment B to this Agreement (“Systems Access Form"). (4)TERMS AND CONDITIONS This Agreement contains all the terms and conditions agreed upon by the parties. (5)EXECUTION This Agreement may be executed in any number of counterparts,of which may be taken as an original. (6)MODIFICATION Either party may request modi?cation of the provisions of this Agreement.Changes which are agreed upon shall be valid only when in writing,signed by each of the parties,and attached to the original of this Agreement. (7)scope or WORK The Subrecipient shall perform the work as approved by FEMA and provide the necessary documentation to substantiate work completed. (8)PERIOD OF AGREEMENTIPERIODOF PERFORMANCE The Period of Agreement establishes a timeframe for all Subrecipient contractual obligations to be completed. Upon execution by both parties,this Agreement shall begin on the ?rst day of the incident period for the disaster applicable to the agreement and shall end upon closeout of the Subrecipient's account for this disaster by the Federal Awarding Agency,unless terminated earlier as specified elsewhere in this Agreement.This Agreement survives and remains in effect after termination for the herein referenced State and Federal audit requirements and the referenced required records retention periods.Work may only be performed during the timeframes established and approved by FEMAfor each Category of Work type. (9)FUNDING a.The amount of total available funding for this subgrant is limited to the amount obligated by the Federal Awarding Agency for all projects approved for this Subrecipient for DR -4680 -Hurricane Nicole Payments to Subrecipients are contingent upon the granting of budget authority to the Division. b.Pursuant to section 252.37(5)(a),Florida Statutes,unless othennrise speci?ed in the General Appropriations Act,whenever the State accepts ?nancial assistance from the Federal Government or its agencies under the Federal Public Assistance Program and such ?nancial assistance is conditioned upon a requirement for matching funds,the State shall provide the entire match requirement for state agencies and one-half of the required match for grants to Local governments.Affected Local governments shall be required to provide one-half of the required match prior to receipt of such financial assistance.Section 252.37,Florida Statutes,does not 3 Agenda Item #6.A. 12 Jun 2023 Page 96 of 152 apply to Subreciplents that are considered Private Non-Proflt entitles,therefore the entire non-federal share shall be the responsibility of the Private Non-Pro?t Subrecipient. c.The Executive Of?ce of the Governor may approve a waiver to local governments for the Non-Federal match requirement.The local government must apply for the waiver in accordance with Section 252.37(5)(b),Florid aStatutes.Local governments must apply for the match waiver independently from their respective County. (10)PAYMENT a.The payment method used by the Division is either a Cost Reimbursement or an Advance Payment. Advance payments will be governed by Chapter 216,Florida Statutes. b.The Division’s Grant Manager,as required by section 215.971(2)(c),Florida Statutes,shall reconcile and verify all funds received against all funds expended during the grant agreement period and produce a ?nal reconciliation report.The ?nal report must identify any funds paid in excess of the expenditures incurred by the Subrecipient. (11)REPAYMENTS a.Refunds or repayments of obligated funds may be paid to the Division through check or through a payment plan as approved by the Department of Financial Services.Additionally,FEMA may permit the Division to off-set against other obligated projects where deemed appropriate.In accordance with Chapter 255,Florida Statutes, the Subrecipient has 30 days to repay the funds from the issuance of the invoice from the Division.The Division may impose a 1%per month interest fee for unpaid invoices. b.All refunds or repayments due to the Division under this Agreement are to be made payable to the order of “Division of Emergency Management,"and must include the invoice number and the applicable Disaster and Project number(s)that are the subject of the invoice,and be mailed directly to the following address: Division of Emergency Management Cashier 2555 Shumard Oak Boulevard Tallahassee FL 32399-2100 (12)RECORDS a.As required by 2 CFR §200.334,and modi?ed by Florida Department of State's record retention requirements (Fla.Admin.Code R.1B-24.003),the Subrecipient shall retain sufficient records to show its compliance with the terms of this Agreement and all relevant terms and conditions of the award paid from funds under this Agreement,for a period of ?ve (5)years from the date of submission of the ?nal expenditure report.This period may be extended for reasons including,but not limited to,litigation,fraud,or appeal.As required by 2 CFR §200.303(e), the Subrecipient shall take reasonable measures to safeguard protected personally identi?able informationand other information the Federal Awarding Agency or the Division designates as sensitive or the Subrecipient considers sensitive consistent with applicable Federal,State,local,and tribal laws regarding privacy and responsibility over con?dentiality. b.The Subrecipient shall maintain all records for the Subrecipient and for all subcontractors or consultants to be paid from funds provided under this Agreement,including documentation of all program costs,in a form suf?cient Agenda Item #6.A. 12 Jun 2023 Page 97 of 152 Quarter1 (Q1)October1 December 31 ___Subrecipient Report Repo?mg Time Period Submittal Deadline to determine compliance with the requirements and objectives of the award and all other applicable laws and regulations. (13)AUDITS a.The Subrecipient shall comply with the audit requirements contained in 2 CFR Part 200,Subpart F. b.As required by 2 CFR §200.337(a).“The Federal awarding agency,Inspectors General,the Comptroller General of the United States,and the [Division],or any of their authorized representatives,shall enjoy the right of access to any documents,papers,or other records of the [Subrecipient]which are pertinent to the Federal award,in order to make audits,examinations,excerpts,and transcripts.The right also includes timely and reasonable access to the [Subrecipient's]personnel for the purpose of interview and discussion related to such documents."The right of access is not limited to the required retention period but lasts as long as the records are retained (2 CFR § 200.337(c)). c.As required by 2 CFR §200.332(a)(5),the Division,the Chief Inspector General of the State of Florida, the Florida Auditor General,or any of their authorized representatives,shall enjoy the right of access to any documents,?nancial statements,papers,or other records of the Subrecipient which are pertinent to this Agreement, in order to make audits,examinations,excerpts,and transcripts.The right of access also includes timely and reasonable access to the Subrecipient’s personnel for the purpose of interview and discussion related to such documents. (14)B.E?>Bl9.- a.Consistent with 2 CFR §200.329,the Subrecipient shall provide the Division with quarterly reports and any applicable financial reporting,including reports required by the Federal Funding Accountability and Transparency Act (FFATA).These reports shall include the current status and progress by the Subrecipient and,as applicable,all subcontractors in completing the work described in the Scope of Work and the expenditure of funds under this Agreement,in addition to any other information requested by the Division. Quarter 4 (04)July 1 —September so October 15 b.The Subrecipient agrees to submit quarterly reports to the Division no later than ?fteen (15)days after the end of each quarter of the program year and to submit quarterly reports each quarter until one quarter past the closeout of each project in the Division's Grant Management System.The ending dates for each quarter of the program year are March 31,June 30,September 30,and December 31. c.The closeout report is due sixty (60)days after completion of each project worksheet associated with the applicant executing this Agreement,or sixty (60)days after termination of this Agreement,whichever ?rst occurs. 5 Juiy 1Quarter3(03)April 1 —June 30 Quarter 2 (Q2)January 1 —March 31 Apr"15 January 15 Agenda Item #6.A. 12 Jun 2023 Page 98 of 152 d.The Subrecipient shall provide additional program reports.updates,or information that may be required by the Division or the Federal awarding agency. (15)MONITORING a.The Division shall monitor the performance of the Subrecipient under this Agreement to ensure that the Scope of Work is being accomplished within the specified time periods,and that other performance goals are being met. b.The Subrecipient agrees to comply and cooperate with any monitoring procedures/processes deemed appropriate by the Division.In the event that the Division determines that an audit of the Subrecipient is appropriate, the Subrecipient agrees to comply with any additional instructions provided by the Division to the Subrecipient regarding such audit. c.Small Projects,as de?ned in 44 CFR §206.203,that are obligated above the Federal Simpli?ed Acquisition Threshold (SAT)will be subject to enhanced oversight and monitoring by the Division as authorized by 2 CFR §200.332(a)(2). (16)LIABILITY a.Unless the Subrecipient is a State agency or political subdivision,as de?ned in section 768.28(2),Florida Statutes,the Subrecipient is solely responsible to third parties it deals with in carrying out the terms of this Agreement. As authorized by section 768.28(19),Florida Statutes,Subrecipient shall hold the Division harmless against all claims