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05-14-01 v • CITY OF ATLANTIC BEACH CITY COMMISSION MEETING May 14, 2001 AGENDA Call to order Invocation and pledge to the flag 1. Approval of the minutes of the Public Hearing held by the Atlantic Beach City Commission on April 16, 2001 Approval of the minutes of the Regular Commission Meeting of April 23, 2001 2. Courtesy of Floor to Visitors: A. Proclamation recognizing Nursing Home Week in Atlantic Beach B. Proclamation recognizing Public Works Week in Atlantic Beach C. Jerry Holland Jacksonville Council Member District 3 —Discussion of the City of Jacksonville Proposed Reapportionment of the Beaches District D. Core City Project-Aikenhead and Odom 30 % Completion Report ECT, Inc. -Peer Review Report E. Water Master Plan - 60% Completion Report F. Dejean Melancon—Parks and Recreation Advisory Board recommendation on proposed Skateboard Park 3. Unfinished Business from Previous Meeting A. Discussion and possible action concerning speed bump for 100 block of Magnolia Street(City Manager) B. Discussion and possible action concerning Personal Watercraft(Jet Ski) for Lifeguards (City Manager) C. Approve the Interlocal Agreement for the Church Road Extension and authorize the Mayor to execute the Agreement(City Manager) D. Follow-up report from the Regular Meeting of April 23, 2001 (City Manger) 4. Consent Agenda: ALL MATTERS LISTED UNDER THE CONSENT AGENDA ARE CONSIDERED TO BE ROUTINE BY THE CITY COMMISSION AND WILL BE ENACTED BY ONE MOTION IN THE FORM LISTED BELOW. THERE WILL BE NO SEPARATE DISCUSSION OF THESE ITEMS. IF DISCUSSION IS DESIRED, THAT ITEM WILL BE REMOVED FROM THE CONSENT AGENDA AND WILL BE CONSIDERED SEPARATELY. SUPPORTING DOCUMENTATION AND STAFF RECOM- MENDATIONS HAVE BEEN PREVIOUSLY SUBMITTED TO THE CITY COMMISSION ON THESE ITEMS A. Acknowledge receipt of monthly reports for Building, Utility Sales, Occupational License, Public Safety, Public Works and Recreation Departments B. Award contract to construct drainage improvements on West 13th Street portion of the Utilities 2000 Project(Bid 0001-16) to Gruhn May in the amount of$38,649.00, reject all bids for the Beach Avenue water main 0 Page—2- AGENDA May 14, 2001 improvements, the water improvements at Sailfish and Plaza, and the Levy Road sidewalk portions of the project; and authorize staff to prepare RFP's for a design/build project to complete the water main improvements (City Manager) C. Award contract for construction of the Base Bid plus Additive Alternate 2 to Gruhn May, Inc., in the amount of $892,290.30 for construction of Atlantic Beach &Buccaneer Sewer Improvements Project, pursuant to the specifications of Bid No. 0001-17 (City Manager) D. Approve piggybacking on the City of Jacksonville contract awarded to Florida Highway Products, Inc. (FHP) at a bid price of$1.89 per square yard for microsurfacing and crack sealing streets as listed in the 2000-2001 Paving Program at a cost of$47,000.00 (City Manager) 5. Committee Reports: 6. Action on Resolutions: A. Resolution No. 01-08 A RESOLUTION OF THE CITY OF ATLANTIC BEACH, FLORIDA, INCREASING THE TERM OF OFFICE OF THE CULTURAL ARTS BOARD MEMBERS TO FOUR YEARS,ELIMINATING TERM LIMITS; AND PROVIDING AN EFFECTIVE DATE (Mayor) B. Resolution No. 01-09 A RESOLUTION OF THE CITY OF ATLANTIC BEACH DECLARING A SPECIAL ASSESSMENT,AS REQUIRED BY FLORIDA STATUTES,CHAPTER 170, FOR WATER LINES, STORM WATER IMPROVEMENTS AND STREET IMPROVEMENTS IN SELVA MARINA UNITS 10, 10-A, 10-B, 10-C, 11, 12, 12-A, 12-B,AND 12-C REPLAT,AND PROVIDING AN EFFECTIVE DATE (City Manager) C. Resolution No. 01-10 A RESOLUTION OF THE CITY OF ATLANTIC BEACH SUPPORTING MAINTAINING THE BEACHES CITIES AS A SINGLE JACKSONVILLE COUNCIL DISTRICT (Mayor) 7. Action on Ordinances: 8. Miscellaneous Business: A. Authorize the City Manager to move forward with Phase I of the construction of a multi-purpose field located on West Plaza (City Manager) B. Approve Audit Procurement Policy as recommended by Staff C. Authorize hiring of the following Public Works positions: a Technical a Designer at an estimated annual salary plus benefits of$50,000 and part-time clerical help at an annual cost of $11,000; and authorize the preparation of an RFP for general engineering services for projects not to exceed $300,000 in total or$30,000 in engineering costs (City Manager) 9. City Manager Reports: 0 Page—3- AGENDA May 14, 2001 10. Reports and/or requests from City Commissioners and City Attorney A. Discussion and possible action concerning voting districts for the City of Atlantic Beach Commission Seats(Mayor) Adjournment 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 Chambers. 110 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 by 5:00 PM, Friday, May 11, 2001. V v O O T T 0MINUTES OF THE REGULAR MEETING OF THE ATLANTIC BEACH E E S S CITY COMMISSION HELD IN CITY HALL,800 SEMINOLE ROAD AT 7:15 P.M. ON MONDAY,MAY 14, 2001 PRESENT: John Meserve, Mayor Richard Beaver, Mayor Pro Tem Mike Borno Theo Mitchelson Dezmond Waters, Commissioners M S AND: James Hanson, City Manager o E T C Alan C. Jensen, City Attorney I o Y Maureen King, City Clerk ONE N N D S 0 COMMISSIONERS The meeting was called to order by Mayor Meserve at 7:15 p.m. The Invocation given by Commissioner Beaver was followed by the Pledge of Allegiance to the Flag. • Mayor Meserve recognized and welcomed the following local government officials to the meeting: Jerry Holland, District 3 Council Member from the City of Jacksonville, Matt Carlucci, District 5 Council Member from the City of Jacksonville, and Art Graham, Council Member from the City of Jacksonville Beach. 1. Approval of the minutes of the Public Hearing held April 16, 2001. BEAVER X BORNO X Motion: Approve the minutes of the April 16, 2001 Public MITCHELSON X X Hearing as presented. WATERS X X MESERVE X The motion carried unanimously. BEAVER X BORNO X Motion: Approve the minutes of the April 23, 2001 MITCHELSON X X Commission Meeting as presented. WATERS X X MESERVE X The motion carried unanimously. 2. Courtesy of Floor to Visitors: A. Proclamation Recognizing Nursing Home Week in Atlantic Beach 0 M S Minutes Page -2- 0 E T C May 14, 2001 I 0 Y ONE0 N Mayor Meserve read the Proclamation in its entirety proclaiming May 14- COMMISSIONERS N D S 0 18, 2001 as Nursing Home Week in Atlantic Beach. He presented the Proclamation to Jeff Markulik, NHA, for display at Fleet Landing. B. Proclamation Recognizing Public Works Week in Atlantic Beach Mayor Meserve read the Proclamation in its entirety proclaiming May 20- 26, 2001 as Public Works Week in Atlantic Beach. Mayor Meserve presented the framed document to Public Works Director Kosoy and Utilities Director Kaluzniak. Public Works Director Kosoy praised the work of his dedicated employees and thanked the Mayor. Item 2-F was taken out of sequence and reported on at this time. F. Dejean Melancon—Parks and Recreation Advisory Board Recommendation on Proposed Skateboard Park Dejean Melancon, Chair of the Parks and Recreation Advisory Board, responded to questions submitted to the Board by City Manager Hanson • on January 24, 2001, and indicated that the majority of Board Members favored construction of a skateboard park to be located in Russell Park. He further reported that the members favored an average sized park of 6,500 square feet constructed of poured concrete. Mr. Melancon reported that the structure would cost approximately$100,000. The Board felt that most skateboarders would prefer to use a skateboard park and would voluntarily stop using Bull Park. Mr. Melancon introduced Todd Johnson, a longtime skateboarder, who explained the initial design of the proposed park. He indicated that the park would accommodate fifty children at one time and explained the levels of difficulty contained in the park. Mr. Melancon reported that grant funds were available for construction of parks, and the size and cost of the proposed park would require a 25% match from the city. He recommended that $100,000 be included in the next budget for construction of a skateboard park in Russell Park. Mayor Meserve thanked