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01-10-00 v CITY OF ATLANTIC BEACH • COMMISSION MEETING- JANUARY 10, 2000 7:15 P.M. AGENDA (AMENDED) Call to order Invocation and pledge to the flag 1. Approval of the minutes of the Regular Commission Meeting of December 14, 1999 2. Courtesy of Floor to Visitors: A. Glen Mitchell with presentation relative to Town Center project (Comm. Waters) B. Media One with a report relative to installation of fiber optic lines in Atlantic Beach (Comm. Borno) 3. Unfinished Business from Previous Meeting A. Follow up report from previous meeting (City Manager) B. Discussion regarding Adele Grage Community Center (Comm. Beaver) 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 leBELOW. THERE WILL BE NO SEPARATE DISCUSSION OF THESE ITEMS. IF DISCUSSION IS DESIRED, THAT ITEM WILL BE REMOVED FROM THE CONSENT AGENDA AND WILL BE CONSIDERED SEPARATELY. SUPPORTING DOCUMENTATION AND STAFF RECOMMENDATIONS HAVE BEEN PREVIOUSLY SUBMITTED TO THE CITY COMMISSION ON THESE ITEMS A. Acknowledge receipt of monthly reports from Building, Code Enforcement, Occupational License and Recreation Departments (City Manager) B. Approve continuation of employee health,life and dental/vision insurance benefits(City Manager) C. Acknowledge receipt of Public Works project status report (City Manager) 5. Committee Reports: 6. Action on Resolutions: 7. Action on Ordinances: A. Ordinance No. 20-00-45 Introduction and First Reading AN ORDINANCE AMENDING THE OPERATING BUDGET FOR THE CITY OF ATLANTIC BEACH, FLORIDA FOR FISCAL YEAR 1999/2000 BEGINNING OCTOBER 1, 1999 AND ENDING SEPTEMBER 30, 2000 8. Miscellaneous Business: A. Approve contract with Smith & Gillespie for 10-year Sewer Master Plan at a cost of • $86,478.04 and authorize the City Manager to execute the contract documents (City Manager) AMENDED TO CORRECT FIGURE IN ITEM 8A Page Two AGENDA January 10, 2000 0 B. Authorize staff to negotiate a contract with Gee&Jenson Engineers for an engineering design for Utilities 2000 Project, including CDBG Sewer Line Rehabilitation/ Replacement, and if unable to negotiate a satisfactory contract, to negotiate with the next most qualified firm (City Manager) C. Authorize the City Manager to sign the Wastewater Facilities Grant Application and submit same to the DEP (City Manager) D. Approve expenditure of recycling grant funds ($6,200.36) in accordance with staff recommendations (City Manager) E. Approve contract with Landers Atkins for design and construction documents for Dutton Island Improvements, excluding construction administration, at a cost of $44,002.41 and authorize the City Manager to execute the contract documents (City Manager) F. Authorize the Mayor to execute the Technical Services Consulting Agreement and Work Authorization No. 1 (Part A) with Aikenhead & Odom, Inc., in the amount of $272,219.34 (City Manager) G. Risk Management Program presentation (City Manager) 9. City Manager Reports: 00 10. Reports and/or requests from City Commissioners and City Attorney 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. 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,January 7,2000. • V v O O T T • MINUTES OF THE REGULAR MEETING OF THE ATLANTIC E E BEACH CITY COMMISSION HELD IN CITY HALL, 800 S S SEMINOLE ROAD AT 7:15 PM ON MONDAY,JANUARY 10,2000 PRESENT: John Meserve, Mayor Richard Beaver Mike Borno Theo Mitchelson Dezmond Waters, Commissioners AND: James Hanson, City Manager M S Alan C. Jensen, City Attorney O E Maureen King, City Clerk T C I 0 Y IONE N The meeting was called to order by Mayor Meserve at 7:15 p.m. The COMMISSIONERS N D S 0 Invocation was offered by Commissioner Waters followed by the Pledge of Allegiance to the Flag. 1. Approval of the minutes of the Regular Meeting held December 14, 1999 There being no corrections or amendments,the minutes were unanimously approved as prepared. 0 2. Courtesy of the Floor to Visitors: A. Glen Mitchell with presentation relative to Town Center Project (Commissioner Waters) Commissioner Waters introduced Glen Mitchell,Landscape Architect for the Town Center Project, and requested that he provide additional information concerning improvements to the second block of Ocean Boulevard relative to the total Town Center project. Mr. Mitchell displayed drawings of the proposed landscaping and improvements to the second block. Mr. Mitchell stated that due to the success of Town Center, parking demands had spread to the area which he hoped would be improved to provide sixteen angle parking spaces and sidewalks. Following brief discussion by the City Commission,Mayor Meserve thanked Mr. Mitchell for the presentation. B. Media One • City Manager Hanson stated that he and staff had met with Media One M S O E T C I O Y Minutes Page -2- January 10, 2000 O N E N • COMMISSIONERS N D S 0 representatives concerning the the problems experienced during the construction and stated that they had been most cooperative with the city. Ann Murphy,Government Affairs Manager for Media One, distributed a list of construction issues and their resolutions dated January 7, 2000 to the Commission. The list is attached and made part of this official record as Attachment A. Linda Malloy, Vice President of Operations for Media One, briefly explained the procedures instituted to resolve the problems. City Manager Hanson stated that Media One crews had been hand digging around large oak trees and it was suggested that they bore through the drip line to minimize damage to the trees. Mayor Meserve requested that additional restroom facilities be