of whatever nature by third parties arising from the work performance under this Agreement.For purposes of this Agreement,Subrecipient agrees that it is not an employee or agent of the Division but is an independent contractor. b.As required by section 768.28(19),Florida Statutes,any Subrecipient which is a State agency or political subdivision,as de?ned in section 768.28(2),Florida Statutes,agrees to be fully responsible for its negligent or tortious acts or omissions which result in claims or suits against the Division and agrees to be liable for any damages proximately caused by the acts or omissions to the extent set forth in section 768.28,Florida Statutes.Nothing herein is intended to serve as a waiver of sovereign immunity by any Subrecipient to which sovereign immunity applies. Nothing herein shall be construed as consent by a State agency or subdivision of the State of Florida to be sued by third parties in any matter arising out of any contract. (17)TERMINATION This Agreement terminates upon the completion of all eligible work and payment of all eligible costs in accordance with the Public Assistance Program requirements.The Division and Subrecipient agree that all records will be maintained until the conclusion of any record retention period. (18)PROCUREMENT a.The Subrecipient must ensure that any procurement involving funds authorized by the Agreement complies with all applicable Federal and State laws and regulations,including 2 CFR §§200.318 through 200.327 as well as Appendix II to 2 CFR Part 200 (entitled “Contract Provisions for Non-Federal Entity Contracts Under Federal Awards").Additional requirements,guidance,templates,and checklists regarding procurement may be obtained through the FEMA Procurement Disaster Assistance Team.Resources found here: b.The Subrecipient must include all applicable federal contract terms for all contracts for which federal 6 htt sy/www.fema.ovl rantsl rocurement Agenda Item #6.A. 12 Jun 2023 Page 99 of 152 funds are received. If the Subrecipient contracts with any contractor or vendor for performance of any portion of the work required under this Agreement,the Subrecipient must incorporate into its contract with such contractor or vendor an indemni?cation clause holding the Federal Government,its employees and/or their contractors,the Division,its employees andlor their contractors,and the Subrecipient and its employees andlor their contractors harmless from liabilityto third parties for claims asserted under such contract. c.The Subrecipient must monitor and document,in the quarterly report,the contractor’s progress in performing its work on its behalf under this Agreement in addition to its own progress. d.The Subrecipient must ensure all contracts conform to sections 287.057 and 288.703,Florida Statutes, as applicable. (19)ATTACHMENTS a.All attachments to this Agreement are incorporated as if set out fully. b.In the event of any inconsistencies or con?ict between the language of this Agreement and the attachments,the language of the attachments shall control,but only to the extent of the con?ict or inconsistency. c.This Agreement has the following attachments: i.Attachment A—Certi?cation Regarding Debarment ii.Attachment B —Systems Access Form iii.Attachment C —Certi?cation Regarding Lobbying Agenda Item #6.A. 12 Jun 2023 Page 100 of 152 Agreement Number:Z3708 (Signature) Name:Curtis Ford Ma or IN WITNESS WHEREOF,the parties hereto have executed this Agreement. su3REc|p|EN1';Atlantic Beach,Cit Of STATE OF FLORIDA DIVISION OF EMERGENCY MANAGEMEN Governor’s Authorized Representative Date: Date: Title: Agenda Item #6.A. 12 Jun 2023 Page 101 of 152 Attachment A CERTIFICATION REGARDINGDEBARMENT,SUSPENSION,INELIGIBILITY and VOLUNTARY EXCLUSION he Subrecipient certi?es,to the best of its knowledge and belief,that it and its principals: 1.Are not presently debarred,suspended,proposed for debarment,declared ineligible,or voluntarily excluded from covered transactions by any Federal department or agency; 2.Have not within the ?ve-year period preceding entering into this Agreement had one or more public transactions (Federal,State,or Local)terminated for cause or default;and 3.Have not within the ?ve-year period preceding entering into this proposal been convicted of or had a civi ljudgmentrenderedagainstthemfor: a)the commission of fraud or a criminal offense in connection with obtaining,attempting to obtain,or performing a public (Federal,State,or Local)transaction or a contract under public ‘transaction,or b) violation of Federal or State antitrust statutes or commission of embezzlement,theft,forgery,bribery, falsi?cation,or destruction of records,making false statements,or receiving stolen property. The Subrecipient understands and agrees that the language of this certi?cation must be included in the award documents for all subawards at all tiers (including subcontracts,subgrants,contracts under grants,loans,and cooperative agreements)and that all contractors and sub-contractors must certify and disclose accordingly. The Subrecipient further understands and agrees that this certi?cation is a material representation of fact upon which reliance was placed when this transaction was made or entered into. By: Signature Curtis Ford Ma or Name and Title 800 Seminole Road Street Address Atlantic Beach,FL,32233 City,State,Zip Date Atlantic Beach,Cit Of Subrecipient’s Name Z3708 DEM Contract Number Agenda Item #6.A. 12 Jun 2023 Page 102 of 152 Attachment B SYSTEMS ACCESS The System Access Form is submitted with each new disaster or emergency declaration to identify the Subrecipient’s contacts for the FDEM Grants Management System in order to enter notes,review notes and documents,and submit the documentation necessary to work the new event.The Systems Access Form is originally submitted as Attachment “B”to the PA Funding Agreement.The Subrecipient is responsible for regularly reviewing its contacts.Contacts should be removed within 14 days of separation,retirement,or are reassignment by the Subrecipient.A new form willonly be needed if all listed contacts have separated from the Agency.If a new S stems Access form is submitted all A enc Re resentatives currentl listed as contacts that are not included on the u dated form will be deleted from FDEM Grants Mana ement S stem for the s eci?ed rant.All users must log in on a monthly basis to keep their accounts from becoming locked.Note:the Systems Access Form is NOT a delegation of authority.A signatory must have an attached delegation of authority as appropriate. Instructions for Completion Complete the form in its entirety,listing the name and information for all representatives who will be working in the FDEM Grant Management System.Users will be noti?ed via email when they have been granted access.The user must log in to the FDEM Grants Management System within twelve (12)hours of being noti?ed or their account will lock them out.Each user must log in within a sixty (60)day period or their account will lock them out.In the event you try to log in and your account is locked,users must submit a request for unlocking to The form is divided into twelve blocks;each block must be completed where appropriate. Block 1:“Authorized Agent"—This should be the highest authority in your organization who is authorized to sign legal documents on behalf of your organization.A subsequent new Authorized Agent must be designated through a letter on letterhead from the Subrecipient’s Authorized Representative.It is recommended to delegate this authority to an organizational staff member to avoid delays in grant management (Only one Authorized Agent is allowed,and this person will have full accesslauthority unless otherwise requested). Block 2:"Primary Contact”—This is the person designated by your organization to receive all correspondence and is our main point of contact.This contact will be responsible for answering questions,uploading documents,and submitting reportslrequests in FDEM Grants Management System.The Authorized Agent may designate a new Primary Contact.(Only one Primary Contact is allowed,and this contact will have full access). Block 3:“Alternate Contact”—This is the person designated by your organization to be available when the Primary is not.Either the Authorized Agent or Primary Contact may designate a new Alternate Contact.(Only one Alternate Contact is allowed,and this contact will have full access). Block 4,5,and 6:“Other"(Finance/Point of Contact,Risk Management-Insurance,and Environmental-Historic). Providing these contacts is essential in the coordination and communication required between State and Local subject matter experts.We understand that the same agent may be identi?ed in multiple blocks,however we ask that you enter the name and information again to ensure we are communicating with the correct individuals. Block 7 —12:“Other”(Read Only Access)—There is no limit on "Other"contacts,but we ask that this be restricted to those that are going to actually need to log in and have a role in reviewing the information.This designation is only for situational awareness purposes as individuals with the “Other Read-Only"designation cannot take any action in FDEM Grants Management System. Note:The Systems Access Form is NOT a delegation of authority.A signatory must have an attached delegation of authority as appropriate. 