The URL can be used to link to this page

12-09-24 Final Agenda City of Atlantic Beach Final Agenda Regular City Commission Meeting Monday, December 9, 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 Regular Commission Meetings held on October 28, 2024 and November 12, 2024. 10-28-24 Regular City Commission Draft Minutes 11-12-24 Regular City Commission Draft Minutes 5 - 29 * 1.B. Approve minutes of the final Charter Review Committee meeting held on April 24, 2024. 04-24-24 Charter Review Committee (Final Meeting) Draft Minutes 31 - 36 2. COURTESY OF FLOOR TO VISITORS PUBLIC COMMENT 3. CITY MANAGER REPORTS * 3.A. Accept the 90-Day Calendar (Dec. 2024 - Feb. 2025) 90-Day Calendar (Dec. 2024 - Feb. 2025) 37 - 40 3.B. Ahern Street update 3.C. Floodplain Ordinance update 4. REPORTS AND/OR REQUESTS FROM CITY COMMISSIONERS 5. UNFINISHED BUSINESS FROM PREVIOUS MEETINGS None. 6. CONSENT AGENDA None. 7. COMMITTEE REPORTS None. Page 1 of 162 Regular City Commission - 09 Dec 2024 8. ACTION ON RESOLUTIONS 8.A. RESOLUTION NO. 24-58 A RESOLUTION OF THE CITY OF ATLANTIC BEACH, FLORIDA, AUTHORIZING THE EXPENDITURE OF THE FEMA BRIC GRANT TO PURCHASE A GENERATOR FOR THE 20TH STREET LIFT STATION; 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. 24-58 41 - 53 8.B. RESOLUTION NO. 24-59 A RESOLUTION OF THE CITY OF ATLANTIC BEACH, FLORIDA, AUTHORIZING PURCHASE OF A REPLACEMENT GENERATOR AT THE PALM AVENUE LIFT STATION; 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. 24-59 55 - 65 * 8.C. RESOLUTION NO. 24-60 A RESOLUTION OF THE CITY COMMISSION OF THE CITY OF ATLANTIC BEACH, FLORIDA, AMENDING THE AGREEMENT BETWEEN THE CITY OF ATLANTIC BEACH AND THE BOYS’ AND GIRLS’ CLUBS OF NORTHEAST FLORIDA, INC., FOR PROGRAMMING MANAGEMENT OF GAIL BAKER COMMUNITY CENTER AND JORDAN PARK COMMUNITY CENTER; AUTHORIZING THE CITY MANAGER TO EXECUTE CONTRACTS AND PURCHASE ORDERS IN ACCORDANCE WITH AND AS NECESSARY TO EFFECTUATE THE PROVISIONS OF THIS RESOLUTION; PROVIDING FOR CONFLICTS; AND PROVIDING AN EFFECTIVE DATE. Resolution No. 24-60 67 - 75 9. ACTION ON ORDINANCES 9.A. ORDINANCE NO. 20-24-176, 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, 2024 AND ENDING SEPTEMBER 30, 2025, AND PROVIDING AN EFFECTIVE DATE. Ordinance No. 20-24-176 77 - 120 9.B. ORDINANCE NO. 58-24-47, Introduction and First Reading AN ORDINANCE AMENDING CHAPTER 2, ADMINISTRATION, ARTICLE VI, EMPLOYEE BENEFITS, DIVISION 3, GENERAL EMPLOYEES’ RETIREMENT SYSTEM, SECTION 2-266, “BENEFIT AMOUNTS AND ELIGIBILITY”, TO PROVIDE FOR A COST-OF-LIVING ADJUSTMENT; PROVIDING FOR CONFLICT; PROVIDING FOR SEVERABILITY; AND PROVIDING FOR AN EFFECTIVE DATE. Ordinance No. 58-24-47 121 - 139 Page 2 of 162 Regular City Commission - 09 Dec 2024 9.C. ORDINANCE NO. 58-24-48, Introduction and First Reading AN ORDINANCE AMENDING CHAPTER 2, ADMINISTRATION, ARTICLE VI, EMPLOYEE BENEFITS, DIVISION 4, POLICE OFFICERS’ RETIREMENT SYSTEM, SECTION 2-305, “BENEFIT AMOUNTS AND ELIGIBILITY”, TO AMEND THE BENEFIT MULTIPLIER AND TO PROVIDE FOR A COST-OF-LIVING ADJUSTMENT; PROVIDING FOR CONFLICT; PROVIDING FOR SEVERABILITY; AND PROVIDING FOR AN EFFECTIVE DATE. Ordinance No. 58-24-48 141 - 159 10. MISCELLANEOUS BUSINESS 10.A. Environmental Stewardship Committee (ESC) Recommendations for Awards ESC Awards Recommendation 161 - 162 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. Page 3 of 162 Page 4 of 162 Regular City Commission October 28, 2024 MINUTES Regular City Commission Meeting Monday, October 28, 2024 - 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. CC Bartle called the roll. ATTENDANCE: Present: Curtis Ford, Mayor - Seat 1 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) Kevin Hogencamp, Deputy City Manager (DCM) Jason Gabriel, City Attorney (CA) Donna Bartle, City Clerk (CC) Ladayija Nichols, Deputy City Clerk (DCC) Cathy Varian, Human Resources Director (HRD) Amanda Askew, Planning & Community Development Dir. (PCDD) 1 APPROVAL OF MINUTES 1A. Approve minutes of the Regular City Commission meeting held on September 9, 2024. 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. 1B. Approve minutes of the Emergency Briefing on Hurricane Milton held on October 9, 2024. 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. 2. COURTESY OF FLOOR TO VISITORS Mayor Ford explained the process for public comments and opened the Courtesy of the Floor to Visitors. Page 1 of 19 Agenda Item #1.A. 09 Dec 2024 Page 5 of 162 Regular City Commission October 28, 2024 PUBLIC COMMENT CC Bartle called each speaker to the podium. Marcia Ottie raised concerns regarding drainage. Stephanie Carter discussed drainage problems. Stephen Curtis addressed issues related to drainage. 3. CITY MANAGER REPORTS 3.A. Accept the 90-Day Calendar (Oct.-Dec. 2024) CM Killingsworth brought up the proposed Town Hall dates, and the discussion was deferred. There was a CONSENSUS to accept the 90-Day Calendar. 3.B. Fiorentino Group presentation Davis Bean, a partner at the Fiorentino Group, presented as outlined in the agenda packet and referred to a packet of information (which is attached hereto and made part of this Official Record as Attachment A) and answered questions from the Commission. 10-28-24 Attachment A 4. REPORTS AND/OR REQUESTS FROM CITY COMMISSIONERS Commissioner Waters  Reported receiving an email from Lenny Jevic regarding a recently passed Marine and extended his condolences. He also expressed interest in hearing from staff about Mr. Jevic's request. Commissioner Ring  Inquired about the flyover.  Encouraged everyone to vote in the upcoming election. DCM Hogencamp provided an update on the flyover. Commissioner Bole  Praised City staff for their efforts with trash pickup. Commissioner Kelly  Asked for an update on the status of the City's lead renewal. CM Killingsworth noted that PCDD Askew would compile the necessary information for him to report. 5. UNFINISHED BUSINESS FROM PREVIOUS MEETINGS None. 6. CONSENT AGENDA None. Page 2 of 19 Agenda Item #1.A. 09 Dec 2024 Page 6 of 162 Regular City Commission October 28, 2024 7. COMMITTEE REPORTS Mayor Ford reported as detailed in the agenda packet. 7.A. Appointments and Reappointments to Various Boards and Committees Link to October 7, 2024 BMRC Agenda Packet MOTION: Reappoint and appoint members as listed in the agenda staff report. Motion: Michael Waters Second: Bruce Bole Commissioner Kelly asked about ESC, and CM Killingsworth explained that staff is considering standardizing ESC and reassessing its mandate to ensure more direct engagement with the Commission and align their work with the Commission's priorities. Curtis Ford For Bruce Bole (Seconded By) For Michael Waters (Moved By) For Candace Kelly For Jessica Ring For Motion passed 5 to 0. 8. ACTION ON RESOLUTIONS 8.A. RESOLUTION NO. 24-55 A RESOLUTION OF THE CITY OF ATLANTIC BEACH, FLORIDA, APPROVING RENEWAL OF EMPLOYEE HEALTH INSURANCE, AS WELL AS OTHER INSURANCE BENEFIT PLANS, AND AUTHORIZE THE DIRECTOR OF HUMAN RESOURCES TO EXECUTE ALL RELEVANT DOCUMENTS. Mayor Ford read the title of the resolution. CM Killingsworth reported as detailed in the agenda packet. HRD Varian answered questions from the Commission. MOTION: Approve Resolution (No). 24-55. Motion: Bruce Bole Second: Candace Kelly Curtis Ford For Bruce Bole (Moved By) For Michael Waters For Candace Kelly (Seconded By) For Page 3 of 19 Agenda Item #1.A. 09 Dec 2024 Page 7 of 162 Regular City Commission October 28, 2024 Jessica Ring For Motion passed 5 to 0. 8.B. RESOLUTION NO. 24-56 A RESOLUTION OF THE CITY OF ATLANTIC BEACH GRANTING THE FLORIDA DEPARTMENT OF TRANSPORTATION A TEMPORARY CONSTRUCTION EASEMENT ON STATE ROAD A1A/MAYPORT ROAD FROM 630 FEET SOUTH OF STATE ROAD 10/ATLANTIC BOULEVARD TO WEST 7th STREET; AUTHORIZING THE CITY MANAGER TO EXECUTE ANY CONTRACTS AND PURCHASE ORDER(S) 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. MOTION: Approve Resolution No. 24-56. Motion: Jessica Ring Second: Bruce Bole Commissioner Waters asked about road repairs, and CM Killingsworth clarified that they are part of the Complete Streets project. Commissioner Ring asked about the easement, and CM Killingsworth mentioned that it is set for a three-year duration. He also noted that this project is likely to coincide with the timeline of the Complete Streets project, and further explained as detailed in the agenda packet. Curtis Ford For Bruce Bole (Seconded By) For Michael Waters For Candace Kelly For Jessica Ring (Moved By) For Motion passed 5 to 0. 9. ACTION ON ORDINANCES 9.A. ORDINANCE NO. 31-24-17, Public Hearing and Final Reading AN ORDINANCE OF THE CITY OF ATLANTIC BEACH, COUNTY OF DUVAL, STATE OF FLORIDA, TRANSMITTING PROPOSED EVALUATION AND APPRAISAL REPORT BASED AMENDMENTS TO THE GOALS, OBJECTIVES AND POLICIES OF THE COMPREHENSIVE PLAN AND ALSO TRANSMITTING A NEW MAP SERIES TO THE STATE OF FLORIDA’S VARIOUS AGENCIES FOR REVIEW AND COMMENT; PROVIDING FOR ADOPTION OF SAID EAR-BASED AMENDMENTS AND NEW MAP SERIES UPON RECEIPT OF SAID COMMENTS AND COMPLETION OF THE STATE Page 4 of 19 Agenda Item #1.A. 09 Dec 2024 Page 8 of 162 Regular City Commission October 28, 2024 COORDINATED REVIEW PROCESS; PROVIDING FOR PURPOSE AND INTENT; PROVIDING FOR CONFLICT; PROVIDING FOR SEVERABILITY; AND PROVIDING AN EFFECTIVE DATE. Link to Final 2045 Comprehensive Plan Mayor Ford read the title of the ordinance. CM Killingsworth briefly explained as detailed in the agenda packet. PCDD Askew provided updates and answered questions. The public hearing was opened, there were no speakers, and the public hearing was closed. CM Killingsworth answered additional questions. MOTION: Approve Ordinance No. 31-24-17. 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. 10. MISCELLANEOUS BUSINESS None. 11. CITY ATTORNEY/CITY CLERK REPORTS AND/OR REQUESTS CA Gabriel  Gave an update on the Form 6 case. 12. CLOSING COMMENTS BY CITY COMMISSIONERS AND CITY MANAGER Commissioner Ring  Inquired about Plaza Road, and CM Killingsworth explained that FDOT will be handling the work. Commissioner Bole  Proposed that the City establish a formal process for heritage trees. Commissioner Kelly  Raised concerns about the safety of e-bikes being ridden to school. CM Killingsworth  Addressed Lenny Jevic's request concerning Veterans Park. Page 5 of 19 Agenda Item #1.A. 09 Dec 2024 Page 9 of 162 Regular City Commission October 28, 2024 Mayor Ford  Requested that the Commission keep the importance of stormwater maintenance in mind. 13. ADJOURNMENT The meeting adjourned at 7:37 PM Attest: Date Approved:_________________ Donna L. Bartle, City Clerk Curtis Ford, Mayor Page 6 of 19 Agenda Item #1.A. 09 Dec 2024 Page 10 of 162 Attachment A to 10-28-24 Minutes Page 7 of 19 Agenda Item #1.A. 09 Dec 2024 Page 11 of 162 Attachment A to 10-28-24 Minutes Page 8 of 19 Agenda Item #1.A. 09 Dec 2024 Page 12 of 162 Attachment A to 10-28-24 Minutes Page 9 of 19 Agenda Item #1.A. 09 Dec 2024 Page 13 of 162 Attachment A to 10-28-24 Minutes Page 10 of 19 Agenda Item #1.A. 09 Dec 2024 Page 14 of 162 Attachment A to 10-28-24 Minutes Page 11 of 19 Agenda Item #1.A. 09 Dec 2024 Page 15 of 162 Attachment A to 10-28-24 Minutes Page 12 of 19 Agenda Item #1.A. 09 Dec 2024 Page 16 of 162 Attachment A to 10-28-24 Minutes Page 13 of 19 Agenda Item #1.A. 09 Dec 2024 Page 17 of 162 Attachment A to 10-28-24 Minutes Page 14 of 19 Agenda Item #1.A. 09 Dec 2024 Page 18 of 162 Attachment A to 10-28-24 Minutes Page 15 of 19 Agenda Item #1.A. 09 Dec 2024 Page 19 of 162 Attachment A to 10-28-24 Minutes Page 16 of 19 Agenda Item #1.A. 09 Dec 2024 Page 20 of 162 Attachment A to 10-28-24 Minutes Page 17 of 19 Agenda Item #1.A. 09 Dec 2024 Page 21 of 162 Attachment A to 10-28-24 Minutes Page 18 of 19 Agenda Item #1.A. 09 Dec 2024 Page 22 of 162 Attachment A to 10-28-24 Minutes Page 19 of 19 Agenda Item #1.A. 09 Dec 2024 Page 23 of 162 Page 24 of 162 Regular City Commission November 12, 2024 MINUTES Regular City Commission Meeting Tuesday, November 12, 2024 - 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. CC Bartle called the roll. ATTENDANCE: Present: Curtis Ford, Mayor - Seat 1 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) Jason Gabriel, City Attorney (CA) Donna Bartle, City Clerk (CC) Michelle Weippert, Records Management Specialist (RMS) Victor Gualillo, Police Chief (PC) Troy Stephens, Utilities Director (UD) 1 APPROVAL OF MINUTES 1A. Approve minutes of the Regular Commission Meeting held on September 23, 2024. 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. 2. COURTESY OF FLOOR TO VISITORS Mayor Ford explained the process for public comments and opened the Courtesy of the Floor to Visitors. PUBLIC COMMENT None. 3. CITY MANAGER REPORTS 3.B. Additional Updates Page 1 of 5 Agenda Item #1.A. 09 Dec 2024 Page 25 of 162 Regular City Commission November 12, 2024 CM Killingsworth provided additional updates as follows:  Reported that Charter Officer evaluations were emailed out to the Commission.  Explained the process for swearing in the new Commission.  Reported on the December 9, 2024 orientation.  Discussed dates for the 2025 Town Hall Meetings. 3.A. Accept the 90-Day Calendar (Nov. 2024 - Jan. 2025) CM Killingsworth reported on this item as detailed in the agenda packet. There was a CONSENSUS to accept the 90-Day Calendar. 4. REPORTS AND/OR REQUESTS FROM CITY COMMISSIONERS Commissioner Bole  Reported on a recent Beaches Town Center Agency (BTCA) meeting.  Announced BTCA's tree lighting on Dec 7, 2024. Commissioner Kelly  Expressed gratitude to the Parks Department for maintaining a beautiful appearance at Veterans Park.  Expressed pleasure upon seeing a post about bicycle regulations. Commissioner Ring  Reported on information received about proposed Mayport Road safety improvements. Requested that this information to be shared in the 90-Day Calendar and newsletter. Commissioner Waters  Reported that voter turnout was impressive.  Inquired about the Lifeguard Station. PC Gualillo provided an update. Mayor Ford  Thanked PC Gualillo for getting the rules out about bicycles and E-bikes and had him answer additional questions about bicycle safety and regulations. 5. UNFINISHED BUSINESS FROM PREVIOUS MEETINGS None. 6. CONSENT AGENDA None. 7. COMMITTEE REPORTS None. 8. ACTION ON RESOLUTIONS 8.A. RESOLUTION NO. 24-57 A RESOLUTION OF THE CITY OF ATLANTIC BEACH, FLORIDA, AUTHORIZING REPAIRS AND MAINTENANCE FOR THE WASTEWATER EFFLUENT FILTERS; AUTHORIZING THE CITY MANAGER TO EXECUTE CONTRACTS AND PURCHASE ORDERS IN ACCORDANCE WITH AND AS Page 2 of 5 Agenda Item #1.A. 09 Dec 2024 Page 26 of 162 Regular City Commission November 12, 2024 NECESSARY TO EFFECTUATE THE PROVISIONS OF THIS RESOLUTION; AND PROVIDING AN EFFECTIVE DATE. Mayor Ford read the title of the resolution. CM Killingsworth explained as detailed in the agenda packet. MOTION: Approve Resolution No. 24-57 as amended. Motion: Michael Waters Second: Candace Kelly UD Stephens answered questions from the commission. Curtis Ford For Bruce Bole For Michael Waters (Moved By) For Candace Kelly (Seconded By) For Jessica Ring For Motion passed 5 to 0. 9. ACTION ON ORDINANCES 9.A. ORDINANCE NO. 95-24-123, Introduction and First Reading AN ORDINANCE OF THE CITY OF ATLANTIC BEACH, COUNTY OF DUVAL, STATE OF FLORIDA, AMENDING SECTION 5-3, LIGHTING OF FIRES, OF THE CITY OF ATLANTIC BEACH CODE OF ORDINANCES; PROVIDING FOR ADOPTION OF SAID AMENDMENTS; PROVIDING FOR PURPOSE AND INTENT; PROVIDING FOR CONFLICT; PROVIDING FOR CODIFICATION; PROVIDING FOR SEVERABILITY; AND PROVIDING AN EFFECTIVE DATE. Mayor Ford read the title of the resolution. CM Killingsworth explained as detailed in the agenda packet and answered questions from the Commission. PC Gualillo answered questions from the Commission. MOTION: Approve Ordinance (No.) 95-24-123 (on first reading). Motion: Bruce Bole Second: Candace Kelly CA Gabriel clarified that this was the first reading of the ordinance. Page 3 of 5 Agenda Item #1.A. 09 Dec 2024 Page 27 of 162 Regular City Commission November 12, 2024 Curtis Ford For Bruce Bole (Moved By) For Michael Waters For Candace Kelly (Seconded By) For Jessica Ring For Motion passed 5 to 0. 9.B. ORDINANCE NO. 20-24-174, Introduction and First Reading AN ORDINANCE AMENDING THE OPERATING BUDGET FOR THE CITY OF ATLANTIC BEACH, FLORIDA FOR FISCAL YEAR BEGINNING OCTOBER 1, 2023 AND ENDING SEPTEMBER 30, 2024, AND PROVIDING AN EFFECTIVE DATE. Mayor Ford read the title of the ordinance. CM Killingsworth explained as detailed in the agenda packet. MOTION: Approve Ordinance No. 20-24-174. Motion: Bruce Bole Second: Michael Waters Curtis Ford For Bruce Bole (Moved By) For Michael Waters (Seconded By) For Candace Kelly For Jessica Ring For Motion passed 5 to 0. 10. MISCELLANEOUS BUSINESS None. 11. CITY ATTORNEY/CITY CLERK REPORTS AND/OR REQUESTS None. 12. CLOSING COMMENTS BY CITY COMMISSIONERS AND CITY MANAGER Commissioner Bole  Thanked Commissioner Waters for his service as Commissioner. Commissioner Kelly  Recognized Commissioner Waters as a good example of citizen involvement. Commissioner Ring  Thanked Commissioner Waters for his service to The City and community. Page 4 of 5 Agenda Item #1.A. 09 Dec 2024 Page 28 of 162 Regular City Commission November 12, 2024 Mayor Ford  Shared his pleasure working with Commissioner Waters. Commissioner Waters  Asked when the sunset date for the Safety, Traffic and Parking (STOP) committee was. CM Killingsworth reported on the status and explained the committees transition to an ad hoc committee appointed by the CM. He explained that they will perform duties in accordance with sunshine law.  Reported on the voter turnout. 13. ADJOURNMENT The meeting adjourned at 7:04 PM. Attest: Date Approved: ________________ Donna L. Bartle, City Clerk Curtis Ford, Mayor Page 5 of 5 Agenda Item #1.A. 09 Dec 2024 Page 29 of 162 Page 30 of 162 Charter Review Committee April 24, 2024 MINUTES Charter Review Committee Meeting Wednesday, April 24, 2024 - 6:00 PM Commission Chamber, City Hall 800 Seminole Road, Atlantic Beach, FL 32233 Present: William "Bill" Gulliford, Chair Suzanne Shaughnessy, Vice Chair Bruce Andrews, Member Kelly Elmore, Member Ellen Golombek, Vice Chair Mitchell Reeves, Member Dawn Scott, Member Steve Swann, City Engineer (CE) Donald Young, Member Absent: Jennifer Lagner, Member Debbie Buckland, Member Charles "Chip" Drysdale, Member Kirk Hansen, Member Also Present: Donna Bartle, City Clerk (CC) Scott Thomas, Acting City Attorney CALL TO ORDER AND ROLL CALL Chair Gulliford called the Committee's final meeting to order at 6:02 p.m. He announced the reasons for Secretary Lagner, Member Drysdale, and Member Buckland's absences and advised that Member Scott will be filling in as Secretary tonight. Member Scott called the roll. 1. APPROVAL OF MINUTES A. Approve minutes of the March 27, 2024 Charter Review Committee meeting. MOTION: Approve minutes of the March 27, 2024 meeting. Motion: Donald Young Second: Steve Swann William "Bill" Gulliford For Suzanne Shaughnessy For Bruce Andrews For Kelly Elmore For Ellen Golombek For Mitchell Reeves For Dawn Scott For Steve Swann (Seconded By) For Donald Young (Moved By) For Page 1 of 6 Agenda Item #1.B. 09 Dec 2024 Page 31 of 162 Charter Review Committee April 24, 2024 Motion passed 9 to 0. 2. PUBLIC COMMENT Carolyn Zisser, spoke about providing all of the Committee's proposed amendments to the Commission and adding a process for selecting Charter Review Committee members to include equal district representation. She also commented on the proposal to add two new Commission seats. Chair Gulliford provided feedback on Ms. Zisser's comments. Dan Giovannucci, expressed the need for proposing amendments that would protect the environment and quality of life. The Committee provided feedback on Mr. Giovannucci's comments. Michael Hoffmann, expressed concerns about the proposed amendment to add two At-Large Commission seats, noting the need for adding district representation. The Committee addressed Mr. Hoffmann's comments and discussed Charter language relating to the Committee's timeline and process. Sarah Boren, asked questions and spoke about the process. All questions were answered. Discussion ensued about Mr. Hoffmann's comments. 3. MISCELLANEOUS BUSINESS A. Proposed Amendments to Secs. 14, 40, and 41 MOTION: Approve amendments (changing "November" to "December" in Secs. 14, 40, and 41) as set forth in the memo from the City Clerk on page 21 of the agenda package. Motion: Bruce Andrews Second: Suzanne Shaughnessy William "Bill" Gulliford For Suzanne Shaughnessy (Seconded By) For Bruce Andrews (Moved By) For Kelly Elmore For Ellen Golombek For Mitchell Reeves For Dawn Scott For Steve Swann For Donald Young For Motion passed 9 to 0. B. Proposed amendments to Secs. 25, 30, and 32 Page 2 of 6 Agenda Item #1.B. 09 Dec 2024 Page 32 of 162 Charter Review Committee April 24, 2024 City Clerk Bartle explained the proposal. There was discussion about the meaning of "majority of its members" versus "majority". Chair Gulliford confirmed that if this proposal passes, it will be part of the amendment expanding the size of the Commission. MOTION: Make the change from "three" to "a majority" of its members in Sec. 25, Sec. 30, and Sec. 32. Motion: Mitchell Reeves Second: Ellen Golombek William "Bill" Gulliford For Suzanne Shaughnessy For Bruce Andrews For Kelly Elmore For Ellen Golombek (Seconded By) For Mitchell Reeves (Moved By) For Dawn Scott For Steve Swann For Donald Young For Motion passed 9 to 0. C. Other sections of the Charter There was a discussion about Commission term limits. D. Discuss results of CRC Member Priority Rankings (11 out of 13 members submitted) Link to Members' Rankings There was no discussion. E. Final Report Chair Gulliford referred to and explained the draft report and asked for suggested changes. Discussion ensued. Carolyn Zisser reiterated her request to add a process for selecting Charter Review Committee members that would include equal district representation. Discussion ensued about Ms. Zisser's comments. MOTION: Adopt the Final Report and present it to the City Commission on April 25, 2024 via the City Clerk. Motion: Suzanne Shaughnessy Second: Donald Young Page 3 of 6 Agenda Item #1.B. 09 Dec 2024 Page 33 of 162 Charter Review Committee April 24, 2024 William "Bill" Gulliford For Suzanne Shaughnessy (Moved By) For Bruce Andrews For Kelly Elmore For Ellen Golombek For Mitchell Reeves For Dawn Scott For Steve Swann For Donald Young (Seconded By) For Motion passed 9 to 0. MOTION: (Amend) Insert the following language after first sentence: "The Committee had previously heard public input regarding the merits of having district seats elected by district electors vs. at-large and concluded unanimously to keep at-large voting. Motion: Bruce Andrews Second: Ellen Golombek William "Bill" Gulliford For Suzanne Shaughnessy For Bruce Andrews (Moved By) For Kelly Elmore Against Ellen Golombek (Seconded By) For Mitchell Reeves For Dawn Scott For Steve Swann For Donald Young Against Motion passed 7 to 2. MOTION: (Amend) Move the paragraph in the cover letter that starts with "Also, I believe" to the final section after #11 Proposal. Motion: Ellen Golombek Second: Mitchell Reeves William "Bill" Gulliford For Suzanne Shaughnessy For Bruce Andrews For Kelly Elmore For Ellen Golombek (Moved By) For Mitchell Reeves (Seconded By) For Dawn Scott For Steve Swann For Donald Young For Page 4 of 6 Agenda Item #1.B. 09 Dec 2024 Page 34 of 162 Charter Review Committee April 24, 2024 Motion passed 9 to 0. MOTION: (Amend) Under #7 Proposal, second paragraph, insert "passed unanimously." and strike "was offered twice. The first time it was defeated. After some modification, the second time it passed." Also, change "opposition" to "concern". Motion: Bruce Andrews Second: Steve Swann Member Swann suggested labeling #7 Proposals as 7A and 7B. Chair Gulliford spoke about numbering them as 1 and 2 and advised it could be done without a vote. (The meeting recessed at 7:48 p.m. and reconvened at 7:51 p.m.) William "Bill" Gulliford For Suzanne Shaughnessy Against Bruce Andrews (Moved By) For Kelly Elmore Against Ellen Golombek For Mitchell Reeves Against Dawn Scott For Steve Swann (Seconded By) For Donald Young Against Motion passed 5 to 4. MOTION: Adopt the Final Report and present it to the City Commission on April 25, 2024 via the City Clerk as amended. Motion: Mitchell Reeves Second: Bruce Andrews William "Bill" Gulliford For Suzanne Shaughnessy For Bruce Andrews (Seconded By) For Kelly Elmore For Ellen Golombek For Mitchell Reeves (Moved By) For Dawn Scott For Steve Swann For Donald Young For Motion passed 9 to 0. Page 5 of 6 Agenda Item #1.B. 09 Dec 2024 Page 35 of 162 Charter Review Committee April 24, 2024 Chair Gulliford explained his plan to coordinate with City Clerk Bartle on making the changes and sending it to the Commission. Chair Gulliford answered questions about the Commission Workshop being scheduled to review and discuss the report. Chair Gulliford made closing comments, recognized the work of Secretary Lagner and City Clerk Bartle, and thanked everyone. Member Andrews and Vice Chair Shaughnessy expressed their gratitude to Chair Gulliford. 4. ADJOURNMENT There being no further discussion, Chair Gulliford declared the meeting adjourned at 7:59 p.m. Attest: Donna L. Bartle, City Clerk Curtis Ford, Mayor Date Approved: ________________________________ Page 6 of 6 Agenda Item #1.B. 09 Dec 2024 Page 36 of 162 AGENDA ITEM:90-Day Calendar for the City Commission SUBMITTED BY:Adrianna Walsh,Executive Assistant to the City Manager CITY OF ATLANTIC BEACH CITY COMMISSION MEETING STAFF REPORT RECOMMENDATION:Accept the 90-Day Calendar for December 2024-February 2025 by consensus ATTACHMENT(S):City Commission 90-Day Calendar (December 2024-February 2025) TODAY’S DATE:December 4,2024 MEETING DATE:December 9,2024 BACKGROUND:The rolling 90-day calendar is routinely revised based on input from City staff and the Commission,and is included in each agenda for consideration by consensus. Please note that the 2025 town hall meetings have been scheduled for: 0 Saturday,January 25 at Jordan Community Center 0 Saturday,April 5 in the Commission Chamber 0 Saturday,July 19 at Gail Baker Community Center 0 Saturday,October 18 at the Adele Grage Cultural Center BUDGET:None REVIEWED BY CITY MANAGER: Agenda Item #3.A. 09 Dec 2024 Page 37 of 162 mgnm?sq a9:250Eton—02 monumomb8m2b55200motoE<$9.544 £323 3@850:38.8586Enw-mwEEwEB?a.sow?n?ou $26:320 23;;En—M.88 N5:303.3:2 ?NONHw?avovm 885 8&5 as 886 8950 56 3Q mmgmtgo o>mmagmv?o .NN.80 8%Shm 533*?oEoZ «ESE 3220380:$3555:age—Em um28 no 3Q .ozmmo2E 95 £38m 3m £0ng m<w?smonun«5.8:st a “380qu 5358.5 .35 0:53».=0 Diem mag—:3 55M um.noBAD€535 3:83— .9544.£250 38:30 owEO203»umam?Sassoon «mach:“Baboonon,E?gin—on «”200 05 5m 2235.” 3::EH $50 ZO—mm—E—ZOUMEAD ,C.QZDH<muw/wQUE”#4vathZ..w/Gm“.:49“.3/.w(HEM—DA.,w/‘QZC?V<QZDm £5 :35; En NEE 2 5x32 ?agsh— om Q5 :33: En NEE o— umv—EE208.5» mm $3 :35: En N-Emo— uothz £0:me m— 25 283% Ea N-Emo— 6452 mb??am SE :3:ea c tog—co mbugwcom 25 :35: En més o— EvtmE €06ng Em@592 RED3on on ana 9:586 bz?wc?maw0mm .2 S 23m:3: Enw-m chum.88me mm Eao .283502,—.0mm— na2% .BEonsm£085500mm 5.505am?gan _ ? :oc?ooh?xx8335mm wH Emo .BEOmEmEuBBm Eno?aohém : As?snov an33wacuuzEoEo>oEEH 20m552SE v 2 Eu 0 ooEEEoO 2330 .nouwoyoom?g 2 Essie Em o3 098$:30 3E :23 few 3 EEM¢O>=C an 03 :Em???oo 35emo3 mou?notO :oEmHEEoU 302 a mkozmshmooékéca:3 wcmHouE «SEQ/€95 exam ESE Boom EES N Agenda Item #3.A.09 Dec 2024 Page 38 of 162 l9 Em m D23520”8.0Henna amo—?nm 53:2mquuvzEN:550%mm Em m .25»an bzia??wsm 0mm @8528 En o mutow mNONbwscwh 886 80:5 56 ~30 mpmo>BoZ Ea c EmomEo?mo?g? bEsEEoL Eu 0 En m .880 QEmchBBm Bub?wwE Ecumw ??s?aohi?EoEvBooEm owoJ 2059—2200 >H~U W4QmDvr4wkw/«QSE.C?QmZDEF”?/‘VQmMZQFV/kw/«QmmDH C‘QZOZ V/WQZDm Emc .85358;0mm— 3 En o 0238800 8330 .nosmubom”wt/w E A?omégcd Ea omb :ommmmEEoD56 ha “whombgé amone :EmEEEoU 35 2 35 :35: pa we“2 “av—.82whack—mm £5 :836 ca 2%S 6th 2 m5 Fran 35 :35: E was 2 “SEE 9558““ Saw meV 502-5%.3 @2635 02H N_ 35 ?gs: Em Néa 2 5x32 msgmm 886 8&5 Eu 3Q gmmag 55::£952 Agenda Item #3.A.09 Dec 2024 Page 39 of 162 V .BEon—sw bzsé?msm 0mm ga?m GBEEUV Eu 0 macawEv?am ZOmmmEZZOU MEMO CAESSd“CREME.w/?HmMDZH.w/‘QmmZDm?vx.Cu?mzp?>49 Z02 k?‘CZDw 386 8050 36 3Q {5652; Eaomno mEmom:22?” cm \r) 0‘ Eno .283308%0mm Emm: ouEEEOonsm £08550Umu @— ha0 .BEUmimEEsBm _?:oEco‘__>:m_ Eu 9 EmomEoEoHoEEQ 3:55500 Eu 6 voumEEcU22:50 .cosmobom,mt< 3.3325 Em omno commmmEEo.35 C:€O-oo>:_v Em emno coE?EEcU EC vm 9.8L :ummzmv Ea WEN 2 SEE Eo?cmm mm 3me :336 E;N-EmE “2.52 EuEme GEE :ummsmv En N-Emcm 3.82 Eozcmm 0—3;20313: Ea N-:5 o— 6wa Maegan «. (‘1 Agenda Item #3.A.09 Dec 2024 Page 40 of 162 CITY OF ATLANTIC BEACH CITY COMNIISSION MEETING STAFF REPORT AGENDA ITEM:Resolution 24-58 authorizing the expenditures of the FEMA Building Resilient Infrastructure and Communities(BRIC)Grant to purchase a generator for the 20thStreet Lift Station and authorizing the city manager to execute contracts and associated purchase orders. SUBMITTED BY:Troy Stephens,Public Utilities Director TODAY’S DATE:November 12,2024 MEETING DATE:December 9,20241 BACKGROUND:The City of Atlantic Beach Coastal Vulnerability Assessment and Adaptation Plan identi?es the 20thStreet Lift Station as a ?ood vulnerable area.During storm situations,an emergency generator would allow the lift station to continue pumping to the wastewater treatment plant when there is a loss of power. The city applied for and was awarded a FEMA BRIC 75%reimbursementgrant for the purchase of a generator for the 20‘hStreet Lift Station.Staff requested 3 quotes from generator providers —Zabatt,Tradewinds and Ring Power.The lowest quote was received by Ring Power for $65,346.00 for the installation of a 50kW generator,weatherproof enclosure,automatic transfer switch and the ?rst year of maintenance at the 20t hStreetLiftStation. The capital improvement project PU2333 in the City’s Sewer account has been funded to include the generator,the concrete pad and the propane fuel tank for the generator.Like most grants,the money is reimbursed after the work is complete. BUDGET:$95,000 has been budgeted for Project PU2333 in the capital project budget account 410-5506-535-6300.75%of the generator costs are reimbursable through the FEMA BRIC Grant (B0212) RECOMMENDATION:Staff recommends that City Commission approve Resolution 24-58 authorizing the City Manager to execute the agreement and associated purchase order with Ring Power. ATTACHMENT(S):1)Resolution No.24-58 2)Quotesfor generators 3)Award page for Grant Agreement B0212 BY CITY MANAGER:6f J Agenda Item #8.A. 09 Dec 2024 Page 41 of 162 RESOLUTION NO.24-58 A RESOLUTION OF THE CITY OF ATLANTIC BEACH,FLORIDA, AUTHORIZING THE EXPENDITURE OF THE FEMA BRIC GRANT TO PURCHASE A GENERATOR FOR THE 20THSTREET LIFT STATION; 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. WHEREAS,the City of Atlantic Beach Coastal Vulnerability Assessment and Adaptation Plan identi?ed the 20thStreet Lift Station as a ?ood vulnerable area;and WHEREAS,placing a generator at the 20thStreet Lift Station would allow the lift station to continue pumping operations during storm and emergency situations where there is a loss of power; and WHEREAS,the City of Atlantic Beach was awarded a 75%reimbursement FEMA BRIC grant to purchase a 50kW generator;and WHEREAS,the City received three (3)quotes from generator providers to include the installation and ?rst year of service of a 50kW generator,weatherproof enclosure,and automatic transfer switch;and WHEREAS,the lowest quote was received from Ring Power in the amount of $65,346;and NOW THEREFORE,be it resolved by the City Commission of the City of Atlantic Beach as follows: SECTION 1.The City Commission hereby authorizes the expenditure of the FEMA BRIC grant for the 50kW generator,enclosure and transfer switch;and SECTION 2.The City Commission hereby authorizes the City Manager to execute the contract and such purchase orders in accordance with and as necessary to effectuate the provisions of this Resolution;and SECTION 3.This Resolution shall take effect immediately upon its passage and adoption. PASSED AND ADOPTED by the City of Atlantic Beach,this 9‘hday of December,2024. Attest: Curtis Ford,Mayor Donna L.Bartle,City Clerk Approved as to form and correctness: Jason Gabriel,City Attorney Agenda Item #8.A. 09 Dec 2024 Page 42 of 162 CORPORATE OFFICE 4612 Highway Ave Jacksonville,FL 32254 www.23battcom (800)366-1323 Z A B AT T JACKSONVILLE |ORLANDO I TAMPA I SOUTH FLORIDA POWER SYSTEMS Date:September 17,2024 Salesman:Jeff Burke -ZPS Customer:City of Atlantic Beach Project Name:Atlantic Beach Quote #:80161814 Rev:1 *Quote expires 15 days from issue date Quantity 1 -Generac Industrial generator,consisting of the following features and accessories: SG50 Stationary Emergency-Standby rated 50kW Rating 120/240 VAC three phase,60Hz LPG Permanent Magnet Excitation Level 1 Acoustic Enclosure,Aluminum Power Zone Pro Digital Control Panel for Single Generators 100 amp 80%rated LSI Electronic MLCB,(w/std factory lugs) 10 Amp Battery Charger Battery,battery rack &cables Coolant Heater Remote Emergency Stop Switch,break-glass,shipped loose Flex Fuel Line Std set of 3 Manuals UL2200 EPA Certi?ed Quantity 1 -Automatic Transfer Switch ASCO 300 Series Rated at 104 Amp 240 Volt,3 Phase,3 Pole Non-Service Entrance Rated Auxiliary contacts Signal before transfer Programmable exerciser NEMA 1 Enclosure Quantity 1 -Onelink remote monitoring system described below: Remote monitoring system: -Email /text alerts for selected alarms -Cellular connectivity Phone:904-3844505 ~Email:sales@zabatt.com -Website:http://www.zabatt.com Page:1 CBC1257077 E81 301 3144 WE ARE PLLASED TO OFFER THE FOLLOWING PROPOSAL FOR YOUR PROJECT Agenda Item #8.A. 09 Dec 2024 Page 43 of 162 -Password protected Web Portal featuring real-time status and access to 1 week historical data -Remote start/stop capability -Includes parts.labor,programming,and training -1 Year warranty (from date of install) -1 Sim card (for cellular monitoring) -1 One year of cellular service (recurring fee there after) Note:Hardwired,Ethernet cable from customer network to equipment panel is not included CORPORATE OFFICE 4612 HighwayAve Jacksonvilie,FL32254 www.Zabattcom (800)366-1323 z A B AT T JACKSONVILLE |ORLANDO |TAMPA I SOUTH FLORIDA POWER SYSTEMS Supply and Install a 50KW 120/240v 3ph LPG generator,at 100a Nema 1 ATS,conduit and wire as needed for feeders and control.Concrete pad and LPG tank supplied by others.The ATS is to be mounted inside the building and the disconnect on the outside of the building.20'allowance for LPG connections.Engineering and permitting included. All work to be completed during normal business hours:Monday —Friday 8am -5pm.