3-25-24 Draft Agenda
City of Atlantic Beach
Draft Agenda
Regular City Commission Meeting
Monday, March 25, 2024 - 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 Commission Priority Setting meeting held on February
5, 2024.
2-5-24 Commission Priority Setting Meeting Draft Minutes
5 - 31
2. COURTESY OF FLOOR TO VISITORS
PUBLIC COMMENT
3. CITY MANAGER REPORTS
3.A.
Accept the 90-Day Calendar (April - June 2024)
90-Day Calendar (April-June 2024)
33 - 36
4. REPORTS AND/OR REQUESTS FROM CITY COMMISSIONERS
5. UNFINISHED BUSINESS FROM PREVIOUS MEETINGS
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 City Manager to approve the existing tractor as surplus and
approve a purchase order in the amount of $35,725.00 to Coastal Equipment
Systems for a new tractor.
Public Works Tractors
37 - 42
6.B.
Authorize the City Manager to approve the existing tractor as surplus and
approve a purchase order in the amount of $33,045.00 to Coastal Equipment
Systems for the new tractor.
43 - 50
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Public Utilities Tractors
7. COMMITTEE REPORTS
8. ACTION ON RESOLUTIONS
8.A.
RESOLUTION NO. 24-11
A RESOLUTION OF THE CITY OF ATLANTIC BEACH, FLORIDA, AUTHORIZING THE
EXPENDITURE OF A $10,000 DEPARTMENT OF ENVIRONMENTAL PROTECTION
GRANT AND $10,000 CITY FUNDS TO YEWTREE ENVIRONMENTAL SERVICES TO
CONDUCT AN INVENTORY OF AND CREATE A MANAGEMENT PLAN FOR THE
INVASIVE AND EXOTIC SPECIES ON THE CITY’S COASTAL DUNES; 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.
Resolution No. 24-11
51 - 52
8.B.
RESOLUTION NO. 24-13
A RESOLUTION OF THE CITY OF ATLANTIC BEACH, FLORIDA, APPROVING THE
REPLACEMENT OF HVAC UNITS IN CITY HALL AND THE COMMISSION CHAMBER;
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.
Resolution No. 24-13
53 - 58
8.C.
RESOLUTION NO. 24-15
A RESOLUTION OF THE CITY COMMISSION OF THE CITY OF ATLANTIC BEACH,
FLORIDA, ADOPTING AN ORGANIZATIONAL MISSION STATEMENT; PROVIDING
FOR CONFLICTS; AND PROVIDING FOR AN EFFECTIVE DATE.
Resolution No. 24-15
59 - 60
9. ACTION ON ORDINANCES
9.A.
ORDINANCE NO. 20-24-172, Public Hearing and Final Reading
AN ORDINANCE AMENDING THE OPERATING BUDGET FOR THE CITY OF
ATLANTIC BEACH, FLORIDA FOR THE FISCAL YEAR BEGINNING OCTOBER 1, 2023
AND ENDING SEPTEMBER 30, 2024, AND PROVIDING AN EFFECTIVE DATE.
Ordinanace No. 20-24-172
61 - 63
10. MISCELLANEOUS BUSINESS
10.A.
Public Hearing on Waiver Request (WAIV24-0001)
Request for a waiver as permitted by Chapter 24, Section 24-66 to waive the
provision of a minimum 75-foot lot width as required by Section 24-106 to allow
the subdivision of parcels into two lots. (550 Sherry Drive, RE# 170465-0010)
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10.A1. City Attorney Procedural Reminders
Waiver Hearing Procedures
65 - 68
10.A2.
Disclosure of Ex Parte Communications, if any
10.A3.
Swearing in of all persons who will speak
10.A4.
City Staff Overview
WAIV24-0001
69 - 81
10.A5.
Applicant Presentation
10.A6.
Public Comments
10.A7.
Closing Comments/Rebuttal
10.A8.
Commission Deliberation and Action
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, visit
www.coab.us/live.
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.