Mr. Melancon for the report. A copy of the report is attached and made part of this official record as Attachment A. C. Jerry Holland, Jacksonville Council Member District 3, - Discussion of the City of Jacksonville Proposed IIIReapportionment of the Beaches District M S Minutes Page -3- o E May 14, 2001 T c I O Y ONE N • Council Member Holland, introduced City of Jacksonville Council Vice COMMISSIONERS N D S 0 President Matt Carlucci who also serves as chairman of the Redistricting Committee. Council Member Holland explained that every ten years, based on the census, the City of Jacksonville must change its districts to represent population shifts. Option F, one of seven redistricting maps under consideration was displayed. Council Member Holland indicated that the maps were drawn based on voting age and population and the redistricting process was an entire county issue. He further indicated that no maps would be taken out of consideration and they would further evolve during the on-going process. Commissioner Mitchelson hoped Council Member Holland would fight for the beaches cities to remain in one district. Mayor Meserve concurred and stated that he did not want the City of Atlantic Beach to be removed from District 3 and added to District 11. Commissioner Beaver inquired as to the deadline for redistricting and was told that it must be completed by December 4, 2001. • Council Member Holland reported that he would be holding a Town Hall Meeting at Fletcher High School at 7:00 p.m. on Tuesday, May 15, 2001 to further discuss the proposed redistricting. He urged everyone present to attend the meeting. Boy Scout Troop 37 Mayor Meserve recognized Boy Scout Troop 37 who were working toward their Community Service- Citizenship merit badge. D. Core City Project Aiken head and Odom (A & 0) 30% Completion Report City Manager Hanson reported that A & 0 had found discrepancies in the modeling work performed by previous consultants and some restructuring of the plan had been done. He indicated that the model had been refigured, and some of the items recommended earlier were no longer needed. It was further reported that the city hired the company of ECT, Inc., as peer review consultants for the project. Neil Aikenhead updated the Commission on the project as follows: (1) Dredging of the Selva Lagoon will no longer be required, (2) no pumps • will be required, (3) the system will be a gravity system, (4) bids for the Sherry Drive reconstruction part of the project will be opened May 23rd, (5) the weir at Fleet Landing will be modified to a lower elevation to M S Minutes Page -4- 0 E May 14, 2001 T C I O Y 0ONE N achieve and provide saltwater protection, (6) no dredging in Howell Park COMMISSIONERS ND S 0 will be required, and (7) the box culvert at 11`h Street will no longer be required. Charles Padera of ECT, Inc. confirmed that his company had reviewed the modeling of A & 0 and had made some minor changes. He indicated that the analyses provided by A & 0 were correct. A brief question and answer session followed the reports. E. Water Master Plan 60% Completion Report Don Mauer of Camp Dresser and McKee presented a report on city's Water Master Plan and Consumptive Use Permit Renewal Application. Mr. Mauer indicated that the report would be completed by the end of June. The report is attached and made part of this official record as Attachment B. A brief question and answer session followed. Commissioner Borno inquired concerning the reported diminished capacity of wells 1 and 2, and was advised that it was due to the age of the wells. Discussion ensued and • it was pointed out that well construction would take between six and nine months to complete. Dorothy Kerber of 365 1st Street expressed concern that the same firm had conducted the city audit for eleven years, and requested that the city contract with a new auditing firm. She felt auditing firms should be changed every few years. Mrs. Kerber also requested that the Commission consider putting a referendum on the ballot to establish voting districts. Bob Totter of 275 11th Street also requested that the city consider putting a referendum on the ballot to establish voting districts. Alan Potter of 374 Second Street referenced a letter he had written in 1999 stating his opposition to the construction of a master lift station, and spoke in opposition to Item 4C on the agenda. The letter is attached and made part of this official record as Attachment C. Don Howell of 44 5th Street and William Cook of 1325 Beach Avenue spoke in opposition to the construction of a skateboard park. They felt it was too expensive, too much of a liability for the city, and would require major supervision. 4110 Mr. Wiley of 310 5th Street inquired as to the next step for the skateboard park. Mayor Meserve indicated that the recommendation would be discussed during the upcoming budget workshops. M S Minutes Page -5- 0 E May 14, 2001 z c I O Y ONE0 N COMMISSIONERS N D S 0 Sally Clemens of 1638 Park Terrace West supported four voting districts for the city with the Mayor serving at large. She suggested that the Commission include this matter on the October ballot. Pat Pillmore of 995 Camelia Street indicated that she was disappointed in the Metropolitan Planning Organization (MPO) traffic safety study for Marsh Oaks in connection with the construction of the flyover, and questioned the relocation of the retention pond in Marsh Oaks without a public hearing. Stephen Kuti of 1132 Linkside Drive commented on or opposed the following items: (1) He felt reapportionment should be based on standards set by the Florida Legislature, (2) He opposed the construction of a skateboard park due to the liability and high cost, (3) He opposed use of Drug Forfeiture and Contraband Fund money for a study on the feasibility of constructing a fitness center(Agenda Item 3D). He felt the money should be spent on crime prevention, and (4) Indicated he would like figures from the analyses used in the Aikenhead and Odom report (Agenda Item 2D). • Julie Sleeper of 700 Beach Avenue supported the construction of a small skateboard park for younger children where their parents could bring and supervise them. She felt older skateboarders could drive to the skateboard park under construction in Jacksonville Beach. Mrs. Sleeper also favored voting districts for the city. J.P. Marchioli of 414 Sherry Drive commented on the following items: (1) Felt the speed bumps on Plaza were a hazard and requested that they be removed, (2) referenced a magazine article which reported that nationwide potholes cause an average of$222 per year in car repairs, (3) supported the proposed skateboard park, (4) suggested that grating be installed as a safety measure on the proposed 3'6" drainage pipes to be constructed under Sherry Drive, and (5) inquired concerning the basis for the proposed reapportionment and indicated that he favored the beach cities remaining together. Rex Sands of 500 Plaza opposed the construction of a skateboard park due to the liability and cost. He also favored keeping the beach cities in the same district. Don Remley of 1309 Violet Street also expressed concern for the liability of a skateboard park and felt the city would have to hire someone to supervise the activities. • Betty Eilers of 369 Third Street recounted her unfortunate experience with her grandchildren at a skateboard park and stated that she was M S Minutes Page -6- 0 E May 14, 2001 T c I O Y O N E N • totally against this type of park. Mrs. Eilers stated that she lived on a COMMISSIONERS N D S 0 flood-prone street and requested that accumulated debris be removed from the stormdrains by her home. Paul Woesner of 1509 Lakeside Drive felt that proposed growth should be considered for redistricting, but demographics should not be a consideration. Jerry Holland urged those present to come to the Town Meeting on Tuesday night to express their concerns and/or opinions on the reapportionment. 