*Any alterations or deviations from the above speci?cations involving extra costs will be executed only upon written order,and will become an extra charge over and above the estimate;including and not limited to authority having jurisdictions changes and unforeseen violations. Anything outside scope of work.Surveys not included and may be required by municipality for permitting. Page: THE FOLLOWING IS NOT INCLUDE On-Site Start Up and Testing 4 Hour Resistive Load Bank Test (Performed Onsite) FOB Origin,full freight allowed to ?rst destination Generator:Comprehensive 2 Year Warranty (from date of performing start up) ATS:Standard 18 Month Warranty (from date of shipment from factory) Fuel /LP Tank /Plumbing /Meter /Regulator Service &Maintenance Agreement Formal Training Distribution panel and circuit breakers Not AHCA Compliant Sourcewell Contract No.092222-GNR,031121-GNR,020923-GNR Phone:904-3844505 -Email:sales@zabatt.com -Website:http://www.zabatt.com Sourcewell Contract No. WARRANT MISCELLANEOU EXCLUSIONS INSTALLATION -SCOPE OF WORK Agenda Item #8.A. 09 Dec 2024 Page 44 of 162 $66,302.96 Plus Applicable Sales Tax Built in discount of 2.5%has been applied to quote for payments that are remitted as cash,check,EFT or wire transfer 12 -14 Weeks Estimated Lead Time* *Does not include transit time.Lead time is estimated and subject to change. CORPORATE OFFICE 4612 HighwayAve Jacksonville,FL 32254 www.2abattcom (800)366-1323 z A B AT T JACKSONVILLE I ORLANDO I TAMPA [SOUTH FLORIDA POWER SYSTEMS Page:3 Phone:904-3844505 'Email:sales@zabatt.com -Website:http://www.zabatt.com PRICE Agenda Item #8.A. 09 Dec 2024 Page 45 of 162 Z 4612 Highway Ave Jacksonville,FL32254 www.Zabatt.com (800)366— z A B AT T JACKSONVILLE I ORLANDO I TAMPA I SOUTH FLORIDA POWER SYSTEMS DELIVERY.SHIPMENTS,&CLAIMS (to include Warranty) Page: REDIT &PAYMENT TERMS Phone:904-3844505 -Email:sales@zabatt.com -Website:http://www.zabatt.com Any order or contract may be cancelled by the customer only upon the payment of reasonable charges and expenses incurred by Zabatt on or before the date of receipt by Zabatt of said notice of cancellation.Such reasonable charges and expenses may include,but are not limited to,any cancellation charges incurred by Zabatt for the cancellation and/or any liabilities for orders or commitments for materials or services previously ordered by Zabatt in connection with the cancelled customer order or contract.No material or product may be cancelled or returned for credit without ?rst obtaining the written approval of,and at the sole discretion of,Zabatt.All shipping costs on returned material must be pre-paid by the customer.Accepted returns are subject to the charges,terms and requirements noti?ed in writing to the buyer (which may include,with no limitations or exceptions,a 15% restocking fee). All charges for work performed during the warranty period are the responsibility of the customer until approved by the appropriate warranty authority.Warranties are subject to the manufacturer’s guidelines.Even those warranty claims which are approved may not include 100%of the repairs or parts;the customer is responsible for charges excluded from warranty.Contingency payment arrangements must be made prior to any warranty work being performed.Batteries,oil,coolant,?lters and adjustments are not covered as part of warranty repairs and will be billed to the customer at appropriate rates. Price shall be in accordance with rates currently in effect at the time the quote is received and shall expire on the date described in said quote.Allquotes for services,parts,equipment,and labor will be issued in writing and have a system generated quote number.Verbal quotes are not valid and should not be accepted.A signed copy of the quote must on ?le before any work can be performed.Signature on said quote shall serve as the customer's acceptance Zabatt's billing guidelines and rates.Labor prices on quotes are good for a period of (30)thirty days from the date of issue unless othenlvise speci?ed.Parts and equipment prices are subject to change and billed at the current price at the time of purchase unless othenNise speci?ed.All regular service calls and emergency calls within normal hours will be billed for a minimum of one hour of labor and ten miles of travel.All emergency after- hour calls will be billed for a minimum of four hours labor and ten miles of travel. Commercial customers who have not established a credit account with Zabatt must make payment arrangements before goods are delivered or a technician is dispatched.No credit terms will be extended to end-users.We cannot accept payment on site but must have a signed credit card authorization on ?le in order to perform any service work on new accounts.No work will be performed for,or product delivered to,customers who are on credit hold.This hold includes any emergency repairs and warranty work that may be required.Account must be paid in full or alternate means of payment must be coordinated and approved before work is performed or product is delivered.Service Rate De?nitions and Conditions are available as a separate document. PRICE &MINIMUM BILLING CHANGES.CANCELLATIONS &RETURNS CORPORATE OFFIC Agenda Item #8.A. 09 Dec 2024 Page 46 of 162 4612 HighwayAve Jacksonville,FL 32254 www.2abatt.com (800)366-1323 z A B AT T JACKSONVILLE [ORLANDO |TAMPA I SOUTH FLORIDA POWER SYSTEMS Signature of Zabatt Representative City of Atlantic Beach Jeff Burke -ZPS Authorized Signature jeff.burke@zabatt.com This agreement consists of,and is limited to,a quali?ed technician performing scheduled maintenance in accordance with the manufacturer's recommendations.Zabatt,Inc will not be held liable for damages to the equipment or property as a result of equipment failure caused by any of,but not limited to,the following circumstances:improper or unauthorized operation;normal wear and tear or damage due to overloading;vandalism .theft or acts of a third party;acts of nature;failure to perform services due to hazardous conditions and other causes beyond the control of Zabatt Inc. Signature and acceptance of this quotation agreement to comply with Zabatt's terms and conditions as attached Customer:City of Atlantic Beach Quote:80161814/Date Issued:September 17,2024 Phone:904-3844505 -Email:sales@zabatt.com -Website:http://www.zabatt.com Page: Printed Name PO Reference Number Date Date AGREEMENT CORPORATE OFFICE Agenda Item #8.A. 09 Dec 2024 Page 47 of 162 ‘TRADEWINDSVICORPE1978 Engines Pump Sets Power Units 5820 NW 84th Avenue -Miami,Florida 33166 Transfer Switches Ph.305-592-9745 '800-223-3289 Pans and Service www.tradewindspower.com Generator Systems To:CITY OF ATLANTIC BEACH Quotation #TP54554RBQ Water Treatment Plant Friday,July 12,2024 902 Assisi Lane,Atlantic Beach Fl 32233 Try Stephens Ph:8132470976 We are pleased to offer this Quotation as detailed below Amount ,...De‘scit’tio’n...~Each?‘ 1 Model 60kW Base Awarded Tradewinds Stationary Generator Set under FSA 55,991 contract No.FSA23-EQU21.0,Spec #168. TG60-UL-FS-Credit -Downgrade to a Natural Gas or Propane 60kW UL 2200 listed generator package with EPA compliant engine,1800 rpm;1 or 3 ph.;300 A breaker;NFPA 110 control panel; marine grade aluminum enclosure,sound attenuated,65 db.(A)@ 21 ft;aluminum subbase.Non- 1 proprietary unit.-5,113 60 KW (75 KVA)Standby,54 KW (67 KVA)Prime Power 277/480 Volts,60 Hz,Three Phase,0.8 P.F.Amp Load Capacity:84Load Bank tested. GM spark ignited engine,Model 5.7L @ 1800 RPM;naturally aspirated;watercooled;12 VDC. AC alternator,4 Pole,brushless exciter,Single Bearing,insulation Class 'H'UL1446. TUPALT-FS -Net Cost Adder —Upsized alternator.1,251 Permanent Magnet (PMG)Excitation providing 300%short circuit support for ten seconds to support non-linear loads and start motors with minimal voltage dip.DR2400 voltage regulator.0.25 %voltage regulation,(EM)and RFI filtering.CAN Bus communication.Tradewinds Digital Control panel 2020 series,microprocessor-based controller,manual or remote start capability.Emergency stop push button.NEMA box customer interface panel for remote annunciator panel and shunt trip.Readings for low coolant and oil,fuel level indication and leak detection;Volts,Amps,Hz,Watts,VA,PF.Oil pressure,coolant temperature,RPM,DC volts, hourmeter.Generator set emergency protection shutdowns.Programmable for pre—alarmsand alarms.Automatic transfer switch control (mains failure).USB port;ECU communication via SAE J1939.BESTCOMSPIus,MODBUS communication via RS485 port,UL6200. Optional Equipment included in above pricing: -100A 3P 600V 250Vdc UL 489 circuit breaker,80 percent rated.Installed shunt trip for remote controlled tripping.Cu/AL lugs rated up to 600V AWG wire range 14-1/0.The wire is EPDM insulated,600V 150 degrees Celsius.A neutral to bonding conductor mounted on a standoff insulator. -Weather protective marine grade aluminum enclosure sound insulated;white powder extra coat;175 mph wind load certi?ed in compliance to ASCE 7-08 Florida Building Code.Control panel door access with locks.Designed with removable doors to ease the generator maintenance;All doors are hinged and keyed alike.Weather protective seals around all doors.Rear removable plate for the maintenance of the AC alternatorExternal drain ports for coolant and oil with brass ball shut-off valves and SS bulkhead plugs.All stainless-steel hardware.Estimated noise reduction :72 dBA @ 21.Exhaust compartment enhanced with noise reduction and heat dissipation insulation.Installed 88 Exhaust Flex with ceramic wrap,25dBA exhaust muffler and cast aluminum rain cap. -Aluminum subbase. -12Vdc 31 PMH series starting batteries installed on metal support,secured withj bolts and hold downs..Battery Charger 6 Amp,12 VDC,90-265A AC 50/60Hz 115 VAC,compact type,UL Listed. -Coolant block heater,1500W 120V 1Ph.100F degrees ON -120F degrees OFF.IP41 protection rating to IEC 529.Shut-off valves for easy maintenance..Low coolant level signal alarm switch,antifreeze,and radiator overflow bottle.Freezing protection to —34degrees Fahrenheit (-37 degrees Celsius)and boiling protection to 256 degrees Fahrenheit (129 degrees Celsius). -Factory tested at max.Amp rated load,transient load,block load,load rejection;voltage,frequency ?uctuation;under/over frequency;safety shutdowns for high coolant temperature and low oil pressure..Two (2)years or 1500 hours standard warranty. Sub Total,FOB our warehouse,Miami,Florida 52,129 Onsite Start-up and adjustments.Fuel by others.Inc. Delivery to Palm Beach County,Fl.Curbside Inc. Total 52,29 State &Local Tax as Applicable Estimated Shipping date from receipt of order:18-24 Weeks I—AII R06 Buc?nerCel.386-898-2718 ’Quote good for 15 days.50%Deposit required,25%Cancellation Fee.3.95%Credit Card fee "$100 daily storage fee after 10 days of completion notification, ‘Make checks payable to Tradewinds Power Corp. *Wire Transfers to Tradewinds Power Corp,Division of Southeast Power Group,F/B/OWells Fargo Bank,ABA 121000248 Account 4945741023. Extende d 55,991 -5,113 1,251 52,129 Inc. Inc. 5 ,2 Agenda Item #8.A. 09 Dec 2024 Page 48 of 162 ‘TRADEWINDSVIPOWERCORPan.1978 Prepared by:R06 Buc?nel’Cel.386— 893-2718 *Quote good for 15 days 50%Deposit required,25%Cancellation Fee.3.95%Credit Card fee ‘$100 daily storage fee after 10 days of completion noti?cation. 'Make checks payable to Tradewinds Power Corp. ‘Wire Transfers to Tradewinds Power Corp,Division of Southeast Power Group,FIB/0Wells Fargo Bank,ABA 121000248 Account 4945741023. CUSTOMER DISCOUNT‘-2. 090DAPFlorida17,370 TO: Amount Engines Pump Sets 5820 NW 8411:Avenue .Miami,Florida 33166 Tmsfgm?g‘ :Ph.305-592-9745 -800-223-3289 pm3 and Service www.c-adewindspowemom Generator Systems CITY OF ATLANTICBEACH ' 902 Assisi Lane,Jacksonville Fl.32233 O u OtatlO n Water Treatment Attn:Troy Stephens #TP54817ATSRB 904-247-5875 tstephens@coaab.us Monday,October 28,2024 We are pleased to offer this Quotation g detailed below _ Descri tion ,,Each‘Jitended Model TT600 Automatic Transfer Switch was Awarded to Tradewinds under 10,545 No.FSA23-EQU21.0 Spec.No.#496.October 1,2023 1T100-FS -Credit -Downgrade to 100A,277/480,3 Ph,60Hz,NEMA3R enclosure.-4,290 6,255 6,255 TTSWITCH-FS Net Cost Adder -Percentage to change from original proposal transfer switch to another manufacture to meet customer requirements 15%933 938 ASCO AutomaticTransfer Switch 300 Series,104A,3P,120/240,3PH,600V.NEMA3R enclosure type.Open Transition transfer loads;Open in-phase mechanism.3006 controller with programmable set points and plant exerciser. Enclosed Contact Power Switching Units: 100%Continuous Current Rating for use with all load types Suitable for Copper and Aluminum power cable connections High short circuit withstand ratings when used with upstream molded case circuit breaker Reliable Motor-Operated Transfer Mechanism: Fast Operation allows In-Phase Power Transfer Enclosed Power Contacts for safe operation and maintenance. Quality Assurance ISO 9001 Registered Manufacturing Facilities Complies with:NEMA &UL 50,UL 508,lEEE 062.41,037.901,FCC CFR 47 Part 15 Class B,lec En 61000 Electromagnetic Capability Safety Standards UL 1008 Listed Automatic Transfer Switch for use in standby systems. Control Features TSC-7320 microprocessor base controller with features specifically designed for Residential and Light commercial ATS applications.User programmable timers,Simple LED interface. Outputs for Automatic Load Shed &Remote Alarming kW Load Shed Control (Optional)Reduces costs by sizing your standby power system for prioritized loads. Wireless Remote Alarm messaging module (Optional) Universal Generator Interface kit option allows TS 910 to be applied to multiple types of generator sets utilizing 240v remote starting control systems. Transfer Switches for use in Emergency Systems CSA 022.2 No.178 Model TTGOOAutomatic Transfer Switch was Awarded to Tradewinds under 10,545 No.FSA23-EQU21.0 Spec.No.#496.October 1,2023 IT100-150-FS Credit -Downgrade for 100 -150A,1 Ph or 3 Ph,installation of transfer switch, mounted up to 15 ft away from main power source.Installationof generator power not to exceed 50 ft away.Obtain permit,pour pad,set and install generator.and transfer switch.Cost per amp.-1 0,355 manufacture to meet customer requirements 15%189 This value is deleted from the awarded switch to to determine the net cost per amp for the installation ($10545 -$10356 =$189) Total cost for install is determined by multiplying size of ATS x cost per AMP 104Ax 189 =19656 19.656[ Cost deduct due to site-specific advantages for the installation .”-7389 12,267 12,267 State 8.Local Tax as Applicable Estimated Shipping date from receipt of order: Agenda Item #8.A. 09 Dec 2024 Page 49 of 162 Ring Power°OLYMPIA : DEKICDATf—TE Your North and Central Florida Caterpillar Dealer ST.AUGUSTINE TALLAHASSEE OCALA ORLANDO TAMPA 500 World Commerce Prkwy 32000 Blue Star Hwy 6202 N US 301/441 9901 Ringhaver Dr.9797 Gibsonlon Dr St.Augustine,FL 32092 Midway.FL 32343 Ocala,FL 34475 Orlando,FL 32824 Riverview.FL 33569 904-737-7730 850-562-1622 352-732-4600 407-855-6195 813-671-3700 SALES SERVICE PARTS LEASING RENTALS QUOTATION /SALES AGREEMENT I SECURITY AGREEMENT DATE:8/5/2024 QUOTATION NO:BM2024_CSQ31387275 CUSTOMER NAME:City Of Atlantic Beach ESTIMATED SHIPPING LEAD TIME:(See Below) ADDRESS:800 Seminole Road SHIPPING VIA/FOB:Job Site ClTY/STATE/ZIP:Atlantic Beach,FL 32233 ESTIMATED SUBMITTAL LEADTIME:4 Weeks PHONE:tstephens@coab.us JOBSITE ADDRESS:TBD CITY/STATE/ZIP:Atlantic Beach,FL 32233 PROJECT NAME:50 kw LP Vapor LS TERMS:Full payment is due from the buyer within 10 days of deliveiy or pickup of the equipment. DESCRIPTION OF MATERIAL UNIT PRICE EXTENSION One (1)New Caterpillar LP Vapor Gas Engine Generator Set,50 kW,Rated Standby.120/240V,3 Phase,UL 2200,Equipped as Follows:.Generator Control Panel. Generator Breaker 150A Fixed Generator Breaker 150A Fixed (Used for load banking) Common Alarm Shutdown Relay Jacket Water Heater Permanent Magnet-Excitation Voltage Regulator Battery's 12V System. Battery Charger:10A Primary Fuel Filter with Integral Water Separator Air Filter Weatherproof Enclosure Aluminum -Vertically Hinged Doors.Stainless Steel Fasteners.Internally Mounted Critical Exhaust Silencing System.Fixed Intake Louvers.Fixed Air Exhaust Louvers Quotation Accepted By'Date:Tax No.: Customer:Salesman's Signature:gm m Brian Martinez,EPG Sales NE FL, TERMS This offer to sell is made subject to buyer’s acceptance within ten (10)days from this date (noted above). All quoted prices are subject to change without notice.Those in effect on the date of shipment shall prevail. Subject to credit approval. Used equipment is subject to prior sale. A 25%restocking fee will be assessed for all canceled orders or returned materials. No retainage to be withheld.Ring Power Systems is an equipment supplier and is not a sub-contractor.Our terms are Net 10 days. No sales tax is included. Buyer grants to seller a security interest in all equipment as described in this agreement until such time as payment is made in full in accordance with the terms and conditions of this agreement and in accord with the seller‘s credit application. -Ring Power requires a purchase order to secure this sales agreement. BDM Page 1 of 3 ts Agenda Item #8.A. 09 Dec 2024 Page 50 of 162 This quotation is valid for 10 days.Due to the fluctuating costs associated with key materials such as manufacturing parts components,steel,aluminum,and copper,Ring Power reserves the right to review quotation pricing at the time of order and again at time of equipment release.lf material costs increase by greater than 2%,Ring Power willupdate our quotation accordingly.We appreciate your understanding during this volatile time and look forward to partnering with you as we work through it together. 63 625.00 63 625.00 DESCRIPTION OF MATERIAL Automatic Transfer Switch One (1)New Asco Automatic Transfer Switch.240V 3 Pole 104 Amp 0 Nema 3R NON-Se Rated.Programmable Engine Exerciser.Enclosure Condensation Heater Installation Provide Electrical Installation,Includes wire,Pipe and Labor. Includes Mounting new ATS Includes wiring generator to ATS Offloading onto customer pad is included. Exclusions. No Generator mounting Pad (To be Provided by the owner) No LP Tank,(To be Provided by the owner) No Fuel Piping (To be Provided by the owner) Start-up (1)One Standard Start up with 1 hour 1.0PF load test. Submittals (1)One E copy Operation 8.Maintenance Manuals One (1)Set Operation and Maintenance Manual Warranty Two Year Standard Limited Warranty TOTAL NET COST FOR ABOVE Option 1 Service T&A Provide ?rst year Customer service to include Quali?ed technician to perform 52-point Technical Analysis Coolant sample,oil sample Drain engine crankcase oil &re?ll to proper capacity with Oil Change engine oil ?lter(s),Change fuel ?lter(s)utilizing Filters No Annual Load Test ls Included in this Promotion TOTAL NET COST FOR ABOVE Lead Times: The Generator has a current lead time of 30-32 weeks from date of order. Automatic Transfer switch lead time is currently showing 12—14weeks from time of order. NOTE: 1.FUEL IS NOT INCLUDED UNLESS NOTED IN THE QUOTE. 2.NO ELECTRICAL OR MECHANICAL INSTALLATION IS INCLUDED UNLESS QUOTED. FREIGHT TO THE JOBSITE IS INCLUDED.OFFLOADINGIS INCLUDED. THE ABOVE PROPOSAL IS BASED ON A NON-STOCK GENERATOR UNIT. NO SPECIFICATIONS WERE PROVIDED FOR THIS PROPOSAL. I”??? TO CHANGE ACCORDING TO FACTORY AVAILABILITY. ." WITHOUTNOTICE 8.Cancellation Fee:If,at any time,after release for production,Buyer repudiates, cancels or othenNise terminates this Order,Ring Power Corporation shall without waiving any rights or remedies allowed by law,collect from Buyer,and Buyer shall remit to Ring Power Corporation within 10 business days of repudiation, cancellation or termination,an amount equal to 25%of the total Purchase Price of this Order. 9.FDEP notices of delivery,permitting,and registration are not included.This is the responsibility of the owner.Application will be provided. 10.Electrical coordination study will be provided by others. 11.Under no circumstances does Ring Power accept any flow down provisions without specific written agreement between Ring Power and Buyer" 12.Only Factory Breaker Lugs Will Be Provided. BDM CURRENT PRODUCT LEAD TIME IS NOTED ABOVE IN WEEKS BUT IS SUBJECT IF A STOCK GENERATOR IS BEING QUOTED IT IS SUBJECT TO PRIOR SALE UNIT PRICE 1 721.00 EXTENSION 1 721.00 Page 2 of 3 Agenda Item #8.A. 09 Dec 2024 Page 51 of 162 13. 14. 15. 16. 17. DESCRIPTION OF MATERIAL All Ship loose items Are Installed By others. No Third-Party testing is Included. Ring Power will provide the above only after a successful submittal process Ring Power will not commission any material not provided by Ring Power. Notice to Buyer:The Seller shall not be responsible for any failure to perform,or delay in performance of,its obligations resulting from or associated with the COVlD-19 pandemic or any future epidemic,and the Buyer shall not be entitled to any damages including but not limited to liquidated,special,consequential,or punitive,resulting thereof.Furthermore,the Seller's product lead times are based upon the information provided to Seller from its suppliers at the time of quotation. The Buyer accepts that lead times for products can change and do so without notice and due to reasons,that are beyond any contrOl of the Seller.As such,the Seller shall not be responsible for any failure to perform,or delay in performance of,its obligations resulting from lead times that extend past those originally quoted, and Buyer shall not be entitled to any damages resulting thereof.“ Exceptions The customer is responsible for the LP gas line and connection to the generator. No Temporary generator is being provided. All landscaping removal and replacement is the responsibility of the owner or customer. Nothing other than what is on this quote willbe provided. UNIT PRICE EXTENSION Page 3 of 3 Agenda Item #8.A. 09 Dec 2024 Page 52 of 162 DavindCune em.m Iorida. Agreement Number:80212 Project Number:EMA—2022-BR—009-0006 FEDERALLY-FUNDEDSUBAWARD AND GRANT AGREEMENT 2 C.F.R.§200.1 states that a “subaward may be provided through any form of legal agreement, including an agreement that the pass-through entity considers a contract.” As de?ned by 2 C.F.R.§200.1,“pass-through entity”means "a non-Federal entity that provides a subaward to a subrecipient to carry out part of a Federal program." As de?ned by 2 C.F.R.§200.1,“Sub-Recipient”means "an entity,usually but not limited to non- Federal entities that receives a subaward from a pass-through entity to carry out part of a Federal program.” As de?ned by 2 C.F.R.§200.1,“Federal award"means “Federal ?nancial assistance that a non- Federal entity receives directly from a Federal awarding agency or indirectly from a pass-through entity.” As de?ned by 2 C.F.R.§200.1,"subaward“means “an award provided by a pass-through entity to a Sub-Recipient for the Sub-Recipient to carry out part of a Federal award received by the pass-through entity.” The following informationis provided pursuant to 2 C.F.R.§200.332: Sub-Recipient’s name:Cit of Atlantic Beach Sub-Recipient's unique entity identi?er (UEl/FEIN):W22NQX64HDF5 I 081944514 Federal Award identi?cationNumber (FAIN):EMA-2022-BR-009-0006 Federal Award Date:Februa 26,2024 Upon execution through date February Subaward Period of Performance Start and End Date:26,2027 Amount of Federal Funds Obligated by this Agreement:$75 520.00 Total Amount of Federal Funds Obligated to the Sub-Recipient by the pass-through entity to include this Agreement:$75 520.00 Total Amount of the Federal Award committed to the Sub- Recipient by the pass—throughentity $75,520.00 Federal award proiect description (see FFATA):Generator Name of Federal awarding agency:Federal Emer enc Mana ement A enc Name of pass-through entity:FL Division of Emer enc Mana ement Contact information for the pass-through entity: Catalog of Federal Domestic Assistance (CFDA)Number and 97.047 Building Resilient Infrastructure Name:and Communities Pro ram Whether the award is R&D:N/A Indirect cost rate for the Federal award:N/A ts Agenda Item #8.A. 09 Dec 2024 Page 53 of 162 Page 54 of 162 CITY OF ATLANTIC BEACH CITY COMMISSION STAFF REPORT AGENDA ITEM:Resolution No.24-59 authorizing the purchase of a replacement generator for the Palm Avenue Lift Station SUBMITTED BY:Troy Stephens,Public Utilities Director TODAY’S DATE:November 19,2024 MEETING DATE:December 9,2024 BACKGROUND:The Palm Avenue Lift Station generator stopped working March 2024,and is considered beyond repair due to age and availability of replacement parts for the 16—year-oldgenerator. The Palm Avenue lift station is currently using a portable backup generator,but requires a permanent generator be placed back into service. The city received 3 quotes from generator providers —Zabatt,Tradewinds and Ring Power.The lowest quote ($51,399.86)was not chosen due to the 48-week estimated delivery lead time.The next lowest quote was received from Tradewinds Power Corp.in the amount of $57,929,with the delivery lead time being 18-22 weeks.Quote includes installation of the 60kW generator,control panel,circuit breaker,weather protective enclosure and a 2-year,1500-hour warranty. BUDGET:The budget for this generator has been modi?ed by reallocating $7,929 from Public Utilities Account No‘410—5506-535-4600 into the Public Utilities Account 410-5506-535-6300 for Capital Project PU2506. RECOMMENDATION:Approve the quote from Tradewinds Power Corp.and authorize the City Manager to execute the agreement and associated purchase order. ATTACHMENTS: REVIEWED BY CITY MANAGER: 1.Resolution No.24-59 2.Quotesfor generator (3) ts Agenda Item #8.B. 09 Dec 2024 Page 55 of 162 I -:In A ....A .1 m 'I I ‘H I‘A .A I I ‘. -. I .F:x -u '- I u l ‘l‘I --. .,m II ....I .-.-h _| ~.11..I -' .|..._u..... I ...._II II .H I. .... I 1|.I ... ‘l.. _III“. I II . RESOLUTION NO.24-59 A RESOLUTION OF THE CITY OF ATLANTIC BEACH,FLORIDA, AUTHORIZING PURCHASE OF A REPLACEMENT GENERATOR AT THE PALM AVENUE LIFT STATION;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. WHEREAS,the Palm Avenue Lift Station generator is 16 years old,and has failed beyond repair;and WHEREAS,a backup portable generator is being used,but a permanent generator must be placed back into service at this location;and WHEREAS,the lowest quoted generator was $51,399.86,but the lead time for delivery was 48-50 weeks;and WHEREAS,the next lowest quote was $57,929,and the lead time was only 18-22 weeks; and WHEREAS,FY 2024-25 budget modi?cations have been submitted to reallocate $7,929 from account 410-5506-535-4600 into account 410-5506-535-6300;and WHEREAS,upon execution of the budget modi?cations,suf?cient funds will be available in the Public Utilities Fund for this purpose in Account No.410—5506-535-6300for Project PU2506. NOW THEREFORE,be it resolved by the City Commission of the City of Atlantic Beach as follows: Section 1.The City Commission hereby authorizes in the amount of $57,929 to purchase the replacement generator from Tradewinds Power Corp. Section 2.The City Commission hereby appropriates funds from City’s Public Utilities Fund for this purpose in Project PU2506. Section 3.The City Commission hereby authorizes the City Manager to execute contracts and purchase orders in accordance with and as necessary to effectuate the provisions of this Resolution; Section 4.This Resolution shall take effect immediately upon its passage and adoption. PASSED AND ADOPTED by the City of Atlantic Beach,this 9th day of December,2024. Page 1 of 2ResolutionNo.24— ts Agenda Item #8.B. 09 Dec 2024 Page 56 of 162 Attest: Donna L.Bartle,City Clerk Approved as to form and correctness: Curtis Ford,Mayor Page 2 of 2ResolutionNo.24-59 Jason R.Gabriel,City Attorney Agenda Item #8.B. 09 Dec 2024 Page 57 of 162 4612 HighwayAve Jacksonville,FL32254 wwwlabattcom (800)366— z A B AT T JACKSONVILLE I ORLANDO I TAMPA I SOUTH FLORIDA POWER SYSTEMS Page:1 Date:November 1,2024 Salesman:Jeff Burke -ZPS Customer:City of Atlantic Beach Project Name:Atlantic Bch-Palm Ave LS Quote #:80171985 *Quote expires 15 days from issue date Quantity 1 -Generac Industrial generator,consisting of the following features and accessories: C80N6 Stationary Emergency-Standby rated 80kW Rating 120/240 VAC three phase,60Hz LPG Permanent Magnet Excitation No Enclosure (OPEN unit) PowerCommand 2.3 Controller 250 amp 80%rated thermal magnetic MLCB,(wl std factory lugs) 10 Amp Battery Charger Battery,battery rack &cables Coolant Heater Flex Fuel Line Std set of 3 Manuals UL2200 EPA Certi?ed ONE LINK COMMERCIAL Remote monitoring system: -Email /text alerts for selected alarms -Cellular connectivity -Password protected Web Portal featuring real-time status and access to 1 week historical data -Remote start/stop capability -Includes parts,labor,programming,and training -1 Year warranty (from date of install) -1 Sim card (for cellular monitoring) —|ncludes 1 One year of cellular service (recurring fee thereafter) Note:Hardwired,Ethernet cable from customer network to equipment panel is not included Phone:904-3844505 -Email:sales@zabatt.com -Website:http://www.zabatt.com CBC1257077 EC1 3013144 WE ARE PLEASED TO OFFER THE FOLLOWING PROPOSAL FOR YOUR PROJECT CORPORATE OFFICE ts Agenda Item #8.B. 09 Dec 2024 Page 58 of 162 4612 HighwayAve Jacksonville,FL 32254 wwaabattcum (800)366-1323 Z A B AT T JACKSONVILLE [ORLANDO ]TAMPA I SOUTH FLORIDA POWER SYSTEMS MISCELLANEOU Page: Phone:904-3844505 -Email:sales@zabatt.com -Website:http://www.zabatt.com Supply and install new 80kW propane generator to replace the existing one. All work to be completed during normal business hours:Monday -Friday 83m —5pm.