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Commission Workshop
February 5, 2024
MINUTES
Commission Priority Setting Meeting
Monday, February 5, 2024 - 5:30 PM
City Hall, Commission Chamber
800 Seminole Road, Atlantic Beach, FL 32233
ATTENDANCE:
Present: Curtis Ford, Mayor
Bruce Bole, Commissioner - Seat 2 (District 1308)
Michael Waters, Commissioner - Seat 3 (District 1307)
Candace Kelly, Commissioner - Seat 4 (District 1306)
Jessica Ring, Commissioner - Seat 5 (District 1312)
Also Present: William B. Killingsworth, City Manager (CM)
Donna Bartle, City Clerk (CC)
Kevin Hogencamp, Deputy City Manager (DCM)
Victor Gualillo, Police Chief (PC)
Steve Swann, City Engineer (CE)
1. CALL TO ORDER
Mayor Ford called the meeting to order at 5:35 p.m.
2. WELCOME (MAYOR CURTIS FORD)
Mayor Ford welcomed everyone.
A video titled "How recycled oyster shells are helping save Louisiana's dwindling coastline"
was shown at the request of Commissioner Ring. (Link to video)
3. PUBLIC COMMENT
Mayor Ford opened the floor to public comments and City Clerk Bartle called up each speaker.
Sarah Boren spoke about the Climate Pollution Reduction Grant and explained her request to
have this grant, as well as partnering with the Northeast Florida Coalition for future
opportunities, added to the Commission's priority list. She also spoke about a meeting scheduled
for February 14 to discuss protecting the marsh.
Dan Giovannucci spoke about resilience and quality of life being an important priority to the
community and explained the reasons for considering the Environmental Stewardship
Committee's (ESC) priority recommendations.
Joan Horn explained the request for help on saving lands and homes on the marsh side of
Atlantic Beach from erosion, flooding, and devastation. She expressed concerns about the lack
of information provided on a grant application filed with the National Fish and Wildlife
Foundation, the grant denial, and lack of funding and programs. She requested that the City
implement techniques that have already been proven, such as the oyster shell initiative project,
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and asked that the Commission direct the city manager to start several low-cost test sites to
implement now, noting she has volunteers to help.
Mayor Ford closed public comments.
4. REVIEW OF 2023 PRIORITIES AND THEIR STATUS (BILL KILLINGSWORTH,
CITY MANAGER)
Deputy City Manager Kevin Hogencamp 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 2023
Priorities. Progress was reported on sixteen of the priorities which are shown in bold.
At Commissioner Bole's request, CM Killingsworth provided his perspective on what the City
has done in general on addressing the priorities. He explained that the City was in a state of
transition, operating with an interim city manager, and seven months of being in a holding
pattern and when you look at the context of that, staff did a great job. He further explained his
plan to assign the new priorities to appropriate department heads, have it as part of their
performance evaluations, and use the priorities to help drive the budget process.
ATTACHMENT A to 2-5-24 Minutes
5. OVERVIEW OF NOMINAL GROUP PROCESS, SMART FRAMEWORK FOR GOAL
SETTING AND URGENT/IMPORTANT MATRIX (LINDA LANIER,
FACILITATOR)
Mayor Ford introduced and thanked Linda Lanier, Facilitator.
Ms. Lanier explained the purpose for setting priorities, noting that a priority is a topic that will
receive particular, unusual, and significant attention during the time period.
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 and read the
Vision Statement.
6. REVIEW AND DISCUSSION OF RESPONSES FROM COMMISSIONERS
ACCORDING TO PRIORITY AREAS (LINDA LANIER AND GROUP)
Ms. Lanier presented sheets of goals presented by Commissioners in advance of this workshop.
During the presentation, CM Killingsworth and Deputy City Manager Hogencamp reported the
status of various projects and the Commission provided input and offered additional ideas to
consider. Recommendations from the Environmental Stewardship Committee and the Arts,
Recreation, and Culture Committee (which are attached hereto and made part of this Official
Record as ATTACHMENT B) were provided for consideration. The following topics were
discussed and placed in the appropriate categories.