10 RPA.Hel em.m orida.oom Agenda Item #6.A. 12 Jun 2023 Page 103 of 152 SYSTEMS ACCESS FORM (CONTACTS) FEMAIGRANTEEPUBLIC ASSISTANCE PROGRAM FLORIDA DIVISION OF EMERGENCY MANAGEMENT Subrecipient:Atlantic Beach,City Of Box 1:Authorized A ent (Full Access)Box 2:Primary Contact (Full Access) Name CUVTISF0'"d Name Melissa Burns Signature Signature Organization l_Of?cia|Position Organization I Otticial Position Cit of Atlantic Beach/Ma or Ci of Atlantic Beach/Director of Finance MailingAddre ,MailingAddress§00 Seminole Rd 800 Seminole Rd. City,State,Zp _City,State,ZipAtlanticBeach,FL 32233 Atlantic Beach,FL 32233 DaytimeTelephone Daytime Telephone 904 247-5800 904 247-5807 E-mailAddress E—mailAddress cford coab_uS mburns@coab.us Box 3:Alternate Contact (Full Access)Box 4:Other-FinanceIPoint of Contact (Full Access) Name -NameKimFlower Brittan Percell Signature Signature Organizationl O?icial Position Organization I Of?cial Position Cit of Atlantic Beachl Grants Administrator Ci.of Atlantic BeachlDe ut Finance Director MailingAddress _MailingAddress 800 Seminole Rd.800 Seminole Rd. City,State,Zp City,State,Zip Atlantic Beach,FL 32233 Atlantic Beach FL 32233 Daytime Telephone Daytime Telephone 904 247-5889 (904)247-5881 E-mailAddress E-mailAddress kflower coab.us Box 5:Other-Risk Mgmt-Insurance (Full Access) b ercell@coab.us Box 6:Other-Environmental-Historic (Full Access) Name Name Signature Signature Organiza?on I Ofticial Position Organization I Ofticial Position MailingAddress MailingAddress City,State,Zp City,State,Zip Daytime Telephone Daytime Telephone E-mail Address E-mail Address The above contacts may utilize the FDEM Grants Management System to perform the Subrecipient's responsibilities regarding the Public Assistance Grant according to their level of access.The Subrecipient is responsible for ensuring that all contacts are correct and up-to—date. Date Subrecipient Authorized Representative Signature 11 Agenda Item #6.A. 12 Jun 2023 Page 104 of 152 Box 9: Name Signature Organization I Of?ciai Position MailingAddress City,State.Zip Daytime Telephone E-mailAddress SYSTEMS ACCESS FORM (CONTACTS) FEMAIGRANTEE PUBLIC ASSISTANCE PROGRAM FLORIDADIVISIONOF EMERGENCY MANAGEMENT Subrecipient:Atlantic Beach,City Of Date: Box 7:Other (Read Only Access)Box 8:Other (Read Only Access) Name Name Signature Signature Organization /Of?cial Position MailingAddress City,State,Zip Daytime Telephone E-mailAddress Other (Read Only Aooess)Box 10:Other (Read Only Access) Name Signature Organization /O?icial Position Organization]Of?cial Position MailingAddress MailingAddress City,State,Zp City,State,Zip Daytime Telephone Daytime Telephone E-mail Address E-rnailAddress Box 11:Other (Read Only Access)Box 12:Other (Read Only Access) Nan1e Name Signature Signalure Organization I Of?cial Position Organization I Of?cial Position MailingAddress MailingAddress City.State,Zp City,State,Zip Daytime Telephone Daytime Telephone E-mailAddress E-mailAddress Subrecipienfs Fiscal Year(FY)Start:Month:October Day:1st Subrecipient's Federal Employer's Identi?cation Number (EIN)59-5000237 Subrecipient's Grantee Cognizant Agency for Single Audit Purposes:Florida Division of Emergency Management Subrecipient's:FIPS Number (If Known)031-02400-00 Agenda Item #6.A. 12 Jun 2023 Page 105 of 152 Attachment C Certi?cation Regarding Lobbying APPENDIX A 44 CFR PART 18 —CERTIFICATION REGARDING LOBBYING Certi?cationfor Contracts,Grants,Loans,and Cooperative Agreements The undersigned certi?es,to the best of his or her knowledge and belief,that: 1.No Federal appropriated funds have been paid or will be paid,by or on behalf of the undersigned,to any person for in?uencing or attempting to in?uence an of?cer or employee of an agency,a Member of Congress,an of?cer or employee of Congress,or an employee of a Member of Congress in connection with the awarding of any Federal contract,the making of any Federal grant,the making of any Federal loan,the entering into of any cooperative agreement,and the extension,continuation,renewal, amendment,or modi?cation of any Federal contract,grant,loan,or cooperative agreement. If any funds other than Federal appropriated funds have been paid or will be paid to any person for in?uencing or attempting to in?uence an of?cer or employee of any agency,a Member of Congress,an of?cer or employee of Congress,or an employee of a Member of Congress in connection with this Federal contract,grant,loan,or oooperative agreement,the undersigned shall complete and submit Standard Form-LLL,“Disclosure Form to Report Lobbying,”in accordance with its instmctions. The undersigned shall require that the language of this certi?cation be included in the award documents for all subawards at all tiers (including subcontracts,subgrants,and contracts under grants,loans,and cooperative agreements)and that all Subreclpients shall certify and disclose accordingly. This certi?cation is a material representation of fact upon which reliance was placed when this transaction was made or entered into.Submission of this certi?cation is a prerequisite for making or entering into this lransaction imposed by section 1352,title 31,U.S.Code.Any person who fails to ?le the required certi?cation shall be subject to a civil penalty of not less than $10,000 and not more than $100,000 for each such failure. The Subrecipient or contractor,City OfAtlantic Beach ,certi?es or affirmsthe truthfulness and accuracy of each statement of its certi?cation and disclosure,ifany.In addition,the Contractor understands and agrees that the provisions of 31 U.S.C.Chap.38,Administrative Remedies for False Claims and Statements, apply to this certi?cation and disclosure,ifany. Signature of Subrecipient/contractor’s AuthorizedOf?cial Curtis Ford aor Name and Titleof Subrecipient/contractors AuthorizedOf?cial Date 13 Agenda Item #6.A. 12 Jun 2023 Page 106 of 152 AGENDA ITEM:Bid No.2223-06:Milling and Paving 2023 SUBMITTED BY:Scott Williams,Public Works Director CITY OF ATLANTIC BEACH CITY COMMISSION MEETING STAFF REPORT DATE:May 31,2023 MEETING DATE:June 12,2023 SUMMARY:On May 17,2023,four bids were received for Bid No.2223-06: Milling and Paving 2023.The purpose of this contract is to select a Contractor to perform milling and paving work on several streets throughout the City.This work is primarily to repair older, cracked asphalt street surfaces. The lowest bidder,McLain Site Solutions,did not meet all the speci?cation and document submittal requirements.The next lowest bidder,J ax Utilities Management,did meet all the speci?cation and document submittal requirements at the price of $539,525.12. J ax Utilities Management was asked to provide an estimate for milling and paving of four additional streets.This price was negotiated,along with the original contract bid,which is shown on the additional bid form.The total bid amount for the seven streets called out in the original bid, along with the four additional streets added to the scope of the project,is $586,210.75. RECOMMENDATION:Award Bid No.2223-06 to J ax Utilities Management. BUDGET:Adequate funding for Milling and Paving is budgeted as follows: $400,000 in the Streets infrastructure account 001-5002-541-6300 $200,000 additionally,in the Streets infrastructure account 001-5002-541-6300,approved by Commission ATTACHMENTS:Resolution 23-19 2223-06 Bid Analysis Updated bid form including four additional streets Map of all streets included in scope of project Bids are on ?le with the City Clerk’s Of?ce APPROVED BY CITY MANAGER: Agenda Item #8.A. 12 Jun 2023 Page 107 of 152 Donna L.Bartle,City Clerk Approved as to form and correctness: RESOLUTION NO.23-19 A RESOLUTION OF THE CITY OF ATLANTIC BEACH,FLORIDA,AWARDING BID #2223-06 FOR THE MILLING AND PAVING 2023 PROJECT. WHEREAS,on May 17,2023,four bids were received and opened for City Bid #2223-06 for the Milling and Paving 2023 project;and WHEREAS,the total bid prices (including 10%contingency)ranged from $539,525.12 to $704,395.32; and WHEREAS,the low bidder,J ax Utilities Management,Inc.submitted all required documents in their bid submittal;and WHEREAS,the low bidder,J ax Utilities Management,Inc.was asked to provide an estimate for milling and paving of four additional streets added to the scope of the project;and WHEREAS,J ax Utilities Management,Inc.and Public Works negotiated a total bid price for the total updated scope of the project for $586,210.75;and WHEREAS,the project consists of milling and paving of Lewis Street (from George Street to Mayport Road),W.9”‘Street (from Begonia Street to Jasmine Street),Selva Marina Drive (from Saturiba Drive to address 1969 [End of Islands]),Sea Oats Drive (from Saturiba Drive to 17”‘Street),Sea Oats Drive (from 17"‘Street to Park Terrace East),East Coast Drive (from Atlantic Boulevard through 10”‘Street intersection),Parking area on East Coast Drive at Bull Park,DeWees Avenue,Coquina Drive,Coral Street,and Shell Street;and WHEREAS,the Contractor will be given 45 days from Notice to Proceed date to complete the project; WHEREAS,project funds are available in the FY 22-23 budget under Project No.PW23ll Milling and Paving 2023,Account 001-5002-541-6300. NOW THEREFORE,be it resolved by the City Commission of the City of Atlantic Beach as follows: SECTION 1.The City Commission hereby awards Bid #2223-06 to J ax Utilities Management,Inc.in the amount of $586,210.75 (base bid plus 10%contingency);and SECTION 2.The City Commission hereby authorizes the City Manager to execute the Contract with Jax Utilities Management,Inc; SECTION 3.This Resolution shall take effect immediately upon its passage and adoption. PASSED AND ADOPTED by the City of Atlantic Beach,this 12”‘day of June,2023. Curtis Ford,Mayor Jason Gabriel,City Attorney Attest: Agenda Item #8.A. 12 Jun 2023 Page 108 of 152 BID PRICBid Item BID FORM CITYBID NO.2223-O6:MILLINGAND PAVING 2023 DESCRIPTION “Striping will need to be done on East Coast Drive Only.” 10 11 12 13 14 4"Double Yellow Centerllne (Painted) 24"White Stop Bars (Painted) 12"Solid White Crosswalk(Painted) Deweese Avenue (Length =541 LF/width =18 LF) Coquina Drive (Length =418 LF/Width =18 LF) Cara!Street (Length =540 LF/Width =16 LF) Shell Street (Length =251 LF/Width =14 LF) 3100 LF 120 LF 140 LF UOM Extended Price Lewis St.