3. Unfinished Business from Previous Meeting A Discussion and possible action concerning speed bump for 100 block of Magnolia Street (City Manager) City Manager Hanson reported that the Police Department did not support the installation of speed bumps on Magnolia Street. He indicated that the results of a traffic study conducted on the street did not find a traffic danger or problem. •No action was taken on this request. B. Discussion and possible action concerning Personal Watercraft (Jet Ski) for Lifeguards (City Manager) City Manager Hanson reported that the City of Atlantic Beach was one of the first cities to use personal watercraft for lifeguards, but after the program was completed it was determined that the use of personal watercraft by lifeguards was limited and expenses for the program were very costly. No action was taken. C. Approve the Interlocal Agreement for the Church Road Extension and authorize the Mayor to execute the Agreement (City Manager) BEAVER X X Motion: Approve the Interlocal Agreement for the BORNO X X Church Road extension and authorize the Mayor to MITCHELSON X execute the agreement. WATERS X MESERVE X City Manager Hanson explained the terms of the Interlocal IIIAgreement in that the City of Jacksonville would pay for one-half of the cost of the street extension up to a total amount of$45,000. It was M S Minutes Page -7- 0 E May 14, 2001 T c I O Y 410ONEN reported that the total cost for the project was estimated to be COMMISSIONERS N D S 0 $90,000, with the city's share being $45,000. Commissioner Waters supported the extension of the road and thanked the City of Jacksonville for its support. Commissioner Waters inquired concerning the part of the street which was being paved. City Manager Hanson explained that a block and one-half section of the road would be paved which ended at Mealy Street. Commissioner Waters suggested that Church Road be renamed Dutton Island Parkway. He felt the road sign would help citizens find the park. There being no further discussion, the motion carried unanimously. D. Follow-up report from the Regular Meeting of April 23, 2001 (City Manger) Community Center Feasibility Study City Manager Hanson provided background information and reported 0 that to date, $7,000 had been raised toward the feasibility study. He indicated that the remaining balance was estimated to be between $13, 000 to $17,500, which would have to be paid by the city to proceed with the study. City Manager Hanson solicited the wishes of the Commission concerning the study. A brief discussion ensued concerning the use of the Drug and Contraband Forfeiture Funds to pay for the study. Commissioner Beaver inquired as to the Drug and Contraband Forfeiture Fund balance and was told the fund balance was approximately$90,000. Mayor Meserve pointed out that the study would assess the need for such a facility and the practicality of carrying out such a project. Motion: Authorize funding the feasibility study with Drug BEAVER X Forfeiture and Contraband Fund money, as BORNO x x MITCHELSON X recommended, and authorize issuance of the RFP for the WATERS X X feasibility study. MESERVE X There was no further discussion and the motion carried unanimously. City Manager Hanson summarized the remainder of his written report. The report is attached and made part of this official record as Attachment D. • A recess was called at 9:45 p.m. and the meeting reconvened at 9:55 p.m. I M ' S Minutes Page -8- 0 E May 14, 2001 T C I O Y ONE N 0 COMMISSIONERS N D S 0 4. Consent Agenda: Mayor Meserve requested that Item 4C be removed from the Consent Agenda for further discussion. A. Acknowledge receipt of monthly reports for Building, Utility Sales, Occupational License, Public Safety, Public Works and Recreation Departments B. Award contract to construct drainage improvements on West 13th Street portion of the Utilities 2000 Project (Bid 0001-16) to Gruhn May in the amount of$38,649.00, reject all bids for the Beach Avenue water main improvements, the water improvements at Sailfish and Plaza, and the Levy Road sidewalk portions of the project; and authorize staff to prepare RFP's for a design/build project to complete the water main improvements (City Manager) D. Approve piggybacking on the City of Jacksonville contract awarded to Florida Highway Products, Inc. • (FHP) at a bid price of$1.89 per square yard for microsurfacing and crack sealing streets as listed in the 2000-2001 Paving Program at a cost of$47,000.00 (City Manager) BEAVER X X Motion: Approve Consent Agenda Items A, B, and D as BORNO X X presented. MITCHELSON X WATERS X MESERVE X There was no discussion and the motion carried unanimously. C. Award contract for construction of the Base Bid plus Additive Alternate 2 to Gruhn May, Inc., in the amount of $892,290.30 for construction of Atlantic Beach & Buccaneer Sewer Improvements Project, pursuant to the specifications of Bid No. 0001-17 (City Manager) Motion: Award contract for construction of the Base Bid BORNO x plus Additive Alternate 2 to Gruhn May, Inc., in the WATERS X amount of $892,290.30 for construction of Atlantic Beach & Buccaneer Sewer Improvements Project, pursuant to the specifications of Bid No. 0001-17. 0 Utility Director Kaluzniak explained that the bids received were very close. She explained that if all bid items were considered, Meadors Construction would be the low bidder, but because all of the bids M S Minutes Page -9- 0 E May 14, 2001 T C I O Y ONE N • were over budget, the following item(s) were eliminated from the COMMISSIONERS N D S 0 project: (1) Abandonment of the Shangri-La Lift Station and (2) the upgrade of the Park Street Lift Station. It was further explained that due to the closeness of the bids, awarding of the bid was based on the Base Bid plus any Added Alternates chosen by the Commission. It was further reported that staff recommended awarding construction of the Base Bid plus Additive Alternate 2 to Gruhn May in the amount of$892,290.30. Discussion of the scope of the project ensued,and it was the consensus of the Commission that money would be saved if the entire project, except for Addditive Alternate 1 ( Abandonment of the Shangri-La Lift Station), were completed now. The second and motion were withdrawn by Commissioners Waters and Borno respectively. Motion: Award contract for construction of the BEAVER X X Base Bid plus all Additive Alternates, except Additive BORNO X X Alternate 1, to Meadors Construction for construction of MITCHELSON X Atlantic Beach & Buccaneer Sewer Improvements Project, WATERS X pursuant to the specifications of Bid No. 0001-17. MESERVE X • There being no further discussion, the motion carried unanimously. 5. Committee Reports: There were no Committee Reports. 6. Action on Resolutions: A. Resolution No. 01-08 A RESOLUTION OF THE CITY OF ATLANTIC BEACH, FLORIDA, INCREASING THE TERM OF OFFICE OF THE CULTURAL ARTS BOARD MEMBERS TO FOUR YEARS, ELIMINATING TERM LIMITS; AND PROVIDING AN EFFECTIVE DATE (Mayor) BEAVER X BORNO X X Motion: Approve Resolution No. 01-08. MITCHELSON X X WATERS X There was no discussion and the motion carried unanimously. MESERVE X B. Resolution No. 01-09 A RESOLUTION OF THE CITY OF ATLANTIC BEACH DECLARING A SPECIAL ASSESSMENT, 0 AS REQUIRED BY FLORIDA STATUTES, CHAPTER 170, FOR WATER LINES, STORM WATER IMPROVEMENTS AND STREET M S Minutes Page -10- O E May 14, 2001 T c I co Y ONEN • IMPROVEMENTS IN SELVA MARINA UNITS 10, COMMISSIONERS N D s 0 10-A, 10-B, 10-C, 11, 12, 12-A, 12-B, AND 12-C REPLAT, AND PROVIDING AN EFFECTIVE DATE (City Manager) BEAVER X BORNO X x Motion: Approve Resolution No. 01-09 MITCHELSON X X WATERS X Mayor Meserve inquired concerning the process to be followed MESERVE x when declaring the special assessment. City Manager Hanson stated that if the resolution was approved, the Commission would need to set a public hearing, as required by Florida Statutes, and authorize the City Attorney to acquire easements for rights-of-way and drainage. City Manager Hanson further stated that the work would be completed during the next fiscal year, and the street work would be coordinated with the Core City Project to lower the cost. Commissioner Borno commented on the work of the Selva Marina Streets Committee and requested that the Commission move forward with the public hearing. Commissioner Beaver inquired as to the cost for the project. City • Manager Hanson indicated that the city had received an estimate of the costs and that information would be available for the public hearing. He also inquired about the assessment if a property was sold. City Clerk King indicated that other assessments of the city went with the property. Discussion ensued and it was the consensus of the Commission to hold the public hearing at 7:00 p.m*. in the Atlantic Beach Elementary School, if the facility was available. There being no further discussion, the motion carried unanimously. C. Resolution No. 01-10 A RESOLUTION OF THE CITY OF ATLANTIC BEACH SUPPORTING MAINTAINING THE BEACHES CITIES AS A SINGLE JACKSONVILLE COUNCIL DISTRICT (Mayor) BEAVER X X BORNO X X Motion: Approve Resolution No. 01-10. W MITCHELSON X WATERS X MESERVE X There was no discussion and the motion carried unanimously. 