provided for the work crews. Ms.Malloy assured the Commissioners these items would be addressed. Sally Clemens of 1638 Park Terrace West complimented Nancy DeCandis, Chairperson of First Night, and the volunteers for another 41) successful event. Relative to Item 8A on the agenda,Mrs.Clemens felt the city staff should write the Sewer Master Plan. Stephen Kuti of 1132 Linkside Drive stated that he had no problem with Media One installing the new fiber optic lines five feet from the edge of the road in his subdivision,but expressed concern that installation of new boxes four feet closer to the homes created an undue inconvenience to the homeowners. He felt the City Engineer should have been more involved in the project. Sylvia Simmons of 211 Beach Avenue felt the second block of Ocean Boulevard was an ugly blighted area used for overflow parking from Town Center. She felt the proposed landscaping project could be completed in- house less expensively and suggested that a landscaping barrier using the existing palms be installed between the parking area and existing parking lot and that the area between the parking lot and street remain unpaved. Don Phillips of 1566 Park Terrace West, who is a member of the Stormwater Review Committee(SRC),read a letter dated January 10,2000 to the Commission requesting that the Commission not vote on the Aikenhead and Odom contract(Item 8F)until the contract was reviewed by the SRC. The letter is attached and made part of this official record as • Attachment B. 1 M S O E T C I O Y Minutes Page -3- () NEN January 10, 2000 COMMISSIONERS N D S 0 Alan Potter of 374 Second Street read from a prepared statement which is attached and made part of this official record as Attachment C, and requested that the Commission reject Item 8A. Gary Watkins of 201 First Street complained of the parking on Ocean Boulevard at First Street and of the poor condition of the sidewalk, and requested that the city make improvements to the area. 3. Unfinished business from previous meeting A. Follow up report from previous meeting (City Manager) Mayor Meserve received and acknowledged the City Manager's follow-up report, a copy of which is attached as Attachment D. City Manager Hanson indicated that the Stormwater Review Committee would meet on Thursday, January 13, 1999 at 6:00 p.m. B. Discussion regarding Adele Grage Community Center • (Commissioner Beaver) Commissioner Beaver stated that he had no objection to discussing the Community Center at the end of the agenda. 4. Consent Agenda: A. Acknowledge receipt of monthly reports from Building, Code Enforcement, Occupational License and Recreation Departments (City Manager) B. Approve continuation of Employee Health, Life and Dental/Vision Insurance Benefits (City Manager) C. Acknowledge receipt of Public Works Project Status Report (City Manager) BEAVER X X BORNO X MITCHELSON X X Motion: Approve Consent Agenda items as presented. WATERS X MESERVE X There was no discussion and the motion carried unanimously. 5. Committee Reports: There were no Committee Reports. • 6. Action on Resolutions: M S O E T C I O Y III Minutes Page -4- o N E N January 10, 2000 COMMISSIONERS N D S 0 There was no action on Resolutions. 7. Action on Ordinances: A. Ordinance No. 20-00-45 - Introduction and First Reading AN ORDINANCE AMENDING THE OPERATING BUDGET FOR THE CITY OF ATLANTIC BEACH, FLORIDA FOR FISCAL YEAR 1999/2000 BEGINNING OCTOBER 1, 1999 AND ENDING SEPTEMBER 30, 2000 BEAVER X X BORNO X MITCHELSON X X Motion: Approve Ordinance No. 20-00-45 on first reading. WATERS X MESERVE X Mayor Meserve explained that the public hearing and final reading of the ordinance would take place January 24, 2000. There was no discussion and the motion carried unanimously. 8. Miscellaneous Business: ill A. Approve contract with Smith and Gillespie for 10-Year Sewer Master Plan at a cost of 86,478.04 (City Manager) BEAVER X BORNO X X Motion: Approve contract with Smith and Gillespie for 10- MITCHELSON x X Year Sewer Master Plan at a cost of 86,478.04. WATERS X MESERVE X Commissioner Mitchelson inquired as to the funding for the Sewer Master Plan. City Manager Hanson explained that the lift station project had been delayed until completion of the Sewer Master Plan, and the funds for that project could be reallocated to fund the master plan. City Manager Hanson felt it desirable for the city to have the master plan. Following brief discussion, the motion carried unanimously. B. Authorize staff to negotiate a contract with Gee and Jenson Engineers for an Engineering Design for Utilities 2000 Project, including CDBG Sewer Line Rehabilitation/Replacement and if unable to negotiate a satisfactory contract, to negotiate with the next most qualified firm (City Manager) Motion: Authorize staff to negotiate a contract with Gee and BEAVER X X BORNO X X Jenson Engineers for an engineering design for Utilities 2000 MITCHELSON X III Project, including CDBG Sewer Line Rehabilitation/ WATERS X Replacement and if unable to negotiate a satisfactory contract, MESERVE X M S O E T C I O Y • Minutes Page -5- January 10, 2000 ONEN COMMISSIONERSSSIONERS N D S 0 to negotiate with the next most qualified firm. City Manager Hanson briefly explained the project and stated that it would I provide one map which could be continually updated as changes are made to the city's water, sewer and stormwater systems. Following brief discussion,the motion carried unanimously. C. Authorize the City Manager to sign the Wastewater Facilities Grant Application and submit same to the Department of