*Any alterations or deviations from the above speci?cations involving extra costs will be executed only upon written order,and will become an extra charge over and above the estimate;including and not limited to authority having jurisdictions changes and unforeseen violations. Engineering or utility company fees.Anything outside scope of work.Surveys not included and may be required by municipality for permiting.The following are not included:Permit,shroud,muffler wrapping,any concrete work or new wiring (will extend existing if necessary). On-Site Start Up and Testing 2 Hour Resistive Load Bank Test (Performed Onsite) Gaseous units are NOT ?eld convertible per EPA requirements FOB Origin,full freight allowed to ?rst destination Generator:Standard 2 Year Warranty (from date of performing start up) Fuel /LP Tank /Plumbing /Meter/Regulator Service &Maintenance Agreement Formal Training Distribution panel and circuit breakers Not AHCA Compliant $51,399.86 Plus Applicable Sales Tax Built in discount of 2.5%has been applied to quote for payments that are remitted as cash,check,EFT or wire transfer. 48 -50 Weeks Estimated Lead Time* *Does not include transit time.Lead time is estimated and subject to change. THE FOLLOWING IS NOT INCLUDE PRICE WARRAN 'Y INSTALLATION-SCOPE OF WORK EXCLUSIONS CORPORATEOFFICE Agenda Item #8.B. 09 Dec 2024 Page 59 of 162 4612 HighwayAve Jacksonville,FL 32254 www.2abatt.com (800)366-1323 z A B AT T JACKSONVILLE l ORLANDO i TAMPA {SOUTH FLORIDA POWER SYSTEMS DELIVERY,SHIPMENTS,&CLAIMS (to include Warranty) Page:3 CREDIT &PAYMENT TERMS Phone:904-3844505 -Email:sales@zabatt.com -Website:http://www.zabatt.com Any order or contract may be cancelled by the customer only upon the payment of reasonable charges and expenses incurred by Zabatt on or before the date of receipt by Zabatt of said notice of cancellation.Such reasonable charges and expenses may include.but are not limited to,any cancellation charges incurred by Zabatt for the cancellation and/or any liabilitiesfor orders or commitments for materials or services previously ordered by Zabatt in connection with the cancelled customer order or contract.No material or product may be cancelled or returned for credit without ?rst obtaining the written approval of,and at the sole discretion of,Zabatt.All shipping costs on returned material must be pre-paid by the customer.Accepted returns are subject to the charges,terms and requirements noti?ed in writing to the buyer (which may include,with no limitations or exceptions,a 15% restocking fee). All charges for work performed during the warranty period are the responsibility of the customer until approved by the appropriate warranty authority.Warranties are subject to the manufacturer’s guidelines.Even those warranty claims which are approved may not include 100%of the repairs or parts;the customer is responsible for charges excluded from warranty.Contingency payment arrangements must be made prior to any warranty work being performed.Batteries,oil.coolant,?lters and adjustments are not covered as part of warranty repairs and will be billed to the customer at appropriate rates. Price shall be in accordance with rates currently in effect at the time the quote is received and shall expire on the date described in said quote.Allquotes for services,parts,equipment,and labor will be issued in writing and have a system generated quote number.Verbal quotes are not valid and should not be accepted.A signed copy of the quote must on ?le before any work can be performed.Signature on said quote shall serve as the customer's acceptance Zabatt's billing guidelines and rates.Labor prices on quotes are good for a period of (30)thirty days from the date of issue unless othenNise speci?ed.Parts and equipment prices are subject to change and billed at the current price at the time of purchase unless othenivise speci?ed.All regular service calls and emergency calls within normal hours will be billed for a minimum of one hour of labor and ten miles of travel.All emergency after- hour calls will be billed for a minimum of four hours labor and ten miles of travel. Commercial customers who have not established a credit account with Zabatt must make payment arrangements before goods are delivered or a technician is dispatched.No credit terms will be extended to end-users.We cannot accept payment on site but must have a signed credit card authorization on ?le in order to perform any service work on new accounts.No work will be performed for,or product delivered to,customers who are on credit hold.This hold includes any emergency repairs and warranty work that may be required.Account must be paid in full or alternate means of payment must be coordinated and approved before work is performed or product is delivered.Service Rate De?nitions and Conditions are available as a separate document. PRICE &MINIMUM BILLING CHANGES,CANCELLATIONS &RETURNS CORPORATE OFFICE Agenda Item #8.B. 09 Dec 2024 Page 60 of 162 CORPORATE OFFICE 4612 HighwayAve Jacksonville,FL32254 www.23battcom (800)3664323 Z A B AT T JACKSONVILLE l ORLANDO ]TAMPA I SOUTH FLORIDA POWER SYSTEMS Signature of Zabatt Representative City of Atlantic Beach Jeff Burke —ZPS Authorized Signature jeff.burke@zabatt.com This agreement consists of.and is limited to,a quali?ed technician performing scheduled maintenance in accordance with the manufacturer's recommendations.Zabatt,Inc will not be held liable for damages to the equipment or property as a result of equipment failure caused by any of,but not limited to,the following circumstances:improper or unauthorized operation;normal wear and tear or damage due to overloading;vandalism, theft or acts of a third party;acts of nature;failure to perform services due to hazardous conditions and other causes beyond the control of Zabatt Inc. Signature and acceptance of this quotation agreement to comply with Zabatt's terms and conditions as attached Customer:City of Atlantic Beach Quote:80171985 I Date Issued:November 1,2024 Page:4 Phone:904-3844505 -Email:sales@zabatt.com -Website:http://wwwzabattcom Printed Name PO Reference Number Date Date AGREEMENT Agenda Item #8.B. 09 Dec 2024 Page 61 of 162 ‘TRADEWINDSVIPOWERCORPESL 1978 TO: Amount Engines Pump Sets Powex Units 5820 NW 84th Avenue -Miami,Florida 33166 Transfer Switches Ph.305-592-9745 I 800-223-3289 pans and Service www.tradewindspower.com Generator Systems CITY OF ATLANTICBEACH Q UOtation 902 Assisi Lane.Jacksonville Fl.32233 Water Treatment Attn:Trov Stephens #TP54817RB 904-247-5875 tstephens©coaab.us Monday,October 28,2024 M Descri tion Eadh Extende dModelBaseAwarded60kWTradewindsStationaryGeneratorSetunderFSA55,991 55,991 contract No.FSA23-EQU21.0,Spec #185.October 1,2023. TGBO-UL-VP-FS-Ugrade —Upgrade to a Propane 80kW UL 2200 listed generator package with EPA compliant engine,1800rpm;1 or 3 ph;300A breaker;NFPA 110 control panel;marine grade aluminum enclosure,sound attenuated,65 db.(A)@ 21 ft;aluminum subbase.Non-proprietary unit.7,741 7,741 80kW/100kVA Standby,73KW/91.25Kva Prime 120/240 Volts,60 Hz,Three Phase,0.8 P.F.Amp Load Capacity:241 Load Bank tested. GM 5.7LTCAC,Propane Vapor engine,8 cylinders in-V,turbocharged,aftercooled,1800 RPM; turbocharged;watercooled;12 VDC. AC alternator,4 Pole,brushless exciter,Single Bearing,insulation Class 'H'UL1446. TREG-01-FS -Net Cost Adder -Upgrade to supply and install BE2000 digital voltage regulator for 3 ph. sensing with PMG.1,366 1,366 Permanent Magnet (PMG)Excitation providing 300%short circuit support for ten seconds to support non- linear loads and start motors with minimal voltage dip.DR2400 voltage regulator.0.25 %voltage regulation,(EMI)and RFI ?ltering.CANBus communication Tradewinds Digital Control panel 2020 series,microprocessor-based controller,manual or remote start capability.Emergency stop push button.NEMA box customer interface panel for remote annunciator panel and shunt trip.Readings for low coolant and oil,fuel level indication and leak detection;Volts, Amps,Hz,Watts,VA,PF.Oil pressure,coolant temperature,RPM,DC volts,hourmeter.Generator set emergency protection shutdowns.Programmable for pre—alarms and alarms.Automatic transfer switch control (mains failure).USB port;ECU communication via SAE J1939.BESTCOMSPIus,MODBUS communication via RS485 port,UL6200. Optional Equipment included in above pricing: 350A 3P 600V 250Vdc UL 489 circuit breaker,80 percent rated.Installed shunt trip for remote controlled tripping.Cu/AL lugs rated up to 600V AWG wire range 14-1/0.The wire is EPDM insulated,600V 150 degrees Celsius.A neutral to bonding conductor mounted on a standoff insulator. Weather protective marine grade aluminum enclosure sound insulated;white powder extra coat;175 mph wind load certi?ed in compliance to ASCE 7-08 Florida Building Code.Control panel door access with locks.Designed with removable doors to ease the generator maintenance;All doors are hinged and keyed alike.Weather protective seals around all doors.Rear removable plate for the maintenance of the AC alternator.ExternaI drain ports for coolant and oil with brass ball shut-off valves and SS bulkhead plugs.All stainless-steel hardware.Estimated noise reduction :72 dBA @ 21 ft. Exhaust compartment enhanced with noise reduction and heat dissipation insulation.Installed SS Exhaust Flex with ceramic wrap,25dBA exhaust muffler and cast aluminum rain cap. 12Vdc 31PMH series starting batteries installed on metal support,secured with j bolts and hold downs. TZBCHNFPA-FS Net Cost Adder -Battery Charger MicroGenius 300 series;NFPA 110 regulatory compliance;2 alarms;selectable 12/10A,12/24 VDC output,90-265 VAC,50/60Hz;up to 93 percent ef?ciency.LCD display.1487 1487 Coolant block heater,1500W 120V 1Ph.1OOFdegrees ON -120F degrees OFF.IP41 protection rating to IEC 529.Shut-off valves for easy maintenance. Low coolant level signal alarm switch,antifreeze,and radiator over?ow bottle.Freezing protection to —34 degrees Fahrenheit (-37 degrees Celsius)and boiling protection to 256 degrees Fahrenheit (129 degrees Celsius). Two (2)120V receptacles,one GFI and one NGFI with clear cover,for battery charger and coolant block Factory tested at max.Amp rated load,transient load,block load,load rejection;voltage,frequency fluctuation;under/over frequency;safety shutdowns for high coolant temperature and low oil pressure. Two (2)years or 1500 hours standard warranty. Operators Manuals Onsite Start-up and adjustments,fuel not included. State &Local Tax as Applicable Estimated Shipping date from receipt of order:18 -22 Weeks CUSTOMER DISCOUNT -8,656 -8,656 DAP,Florida , Prepared by:R00 BuclinerCel.385-898-2718 ’Quote good for 15 days.50%Deposit required,25%Cancellation Fee.3.95%Credit Card fee ‘$100 daily storage fee after 10 days of completion notification, *Make checks payable to Tradewinds Power Corp. ‘wire Transfers to Tradewinds Power Corp,Division of Southeast Power Group,F/B/OWells Fargo Bank,ABA121000248 Account 4945741023. ts Agenda Item #8.B. 09 Dec 2024 Page 62 of 162 Power Systems DLYMPIANT” GENERATORS Ring Power“ Your North and Central Florida Caterpillar Dealer ST.AUGUSTINE TALLAHASSEE OCALA ORLANDO TAMPA 500 World Commerce Prkwy 32000 Blue Star Hwy 6202 N US 301/441 9901 Ringhaver Dr.9797 Gibsonton Dr St.Augustine,FL 32092 Midway,FL 32343 Ocala,FL 34475 Orlando,FL 32824 Riverview,FL 33569 904-737-7730 850-562-1 622 352-732-4600 407-855-6195 81 3-571 -3700 SALES SERVICE PARTS LEASING RENTALS QUOTATION l SALES AGREEMENT I SECURITY AGREEMENT DATE:10/23/2024 QUOTATION NO:BM2024_31422560WeII CUSTOMER NAME:City °TA"a”“°393°“ESTIMATED SHIPPING LEADTIME:16-18 weeks ADDRESS:902 ASSTSTLane SHIPPING VIA/FOB:RPC/Jobsite ClTY/STATE/ZIP:Atlantic Beach Fl 32233 ESTIMATED SUBMITTAL LEAD TIME.4 Weeks PHONE:904'247'5875 JOBSITE ADDRESS:460 Palm Ave CONTACT NAME:Dan Kammh ClTY/STATE/ZIP:Atlantic Beach Fl 32233 PROJECT NAME:Palm Ave LS Station TERMS:Full payment is due from the buyer within 10 days of delivery or pickup of the equipment. DESCRIPTION OF MATERIAL UNIT PRICE EXTENSION One (1)New Caterpillar G100 6.2L LP Vapor Engine Generator Set,89 Kw Rated Standby,120/240 Volt,3 Phase,Tier 3 Equipped as Follows: -Generator Control Panel —Shutdowns include Low Oil Pressure,High Coolant Temperature,Overspeed,Overcrank.UL2200 Listed Generator 0 Integrated Voltage Regulator.Qty.(1)400Amp UL 100%Rated Breaker w/Solid Neutral,LSI,Mold Case.Shunt Trip &Auxiliary Contact -Anti-Condensation Heater -Low Coolant Alarm Temp 69/80 F.Lead Acid Batte Quotation Accepted By:Date:Tax No.: Customer:Salesman's Signature:3m Brian Martinez —EPG Sales NE FL TERMS This offer to sell is made subject to buyer’s acceptance within ten (10)days from this date (noted above). All quoted prices are subject to change without notice.Those in effect on the date of shipment shall prevail. Subject to credit approval. Used equipment is subject to prior sale. A 25%restocking fee will be assessed for all canceled orders or returned materials. No retainage to be withheld.Ring Power Systems is an equipment supplier and is not a sub-contractor.Our terms are Net 10 days. No sales tax is included. Buyer grants to seller a security interest in all equipment as described in this agreement until such time as payment is made in full in accordance with the terms and conditions of this agreement and in accord with the seller’s credit application. -Ring Power requires a purchase order to secure this sales agreement. Quote No.BDM Page 1 of3 Agenda Item #8.B. 09 Dec 2024 Page 63 of 162 45 501.00 ($8,190.18) 37 310.82 $16,900.00 $2,100.00 $4,200.00 6 100.00 $29,300.00 ($1,465.00) 27 835.00 65 145.82 DESCRIPTION OF MATERIAL UNIT PRICE EXTENSIO N o 10 Amp Dual Rate Battery Charger 110VAC.Jacket Water Heater o 2 Year Caterpillar Standard Limited. TOTAL NET COST FOR ABOVE SOURCEWELL Discount —18%Off List Price Total List Price with SOURCEWELL Discount Sourced Good and Su ort Service SOURCEWELL Discount CAT Dealer Additions —Ail Receive 5%Off List Price er SOURCEWELL Electrical &Mechanical Removal &install —Time Material Offloading means crane or Lull. Freight Startu and Commissionin Total List Price for Above Sourced Goods and Service Items 5%Off List CAT Dealer Additions Total List Price with SOURCEWELL Discount TOTAL NET COST FOR ABOVE This quotation is valid for 10 days.Due to the fluctuating costs associated with key materials such as manufacturing parts components,steel,aluminum,and copper,Ring Power reserves the right to review quotation pricing at the time of order and again at time of equipment release.If material costs increase by greater than 2%,Ring Power will update our quotation accordingly.We appreciate your understanding during this volatile time and look forward to partnering with you as we work through it together. SOURCEWELL —Sourcewell Contract #120617 —CAT City of Atlantic Beach SOURCEWELL Contract Customer Number #67064 Turnkey Install Electrically and mechanically disconnect existing generator. Existing exhaust,and existing generator. Use current feeder pathways and wiring between existing ATS,generator Re-use Existing generator Pad Provide equipment and labor to of?oad and set new generator Reroute and replace exhaust were required. Electrically and mechanically reconnect new generator. Test generator with same day station transfer test. Transport Old generator to Ring Power for disposal. Exclusions: Energized Work,Payment bond Engineered Drawings or Review. Design or changes to the existing Electrical or mechanical Third party Commissioning agent or equipment Fire Protection Arc Flash study to existing facility Breaker coordination study to downstream existing breakers Breaker Testing Equipment speci?cation Portable generator Generator Sized based E mail Note:It is unknown if the current ATS is in working order as function was not witnessed by Ring Power at time of site visit. Generator being up sized as the Caterpillar 80 kw Gas product has a long lead time. Page 2 of 3BDM Agenda Item #8.B. 09 Dec 2024 Page 64 of 162 NOTES: 5"99°F?NS” 10. 11. 12. 13. DESCRIPTION OF MATERIAL NO DIESEL FUEL IS INCLUDED UNLESS QUOTED. FREIGHT TO THE JOB SITE IS INCLUDED,OFFLOADING IS INCLUDED. NO SPECIFICATIONS WERE GWEN FOR THIS UOTE. GENERAL EXCEPTION IS TAKEN TO ANY REQUIREMENT NOT PROVIDED AT THE TIME OF THIS PROPOSAL. CURRENT PRODUCT LEAD TIME IS NOTED ABOVE IN WEEKS BUT IS SUBJECT TO CHANGE ACCORDINGTO FACTORY AVAILABILITY. ALL STOCK GENERATORS ARE SUBJECT TO PRIOR SALE WITHOUT NOTICE. ALL WORK BY RPC TECHNICIANS WILL BE PERFORMED DURING NORMAL WORKING HOURS.MONDAY-FRIDAY7:30AM TO 4:00PM FDEP 8:EPA NOTICES OF DELIVERY,PERMITTING,AND REGISTRATION ARE NOT INCLUDED.THIS IS THE RESPONSIBILITY OF THE INSTALLING CONTRACTOR ANDIOR OWNER. ALL STARTJJP AND TESTING INCLUDED IN THIS PROPOSAL WILL BE PERFORMED BY RING POWER TECHNICIANS.ANY REQUIRED THIRD-PARTY TESTING SHALL BE PROVIDED BY OTHERS. Under no circumstances does Ring Power accept any flow down provisions without speci?c written agreement between Ring Power and Buyer”. "The Seller shall not be responsible for any failure to perform,or delay in performance of,its obligations resulting from the COVlD-19 pandemic or any future epidemic,and Buyer shall not be entitled to any damages resulting thereof." "The Seller has provided product lead times based upon the information provided to Seller from its suppliers at the time of quotation.The Buyer accepts that lead times for products can change without notice and due to reasons,that are beyond any control of the Seller.As such,the Seller shall not be responsible for any failure to perform,or delay in performance of,its obligations resulting from lead times that extend past those originally quoted,and Buyer shall not be entitled to any damages resulting thereof CREDIT TERMS TO BE DETERMINEDAT THE TIME OF ORDER. a.95%Due at time of equipment delivery b.5%Due at completion of startup and commissioning Nothin other what is on this uote willbe rovided UNIT PRICE EXTENSION Page 3 of 3BD Agenda Item #8.B. 09 Dec 2024 Page 65 of 162 Page 66 of 162 Agenda Item #8.C. 09 Dec 2024 Page 67 of 162 Agenda Item #8.C. 09 Dec 2024 Page 68 of 162 Agenda Item #8.C. 09 Dec 2024 Page 69 of 162 Agenda Item #8.C. 09 Dec 2024 Page 70 of 162 Agenda Item #8.C. 09 Dec 2024 Page 71 of 162 Agenda Item #8.C. 09 Dec 2024 Page 72 of 162 Agenda Item #8.C. 09 Dec 2024 Page 73 of 162 Agenda Item #8.C. 09 Dec 2024 Page 74 of 162 Agenda Item #8.C. 09 Dec 2024 Page 75 of 162 Page 76 of 162 AGENDA ITEM: SUBMITTED BY: CITY OF ATLANTIC BEACH CITY COMMISSION MEETING STAFF REPORT Ordinance No.20-24—176 AN ORDINANCE AMENDING THE OPERATING BUDGET FOR THE CITY OF ATLANTIC BEACH,FLORIDA FOR FISCAL YEAR BEGINNING OCTOBER 1,2024,AND ENDING SEPTEMBER 30,2025,AND PROVIDING AN EFFECTIVE DATE. Brittany Percell,Director of Finance TODAY’S DATE:November 26,2024 MEETING DATE:December 9,2024 BACKGROUND:The budgets of two funds need to be amended as outlined below. General Fund In July 2023,the City of Atlantic Beach entered into an agreement with Boys and Girls Clubs of Northeast Florida (BGCNF)to operate afterschool and summer programming at Gail Baker Community Center and Jordan Park Community Center.The Boys and Girls Clubs of Northeast Florida was established 60 years ago as a 501(c)(3)organization to provide after-school and summer programs to underserved children and youth in neighborhoods of need.By all accounts,from programming to enrollment numbers,the City’s partnership with BGCNF is off to a very successful start. As part of the City’s agreement with BGCNF,the City agreed to allocate up to $100,000 for interior improvements to Gail Baker Community Center and Jordan Park Community Center.This money will be donated as a grant to BGCNF,which is required to match the City ?mding.Flamed improvements at the Gail Baker Center include,but are not limited to,a new interior classroom;new interior doors;carpet; painting;new ADA bathroom ?xtures;new LED lighting;and new kitchen counters.Planned improvements at Jordan Park Community Center include,but are not limited to,new wall designs;new interior windows and doors;new ?ooring;painting;new ADA bathroom ?xtures;and new LED lighting. The City will issue building permits for all improvements and will work with BGCNF to ensure the project is carried out as anticipated. Utili Fund There was an unexpected well failure this past September.In October the City’s well contractor, Complete Services,pulled the 120’pump from the well casing.The casing was televised which showed no abnormality.The City has received a quote to replace the old pump.In anticipation of associated costs,such as electrical,$60,000 is the expected total repair cost. Agenda Item #9.A. 09 Dec 2024 Page 77 of 162 BUDGET:$160,000 RECOMMENDATION:Approve Ordinance No.20-24-176 ATTACHMENT(S):Ordinance No.20-24-176 Boys and Girls Club Agreement Quotesfor Improvements Quotefor Well Replacement REVIEWED BY CITY MANAGER. Agenda Item #9.A. 09 Dec 2024 Page 78 of 162 -‘.|| ‘l a ; =H I ' II M. v.n m IL .I «r. ...-I _ Expenditures: Aids To Private Organizations Total Expenses:$100900 ORDINANCE NO.20-24-176 AN ORDINANCE AMENDING THE OPERATING BUDGET FOR THE CITY OF ATLANTIC BEACH,FLORIDA FOR THE FISCAL YEAR BEGINNING OCTOBER 1,2024 AND ENDING SEPTEMBER 30,2025,AND PROVIDING AN EFFECTIVE DATE. WHEREAS,the City Charter of the City of Atlantic Beach requires that the City Commission approve all budgetary increases and transfers at the fund level;and WHEREAS,the nature of budgetary systems and those day-to-day decisions affecting such budgetary systems require adjustments from time—to-time,and WHEREAS,the City desires now to amend the current operating budget ?lnds totaling $100,000 in the General Fund and $60,000 in the Water Fund for various expenditures. NOW,THEREFORE,BE IT ENACTED BY THE CITY COMMISSION ON BEHALF OF THE PEOPLE OF THE CITY OF ATLANTIC BEACH,FLORIDA that: SECTION 1.The Fiscal Year 2024/2025 Operating Budget is hereby amended as follows: Total Expenses:§60: Expenditures: Infrastructure FUND Fund Balance: SECTION 2.This ordinance shall take effect immediately upon adoption Ordinance No.20—24—176 Page 1 of 2 $60,000; GENERAL FUND Fund Balance:g§10020001 Agenda Item #9.A. 09 Dec 2024 Page 79 of 162 PASSED by the City Commission on ?rst reading on the 25th day of November,2024. PASSED AND ADOPTED by the City Commission on second and ?nal reading on the 9th day of December,2024. Jason Gabriel City Attorney Approved as to form and correctness: Ordinance No.20-24—Page 2 of 2 ATTEST: Donna L.Battle City Clerk Curtis Ford Mayor Agenda Item #9.A. 09 Dec 2024 Page 80 of 162 :. U: RESOLUTION 23-23 EXHIBIT A CONTRACT BETWEEN THE CITY OF ATLANTIC BEACH AND BOYS’&GIRLS’CLUBS OF NORTHEAST FLORIDA,INC. FOR PROGRAWING MANAGEMENT OF GAIL BAKER COhIMUNITY CENTER AND JORDAN PARK COMJVIUNITYCENTER THIS CONTRACTfor programmingmanagement of GAIL BAKER COMMUNITY CENTER AND JORDAN PARK COMMUNITY CENTER is made and entered into this _day of _W‘__, 2023,(the “Effective Date”),by and between the CITY OF ATLANTIC BEACH,a consolidated municipal corporation and political subdivision existing under the Constitution and laws of the State of Florida,whose address is 1200 Sandpiper Ln,AtlanticBeach ,Florida 32233 (hereinafter the “City”),and BOYS’&GIRLS’CLUBS 0F NORTHEAST FLORIDA,INC.,3 Florida not for pro?t corporation whose address is 10 South Newnan Street,Jacksonville,Florida 32202 (hereina?er “Contractor”). WITNESSETH: IN CONSIDERATION of the premises and the mutual covenants contained below,and of other good and valuable consideration acknowledged by the parties to be suf?cient,the parties agree as follows: 1.Performance of Services.The Contractor shall provide alter-school,summer programmingand related events (“Services”)at the Gail Baker Community Center located at 2072 George St,Atlantic Beach FL,32233 and at the Jordan Park Community Center located at 167]Francis Ave, Atlantic Beach FL,32233.The Services will be performed by Contractor as speci?ed herein,and the attachedExhibitA and 1;;an which are both incorporatedherein by reference. 2.Annual Fee.Contractor shallpay City an annual fee of $1.00 for use of the City-owned properties for the Services and any of its relatedprograms and activities. 3.Maximum Indebtedness.N/A 4.Term and TerminationRight.The term of this Contract shall commenceon E?'ective Date,and shall continue for four (4)years through July 3 1st,2027,unless sooner terminated by eitherparty in accordancewith the terms of this Contract.This Contract may be renewed for two (2)additionalfour (4)year periods upon the mutual agreement of the parties in writing.This Contract shall be subjectto the following termination rights by the City: (a)This Contract may be terminated for any reason whatsoever by the City,upon no lessthan a thirty (30)calendar day notice,unless a lesser time is mutually agreed to by both parties. (13)This Contract may be terminatedby the City if the Contractor fails to provide the Services set forth in this Contract or fails to perform,violates or otherwisebreaches any of the other provisions of this Contract and in such event the City shall provide the Contractor notice of such violation,breach or failure which the Contractor shall be given ?ve (5)business days to correct.If the matter has not been corrected in such time period the City in its discretion may terminate this Contract with no less thantwenty- four (24)hours written notice to Contractor. 51191816 V2 Agenda Item #9.A. 09 Dec 2024 Page 81 of 162 M .1 5 ‘ .—. m n m; I ¥ ;I I.. Jlr l.-.. H . .—2 .—am ”I rum. ‘w _‘.._.._... v, 5.Contract Documents.This Contract consistsof the following documents,which are hereby incorporated as if fully set forth herein and the parties hereto agree to the terms,provisions,obligations, bene?ts and burdens set forth in each: 0 This Contract,as modi?ed by any subsequent"signedamendments -Exhibit A entitled BGCNFCOAB Partnership Agreement 0 Exhibit B titled Additional Provisions 6.Notices.All notices under this Contract shall be in writing and shall be deliveredby certi?ed mail,return receipt requested,or by other delivery with receipt to the following: As to the City: Kevin Hogencamp Deputy,City Manager 800 SeminoleRoad Atlantic Beach ,Florida 32233 As to the Contractor: Paul Martinez Boys’&Girls’Clubs of Northeast Florida,Inc. 555 West 25‘'1Street Jacksonville,Florida 32206 7.Agreement Managers.Each party will designate a Contract Manager during the term of this Contract whose responsibilityshall be to oversee the party's performanceof its duties and obligationspursuant to the terms of this Contract.As of the Effective Date,City’s Contract Manager is Kevin Hogencamp (khogencamp@coab.us),and Contractor’s Contract Manager is Paul Martinez(paulm@bcgnf.org.Eachparty shall provide prompt written notice to the other party of any changes to the party‘sContract Manager or his or her contact information;provided,such changes shall not be deemed Contract amendments and may be providedvia email. 8.Entire Agreement.This Contract constitutesthe entire agreement between the partieshereto for the Services to be performed and fumished by Contractor.No statement,representation,writing, understanding,agreement,course of action,or course of conduct made by either party or any representativeof either party which is not expressedherein shall be binding.Contractor may not unilaterallymodify theterms of this Contract by af?xing additional terms to materials delivered to City (e.g.,“shrink wrap”terms accompanying or af?xed to a deliverable)or by including such terms on a purchase order or payment document.Contractor acknowledges that it is entering intothis Contract for its own purposes and not for the bene?t orany third party. 9.Amendments.All changes to,additionsto,modi?cations of,or amendmentsto thisContract or any of the terms,provisions,and conditions hereof shall be binding only when in writing and signedby the authorized officer,agent,or representativeof each of the parties hereto. 51191916 V2 Agenda Item #9.A. 09 Dec 2024 Page 82 of 162 91»Jim '5 IKE:(a?z:r:4 rjj’ {:1 1-H»;at. 4:)<'.x 1—5.411.5.}!a MA 10.Counterparts.This Contractand all amendments hereto may be executed in several counterparts,eachof which shall be deemedanoriginal,and all of such counterparts together shall constitute one and the same instrument. IN WITNESS WHEREOF,the respective partieshereto have executed thisContractfor thepurpose sexpressedhereine?‘ective the day and year ?rst above written. WITNESS CITY OF ATLANTIC BEACH Print QWML{315-er PCWQM0 Pin-€95:CEO Form Approved :f: n "s(15" "‘1 General By:_. Print Namg:_.., Title:' WITNESS BOYS’&GIRLS’CLUBS OF NORTHEAST FLORIDA,INC. 51191315 V2 Print Name: Counse l‘. x- Agenda Item #9.A. 09 Dec 2024 Page 83 of 162 BOYS 81 GIRLS CLUBS OF NORTHEASTFLORIDA "Exhibit A" Boys &GirlsClubs of Northeast Florida,Inc.(the ”Club")and City of Atlantic Beach, Florida (”COAB”or "City”)Contract for Gail Baker and Jordan Park Community Centers: 0 The Club wishes to be the sole provider of after school and summer programing and related events at the Gail Baker Community Center located at 2072 George St,Atlantic Beach FL,32233 and Jordan Park Community Center located at 1671 Francis Ave,Atlantic Beach FL,32233 ( individually”Center”and collectively the ”Centers”). 0 The Club will provide After-School Programs that will serve youth ages 5-18 from 2:30pm-7pm M-F and such programs will run consistent and congruent with the academic year that is required by the Duval County Public Schools (DCPS)Calendar. 0 The Clubwill host a Summer Camp for 6 Weeks M-F 83m to 5pm during a set of dates that is approved by the City in writing,in its sole discretion. 0 The Clubshall provide Full Time staff at the Centers from 103m-7pm M-Fand shall be granted access to the Centers at other times as approved by the City in writing,in its sole discretion. 0 The Clubwill be granted the use (by the City)of a City vehicle for transporting youth (if available)and will provide all required Certificatels)of insurance for use of said vehicle(s),in coverage amounts and from qualified insurers as approved by the City in writing,in its sole discretion. 0 The Club shall have access to each Center and shall have priority use of the interior building as to protect their assets.The Club acknowledges that such access is not exclusive and such spaces will be shared with the City. Accordingly,the City shall have no liability whatsoever,and makes no representations,guarantees or warranties as to the protection of the Club’ sassets. 0 The Clubshall provide a Certificate of Insurance to the City evidencing proof of insurance for coverage amounts and subject to the requirements set forth in Exhibit B attached to this Contract,or as otherwise as approved by the City in writing,in its sole discretion. 5119131!U! Agenda Item #9.A. 09 Dec 2024 Page 84 of 162 m During Club program hours the Clubshall have priority use of the playground, basketball,and field space with exception given to any current athletic association as long as they provide a monthly schedule,and with express exception to the City for any of its needs. The Club desires to make cosmetic improvements to the interior of the Centers which shall be subject to the City's written approval and any required federal,state or local permits or approvals that may be applicable.The City will in good faith provide matching funding up to $100,000.00 in total subject to timelines,processes,requirements and approvals as authorized by the City. The Club Desires to have naming rights of the Centers based on Donor desires of which will include the phraise "...Boys &Girls Club at Gail Baker Community Center/JordanPark”subject to the City's approval in writing, within 30 days of the request,in its sole discretion. The Club Desires to have branding and signage outside of the building and by the road compliant with all applicable COAB codes,laws,policies or requirements of which COABshall have final approval prior to placement. COAB shall be responsible for providing all water,sewer,wastewater and electric utilities and trash pick-up to the sites.COAB shall additionally be responsible for any building repairs necessary to include but not limited to HVAC,Roof,appliances etc,that aren’t caused by the Club and its members and to maintain the lawn,irrigation,and landscaping. The Club shall ensure all staff and volunteers complete DCF level 2 Background Screenings prior to working with the youth and participants in its programs.The Club shall comply with all applica ble.federal,state and loca llaws. 