7. Action on Ordinances: • There was no action on ordinances. *AMENDED 5/29/01 TO INCLUDE: JUNE 4, 2001 M S Minutes Page -11- o E May 14, 2001 I 0 Y ONE N 0 8. Miscellaneous Business: COMMISSIONERS N D S 0 A. Authorize the City Manager to move forward with Phase I of the construction of a multi-purpose field located on West Plaza (City Manager) BEAVER X X Motion: Authorize the City Manager to move forward BORNO X X with Phase I for the construction of a multi-purpose field MITCHELSON X located on West Plaza. WATERS X MESERVE X Commissioner Beaver inquired as to the type of sod to be installed on the field. City Manager Hanson indicated that Bermuda grass was chosen for the field. Commissioner Beaver indicated that Bermuda grass was very durable. There being no further discussion, the motion carried unanimously. B. Approve Audit Procurement Policy as recommended by Staff BEAVER X X Motion: Approve Audit Procurement Policy as BORNO X X recommended by Staff. W TCHELSON X WATERS X • MESERVE X Finance Director VanLiere explained that other cities he had contacted did not require mandatory rotation of auditors. He further explained that most cities require a Request for Proposals (RFP) for multi-year services to be issued every four to six years. Discussion of the pros and cons of mandatory rotation of auditors ensued. Commissioner Mitchelson indicated that public perception was important and felt the city should rotate auditing firms. Commissioner Waters concurred. Commissioner Beaver felt that if the senior members of a firm rotated, the city could retain the same firm. Amendment to the motion: Remove "as recommended by BEAVER X staff' from the motion. (By removing "as recommended by BORNO X staff' from the motion, the fourth paragraph of the Audit W TCHELSON X X f WATERS X X Procurement Policy remained in the policy). The Audit MESERVE X Procurement Policy is attached and made part of this official record as Attachment E. There being no further discussion, the amendment to the motion carried by a four to one vote with Commissioners Beaver, Mitchelson and Waters, and Mayor Meserve voting aye, and 0 Commissioner Borno voting nay. M S Minutes Page -12- 0 E May 14, 2001 T C I O Y • ONE N The main motion carried by a four to one vote with Commissioners COMMISSIONERS N D S 0 Beaver, Mitchelson and Waters, and Mayor Meserve voting aye, and Commissioner Borno voting nay. C. Authorize hiring of the following Public Works positions: a Technical Designer at an estimated annual salary plus benefits of$50,000 and part-time clerical help at an annual cost of $11,000; and authorize the preparation of an RFP for general engineering services for projects not to exceed $300,000 in total or $30,000 in engineering costs (City Manager) Motion: Authorize hiring of the following Public Works BEAVER X positions: a Technical Designer at an estimated annual BORNO X X salary plus benefits of$50,000 and part-time clerical help MITCHELSON X X at an annual cost of $11,000; and authorize the WATERS X preparation of an RFP for general engineering services for MESERVE X projects not to exceed $300,000 in total or $30,000 in engineering costs. Commissioner Beaver inquired concerning the costs for the positions during the present fiscal year. City Manager Hanson indicated that • the cost would be approximately$20,000. There being no further discussion, the motion carried unanimously. 9. City Manager Reports: City Manager Hanson reported on the following items: • Reported that Jeri Benjamin, Assistant Finance Director, had been chosen Employee of the Month for May. • Provided background information and reported that the city's share for the cost of clean up to the Bill Johns Waste Oil site was $7,095 and the city can negotiate a separate settlement. 10. Reports and/or requests from City Commissioners and City Attorney A. Discussion and possible action concerning voting districts for the City of Atlantic Beach Commission Seats(Mayor) Mayor Meserve noted that citizens at a previous meeting brought up the issue of how Commissioners are elected and how to better insure representation of all areas in the city. Mayor Meserve proposed the • following change to the Charter of the City of Atlantic Beach: (1)The Mayor and two Commissioners would serve at-large, precincts 03S and 03F would become one district and precincts 03H and 03G would become the M S Minutes Page -13- 0 E May 14, 2001 T c I O Y O N E N • other district. The Mayor's report is attached and made part of this official COMMISSIONERS N D S 0 record as Attachment F. Motion: Direct the City Attorney to draft an ordinance BEAVER X authorizing a referendum to change Section 5 of the BORNO X X MITCHELSON X Charter as suggested by Mayor Meserve. WATERS X MESERVE X X Commissioner Waters suggested changing the Mayor's term to four years. Commissioner Mitchelson favored the present system and requested that a no change option be included on the ballot. BEAVER X Amendment to the motion: Add "with a provision for a BORNO X X "No Change" vote". MITCHELSON X WATERS X There being no further discussion, the amendment to the motion and MESERVE X X the main motion carried unanimously. Commissioner Beaver S . Commended the Parks and Recreation Department for their 4110 involvement in a number community oriented projects. Commissioner Borno • Requested that the City Manager send a letter to First Night congratulating them on becoming incorporated. Commissioner Waters • Requested that as part of the feasibility study for the Community Center, citizen input be received as to whether or not a skateboard park is wanted by the community. • Stated he had received several telephone calls concerning removing garbage blinds on Beach Avenue and inquired concerning the matter. Mayor Meserve reported that several blinds were located on city right-of-way and the property owners were sent letters requesting that they be removed. He indicated that the matter had been resolved. 0 M S Minutes Page -14- o E T C May 14, 2001 I 0 Y ONE N SCOMMISSIONERS N D S 0 There being no further discussion or business to come before the Commission, the Mayor declared the meeting .tic) ed at 11:20 p.m. ' I I \ .iii i k ‘14, %.erve May -sid g Officer Attest: Mau een King / Certified Municipal , ler, 0 0 - --• .- ATTACHMENT A -' MAY 14, 2001 COMMISSION MEETING • May 3, 2001 TO: Jim Hanson, City Manager John Meserve, Mayor City Commissioners Timmy Johnson, Recreation Director FR: DeJean Melancon, Chair Recreation Advisory Board RE: Skate Park Recommendation The Board met on April 24, 2001 to prepare final recommendations regarding the construction of a Skateboard Park. 1. Original Question-Can a skateboard park be developed for $20,000-25,000? • Answer-No, based upon the Boards research construction cost range between $10 and $20 per square foot depending on the materials selected. • A typical park is 5,000-8,000 square feet in size • Using an average cost of$15 and 6,500sf a park would cost approximately $97,500 to develop. • Discussions with several contractors and the City of Gainesville • (constructing three parks) confirm these cost estimates. 