Environmental Protection (DEP) (City Manager) BEAVER X X Motion: Authorize the City Manager to sign the Wastewater BORNo x x Facilities Grant Application and submit same to the WITERSLSON X WATERS X • Department of Environmental Protection (DEP). MESERVE x City Manager Hanson indicated that the grant would provide additional funding for a project already approved by the Commission. . It was further explained that the grant request required a 25%match from the city and grant funds totaling $1,500,000 for the sanitary sewer improvements to the core city area had been requested. There was no discussion and the motion carried unanimously. D. Approve expenditure of Recycling Grant Funds ($6,200.36) in accordance with staff recommendations (City Manager) Motion: Approve expenditure of Recycling Grant Funds as BEAVER X X . recommended by staff for Alternative E in the amount of BORNO X X MITCHELSON X $6,188.00.(50 plastic border timbers and spikes @$39.00 each, 12 WATERS X benches @$229.00 each, 10 32-gallon trash receptacles @$149.00 MESERVE x each) Commissioner Beaver inquired as to where the border timbers would be used. Parks and Recreation Director Johnson responded that they would be used in Bull Park. There being no further discussion, the motion carried unanimously.. E. Approve contract with Landers Atkins for design and III construction documents for Dutton Island Improvements, excluding construction administration, at a cost of$44,002.41 M S O E T C I O Y III Minutes Page -6- OMEN January 10, 2000 coMMIsslorrERs NM S 0 and authorize the City Manager to sign the contract (City Manager) BEAVER X X Motion: Approve contract with Landers Atkins for design and BORNO X X construction documents for Dutton Island Improvements, MITCHELSON X WATERS X excluding construction administration, at a cost of$44,002.41 MESERVE X and authorize the City Manager to sign the contract. Commissioner Beaver felt that $44,002.41 was excessive for construction plans for Dutton Island and stated that it would leave approximately $150,000 for construction. Former Interim City Manager Thompson provided a detailed explanation of the funding for the project and distributed information indicating$191,480 would be left in the budget after payment of the Landers Atkins design fees. He indicated that the permit costs were included in the fees and he had spoken with other agencies who felt the expenses for the project were in line with similar work performed in Jacksonville. • Commissioner Mitchelson inquired concerning providing a canoe launch site from the deeper waters of the island. Mayor Meserve requested that directional signs be installed for the canoe launch sites and trails. There being no further discussion, the motion carried unanimously. F. Authorize the Mayor to execute the Technical Services Consulting Services Agreement and Work Authorization No. 1 (Part A) with Aikenhead and Odom, Inc., in the amount of $272,219.34 (City Manager) BEAVER X Motion: Authorize the Mayor to execute the Technical Services BORNO X X Consulting Services Agreement and Work Authorization No. 1 MITCHELSON X X (Part A) with Aikenhead and Odom, Inc., in the amount of WATERS X $272,219.34. MESERVE X Mayor Meserve indicated that since the last meeting he had met with representatives from Aikenhead and Odom(A&0)and they were going to provide a list and evaluation of several options which will be used by the Commission in reaching a decision of which specific solutions will be designed and built. 0 Commissioner Borno felt this was the only practical approach to the project. He also felt the SRC did not need to be involved in the approval of the M S O E T C I O Y Minutes Page• -7- ONE N January 10, 2000 COMMISSIONERS N D S 0 contract. Commissioner Mitchelson concurred with the need for the modeling. Commissioner Waters felt the present system failed due to lack of maintenance and indicated that better maintenance was needed. He also inquired as to what point the City of Jacksonville would be involved since the city's stormwater would run through Jacksonville. Commissioner Beaver felt the money spent today would save the city money in the future. He also felt a maintenance plan was needed. Commissioner Mitchelson pointed out that the SRC's role was not administrative, but advisory. Mayor Meserve related that the SRC was formed to assist with the Request for Proposals (RFP) for the core city project. There being no further discussion, the motion carried unanimously. • G. Risk Management Program Presentation (City Manager) Karl Grunewald,Safety Coordinator for the City,explained that the Process Safety Management (PSM) and Risk Management Program (RMP) were mandated by the Federal Government with implementation was required in June of 1999. Mr. Grunewald indicated that the RMP dealt, primarily, with the safety of the public and PSM dealt, primarily, with the safety of employees. He further indicated that verification of the presentation must be sent to the FBI by February 2000. Public Works Director Kosoy identified the city facilities and the chemicals on-site and Assistant Public Works Director Kaluzniak explained the program requirements in detail. Following the presentation, the staff members responded to questions. 