51191813v7 Agenda Item #9.A. 09 Dec 2024 Page 85 of 162 vI "Exhibit 3” Additional Provisions Provision of Services.Contractor shall provide City with all of the services and deliverables described in the Contract and any exhibits thereto (collectively,the ”Services”).If any services,functions or responsibilities are not speci?cally described in the Contract many of its exhibits,but are necessary for the proper performance and provision of the Services,they shall be deemed to be implied by and included within the scope of the Services to the same extent and in the same manner as if speci?cally described herein. No Subcontractin .Contractor will not subcontract any of the Services under this Contract unless such subcontract is approved by the City in writing in its sole discretion. Com liance with A licable laws.Contractor (and if applicable any subcontractors, representatives or agents)must comply with all applicable federal,state and local laws, rules and regulations as the same exist and as may be amended from time to time, including,but not limited to:Chapter 119,Florida Statutes (the Florida Public Records Law);Section 286.011,FloridaStatutes (the FloridaSunshine Law);City of Atlantic Beach City Charter,Ordinance Code and any of its policies or regulations;All licensing and certi?cation requirements applicable to performing the Services. Governln State Law Severabllit Venue Waiver of Ju Trial.The rights,obligations and remedies of the parties as speci?ed under the Contract shall be interpreted and governed in all aspects by the laws of the State of Florida.Should any provision of the Contract be determined by the courts to be illegal,unenforceable or in conflict with any applicable law,the validity of the remaining provisions shall not be impaired.Venue for litigation of the Contract shall be exclusively in courts of competent jurisdiction located in Jacksonville,Duval County,Florida.The parties waive any and all rights to a jury trial with respect to disputes arising under the Contract. lndemnities.The Contractor,and without limitation,its of?cers,directors,employees, members,partners,agents,af?liates,sub-consultants,contractors,subcontractors and representatives,(individually or collectively referred to as the "Indemnifying Parties"), shall hold harmless,indemnify,and defend the City of Atlantic Beach (”City”),including without limitation,its of?cers,directors,members,representatives,af?liates,agents and employees,successors and assigns (individually or collectively referred to as the "Indemni?ed Parties”)and shall reimburse the Indemni?ed Parties from and against: A.General Tort Liability,including without limitation any and all claims,suits,demands, judgments,losses,costs,?nes,penalties,damages,liabilities and expenses (including all costs for investigation and defense thereof including,but not limited to,court costs, reasonable expert witness fees and attorney fees)which may be incurred by,charged to or recovered from any of the foregoing,(a)arising directly or indirectly out of any of the 51I9|957 v2 Agenda Item #9.A. 09 Dec 2024 Page 86 of 162 I) ‘n _.|_ _II I II 'I I I s. I-. ': I ‘l-I.. .-=I II II I . —I 2 I . v I_ .‘II'= I 'I: l . I I_‘I _.II I .I II ' —I I I .I . I II I II a ..II I l‘I u ._ I 1 I 5‘ .:I _II Indemnifying Parties'operations,work or services performed in connection with this Contract including,but not limited to,any and all claims for damages as a result of the injury to or death of any person or persons,or damage to or destruction of any property which arises as a result of any negligent act or omission on the part of the Indemnifyin gParties,regardless of where the damage,injury or death occurred,or (b)arising out of the failure of the Indemnifying Parties to keep,observe or perform any obligations under this Contract or in any other document or instrument delivered by the Indemnifying Parties,pursuant to this Contract);and B.Violationof Laws Liability,including without limitation,any and all claims,suits, demands,judgments,losses,costs ?nes,penalties,damages,liabilities and expenses [including all costs for Investigation and defense thereof including,but not limited to, court costs,reasonable expert witness fees and attorney fees]arising from,allegedly arising from or based upon the violation of any federal,state,or municipal laws, statutes,ordinances,resolutions,rules or regulations,by the Indemnifying Parties or those under their control;and C.Liability from Breach of Representations,Warranties and Obligations,includin gwithoutlimitationanyandallclaims,suits,demands,judgments,losses,costs,?nes, penalties,damages,liabilities and expenses (including all costs for investigation and defense thereof including,but not limited to,court costs,reasonable expert witness fees and attorney fees)which may be incurred by,charged to or recovered from any of the foregoing,arising directly or indirectly out of (a)any breach of any representation or warranty made by any of the Indemnifying Parties in connection with this Contract or in any certi?cate,document,writing or other instrument delivered by any of the Indemnifying Parties pursuant to this Contract or (b)any breach of any covenant or obligation of any of the Indemnifying Parties set forth in this Contract or any other certi?cate,document,writing or other instrument delivered by any of the indemnifying Parties pursuant to this Contract. The indemni?cations Section Article VI,is separate and apart from,and is in no way limited by,any insurance provided pursuant to this Contract or otherwise.This provision of indemni?cation shall survive the term of this Contract,and any holdover and/ orContractextensionsthereto,whether such term expires naturally by the passage of time or is earlier terminated pursuant to the provisions of this Contract. Protection of Persons and Property. A.The Contractor must be responsible for initiating,maintaining and supervising all safety precautions and programs in connection with its Services or performance of its operations under this Contract. Sll9l957 v2 Agenda Item #9.A. 09 Dec 2024 Page 87 of 162 B.The Contractor must comply with all applicable safety laws,ordinances,rules, regulations,standards and lawful orders bearing on the safety of persons or property or their protection from damage,injury or loss.lndemnities. Insurance Re uirements.The Contractor shall procure and maintain at all times,at Contractor's sole expense;insurance of the types,coverages,and amounts not less than stated below: Limits Commercial General Liability $1,000,000 EachOccurrence (Including Premises Operations and Blanket Contractual Liability)$1,000,000 Products &Completed Ops Aggregate $1,000,000 Personal injury and Advertising $2,000,000 General Aggregate (The City of Atlantic Beach’smembers,of?cials,of?cers,employees and agents,shall be named as additional insureds under all of the above Commercial General Liabilit ycoverage). In the event the use of motor vehicles is an integral part of the special event (unless a separate ordinance is speci?cally applicable to the automobiles): Automobile Liability (all automobiles-owned,hired or non-owned)$1,000,000 Combine dSingleLimit in the event the Contractor hires employees or is otherwise required to carry workers' compensation insurance,the Contractor will provide evidence of workers' compensation insurance or exemption as required by Florida Workers Compensation Law as de?ned in Chapter 440,Florida Statutes.Contractor will assume responsibility for Contractor's discretion in con?rming that all of the Contractor's contractors or subcontractors engaged in work for the special event have the appropriate workers 'compensation coverage.Such evidence will include evidence of workers'compensation benefits and employer's liability insurance for the following minimum limits of coverage: Workers Compensation Including coverage for any appropriate Federal Acts {e.g.Longshore and Harbor Workers Compensation Act,33 USC §§901-952,and the Jones Act,46 USC §§688 et seq.)where activities include liability exposures for events or occurrences covered by Federal statutes. Florida Statutory Coverage 51191957 ? Schedule Agenda Item #9.A. 09 Dec 2024 Page 88 of 162 IIIII I Ir- an u I 0 |I I : II ' 1'-II I (I II I V I II II .. "I I .II I I _. __I II III I Employer's Liability $100,000 Each Accident $500,000 Disease Policy Limit $100,000 Each Employee/Disease In the event that any services or activities of a professional nature are provided,and the City determines that coverageis necessary: ProfessionalLiability(Errors and Omissions)$1,000,000 Each Occurrence/Claim in the event that children will be supervised in connection with the event and the City determines that coverage is necessary: SexualMolestation Liability $1,000,000 EachOccurrence/Claim Participants -The Contractor shall assume all responsibility for Contractor's discretion in obtaining,if any,insurance from any contributing participants and subcontractors (such as caterers,vendors,production companies,sponsors)in the types and amounts necessary to adequately protect the City and the City's members,of?cials,of?cers, employees and agents. Primary and Non-Contributory -The Contractor's insurance will apply on a primary basi sandwillnotrequirecontributionfromanyin5uranceorself-insurance maintained by the City. Deductibles -The deductibles of the insurance policies applicable here shall be deemed customary and the responsibility of the Contractor. Additional Insured -The Contractor's insurance,except workers'compensation and any additional coverages where it is unavailable,will name the City of Atlantic Beach and City's members,of?cial,officers,employees and agents,as additional insureds under all insurance coverages required for the special event. Reporting Provision -The Contractor's insurance shall be provided on an occurrence form.In the event that coverage is only available on a claims made form,the Contractor shall agree to maintain an extended reporting coverage for a minimum of two years past the expiration of the annual policy term. Duration Notwithstanding anything to the contrary,the Contractor's liabiliti esintendedtobecoveredbytheinsurancecoveragels)required under this section shal 51191957 v2 Agenda Item #9.A. 09 Dec 2024 Page 89 of 162 s : ._ survive and not be terminated,reduced or otherwise limited by any expiration or termination of particular policies for insurance coverages. Sovereign Entities .State and federal agencies eligible for sovereign immunity maysubmitastatementofself-insurancefor liability as allowed by theapplicable state orfederalstatute.Such statement will be acceptable in place of insurance requirements defined herein. Financial Responsibility -Contractor shall obtain insurance by an insurer holding a current certificate of authority pursuant to Chapter 624,FloridaStatutes,or a compa nythatisdeclaredasanapprovedSurplusLinescarrierunderChapter626,FloridaStatutes.Such insurance shall be written by an insurer with an AM.Best Rating of A-Vllorbetter.Contractor must maintain continuation of the required insurance throughout the special event,which includes load-in,setup,tear down,and load-out. Evidence of Financial Responsibility-Contractor must provide a certificate of insurance to the City,demonstrating the maintenance of the required insurance including theadditionalinsuredendorsement,no later than 10 days after the conditional approval. Upon written request,the Contractor shall make its insurance policies andendorsementsavailabletotheCity.The City shall approve the Contractor's insuranceifitcomplieswiththissection’s requirements,including,if any,additional insurancecoveragesdeemednecessarybytheCity.No material alteration or cancellation, including expiration and non-renewal of Contractor's insurance,shall be effective until30daysafterreceiptofwrittennoticebytheCityfromtheContractororthe Contractor's insurance company. Discretionary Authority —Depending upon the nature of any aspect of any event and its accompanying exposures and liabilities,the City may,at its sole option,requireadditionalinsurancecoveragesnotlistedabove,in amounts responsive to thoseliabilities,which may or may not require that the City also be named as an additionalinsured. 5l19i957v2 Agenda Item #9.A. 09 Dec 2024 Page 90 of 162 1's muqunis?IH')_, h m.«m 13“..“ Note to Evaluators: HT]Al MM 1.933;,1331 RTRACTR NLN K TL I ("CL-u: Since our response includes various charts,BGCNF Included a PDF electronic copy of ”ww— section in the USB Drive just in case our Word Document versions are not compatible.“mm““"9“5"“ ATTACHMENT A -RESPONSE Afterecllooland Summer Programming Elemendary through High School A COPY OF THIS AND OT HE FORMS TO BE COWLEI'ED MUST BE [DWNLOADED FROM KHA'S WEBSITE AT:2'1:7,".3''f-7.:11'iZ-3ii'TZII-1LIL-..Z‘7-;T373“v ALL RESPONSES MUST BE TYPED BELOW EACH QUESTION.HANDWRITTENRESPONSES WILL NOT BE CONSIDERED AND MAY BE GROUNDS FOR REJECTION. CONTRACTORJEWIIQN Conumugu Name:Bo s &Girls Clubs of Northeast Florida Contractor Legal Name must match Contractor‘s name a listed on the Florida Department of State Division of Co on website:'"",. Main Administrative Street Address:10 South Newnan Street -2nd Floor (3 a:State:Jadisonvllle,FL zt Code:32202 Federal Identi?cation Nmnben Pod?on Name Title Email Phone It Of?cer we Paul Martinez presidents.cso PaulMQBGCNFarg mum W‘Md“Bob Tedeschi a"?“"3““BobTQJBGCNFmrg sol-9mm Response Contact Wyatt Parlette VPof Operations WyattPQBGmFmrg WIS-I100 me Is Contractor a tax-exempt organization under Section 501(c)(3)of the Internal Revenue Code? i “a Na (submit .a$991 of the determination le?eror 03Memf 9flarceny.) --——-—_.,_____.___..._..__..l- Is Contractor registered as a nonprofit entity under the laws of the State of Florida (must lave an "Active” newt!!!$8.31:PePtq??tslit?'?z 1'35;M lee.:Nq ....___-_____.._ Is Contractor'sfile date on Sunbiz prior to Januarth,2022?.X ~Yes _No (submit a copy of Contractor's ég?eézgssl_m.,.. Has the Contractor (not just individuals employed by the Contractor)operated anAfterschoolfSummerprogram forxatleast_'l year (s)that served at least 20youth?Operationmuethaveoccurred in 2022,2021,or2020. Yes No af?x-...._—.—...i If Contractor answered—?etoany of-Erequg?mmve,Connector—i;noteligibleto apply.Please do not continue with this a lica?on as Contractor will be d ualified u recei t. I do hereby Certifythat all facts,figures.and repmtationsmade in this applicationale true and meet.Woman applicable statutes.oerm,conditione regulations,and procedures for prayer"mmpllam and than]control,includingbumol limitedh,chm contained in the RH’will be implemented to ensure proper mnmtubility of contracts l certify that the funds requested In this applicationwill notaupplaut (and:lhalwould otherwise banned Eurthe purpomsel forth in this prelude)and are a truees?mateol theamount needed to operate the proposed program The ?llngof this applicationhanbem authorised by the Contractu'and]love ham duly authorioed to weatherepresenta?ve oftheControclor lnconneclionwith disapplirstim.I also agreeto iollaw all'l‘enns and Condi?onsofine RFPandContract,and applinhle federaland slateatamtea.Further.Imidewand dutitiatha mapons?rilityof the penal ?gning bdow b obtain from its governingbody the audiotieatim for the submission chins applimtion.Lastly,l hereby amt that all work cormlned within this raptors:is the unique and origlml product oldie Carmelo:l represmt and has not been plagiarizedor duplicated in any way hum another Contradm'swm‘kproduct. mm,»mm“.".....-COJA ;.‘2 O;.,.-;.'\.—1xhe:.l~,l: I l' (3 \May 12,2023 "85"“;“5°u’ (...—I‘— 1’» LAu?uoriéed'omcial'sSignature Date guinea OfficersTitle Paul Martinez Agenda Item #9.A. 09 Dec 2024 Page 91 of 162 1 Proxidl m mci edescr pt m J”8 iadudin him.y,you ‘t m u Itct remix m 97,: and pnmdry sor 1cm prm [(1 ‘d mduu‘e c:py m the organizational chart an:indium»:where the proposed )mgrom would rupm'r.(‘h‘arly note "in:pusiimn responsrhle for ”re dlrwt sum-rvrsionor program sra 7 lm-mbc-ra.If the ropnsmmdudch‘partncrbhipawirh other agem‘iesIn \mvidr mm or mow services,describe the mics of each partner and the arcasnf mneriise that they contribum to the proposed program.Lfle‘my nnic the yusitlon responsible for the direct supervibiun 01 pmgram Qtan and the arms 0 L"perii that they mm i me u pr qmsmi pmgrum.(Mm mm 5 mi N§~1I}’,"7'L‘\’m '1‘) Partner Agency Bid # CONTRA OR DETAIL Boys &Girls Clubs of Northeast Florida (BGCNF)was established 60 years ago as a 501(c)(3) organization to provide afterschool and summerprograms to underserved children and youth in neighborhoods of need in Jacksonville.Our mission is to inspire and enable all young people, especially those who need us most,to realize thelr full potential as productive,responsible.and caring citizens.BGCNFserves 43,456 youth annually through its afterschool.summer and food programs in Duval and surrounding counties.Our vision is to ensure that every child graduates from high school on time.with a plan for their future.leads a healthy lifestyle and demonstrates good character and leadership. BGCNF has successfully administered numerousfederal,state.and local operational grants since the organization's inception.Examples of grant funding include the Department of Juvenile Justice (DJJ) and Department of Education(DOE)programs that we have successfully operated for the past 21 years via annual contract renewals;21‘1Century Learning Communities that now operate at 15 sites in four (4)counties;Kids Hope Alliance,grants through the Of?ce of Juvenile Justice.prior HUD Community Development Block Grants (CD86)and a host of corporate and private foundation grants.BGCNF administers a total of $22 million annually which demonstrates the agency's capacity to successfully execute all grant requirements. BGCNF is an af?liate of Boys &Girls Clubs of America (BGCA),the nation's #1 most effective youth development organization.Through this af?liate membership,we are granted access to academic and project-based evidence-based programs,instructionalcurriculum,and training and assessments. Wyatt Parlette is vice president of Operations for the Boys 8-Girls Clubs of Northeast Floridaand is responsible for administering the operations team comprised of three (3)Senior Directors,six (6)Area Directors and 48 Unit Directors.He is uniquely positioned to discharge the duties of VP for over his eight (8)year tenure,he has served in every position on the organizational chart starting at Youth Development Professional to his current position. Workforce preparedness and summer ESP?“Health_y 7%%_ internshi s _ 7 l Yes Big Brothers Big Sisters of Mentoring children in our community -Yes Northeast Florida based sites ___N__*1*_h__,_ BGCNF -FDOH CCFP and Warm meals and healthy snacks to all i FDACS Summer BreakSpot children .Yes F°°d ELQQEE'E..s“.—.——-_—s—— City Year Wrap around services for children,and 5 Yes families who need it most Structure afterschool program for young lGirlScoutsofGatewayCouncllwomen..‘w “47 Yes STEM,robotics and drone programming STEMZ Hub 1§Uon Yes as...u...— Role 1 Ex erti r ?'3er?»Ol’«arm ufE'O‘l n. .w :3r: Agenda Item #9.A. 09 Dec 2024 Page 92 of 162 m ()9 t (be ntmLmr‘S exp ri v;m Wm in ith 11““?pupuiamns and tum (untractm will mplcm t ‘Aewices hat addres a!par?cipants.Stan-?n“.nmst Jddl'tfi’?i {Neutron effurte;that .1 umtmtv an understanding ni divnrmc populations [Rumba how (he mem‘m 5 proposed scrucvs ahgn With those practices.Nisan;Conn-Adar rommihnem n a din-me n-?pon M‘€y<f0m m mm (Max?I‘M-1 {34 ,I'".an cqprm.I mgr? Describe Contractor’5 history of successful community collaboration.including Contractor’s pinicipation in any other work groups,or community efforts sewing this population including DCPS,DCF Child Care Licensing and system building efforts serving the target population(s).Be sure to articulate the role Contractor played in helping to improve or enhance the overall system of youth services for:the desired population.(It-Imimum 12 points —approx.9%page) Bid ff ORGANIZATIONAL CAPABILITY BGCNF enlists the support of parents,teachers.community organizations,business partners,and sororities and fraternities to increase awareness and appreciation for culturaldifferences.With the help of site-based advisory boards and leadership committees,parents and Club members provide valuabl einputthatimpactshowprogrammingisdeliveredfromtheirculturalperspective.Program staff engage Members in research-based strategies to facilitate learning for all student that include mentoring. assessing students according to their strengths.providing challenging hands-on activities to they can apply new skills,and making learning meaningful using images.books,games,music,and other artifacts that represent diverse cultures.Program professionals deliver themed lessons and plan field trips that provide exposure to art.music,languages.traditional and non-traditional careers,and postsecondary opportunities.We use various teaming platforms (virtual,hybrid.and traditional)to address the different student learning modalities (visual.kinesthetic,and auditory)and learning styles. which can be delivered in English and Spanish. Community experts.from all walks of life.share their personal and professional experiences and skills with participants.encouraging them to explore and inspiring them to dream.Community youth groups from churches and other non-pro?ts perform spoken-word.mini-concerts and engage Club members in real-life discussions.Through service-learning projects,participants become aware of their different strengths and propensities and get a sense of how valuable they are to their communities. BGCNF staff engage in diversity training as part of the onboarding process.participate in webinar s.and attend face-to-face training throughout the year.The services.strategies,and intervention sprovidednotonlypromotecuituralsensitivityandrelevance.but establish a path to cultura lresponsiveness,which allows our staff to make necessary changes to meet the academic,social,and recreational needs of Club members. BGCNF maintains long-standing public-private.community,and faith-based collaborations that have enabled us to broaden the Club experience for members and their families.Our local partners include the Office of the Sheriff.Duval County Public Schools.Dept.of Children and Families.local colleges and universities,sororities and fraternities,local churches and non-pro?ts,and other y0uth development programs.Additionally,as an affiliate of Boys &Girls Clubs of America,we participate in the Corporate and Cause Partnership Program.where national corporations partner with BGCNFClubs at the local level.Some of our partners include Buffalo Vi?ld Wings,Dicks Sporting Goods,Anthem insurance.Old Navy.and T-Mobile.Each corporate partner provides goods,services andlor volunteer sthroughouttheyeartohelpachieveourmission. Unit Directors maintain a cadre of partners at all sites to re?ect their unique neighborhoods.Through our various community and public-private partnerships,BGCNF staff enriches and enhances the overall system of care for Club members which emphasize our ?ve core areas:Education,Health and Wellness.Sports and Recreation.Leadership and Service.The Arts.These well- establishedcollaborationshelptoincreasesocialcapitalforClubmembersandtheirfamiliesbyestablishing and expanding networks,providing unique educational and social experiences;increasing exposure to diverse art and cultures;and providing opportunities for college,careers and service learning. ..a.”:v;up“.ouv n ‘34.quh.n‘v..er::r;..:c,Co.»lac , RGC‘SQ‘LEthan:d5‘L»\Itkmln‘¢.:e 1-...u ..,...—.‘.z._\.:‘1‘..-_.._L(“.mzi'trrsja’zw.5.:K:iC‘ 3:13:91: Agenda Item #9.A. 09 Dec 2024 Page 93 of 162 )eslnbe 0w the ,ngram w?t be stattc t.In the rhm twin ',hat I:It position.that will be p t vidt 1v um t >rv1ms.lm‘lude—the anitIon/jnt title (which must match the inh title:uSut in the budget narrttweq. mmnnut 1 u ucatton (including degree area)and trammg;cxmrlence rcquu‘ements,pnmm‘t‘duties {nut a t exhaustive list);and the patent nf each position’s time that will be devoted to thm nrngmm.it a pmpusm pmgmm mudgt rcquirvs spet'ittc statf credentials fox pm ram ?delity.the prupowtl stat!n ust Int-ct H101 .rm uirmtents.("hart positions mus match positions in the t roposcd budget Mm M palms up,”‘1'1 [mm 4.STAFFING CHART Ratio 1o:i Ratio Senior Director Bachelor’s degree from Oversees 2-3 an accredited Area Directors college or university Area Director Bachelor's (AD)degree from an accredited Oversees 8-10 college or Unit Directors university UnitDirector(06)"3-5Years experience in Roles:developing and Program Manager implementing youth Fiscal Mana or may; Lead Teacher Bachelor’s 1 per site Degree with a valid State of Florida Teaching Certi?cate Teacher(s)Bachelor's For example:Degree with a 80 Students =4 valid State of Teachers.YDPs Florida support teachers Teaching to maintain 10:1 Certi?cate Student to Teacher Ratio Considerable knowledgeofthe ‘mission.vision, gobjectives,policies, processes,and procedures of the Boys 8:Girls Clubs r rammin Knowledge of Boys & iris Clubs program rfmodules:ability to Bid # rogram mplementation,budget versite.supervision of rea director,program valuation,reporting nd training 100% versees operation of ites I Clubs;staff evelopment;program 100% lmanage multiple tasks evelopment and 1:0solve problems with mplementation; ilittlesu rvislon. bilityto plan and mplement quality [youthdevelopment rograms; anagement skills nd proven ability to u ervise staff bilityto plan and mplement quality rograms speci?c to cademic evelopment; anagement and upervision; nowledge of youth evelor-ment _ J)llity to plan and implementquality programsspeci?c to {academic pevelopment; :rnanagement and supervision; nowledge of youth £11910ment acilities;and bud e_t..j Ensures that the YDPs;l a eachers,Data 100 I” oordinator and School; esource Of?cers are mplementing their ssigned duties reates grade- ppropriate academic esson plans;oversees ll teachers to mplement program; nterfaces with school taff to benchmark tudent opportunities nd rades r”n Plan.supervise and mplement tutoring rograms.homework, ssistance;and math nd reading enrichment 100% 100% 10: Agenda Item #9.A. 09 Dec 2024 Page 94 of 162 Irm 1d .1 hmeiine for humg and ainmg at fftu b (all).-0 national no later th n Hurt 130day am»{he iechve data?m the cont/(ac .l uJ'imum l ‘,m I ta .13“er /‘page) Youth High ébthi Must be dependable, Bid # esponsible for2°”I 100% Ratio Development Diploma or adaptable and nsuring youth i Professionals GED accountable.Be evelopment principles 3 (YDPs)Experience in brganized;pro?cient re incorporated into allj YDP area of ith technology:rograms and activities: oie:excellence:rovlde youth ork with students on ‘ >Academic uidance and support;ife skills,social Enrichment Staff >‘Health nd possess excellent motionallearning >Sport stomer service to ndlor character M‘, For example:>Arts arents.members and evelopment.Ensure ai 80 Students =4 >Career olunteers ate and positive YDPs to maintain Development nvironment for youth 20:1 Student to YDP Ratio __., 1 Data Manager High School Must be dependable,rovide clerical and 1000/Diploma or daptable and administrativesupport ° (Admin)GED Eccountable.Be ‘or the Club.Provides rganized;pro?cient nformatlve twithtechnology;ommunicationto rovide youth arents;exempli?es uidance and support;rofessionalism..‘andpossess excellent ro?cient with data icustomerservice to ollectionand reporting 5 _7 __7 arents and yggthw 1 for 1School Safety Contracted ust be trained with ust be trained with 1000/ 100+Of?cer Position—roper security roper security ° liStudents(SSO,SSA,JSO)High school redentlals.Previous redentials;maintains i diploma or ecurity experience lm.deters crime and GED orking withyouth is nsures the safety of l referred .veryonetu..tb§.£lub Note:880,SSA or JSO Officers will be hired or contracted at BGCNF's Cianzet T.Brown,NFL YET,and Russell B.Cook Clubs to protect children during the school year and /or in the summer. BGCNF Human Resources (HR)Department recruits,screens and vets quali?ed candidates. Once an offer is made:.It takes 10—14days for E-Verify screening and ?ngerprinting up to 21 days,if assigned to a school- based sites.The screenings include state.federal and DCPS vetting..Once cleared through the vetting process,the candidate undergoes a brief HR orientation within 24-48 hours.Orientation covers: 0 Payroll 0 Employment best practices 0 Review of the Employee Handbook -Site Assignment and Documentation collection.Once cleared by HR.the Area Director and Unit Director are noti?ed.The Unit Director reaches out and assigns a start date. -The Unit Directorthen begins onsite trainings.All Youth Development Professionals (YDPs)are guided through the YDP Onboarding Guide which details the timeline for Spillett (BGCA)trainings and expectations.Please refer to the BGCNF Staff Training Chart in Question six (6)for details. :H Fur.mu)' ST INF TION Agenda Item #9.A. 09 Dec 2024 Page 95 of 162 M h .-l 's H Ivu 3llSI‘k"!i'rJ,r5\¢1rV|>\Kq-‘ll .«v .. Bid # 6,Consider the Initial and (n 0mg s at rai Hug re ulremcnl szat supervision,.nd 0J5 Associated wil the progTam Hmv will program staff be trained and prepared to deal with a dwersc population wnh unique strengt 19 and hailen es?esc ibe the supervision of durec service ruff.include how staff ammg and supewxsm m *gw w l h dd 2 k a in o ‘M"u it)(‘1 ice del vpr).”tart":I I u :1;pr 1 pa '6) Strategies to educate staff on behavior management and inclusion practices: Behavior Management We teach staff to:.Outline clear.simple rules and expectations that are consistent and applied fairly. 0 Ensure that daily routines (transitions,mealtimes.activity cues,bathroom breaks)are followed so that they are predictable and provide structure for members and staff..Offer positive reinforcement (verbal and non-verbal)to members and team members often. Inclusion We teach staff to:.Offer all Club members an opportunity to respond and participate in academiclenrichmen tactivities..Create an inclusive environment that celebrates diversity,highlights strengths,and creates a sense of belonging. How staff will be supervised to ensure quality service delivery: AllBGCNF site teams are required to implement the Program Quality Assessment (PQA)in their daily schedule.Twice a year,staff and directors conduct a program self-assessment.The school-age PQA is a highly effective,low stakes strategy for building a quality-focused culture.Program self-assessment can help directors and staff co-create meaningful improvement objectives for the quality of their programming and ultimately the outcomes for the children sewed. According to PQA outline,Strategies used should consist of the following:.Selecting and training a self—assessment team.Preparing for data collection.Obtaining qualitative data through observation and note taking. Training Strategies to be Addressed Cost Club Directors CDA is a professional development three-day program Transportation: Academy (CDA)for Club directors and/or management professionals $1096.54 who are responsible for overseeing a Club site or Hotel & sites.Registration: $800 per 8 Unit w ,,_ W ‘ Directors Management This training covers Safe and Positive Environment,Free Professional Learning Program Planning and Management.Staff nggrtunityw Development and Supervision and Leadership MentalHealth Training Mental Health First Aid is an in—person training that Free teaches you how to help people developing a mental _7 .Jll?