(from George St.to Mavport Rd.)Length 814 LF/Width 20 LF $40,273.10 W.9"‘St.(from Begonia St.toJasmine St}Length =200 LF/Width =16 LF $7,916.08 Selva Marina Dr.{from Satu riba Dr.to address 1969 [End of ls|ands]) Length =1570 LF /Width=25 LF;this road has two (2)separate lanes winding in and out of trees $99,940.73 with several large intersections.The 25 LFwidth represents two (2)lanes at 12.5 LFwide Sea Oats Dr.(from Saturiba Dr.to 17hSt.}Length =1040 LF I Width =21 LF $52,492.44 Sea Oats Dr.(from 17"'9t.to Park Terrace East.)Length=1083 LF/width:21LF $54,027.30 East Coast Dr.(from Atlantic Blvd.through 10"'St.intersection)Length =3820 LF/Width:21 LF $198,446.45 Parking area (on East Coast dr.at BullPark)Length=93 LF/Width 10 LF $2,300.61 BASEBID(TOTALITEMS 1-12} 10%CONTINGENCYOF BASEBID TOTAL(BASEBID+10%CONTINGENCY) $3,937.00 $552.00 $274.40 $24,089.65 $18,612.70 $21,373.44 $8,682.96 $532,918.86 553191. 89 $586,210.75 MILL1.5'ASPHALTANDAPPLY1.5"OF TVPES-3 ASPHALTAT THEFOLLOWINGLOCATIONS NOTE:Dimensions are approximate and streets mwvary in width at same locations. Field ve?cation is advised. Agenda Item #8.A. 12 Jun 2023 Page 109 of 152 1..3..." 3 m..._.«u=_>a.—E:u===E z E:.5 .32 \3.3%an ism u_«=a=<no95 Nm.mmm.3RE.$m.mm$~H....~m.mmmmom.mm¢.D3 Eo?awunaz.s_.2Em.soEannam =E_%<3.5.:Euunonmum.o.E..8«E_:..§a..._..,..aE__om25._=§u2. $3.5.3.guum no9:52Qunownauou$3 +Em oz E:855 _Eo.H u:a..U mndamdmmm?mmbm _um_o_ummbxw .52 9:5:5 Agenda Item #8.A.12 Jun 2023 Page 110 of 152 IIIDTIII-T?IllI'CIl&!IICll| 19T GR SEEAGO G MAKUA COAB Street [nap 1% $-:.‘4§nu0-Do NDER DUTF Ié ‘ TR Geographical Information System hasafaanlelhd. A?m?elu?n?3:13 wvnlbn m $5 Legend City Limi A‘fLAN11C3VA“ 3 “" IM 29.12 E %m»6-‘?MI g 1 E mE‘?2 F 9’ Values M % e <5 -E35 235 m2. Ana”ATLEXIT "'""A.t1an””'?:’E'|'3E‘§é-E.1'-‘i6:-1d"” IL DONNR tn: KESTN QUE.N, P ‘E5’: WW5 PARADI Emmi N,€E N >...>_,<mw Agenda Item #8.A. 12 Jun 2023 Page 111 of 152 m.nR.r_11.58%.21.3a6ur .nM.Q0“ ”Jo-M..nd...\.dz9?\ ?J.4nNAm .4.$$JL..a..$v4 .3.1:33com.iifd «$§..33n_\.J+ \I‘\n\\.|}I e?u4.uZW0.i\ E3§ Agenda Item #8.A.12 Jun 2023 Page 112 of 152 m H-9 \ 5465 Verna Blvd Jacksonville FL 32205 Request for Taxpayer Give Form to the Identification Number and Certi?cation requester.Do not __send to the IRS. P Go to www.irs.gov/Fom'M'9 for Instructions and the latest information. Jax Utilities Mana ement,Inc. 2 Taxpayer Identification Number (TIN Social security number Part I Sign Signature of H973 US.person > Instructions (Rev.October 2018) Department of the Treasury lntemalRevenueService 1 Name (as shown on your income tax return).Name is required on this line:do not leave this line blank. Business name/disregarded entity name.if different from above following seven boxes. I:Individual/sole proprietor or single-member LLC [3 Other (see instructions)P 5 Address (number.street,and apt.or suite no.)See instructions. See Speci?c onpage3. 6 City,state,and ZIP code 1 List account number(s)here (optional) 3 Check appropriate box for federal tax classification of the person whose name is entered on line 1.Check only one of the D C Corporation I:S Corporation Exemptions (codes apply only to certain entities,not individuals;see instructions on page 3): E Partnership D Trust/estate Exempt payee code 6fany) Limited liabilitycompany.Enter the tax classification(C=C corporation.S=S corporation,P=Partnership)> Note:Check the appropriate box in the line above for the tax classi?cation of the single—member owner.Do not check Exemption from FATCA repanjng LLC if the LLCis classified as a single-member LLC that is disregarded from the owner unless the owner of the LLC is another LLC that is not disregarded from the ownerfor U.S.federal tax purposes.Otherwise,a single-member LLC that is disregarded from the owner should check the appropriate box for the tax classi?cation of its owner. code (if any) Flequester‘s name and address (optional) Enter your ‘UN in the appropriate box.The TIN provided must match the name given on line 1 to avoid backup withholding.For individuals,this is generally your social security number (SSN).However,for a resident alien,sole proprietor,or disregarded entity,see the instructions for Part I,later.For other entities,it is your employer identification number (EIN).If you do not have a number,see How to get a TIN,later. Note:If the account is in more than one name,see the instructions for line 1.Also see What Name and Number To Give the Requester for guidelines on whose number to enter. Under penalties of perjury,I certify that: r;r:u—[u —u:u:iEmployerIdenti?cation number 59-1562165 1.The number shown on this form is my correct taxpayer identification number (or I am waiting for a number to be issued to me);and 2.I am not subject to backup withholding because:(a)I am exempt from backup withholding,or (b)I have not been notified by the Internal Revenue Service (IRS)that I am subject to backup withholding as a result of a failure to report all interest or dividends,or (o)the IRS has notified me that I am no longer subject to backup withholding;and 3.I am a U.S.citizen or other U.S.person (defined below);and 4.The FATCA code(3)entered on this form (if any)indicating that I am exempt from FATCA reporting is correct. Certi?cation instructions.You must cross out item 2 above if you have been notified by the IRS that you are currently subject to backup withholding because you have failed to report all interest and dividends on your tax return.For real estate transactions,item 2 does not apply.For mortgage interest paid, acquisition or abandonment of secured property,cancellation of debt,contributions to an individual retirement arrangement (IRA),and generally,payments other than interest and dividends,you are not required to sign the certification,but you must provide your correct TIN.See the instructionsfor Part II,later. 1 Section references are to the lntemal Revenue Code unless otherwise noted. Future developments.For the latest information about developments related to Form W-9 and its instmctions,such as legislation enacted after they were published,go to www.r'rs.gov/FormW9. An individual or entity (Form W-9 requester)who is required to file an information return with the IRS must obtain your correct taxpayer identification number (TIN)which may be your social security number (SSN),individual taxpayer identification number (ITIN),adoption taxpayer identification number (ATIN),or employer identi?cation number jElN).to report on an information return the amount paid to you,or other amount reportable on an information return.Examples of information returns include,but are not limited to,the following. Form ‘I099-INT(interest earned or paid) -Form 1099-DIV (dividends,including those from stocks or mutual funds) -Form 1099-MISC (various types of income.prizes,awards,or gross proceeds) 0 Fortn 1099-B (stock or mutual fund sales and certain other transactions by brokers) -Fonn 1099-S (proceeds from real estate transactions) -Fonn 1099-K (merchant card and third party network transactions) -Form 1098 (home mortgage interest),1098-E (student loan interest), 1098-T (tuition) -Form 1099-C (canceled debt) -Form 1099-A (acquisition or abandonment of secured property) Use Form W-9 only if you are a U.S.person (including a resident alien),to provide your correct TIN. If you do not return Form W-9 to the requester with e TIN,you might be subject to backup withholding.See What is backup withholding, later. Form W-9 (Flev.10-2013)Cat.No.10231 X Purpose of Form ‘ Part II Date > Certification (Applnu to accounts ms US.) Agenda Item #8.A. 12 Jun 2023 Page 113 of 152 .,_,,4};_ CITYBID NO.2223-O6:MILLINGAND PAVING 2023 Bid Item DESCRIPTION BIDPRIC EMILL1.5”ASPHALTAND APPLY1.5"OF TYPES-3 ASPHALTAT THE FOLLOWINGLOCATIONS: BID FORM QTY.UOM Unit Price Extended Price 8 4"Double Ye?ow Centerline (Painted)3100 LF 9 24"White Stop Bars (Painted)120 LF 140 LF1012"Solid White Crosswalk (Painted) arking area (on East Coast dr.at Bull Park)Length =93 LFI Width 10 LF Lewis St.(from George St.to Mayport Rd.)Length =814 LF/Width 20 LF S .9"‘St.(from Begonia St.to Jasmine St.)Length =200 LF/Width =16 LF $ elva Marina Dr.UromSaturiba Dr.to address 1969 [End of Islandsj) Length =1570 LF /Width =25 LF;this road has two (2)separate lanes winding in nd out of trees with several large intersections.The 25 LFwidth represents two (2) anes at 12.5 LFwide 5 ea Oats Dr.(from Saturiba Dr.to 17”’St.)Length =1040 LF /Width =21 LF 5 ea Oats Dr.(from 17"’St.to Park Terrace East.)Length =1083 LF/Width =21 LF $ East Coast Dr.(from Atlantic Blvd.through 10”’St.intersection)Length =3320 LF/ idth =21 LF $ Lil ’-|.'6‘! 42,542 “-1 s,'5q\.5‘—’¥ ms,135- ’; -5- mace.”sq SUB.‘“ ;2\0,|\0.*" 2.43’:‘:10. 4:543 5230... 28%.19. o 1.lm otn 5’ 52-9 -525 "‘ BASE BID (TOTALITEMS 1-12) 10%CONTINGENCYOF BASEBl TOTAL (BASE BID +10%CONTINGENCY) BFU- "Striping will need to be done on East Coast Drive Only." NOTE:Dimensions are approximate and struts may vary In width at some locations. newverificationisadvised..4. Agenda Item #8.A. 12 Jun 2023 Page 114 of 152 Bidde . ‘ . ? _. Business Address TaxLH%\Hi¢>MmmbamentxlmChane»F’Y‘l5ku_ 7&$1\C.. SHQS VL€hDL.’%\\Jd- j;c)(_sonul\\£‘FL-.3930§/P SUBMITTALINFORMATIO C:FrL5Hnoa:\u..