2. Additional information • Florida DEP provides grants to cities constructing skateboard parks • Grants up to $50,000 no match is required • Grants up to $75,000 a 25% match is required VRECOMMENDATIONS 1. The Recreation Advisory Board recommendsthat the City of Atlantic Beach budget $100,000 for the construction of a skateboard park in Russell Park. • Timeframe for completion-Spring 2002 • Submit Grant Application to FloridaDEP for matching funds • Finalize park design based on preliminary concepts (see attached) Attachments: • Board minutes February 27,2001regarding Skate Park Recommendations-Key Questions • Initial design drawings • AGENDA ITEM#2F MAY 14,2001 • TO: Jim Hanson, City Manager City Commissioners Timmy Johnson, Recreation Director FR: DeJean Melancon, Chair Recreation Advisory Board RE: Skate Park Recommendation The Board met on February 27, 2001 to discuss Questions regarding the construction of a Skateboard Park. The following responds to the questions submitted by the City Manager on Jan. 24,2001. 1. Question: Should the City construct a facility specifically targeted for kids utilizing skateboards in Atlantic Beach? Response: The majority of Board members voted "YES" 2. Question: Where should the facility be located? Response: The majority of the Board was in favor of Russell Park. It is central to the core city, space is available and it provides fire and safety facilities nearby. Both the Tennis Players and Baseball Members expressed concern for the potential of increased vandalism and damage to existing facilities. Jordan Park • was also identified as an alternate location. 3. Question: What equipment should be located in this facility, what size would the facility take and how much would it cost? Response: Prior to the meeting Board Members questioned individuals in the community and several families attended the Board meeting held on Feb.27. The following provides some beginning guidelines that should be further researched; • 50x60 area may be too small. A series of winding sidewalks and smaller skill areas may be preferable to a single large area, • develop a"street course" with obstacles (grind poles, small jumps, etc.) instead of a large pad with several small jumps, • jumps should be challenging and not exceed 4ft. in height, • use a"poured concrete base" instead of prefab materials. This will allow for greater creativity in the overall design and be easier to maintain. 4. Question: If such a facility were built, would the kids presently using Bull park voluntarily use it? Response: Yes, most individuals said they would prefer to skate at a location intended and designed for skating. It was suggested that posting of signs and some level of enforcement be considered. 5. How much use would a new skateboarding facility in the alternate location get? • Response: A tremendous amount. 6. What other issues should the Commission consider? AGENDA ITEM#2F MAY 14,2001 1 • • The skateboard park should be "challenging" for ages 5-15 years. Other facilities are available for more advanced skating. • Will the skateboard area be lighted? • What guidelines can be established to protect the existing Tennis and Baseball facilities? Board Recommendation: • authorize the Board to assemble a Design Team comprised of Board Members, Community Members and Staff. • develop a Skateboard Park Design with preliminary pricing information during the month of March • provide recommendations to the Commission by the 2nd meeting in April. 0 410 • . ••• • o I. all + ..- lel.o'( G21,0n 01 OFT PALL - / I __v_._‘ / / / _ -3-. C O C4 / � / V. r +5 TENNIS / .° I /-- \ e 10 ' ' / / , 4Q' QI •+/ o KAY NoT(;5 / ( •I © EXIST PINE 'TT2EeS L c0 o -� v_' 2 Gchicf=ETEp4vet" i j 1 �. z�+ / ,,,, • StC4Te A Rea -5 Lo Pe To I 1 0;\:\7. ,. +51 4.51 bRaIN I '.� �/ Sae-zit-44. R LaG1�5 N4 LL5 ks I •� . • 3 1 1 -\--_,..; — 5 I N D I Gd.-r 1 G{1 1 Q�pvg • - JJ �� �� �\imr J��/� r lr. i GRoVNli /�/ '1 e,19 rpm LAN1,04cAPI tJc. Jr• Igol'°'I I m _ 1 FAQ KIN� Lo'� ,�; N y -- _ . -° l v3 � 4 jKQT� �.e l?f{ SITE PIAN " .� I5) tt N I n 2o/_4'11 .n i BROADFOOT•DESIGN I I 302 NOMI m,j Sven (904)2424100 C-T'Q N 1,41 A I 1 i 11 s I 1-p II 1 Neptune Beach,FL 72266-5171 1 1 ,4 1" 1111111 AGENDA ITEM#2F . . .S. `" MAY 14,2001 / W.5.• .-- -dP---- / • . ,_,,,*7.,. r _____. -- - 1 . - -,-.:• e i ' A 7 i f /---\-\, • . wr,- % . . r ., - d1 . . . ..,: / , , ,1,. v -\, ‹:,-, _ - 1 0 1 i :, -. . _.. • ' il! / -1,1 • ( • ' . 'N / t 1/ $. ' ? • •. • i • 1\ 51 ...• 1 i 1 . I /4 , 1 y 1 --- I I . k • .K --- -- . 0 ,, 7 ‘i • I,/ _ \ , 14;,,..,A3_ • r : " *— --' — , s , \1... 7 -.. x/„..,.•-• . , •., „ . , )(•\'`,a; , - . 1,c,,..., /.;.•- ' • •.\ \<„, , y./X.,>(*.-,s, • /,. •-•:.. l; ',-..," :.\- \ % ' / - .\.:,N..: • • 1• , % \ -.\ /,', . ! .„.s . • • 4 \ '%;.\,',. ,• ;'n.s., : -' \ NIINJI1/4.' 1110 . ), (), k\ i I. ‘\.‘\,.: '-'• • .--, ;frr . .-Y '.4 ,' N... i , • '' '..,.. . .•>• \ . , • .... .: •'. .• \ )YN., s, .. ,..".4.1„l'il,. • . . • .X.,, / ',...'\ •.• \ -'''-‘,%'A '' .yV//.4,....: -.- ATTACHMENT B — MAY 14, 2001 COMMISSION MEETING * a%VF x {:1f o •> •o O _ o" ca N = (0Q "` : m5, / -... , o Q 0 V �. it tiV . W al c �,. fir' -...:,.. , . 0 (' "-'7 N ` :ti ,.....•;v . , , Z. , a) R� z, - `.'" "-,=.rte; CO 51 CCS •� ' 1 ' �1 'ilr,j ,,1. U (1.) ,s+-,1.,. ma' `'y rx• r hun..CI r. 1 1 y. r 0 �_ iro0 r m 4 iti i � a� { YAM�"s H .G ,r--,,,- ^ ♦..7 4. f, Pi - - ..1-, . % 1 1 Ile i z.. , — , , pe I J '-,L, C 45 _ - _ ....-... -...,+V+Sfe,w��arms•'..+rewiMi'a.awrCnwa.wnr�scxrae..-..r-r,.-sarw.-...x�w�..��.�....-..w—��......-....�...�.,--...—.���-.-..� � ... -+T—+.-._...-�� .._... Evaluate water system capacity to serve - Water supply - WaterTreatment - Water Transmission and Distribution Create a functional GIS tool I Develop plan that promotes operational efficiency and cost savings al Formulate recommendations for orderly expansion and capital improvements .4 •'.. 14. .. Itit.i.,.... • . ..., .--. ,.;:.--i,-.11._ • - • ._ i .,. ,-...1..'.. -- .• : ... . : . LT ..!.,••• Buccaneer Service Area . - .s.....': - . . • '-- -if • - .4- ,,,, - ,- ..• .-..• -,se'7' =7 • • ' ..i.''''': . ' • - ,....V ...1*".'•,f'..',.‘.1....„. ' . 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'' .4 ..,. ;nil . 09N.',..74'4,-- *.L.`. .1-'__-'' ' '---'7 ' • . . - - , '. - - - - - .- '''' ••••:- '.‘"%.-, '.- • -.. '' • 7,- ,. , ...- fi .,, -- • --- .-••'.... •::- -.,..,:-••,..:.----,- --, .... • --„, - ,, .. • • .44t, -. .. ; '.• :..., . illy-it":.-e: ...Ave ie. - ..-.- -. .. - - - • '1 . ..i....,•,.. • -• .•.,-•,-.,..1. :- ,. • • .... - --,...-- , ...-.." 4,1,4 • ,..- , ,,,--.1gt.. .Xl.t.; „. '' 1 2:„.::: i '1,„, L cf'F )-2*y4 AXI 'wx.s •J :( '•.Je• ..J { ;*tern ' '•� ' � - .- ani System currently has approximately 1 .75 mgd of available capacity and 1 .0 mgd of future capacity Reduced production from wells No. 1 and No. 2 Limiting factor is ground sto . - 0 :r F which limitslant throughput • pa -4 1 tEtcdi ri. ylky,...A.g.,,•,x,r r - 1.--., ,qta tir ,,t,. ..,, v., i4, it-..: .,,,,1,13,,, 1.-.,_.,.i. 7rei fi A `•• 't.' . '2: •4.'...] ' i . 0 :.. , 0: .1 8.00 750 - 7.00 - 6.50 - 6.00 - m E 5.50 - v m E 8 4 50 - 8 I 4.00 - a) - II 3.50 6. n_ 300 - 2.50 - . 2.00 Atlantic Beach Service Area Capacity:7.56 mgd - Note: 1.50 4 Atlantic Beach Service Area Capacity:4.97 mgd (WTP No.2,Well No.4 Out of Service) 1.00 . . . . . . , 1996 1998 2000 2002 2004 2006 2008 2010 2012 2014 2016 2018 2020 2022 2024 Year - Total Demand Total Demand(14/DF Baking Factor) - Service Area Capacity • • •Capacity with Largest Well Out of Service ea�r"''0'-':'21,i;••": nt '4 .<. "s' : . i�4fi- . a p, °'+F+w ,,a'-:,..0...u.' cs�-r-te#n /cam..•. r^--- -- 'yam` aa- ,..,. ;„.......x.,�,, fr , n .Tr Lt $ { • .' ' , ,,,s'“ y tr ' i''" - it 7' yKz n• w,E r 2 .*•' ' 3` q , Existing capacity will require welifield expansion by year 2006 to meet demand Reduced well production from production wells No. 'I and No. 2 ...,.J Limiting factor is well capacity throughput rib �i.f'���..��'�^1"�l`�(�i•,!�:i ���i5�' (tilt, ii- $ i�,,���: Ari,-,c)'1r "�.`' �I� x ;p�°xs� ' K, P�`-. �� c ,. n't. .-ertdri n T-1 TA Pirtoji .Ait''' ' '' • - 'Aa :,,,, ,„-.,., • . ,..._ • •.:,„;•,,,,,d... .. .