9. City Manager Reports: In addition to his written report, City Manager Hanson distributed a Report of Opportunities, Observations, and Major Assignments to the Commissioners and requested that they be read and discussed at the next meeting. The report is attached and made part of this official record as • Attachment E. M S O E T C I O Y • Minutes Page -8- ONE N January 10, 2000 COMMISSIONERS N ND S 0 10. Reports and/or requests from City Commissioners and City Attorney Mayor Meserve • Reported that he had attended a Complete Census Committee Meeting and that the information collected on April 1,2000(Census Day)needed to provide a complete,accurate count of the population of the city. • Reported on his meeting with Jacksonville Mayor John Delaney concerning turning over the city's assets of the Firefighter's Pension Fund and the Mayor's commitment of $225,000 towards the reconstruction of Sherry Drive. • Reported that he had met with Susie Wiles from the City of Jacksonville and learned that the Florida Department of Transportation was committed to pay one-half of the cost to • purchase Johnston Island and the City of Jacksonville would also commit money toward the purchase. Mayor Meserve indicated he would continue with this discussion and report back at a future meeting. Commissioner Beaver • Complimented the Mayor and City Manager for obtaining the commitment from the City of Jacksonville to repair Sherry Drive. • Suggested appointing a citizens committee to review the use of the Adele Grage Community Center and make a recommendation to the Commission within the next two months. Commissioner Beaver volunteered to be the Commission liaison to the committee and bring information back to the Commissioners. • Felt that the area on Ocean Boulevard Between Ahern Street and First Street should be addressed and made into either a proper paved parking area with minimal landscaping or a sodded area with "No Parking" signs installed. • Commissioner Borno M S O E T C I O Y • Minutes Page -9- o rI E rr January 10, 2000 COMMISSIONERS ND s O • Agreed with Commissioner Beaver concerning the Adele Grage Community Center and felt that cleanliness should be addressed when renewing contracts for its use. • Felt that whatever is done on Ocean Boulevard, it should include addressing the drainage problem. • Complimented the Mayor on his negotiations with Mayor Delaney. Commissioner Waters • Felt the city should demolish the back part of the Adele Grage building and add a second story. • Felt the city should be responsible for maintenance of all of its facilities, including ball fields, etc. 410 • Felt the second block of Town Center should be completed to provide an attractive transitional area between the commercial and residential properties. Mayor Meserve requested that discussion of this item be placed on the next agenda. • Relative to the Atlantic Boulevard/Mayport Road flyover,stated that he was not sure it was a good idea to close First Street. Commissioner Waters inquired as to the number of trucks that would be diverted to Orchid Street due to its closing. • Requested that naming of Dutton Island be placed on the next agenda and requested that historical background information of the area also be provided. • Requested that a report on the flyover be placed on the next agenda. Commissioner Mitchelson • Commented that there would never be enough parking in the Town Center area, and he could not see the need to pave more area for parking since there was adequate parking available in the K Mart parking lot. M S 0 E T C I O Y Minutes Page -10- NE D S 0 CCOMMISSIONERSN N D S 0 January 10, 2000 There being no further discussion or business to come before the Commission, the Mayor declared the meet' as ourned at 9:55 p.m. Ait! Mayo101`iMe -rye ed esidi • Officer ATTEST: D� tt t e C Maureen King Certified Municipal Clerk(, • 41110 I I . 410 • 410 ATLANTIC BEACH CONSTRUCTION ISSUES AND RESOLUTIONS JANUARY 7 , 2000 ISSUES RESOLUTION 1 . Several residents of Atlantic Beach MediaOne Broadband construction signs have reported that they were unable to been placed at all work sites with a number communicate with construction workers to call for information. when they requested information about the work being done on and around their A construction worker at each work site is property. now able to contact the work site "lead. " The work site "lead" is able to respond to inquiries from residents and any situation that might occur that requires immediate action. ' 1 Every construction worker has been given Business Alert Cards that identify them as MediaOne contractors and have important y MediaOne contact numbers on them. N H o n MediaOne door hangers , with key contact o y numbers , are being placed on every Atlantic Beach residence 24 hours prior to c construction activity starting in the area. o H 47 I • • 111 MediaOne has strengthened its written communication process to customers by adding another checkpoint to confirm all initial construction letters have been mailed. A second construction reminder letter will be mailed to residents if there is a delay in starting construction . MediaOne has added an alternate voice mail number for customers to leave messages on regarding construction issues . All issues left in this voice mailbox will be corrected within 24 hours . The new number is 619-2700 . 2 . The city was not able to handle the MediaOne has reduced the amount of work-in- high volume of locates MediaOne has been progress by almost one half . Instead of requesting. requesting up to 75 locates per day, MediaOne is now requesting no more than 25 locates . This means that the construction phase of this project will end in approximately 70 days instead of the 45-day projection . 