@:coM Date Email Address Accompanying this Bid is a certified or cashier's check or a bid bond in the amount of g made payable to the Owner which may be forfeited as liquidated damages if,in the event this proposal is accepted,the undersigned fails to execute the Agreement and furnish and pay for the required performance and payment bonds for the Owner within 10 days after acceptance of the Bid;otherwise said certified or cashier's check or bid bond will be returned to the undersigned. The undersigned bidder agrees to commence work within 10 days after the date of written Notice to Proceed,and further agrees that substantial completion of the work shall be within forty-five (45)calendar days after written Notice to Proceed.The Bidder agrees that this bid shall be good and may not be withdrawn for a period of S‘ 7 - g j _:days after the opening of bids.The Bidder understands that the Owner reserves the right to reiect all bids. and to waive informalities in the bid.The Bidder further proposes and agrees to commence work under his contract on a date to be specified in a written order of the Owner and shall complete all work there under within the time schedule in the Form of Agreement. The undersigned further agrees to forfeit to the Owner,as liquidated damages for each calendar day elapsing between the date established as the date of final completion for the work and the actual date of final completion for the work,the amount of $100.00 per calendar day. BFU-3 City,State 8:Zip Code Business Telephone Business Fax '-I-755$"I Title Signature Agenda Item #8.A. 12 Jun 2023 Page 115 of 152 Executed in *Counterpart NOW,THEREFORE, BID BOND KNOW ALLMEN BYTHESEPRESENTS,that we,the undersigned,Jax Utilities Management,Inc- as Principal,and MefCh3n’f5 National 30"dl”Q."10 as Surety,are hereby held and firmly bound unto CW07Atlantlc l3eaCh-Flmlda ,as Owner,in the penal sum of FW9Percent OfAm°U“t Bid ($5°/°)for the payment of which,well and truly to be made,we hereby jointly and severally bind ourselves,our heirs,executers,administrators,successors,and assigns. Signed this 17th day of May 2023. The condition of the above obligation is such that whereas the Principal has submitted to the City of Atlantic Beach a certain Bid,attached hereto and hereby made a part hereof to enter into a contract in writing,for the Milling and Paving 2023 project,City Bid.No.2223-06. (1)if said Bid shall be rejected,or in the alternate, (2)lfsaid Bid shall be accepted and the Principal shall execute and deliver a contract in the form of the Construction Agreement attached hereto (properly completed in accordance with said Bid) and shall furnish a Bond for his faithful performance of said contract and for the payment of all persons performing labor or furnishing materials in connection therewith,and shall in all other respects perform the agreement created by the acceptance of said Bid,then this obligation shall be void,otherwise the same shall remain in force and effect;it being expressly understood and agreed that the liability of the Surety for all and all claims hereunder shall,in no event,exceed the penal amount ofthis obligation as herein stated. The Surety,for value received,hereby stipulates and agrees that the obligations of said Surety and its Bond shall be in no way impaired or affected by any extension of the time within which the Owner may accept such Bid;and said Surety does hereby waive notice of any such extension. IN WITNESSWHEREOF,the Principal and the Surety have hereunto set their hands and seals,and such of them as are corporations have caused their proper officers,the day and year first set forth above. Su rety SEA By‘ Gloria A.Richards. Attorney-ln—Fact &FL Licensed Resident Agent |nquiries:407—786-7770 Jax Utilities Management,Inc. Principal Merchants National Bonding,Inc. BB Agenda Item #8.A. 12 Jun 2023 Page 116 of 152 IOIIIDS,INC. U... —I BONDS,INHORIDASURE Maitland,F§f,©[_;;Q@[o3 Ph.;,;ne:--—su7-::m»-.v*'r7() Agenda Item #8.A. 12 Jun 2023 Page 117 of 152 DRUG-F WORKPLACE CERTIFICATION ‘IQ Section 287.087,Florida Statues,effective January I,1991 specifies that preference must be given to vendors submitting a certi?cation with their bid/proposal certifying they have a drug-free workplace.This requirement effects all public entities of the State and is as follows: IDENTICAL TIE BIDS -Preference shall be given to business with drug—freeworkplace programs.Whenevertwo or more bids which are equal with respect to price,quality and service are received by the State or by any political subdivision for the procurement of commodities or contractual services,a bid received from a business that certi?es that it has implemented a drugfree workplace program.In order to have a drug-free workplace program,a business shall: 1) 2) 3) 4) 5) 5) Publish a statement notifying employees that the unlawful manufacture,distribution,dispensing, possession,or use of a controlled substance is prohibited in the workplace and specifying the actions that will be taken against employees for violations of such prohibition. Inform employees about the dangers of drug abuse in the workplace,the business's policy of maintaining a drug—freeworkplace,any available drug counseling.rehabilitation,and employee assistance programs,and the penalties that may be imposed upon employees for drug abuse violations. Give each employee engaged in providing the commodities or contractual services that are under bid a copy of the statement speci?ed in subsection (1). In the statement specified in subsection (1 ),notify the employees that,as a condition of working on the commodities or contractual services that are under bid,the employee will abide by the terms of the statement and will notify the employer of any conviction of.or plea of guilty or nolo contenders to,any violation of Chapter 893 or of any controlled substance law of the United States or any state,for a violation occurrence in the workplace no later than five (5)days after such conviction. Impose a sanction on,or require the satisfactory participation in a drug abuse assistance or rehabilitationprogram if such is available in the employee's community,by any employee who is so convicted. Make a good faith effort to continue to maintain a drug-free workplace through implementation of this section. AS THE PERSON AUTHORIZED TO SIGN T}-IE STATEMENT,I CERTIFY THAT THIS FIRM COMPLIES FULLY WITH THE ABOVE REQUIREMENTS. DATEVENDOR’S IGNATURE Agenda Item #8.A. 12 Jun 2023 Page 118 of 152 executives,partners,shareholders,employees,members,and agents who are active in management of an entity. Based on information and belief,the statement which I have marked below is true in relation to the entity submitting this sworn statement.(Indicate which statement applies.) __._Neither the entity submitting this sworn statement,nor any of its officers,directors, executives,partners,shareholders,employees,members,or agents who are active in the management of the entity.nor any affiliate of the entity has beencharged with and convicted of a public entity crime subsequent of July 1,l989. The entity submitting this swom statement,or one or more ofits officers,directors, executives,partners,shareholders,employees,members,or agents who are active in the management of the entity,or an affiliate of the entity has been charged with and convicted of a public entity crime subsequent to July 1,l989. The entity submitting this swom statement,or one or more of its officers,directors, executives,partners,shareholders,employees,members,or agents who are active in the management of the entity,or an affiliate of the entity has been charged with and convicted of a public entity crime subsequent to July I,1989.However,there has been a subsequent proceeding before a Hearing Officer of the State of Florida,Division of Administrative Hearings and the Final Order entered by the Hearing O?icer determined that it was not in the public interest to place the entity submitting this sworn statement on the convicted vendor list.(Attach a copy of the ?nal order) I UNDERSTAND THAT THE SUBMISSION OF THIS FORM TO THE CONTRACTING OFFICER FOR THE PUBLIC ENTITY IDENTIFIED IN PARAGRAPH 1 (ONE)ABOVE IS FOR THAT PUBLIC ENTITY ONLY AND,THAT THIS FORM IS VALID THROUGH DECEMBER 31 OF THE CALENDAR YEAR IN WHICH IT IS FILED.I ALSO UNDERSTAND THAT I AM REQUIRED TO INFORM THE PUBLIC ENTITY PRIOR TO ENTERING INTO A CONTRACT IN EXCESS OF THE THRESHOLD AMOUNT PROVIDED IN SECTION 287.017,FLORIDA STATUTES FOR CATEGORY TWO OF ANY CHANGE IN THE INFORMATION CONTAINED IN THIS FORM. (signature) .20. STATE OF COUNTY OF PERSONALLY APPEARED BEFORE ME,the undersigned authority. who,after first being swom by me,affixed (inia/meofindividual signing) his/her signature in the space provided above on this day of Noxary Public State o1Flor|daQ.Anne-Marie Jamesi?My Commission llll HH 276959 Exp.8/17/2026 expires: N0 ARY PUBLIC Qhox\u>D.’|7v~a_> ~z| (date) Agenda Item #8.A. 12 Jun 2023 Page 119 of 152 PUBLIC RECORDS PROVISIONS FOR ALL CONTRACTS AND AMENDMENTS Effective as of July 1,2016 per Chapter 20 I6-20,Laws ofFlorida (0) IF THE CONTRACTOR HAS QUESTIONS REGARDING THE APPLICATION OF CHAPTER 119,FLORIDA STATUTES,TO THE CONTRACTOR’S DUTY TO PROVIDE PUBLIC RECORDS RELATING TO THIS CONTRACT,CONTACT DONNA BARTLE, THE CITY CLERK AND THE CUSTODIAN OF PUBLIC RECORDS AT (904)247-5809,',800 SEMINOLE ROAD, ATLANTIC BEACH,FLORIDA 32233. The contractor shall comply with Chapter 1l9,Florida Statutes,in regards to public records laws,speci?cally to: 1.Keep and maintain public records required by the public agency to perform the service. 2.Upon request from the public agency’s custodian of public records,provide the public agency with a copy of the requested records or allow the records to be inspected or copied within a reasonable time at a cost that does not exceed the cost provided in this chapter or as otherwise provided by law. 3.Ensure that public records that are exempt or con?dential and exempt from public records disclosure requirements are not disclosed except as authorized by law for the duration of the contract term and following completion of the contract if the contractor does not transfer the records to the public agency. 