§§§or in a crisiim?x“ Spillett Leadership A comprehensive training site dedicated to enabling Free University Clubs to have the most impact as possible on youth by strengthening the leadership capabilities of staff at every organizational level.Every 30 days there are reguired trainmsstgrYD?s... all“ Agenda Item #9.A. 09 Dec 2024 Page 96 of 162 md ~— TEET—' ,-i .unponan [0 the succch 0 survx‘e pla 'hat effort \on actor will m ‘tn man min bf and |~dm bot}burnou nd turn we )?trained xpxr cnc d staff within hv [rub am. AmJI CPR/First Aid PQA Basics (Program Quality Assessment) FERPA (Family EducationalRights & Privacy Act) Staff Orientation Club Level Summer Academy Training DCPSLeadTeacher Training SAMIS/CCMET Training NYOI Training Internal Unit Director Training Site LevelStaff Meetings ”informedcarepnncpgls Program Quality Assessment (PQA)is a validated instrument designed to measure the quality of youth programs and identify staff training needs.This hands- on workshop prepares participants to conduct program self-assessment.w_ This FERPA training course is intended to train school administrators,faculty ”andstaff to understand and carry out their responsibilities under FERPA to protect student privacy and avoid jeopardizing the receipt of federal fundin . , Club Level training includes a week of orientation and shadowing.The following topics are covered: Mission.Goals.Core Be?efs &Values,Diversity and Inclusion.Establishing strong family partnerships. PQA Basics,Academics and Enrichment Clubs. Inventory,Daily Routines &Schedules Thistrainingconsistsof team-buildingexercise, discussion on policies and procedures creating schedules.and most importantty,prioritizingthe campers. Thepurpose of theLead TeacherTraining is to fostiar positive relationships between program participants and staff and to:.Provide supportive and frequent interactions with non-parental adults..Build positive relationships among program 7 artici ants. SAMISand COMET (Soon to be MyClub-Hub)isthe software system used by BBC and staff to provide training to track the race.gender,age,and Income status of every participant.It also monitors the overall effectiveness and performance of each funded ro ram. National Youth OutcomesInitiative(NYOI).a system grounded In the Formula for Impact and built to measure the Impact of Clubs using a common set of research informed indicators of our prion_ty_outcomes. Trust Based Relational Interventionhosted by Hope Street is a training provided to all full time and part time staff to support staff understanding for trauma BGCNF’s TrainingCommittee conductsmonthly training to support operational protocols.safety "assessmentgrand programrigidity; Area directors ensure each site is hosting and documenting weekly or biweekly staff meetings to ensure service staff are trained.supported.and kngyyledgemeable of currentclub ractices. $50 Free r 100staff Free $200760 Booklets:$500 Lunch.$3 000 (covering 2 Saturdays) Approx.150 [293939, Free free Free Free Free Free Agenda Item #9.A. 09 Dec 2024 Page 97 of 162 «mBid U f?wchhznnmnf In It}. 0 mp1 .1 '-‘1m”) 11!I tilt HIncldehistoricalstaff‘maverinformatir 11.Des ribe cun‘ei‘staff rec ’ui",aent and retention PROGRAM DE§I§N 7)Pleas“wmpletc SneLhan (Form fura!program site.ad efundx .-1m t R3 .l :1pr Ni a mnnnale for the service locations you mvu proposed. Anach Prinripal Authorization lr?ers (I-orm 4;{01 any school-based 5mm. 0 (un'ém copy of Child Care [IL‘L‘HSC or Letter of Exemptiun from DC!‘('hild (Jare Licensing and Enfurcemt‘nl for cdch Mhnul year prupuhcd ‘m’mu 1 b aubmillcd bl:cl .1 con uct w i he Mgned. (\Innmmn1'7,~u'~iu!.~(ppm _\’1‘r?g't’l [ha‘haul"?h. Recruiting and retaining top talent is essential to the success of the Boys &Girls Clubs of NortheastFlorida.Our strategies to maintain staff and reduce turn-over oftrained and experienced staff include:.Expanded HumanResource (HR)Services—BGCNF Human Resource staf?ng numbers haverecentlyexpandedtooffermoreservicesandsupporttoemployeesandleadership,.Employee Surveys -As part of our national member survey,program‘employees are alsogivenanopportunitytoprovidefeedbackontheirexperienceandworkenvironment. 0 ExitInterviews-BGCNFhas initiatedexit interviews for full-time and part-time employees wholeaveourorganizationvoluntarily,providing important feedback used to improve employeeretention. 0 Annual Awards:Employee of the Quarter!Employee Referral Reward Current Staff Recruitment and Retention Efforts 0 Hire Right —It's important to hire the best candidate for each position.We recently re-evaluated programjob descriptions and revised them to be more speci?c to the programs weoffer.Hiringan individualwith speci?c experience and background creates a better opportunityformemberandemployeeengagement.We will also be developing a "target hire”recruiting strategy to assist us in recruiting efforts..Onboarding -We have initiated electronic and automated recruiting and onboarding.Thisprovidescandidateswithabetterexperienceandamorestreamlinedhiringprocess,whileallowingthemtogetuptospeedmorequickly..Employee Development and Succession Planning —A key goal is to develop a moreformal employee training and development program.This will support retention efforts by givingemployeesopportunitiesforgrowthwithintheorganization.Training will include speci?c learning paths.leadership training.mentoring.stretch goals.and intra-departmental trainingto understand organization wide connections better,just to name a few..Top Bene?ts include: BGCNF paying 30%of 401K match BGCNF pays 80%of employee health coverage Flexibility—Hybrid work schedule Competitive PTO Plan Competitive Compensation Plan 00000 Turnover Information Due to the nature of our'service model.we will always have seasonal turnover related to increasedstaf?ng for Spring Break and Summer Academy.In addition.eighty percent (80%)of our staff are part-time employees,which market research shows higher turnover with that position type.We have alsosupportedheadcountgrowthonaverageoftwentypercent(20%)each year for the past three years asweopenedmoreClubs.Our average employee tenure is 2.5 years for full-time and 2.3 years for part-time. Principal AuthorizationLetters (Form 4)for any school-based sites. See Required Documents and Forms Agenda Item #9.A. 09 Dec 2024 Page 98 of 162 \I u u-.\ m 1.. n .x u Bid# ‘4 Partiupant engagement an mten?un in .tum ~"admin r o ausux?.l).suib?th plan to ngage .md relam :-ildren in the pmgum.It is expected that children and voulh “m maintain an averagc daily attendance rats:01'SUV/e;or high?!“during the school year and summer (umpomnts.Different daily attendance rates mus:be explainezd,Identify“specific techniqum and practices that the pmgmm win Implement in nrdr to ensure can Swan”1 Hun '(4 s pa?ixipatinn.‘chmmm1‘5“!an A»:wmx.'-p;zge) l .Describe (ulnar exxslmg community reeourc 5 nd oth buppnn services that are am:able in th: \mun v or the families oft c children vuu plan to serve Demonstrat 0U!knnw e gt 0 thos ervxces and h:w the support 19 arget populallL'l and will fit m o l e :01 muum of care,such a re'erral.0 cnmmumtv reso xrces or food/cloth stance hansp rt Mon and heallh an nedlca €1V (‘0 I H 71 ‘1)!”“PF“?1 Current copy of Child Care License or Letter of Exemption from DCF Child Care Licensing and Enforcement for each school year proposed site must be submitted before a contract willbe signed. See Required Documents and Forms Each site delivers daily instruction in academic subjects by certi?ed teachers and evidence-based enrichment activities and project-based learning activities that are fun.engaging,and challenging, which help to increase overall student success.Each site also has a unique incentive plan that rewards members for school performance,Club attendance and good behavior,citizenship,and program participation.For example,every month at each site,a “Youth of the Month”is selected.Each year,all sites select one candidate each for the national BGCAYouth of the Year Awards.Participants take part in Club sports,robotics teams,?eld trips,college and career exploration,virtual learning piatforrns, video games,participation in the arts.community service projects.and other activitiesthat provide a safe,fun,exciting Club experience,which keep our participants coming back. involved parents play'an important role in participant engagement and retention.Program staff engenders trust within the ranks of our adult-family members,assuring that their child will team,have fun,and establish positive relationships in a safe environment.BGCNF strategies that help improve student retention include providing high-yield activities that promote autonomy and opportunities to connect with caring adults;offering targeted programs that engage club members in challenge areas, staying connected through pulse check.and check-ins assessing the emotionalstate of members,and by providing platforms and venues to foster member voice.Listening to what they are passionate about in their unique style of delivery is a level of engagement that is unparallel.Many families have participated in BGCNF programs for generations and for many the legacy continues.Because programs offer transportation (at some sites),meals.snacks and a positive learning environment, parents make sure their children attend daily and encourage other families to become members of the BGCNFfamily. Each site partners with public and private businesses within the community.These partnerships provide unique and intriguing opportunities for participants to engage in project-based and experiential learning. For example,we work with STEMZHubto provide Club members the opportunity to build robots,fly drones,code,program and compete with other roboticsteams in the area through our partnership with First Coast Lego League. ATTACHMENT A.2. PROGRAM -SPECIFIC INFORMATION AFTERSCHOOL AND SUMMER PROGRAMS 2023 RFP BGCNF collaborates with myriad agencies,non-pro?ts,and faith-based organizations to support Club members and their families.The chart below outlines our working partnerships and how they lend community support. g,:\:.-,..,.'r""T“l.." mph-j.“”r m.V-” +4.“,h...~.v....1-..»)..ui r;..r\,..,'~'~-~"'srv‘x,m”Wham;”0...,“‘_ Agenda Item #9.A. 09 Dec 2024 Page 99 of 162 BGCNF Community Resources Cha l 1].Dcscnh your intake rmess [escrme your program 5 muting Ist procedure .1f commmt —bascd describe how you dct -muined ?he number of participants to be served and why.operating a commumtv- based site identify the schools from which the children WI“be targeted for recruitment.If serving hi h school studems for less {hen 170 days for the year,andicaxe Ihe number of days Of programming an ho «I he schedl 1mg meet Eh need 0 m yox h nd fam"'65.IV4x1}1m 72110 11*a 'lz we Bid # RESOURCE AGENCY/ORGANZATION Food lClothing -Feeding Northeast Florida Agencies provide food and Assistance -Florida Community Action Agency clothing.backpacks with food for -Hope's Closet 8:The Clothes support on weekends,and Closet provides seasonal food -Goodwillof Northeast Florida contributions. -Jacksonville Jaguar Foundation- Sho with a Jock"—Christmas Health I Medical -Northwest Behavioral Health Community medical and health -Florida Dept.of Health care partners provide free student -Florida Blue physicals,?nancial support for -Family Support Services mental health services. -Community RehabilitationCenter counseling referrals and hosts -Hospital network:Baptist Health,health fairs at various sites to and UF Health.connect families with critical resources. Transportation -Jacksonville Transportation Provides bus passes for Club Authority members as they travel to job sites and intemshi 5. Programs -STEMZ Hub supports STEM Program partners provide STEM activities and instruction (Drones 8.instruction and hosts robotics Robotics)competitions during the year to -First Coast Lego League demonstrate student achievements Other Agencies 'United Way of Northeast Florida Other partnering agencies are -Lutheran Social Services -Catholic Charities referral sources for families needing ?nancial assistance to meet basic needs. Boys 8.Girls Clubs of Northeast Florida solicits the participation of members of the community from grades K-12.We willserve 40 -140 members during the school year for 170 days and 40 -60 chlldren during the summer for 28 days.The participant numbers were based on the current KHAcontracted rate and the ADA data from the previous year for afterschool and summer.Prospective park sites considered the community need the square footage and the occupant capacity compared with Clubs in our network with similar size and service area. Because we enroll up to 120%of the contracted number sought by KHA,we do not usually have waiting lists.Ifwe exweded our numbers,a wait list would be established.and program staff would monitorthat list and call each parent to apprise them of wait list status and anticipated wait time.Parents are encouraged to apply online on the _website.Paper applications are available for those who don't have internet access.Program staff will retrieve the on-line application to review the hard copy and approve the student for membership.A parent or guardian is required to attend an orientatio nandcompleteasitetour,where they will review and sign the BGCNF Member Handbook.Club personnel recruit students during the Club's Summer Academy into early August,for the new school year at various back to school events including block parties,bookbag and school supply glve-a- ways.open houses at the Club and Wag Agenda Item #9.A. 09 Dec 2024 Page 100 of 162 m Bid# schools,and parent meetings where they explain the program bene?ts and the application process. We begin recruiting for Summer in April.In both cases.we distribute flyers to students and parents. post informationon our website and social media pages and share information via grass-roots efforts. PRO RAM C MPONENTS -SCHOOL YEAR Project Learn and Power Hour are Boys &Girls Clubs of America (BGCA)research-based programs that are supported and validated by studies found in the What Works Clearinghouse. These programs focus on academic support and enrichment.Members receive homework help,wt' iichreinforcesacademicconceptstaughtduringtheschoolday.Club members also engage in grade level speci?c academic lessons,incorporating web-based programs like l-Ready and Achieve 3000. Certi?ed teachers help plan and supportthe work of Youth Development Professionals and work directly with principals to ensure the academic hour is well-aligned with the goals of Duval County Public Schools.Supplemental teaming activities are offered to make teaming fun and boost attendance and retention.The charts below outline academic program details including supplemental teaming activities and STEM activities for Community-Based Program members. Focus Homework help.academic enrichment Duration Afterschool&Summer Teacher I Student Ratio 10:1-Lead by Teacher &Academic YDP Assessment School grades,retention.attendance Supplemental Activities to Make Learning Fun: 51mm -DtY STEM Application of STEM learning to create new projects -Robotics /Drones Robot and drone construction and programming -Readers Theatre introduction to reading scripts and performing plays MM -Ultimate Journey Awareness and appreciation for natural rescurces.Teens take the Lead Leadership training/character building Hi h School -Money Matters Financial Literacy -Career Launch College and career pathways exploration ‘Le 12‘Exp am I'm the rcquhed m.-(l‘!hour per (1 y of homework assistance/likely)?.mdlor apple untal activities:will be provided"Describe the supplemental luammxz activities that‘wm take place when time allows and how Hm»will make learning luv.Describe the numbers and types of staff available to provide the act‘viues.Be Specifi;in vour re?ponse includin the teach r and staff to child n ms.1 immmm I t "I!“(1,5!“111.?ligt"! Agenda Item #9.A. 09 Dec 2024 Page 101 of 162 u] Bid ’4 STEM and Robotics 'pprox.’/"2page} 13.hplain hnw fu _agc—ppmpriate phy ital Emu-55:acliuliws be pmwdcd.(Maximum 15 “(uh - m Pla‘MInLod nd Soul ~ABG “ArReriegqggh-basePro {a Focus Science.Technology,Engineering,and Math Activitiesfor all grade levels K-12 Duration After school 8.Summer:1-2 hours weekly Teacher/student ratio 10:1-Lead by Teacher &Academic YDP Assessment Demonstrations.assessments,team competition Boys &Girls Clubs of Northeast Florida willprovide all Community-Based program members age- appropriate physical activity through Triple Play,a BGCA research-based program,designed to focus on the mind,body and soul.Through Triple Play members learn how physical activity and nutrition build strong bodies and learn transterabie skills through recreational games,team sports and daily physical challenges.Through fun and engaging activities.Club members receive health education and programming that promotes physical activity and proper nutrition. Members compete with Club members at other BGCNF sites in team Sports like ?ag footbal l.basketball.and cheer,step.and dance.as well as tennis and baseball.Activitiesare led by a Sports 8.Recreation Youth Development Professional (YDP)who possesses the skills,experience,and interest to challenge and inspire Club members to become responsible teammates and citizens through targeted physical ?tness activities.The chart below describes the Triple Play focus.when activities are delivered.teacher student ratio,and how activities will be assessed. Triple Play Program-Health 8.Nutrition!Exercise Focus Health &NutritionI Exercise Duration Afterschool &Summer Teacher/student ratio 20:1-Lead by Sports &Recreation (YDP) Assessment ObsenrationlDemonstration Supplemental Activities to Make Learning Fun: Healthy Habits-ages 6-9,10 -12,8-12-18. Youth Art-Ages K-12 Music Makers-Be inner Intermediate &Advanced in Agenda Item #9.A. 09 Dec 2024 Page 102 of 162 3mm 7".Describv how specific curriculum will be used m a creative and meaningful wsy m cuhanu‘social umotinnal learning.(Mummy 1 “nuts -award.1 p z;.2 Summer Brain Gain nAge blocks 6-8;9-11 and 12-18 Triple Play Dally Challenges:Ages 6-9,10-12,a 13-18 Activi?s for Teens -Lyricism 101-Encourages teen voice through spoken word -Triple Play Healthy-Habits —Encourages healthy eating and overall wellness -All Stars:Basketball —Unique to BGCNFClubs -All Stars:Football —Uni us to BGCNF Clubs During the academic year,Club members are provided one (1)healthy meal and one (1)healthy snack daily between 3 -6 pm.BGCNF works closely with the NutritionServices Division of Duval County Public Schools (DCPS)to provide healthy meals and snacks for all school-based Clubs.BGCNF has become a Sponsor ofthe FDOH Child Care Food Program (CCFP)and the FDACS Summer BreakSpot food programs.As a sponsor.BGCNF ensures that thousands of children in BGCNF’scommunity —based Clubs and other non-af?liated community-based afterschool programs in Duval County receive warm meals and snacks.All meals and snacks served are USDA certi?ed to meet the nutritional requirements for this site's age groups. During mealtime Club staff discuss recycling,choosing healthy snacks.and the risk of eating too much sugar.fat,and processed food.Staff members challenge Club members to make gradual dietary changes and encourage them to share information with their families.BGCNF Staff use the following creative methodologies in the after school program to improve overall well-being:.Healthy Habits,the "Mind"component of the Triple Play program.focuses on making choices that support a healthy eating pattern and physical wellness.This targeted program is made up of interactive practical activities that develop a young person's ability,con?dence.and motivation to eat healthy for life..Club members will create a plan to improve eating habits focusing on issues that are relevant to them,like drinking water as opposed to sugaryjuices and sodas.Staff create lesson plans that help members understand the importance of taking ownership of their own health.As part of the lesson,Club members are prompted to think about how they feel physically and mentally when they eat certain foods or drink certain beverages.They begin to understand the mind-body connection and make better nutritionalchoices for better health. The Health and Wellness YDP integrates social emotional learning concepts throughout all programs and services.Club staff facilitate activities that foster resiliency.self-con?dence.coping skills,self- respect,respect for others and relationship building.The evidence based BCGA SMART program curriculumprovides lesson plans.pacing guides.training components and assessment tools to provide meaningful,positive experiences for Club members of all ages. The SMART Moves family of programs assist Club members in resisting alcohol.tobacco and other drugs and premature sexual activity and to overcomeobstacles that impede their development in leading successful lives and achieving their goals.The SMART programs are outlined below describing programming according to age. m ,.,'$.11.»va(0, l l plum hum v u!program ulll me the nutritional need of the s Ildren.Dean v hum the hildre xll Hagen/e one (I)healih‘y snack and one (1)healthy supper daily thmugh rhv Numtl tn program,DCMrib? how nutrition ed catic‘m will be Jellvcmed using creative molhodtilngic to educate ch11 r «1 about the importance of prop»nnm?un and a balanced diet.(Max 2 um ”J x mm:amvm ‘v':page) Agenda Item #9.A. 09 Dec 2024 Page 103 of 162 Bid ? 16 Explain why it is important f0:aftersehool programs to expand their approach to family engagement by hl'lpinb parenhz and edended family members broaden their networks of burial support and gain avcess in multiple resources Descxibe how program staff will encourage recipxucal communication with families and collectively identify family engagement events.Describe two (2)family engagement opportunities that will he offered and how they will help children and families develop strong connections with their rommumryi (Aim‘z'mum 15 pnmls ~approx 1 page} 0 SMART Moves provides Club members with the knowledge,skills,and self-esteem to help them make healthy choices and practice responsible behaviors..The SMART Kid module is for members ages 6-9 helping them understand how risky behavior (drugs.alcohol,gangs)can impact their future. 0 Start SMART reaches members ages 10-12 with the same message as SMART Kid but includes discussions on illegal substances and sexual abstinence. -Street SMART reaches'members12~18 to deter from gang activity and af?liation. Below are two examples of program activities used to enhance social-emotional learning throughout the 170 days in the A?erschool program: a Good Things -a small group game that validates a member’s abilityto set a positive atmosphere with a caring tone of voice.Members are encouraged to share one good thing that happened to them "today.”Club members volunteer to share with the group and the group responds in celebration,af?rming the members courage to share.All members get involved withthe game and each day a new member is given an opportunity to share their "GOOD THING". o The Write Around -This activity gives members a chance to silently appreciate one another while building writing ?uency.Each member wries hislher name on a blank sheet of paper.The papers are collected and then randomly passed out.Members are then asked to write something kind about the person whose name they received.This is repeated several rounds and then those papers are handed back to the original owner who reads the results aloud. BGCNF Clubs offer engaging activities to broaden social networks and build a culture of success for our Club members and their families.Low-performing schools in high poverty communities .coupled with limited access and opportunity highlight the importance and need for family engagement and for increasing social capital.BGCNF encourages parental and family engagement and values their input in our Club's afterschool programs. During the school year,Unit directors strengthen and nurture family relationships,develOp new community partnerships and maintain existing community relationships,especially during the holidays and for school open house,parent nights and special events.For example.Clubs host back-to-school parties,and monthly birthday celebrations.Club leadership,while planning events. keeps in mind that some members are English Speakers of Other Languages.have disabilities (vision,hearing,physical),are members of different faith traditions.and have a country of origin other than the USA,potentially demonstrating cultural competency.Listed below are popular family engagement activities that occur during the school year and what they may include. 1.Family Fun Nights -Literacy nights-Reading books with children Family Game Nights—Parents are invited to participate in playing games with Club members. -Seasonal festivals!carnivals 2.Boys 8.Girls Club —City-wide Collaboration Events Cheer.Step and Dance Competition.Every spring BGCNF hosts hundreds of Club members from all over Duval County in an organization wide competition for families to join us to showcase their member's hardwork on their cheer,step.and dance teams. 1 Agenda Item #9.A. 09 Dec 2024 Page 104 of 162 SP L. Bid# 2'8.Demonstrate how yon?program will provide a diversity cf cultural 313:5and enrichment activities to the children served.Describe the types of activities the program will provide and how the children will bezae?l from the activities,as well as any expe;i:;:ce in this area.(Marianna;.15point:r approx.‘7'2mgr}! 3.Youth of the Month I Year Recognitions.Students strive to be named Youth of the Month.this recognition program focuses on acknowledging and making Club members aware of their own leadership abilities.Youth of the Month is a Club-driven experience that fosters leadership within the Club. 0 Club Members 90 through an application and interview process to then become the Youth of the Year.An annual event is held that engages family members,Clubleadership. executive leadership,and the community.All Youth are represented in this prestigious ceremony that builds student leadership and community. Service-leaming programs positively impact young people by re?ning their critical thinking skills; increasing community engagement;and by developing their capacity to help others through experiences that educate and inspire them to become responsible citizens. Service-Learning Projects enable Club members to: -Develop a sense of usefulness by doing something of value for others. Bulldleadership skills. Plan their own programs and make decisions. Form friendships and enjoy camaraderie. Gain recognition for achievements. Develop an appreciation for,and loyalty to,other members. Build relationships with interested and respected adult advisers. Beach Clean-Up Service Learning —Club members will: 0 Participate in a clean-up ?eld trip that enhances a vacant space by landscaping itwith native plants and fauna. Learn about the importance of our oceans. Research the impact of pollution and man-made waste in our watenrvays. Learn how they can reduce plastic waste and help their families reduce waste. Participate in a beach clean-up ?eld trip at the end of the program. Urban Clean-Up Service Leamlng-Club Members will:.Learn about human impact on the environment..Research how pollution and man-made waste changes the landscape around the Club.Learn how they can reduce waste and help their families reduce waste. BGCNF sites offer research-based programs through BGCA that offer opportunities to provide a diversity of cultural arts and enrichment activities.One of the ?ve core programs is a focus on TheArts. Programming in The Arts allows Club members to explore their talents and interests.understandthe value of other cultures (languages,food,rituals.celebrations,and music)and participate in performing, visual.and creative writing arts.In addition to BGCNF programs that foster cultural arts enrlchment, Club members 90 on ?eld trips.and learn from guest speakers and subject matter experts to enrich the cultural experience with stories.mural making.and historical accounts helping members to value similarities and differences between cultures. Additional examples of program activities that BGCNF may use to provide a diversity of culturalarts and enrichment activities throughout the 170 days in the afterschool program: 1 Des r be he bane Its of .rvxce Ledmm to chiidren and £1th m our p ogr m and dEaCl‘lb .one () community senate initiative ihai will be compieled and how ‘i «"11 help ch dr 1:t de el }tmng conne Ion with Rh?”"ommun .Mini :1 NH '12pain 5 <up.D p g Agenda Item #9.A. 09 Dec 2024 Page 105 of 162 u am— 9 Wee J86 6&- Youth for Unity:This Activity engages members and parents in activities designed to promote diversity and combat prejudice,bigotry.and discrimination.As our nation becomes increasingly diverse.our Club members need the knowledge and skills to thrive in a globally connected society and world.Youth for Unity consists of a comprehensive.broad-based set of programmatic intervention sthatbuildthecapacityoflocalClubstohelptheirClubmembersappreciatethemselves as well as unique and special individualsand to recognize bias and unfairness. Black History Month:Clubs do a variety of activities and events that educate members about the accomplishments of African Americans during Black History month.Activities include Reading poetry and other work by Black authors.recreating Artwork by Black artists.and highlighting other in?uential African Americans in their community.' PROGRAM CONIPONENTS -SUMMER Project Based Learning (PBI)actively engages members in real-world and personally meaningful projects.AllPBL activities introduce and reinforce numeracy and literacy concepts to prepare members for the next school year and help prevent summer brain drain.This project inspires members to create a unique sandwich,a song,bots that make life convenient,beauty from destruction or a Rock Climbing wall memory.Members re?ect on experiences through joumaiing and other writing exercises. The weekly plan below outlines the PBL activity,Let's CREATE -Music,STEAM.and Exercise Week 8 am.to 9 am Sign-in and Low Organized Activities Enrichment Block1 —Music Makers -This program brings together basic instrument instruction,collaborative playing and imagination to show members that everyone can make music.Some members may want to go further and 9 8"“learn how to play a particular instrument with a measure of expertise.Some members may just delight in realizing that making music is within their reach.At the very least,members will have fun together.They will learn to relate to themselves and others as they share and make music together.Those are lessons‘thatwill last gljjgtime. Enrichment Block2 —Healthy Habits -Programs include Six Lessonsthemed “Food lRL"which allows students to learn about the origins of their favorite 10 am.to foods.such as their favorite sandwich which includes research on sandwich 11 am shops and where they came from.These lessons encourage teamwork.critical thinking and learning to care about where food comes from.The Healthy habits program helps create a positive and intentional relationship with food. Enrichment Block 3 —DiY STEM—Club Members use materials to create 11 am.to science-based projects such as an art bot.motorized vehicle,or the “world‘s N00"smallest slide”.Members must follow directions and work as a team to use the materialsprovided to successfgiinggi‘lgzthe_promjgctathand. 10 am. NW"t°Lunch Activity (Monday-Thursday} J U ,Inonstuu:haw Pmicd Based Learning (PHD .md [Items will be imurp rated in o thc h ummer program.Describe a plan 1‘1r One-week out?mug a mmple of a I’BL {hi-mo:from start to finish an h w it an d be implemented in vr-ur program.(Marinmm if?paint.-upprtu.l mtg?) he Agenda Item #9.A. 09 Dec 2024 Page 106 of 162 Endif ‘1mw20.Explam }‘‘un age-appropriate physxcal activities will be provided I‘vm'ummv 15 poi 1:.aupmx.hpngm Enrichment Block 4 -Summer Brain Gain lessons themed Around the world — 13"“starting with "Let’s visit Brazil”.Club Members are introduced to the geographical 20 pm.location of Brazil through a game about continents and countries.Club Members explore the differences in culture of Brazilians. Enrichment Block 5 —Youth Arts allows all?)members to engage their f-P-m-imagination by creating different hands-on art projects.An example is a lesson 3°p_m_called “Destroy to Create"where club members are prompted to tear up'paper and use the fraggrentsto create a new image. ,__~_ 3 pm,Enrichment Block6 —Triple Play Daily Challenges -These challenges allow to club members to do physical activities that build movement skilland positive 4 pm attitudes toward physical movement. 233$;‘°Snack &Dismissal Time Activity (Friday) 10.00 am Field Trip:Rock Climbing Gym Club members learn that building con?dence is built by doing.Before the 4:00 pm.?eld trip.members build con?dence?by being allowed to safely explore outside their comfort zone.Rock climbing gives them the opportunity to $33.33;make choices and decisions in the process of physical activity in a safe Lunch environment.Club members learn from the choices they make and Break understand which ones give them con?dence in their independence and decision-makinskills,promotin self-esteem. BGCNF offers two signature programs to all Club members during the summer,which promote safe,fun,age-appropriate physical activities. 