4110 • 4110 3 . Many City employees were taking MediaOne stopped all construction activity vacations over the holiday so it was on December 23 , 24 , 30 and 31 . The only even harder for the City to keep up with crews that were out working were clean up construction activity. crews . 4 . Coils of cable were often hard to All coils of cable will be marked with see. reflective tape at the end of each day. 5 . There are areas of Atlantic Beach MediaOne has hired a private plumbing where the City does not have lateral company to manually locate sewer and water maps of water and sewer lines . lines . If there is no water and sewer locate lines marked at the place of construction, contractors will not work on the property until the locates are marked. It is very important to note that this will not completely eliminate problems with broken water and sewer lines , only lesson the impact on residents . MediaOne is reviewing regularly with all contractors how the workers on site should notify any utility or appropriate authority in the case of a strike . 6 . There did not appear to be enough More inspectors/supervisors are now working MediaOne inspectors/supervisors working in Atlantic Beach . All job sites are being in Atlantic Beach to assure procedures inspected on a daily basis . are being followed and problems handled. • 7 . There have been reports that private MediaOne will include a paragraph in our irrigation systems are being cut in construction letter alerting residents to easements . Private locating companies do mark their private irrigation systems in not do locates on these systems . public easements . ATTACHMENT B JANUARY 10, 2000 COMMISSION MEETING January 10 , 2000 • CityCommission ss on City of Atlantic Beach 800 Seminole Road Atlantic Beach, FL 32233 ATTN : Mr . John Meserve , Mayor Mr . Desmond Waters , Commissioner Mr . Mike Borno , Commissioner Mr . Theo Mitchelson , Commissioner Mr . Richard Beaver , Commissioner SUBJECT : Agenda Topic: B . F . Authorize the Mayor to execute Technical Services Consulting Agreement and Work Authorization No. 1 (Part A) with Aikenhead & Odom, Inc . , in the amount of $272 , 219 . 34 (City Manager ) Mayor Meserve and members of the Atlantic Beach Commission , as a long standing member of the Stormwater Review Committee who has devoted a considerable amount of time , study and energy in pursuit of a reasonable and rational solution to our Core City Stormwater problems , I stand before you tonight to ask that you not take action on this agenda item tonight and that you direct the Stormwater Review Committee (which is scheduled to meet the Thursday at 6 : 30) to review the A&O Proposed Services Contract and submit a written evaluation/opinion/recommendation of the scope of work identified in this Technical Services Consulting Agreement . Please understand - my purpose in asking for this delay is not , repeat not , intended to terminate the services of A&O. In fact feel it is important that the City continue efforts with A&O. You may remember I was one who spoke in their behalf when you voted to select A&O to prepare their Preliminary Project Approach . My reason for asking for this delay are as follows. First - You have a Stormwater Review Committee which , if memory serves me correctly, was tasked to serve in an advisory capacity to City Staff and the Commission on matters relating to the City Stormwater Project . In my opinion , the SRC should have been convened to review and make written comments and/or recommendations on scope of work , as proposed by A&O. Secondly - Perhaps I am wrong , but I have the distinct impression that the general feeling of this Commission is "Let ' s Get On With It " . I don ' t have any problem with this , however I feel it is very important that we be cerin sure of what we want before we "Get on with it " and spend a To ft of our tax money performing engineering studies and design only to find out what we thought we wanted can ' t be done or can ' t be permitted or is just plain too expensive for • our limited City Budget . Thirdly - I have very serious concerns that Part A of the proposed scope of work includes too much work and costs which rightfully should be deferred to Part B (The Final Design) . The most critical example is the amount of time and cost being devoted in Part A to the evaluation of Pump Station 3 which, in my opinion is neither practical , permitable or constructable , not to mention way beyond the City ' s budget . The estimated cost of survey work alone for Pump Station 3 Forcemain (page 3 of the Ghiotto proposal ) is $23 , 950 . I respect the professional engineering ethics and integrity of Bob Kosoy and believe even he would admit to having serious reservations as to the potential success of the City ever constructing two high capacity pumps and parallel forcemains a distance of some 7000 feet from Selva Marina Country Club along Church Road all the way west to the marsh . Do you really think the Selva Marina Country Club would buy off on such an unsightly structure in the middle of their Golf and Country Club? Please give this important project your careful consideration ! ! Don ' t direct A&O to charge off and design something you truly don ' t • want of can ' t afford . Thank You, 744 Donald L . Phillips 1566 Park Terrace West Atlantic Beach, FL 32233 • ATTACHMENT C • JANUARY 10, 2000 COMMISSION MEETING Al.:\N W. POI-1TR. SR. - MI MI 374 Second Street • 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 260 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. • Respectfully submitted, P Y A an W. Potter, Sr. AWP/amh • I •i jp. • 11 .:1 " \ (;). c \_. nI 'IL '1\ �\ \ - ' 11,(i IOaile t ' �_ \�\ 1�\ t �± •ark I • ___,.ct_�l� / lit \ \� S� , I n A ,J, . . Golf Co rse. , „..t • . . L.