4.Upon completion of the contract,transfer,at no cost,to the public agency all public records in possession of the contractor or keep and maintain public records required by the public agency to perform the service.If the contractor transfers all public records to the public agency upon completion of the contract,the contractor shall destroy any duplicate public records that are exempt or con?dential and exempt for public records disclosure requirements.If the contractor keeps and maintains public records upon completion of the contract,the contractor shall meet all applicable requirements for retaining public records. All records stored electronically must be provided to the public agency,upon request from the public agency’s custodian of public records.in a format that is compatible with the information technology systems of the public agency. Failure to provide the public records to the public agency within a reasonable time may subject the contractor to penalties under s.1l9.l 0 and s.ll9.070l(4).Florida Statutes. Note:Section (a_)above must be in at least I4-point bolafacea’type Public Records Provisions,Page 2 Section 119.0701.Public Record DBARTLE COAB.US (8) Agenda Item #8.A. 12 Jun 2023 Page 120 of 152 -SS'—bu 920$’ Company Fax: Re it To Address City of Atlantic Beach 800 SEMINOLE ROAD ATLANTIC BEACH,FLORIDA 32233-5445 TELEPHONE (904)247-5880 FAX:(904)247-5819 New Vendor Information Request Form Please complete and return with all other bid documents Vendor Name (as it should appe on Purchase Orders and Check Payments) E-Mail Address Phone: Fax:S “OH How did you learn of thi s Bid/RFP (check one)?Financial News &Daily Record City’s Website 5 Faxed/E-mailed Announcement Other (please specify): Should Purch se Orders be faxed or e-mailed?Provide correct information for either choice. Physical Address (if different from remittance) Company Phone: Company Website: Point Of Contact Information: ‘lo~l-sss-o 1. Name: \ W\V\\'.COAB.US Agenda Item #8.A. 12 Jun 2023 Page 121 of 152 Project Owner Owner Representative Contract Amoum itorm Sewer Replacement and New Construction 01/25/13-Present Replacement or construction of city standard storm sewer pipe and structures,as well as incidental driveway,sidewalk, curb and gutter,pavement and appurtenant work at designated locations within the city limits. Including,excavation,removal and disposal of unsuitable materials,constructing new ditches to line and grade where there was no ditch previously, tree removal,sodding,seed and mulch,and fencing where necessary. Miscellaneous Water Main Replacement at Various Locations —Phase F 05/20/2019—12/13/2019 Construct approximately 1,260 LFof 4"PVCwater main;2,250 LFof 6"PVCwater main;2,700 LFof 6"PVCforce main;fittings; valves;fire hydrants;connection to existing mains;replacement and reconnection of existing water services;and associated restoration Continuous Drainline Repair and/orNew Construction 03/24/15-Present Furnish Clay County all labor, materials,equipment,safety procedures,operations,and erosion control elements necessary to perform continuous storm drain lines and structures repairs, replacement,and/or new construction countywide on an as needed basis City of Jacksonville City of Jacksonville Beach Clay County,Florida Paul Miller PLMil|er@coj.net Dennis Dupries 904-509-0268 $7,485,298.45 $362,342.50 Steve Koteras 904-269-6301 $2,909,874.93 Agenda Item #8.A. 12 Jun 2023 Page 122 of 152 Project Owner Owner Representative Contract Amount CDBG17 NR WM 84FM Replacements 04/09/18-03/15/2019 Construct approximately 9,200 LF of 6"PVCwater main;200 LFof 6" fusible PVCwater main directionally drilled;2,700 LFof 6"PVCforce main;520 LF of 6"PVC force main directionally drilled;fittings;valves; fire hydrants;connection to existing mains;replacement and reconnection of existing water services;and associated restoration Concrete Maintenance and Construction -West Area 03/15/18-Present Furnish all labor,equipment and materials for performing all necessary operations for a safe and complete sidewalk system ind positive drainage including but not limited to the maintenance and construction of concrete sidewalks,curbs, gutters,driveways,roadways, minor storm sewers and ancillary items. Town of Hilliard, Florida City of Jacksonville Ma urice Cole 904-472-2866 $2,000,000.00 Tim Norman 904-278-0030 $899,165.50 EX erience References Agenda Item #8.A. 12 Jun 2023 Page 123 of 152 05/17/2023 Milling and Paving 2023 2223-06 Subcontractors Jax UtulutuesManagement,Inc.5455 Verna emu .Jacksonville,Florida 32205 (904)855-011 1 (904)855—011 7 Fax 1.Asphalt Paving and Striping - Kudzue 3 Trucking &Paving PO Box 1799 Yulee,Florida 32041 904-388-7838 2.Equipment Rental- Ring Power 500 World Commerce Parkway St.Augustine,Florida 32092 904-737-7730 3.Maintenance of Traffic- Bobs Barricades 921 Shotgun Road Sunrise.Florida 904-396-5121 49$?“‘*2 Agenda Item #8.A. 12 Jun 2023 Page 124 of 152 :\.. 4w_...a._w.o,,:«ow¢mH.._<:umo,. z_wE:8.VzoF¢><uxm,..¢>»_.__Soz_._>¢.$:nz_ mam._n_.”_._.=>zomxw§ Dm<mi <zmm>3% U2.5%m.w<z<s_mm_._._.=.._.DX43 m:.2.E.mmzo_m_>o~_n_ m_I._.$02:nm__n__Emum_somommozam_I._. 9_<omuz_mzm_u_ZO_._.UDm_._.mZOU ZO_._.<._D0mm._<zo_mmn._u_o~_n_n_z<mm_z_m:m".0 ..zm_s_E<..._mn <o_mo._"_n_Om._.<._.m.oEm>oo écmmma Sm .u..._@E3UO_um__.t.mm:Owmomcmuz93car:._m..=oo:o>:m ._Ou—_3..t$m_C:m_u_.mm:mu__..DO>m_ ._.Eou.>:m:_EmE:uoc 25 ._3_m go:on. Eou.mmcmu_._m_u:o_.._>_2ummc__:omwm:mu__>v€w>m>m>>_< VNON.8 »m:o:<m_._.<DZO_._.<~=n_Xm mmzmu_._ .¢E2umm ...__t_._u.mm_.._m_m_2 Agenda Item #8.A.12 Jun 2023 Page 125 of 152 O5/17/2023 Millingand Paving 2023 2223-06 Jax UtnlutuesManagement,Inc.5455 Verna emu .Jacksonville,Florida 32205 (904)355-0111 (904)855-011 7 Fax FINANCIALSWILLBE MADE AVAILABLEUPON REQUES égx?li“= 42 Agenda Item #8.A. 12 Jun 2023 Page 126 of 152 CITY OF ATLANTIC BEACH CITY COMMISSION MEETING STAFF REPORT AGENDA ITEM:Resolution No.23-20 repealing and replacing Resolution No.23-11 establishing the ad hoc Safety,Traf?c and Parking Committee SUBMITTED BY:Kevin Hogencamp,Deputy City Manager TODAY’S DATE:May 31,2023 MEETING DATE:June 12,2023 BACKGROUND:On May 22,2023,the City Commission discussed the prospect of repealing and replacing Resolution No.23-11 establishing the ad hoc Safety,Traffic and Parking Committee.The attached resolution re?ects that discussion.Speci?cally,Resolution No.23-20 revises protocols regarding the Committee’s establishment and makeup.Additionally,Resolution 23-20 adds clarity to the Committee’s charge and lists the Committee’s prospective members as selected by the City Commission members. BUDGET:Negligible,although signi?cant staff support is anticipated,and the procurement of technical support (i.e.traf?c engineering review)as approved by the City Commission is conceivable. RECOMMENDATION:Commission review and consider adopting Resolution No.23-20. ATTACHMENT(S):Draft Resolution No.23-20 Resolution No.23-11 REVIEWED BY CITY MANAGER: Agenda Item #8.B. 12 Jun 2023 Page 127 of 152 1- REPEALING AND REPLACING RESOLUTION NO.23- A RESOLUTION OF THE CITY COMMISSION OF THE CITY OF ATLANTIC BEACH,FLORIDA,‘ .ESTABLISHING THE SAFETY,TRAFFIC AND PARKING COMMITTEE;ADOPTING THE COMMITTEE PURPOSE; ADOPTING CERTAIN PROVISIONS GOVERNING THE COMMITTEE; ESTABLISHING CITY STAFF ADMINISTRATIVE SUPPORT;AND PROVIDING FOR AN EFFECTIVE DATE. ?y WHEREAS,the Boards and Committees establis/hethe Mayor and Commission of the City of Atlantic Beach provide many valuable seryiggstothcicommunitybyenlisting citizen volunteers to provide input and consideration upon important issuesthat affect the daily lives of citizens in the community;and I WHEREAS,the City Commission deemsitto be in the best interestsofthecitizens of Atlantic Beach to create an advisory committee to reviewsafety,traf?c and pyagfkingmatters,and make recommendations to the Commissionthat aim to improvetransportationsystems,processes and policies in the City.’ 1%‘;?/‘/3 NOW,THEREFORE,BE IT THE CITY OF ATLANTIC BEACH: SECTION 1.Creation.There is lierebycatedand established the Safety,Traffic and Parking Committee (hereafter referenced as "t1fé,:‘o3,$ittmg§:’f3i):.:;p;,;.