FISCAL SUSTAINABILITY
Review fleet maintenance & replacement policies for cost reduction if possible
Review pros/cons of outsourcing residential permitting/inspection
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Cultivate relationships with local and state officials to demonstrate need for increased
resources and cooperation
Use data & budget analysis to examine fiscal effects before voting on annual budget or
unexpected expenses
INFRASTRUCTURE AND CAPITAL PLANNING
Continuous pursuit of grants/allocations for Capital Improvement Projects (state/local)
Set focused, prioritized plan, next steps to implement Connectivity Plan: increase bicycle
usage, key destinations
Mayport Road Vision - assure public input and stay up to date on FDOT and Greenway
plan. (Impacts 2025-2026)
Accelerate phases of stormwater plan: Hopkins Creek, Atlantic Blvd. culvert area
Regular updates for Commission on project timelines & finances
Reduce use of consultation firms/greater use of staff expertise
PUBLIC SAFETY
Fill vacancy gap in ABPD while utilizing outsourced company for parking enforcement
Renovate lifeguard station
QUALIFY OF LIFE
Adopt inter-department approach to GOLD standard (The League of American
Bicyclists- Bicycle Friendly Community)
Improve quality of life by identifying gaps in Arts & Recreation programming - make a
plan to remedy
Prioritize e-bike safety measures - blend our needs with Florida Statutes
RESILIENCE AND SUSTAINABILITY
Review/address issues: stormwater management, impervious codes, redevelopment, and
the unintended consequences
Continue focus on LEED. Combine COAB Resilience Plan with Sustainability &
Resilience Action Plan
Provide marsh front erosion control without waiting for a new study (if not prohibited -
with approval from agencies) and marsh renourishment; insert policy into the 2030
Comprehensive Plan to make marsh a priority
Set goals to demonstrate a commitment to: energy conservation, decreasing solid waste,
permeability standards, green building techniques, and stormwater retention (City)
Reduce use of pesticides and support maritime forest
Designate employee as Chief Sustainability and Resiliency Officer
CITY SERVICES
Develop customer-centric service strategy: measurable goals, consistent feedback,
electronic processes, customer service/satisfaction as end goal
Provide customer service and feedback through surveys, QR codes, webpage updates -
throughout city
Review code enforcement policies - identify outdated policies/codes
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PARKS, REC, ARTS, CULTURE
Upgrade ball park (Jack Russell) with citizen-requested improvements (if not in conflict
with resilience/sustainability goals)
Remove racquetball court and replace with other useful citizen-requested infrastructure
Upgrade playground at Veteran Memorial Park - special needs children
Bike service stations
100 West 1st Street was discussed during "Infrastructure and Capital Planning" and "Parks, Rec,
Arts, and Culture" categories and taken off the list of priority items to be vote on.
There was discussion about ESC Chair Boren's request for a grant. CM Killingsworth explained
the process for evaluating and pursuing grants and answered questions regarding the marsh.
OTHER
Develop matrix for acceptance of recommendations from the Safety, Traffic and Parking
(STOP) Committee and Charter Review Committee
Support internal goals set by committees
Ensure that city facilities' liability issues are covered
ATTACHMENT B to 2-5-24 Minutes
7. COMMISSIONERS VOTE FOR THEIR PERSONAL PRIORITIES IN EACH
SUBJECT AREA
CM Killingsworth explained his plan for bringing back a list of priorities for approval and
answered questions about the Seminole Road/Atlantic Blvd. intersection.
Each commissioner was given ten (10) circle labels/dots to use on voting for their top choices
of importance. Dot colors were assigned as follows:
Commissioner Bole - Yellow
Commissioner Kelly - Light Blue
Commissioner Waters - Dark Blue
Commissioner Ring - Green
Mayor Ford - Orange
Photos of the voting results are attached hereto and made part of this Official Record as
ATTACHMENT C.
ATTACHMENT C to 2-5-24 Minutes
8. BREAK
Breaks were taken between 8:07 p.m. and 8:14 p.m.
9. DISCUSSION AND SECOND ROUND OF VOTING (IF NEEDED) TO WORK
THROUGH PRIORITIES IN EACH AREA AND GENERATE COLLECTIVE,
AGREED UPON GOALS FOR 2024 (LINDA LANIER AND GROUP)
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There was review and discussion on the voting results shown on ATTACHMENT C and no
second round of voting was needed.
10. NEXT STEPS
City Manager Killingsworth explained that the priorities have been captured based on the
number of dots (votes); however, some items that were listed, whether they have dots or not,
could make it on the final list as steps to accomplish other priorities. He further explained that
he will use the dots to identify where to focus the energy. The Commission agreed with that
direction.
Ms. Lanier spoke about the importance of setting priorities and thanked the Commission.
11. ADJOURNMENT
The meeting adjourned at 8:22 p.m.
Attest:
Donna L. Bartle, City Clerk Curtis Ford, Mayor
Date Approved: ________________________
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