- (;)(7.774j \ ‘ 1., ' 1) . • railer r)0n 11111'' Pa ri< • • . •\ Chap t_ ' -- �`' ' ' S- a arina a . • I • ±±L___ _± cod t y club( • ( L+ • • . a . ••• • • •41-- • _ % a ., •• • •• '.Donnor ��JI[LI\� . ....... • . . . • . ) 0/ all �,, i '• • •• '•'..,-i II �\= FORCE MAIN I Ar , •_,, _,,,__.. . . „ �j► • •. •::. •J •• 0 Sew 10h ��■ I. qua n , . , : resp S . o I _ •• • ••. 0 1 ° 1. • - A • ,, k if.. B M 7 •C- 1[: .\\.. • _. .__ • j I 1 11, 11 16 • k F'LA ZA (01:\f-1 \ � r _ ' • \\ • /3 F e , g-inch FORCE MAIN 0 (1 A ' �~— ) a� , i (_ALJ • '1 \ r l'::"4"-"z; - �„ L y r ,'••., �, a ";. ,' � 6TH \it .:---••,• • •,i f�'.'i IV 1 I 11 ` P ' (V - '. SEWAGE PUMPING STATION -,_-_ •J 111� II BUJ • T '11 UU m ••�'� I III 11 I 11,i� 011 kijr• • / 0 1nu, 1 c \ - . \---_ / / • •ti IST m . 4, —_________t. BM -©n --.T.-_-rte-T- -i--+�; , hiEllP) • .1 7.:-- —�-BLI✓p`_T�_..��• - 0 I f •3 :.. ,• ).) • ` • es 3• WAS161E-2) m ` `', 7.1` I t :t,hri t Cli .--4 \ \\■ : " e..r.. ( i Ir 1 I I iminsimmommimmiiiMMOM BM, ATTACHMENT D JANUARY 10, 2000 COMMISSION MEETING /—/U - Uu January 5, 2000 MEMORANDUM TO: The Honorable Mayor and Members of the City Commission FROM: Jim H. -01111.10 anager / SUBJECT: Follow-up items from Commission meetings The following are responses to questions and requests for additional information that were made at recent City Commission meetings: • Beach Preservation Association Workshops; At the last regular meeting of the City Commission, action was deferred on the possible approval for Suzanne Shaughnessy to attend future Florida Shore and Beach Preservation Association workshops. Staff was requested to prepare an estimate of the cost to attend the workshops and determine if other attendees could be authorized on behalf of the City of Atlantic Beach. We have been advised by David Tait, Executive Director of FSBA, that funding for future workshops has not been approved by the Legislature at this time and no further workshops have been scheduled. Therefore, an estimate of the cost to attend future workshops is not available. Mr. Tait also indicated that it would be possible for Atlantic Beach to appoint another elected or appointed official to attend these workshops in the future. Flyover Project; Follow-up letters have been sent to the JTA and JEA since the last meeting of the City Commission outlining the items discussed at that meeting. The next staff meeting with JTA has not yet been scheduled although several telephone conversations have occurred, mostly concerning sidewalks, bike lanes, and traffic patterns in the Section H area. Both the FDOT and JTA are investigating the possibility of designating bike lanes or adding sidewalks to the new bridge over the Intra-Coastal Waterway as well as the Flyover Project, although no final commitments have been received from either organization at this time. We expect to receive a copy of the RS&H • report on the estimated traffic effects of the Flyover Project before the City Commission meeting on January 10, 2000. • Follow-up items report January 5, 2000 Page 2 The JTA has requested that Atlantic Beach take formal action to close First Street. Alan Jensen is preparing the necessary documents to do so and should have them ready for consideration at the January 24 Commission meeting. He is also reviewing an agreement for Atlantic Beach to accept maintenance responsibility for Flyover landscaping. Storm Water Review Committee; By the time of the Commission meeting, the date and location of the next Storm Water Review Committee meeting should have been finalized. As of the date of this writing, two dates (1/13 at 6:30 p. m. and 1/12 at 6:30 p. m.) are being proposed to SRC members to determine their availability. • • - ATTACHMENT E JANUARY 10, 2000 COMMISSION MEETING • REPORT OF OPPORTUNITIES, OBSERVATIONS, AND MAJOR ASSIGNMENTS PREPARED BY ATLANTIC BEACH CITY MANAGER JANUARY 10, 2000 Introduction The City of Atlantic Beach is a great place in which to live and work. Preservation of the natural environment and the open and friendly attitude of everyone are two major components that have made the City so successful. Opportunities lie in building upon the City's strengths. The City's water, waste water, personnel, and other major operating systems have grown to their present state over many years through modification, as needed, to meet the demands of a growing community. Many of these systems could be more efficient, provide better service to the public, and contribute more to the high quality of life in Atlantic Beach if comprehensive planning were completed and long term strategies implemented. Many of these systems are inter-dependent and inter-related. For example, creation and maintenance of a modern mapping system is an essential component of water and sewer system planning. Development of the Information Technology System (IT) with expanded use of the Internet will allow for better communication with our citizens. • The issues and opportunities raised in this report fall into three sections; General City- wide Issues, Utilities, and New or Expanded Areas of Service. Each of the items in these sections will take significant amounts of top level staff time and resources to be developed/implemented as envisioned in this report. The City does not have the time available or resources to do all of these at once. This report to the Mayor and Commission is made with the hope and anticipation of obtaining direction and prioritization of these issues as well as