=i’:;:, SECTION 2.Purpose.Thepurpose of letCommittee is to review matters pertaining to safety,traf?efandijparking,and make recommendationstotheMayor and Commission as to ,1“WM ,4 .,i,,,an _,_‘hf -__ changes and revisions to the City s transportation system,processes and policies.,at i SECTION3.Membership and Staff Support. .74 Therewill be a total of members on the Committee toiaggcludetwo 3(2)persons who are electors within each of the four City Commission districts ,Aggointees (2_1)_eight—(8)nine191 and who are a ointed b the Cit Commission members re resentin the district in which the Committee members live‘and one 1 erson who is an elector a ointed b the Ma or wd—%e Those members are: I District 1306 —Brinkle Harrell and Frederick Jones I District 1307 —John Reich and Michael Tari I District 1308 —Richard Arthur and Kell F annin I District 1312 —James Johnson and Grace Neville I Ma or —Ken Caudle RESOLUTION N 0.23-1 1 Agenda Item #8.B. 12 Jun 2023 Page 128 of 152 Jib Eleeti&n—ei'— eleetwalg ed b the member a ointed b the Ma or and the Committee shall elect a and viee-vice (b)The Committee shall be supported by an appointee of the City Manager; SECTION 4.Charge/Additional Work. (a)The Committee’s charge shall be to review safety,traf?c and parking matters,and make recommendations to the City Commission that aim to improve transportation V systems,processes and policies inthe City.The Committee’s work plan shall begin with a traf?c and parking data collection phase,including an assessment of existing conditions.Consultation with City staff and other subject- matter experts,along with soliciting public/stakeholder input,shall follow.Finally, the Committee shall undertake a deliberative phase to review the data and input it receives,and formulate conclusions and recommendations for submittal in a report to the City Commission.The report shall de?ne ideal traf?c and parking scenarios and delineate recommendations for remedial action to achieve them. G3)The Committee shall undertake such additional work as requested by the City Manager or City Commission. SECTION 5.Meetings and Notice.The meetings of the Committee shall be set at regular times upon the call of the chair or a majority of the members of the Committee,and will be open to the public and notice of meetings shall be provided in accordance with state law. SECTION 6.Committee Officers and Associated Duties.The Committee shall chair chair from among its membership,and it shall further elect a secretary from among its membership who shall be responsible for working with City staff in preparing the following:(1) the agenda;(2)minutes of each meeting (and their prompt recordation with the City),and (3)a ?nal report of all proposed recommendations.The Committee may elect other of?cers it deems advisable from among its regular members for the proper governance of its meetings and charge. The chair shall preside at all meetings of the Committee.In the temporary absence or disability of the chair,all duties of the chair shall be performed by the vice chair.In all cases involving points of parliamentary law,"Robert's Rules of Order"shall be the book of reference,and its rules,so far as they are applicable and not in con?ict with the provisions of the City's Charter, Code,or other City ordinances,shall be the rules of this Committee. SECTION 7.Quorum.The Committee quorum is ?ve (5)members.The Committee shall take no official action unless a quorum is present at a meeting.Any official acts by the Committee shall require a majority vote of the members present however,no report to the City Commission shall be adopted unless favorably voted upon by a majority of the entire membership of the Charter Review Committee. SECTION 8.Subcommittees Prohibited.The committee shall perpetually meet as a Committee of the Whole;no subcommittee shall be appointed. Page 2 of 4 Resolution No.23- mobilit and arkin Agenda Item #8.B. 12 Jun 2023 Page 129 of 152 SECTION 9.Sunset.The Committee shall automatically sunset,expire and cease to exist on November 11,2024,in conjunction with the expiration of the Mayoral term and two City Commission terms. SECTION 10.Removal or Resignation of a Committee Member.Any member who fails to attend two (2)consecutive regularly scheduled meetings,subject to excused absence rules as decided by thechair of the Committee,shall be declaredto have vacated his/her Committee seat,which shall be evidenced by the Committee chair notifying the City Clerk of such vacancy in writing.A member may choose to resign from the Committee at any time by giving written notice to the City Clerk.At such time,the City Commission may ?ll such vacancy in its discretion. SECTION 11.Compliance with Laws.The Committee and each member shall comply with all applicable federal,state and local laws including,but not limited to,the Florida Government in the Sunshine Law,Florida Code of Ethics for Public Of?cers and Employees, Florida Public Records Law,and related provisions of the City’s Charter,Code of Ordinances and applicable resolutions,as may be amended from time to time. SECTION 12.Coordination with City Staff and the City Commission.Working collectively,the Committee shall coordinate with City staff on any needs within its scope and mission.Staff may be assigned by the City Manager,City Clerk or City Attorney,as necessary,to provide aid,guidance and insight into City government operations or functions.Notice of meetings shall be the responsibility of City staff.The Committee shall provide a report of its activities to the City Commission periodically at a frequency established by the Committee or upon request from any City Commission member.If required,City staff will be responsible for the collection and expenditure of any City funds in accordance with purchasing guidelines. SECTION 13.Effective Date.This Resolution shall take effective immediately upon its ?nal passage and adoption. PASSED AND ADOPTED by the City of Atlantic Beach,Florida,this day of ,2023. Attest: Curtis Ford,Mayor Donna L.Battle,City Clerk Approved as to form and correctness: Page 3 of 4 Resolution No.23- Ap1= 4—9th— Agenda Item #8.B. 12 Jun 2023 Page 130 of 152 Jason R.Gabriel,City Attorney Page 4 of 4 Resolution No.23- Agenda Item #8.B. 12 Jun 2023 Page 131 of 152 z, . nu . u :VI: I .|= . » .-.‘.I\... .. _.m ._ . ., n‘." .I .. n "I I .‘, -M In I .. ‘I ..— .||I In v H = VI 'I'I1.. "I I 'I I 'VI '. .u ‘ I : .. RESOLUTION NO.23-20 A RESOLUTION OF THE CITY COMMISSION OF THE CITY OF ATLANTIC BEACH,FLORIDA,REPEALING AND REPLACING RESOLUTION NO.23-11 ESTABLISHING THE SAFETY,TRAFFIC AND PARKING COMMITTEE;ADOPTING THE COMMITTEE PURPOSE; ADOPTING CERTAIN PROVISIONSGOVERNING THE COMMITTEE; ESTABLISHING CITY STAFF ADMINISTRATIVE SUPPORT;AND PROVIDING FOR AN EFFECTIVE DATE. WHEREAS,the Boards and Committees established by the Mayor and Commission of the City of Atlantic Beach provide many valuable services to the community by enlisting citizen volunteers to provide input and consideration upon important issues that affect the daily lives of citizens in the community;and WHEREAS,the City Commission deems it to be in the best interests of the citizens of Atlantic Beach to create an advisory committee to review safety,traf?c and parking matters,and make recommendations to the Commission that aim to improve transportation systems,processes and policies in the City. NOW,THEREFORE,BE IT RESOLVED BY THE CITY OF ATLANTIC BEACH: SECTION 1.Creation.There is hereby created and established the Safety,Traf?c and Parking Committee (hereafter referenced as the “Committee”). SECTION 2.Purpose.The purpose of the Committee is to review matters pertaining to safety,traffic and parking,and make recommendations to the Mayor and Commission as to changes and revisions to the City’s transportation system,processes and policies. SECTION 3.Membership,Appointees and Staff Support. (a)There will be a total of nine (9)members on the Committee to include two (2)persons who are electors within each of the four City Commission districts,and who are appointed by the City Commission members representing the district in which the Committee members live;and one (1)person who is an elector appointed by the Mayor. Those members are: District 1306 —Brinkley Harrell and Frederick Jones District 1307 John Reich and Michael Tari District 1308 Richard Arthur and Kelly Fanning District 1312 —James Johnson and Grace Neville Mayor —Ken Caudle (b)The Committee shall be supported by an appointee of the City Manager; Agenda Item #8.B. 12 Jun 2023 Page 132 of 152 t .r -.. = "-I‘-u _ H u ‘ ‘ _....._u .v -. -.‘A I .--u __-: r '....r -' '-n =1 _u _ m I :1 --I---~-I ... u u .'.u -.u - ',-” 1|2 u __..,:I u ,W n n -u -n ,n _'‘rr 9. y H:.:v-- n F _-:‘u u .-u __I..|.u _..‘ I ,__u u u!v v.u :nu .-_-;-'u u u 1 .—.-:.u u ;.: u u u —I ' -p ._—: I =: u u -’u u - =u '= "v ‘.,,I ''—' ..._ u ..‘.. u “u 'u ."- SECTION 4.Charge/Additional Work. (a)The Committee’s charge shall be to review safety,traf?c and parking matters,and make recommendations to the City Commission that aim to improve transportation, mobility and parking systems,processes and policies in the City.The Committee’s work plan shall begin with a traf?c and parking data collection phase,including an assessment of existing conditions.Consultation with City staff and other subject- matter experts,along with soliciting public/stakeholder input,shall follow.Finally, the Committee shall undertake a deliberative phase to review the data and input it receives,and formulate conclusions and recommendations for submittal in a report to the City Commission.The report shall de?ne ideal traf?c and parking scenarios and delineate recommendations for remedial action to achieve them. (b)The Committee shall undertake such additional work as requested by the City Manager or City Commission. SECTION 5.Meetings and Notice.The meetings of the Committee shall be set at regular times upon the call of the chair or a majority of the members of the Committee,and will be open to the public and notice of meetings shall be provided in accordance with state law. SECTION 6.Committee Of?cers and Associated Duties.The Committee shall be chaired by the member appointed by the Mayor and the Committee shall elect a vice chair ?om among its membership,and it shall further elect a secretary from among its membership who shall be responsible for working with City staff in preparing the following:(1)the agenda;(2)minutes of each meeting (and their prompt recordation with the City),and (3)a ?nal report of all proposed recommendations.The Committee may elect other of?cers it deems advisable ?'om among its regular members for the proper governance of its meetings and charge.The chair shall preside at all meetings of the Committee.In the temporary absence or disability of the chair,all duties of the chair shall be performed by the vice chair.In all cases involving points of parliamentary law, "Robert's Rules of Order"shall be the book of reference,and its rules,so far as they are applicable and not in con?ict with the provisions of the City's Charter,Code,or other City