______....._...........____............_..........._..........._...._____________......,.. . • • ......,,,:s.„....4.._ .,..„..,.„.•,,. • :„.•_ -,,, - • , . „.,....„....„... . .-. .. • .';.:'. -'"@!74145 ,.. . _____ ____ 3.60 3.40 - �■ 3.20 - 3.00 - 2.80 - , 2.60 - . E -o 2.40 - c t E 2.20 - d - - - - - - - - 3 N 1.80 O co O 1.60 o_ 1.40 - 1 1.20 - - Buccaneer Service Area Capacity:3.43 mgd 1.00 Note: - Buccaneer Service Area Capacity:1.99 mgd 0.80 (WTP No.3, Well No. 2 Out of Service) 0.60 1996 1998 2000 2002 2004 2006 2008 2010 2012 2014 2016 2018 2020 2022 2024 Year Total Demand Total Demand(MCF Peaking Factor) Service Area Capacity - - - Capacity with Largest Well Out of Service I • cnbkniet1:a m rnrericuity_ . li Tht!t .416,h'fi1M1.: EYk1'4lS?oY=+N11 ! 'e4✓�' {'Mi4F�RiiiNA' 4YM.Cd�"T/t'Si9'.1"elY'}•. K �m�F Li Reduced production from wells in both systems reduces the design capacity } - " Interconnection between the systems will allow Buccaneer to utilize the Atlantic Beach system capacity and combined system will improve overall system reliability ,, n b : e , r, v..... + - Y &raiO ff Potable ,,, 'i a J ...„.. - �r� .ea ani ,• ,w ,J l ,.._„ 1 '}iG:> iwF'd'+Se:+k".:.�:eR4i%:i .:e' - . .., . _ 11.50 11.00 - 10.50 - 10.00 - 9.50 - 9.00 - E• 8.00 - m• 7.50 - E7.00 - Cr `m 6.50 - •o. 6.00 - II a 5.50 - a° 5.00 - 4.50 - 4.00 - 3.50 - Combined Service Area Capacity:10.98 mgd 3.00 - Note: Combined Service Area Capacity:8.40 mgd 2.50 - (WTP No.2, Well No.4 Out of Service) 2.00 , . , . , . , 1996 1998 2000 2002 2004 2006 2008 2010 2012 2014 2016 2018 2020 2022 • 2024 Year - Total Demand Total n nd(MDF Peaking Factor) ! - Combined Service Area Capacity - - - Capacity with Largest Well Out of Service was,... K-. .. _.::. i .. .4•_; .�. ... , :..� - _•;;" ;.:�..'�. bsa-tii ,�. 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System hydraulic analysis, facilities planning, and water use permitting have now been initiated Draft report scheduled for completion by p June 29 MI ATTACHMENT C • MAY 14, 2001 COMMISSION MEETING ALAN W. POTTER, SR. 374 Second Street 1 Atlantic Beach,Florida 32233 September 30, 1999 Mr. David Thompson Acting City Manager City of Atlantic Beach 800 Seminole Road Atlantic Beach, FL 32233 Re: (a) Sewage Pumping Station"A" (b) Ten-inch Manifolded Force Main Dear Mr. Thompson: For many years, the Howell Park storm drainage system has been subjected to the overflow of raw sewage from the Atlantic Beach sewage collection system. • A major reason for the raw sewage overflow has been the inability of the Sewage Pumping Station"A"to handle (i)the raw sewage flow to the pumping station along with (ii) the infiltration of storm water into the gravity raw sewage collection system leading to Sewage Pumping station"A". Noteworthy, each of the two sewage pumps installed in Sewage Pumping Station "A" is properly sized and capable of pumping the raw sewage flow that reaches that station from the contributing raw sewage collection system. The contributing developed land area is approximately 26C acres. The reasonable 16-hour per day sewage flow is 318,500 gallons or 330 gallons per minute. The force main from the Pumping Station "A" (assuming it is an 8-inch diameter pipe) to Eleventh Street is adequate for the flow. You and I were advised by the Public Works Director that, at Eleventh Street, the Sewage Pumping Station "A" force main is "manifolded" with four (4) other force mains into a single 10-inch sewage force main for the approximately 2,000-feet distance to the Atlantic Beach Waste Water Treatment Plant. Noteworthy, the developed land area served by the additional four (4) sewage pumping stations is approximately 666 acres. The reasonable 16-hour per day raw sewage flow is 816,800 gallons or 851 gallons per minute. • Collectively, the developed land area being served by the manifolded 10-inch sewage force main is 926 acres. The reasonable 16-hour per day raw sewage flow is 1,135,300 gallons or 1,181 gallons per minute. • Mr. David Thompson Acting City Manager • City of Atlantic Beach September 30, 1999 Page 2 of 2 Clearly, the approximately 2,000-feet long 10-inch diameter sewage force main from (point of manifold) Eleventh Street to the Atlantic Beach Waste Water Treatment Plant IS NOT ADEQUATE for the normal raw sewage flow that must be conveyed. The addition of wet weather-high tide infiltration to the raw sewage collection system only makes an impossible situation worse. It is my opinion that the proper remedy to this existing situation requires the construction of a 12-inch diameter sewage force main (parallel with the existing 10-inch diameter sewage force main) from the Eleventh Street "manifold point" to the Atlantic Beach Waste Water Treatment Plant (ABWWTP). Additionally, it is my opinion that the proposed construction of a master raw sewage pumping station at the ABWWTP is not only a waste of$300,000.00 or more of public funds but also an improper engineering solution to the problem. Please advise if you desire any additional information. -r� Respectfully submitted, Al W. Potter, Sr. AWP/amh 11. IN ATTACHMENT D MAY 14, 2001 COMMISSION MEETING • May 8, 2001 MEMORANDUM TO: The Honorable Mayor and Members of the City Commission FROM: Jim HansMillib i y 'anager SUBJECT: Follow-u. terns The following are responses to questions and requests for additional information that were made in recent City Commission meetings. Community Center Study; A report was made in the City Commission meeting of February 15, 2001 which included estimated costs for the renovation of the Pic-N-Save building at 725 Atlantic Boulevard, information about the YMCA organization, the capital costs of the YMCA in Ponte Vedra, the possible cost of construction of a new community center in Atlantic Beach • and several points to consider as to the feasibility of such a center. It was recommended in that report that the commission should conduct a feasibility/market study at an estimated cost of $20,000 to $25,000 and to solicit funding from other government and private sources to share in the cost of such a study. Since that time, two other entities have committed to sharing a portion of the cost. The Boselli Foundation has committed to pay $2500 and the City of Neptune Beach has committed $2000. The balance of money needed to perform a feasibility/market study is estimated to range from $15,500 to $20,000. The money in the Police Department's Drug Forfeiture and Contraband Fund can be spent for this purpose. A major consideration for a community center for Atlantic Beach is in providing recreational activities for teenagers which should reduce drug and alcohol use. If the City Commission wishes to proceed with the study, it is recommended that we use the City's Drug and Contraband Forfeiture Funds to pay the balance of costs not covered by other entities for the feasibility/market study. Law Enforcement Block Grant; The City has received notice of approval of a$10,000 Law Enforcement Block Grant for upgrading the software for the Police Records Management System. The City Commission had previously authorized the Mayor to sign the grant paperwork for the application. • AGENDA ITEM#3D MAY 14,2001 • Waterline Relocation on Mayport Road Completed Under Budget; Last year the City Commission authorized the contract with Superior Construction, Inc for the relocation of a waterline on Mayport Road in connection with the Flyover Project. Superior Construction is the contractor being used by JTA for the Flyover construction. The contract price authorized was $387,914.00 However, the final construction cost totaled $271,708.00 which was $116,206.00 under the contract amount. Much of this savings is made possible by working closely with the JTA to identify construction cost savings during the project. Boil Water Notice; Another boil water notice was issued in the Mayport Road area. On May 3rd, a notice was given to residents of the Atlantic Arms Apartments to boil water as a precautionary measure. The boil water notice has since been rescinded. The problem occurred when valves were shut