generation of long term support. Most of the items listed herein will take at least one year to implement. General, Organization-Wide Issues 1. Information Technology Systems. For our purposes here this will include both those systems that serve internal customers of the City (staff) and external customers (citizens, developers, and others). The present system is made up of one central mainframe (AS-400) that runs the Finance, Utility, and Personnel systems software, several individual PC's and some networking of those through servers. Most internal users of the IT System now have the ability to send and receive e-mail to other City staff. This has been developed over the last three months. The continued development of internal communications through the IT System will dramatically improve internal efficiencies in a number of ways. Sharing data bases on central 0 servers will allow for the use of this information by multiple users and reduce the • • amount of time needed for the preparation and maintenance of multiple data sets, many of which are presently done by hand. Allowing web access for internal users on a limited basis will enhance the research capabilities of City staff. A Geographic Information System (GIS) with overlays for zoning, water, sewer, and storm water is a major system goal that is attainable within the next several years and would dramatically improve the speed and quality of information communicated not only with internal users but to many outside the organization. One present obstacle to improve communications is the fact that several departments have different software programs and can not transfer the simplest of documents electronically. Responsibility for the City's IT System is shared by several individuals in various departments. No full time staff are assigned except for the mainframe operations. The use of the IT System for improved external communications is almost limitless. In the short term, expansion of the City's Web Site to provide minutes, meeting schedules, public notices, and other information can be accomplished within the next several months. Similarly, direct e-mail ability from citizens to City staff would reduce the turn around time for citizen responses and improve external communications in many other ways. The first step to improving the IT System would be the creation of an IT Systems Plan which would set forth the vision, priorities, cost estimates, and timetable for implementing each of the necessary steps. The cost of preparation of this initial plan is • estimated to be less than $10,000. 2. Mapping. The City's mapping capabilities are very limited. The only computer based mapping capabilities that the City presently has includes a CAD (Computer Aided Design) layout of the water system and some small projects done in house. All other maps of the City's utilities, zoning, tax parcels, streets and other items are reproduced from Mylar (hand drawn) originals and copied elsewhere. The City mainly relies on consultants or other governmental entities to create and maintain the maps that we use. A GIS based mapping system would allow for City staff to immediately update the maps that are used for rezonings, replatting, water and sewer extensions or modifications and many other purposes, and custom prints could be made for both public and in-house use. 3. Performance Indicators. Very few numeric objective performance indicators are used by City staff at present. Management of most large organizations rely on performance indicators to help identify positive and negative trends, and opportunities for improvements in efficiency and management. These can be used in virtually all Atlantic Beach departments in one form or another. 4. Personnel Systems. Most large organizations have formal systems for personnel classification, pay and written evaluations. Atlantic Beach does not. Job classification • 2 0 and pay systems offer a mechanism through which to set entry and maximum salaries for new or changed jobs and to provide employees a clearer picture of their career opportunities. Lack of such systems creates concerns over pay compression whereby employees with varying lengths of service receive the same pay. Written performance evaluations can provide a mechanism for yearly goal setting, training plans and a frank assessment of the employee's contribution to organizational goals. Performance evaluations are an issue of fairness to the employee; an organization has an obligation to let each employee know what the expectations are and how closely that employee has been meeting them. 5. Multi-Year Financial Planning This issue relates both to the purchase/construction of capital items and to the continuing costs of future maintenance and operation. The City of Atlantic Beach generally does not prepare cost projections for the future operation and maintenance of facilities. Future costs are generally discussed but not quantified when new City responsibilities are accepted. Projections of multi-year revenues, operational expenses and expected capital costs should be prepared and updated as part of each year's budget process and decisions that have long term cost consequences should be evaluated as such before any final vote is taken. 