1.Camp Deep Pond:The Ultimate Outdoor Classroom-Signature Program Camp Deep Pond is the only experiential outdoor program serving Duval County and surrounding areas.BGCNF offers this unique outdoor experience for Club members to spend two (2)days in the summer and during the week of the DCPS spring break. Members will engage in water sports and ride bicycles,?sh.and kayak;launch rockets as part of the STEM curriculum;and learn the basics of ecology and conservation,through The Ultimate Journey curriculum.Club members will make new friends.connect with caring adults,and gain an appreciation for the outdoors in a safe environment. BE GREAT Olympics -Signature Program Members participate in the BE GREAT Olympics every summer.Clubs get together and compete in traditional Olympic style games against members from other Clubs.A medal ceremony and recognition help with self-esteem and recognize accomplishments in athletics. Free Swimming Lessons for ALL Club Members Through a partnership with The Bolles School,YMCA,and the City ofJaoksonville Parks and Recreation and a BGCNF Board Member,all BGCNF Club members will receive swimming lessons by trained lifeguards for free. Additionally.Club members willengage in Triple Play daily challenges through outdoor games,cooperative activities.team sports basketball,baseball.tennis,and ?eld trips that engage Club members in physical activity like Urban Air and Velocity.(activity parks with trampolines),to help them become more physically ?t while developing and improving athletic skills. Agenda Item #9.A. 09 Dec 2024 Page 107 of 162 Bid? 1‘U '7 wt!nc n «LExplain‘:ow your pr.:gram .i‘l Stet the nutritional :,..=.-ed of the children,‘fes ?les how the children will receive one {1]healthy snack arid one (1)healthy supper daily through the Nutrition program. Describe how nutrition education will be delivered using creative methodologies to educate children about the importance of proper nutrition and a balanced diet.(Maximum 12 points -—approx.1/2page) BGCNF is now a sponsor of the FDACS Summer BreakSpot food program.Under this program, BGCNF willprovide warm meals and healthy snacks to all children in our community-based sites during the Summer.see partner letter attached.BGCN will continue working with Duval County Public Schools to provide healthy meals and snacks for all children in our school-based sites. This site willprovide the required catered meal and snacks from 8 am.and 5 pm.All meals and snacks served are USDA certi?ed to meet the nutritionalrequirements for this site's age groups. During this time staff willrhousssubjects like recycling,the importance of choosing healthy snacks, and the risk of eating too much sugar.fat,and processed foods.Staff members will challenge Club'members to make gradual dietary changes that willbenefit them and their families. As nutrition education champions,Club members create a plan to Improve eating habits focusing on issues that are relevant to them,like drinking water as opposed to sugary juices and sodas. Staff create lesson plans that help members understand the importance of taking ownership of their own health.As part of the lesson,Club members are prompted to think about how they feel physically and mentally when they eat certain foods or drink certain beverages.They begin to understand the mind—bodyconnection,helping them to make better nutritionalchoices for optimal health.Summer program staff ?nd that Club members are especially teachable in the meal setting.During this time staff willdiscuss subjects like recycling,the importance of choosing healthy snacks,and the risk of eating too much sugar.fat and processed foods. Club members participate in the SMART (Skills Mastery and Resistance Training)family of programs that help them develop healthy decision-making attitudes and skills.Through age- appropriate modules,the chart below outlines the focus of BGCASMARTprograms blended with the Harmony Social EmotionalLearning curriculum. Focus Self-awareness,emotionalwellness Duration Afterschcol &Summer Teacher/student ratio 20:1-Lead by Health &Wellness YDP Assessment Observation of participation Activities: -SMART Moves:Club members engage in discussion and role—playing, practicing resilience and refusal skills,developing assertiveness,strengthening decision-making skills,and analyzing media and peer in?uence. -SMART Girls:Girls in small groups discussing health,?tness, reventionleducation,and self-esteem enhancement. I‘llFm 22.Describe how the curricuium you selected will be uSud in a creams:and meanmgful way to enhance social emotional learning.(Maximum 15 points ~(1mm:v,1 page) h Agenda Item #9.A. 09 Dec 2024 Page 108 of 162 $5 (I Explain why it is impurtant for summer programs to expand their approach to fami'y engagemen:by helping parents and exlended family members broaden their networks of social support and gain acce.’: (0 multiple resources.Describe how program staff will encourage recipmcal communication will. families and collectively identify family engagement events Descri'r the family engagemen ;opportunities that will be offered and how they will help children and families dex clap strong connections with (heir co’"munity.(Maximum 15 points —approx.1 page, the 7.4:.c 4 Demonstrate h w your program hull pmvndu a dwm.ity of cultural art:and enrichment activities to children they serve.Describe the types of adivihes you Inlend to provide and ham the children will benefit from thv activities as Well as any experience you have had in this area.DiScuss the number af field trips that will be offered a d a ?ample of h ’typo-4 03 ms.(Allu'imum 15 point:-upprm.y 1 Bid # -Passport to Manhood engages male Club members in discussions and activitiesthat reinforce character,leadership.and positive behavior. -Street SMART-Members are trained to avoid an activit and an af?liation SMART Moves family of programs assist Club members in resisting alcohol,tobacco and other drugs and premature sexual activity and to overcome obstacles that impede their development in leading successful liVes and achieving their goals..Through age-appropriate modules,SMART Moves provides Club members the knowledge, skills,and self-esteem to help them make healthy choices and practice responsible behaviors..The SMART Kid module is for members ages 6—9helping them understand how risky behavior (drugs,alcohol,gangs)can impact their future. -Start SMART reaches members ages 10-12 with the same message as SMART Kid but includes discussions on illegal substances and sexual abstinence. BGCNF staff encourages and supports parental and family engagement during our summer programs.We gain ideas from the Parent Advisory Committees and Youth Councils to make summer a-fun and engaging time.We look at data collected from the BGCA National Youth Outcomes Initiative (NYOI)annual survey and tweak programs to meet the needs of the site. Program staff ask adult family members directly about how and when they would like to participate:involve them in joint planning which includes developing written policies that promote family participation;and create opportunities for their involvement. For example.in the summer.the Parent Advisory Committee will assist staff in creating the Club's vendor fair.Parents will have the opportunity to request speci?c vendors and community partners that are of value to them.This will give parents the time to get familiar with businesses in the community and gain resources for future events.Events and activities like this allow staff to stay connected with families and understand more about the community in which they work.It is important for our summer program to extend its approach to family engagement by helping parents and extended family members broaden their networks of social support and gain access to mul?ple resources because giving the families the opportunity to become their own champions is an important goal. Clubs host an "end of the summer"event for families.A talent show is the most commonevent.Club members display different talents (dance.step,skits,singing)that they have been working on at the Club during the summer program.Families are invited to support their children who have participated in these events. BGCNF's Club staff will provide students with a diversity of cultural arts and enrichment activities through theme-based ?eld trips.virtual tours of historic places and monuments,and through presentations from subject matter experts from the community. BGCNF's Club staff bring years of successful summer learning and engagement experiences to enrich 1.;ih? -‘13: ”I. Agenda Item #9.A. 09 Dec 2024 Page 109 of 162 1 Demonstrate how your program shall provide a diversity of cultural arts and emicliment activities to the children they serve.Describe the types of activities you intend to provide and how the children will benefit from the activities,as well as any experience you have had in this area.Discuss the number of ’field trips that will be offered and a sample of the types of hips.(Maximum 13‘:points -aypmsr.‘1':page) the learning experience.Beginning late spring,these teams meet,collaborate,discuss guidance received from parent and youth advisory councils and plan for an exciting fun—?lledsummer of academic,project-based learning,fun-?lled activities,and experiential ?eld trips.Club members have input through the advisory councils,discussions and surveys and staff work hard to honor the wishes of the members and provide experiences they will remember for life.Below are two examples cultural arts and enrichment activities. A Fantastic Voyage Club members are invited to explore different cultures and backgrounds starting with the Bahamas, Aruba.and Mexico,ending withAfrica,Puerto Rico,and Jamaica.Members studied one country per week learning the culture including fashion,foods,customs and beliefs,and values of the people.Club members learn about the culture through videos,literary works,songs and music,and art from the various cultures. World Culture Day Members participate in a World Culture Day,where they showcase what they learn about diverse cultures in a fun and interactive way.The Club entrance gets set up as a cruise ship,where passengers (parents and Club members)set sail to any country they would like (table set up)and learn more about the different cultures and ethnlclties.Proud parents praise their children,interact with other parents and their children.Everyone leaves this experience with an understanding of the importance of embracing differences. We willprovide a minimum of six (6)?eld trips during the 28 days of summer programming. Examples of Summer Program Field Trips that complement the diversity of cultural arts and enrichment activities are as follows: Historical Ritz Theater and LaVilla Museum Cummer Gallery Museum of Contemporary Art Museum of Science and History Hands on Children's Museum Castillo de San Marcos and Colonial Spanish Quarter Museum,St.Augustine FSCJ Artist Series Florida Theatre-Theatre Works programming Surfear NegraSur?ng programming that promotes diversity Club members participate in supplemental teaming activities facilitated by YDPs,volunteers from partnering organizations,and from youth representing other youth development organizations like the YMCAand local youth ministries. Examples of fun supplemental teaming activitiesthat may be implemented throughout the 28 days of the summer program include the following: Dance &Drama Matters encourages Club members to express themselves through acting and movement. Photography Club -Club members learn photo editing,lighting effects and learn to use cameras and other high-tech equipment.They explore college and careers paths in photography. photojournalism,and related areas. Agenda Item #9.A. 09 Dec 2024 Page 110 of 162 u 1-. Bid? 26 Usu detail.{mm the hart ompleled in Que.ion #8;complete pric sheet f ma epara 8 Excel to be downloaded from KHA website;to determine the amour“requested for each program by site.Hm!) complete rows neede .KHA reserves the right to award schools based on conswxency of services and geographical location/region.{Maxi man 2 'mrs ~approx,I page) 7 Describe how Lontractm will coordinate program recrui men!strategies tu targeted eligible participants. your program Will be pmvxdm transpona 10"either from a school Elbe or home In fh evening.please describ (Maximum points-approx,page) STEM -Members explore the disciplines of science,technology,engineering,and mathematics by building and programming robots and drones.Club Members learn basic coding skills and explore college and career paths uncovering future vocational and educational possibilities. Music Makers-Club members learn basic instrument instruction,music theory basics and collaborativeplaying that may spark them to go further in music orjust enjoy making music with friends. Lyricism 101-Recognizing the power of the literary‘arts,Lyricism 101 positions Club members as torchbearers and experts in the ancient oral poetic traditions that continue to thrive around the world. The program gives teens an opportunity to tell their stories,build community and express their artistic visions through the music of hip-hop culture and the cuiture of the cipher. REFERTO PRICE SHEET -FORM 1 TO COWLEI'E THIS INFORMATION BGCNF proposes to serve 16 Community-Based Sites. The complete list of sites is in the Units of Service —Price Sheet Form -Budget Section of this Response. The BGCNF team identi?es eligible participants at school open houses,parent.church,and community events,and through referrals.At each event the team provides ?yers with QR codes to make online registration convenient.Through the BGCNF.org website,social media platforms,and word of mouth interested parents and students can ?nd more information about programming and membership bene?ts.BGCNF provides transportation from various schools to Club sites for afterschool programming.In partnership with DCPS transportation department,bus stops to BGCN Fsiteshavebeenaddedforsomeschools.Bus stops can be easily added to existing routes through a request to DCPS. Recruitment Strategies-BGCNF Team will:.Reach out to adult-family members of students who served in our Clubs and ask them to tell their friends and family members about the Club and programs..Recruit potential students directly through events.relationships.and unique entry points to reach students in the schools..Encourage students to recruit their fellow student friends..Create recruitment activities designed to target potential students that align with Club programming..Ask teachers and the principal to give referrals for the program. Secure a list of school events and have BGCNF Club staff members attend..identify and target speci?c students based on current standardized test scores using personal invitations and contacts. Retention Strategies-BGCNF Team will:.Conduct Club member surveys to secure feedback and preferences for enrichment. -Create excitement around Club programming to engage students. -Inquire with parents about student absences of more than two days in the program and help to solve attendance barriers. Agenda Item #9.A. 09 Dec 2024 Page 111 of 162 Hvd~_ .Routinely share information about the BGCNF programs to parents as they pick up their children and integrate informationto keep their children engaged as part of our adult-family member program activities. Work directly with school administrationto improve Club member retention. Ensure that support is given to members with different learning styles. BGNCFtakes the safety and security of our members very seriously.in most cases Boys &Girls community-based Club sites are stratégicaliy located within Walking distance for our’Club members but transportation from schools to the Club sometimes poses a problem for parents. Subsequently.some of our Club sites utilize buses and vans from our ?eet of vehicles to transport members from area schools.BGCNF's vehicle ?eet is routinely maintained,licensed,and insured. Staff and bus drivers are required to comply with BGCNF’s safe driving requirements inclusive of the proper training.employment screenings,a safe driving record,good customer service skills and being certi?ed with a CDL when required. Parents must complete a transportation pick up form allowing BGCNFto pick their child up from school. The Club maintains a list of members who ride the bus from each school and utilizes that list to ensure successful member pick up at each school location.Additionally.the Club utilizes a sign in and sign out procedure for its members and requires that a parent or guardian sign out their child each day whenthey are picked up.Should a parent or guardian not be available to pick their child up.we require that the parent sign a release form allowing the childto sign themselves out.This policy is utilizedon a very limited basis as parents are encouraged to pick up their children from the Club.AllBGCNF vehicles and routes are coordinated with the Director of Transportation.Unit Directors coordinate bus drop offs with the School System. BGCNF’s policies and procedures ensure the safety and security of participants while participating in the program. The priorityof BGCNF is the physical and emotionalsafety of its members.staff.and volunteers.All Club activities and program spaces are under continuous supervision by sight or sound (for restroom supervision)by an appropriate adult staff (18 or over).To ensure appropriate supervision.staff,and volunteers must abide by the BGCNF policies and procedures that foster safety.The followingSafety precautions include,but are not limitedto.the following safeguards:Staff members are prohibited from engaging in private one-on-one interaction with Club members.must ensure that at least one adult staff (18 and over)is present when supervising members.must maintain proper supervision ratios and immediately notify Club leadership andlor submit written reports detailing supervision issues, accidents.or critical incidents.Staff are prohibited from using cell phones,PDAs or other communication devices while supervising members unless for Club purposes.as de?ned in the Acceptable Technology Use Policy. BGCNF’s emergency communication with sta?at program site locations. The BGCNF Leadership Team will inform all Boys 8:Girls Club staff of any emergency needing evacuation or lockdown protocol to be implemented by using the intercom,walkie-talkie.or other established method of communication.Personnel in areas without intercom/phonelradio capability will be noti?ed in person or via a written message regarding the situation. BGCNF's emergency communication with parents/families (if applicable). Unit Directors and Club staff utilizes the BAND App.a simple and effective way to communicate with staff,Club members and their families.Families sign up to receive noti?cations about club current 28.Explain Cuntmclor's procedures to ensure lhc safety and security of participants while participating in the program.Include methods of emergency cummunicalion with staff a!program site locations, emergency communication with parents/families (it applicable],Contractor’s safety,and security plan in Leap unauthorized peoplr from having contact with participants,and Contractor"guidelines for compleiing accident and incident reports.(Maximum 15 points »tip/crux.‘1page) Agenda Item #9.A. 09 Dec 2024 Page 112 of 162 Bid # "Wha!muut .miupant accomplish Io have 5 u‘cessfully complete the mgram?Please Include the guxdelines.requirements,and limcframes Contractor Will use it determine suaess ul completion. (M;rmmm 15 points —appru .1“;page, \ .“411.»“my.”mama" events,emergency situations,celebrations.and change of schedules.Clubs also send home paper notices when applicable. BGCNF's safety,and security plan Boys &Girls Clubs of Northeast Florida is committed to selecting and retaining effective staff and volunteers to serve our youth.As part of the selection process and in accordance with state regulations.background checks and screening procedures are conducted. Allfacility entries and exits shall be controlledand monitoredby paid adult staff (18 or over)during all hours of operation.along with a system to monitor and track everyone who is in the facility.Allexit doors shall have an audible alarm to discourage unauthorized use of exiting or entering the facility. Only designated adult staff (18 or over)shall be authorized to possess keys and/or badges to open any facility.Ifan employee is supervising a scheduled activity.slhe shall be responsible for the security of their program space. BGCNF’s guidelines for completing accident and incident reports Staff and volunteers must immediately report and document (in a BGCNF incident report)all safety incidents that might affect staff.volunteers.members.and others who visit Club sites.The followin ginformationshallbeincludedonanIncidentReport:Date and location.incident details.witnesses and contact information,names of all involved (youth and staff if applicable),all noti?cations made (?rst responders.parents.leadership,etc.). Safety incidents that occur during Club programs,on Club premises,and during a Club af?liated program or trip must be reported.Incident reports are submitted to Human Resources and are dealt with according to Organizational Policies and Safety procedures.Examples of safety incidents include, but are not limited to:Inappropriate activity between adults (18 and over)and youth;Inappropriate activity between multiple youth;Allegations of abuse;Bullying behavior;Inappropriate electronic communications between adults (18 or over)and youth:Minor and major medical emergencies; Accidents.including slips and falls;Threats made by or against staff.volunteers and/or members; Physical assaults and injuries,including ?ghts;Missing children;Criminal activity,including theft and robbery;and other incidents deemed appropriate by Club leadership.The BGCNF Safety committe e.comprised of Area Directors.Unit Directors,Site coordinators.and other interested staff.meets monthly to assess safety and security needs of the program. AcademicAchievementReceive passing-gradesforall nine weeks of Quarterly the school year.If a grade is lower than passing the member willwork with staff to m ,m w ._i_n§r_ease them;.a m__ Graduation/Promotion Graduate from high school on time.Are End of School M .2ro_m__o_.tedtattle next tedelsxal;m... .Year . Clubattendance l?Attend80 rcent of annual ro ram da 5.Year?ound Program Attendance:Attend 90 percent of Power Hour classes Year-Round Power Hour during days present.Power Hour is the -BGCNF academic hour and designed to[increasegrade level learning Agenda Item #9.A. 09 Dec 2024 Page 113 of 162 10 Describe the memods Contractur intends m use to pursue data-driven performance management throughout program implementation.Describe how performance measures and data will improve service delivery,case planning,and quality improvement of service systems and community condition How will the prugram coiled and incorporate participant and staff feedback and how frequently will this new r?(Muximrm 15 poi m. —a r.approx.V2page. Bidit Program Attendance:Attend 80 percent of enrichment programming Year-Round Enrichment while at the Club,which includes programming the ?ve core program areas.The Arts.Sports &Recreation,Education,Character & Leagg?p,aggl?ealth &Wellness. Program Participation:;Attend 80 percent of mentoring programs Year-Round Mentoring while at the Club.This includes peer to peer, ,_-.m rod and enrichment—basedmentorin . Program Assessment:Pre and Post surveys for enrichment Pre &Post Program programming they attend.Club members Quarterly Surve s exceed their evious assessment score. (NYOI)NationalYouth Meet.maintainor exceed a 90%rating for the Annuall Outcomes Initiative overall "Optimal Club Experience.”y PERFORMANCE MEASURES ANDQAIA MANAGEMEISI Each month,Area Directors conduct a walk-through of each of their Club sites.completing a standards rubricthat addresses safety,program implementation and tracking,staf?ng,and deliverables.The site supervisor uses the results of the rubric to set goals and plan training that are aligned with the quality measures that need improvement. All curriculum for evidence based.BGCA national programs.include diagnostic assessments, qualitative surveys,and pre and post—tests.Through our partnership with Duval County Public schools, Club staff can access One View,to retrieve report cards,progress reports,discipline referrals,and teacher comments.Club staff will use collected data to improve our Club members”academic performance or to improve behavior.Club staff ensure that all attendance sheets are completed daily. Club member participation is gathered daily for academic.cultural,social,and emotional and enrichment programs.BGCArequires annual survey data from Club members.staff.and parents to enhance programming and improve the Club experience. At the end of summer programming Club leadership conduct a summative assessment of program s.student participation,safety policies,parental engagement,and partnerships.Data used to complete the assessment includes student and parent satisfaction surveys,staff accounts of effective activities, review of incident reports,and sign in sheets.to plan for the next summerand for the upcoming school yeah Egpglatlon Gals 1.Duvai Children and Youth are Physically and Mentally Healthy and Safe (a)Children and youth have access to safe and available places to play and build relationships (c)Children and youth receive the knowledge.support.and access to resources to live a healthy lifestyle. 2.Duvai Children and Youth Succeed in School (e)Children and youth have access to available high quality supplemental education and enrichment 4.Duvai Youth Successfully Transition to Adulthood z. Agenda Item #9.A. 09 Dec 2024 Page 114 of 162 u (A Imus h (v ..duv h- gu :‘yh Bid? escri e t ea n V fun m p rt also ‘.13.U er.)Lost anz agency At:ompare t emndmg equested from KHA,the funding dwersncahon for the mgram which you art proposm t support the fiscal stability ofy ml agency which w“Il demon hate!9 eve]of campeten f0 ‘an org '1l .3 on n Ifil t terms of the amt”‘fan-i m ‘mm“:(mm ‘.’page” 3(c)Every youth willhave access to the guidance of a caring adult. PerformanceMeasures Duval County PublicSchools Data Providedby KHA 5(a)School attendance rate of participation .5(b)Number of Behavioralinfractions for participants 5(e)Promoted Students Annually,BGCNF conducts the NYC!(National Youth Outcomes initiative)Survey in all our BGCACharteredclubs.NYOi measures the members’overall club experience.peer interactions,staffinteractions,feeling of physical and emotional safety,as well as general enjoyment of club programs. internal controls utilized to ensure that data integrity: Each site director is required to complete NYOl training thrOugh BGCAwhich explains in detail thevalueofmembersurveying,how to best administer the survey,and what the results mean about theindividualprograms.Standards are put in place for how and when the survey should be administere dtothemembers.The survey is conducted oniine;therefore,the data is sent straight to Boys 8.GirlsClubsofAmericawhichpreventsanytamperingwiththeresults.BGCNFis sent reports for each site. Motivating and training staff on the importance of data collection: Staff are required to participate in BGCA training before the survey can be administeredat their site.Data received by the BGCNF leadership team ensures that data is collated,analyzed for trends,andusedforcontinuousprogramimprovementandinformfuturetrainingstoappropriatelyrespondtoresults. BGCNF‘s 2022—2023(August 1,2022,to July 31,2023)operating budget is $22,164,000.Funding from KHAis approximately 36%of the total revenue.Another37%is sourced from State and Federal grants and the remaining 27%is derived from individualand business contributions,foundationsand major fundraising efforts.The organization reports revenue and expenses on the accrual basis and adheres to Generally Accepted Accounting Principles for reporting purposes.Annually,the organization undergoes a ?nancial audit as well as a Single Audit from a national accounting ?rm.The CFO reports the organization’s financial position to the executive team in a weekly executive meeting. Additionally.the CFO and CEO meet monthly with the Finance Committee of the Board of Directors to review results of operations,deviations from budget,liquidity,and future expansion plans.The organization also has a $2miiiion line of credit available to fund any receivables from government grants.The organization includesa small surplus in the budget as required by the Board of Govamors. BGCNF Is well positioned to fulfillthe terms of this contract. 32. STABI TY 1-1.“. 31 Planmng is required to muasure participant progress.and program Impact.1 plain the st ps Cunt-mam will take tn cmure thal every participant is adminis‘lered performance measurement tuuls .m required. Dgscribe thc internal c‘nntroh utilized tn ensurc that data integrity is maintainect and tesft results are accruals and reported in accordance with the outcome schedule.How will staff be trained and motivated to mlh‘ct data I?ularly.and mean ugfully u -e the rem ts?(Maximmu 33'-rmnt.