2-5-24 Commission Priority Setting MeetingMINUTES
� 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,
Commission workshop
FebruarNr 5, 2024
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 URGENTAMPORTANT 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
Commission Workshop
February 5, 2024
• 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 a -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
Commission Workshop
February 5, 2024
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 1 st 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)
There was review and discussion on the voting results shown on ATTACHMENT C and no
second round of voting was needed.
Commission Workshop
February 5, 2024
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 ord, May r
Date Approved: 3/Z 512-19-2,q
Commission Workshop
February 5, 2024
:ITY SERVICES
K COLLABORATION
ATTACHMENT
of 2-5-24 Minute
• Developing an effective customer -centric service E
strategy that sets measurable goals. creates a consiste
feedback loop, and makes customer satisfaction the end
goal across the organization.
• Providing consistent and equitable code enforcement.
• Developing and implementing a comprehensive
volunteer management program.
• Enhancing senior services programming and outreach t
seniors.
• Exploring alliances with a child -service organization to
support the after-school program. and ensuring that
the program has qualified educators on staff or serving
as volunteers.
• Fostering partnerships with the Beaches cities. the City
of Jacksonville, and the State of Florida.
ATTACHMENT A
INFRASTRUCTURE & of 2.5.24 Minutes
STORMWATER MANAGEMENT
• Administering the City's 10 -year capital
improvement plan.
• Exploring options for compliance with Senate
Bill 64, which requires the City to eliminate
surface water discharge of treated effluent by
2032.
• Administering the stormwater master plan;
• Reviewing stormwater management codes
pertaining to impervious surface and
retention swale requirements.
RESILIENCE
ATTACHMENT A
of 2-5-24 Minutes
& ENVIRONMENTAL LEADERSHIP ~'
>>r
• Updating the City's vulnerability assessment
and implementing the City's adaptation pla
1�
• Reducing residential water consumption by
15%. and residential and City energy
consumption by 10%, by Dec. 31, 2023.
• Adopting an integrative pest management
plan for the City, and voluntary guidelines fo
the private sector.
• Utilizing tree canopy assessment data to
create actions to further protect and enhanc
the canopy.
'RAFFIC SAFETY
K PARKING MANAGEMENT
ATTACHMENT A
of 2-5-24 Minutes
• Conducting a comprehensive beach -access
parking and mobility study.
• Exploring the prospect of forming a citizens
committee to review beach -access parking
and mobility issues, and provide
recommendations to the City Commission.
• Identifying new opportunities to improve
bike-, e -bike-, and pedestrian safety, and
developing strategies, accordingly.
• Conducting an analysis to determine whether
a roundabout at the "Five -Way" would be a
viable and cost-effective traffic managemen
tool.
ATTACHMENT A
COMMUNITY DEVELOPMENT °fz.5.z4Minutes
'
-r
- Administering the Mayport Road Vision
Implementation Plan, Connectivity Plan and
Parks Master Plan.
• Develop►inq a Seminole Road gateway -
improvement plan.
ATTACHMENT B
to 2-5-24 Minutes
ARTS, RECREATION & CULTURE COMMITTEE
Recommendations to the City Commission
January 2024
COMMUNICATIONS
We recommend that the City improve communications and marketing systems
and outcomes via:
Deyelep-Rg and implemeRtiRg a st Fategy aimed to P_Rsure that Fes. e-Atr are
available te them, wheFe te find them and- %oh -at @r-A-40ities _are RapriQd
Develop and implement strategies to ensure residents are fully aware of
arts, recreation and cultural programs available to them such as:
o QR code surveys
o Signage
o Mailing
o "Disney -style" maps of parks
o Scavenger hunt (Turtle Crawl described below
• Improving the City website's navigability to enable users to more efficiently
get the information they are seeking.
• Developing and publishing a catalogue of departmental and grantee
programming.
• Utilizing surveys to obtain customer feedback and publicly share the
results.
PROGRAMMING
We recommend that the City strive to enhance arts, recreation and culture
programming via:
• Conducting an analysis identifying where the City wants to be with
programming, identifying programming gaps, and devising a strategy to
close the gaps.
Ann -hee r-Prirlentr' Lnewledge -+%e-„+ the .-eFRFAWRit„'c hirtOrv. ,plan and
implement "Turtle Crawl" throughout COAB Parks and certain outdoor
locations of historic significance. Turtle Crawl is a scavenger hunt -type
program whereby small, permanent, bronze turtles are installed
throughout the city. A paper or electronic map will be designed and
ATTACHMENT B
to 2-5-24 Minutes
accessible to the public through Adele Grage or City Hall. When families
and citizens search for and discover turtles, they can either read a plaque or
utilize a QR code to learn about the historic significance of that specific
location.
HUMAN RESOURCES & COLLABORATION
We recommend that the City boost the Cultural Arts & Recreation Department's
productivity and efficiency via:
• Analyzing whether the amount of City staffing meets the community's
needs and expectations, and devising a strategy to adjust the staffing level,
as needed.
ATTACHMENT B
to 2-5-24 Minutes
ESC 2024 PRIORITIES FOR COAB CITY COMMISSION
NEW PRIORITIES FOR COMMISSION TO CONSIDER FOR 2024
1. Create a position or designate an employee to be a dedicated Chief
Sustainability & Resilience Officer for the City
2. Review and address issues associated with stormwater
management, impervious codes, and redevelopment/overbuilding
including unintended consequences
3. Add/include environmental stewardship, sustainability, and
resilience to all city employee job descriptions, responsibilities
and/or annual performance reviews.
4. Dedicate more resources (e.g., make priority for staff focus and
time, financial support for effective campaigns, etc.) to community
education about social, environmental, and economic
consequences of community choices
5. Continue to make LEED and resilience a major focus across the City
(all departments and community as a whole) and blend/combine
COAB Resilience Plan with the COAB Sustainability & Resilience
Community Action Plan.
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