ordinances,shall be the rules of this Committee. SECTION 7.Quorum.The Committee quorum is ?ve (5)members.The Committee shall take no official action unless a quorum is present at a meeting.Any official acts by the Committee shall require a majority vote of the members present;however,no report to the City Commission shall be adopted unless favorably voted upon by a majority of the entire membership of the Charter Review Committee. SECTION 8.Subcommittees Prohibited.The committee shall perpetually meet as a Committee of the Whole;no subcommittee shall be appointed. SECTION 9.Sunset.The Committee shall automatically sunset,expire and cease to exist on November 11,2024,in conjunction with the expiration of the Mayoral term and two City Commission terms. Page 2 of 3 Resolution No.23-20 Agenda Item #8.B. 12 Jun 2023 Page 133 of 152 SECTION 10.Removal or Resignation of a Committee Member.Any member who fails to attend two (2)consecutive regularly scheduled meetings,subject to excused absence rules as decided by the chair of the Committee,shall be declared to have vacated his/her Committee seat,which shall be evidenced by the Committee chair notifying the City Clerk of such vacancy in writing.A member may choose to resign from the Committee at any time by giving written notice to the City Clerk.At such time,the City Commission may ?ll such vacancy in its discretion. SECTION 11.Compliance with Laws.The Committee and each member shall comply with all applicable federal,state and local laws including,but not limited to,the Florida Government in the Sunshine Law,Florida Code of Ethics for Public Of?cers and Employees, Florida Public Records Law,and related provisions of the City’s Charter,Code of Ordinances and applicable resolutions,as may be amended from time to time. SECTION 12.Coordination with City Staff and the City Commission.Working collectively,the Committee shall coordinate with City staff on any needs within its scope and mission.Staff may be assigned by the City Manager,City Clerk or City Attorney,as necessary,to provide aid,guidance and insight into City government operations or functions.Notice of meetings shall be the responsibility of City staff.The Committee shall provide a report of its activities to the City Commission periodically at a frequency established by the Committee or upon request from any City Commission member.If required,City staff will be responsible for the collection and expenditure of any City funds in accordance with purchasing guidelines. SECTION 13.Effective Date.This Resolution shall take effective immediately upon its ?nal passage and adoption. PASSED AND ADOPTED by the City of Atlantic Beach,Florida,this 12th day of June, 2023. Approved as to form and correctness: Donna L.Bartle,City Clerk Jason R.Gabriel,City Attorney Page 3 of 3 Resolution No.23-20 Curtis Ford,Mayor Attest: Agenda Item #8.B. 12 Jun 2023 Page 134 of 152 RESOLUTION NO.23-11 A RESOLUTION OF THE CITY COMMISSION OF THE CITY OF ATLANTIC BEACH,FLORIDA,ESTABLISHING THE SAFETY, TRAFFIC AND PARKING COMMITTEE;ADOPTING THE COMMITTEE PURPOSE;ADOPTING CERTAIN PROVISIONS GOVERNING THE COMMITTEE;ESTABLISHING CITY STAFF ADMINISTRATIVE SUPPORT;AND PROVIDING FOR AN EFFECTIVE DATE. WHEREAS,the Boards and Committees established by the Mayor and Commission of the City of Atlantic Beach provide many valuable services to the community by enlisting citizen Volunteers to provide input and consideration upon important issues that affect the daily lives of citizens in the community;and WHEREAS,the City Commission deems it to be in the best interests of the citizens of Atlantic Beach to create an advisory committee to review safety,traf?c and parking matters,and make recommendationsto the Commission that aim to improve transportationsystems,processes and policies in the City. NOW,THEREFORE,BE IT RESOLVED BY THE CITY OF ATLANTIC BEACH: SECTION 1.Creation.There is hereby created and established the Safety,Traf?c and Parking Committee (hereafter referenced as the “Committee”). SECTION 2.Purpose.The purpose of the Committee is to review matters pertaining to safety,traffic and parking,and make recommendations to the Mayor and Commission as to changes and revisions to the City’s transportation system,processes and policies. SECTION 3.Membership and Staff Support. (a)There will be a total of eight (8)members on the Committee to include two (2) persons who are electors within each of the four City Commission districts.All members shall be appointedby the City Commission following the City’s Board Member Review Committee vetting and recommendationprocess. (b)The Committee shall be supported by an appointee of the City Manager; SECTION 4.Charge/Additional Work. (a)The Committee’s charge shall be to review safety,traffic and parking matters,and make recommendations to the City Commission that aim to improve transportatio nsystems,processes and policies in the City.The Committee-iswork plan shall begin with a traffic and parking data collection phase,including an assessment of existing conditions.Consultation with City staff and other subject-matter experts,along Agenda Item #8.B. 12 Jun 2023 Page 135 of 152 with soliciting public/stakeholderinput,shall follow.Finally,the Committee shall undertake a deliberative phase to review the data and input it receives,and formulate conclusions and recommendations for submittal in a report to the City Commission.The report shall de?ne ideal traf?c and parking scenarios and delineate recommendationsfor remedial action to achieve them. (b)The Committee shall undertake such additional work as requested by the City Manager or City Commission. SECTION 5.Meetings and Notice.The meetings of the Committee shall be set at regular times upon the call of the chair or a majority of the members of the Committee,and will be open to the public and notice of meetings shall be provided in accordance with state law. SECTION 6.Election of Committee Officers and Associated Duties.The Committee shall elect a chair and vice chair from among its membership,and it shall further elect a secretary from among its membership who shall be responsiblefor working with City staff in preparing the following:(1)the agenda;(2)minutes of each meeting (and their prompt recordation with the City),and (3)a ?nal report of all proposed recommendations.The Committee may elect other of?cers it deems advisable from among its regular members for the proper governance of its meetings and charge.The chair shall preside at all meetings of the Committee.In the temporary absence or disability of the chair,all duties of the chair shall be performed by the vice chair.In all cases involving points of parliamentary law,"Robert's Rules of Order"shall be the book of reference.and its rules,so far as they are applicable and not in conflict with the provisions of the City's Charter,Code,or other City ordinances,shall be the rules of this Committee. SECTION 7.Quorum.The Committee quorum is ?ve (5)members.The Committee shall take no official action unless a quorum is present at a meeting.Any official acts by the Committee shall require a majority vote of the members present,however,no report to the City Commission shall be approved by the Committee shall be adopted unless favorably voted upon by a majority of the entire membership of the Charter Review Committee. SECTION 8.Subcommittees Prohibited.The committee shall perpetually meet as a Committee of the Whole;no subcommittee shall be appointed. SECTION 9.Sunset.The Committee shall automatically sunset,expire and cease to exist on November 11,2024,in conjunction with the expiration of the Mayoral term and two City Commission terms. SECTION 10.Removal or Resignation of a Committee Member.Any member who fails to attend two (2)consecutive regularly scheduled meetings,subject to excused absence rules as decided by the chair of the Committee,shall be declared to have vacated his/her Committee seat,which shall be evidenced by the Committee chair notifying the City Clerk of such vacancy in writing.A member may choose to resign from the Committee at any time by giving written notice to the City Clerk.At such time,the City Commission may ?ll such vacancy in its discretion. Page 2 of 3 Resolution No.23-11 Agenda Item #8.B. 12 Jun 2023 Page 136 of 152 Approved as to form and correctness: ‘Is Donna L.Bartle,City Clerk Curtis Ford,M yor SECTION 11.Compliance with Laws.The Committee and each member shall compl ywithallapplicablefederal,state and local laws including,but not limited to,the Florida Government in the Sunshine Law,Florida Code of Ethics for Public Of?cers and Employees, Florida Public Records Law,and related provisions of the City’s Charter,Code of Ordinances and applicableresolutions,as may be amended from time to time. SECTION 12.Coordination with City Staff and the City Commission.Working collectively,the Committee shall coordinate with City staff on any needs within its scope and mission.Staff may be assigned by the City Manager,City Clerk or City Attorney,as necessary,to provide aid,guidance and insight into City government operations or functions.Notice of meetings shall be the responsibility of City staff.The Committee shall provide a report of its activities to the City Commissionperiodically at a ?equency establishedby the Committee or upon request from any City Commission member.If required,City staff will be responsible for the collection and expenditure of any City funds in accordance with purchasing guidelines. SECTION 13.Effective Date.This Resolution shall take effective immediately upon its ?nal passage and adoption. PASSED AND ADOPTED by the City of Atlantic Beach,Florida,this 10th day of April, 2023. 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