-ummn "’9 page: Agenda Item #9.A. 09 Dec 2024 Page 115 of 162 \nggnsign Dimension Construction 1045 N.Liberty Street Jacksonville,FL 32206 CGC1508799 CSI FORMAT CSI 1 CSI 2 CSI 4 CSI 5 CSI 6 CSI 8 CSI 9 CSI 12 CSI15 CSI16 BOYS &GIRLS CLUBS OF NORTHEAST FLORIDA Donner Park Club 2072 George Street,Atlantic Beach,FL 32233 SCOPE OF WORK:Alterations to existing building Project Square feet to be altered Description General Requirements Project Coordination Mobilization,Facilities,Equipment Job Overhead &Profit Trash Removal,Dumpsters and Final Clean u Architectural and en ineerin plans for ermit set.B others Private Provider ins ection Site Work Demolition Equipment rental Masonry Metals Carpentry LVT wall trim moldings.On the walls. Install new laminate counterto s in the kitchen. Remove the two adjoining closets between the office and the room and add the space to the room so that it could as as a classroom. Windows &Doors Install new metal frame solid core metal frame doors for both bathrooms,kitchen with glass,office with glass and second room with glass.6 doors Finishes New Flooring.LVT.6"x48"random layout.Light gray throughout.Bathrooms will have new tile on the floor and walls up to 36"AFF. Commercial Carpet tiles.Installed in the of?ce. Paint all walls &Trim Drywall and finish as needed for the rooms and of?ce.Patch all holes. Both ADA bathrooms.Install new tile flooring and walls up to 48 inches Ceiling tiles.Replace ceiling tiles in the main room.Tiles only. Furnishings Supplied and installed by Client Mechanical HVAC.Remove and clean all AC registers Plumbing.New toiles and sinks for the 2 ADA bathrooms.Install new kitchen sink and hand sink in the kitchen area as needed Electrical 2310 Amount $8,500.00 $1,500.00 $19,810.00 $750.00 $0.00 $1,250.00 $1,150.00 $1 ,000.00 $0.00 $0.00 $5,400.00 $4,800.00 $4,750.00 $15,700.00 $12,800.00 $900.00 $1 1,500.00 $3,200.00 $7,200.00 $1,850.00 $0.00 $1,500.00 $2,800.00 Construction www.dimensionconstruction.biz 20241106 BGCNF AB Donner Park renovation Buildout Estimate.xlsx Agenda Item #9.A. 09 Dec 2024 Page 116 of 162 $1,860.00 $1,000.00 $2,000.00 $4,860.00 Install new LED fixtures,or retrofit ?xtures that are attached to the ceiling with LED $12,500.00 bulbs to avoid alterations to the ceiling.Approximately 20 ?xtures Up to 5 new outlets as instructed by client for the TV's.Install up to 5 TV mounts. GRAND TOTAL Dimension Construction Donated Time &Materials Project Coordination Donated Mobilization,Facilities,Equipment Job Overhead &Profit Total Donated Amounts NEW Proposal Amount $114,000.00 ADDITIONS: Allwork to be performed during regular business hours. This proposal is valid for 30 days after the date noted on this page. No asbestos reports or remediation is included in this contract This proposal is a preliminary estimate.The final project estimate will be negotiated once the permit has been issued. Prepared EDimension Construction 1045 N.Liberty Street Jacksonville,FL 32206 Client Boys &Girls Club of Northeast Florida Contractor Ramin Panow,President $118,860.00 20241106 BGCNF AB Donner Park renovation Buildout Estimate.xlsx Agenda Item #9.A. 09 Dec 2024 Page 117 of 162 ”In QP Construction Dimension Construction 1045 N.Liberty Street Jacksonville,FL 32206 0601508799 CSI FORMAT CSI 1 CSI 2 CSI 4 CSI 5 CSI 6 CSI 8 CSI 9 CSI 12 CSI15 CSI16 BOYS &GIRLS CLUBS OF NORTHEASTFLORIDA Jordan Community Center 1671 Francis Ave.Atlantic Beach,FL 32233 SCOPE OF WORK:Alterations to existing building Project Square feet to be altered Description General Requirements Project Coordination Mobilization,Facilities,Equipment Job Overhead &Profit Trash Removal,Dumpsters and Final Clean up Architectural and en ineering plans for permit set.By others Private Provider ins ection Site Work Demolition E ui ment rental Masonry Metals Carpentry Install new 4"base boards and LVT in the common areas.The board and Iatten design willbe in the main entrance room only.Floor to ceiling.The carpet removal willdestroy the sheetrock Remove and install new countertops for the kitchen and the game room. Windows &Doors Install 10 new wood doors with glass view.All solid wood doors,metal frame.The doors are all located in the main area.The remaining doors willbe sanded and painted only. Finishes New Flooring.LVT.6"x48"random layout.Light grey.The flooring to match other Clubs.The ?ooring willbe installed only in the main entrance area and 1/2 of the area in the addition that we willbe opening.Approximately 2000 square feet. Install new 4 inch Cove base throughout. Commercial Carpet tiles.Installed in the office. Prime all new walls,doors,trim,exisitng doors,ceilings that have popcorn texture. Paint all trim Semigloss.Paint cabinets a matching color as the walls in the kitchen and the play area. repair all drywall damaged after the removal of the small walls.Repair and patch all other holes and misc Both ADA bathrooms.Install new tile flooring and walls up to 36 inches Ceiling tiles.Replace ceiling tiles in the main room.Tiles only. Furnishings Supplied and installed by Client Mechanical HVAC.Remove and clean all AC registers Plumbing.New toiles and sinks for the 2 ADA bathrooms.Install new kitchen sink and hand sink in the kitchen area as needed Electrical 3780 Amount $8,500.00 $1,500.00 $24,070.00 $3,400.00 $0.00 $1,750.00 $2,800.00 $1,000.00 $0.00 $0.00 $10,800.00 $8,500.00 $18,500.00 $14,700.00 $900.00 $16,700.00 $3,200.00 $5,200.00 $1,900.00 $0.00 $1,500.00 $3,600.00 www. 20241106 BGCNF AB Jordan Park renovation Buildout Estimate.xlsx Agenda Item #9.A. 09 Dec 2024 Page 118 of 162 $1,500.00 $1,000.00 $3,920.00 $6,420.00 20241106 BGCNF AB Jordan Park renovation Buildout Estimate.xlsx Install new LED ?xtures,or retro?t ?xtures that are attached to the ceiling with LED $15,900.00 bulbs to avoid alterations to the ceiling.Approximately 60 ?xtures Up to 10 new outlets as instructed by client for the TV's.Install up to 5 TV mounts. GRAND TOTAL $144,420.00 Dimension Construction Donated Time 8.Materials Project Coordination Donated Mobilization,Facilities,Equipment Job Overhead &Pro?t Total Donated Amounts NEW Proposal Amount $138,000.00 ADDITIONS: Allwork to be performed during regular business hours. This proposal is valid for 30 days after the date noted on this page. No asbestos reports or remediation is included in this contract This proposal is a prelimanary estimate.The final project estimate willbe negotiated once the permit has been issued. Prepared t Dimension Construction 1045 N.Liberty Street Jacksonville,FL 32206 Client Boys &Girls Club of Northeast Florida Ramin Panow.President EXHIBITA Contractor Agenda Item #9.A. 09 Dec 2024 Page 119 of 162 .~nu“. ~.-~v, \A . ‘' ..MW”: .1‘’ » .-u .I I "1.3m '‘ -- ‘m ‘ nu :2 ...‘. ... ,'-14”! DATE ACTiVlT RATE AMOUN Complete SeMoee WellDrilling,JNG. 9785 WELLWATERROAD JACKSONVILLE,FL 32220 US (904)693-3635 cecil@iaxwelld?lling.com www.jaxwe|ldrilling.com ADDRESS Clty of AtlanticBeach 2,750.00 6,700.00 2,200.00 3,800.00 2,750.00 6,700.00 2,200.00 3,800.00 Services Jobslta:Well 2R Supply Pump and columnfor 60'setting depth.Sim?o SJ12 H2stage1500GPM@136‘head,Requires 75HP Motor Alternate Selection NationalH12MCZSLaQe,15009pm@47' head with40HP WP1 US Motor$32,072 Sen?ees Fabricate Flange with 3 ports Services Pump installation Sentines Supply discharge Piping lor wellclearance Services Header Modi?cation Accepted By Accepted Date $46,622.00TOTAL ESTIMATE#2422 DATE 11/07/2024 QTY 31.172. Agenda Item #9.A. 09 Dec 2024 Page 120 of 162 .H‘I‘, | I '‘'.|'. '-'.II I =.I II .;...I H '"'I II. 'I 'I II .. H I -:|.I , I ._. I , I.I I 'I I‘H “I : I .,I .II I II H I“-I I H |I I I . '.'II -I .I . I :H _a I I I II II ""'I 'z... I -I -;.. -.uII .,-.I ,.I __ H "n =I .I I I I _I III ,I . I .. II I . I III ''o l I , ''"''-‘-I.._~I -.:..I l H 'I 'II'I.I ,I III =II I"I .-.:-.II:II I I _ I u '" 'H‘ ‘I I ‘V I II . AGENDA ITEM: SUBMITTED BY: CITY OF ATLANTIC BEACH CITY COMMISSION MEETING STAFF REPORT Ordinance No.58-24-47 AN ORDINANCE AMENDING CHAPTER 2,ADMINISTRATION, ARTICLE VI,EMPLOYEE BENEFITS,DIVISION 3,GENERAL EMPLOYEES’RETIREMENT SYSTEM,SECTION 2-266,“BENEFIT AMOUNTS AND ELIGIBILITY”,TO PROVIDE FOR A COST— OF-LIVING ADJUSTMENT;PROVIDING FOR CONFLICT;PROVIDING FOR SEVERABILITY;AND PROVIDING FOR AN EFFECTIVE DATE. Brittany Percell,Director of Finance TODAY’S DATE: MEETING DATE: BACKGROUND: BUDGET: November 27,2024 December 9,2024 Retirees and their bene?ciaries have received three cost-of-living adjustments.These were in the amounts of 12.5%in 1987,3%in 1997,and 5%in 2001. During the February 27,2023,City Commission meeting,Commission members expressed interest in looking into whether monthly bene?ts of retirees should keep up with in?ation. The General Employees’Pension Board of Trustees and City Manager requested actuarial impact studies for numerous COLA scenarios.During the September 23,2024,Commission meeting,Commissioners unanimously voted to move forward with the COLA scenario recommended by the City Manager with adoption of the FY 2024-25 budget:A one-time cost-of-living adjustment for all current retirees and bene?ciaries of 3%for every ?ve years elapsed since bene?t commencement. The action will affect future budgets for the City and for the City’s pension fund.The City will have to budget and transfer additional funds as calculated by the actuary to amortize the cost of the increase bene?t over ten years.The pension fund will have to pay the additional costs of the increased bene?ts being distributed. City Budget: The attached actuary report estimates that the increased contribution to the General Employees Plan would be $108,389 or 8.85%for the ?rst year.Future contribution requirements can be signi?cantly higher or Agenda Item #9.B. 09 Dec 2024 Page 121 of 162 74¢“?ewv?/6 lower depending on the extent in which the Plan differs from that anticipated by assumptions. Pension Budget: The above future increases in the City’s budget for transfers to the pension fund will be revenues in the pension fund.This will offset the increased expenses of the additionalbene?ts to be paid. RECOMMENDATION:Approve Ordinance No.58-24-47 ATTACHMENT(S):Ordinance No.58-24-47 General Employees Retirement System Actuarial Impact Statement BY CITY MANAGER:?r Agenda Item #9.B. 09 Dec 2024 Page 122 of 162 I ,.I I.‘-I II I I I I I I I ‘II 'u I '' I II .I I I II I I -I II I ,.‘=I.| .-I I II II_ .'-I --I I I I .I A 31 . I. .I II I '.|.' I I I I I I ‘ II I'I '- I I l _I -I J )1 I ..,I __II I II ‘I .f'=.I II .I II I I -III I ‘I 'I I II - II I . II'-II:II I -_ HI I ... I'I .I;II II I II . 1| . I II I II :I In 'I\ I .2! ‘II n q II I I III ORDINANCE NO.58-24-47 AN ORDINANCE AMENDING CHAPTER 2,ADMINISTRATION, ARTICLE VI,EMPLOYEE BENEFITS,DIVISION 3,GENERAL EMPLOYEES’RETIREMENT SYSTEM,SECTION 2-266,“BENEFIT AMOUNTS AND ELIGIBILITY”,TO PROVIDE FOR A COST-OF- LIVING ADJUSTMENT;PROVIDING FOR CONFLICT;PROVIDING FOR SEVERABILITY;AND PROVIDING FOR AN EFFECTIVE DATE. WHEREAS,the Board of Trustees of the City of Atlantic Beach General Employees’ Retirement System (“Retirement System”)desires to provide a one-time Cost of Living Adjustment for current retirees (DROP participants,bene?ciaries/surviving spouses,and disability such Cost-of—LivingAdjustments;and WHEREAS,amendments to the Plan are necessary to conform the Retirement System to WHEREAS,the Trustees of the City of Atlantic Beach General Employees’Retirement System have requested and approved the amendment provided herein as being in the best interest of the participants and bene?ciaries and improving the administration of the Fund;and WHEREAS,the City Commission has received and reviewed an actuarial impact statementrelated to this change and attached as such;and WHEREAS,the City Commission deems it to be in the public interest to provide this change to the Retirement System for its General Employees. NOW,THEREFORE,BE IT ENACTED BY THE CITY COMMISSION ON BEHALF OF THE PEOPLE OF THE CITY OF ATLANTIC BEACH,FLORIDA that: Page 1 of 3OrdinanceNo.58-24-47 WHEREAS,the Board of Trustees has recommended an amendment to the Retirement System to provide as such;and bene?t recipients);and Agenda Item #9.B. 09 Dec 2024 Page 123 of 162 () PASSED by the City Commission on ?rst reading on the 9th day of December,2024. PASSED AND ADOPTED by the City Commission on second and ?nal reading on the 13th day of January,2025. SECTION 1.Additions to Section 2-266.Section 2-266,“Bene?t amounts and eligibility” of the Code of Ordinances is hereby amended by adding a subsection (t)as follows: Sec.2-266 .-Bene?t amounts and eligibility. ***** f Effective October 1 2024 there shall be a one-time Cost-of -Livin Ad'ustment for all current retirees and survivin bene?ciaries receivin bene?ts of 3.00%for eve ?ve corn lete ears that have ela sed since their ori inal date of bene?t commencement. SECTION 2.Con?ict.All ordinances,resolutions,of?cial determinations or parts thereof previously adopted or entered by the City or any of its of?cials and in con?ict with this ordinance are repealed to the extent inconsistent herewith. SECTION 3.Severabilit .If a Court of competent jurisdiction at any time ?nds any provision of this Ordinance to be unlawful,illegal,or unenforceable,the offending provision shall be deemed severable and removed from the remaining provisions of this Ordinance which shall remain in full force and intact. SECTION 4.Effective Date.This ordinance shall take effect upon ?nal reading and ATTEST: Curtis Ford Mayor Donna L.Bartle City Clerk Page 2 of 3OrdinanceNo.58-24— adoption. Agenda Item #9.B. 09 Dec 2024 Page 124 of 162 Approved as to form and correctness: Page 3 of 3OrdinanceNo.58-24-47 Jason Gabriel City Attorney Agenda Item #9.B. 09 Dec 2024 Page 125 of 162 November 12,2024 Ms.Brittany Percell Plan Administrator General Employees'Retirement System City of Atlantic Beach 800 Seminole Road Atlantic Beach,FL 32233 Re:City of Atlantic Beach General Employees'Retirement System Actuarial Impact Statement Dear Brittany: As requested,we have prepared the enclosed Actuarial Impact Statement measuring the first-year financial impact of the proposed ordinance (copy attached)which would amend the plan as follows: 0 Effective October 1,2024,there shall be a one-time Cost of Living Adjustment for all current retirees and surviving beneficiaries receiving benefits of 3.00%for every 5 complete years that have elapsed since their original date of benefit commencement. The enclosed exhibits show the impact of the above changes on the City’s contribution requirement,the Unfunded ActuarialAccrued Liability(UAAL),the funded ratio in the first year and the ultimate cost to the City in today’s dollars (for this report,the ultimate cost is the change in the Actuarial Present Value of all Projected Benefits). Please note that the impact of the proposed plan change is being shown on the actuarially determined contribution for the fiscal year ending September 30,2025 for illustrative purposes only using the valuation results as of October 1,2023,the most recent actuarial valuation.Ifthe proposed ordinance is adopted,funding requirements would not be impacted until the year beginning October 1,2025. The Statement must be filed with the Division of Retirement before the final public hearing on the ordinance.Please have a member of the Board of Trustees sign the Statement.Then send the Statement along with a copy of the proposed ordinance to Tallahassee. Summary of Findings The baseline results shown on the enclosed exhibits are from the October 1,2023 ActuarialValuation Report dated August 6,2024.As compared to these baseline results,the proposed ordinance would have the following impacts: -The first year required City contribution would increase by $108,389,or 8.85%of covered payroll .-The Funded Ratio would decrease by 2.5%,from 91.2%to 88.7%. -The ultimate cost of the proposed changes is measured by the change in the Actuarial Present Value of Projected Benefits,or approximately $763,000.This represents the increase in future benefit payments expected to be funded by the City in today‘s dollars.This assumes all of the actuarial assumptions are met each year One East BrowardBoulevard Suite 505 Ft.Lauderdale.Florida33301-1804 f’:954.527.1616 F:954.525.0083 wwwgrsconsultingx Agenda Item #9.B. 09 Dec 2024 Page 126 of 162 Ms.Brittany Percell November 12,2024 Page 2 Other Cost Considerations .The enclosed figures measure the increase in the City’s contribution requirement for the first year only,and assume that all of the actuarial assumptions are met.Future costs and contribution requirements can be significantly higher or lower depending on the extent to which Plan experience differs from that anticipated by the assumptions,increases or decreases are expected as part of the methodology used to determine contribution requirements,and if there are any future changes in assumptions,plan provisions,or applicable law. -As of October 1,2023,the Actuarial Value of Assets exceeds the Market Value of Assets by approximately $954,000.This difference will be gradually recognized over the next three years.In turn,the employer contribution will increase in the absence of offsetting gains. Risks Associated with Measuring the Accrued Liability and Actuarially Determined Contribution The determination of the accrued liability and the actuarially determined contribution requires the use of assumptions regarding future economic and demographic experience.The assumptions used to determine the contribution requirement and accrued liability are the same as those used for the October 1,2023 Actuarial Valuation Report dated August 6,2024. Future actuarial measurements may differ significantly from the current measurements presented in this report due to such factors as the following:plan experience differing from that anticipated by the economic or demographic assumptions;changes in economic or demographic assumptions due to changing conditions;increases or decreases expected as part of the natural operation of the methodology used for these measurements (such as the end of an amortization period,or additional cost or contribution requirements based on the Plan’s funded status);and changes in plan provisions or applicable law. Please refer to the October 1,2023 Actuarial Valuation Report dated August 6,2024 for additional discussions regarding the risks associated with measuring the accrued liability and the actuarially determined contribution. The scope of this Actuarial Impact Statement does not include an analysis of the potential range of such future measurements or a quantitative measurement of the future risks of not achieving the assumptions. In certain circumstances,detailed or quantitative assessments of one or more of these risks as well as various plan maturity measures and historical actuarial measurements may be requested from the actuary. Additional risk assessments are generally outside the scope of an Actuarial Impact Statement.Additional assessments may include stress tests,scenario tests,sensitivity tests,stochastic modeling,and a comparison of the present value of accrued benefits at low-risk discount rates with the actuarial accrued liability. 7G Agenda Item #9.B. 09 Dec 2024 Page 127 of 162 Ms.Brittany Percell November 12,2024 Page 3 Additional Disclosures This report was prepared at the request of the Board and is intended for use by the Plan and those designated or approved by the Board.This report may be provided to parties other than the Plan only in its entirety and only with the permission of the Board. This report is intended to describe the financial effect on the Plan of the changes in the proposed ordinance.Potential effects on other benefit plans were not considered.No statement in this report is intended to be interpreted as a recommendation in favor of the changes,or in opposition to them. Determinations of financial results associated with the benefits described in this report,for purposes other than those identified herein may be significantly different. The calculations in this report are based upon information furnished by the Plan Administrator for the October 1,2023 Actuarial Valuation concerning Plan benefits,financial transactions,plan provisions and active members,terminated members,retirees and beneficiaries.We reviewed this information for internal and year-to—year consistency,but did not audit the data.We are not responsible for the accuracy or completeness of the information provided by the Plan Administrator. The date of the valuation was October 1,2023.This means that the results of the supplemental valuation indicate what the October 1,2023 valuation would have shown if the proposed benefit changes had been in effect on that date.Supplemental valuations do not predict the result of future actuarial valuations. Rather,supplemental valuations give an indication of the cost of the benefit change only without comment on the complete end result of future valuations. The calculations are based upon assumptions regarding future events,which may or may not materialize. They are also based on the assumptions,methods,and plan provisions outlined in the October 1,2023 ActuarialValuation Report and this report.if you have reason to believe that the assumptions that were used are unreasonable,that the plan provisions are incorrectly described,that important plan provisions relevant to this Report are not described,or that conditions have changed since the calculations were made,you should contact the author of the report prior to relying on information in the report. This report was prepared using our proprietary valuation model and related software which in our professional judgment has the capability to provide results that are consistent with the purposes of the valuation and has no material limitations or known weaknesses.We performed tests to ensure that the model reasonably represents that which is intended to be modeled. This report has been prepared by actuaries who have substantial experience valuing public employee retirement systems.To the best of our knowledge the information contained in this report is accurate and fairly presents the actuarial position of the Plan as of the valuation date.Allcalculations have been made in conformity with generally accepted actuarial principles and practices,and with the Actuarial Standards of Practice issued by the Actuarial Standards Board and with applicable statutes. 7GRS Agenda Item #9.B. 09 Dec 2024 Page 128 of 162 Nicolas Lahaye and Dina Lerner are members of the American Academy of Actuaries and meet the QualificationStandards of the American Academy of Actuaries to render the actuarial opinions contained herein.The undersigned actuaries are independent of the plan sponsor. We will be pleased to answer any questions pertaining to this report. Ms.Brittany Percell November 12,2024 Page 4 Sincerely, Gabriel,Roeder,Smith &Company NicolasLahaye,FSA,EA,MAAA,FCA Dina Lerner,FSA,EA,MAAA,FC AConsultant8:Actuary Consultant &Actuary Enclosures This communication shall not be construed to provide tax advice,legal advice or investment advice. glint (Mo/kph-EM Agenda Item #9.B. 09 Dec 2024 Page 129 of 162 CITYOF ATLANTICBEACHGENERALEMPLOYEES’RETIREMENTSYSTE M Actuarial Impact Statement —November 12,2024 Description of Amendments The proposed ordinance would amend the plan as follows: -Effective October 1,2024,there shall be a one-time Cost of LivingAdjustment for all current retirees and surviving beneficiaries receiving benefits of 3.00%for every 5 complete years that have elapsed since their original date of benefit commencement. Funding Implications of Amendment An actuarial cost estimate is attached. Certi?cation of Administrator I believe the amendment to be in compliance with Part VII,Chapter 112,Florida Statutes and Section 14, Article X ofthe Constitution of the State of Florida. City of Atlantic Beach General Employees’Retirement System”GR For the Board of Trustees as Plan Administrator Agenda Item #9.B. 09 Dec 2024 Page 130 of 162 Plan City of Atlantic Beach General Employees’Retirement System SUPPLEMENTALACTUARIALVALUATION REPORT City of Atlantic Beach General Employees’Retirement System 6 Valuation Date October 1,2023 Date of Report November 12,2024 Report Requested by Board of Trustees Prepared by Nicolas Lahaye and Dina Lerner Group Valued All active and inactive participants of the Plan as of October 1,2023. Benefit Provisions Being Considered for Change Effective October 1,2024,there shall be a one-time Cost of Living Adjustment for all current retirees and surviving beneficiaries receiving benefits of 3.00%for every 5 complete years that have elapsed since their original date of benefit commencement. Participants Affected Allcurrent inactive Participants of the Plan (as described above). Actuarial Assumptions and Methods Same as the October 1,2023 Actuarial Valuation Report dated August 6,2024.Some of the key assumptions/methods are: Investment Return 6.25%per year compounded annually,net of investment expenses Mortality Table Assumptions used by the Florida Retirement System (FRS)for Regular (other than K-12 School Instructional Personnel)members in the FRS actuarial valuation as ofJuly 1,2022. Salary increase Age based ranging from 4.8%to 9.5%(including 2.5%price inflation) Cost Method Entry Age Normal Amortization Period for Any Change in Actuarial Accrued Liability The impact of the proposed plan changes on the actuarial accrued liability was amortized as a level dollar amount over a 10-year period. Summary of Data Used in Report See attached page entitled "Participant Data”;based on the data used for the October 1,2023 Actuarial Valuation Report dated August 6,2024. ” Agenda Item #9.B. 09 Dec 2024 Page 131 of 162 Actuarial impact of Proposed Changes See attached page(s). Special Risks Involved That the Plan Has Not Been Exposed to Previously None;please refer to page 2 of this report for a discussion of risks associated with measuring the accrued liability and actuarially determined contribution. Other Cost Considerations 0 The enclosed figures measure the increase in the City’s contribution requirement for the first year only,and assume that all of the actuarial assumptions are met.Future costs and contribution requirements can be significantly higher or lower depending on the extent to which Plan experience differs from that anticipated by the assumptions,increases or decreases are expected as part of the methodology used to determine contribution requirements,and if there are any future changes in assumptions,plan provisions,or applicable law. 0 As of October 1,2023,the Actuarial Value of Assets exceeds the Market Value of Assets by approximately $954,000.This difference will be gradually recognized over the next three years.In turn,the employer contribution will increase in the absence of offsetting gains. City of Atlantic Beach General Employees'Retirement System 7on Agenda Item #9.B. 09 Dec 2024 Page 132 of 162 In crease /Baseline Plan Change (Decrease) A.Valuation Date October 1,2023 October 1,2023 ACTUARIALLYDETERMINEDEMPLOYERCONTRIBUTION(ADEC ADECto Be Paid During Fiscal Year Ending Assumed Date(s)of Employer Contribution Annual Payment to Amortize Unfunded Actuarial Liability (UAL) if Paid on the Valuation Date Employer Normal Cost (including Administrative Expenses) if Paid on the Valuation Date ADECif Paid on the Valuation Date:D +E ADEC Adjusted for Frequency of Payments and Interest to Required Time of Contribution Covered Payroll for Contribution Year ADECas %of Covered Payroll $ 5 9/30/2025 Monthly 323,202 184,348 507,550 557,528 1,224,587 45.53 % 5 9/30/2025 Monthly 421,874 184,348 606,222 665,917 1,224,587 54.38 % 98,672 98,672 108,389 0 8.85 % City of Atlantic Beach General Employees’Retirement System 8 Agenda Item #9.B. 09 Dec 2024 Page 133 of 162 A.Valuation Date October 1,2023 October 1,2023 ACTUARIALVALUE OF BENEFITSAND ASSET .Actuarial Present Value of All Projected Benefits for 1.Active Members a.Service Retirement Benefits b.Vesti ng Benefits c.Disability Benefits d.Preretirement Death Benefits e.Return of Member Contributions f.Total 2.Inactive Members a.Service Retirees &Beneficiaries b.Disability Retirees c.Terminated Vested Members d.Total 3.DROP Balances 4.Total for All Members .Actuarial Accrued (Past Service) Liability under Entry Age Norma|* .Plan Assets* 1.MarketValue 2.ActuarialValue .Unfunded Actuarial Accrued Liability (UAAL) .Actuarial Present Value of Projected Covered Payroll .Actuarial Present Value of Projected Member Contributions .Funded Ratio (AVA basis):EZ/D Baseline 8,730,338 156,005 79,702 158,756 4,703 9,129,504 18,353,517 415,734 431,447 19,200,698 291,124 28,621,326 27,239,828 23,878,808 24,832,777 2,407,051 7,967,159 478,030 91.2 % Plan Change $8,730,338 156,005 79,702 158,756 4,703 9,129,504 19,078,406 453,412 431,447 19,963,265 291,124 29,383,893 28,002,395 23,878,808 24,832,777 3,169,618 7,967,159 478,030 88.7 % In crease / (Decrease) 724,889 37,678 762,567 762,567 762,567 0 0 762,567 (2.5)% *IncludesDROP balances. City of Atlantic Beach General Employees’Retirement System 9 Agenda Item #9.B. 09 Dec 2024 Page 134 of 162 I 1:—~—1 J: CALCULATIONOF EMPLOYERNORMAL COST A.Valuation Date October 1,2023 October 1,2023 B I'P/Ch Increase /use me an ange (Decrease) B.Normal Cost for 1.Service Retirement Benefits S 177,773 S 177,773 S 2.Vesting Benefits 29,350 29,350 3.Disability Benefits 10,516 10,516 4.Prereti rement Death Benefits 4,764 4,764 - 5.Return of Member Contributions 6,931 6,931 — 6.Total for Future Benefits 229,334 229,334 7.Assumed Amount for Admin.Expenses 32,188 32,188 8.Total Normal Cost 261,522 261,522 C.Expected Member Contribution S 77,174 S 77,174 S D.Net Employer Normal Cost:BS -C S 184,348 S 184,348 S GRS City of Atlantic Beach General Employees’Retirement System 10 Agenda Item #9.B. 09 Dec 2024 Page 135 of 162 IF PARTICIPANT DAT October 1,2023 October 1,2023 Baseline Plan Change ACTIVEMEMBERS Number 15 15 Covered Annual Payroll $1,224,587 5 1,224,587 Average Annual Payroll S 81,639 5 81,639 Ave rage Age 55.8 55.8 Average Past Service 23.5 23.5 Average Age at Hire 32.3 32.3 RETIREES,BENEFICIARIES&DROP Number 81 81 Current Annual Benefits 5 1,714,018 S 1,788,858 Average Annual Benefit 5 21,161 S 22,085 Average Age 71.9 71.9 DISABILITYRETIREES Number 3 3 Current Annual Benefits 5 46,861 5 51,144 Average Annual Benefit $15,620 5 17,048 Average Age 70.7 70.7 TERMINATEDVESTEDMEMBERS Number 6 6 Annual Benefits 58,265 $58,265 Average Annual Benefit 9,711 5 9,711 Average Age 53.2 53.2 GR§City of Atlantic Beach General Employees'Retirement System 11 Agenda Item #9.B. 09 Dec 2024 Page 136 of 162 WHEREAS,the trustees of the City of Atlantic Beach General Employees’ Retirement System have requested and approved the amendment provided herein as being in the best interest of the participants and beneficiaries and improving the ORDINANCE NO. AN ORDINANCE OF THE CITY OF ATLANTIC BEACH,FLORIDA AMENDING CHAPTER 2,ADMINISTRATION,ARTICLE VI,EMPLOYEE BENEFITS,DIVISION 3,GENERAL EMPLOYEES'RETIREMENT SYSTEM,SECTION 2-266,“BENEFIT AMOUNTS AND ELIGIBILITY”, TO PROVIDE FOR A COST-OF-LIVING ADJUSTMENT;PROVIDING FOR CONFLICT;PROVIDING FOR SEVERABILITY;AND PROVIDING FOR AN EFFECTIVE DATE. WHEREAS,the Board of Trustees of the City of Atlantic Beach General Employees’Retirement System (“Retirement System”)desires to provide a one-time Cost of Living Adjustment for current retirees (DROP participants,beneficiaries/surviving spouses,and disability bene?t recipients);and WHEREAS,amendments to the Plan are necessary to conform the Retirement System to such Cost of Living Adjustments;and WHEREAS,the Board of Trustees has recommended an amendment to the WHEREAS,the City Commission has received and reviewed an actuarial impact statement related to this change and attached as such;and WHEREAS,the City Commission deems it to be in the public interest to provide this change to the Retirement System for its General Employees; NOW,THEREFORE,BE IT ORDAINED BY THE CITY COMMISSION ON BEHALF OF THE PEOPLE OF THE CITY OF ATLANTIC BEACH,FLORIDA: Retirement System to provide as such;and administration of the Fund;and Agenda Item #9.B. 09 Dec 2024 Page 137 of 162 () PASSED by the City Commission on first reading this day of SECTION 1.Additions to Section 2-266.Section 2-266,“Bene?t amounts and eligibility ” of the Code of Ordinances is hereby amended by adding a subsection (f)as follows: Sec.2-266 .—Benefit amounts and eligibility. ***** f Effective October 1 2024 there shall be a one-time Cost of Livin Ad'ustment for all current retirees and survivin beneficiaries receivin bene?ts of 3.00%for eve five com lete ears that have ela sed since their ori inal date of bene?t commencement. SECTION 2.Conflict.All ordinances,resolutions,official determinations or parts thereof previously adopted or entered by the City or any of its officials and in con?ict with this ordinance are repealed to the extent inconsistent herewith. SECTION 3.Severabilit .If a Court of competent jurisdiction at any time finds any provision of this Ordinance to be unlawful,illegal,or unenforceable,the offending provision shall be deemed severable and removed from the remaining provisions of this Ordinance which shall remain in full force and intact. SECTION 4.Effective Date.This ordinance shall take effect upon final reading and ,2024. PASSED by the City Commission on second and ?nal reading this day of CITY OF ATLANTIC BEACH Curtis Ford,Mayor 2024 approval. Agenda Item #9.B. 09 Dec 2024 Page 138 of 162 Attest: Donna L.Bartle,City Clerk Approved as to form and correctness: Jason Gabriel,City Attorney Agenda Item #9.B. 09 Dec 2024 Page 139 of 162 Page 140 of 162 .I I . I I .l II I II I I I I III I I I I.I |‘I I I ‘|--. I II II I -I I II I I ‘“ II | I II .7:I I II II I‘‘ II I II I . :I "I I I I .I -. I I II I I...I'»I II.I II II = ..I II III I II II .-II I II I I r I z I -. -I I -|II II AGENDA ITEM: SUBMITTED BY: CITY OF ATLANTIC BEACH CITY COMMISSION MEETING STAFF REPORT Ordinance No.58-24-48 AN ORDINANCE AMENDING CHAPTER 2,ADMINISTRATION, ARTICLE VI,EMPLOYEE BENEFITS,DIVISION 4,POLICE OFFICERS’RETIREMENT SYSTEM,SECTION 2-305,“BENEFIT AMOUNTS AND ELIGIBILITY”,TO AMEND THE BENEFIT MULTIPLIER AND TO PROVIDE FOR A COST-OF— LIVINGADJUSTMENT;PROVIDING FOR CONFLICT;PROVIDING FOR SEVERABILITY;AND PROVIDING FOR AN EFFECTIVE DATE. Brittany Percell,Director of Finance TODAY’S DATE: MEETING DATE: BACKGROUND: BUDGET: November 27,2024 December 9,2024 Retirees and their bene?ciaries have received three cost-of-living adjustments.These were in the amounts of 12.5%in 1987,3%in 1997,and 5%in 2001. During the February 27,2023,City Commission meeting,Commission members expressed interest in looking into whether monthly bene?ts of retirees should keep up with in?ation. The Police O?icers’Pension Board of Trustees and City Manager requested actuarial impact studies for numerous COLA scenarios.During the September 23,2024,Commission meeting,Commissioners unanimously voted to move forward with the COLA scenario recommended by the City Manager with adoption of the FY 2024-25 budget:A one-time cost-of-living adjustment for all current retirees and bene?ciaries of 3%for every ?ve years elapsed since bene?t commencement. On September 26,2022,City Commission adopted Resolution No.22-47 reinstating the Police Of?cers pension multiplier to 3%for all hired after January 1,2013.For this change in bene?t to take effect,an ordinance and actuarial impact statement are required. The action will affect ?lture budgets for the City and for the City’s pension ?nd.The City will have to budget and transfer additional funds as calculated by the actuary to amortize the cost of the increase bene?t over ?fteen years.The pension fund will have to pay the additional costs of the increased bene?ts being distributed. Agenda Item #9.C. 09 Dec 2024 Page 141 of 162 ?gjj?wq /§ RECOMMENDATION: ATTACHMENT(S): City Budget: The attached actuary report estimates that the increased contribution to the Police Of?cers Plan would be $152,676 or 6.10%for the ?rst year.Future contribution requirements can be signi?cantly higher or lower depending on the extent in which the Plan differs from that anticipated by assumptions. Pension Budget: The above future increases in the City’s budget for transfers to the pension fund will be revenues in the pension fund.This will off-set the increased expenses of the additional bene?ts to be paid. Approve Ordinance No.58-24-48 Ordinance No.58-24-48 General Employees Retirement System Actuarial Impact Statement BY CITY MANAGER: Agenda Item #9.C. 09 Dec 2024 Page 142 of 162 ? .. .... u u-I..1.... . _.;;. {M =,.l..