to allow for the annual meter testing. The valves at this location were a very old type which broke when they were shut off. They have since been replaced with more modern devices. "Dump" Complaint at 457 Sailfish Drive; At the January 22nd City Commission meeting, Mr. Evan Odgan of 528 Royal Palms Drive complained that the resident at 457 Sailfish Drive was operating a dump. The owner of the property was brought before the Code Enforcement Board on May 1st and found guilty of illegal outside storage and running a junkyard (scrape metal business) in a residential area. At the time of the hearing Mr. Brown's property was cleaned up. However, as a repeat offender Mr. Brown was fined $7,500 and assessed $815.50 in administrative fees. The fine was deferred pending any future repeat violation at which time it • would become retroactive, and would be separate from any additional board actions. Mr. Brown was given three months to pay the administrative fees. Other Reports; Submitted as separate staff reports for follow-up by the Police Department include the petition from residents in the Magnolia Street area for installation of speed bumps and a report on the possible use of a jet ski for Atlantic Beach lifeguards. • M ATTACHMENT E MAY 14, 2001 COMMISSION MEETING • City of Atlantic Beach Atlantic Beach City Commission Staff Report Agenda Item: Audit Procurement Policy Date: May 1, 2001 Submitted By: Nelson Van Liere, Finance Director Background: The issue to rotate or not rotate has come up from time to time and the discussions have led to the desire to adopt some sort of rotation policy. Upon looking deeper into the issue of rotation policies, I have found that the mandatory rotation of auditors is uncommon. Most cities simply require that a Request for Proposals for multi-year services be performed every four to six years. Auditor rotation helps to preserve the auditor independence and provides the benefit of a fresh perspective. On the other hand, there are some drawbacks. These drawbacks typically include an increase in cost, retaining auditors unfamiliar with the City's background and a dramatic increase in staff time devoted to the audit. Because there are a limited number of qualified firms in the area willing to do governmental audits, the reduction in competition caused by mandatory rotation may also drive the price up. An alternative to the rotation of firms for the purpose of gaining a fresh perspective is to require • in the contract that senior members of the audit team be rotated. This gives the fresh perspective without loosing the continuity of the audit process. I believe that the City Commission should not restrict the City with a mandatory rotation policy. Excluding a firm, which has done an excellent job for the City over the years, may not be in the best interest of the City. It would be wise to look at the competition before deciding to rotate. If after hearing the presentations from the qualified firms, the City Commission does not believe that retaining the incumbent firm is in the best interest of the City,they can simply exercise their voting rights at that time and vote for a new firm. Budget: There will be no impact to the current year's budget. Recommendations: 1.) Delete the fourth paragraph of the proposed Audit Procurement Policy; "No accounting firm or public accountant shall perform the audit for more than six (6) consecutive years". 2.) Adopt the attached proposed Audit Procurement Policy with the change above, requiring the City to undertake a full-scale competitive process for the procurement of independent auditors, consistent with legal requirements. Attachments: Proposed Audit Procurement Policy • Governmental Finance Officer's Association Recommended Practice on Audit Procurement AGENDA ITEM#8B MAY 14,2001 • Audit Procurement Policy The City of Atlantic Beach will periodically undertake a full-scale competitive process for the selection of independent auditors, consistent with applicable legal requirements. The competitive auditor selection process will be similar to that which is described in Fl. Statutes sec 11.45. The procedures to be followed will promote competition among qualified firms taking into account their capabilities, adequacy of available personnel, past record, and experience with governmental audits. The City of Atlantic Beach will award a multi-year contract of 4 years with two one-year options to extend. The City Commission will be required to approve each extension. The multi-year contract will enable audit firms to spread the initial start up costs over a longer period thus helping to reduce fees and provide continuity of the audit process for both the audit firm and the City. No accounting firm or public accountant shall perform the audit for more than six(6) consecutive years. The City will appoint an Audit Selection Committee to make a selection of the top three • qualified audit firms using a competitive selection process. The Audit Selection Committee shall adopt procedures for evaluating the various firms; they shall have discussions with those firms, and may require public presentations to the City Commission by no fewer than three firms regarding the qualifications, approach to the audit and the ability to furnish the required services. If fewer than three firms desire to perform the services, the Audit Selection Committee shall recommend to the City Commission such firms as it determines to be qualified. If the City Commission receives more than one proposal for the engagement from the committee, the City Commission may rank, in order of preference, the firms to perform the engagement. The firm ranked first may then negotiate a contract with the City Commission giving, among other things, a basis of its fees for the engagement. If negotiations with the firm ranked first fail, negotiations with that firm shall be formally terminated and the City Commission shall then undertake negotiations with the second ranked firm. This process shall continue until a contract is negotiated. The City may not conduct negotiations with more than one firm at a time. If the City Commission is unable to negotiate a successful contract with any of the selected firms, the Audit Selection Committee shall select additional firms, and the City Commission shall continue negotiations in accordance with the preceding process until an agreement is • reached. AGENDA ITEM#8B MAY 14,20001 • GFOA Recommended Practice Audit Procurement (1996) Background. The Government Finance Officers Association (GFOA) has long recommended that state and local governmental entities obtain independent audits of their financial statements performed in accordance with the appropriate professional auditing standards. Properly performed audits play a vital role in the public sector by helping to preserve the integrity of the public finance functions and by maintaining citizens' confidence in their elected leaders. Recommendation. GFOA makes the following recommendations regarding the selection of auditing services: 1. The scope of the independent audit should encompass not only the fair presentation of the general purpose (i.e., combined) financial statements, but also the fair presentation of the financial statements of individual funds and account groups. The cost of extending full audit coverage to the financial statements of individual funds and account groups can be justified by the additional degree of assurance provided. Nevertheless,the selection of the appropriate scope of the independent audit ultimately remains a matter of professional judgment. • Accordingly, those responsible for securing independent audits should make their decision concerning the appropriate scope of the audit engagement based upon their particular government's specific needs and circumstances, consistent with applicable legal requirements. 2. Governmental entities should enter into multiyear agreements when obtaining the services of independent auditors. Such multiyear agreements can take a variety of different forms (e.g., a series of single-year contracts), consistent with applicable legal requirements. Such agreements allow for greater continuity and help to minimize the potential for disruption in connection with the independent audit. Multiyear agreements can also help to reduce audit costs by allowing auditors to recover certain "start-up" costs over several years, rather than over a single year. 3. Governmental entities should periodically undertake a full-scale competitive process for the selection of independent auditors, consistent with applicable legal requirements. This process should actively seek the participation of all qualified firms, including the current auditors, assuming that the past performance of the current auditors has proven satisfactory. 4. The audit procurement process should be structured so that the principal factor in the selection of an independent auditor is the auditor's ability to perform a quality audit. In no case should price be allowed to serve as the sole criterion for the selection of an independent auditor. • 11 MI ATTACHMENT F _ MAY 14, 2001 COMMISSION MEETING • Memorandum Subject: Referendum on Voting methods in Atlantic Beach Discussion: Currently The Charter of Atlantic Beach specifies the composition of the Commission and outlines voting procedures. A copy of the applicable section is included for information. In the last several meetings of the Commission, citizens have brought before us the issue of how we elect Commissioners and how to better insure representation of all areas of our community. To date the Commission has taken no action. I believe we would all agree that encouraging more participation in seeking political office by citizens from all parts of the community is a desirable goal. I do, however, have significant concerns that because of our small population, becoming overly restrictive in requirements to run for elective office would "turn off'otherwise well qualified candidates. It is noteworthy in my mind that several elections in recent times had unopposed candidates, an unhealthy trend. I would, therefore request consideration of offering our citizens an alternative to the current Charter. Recommendation: That the Commission develop and approve an ordnance authorizing a referendum for the voters to consider changing Sec. 5 of the Charter. • The proposed change would modify the requirements and voting method for Commissioner seats 2-5. Two seats would remain as at-large seats elected by the total electorate. One seat would require residency of candidates and election by the voters in precincts 3F and 3S and one seat would require residency and election by voters in precincts 3G and 3H. Seat 1, the Mayor-Commissioner, would remain an at-large seat with a two-year term of office. • 0 CHARTER § 6 Sec. 3. Form of government. The municipal government provided by this Charter shall be known as "Commission- Manager Government." Subject only to the limitations imposed by the Constitution and laws of this state and by this Charter, all powers of the city shall be vested in an elective commis- sion, hereinafter referred to as "the city commission." (Ord. No. 28-93-3, § 1, 8-23-93) Sec. 4. General powers. The city shall have all powers, governmental, corporate and proprietary, in accordance with and including the provisions of F.S. Chapter 166, enabling it to conduct municipal government, perform municipal functions and render municipal services, and'may exercise any power for municipal purposes;which powers shall be limited only by the Federal Consti- tution,State Constitution,general and special Iaw and any specific limitation in this Charter. The enumeration of particular powers shall not be deemed as necessary as it is intended that the city shall have and exercise all powers which it would be competent for this Charter specifically to enumerate, including all extraterritorial powers and jurisdiction previously granted by Chapter 57-1126,Laws of Florida as amended,or by any special or general law.The absence of such enumeration shall not be construed as limiting; indeed, it shall be construed liberally in favor of the city. • (Ord. No. 28-93-3, § 1, 8-23-93) ARTICLE IL TAE COMMISSION Sec. 5. Number of commissioners; selection; term. The city commission shall consist of five(5)electors of the City of Atlantic Beach who have the qualifications as defined in section 8, of this Charter, elected at large without regard for any designation of political party affiliation. The seats shall be known as seats 1 through 5 respectively, and seat 1 shall be designated as the mayor-commissioner. The mayor- commissioner shall be elected for two-year terms and the terms for seats 2 through 5 shall each be four years. Effective with the municipal election in October, 1993, anyone elected or ap- pointed to the office of mayor-commissioner shall not serve more than four(4)consecutive two (2)year terms;and anyone elected or appointed to commission seats 2 through 5 shall not serve more than two (2) consecutive four(4)year terms. Serving any part of a term shall be consid- ered a full term. Nothing contained herein shall prevent anyone who has served as a city commissioner from being appointed or elected to the position of mayor-commissioner and then serving in that capacity four (4) consecutive two-year terms. (Ord. No. 28.93-3, § 1, 8-23-93) Sec. 6. Qualifications and disqualifications. Members of the city commission shall have been full-time residents of the city for at least • one year immediately prior to qualifying.They shall be electors in the city.Full-time residency Supp.No. 14 3 • § 6 ATLANTIC BEACH CODE shall be defined as the person's principal place of abode during the year. Members of the city commission shall not hold any other elective office. Any member of the city commission ceasing to possess the foregoing qualifications or who shall have been convicted of a crime punishable by more than one (1)year of imprisonment or a crime involving moral turpitude, shall forfeit the seat prior to the next meeting of the city commission. Absence from four consecutive regular meetings of the city commission shall operate to vacate the seat of a member, unless the member's absence is excused by the city commission by a resolution setting forth the fact of such excuse duly entered upon the minutes. (Ord. No. 28-93-3, § 1, 8-23-93) Sec. 7. Salary. The salary of the members of the city commission shall be set by ordinance. (Ord. No. 28-93-3, § 1, 8-23-93) Sec. 8. Presiding officer: Mayor. The mayor-commissioner shall preside at all meetings of the city commission and shall be recognized as head of the city government for all ceremonial purposes and by the governor for all purposes of military law. When directed to do so by the city commission the mayor- ", commissioner shall execute all instruments to which the city is a party, unless otherwise provided by the Charter or by ordinance. The mayor-commissioner shall have no regular administrative duties except as authorized in this Charter but may appoint,from time to time, such special or select committees as in his discretion he deems desirable or as may be desired by the city commission, to expedite the handling of the business and affairs of the city. In the temporary absence or disability of the mayor-commissioner, all duties of the mayor- commissioner shall be performed by the mayor pro tempore who shall be appointed by the city commission from its members. (Ord. No. 28-93-3, § 1, 8-23-93) Sec. 9. Powers. Except as may be otherwise provided in this Charter, all powers of the city and the determination of all matters of policy shall be vested in the city commission. Without limita- tion of the foregoing, the city commission shall have power to: (1) Adopt a budget; (2) Authorize the issuance of bonds, revenue certificates, and other evidences of indebt- edness; (3) Establish official boards and elect the members thereof as recommended by the mayor; (4) Adopt and modify the official map of the city; • (5) Regulate and restrict the height, number of stories, and size of buildings and other structures, the percentage of a lot that may be occupied, the size of yards, courts, and Supp. No. 14 4