| ‘ I I..:;_ I I u v‘... . .H -:v . H .... k. Adjustment for current retirees;and ORDINANCE NO.58-24-48 AN ORDINANCE AMENDING CHAPTER 2,ADMINISTRATION, ARTICLE VI,EMPLOYEE BENEFITS,DIVISION 4,POLICE OFFICERS’RETIREMENT SYSTEM,SECTION 2-305,“BENEFIT AMOUNTS AND ELIGIBILITY”,TO AMEND THE BENEFIT MULTIPLIER AND TO PROVIDE FOR A COST-OF—LIVING ADJUSTMENT;PROVIDING FOR CONFLICT;PROVIDING FOR SEVERABILITY;AND PROVIDING FOR AN EFFECTIVE DATE. WHEREAS,the City of Atlantic Beach and the Coastal Florida Police Benevolent Association are parties to a 2022—2025collective bargaining agreement (The “Agreement”);and WHEREAS,provisions of the Agreement affect the City of Atlantic Beach Police Of?cers’Retirement System (“Retirement System”);and WHEREAS,the Board of Trustees also desires to provide a one-time Cost of Living related to this change and attached as such;and WHEREAS,the City Commission deems it to be in the public interest to provide these changes to the Retirement System for its Police Of?cers; WHEREAS,amendments to the Plan are necessary to conform the Retirement System to the requirements of the agreement and to provide for the Cost of Living Adjustment;and WHEREAS,the Board of Trustees of the City of Atlantic Beach Police Of?cers’ Retirement System has recommended amendments to the Retirement System to comply with the agreement and to provide for the Cost of Living Adjustment;and WHEREAS,the Trustees of the City of Atlantic Beach Police Of?cers’Retirement System have requested and approved the amendments provided herein as being in the best interest of the participants and bene?ciaries and improving the administration of the Fund;and WHEREAS,City Commission has received and reviewed an actuarial impact statement Page 1 of 3OrdinanceNo.58— Agenda Item #9.C. 09 Dec 2024 Page 143 of 162 (0 mb: NOW,THEREFORE,BE IT ENACTED BY THE CITY COMMISSION ON BEHALF OF THE PEOPLE OF THE CITY OF ATLANTIC BEACH,FLORIDA that: SECTION 1.Revisions to Section 2-305 b .Section 2-305,“Bene?t amounts and eligibility”,subsection (b),Normal retirement bene?t,of the Code of Ordinancesis hereby Sec.2-305 .-Benefit amounts and eligibility. ***** (b)Normal retirement bene?t.A member retiring hereunder on or after his normal retirement date shall receive a monthly bene?t which shall commence on the ?rst day of the month coincident with or next following his retirement and be continued thereafter during member’s lifetime, ceasing upon death,but with one hundred twenty (120)monthly payments guaranteed in any event.For members ,the monthly retirement bene?t shall equal three (3)percent of average ?nal compensation for each year of credited service. ***** SECTION 2.Additions to Section 2-305.Section 2-305,“Bene?t amounts and eligibility”of the Code of Ordinances is hereby amended by adding a subsection (f)as follows: Sec.2-305 .-Benefit amounts and eligibility. ***** Effective October 1 2024 there shall be a one-time Cost of Livin Ad'ustment for all current retirees and survivin bene?ciaries receivin bene?ts of 3.00%for eve ?ve com lete ears that have ela sed since their ori inal date of bene?t commencement. SECTION 3.Con?ict.All ordinances,resolutions,of?cial determinations or parts thereof previously adopted or entered by the City or any of its of?cials and in con?ict with this ordinance are repealed to the extent inconsistent herewith. Page 2 of 3OrdinanceNo.58-24— amended as follows: Agenda Item #9.C. 09 Dec 2024 Page 144 of 162 PASSED by the City Commission on ?rst reading on the 9th day of December,2024. PASSED AND ADOPTED by the City Commission on second and ?nal reading on the 13th day of January,2025. SECTION 4.Severabilit .If a Court of competent jurisdiction at any time ?nds any provision of this Ordinance to be unlaw?ll,illegal,or unenforceable,the offending provision shall be deemed severable and removed from the remaining provisions of this Ordinance which shall remain in full force and intact. SECTION 5.Effective Date.This ordinance shall take effect upon ?nal reading and ATTEST Page 3 of 3OrdinanceNo.58-24-48 Curtis Ford Mayor Donna L.Bartle City Clerk Approved as to form and correctness: Jason Gabriel City Attorney adoption. Agenda Item #9.C. 09 Dec 2024 Page 145 of 162 November 12,2024 Ms.Brittany Percell Plan Administrator Police Officers’Retirement System City of Atlantic Beach 800 Seminole Road Atlantic Beach,FL 32233 Re:City of Atlantic Beach Police Of?cers’Retirement System Actuarial Impact Statement Dear Brittany: As requested,we have prepared the enclosed Actuarial Impact Statement measuring the first-year financial impact of the proposed ordinance (copy attached)which would amend the plan as summarized below: 0 Effective October 1,2024,implement a one-time Cost of Living Adjustment for all current retirees and surviving beneficiaries receiving benefits of 3.00%for every 5 complete years that have elapsed since their original date of benefit commencement. 0 For members hired on or after January 1,2013,increase the benefit multiplier from 2%to 3%for all years of credited service. The enclosed exhibits show the impact of the above changes on the City’s contribution requirement,the Unfunded Actuarial Accrued Liability(UAAL),the funded ratio in the first year and the ultimate cost to the City in today’s dollars (for this report,the ultimate cost is the change in the Actuarial Present Value of all Projected Benefits). Please note that the increase in the UAALwas amortized over 15 years in this analysis,rather than the 30 —year period which has been used by the Board to amortize plan changes in the past.Since the proposed plan change significantly increases liabilities for current retirees and for benefits attributable to past years of service,the shorter amortization period accelerates funding and limits the transfer of costs to future taxpayers. The impact of the proposed plan changes is being shown on the actuarially determined contribution for the fiscal year ending September 30,2025 for illustrative purposes only using the valuation results as of October 1,2023,the most recent actuarial valuation.If the proposed ordinance is adopted,funding requirements would not be impacted until the year beginning October 1,2025. The Statement must be filed with the Division of Retirement before the final public hearing on the ordinance.Please have a member of the Board of Trustees sign the Statement.Then send the Statement along with a copy of the proposed ordinance to Tallahassee. One East BrowardBoulevard Suite 505 Ft.Lauderdale,Florida33301-1804 P:954.527.1616 F:954.525.0083 wwwgrsconsultingc Agenda Item #9.C. 09 Dec 2024 Page 146 of 162 Ms.Brittany Percell November 12,2024 Page 2 Summary of Findings The baseline results shown on the enclosed exhibits are from the October 1,2023 ActuarialValuation Report dated May 9,2024.As compared to these baseline results,the proposed ordinance would have the following impacts: I The first year required City contribution would increase by $152,676,or 6.10%of covered payroll. I The Funded Ratio would decrease by 3.8%,from 86.8%to 83.0%. I The ultimate cost of the proposed change for current plan participants is measured by the change in the Actuarial Present Value of Projected Benefits,or approximately $1,590,000.This represents the increase in future benefit payments expected to be funded by the City in today's dollars.This assumes all of the actuarial assumptions are met each year. Other Cost Considerations I The enclosed figures measure the increase in the City‘s contribution requirement for the first year only,and assume that all of the actuarial assumptions are met.Future costs and contribution requirements can be significantly higher or lower depending on the extent to which Plan experience differs from that anticipated by the assumptions,increases or decreases are expected as part of the methodology used to determine contribution requirements,and if there are any future changes in assumptions,plan provisions,or applicable law. I As of October 1,2023,the Actuarial Value of Assets exceeds the Market Value of Assets by approximately $825,000.This difference will be gradually recognized over the next three years.In turn,the employer contribution will increase in the absence of offsetting gains. RisksAssociated with Measuring the Accrued Liability and Actuarially Determined Contribution The determination of the accrued liability and the actuarially determined contribution requires the use of assumptions regarding future economic and demographic experience.The assumptions used to determine the contribution requirement and accrued liability are the same as those used for the October 1,2023 ActuarialValuation Report dated May 9,2024. Future actuarial measurements may differ significantly from the current measurements presented in this report due to such factors as the following:plan experience differing from that anticipated by the economic or demographic assumptions;changes in economic or demographic assumptions due to changing conditions;increases or decreases expected as part of the natural operation of the methodology used for these measurements (such as the end of an amortization period,or additional cost or contribution requirements based on the Plan‘s funded status);and changes in plan provisions or applicable law. Please refer to the October 1,2023 Actuarial Valuation Report dated May 9,2024 for additional discussions regarding the risks associated with measuring the accrued liability and the actuarially determined contribution. Agenda Item #9.C. 09 Dec 2024 Page 147 of 162 Ms.Brittany Percell November 12,2024 Page 3 The scope of this Actuarial Impact Statement does not include an analysis of the potential range of such future measurements or a quantitative measurement of the future risks of not achieving the assumptions. In certain circumstances,detailed or quantitative assessments of one or more of these risks as well as various plan maturity measures and historical actuarial measurements may be requested from the actuary Additional risk assessments are generally outside the scope of an ActuarialImpact Statement.Additional assessments may include stress tests,scenario tests,sensitivity tests,stochastic modeling,and a comparison of the present value of accrued benefits at low-riskdiscount rates with the actuarial accrued liability. Additional Disclosures This report was prepared at the request of the Board and is intended for use by the Plan and those designated or approved by the Board.This report may be provided to parties other than the Plan only in its entirety and only with the permission of the Board. This report is intended to describe the financial effect on the Plan of the changes in the proposed ordinance.Potential effects on other benefit plans were not considered.No statement in this report is intended to be interpreted as a recommendation in favor of the changes,or in opposition to them. Determinations of financial results associated with the benefits described in this report,for purposes other than those identified herein may be significantly different. The calculations in this report are based upon information furnished by the Plan Administrator for the October 1,2023 ActuarialValuation concerning Plan benefits,financial transactions,plan provisions and active members,terminated members,retirees and beneficiaries.We reviewed this information for internal and year-to—year consistency,but did not audit the data.We are not responsible for the accuracy or completeness of the information provided by the Plan Administrator. The date of the valuation was October 1,2023.This means that the results of the supplemental valuation indicate what the October 1,2023 valuation would have shown if the proposed benefit changes had been in effect on that date.Supplemental valuations do not predict the result of future actuarial valuations. Rather,supplemental valuations give an indication of the cost of the benefit change only without comment on the complete end result of future valuations. The calculationsare based upon assumptions regarding future events,which may or may not materialize. They are also based on the assumptions,methods,and plan provisions outlined in the October 1,2023 ActuarialValuation Report and this report.If you have reason to believe that the assumptions that were used are unreasonable,that the plan provisions are incorrectly described,that important plan provisions relevant to this Report are not described,or that conditions have changed since the calculations were made,you should contact the author of the report prior to relying on information in the report. This report was prepared using our proprietary valuation model and related software which in our professional judgment has the capability to provide results that are consistent with the purposes of the valuation and has no material limitations or known weaknesses.We performed tests to ensure that the model reasonably represents that which is intended to be modeled. Agenda Item #9.C. 09 Dec 2024 Page 148 of 162 Ms.Brittany Percell November 12,2024 Page 4 This report has been prepared by actuaries who have substantial experience valuing public employee retirement systems.To the best of our knowledge the information contained in this report is accurate and fairly presents the actuarial position of the Plan as of the valuation date.Allcalculations have been made in conformity with generally accepted actuarial principles and practices,and with the Actuarial Standards of Practice issued by the Actuarial Standards Board and with applicable statutes. Nicolas Lahaye and Dina Lerner are members of the American Academy of Actuaries and meet the QualificationStandards of the American Academy ofActuaries to render the actuarial opinions contained herein.The undersigned actuaries are independent of the plan sponsor. We will be pleased to answer any questions pertaining to this report. /\.Am,XII/(m, Sincerely, Gabriel,Roeder,Smith &Company Nicolas Lahaye,FSA,EA,MAAA,FCA Dina Lerner,FSA,EA,MAAA,FC AConsultant&Actuary Consultant &Actuary Enclosures This communication shall not be construed to provide tax advice,legal advice or investment advice. Agenda Item #9.C. 09 Dec 2024 Page 149 of 162 CITYOF ATLANTICBEACH POLICEOFFICERS'RETIREMENTSYSTEM Actuarial Impact Statement —November 12,2024 Description of Amendments The proposed ordinance would amend the plan as follows: 0 Effective October 1,2024,implement a one—timeCost of Living Adjustment for all current retirees and surviving beneficiaries receiving benefits of 3.00%for every 5 complete years that have elapsed since their original date of benefit commencement. 0 For members hired on or after January 1,2013,increase the benefit multiplier from 2%to 3%for all years of credited service. Funding Implications of Amendment An actuarial cost estimate is attached. Certification of Administrator I believe the amendment to be in compliance with Part VII,Chapter 112,Florida Statutes and Section 14, Article X of the Constitution of the State of Florida. GR City of Atlantic Beach Police Officers’Retirement System For the Board of Trustees as Plan Administrator Agenda Item #9.C. 09 Dec 2024 Page 150 of 162 Plan City of Atlantic Beach Police Officers’Retirement System SUPPLEMENTALACTUARIALVALUATION REPORT Valuation Date October 1,2023 Date of Report November 12,2024 Report Requested by Board of Trustees Prepared by Nicolas Lahaye and Dina Lerner Group Valued All active and inactive participants ofthe Plan as of October 1,2023. Benefit Provisions Being Considered for Change The proposed ordinance would amend the plan as follows: 0 Effective October 1,2024,implement a one-time Cost of Living Adjustment for all current retirees and surviving beneficiaries receiving benefits of 3.00%for every 5 complete years that have elapsed since their original date of benefit commencement. 0 For members hired on or after January 1,2013,increase the benefit multiplier from 2%to 3% for all years of credited service. Participants Affected Active and inactive participants of the Plan (as described above). Actuarial Assumptions and Methods Same as the October 1,2023 Actuarial Valuation Report dated May 9,2024.Some of the key assumptions/methods are: Investment Return 6.25%per year compounded annually,net of investment expenses Mortality Table Assumptions used by the Florida Retirement System (FRS)for Special Risk members in the FRS actuarial valuation as ofluly 1,2022. Salary increase Age based ranging from 4.5%to 18.5%(including 2.5%price inflation) Cost Method Entry Age Normal Amortization Period for Any Change in Actuarial Accrued Liability The impact of the proposed plan change on the actuarial accrued liability was amortized as a level percentage of payroll over a 15-year period.The payroll growth rate used to amortize the unfunded actuarial accrued liabilities was 3.50%. Summary of Data Used in Report See attached page entitled “Participant Data”;based on the data used for the October 1,2023 Actuarial Valuation Report dated May 9,2024. Rs City of Atlantic Beach Police Officers'Retirement System 6 Agenda Item #9.C. 09 Dec 2024 Page 151 of 162 Actuarial Impact of Proposed Changes See attached page(s). Special RisksInvolved That the Plan Has Not Been Exposed to Previously None;please refer to page 2 of this report for a discussion of risks associated with measuring the accrued liability and actuarially determined contribution. Other Cost Considerations 0 The enclosed figures measure the increase in the City’scontribution requirement for the first year only,and assume that all of the actuarial assumptions are met.Future costs and contribution requirements can be significantly higher or lower depending on the extent to which Plan experience differs from that anticipated by the assumptions,increases or decreases are expected as part of the methodology used to determine contribution requirements,and if there are any future changes in assumptions,plan provisions,or applicable law. 0 As of October 1,2023,the Actuarial Value of Assets exceeds the Market Value of Assets by approximately $825,000.This difference will be gradually recognized over the next three years.In turn,the employer contribution will increase in the absence of offsetting gains. City of Atlantic Beach Police Officers’Retirement System 7GRS Agenda Item #9.C. 09 Dec 2024 Page 152 of 162 Increase /Base/me Plan Changes (Decrease) A.Valuation Date October 1,2023 October 1,2023 ACTUARIALLYDETERMINEDEMPLOYERCONTRIBUTION(ADEC City of Atlantic Beach Police Officers’Retirement System 8 B.ADECto Be Paid During Fiscal Year Ending 9/30/2025 9/30/2025 C.Assumed Dateis)of Employer Contribution Monthly Monthly D.Annual Payment to Amortize Unfunded Actuarial Liability (UAL) if Paid on the Valuation Date 5 187,048 5 257,380 5 70,332 E.Employer Normal Cost (including Administrative Expenses) if Paid on the Valuation Date 355,628 424,285 68,657 F.ADECif Paid on the Valuation Date:D +E 542,676 681,665 138,989 G.ADECAdjusted for Frequency of Payments and Interest to Required Time of Contribution 596,113 748,789 152,676 H.Covered Payroll for Contribution Year $2,504,363 $2,504,363 $0 I.ADECas %of Covered Payroll in Contribution Year:G+H 23.80 %29.90 %6.10 % J.Estimated Credit for State Revenue in Contribution Year*165,133 165,133 K.Required Employer Contribution (REC) in Contribution Year:G —J 430,980 583,656 152,676 L RECas %of Covered Payroll in Contribution Year:K+H 17.21 %23.31 %6.10 % *Chapter 185 Florida Statutes.The City contribution amount may need to be increased if the amount received under the provisions of Chapter 185,Florida Statutes,is not sufficient to meet the total employer contribution requirement. GR§ Agenda Item #9.C. 09 Dec 2024 Page 153 of 162 A.Valuation Date October 1,2023 October 1,2023 ACTUARIALVALUE OF BENEFITSAND ASSET City of Atlantic Beach Police Officers’Retirement System 9 *Includes DROP balances. .Actuarial Present Value of All Projected Benefits for 1.Active Members a.Service Retirement Benefits b.Vesting Benefits c.Disability Benefits d.Preretirement Death Benefits e.Return of Member Contributions f.Total 2.Inactive Members a.Service Retirees &Beneficiaries b.Disability Retirees c.Terminated Vested Members d.Total 3.DROP Balances 4.Total for All Members .Actuarial Accrued (Past Service) Liability under Entry Age Norma|* .Plan Assets* 1.MarketValue 2.Actuarial Value .Unfunded Actuarial Accrued Liability (UAAL) .Actuarial Present Value of Projected Covered Payroll .Actuarial Present Value of Projected Member Contributions .Funded Ratio (AVA basis):E2/D Baseline $13,598,760 515,881 198,360 72,763 95,304 14,481,068 6,000,990 661,907 1,339,853 8,002,750 91,274 22,575,092 19,593,367 16,176,869 17,001,835 2,591,532 14,323,976 1,145,918 86.8 % Plan Changes 5 14,459,865 630,596 220,688 84,035 95,304 15,490,488 6,511,787 731,861 1,339,853 8,583,501 91,274 24,165,263 20,477,079 16,176,869 17,001,835 3,475,244 14,323,976 1,145,918 83.0 % Increase / (Decrease) 861,105 114,715 22,328 11,272 0 1,009,420 510,797 69.954 580,751 1,590,171 883,712 0 0 883,712 (3.8)% J’ Agenda Item #9.C. 09 Dec 2024 Page 154 of 162 CALCULATIONOF EMPLOYERNORMAL COS A.Valuation Date October 1,2023 October 1,2023 Baseline Plan Changes (’32 ::‘ 571 6 B.Normal Costfor 1.Service Retirement Benefits 5 385,139 5 445,232 $60,093 2.Vesting Benefits 68,093 74,658 6,565 3.Disability Benefits 23,487 24,739 1,252 4.Prereti rement Death Benefits 4,486 5,233 747 5.Return of Member Contributions 24,935 24,935 6.Total for Future Benefits 506,140 574,797 68,657 7.Assumed Amount for Admin.Expenses 26,723 26,723 - 8.Total Normal Cost 532,863 601,520 68,657 C.Expected Member Contribution S 177,235 $177,235 5 D.Net Employer Normal Cost:B8 -C S 355,628 $424,285 $68,657 GR§City of Atlantic Beach Police Officers'Retirement System 10 Agenda Item #9.C. 09 Dec 2024 Page 155 of 162 PARTICIPANT DAT Number Annual Benefits Average Annual Benefit Average Age Number Current Annual Benefits Average Annual Benefit Average Age TERMINATEDVESTEDMEMBER October 1,2023 October 1,2023 Baseline Plan Changes ACTIVEMEMBERS Number 25 25 Covered Annual Payroll $2,378,410 $2,378,410 Average Annual Payroll 5 95,136 $95,136 Average Age 42.8 42.8 Average Past Service 11.8 11.8 Average Age at Hire 31.0 31.0 RETIREES,BENEFICIARIES8:DROP Number 18 18 Current Annual Benefits $595,460 $650,200 Average Annual Benefit $33,081 $36,122 Ave rage Age 69.7 69.7 DISABILITYRETIREES 3 3 59,673 $66,506 19,891 $22,169 65.6 65.6 5 5 S 131,973 5 131,973 $26,395 $26,395 51.0 51.0 *GR§City of Atlantic Beach Police Officers’Retirement System 11 Agenda Item #9.C. 09 Dec 2024 Page 156 of 162 ORDINANCE NO. AN ORDINANCE OF THE CITY OF ATLANTIC BEACH,FLORIDA AMENDINGCHAPTER 2,ADMINISTRATION,ARTICLE VI,EMPLOYEE BENEFITS,DIVISION4,POLICE OFFICERS’RETIREMENT SYSTEM, SECTION 2-305 “BENEFIT AMOUNTS AND ELIGIBILITY”,TO AMEND THE BENEFIT MULTIPLIERAND TO PROVIDE FORA COST-OF-LIVING ADJUSTMENT;PROVIDING FOR CONFLICT;PROVIDING FOR SEVERABILITY;AND PROVIDING FOR AN EFFECTIVE DATE. WHEREAS,the City of Atlantic Beach and the Coastal Florida Police Benevolent Association are parties to a 2022-2025 collective bargaining agreement (the WHEREAS,provisions of the Agreement affect the City of Atlantic Beach Police Of?cers’Retirement System (“Retirement System”);and WHEREAS,the Board of Trustees also desires to provide a one-time Cost of WHEREAS,the City Commission has received and reviewed an actuarial impact statement related to these changes and attached as such;and Living Adjustment for current retirees;and WHEREAS,amendments to the Plan are necessary to conform the Retirement System to the requirements of the agreement and to provide for the Cost of Living Adjustment; and WHEREAS,the Board of Trustees of the City of Atlantic Beach Police Officers’ Retirement System has recommended amendments to the Retirement System to comply with the agreement and to provide for the Cost of Living Adjustment;and WHEREAS,the trustees of the City of Atlantic Beach Police Officers’Retirement System have requested and approved the amendments provided herein as being in the best interests of the participants and beneficiaries and improving the administration of the Fund;and “Agreement");and Agenda Item #9.C. 09 Dec 2024 Page 157 of 162 () WHEREAS,the City Commission deems it to be in the public interest to provide these changes to the Retirement System for its Police Officers; NOW,THEREFORE,BE IT ORDAINED BY THE CITY COMMISSION ON BEHALF OF THE PEOPLE OF THE CITY OF ATLANTIC BEACH,FLORIDA: SECTION 1.Revisions to Section 2-305 b.Section 2-305,“Bene?t amounts and eligibility",subsection (b),Normal retirement bene?t,of the Code of Ordinances is hereby amended as follows: Sec.2-305 .—Benefit amounts and eligibility. ***** (b)Normal retirement bene?t.A member retiring hereunder on or after his normal retirement date shall receive a monthly bene?t which shall commence on the ?rst day of the month coincident with or next following his retirement and be continued thereafter during member's lifetime,ceasing upon death,but with one hundred twenty (120) monthly payments guaranteed in any event.For all members hired befere—JanuaFy—‘i—ZG—‘lS,the monthly retirement bene?t shall equal three(3)percentof average finalcompensation for each year of ***** SECTION 2.Additions to Section 2-305.Section 2-305,“Bene?t amounts and eligibility ” of the Code of Ordinances is hereby amended by adding a subsection (f)as follows: Sec.2-305 .—Benefit amounts and eligibility. ***** f Effective October 1 2024 there shall be a one-time Cost of Livin Ad'ustment for all current retirees and survivin bene?ciaries receivin bene?ts of 3.00%for eve 5 com lete ears that have ela sed since their ori inal date of the bene?t commencement. Agenda Item #9.C. 09 Dec 2024 Page 158 of 162 SECTION 3.Conflict.All ordinances,resolutions,official determinations or parts thereof previously adopted or entered by the City or any of its officials and in con?ict with this ordinance are repealed to the extent inconsistent herewith. SECTION 4.Severabilit .If a Court of competent jurisdiction at any time ?nds any provision of this Ordinance to be unlawful,illegal,or unenforceable,the offending provision shall be deemed severable and removed from the remaining provisions of this Ordinance which shall remain in full force and intact. SECTION 5.Effective Date.This ordinance shall take effect upon ?nal reading and PASSED by the City Commission on second and ?nal reading this _day of 2024. PASSED by the City Commission on first reading this day of Donna L.Bartle,City Clerk Approved as to form and correctness. Jason Gabriel,City Attorney ,2024., CITY OF ATLANTIC BEACH Curtis Ford,Mayor Attest: approval. Agenda Item #9.C. 09 Dec 2024 Page 159 of 162 Page 160 of 162 N -I I r :I 'I II I I I II I I. I I II I "III I .I. I . 'I‘. I I .I. I II- I I. ‘ I I II M ..I. II II - I ... I I ''I I I .llm II 'I I II I I I I I I I I~<I III ...II .I I I.|,-. .I . 'I l Vl -.=III J ==..I II ‘'H ‘ I II I I . III. I I I I I VI '.'.I I II .I —.I I I I I I.\u'l “..I I - I I I I II >-. II-l n I .-II I 'I I’ll -_I . I. .II ._III I I .-r CITY OF ATLANTIC BEACH CITY COMMISSION MEETING STAFF REPORT AGENDA ITEM:Environmental Stewardship Committee (ESC)recommendations for awards SUBMITTED BY:Amanda Askew,Director of Planning and Community Development TODAY’S DATE:November 26,2024 MEETING DATE:December 9,2024 BACKGROUND:The Environmental Stewardship Committee (ESC)is making a recommendation to annually present environmental awards. Environmental awards at the local level are highly effective in promoting sustainability and environmental stewardship within communities with minimal budget impact for the following reasons: 1.Encourages Local Engagement and Ownership:Local environmental awards help engage community members directly in environmental issues they can see and feel.When residents and businesses are recognized for their efforts,it fosters a sense of ownership and responsibility toward the local environment.People are more likely to act when they see the direct bene?ts to their own neighborhoods. Recognizes Community-Specific Solutions:Different communities face unique environmental challenges.Local awards allow for the recognition of creative,tailored solutions that address specific regional issues,such as urban heat islands,local pollution,or water conservation.This ?exibility ensures that efforts are not only effective but also relevant to the area’s needs. Promotes Positive Peer Pressure and Competition:When one business,school,or person wins a local environmental award,it sets an example for others in the area.Healthy competition encourages others to adopt more sustainable practices,knowing their efforts could also be publicly recognized.It creates a cycle of positive reinforcement that can drive widespread environmental improvements within the community. Strengthens Local Partnerships and Collaboration:Local awards often involve collaboration between municipalities,businesses,schools,and civic organizations.By highlighting joint efforts, these awards can strengthen community ties and inspire further partnerships.They encourage different stakeholders to work together on common environmental goals,whether it’s reducing waste,conserving energy,or protecting natural habitats. Increases Visibility and Public Awareness:Local environmental awards can help raise awareness of environmental issues and solutions within the community.They provide an opportunity to spotlight important environmental work that may otherwise go unnoticed, educating the public and encouraging more people to get involved.By highlighting the efforts of local heroes—whether individuals,organizations,or businesses—these awards help normalize sustainable practices and inspire others to follow suit. Overall,local environmental awards are a powerful tool for driving community-level change,increasing awareness,and building momentum for larger environmental goals. Agenda Item #10.A. 09 Dec 2024 Page 161 of 162 ESC is making a recommendation to have awards in the following categories: -Business /Commercial Award Cate ories 0 Commercial Landscape of the Year 0 Green Business of the Year.Commercial Conservation Champ of the Year (Energy/Water/Waste/Chemicals/Emissions) -Residential /Individual Award Cate ories.Residential Sustainable/Resilient Yard of the Year 0 Green Home of the Year (Residential) 0 Residential Conservation Champ of the Year (Energy/Water/Waste/Chemicals/Emissions) 0 Volunteer of the Year (Individual) -Multi-Sector/Enti Award Cate ories o Sustainable/Resilient Initiative of the Year (N onpro?t/Academia/Group?VIunicipal/ Business/Individual).ESC Partner of the Year (N onpro?t/Academia/Group/Municipal/Business/Individual) The ESC is recommending that the Commission approve the annual Environmental Awards PROGRAM. The ESC proposes to manage the entire process,including soliciting nominations,vetting nominees,and organizing the awards ceremony. BUDGET:Up to $1,500 RECOMMENDATION:Review and vote whether to approve the annual environmental awards program as proposed ATTACHMENT(S):none REVIEWED BY CITY MANAGER: Agenda Item #10.A. 09 Dec 2024 Page 162 of 162