6. Phone System . The phone systems in City Hall and the Public Works buildings utilize outdated equipment and are patched together without planning for the overall system. The result is poor service to the public by many calls being delayed or • unanswered, and less than optimal communication both within the organization and with the public. One example is the City Hall switchboard. While it is fully staffed and there is time available to handle more calls, many incoming lines in City Hall cannot be picked up by the switchboard operator. During busy times or when staff are out in the field, many phones go unanswered. New equipment designed to make maximum use of existing personnel and new features would greatly improve communications. 7. Maintenance of City Facilities. This item includes City buildings, landscaped areas, street signs, hydrants and other facilities. For various reasons, maintenance on many city facilities has been less than needed to keep them in good condition. Fire hydrants have otherwise received adequate maintenance with the exception of cleaning and painting. A little attention to most of these would result in much improved appearance. Building maintenance is on track for improvement with a new janitorial contract due to begin in February, 2000. The one item that may result in a major increase in workload is in the landscaped areas that the City maintains. Many landscaped areas have been accepted by the City for maintenance and long term projections as described in Item 5 above have not been made. Utility Issues 8. System Planning The City's water, sewer, and storm water systems grew into their present configurations through a long series of individual developments. As the City • 3 0 grew, new lines were added to existing ones in the most convenient locations. As problems arose, repairs were made. Mostly these consisted of breaks in the lines or breakdowns of major component equipment. Without taking the time and resources to make and follow long-term plans to improve these systems, opportunities exist to better serve the public through more effective provision of utilities and lower costs. One good example is the need for major revisions and rehabilitation in the storm water system that serves the Core City area. The problems associated with this project have grown in size and complexity so as to require that bonds be issued, and the area has endured flooding for many years. Significant disruption of the community will be necessary to make the corrections over the next two years. If the City had identified the needed work and budgeted for it over several years this issue would not have grown to the point of being a major community controversy. Sewer master planning has already been started. Water master planning should follow as well as storm water planning for areas outside of the Core City. Once plans are in place for each of the City's utilities, they should be implemented and periodically updated. Creating and maintaining a sound GIS based mapping system will be a cornerstone to successful utility planning. 9. Core City Project. The storm water improvements for the Core City area are ongoing and (hopefully) funding is in place. It is listed here simply because of the amount of top management time and City resources that will be utilized in its • completion over the next two years. 10. Water & Sewer Efficiency. Much like many of the other issues listed in this report, planning for system efficiency has not been stressed at top management levels because of the attention to the daily "brush fires" that take so much time. Major opportunities exist to improve the efficiencies of our water and sewer/ wastewater systems. In turn these can reduce cost and possibly postpone the need for future rate increases to keep up with inflation. Areas of particular attention include water loss, the use of new technologies to automate our systems, optimization of electrical usage and the best mix of contracted vs. in-house provided services. New or Expanded Areas of Service 11. Public Information Several initiatives to broaden the scope or otherwise improve communication with the public have been suggested in recent months. The expansion of the City's web page to include more timely information such as upcoming agendas and supporting material and e-mail capability directly with many staff members would be important steps. Televising City Commission meetings and/ or having televised reports on various City projects has also been suggested. The City's newsletter could be improved. Some improvements could be done with existing staff and only minor expense, but major improvement in this area may require dedicated staff and a significant increase in funding. al 4 12. Acquisition and Development of New Parks. Dutton Island, the Centex • property, Tideviews Preserve, Johnston Island, Bull Park Renovations and additional parks in the Section H area of Atlantic Beach are all ongoing projects in various stages ranging from initial conception to land acquisition, construction, development and ongoing management. Like the Core City Project, these are listed because of the large amount of management time and resources that will be needed over the next couple of years to complete. 13. Improvements to the Mayport Road Corridor. The attention of many City activities can be brought to bear or improving the commercial areas along Mayport Road. These might include zoning, Code Enforcement, installation and maintenance of landscaping, construction of recreation facilities or other City services. This project has been started by the Chamber of Commerce and has had significant City involvement during the first meetings. The City's continued participation in this effort will require significant top staff time and resources. 14. Enhancing the Character of Atlantic Beach. It is widely recognized by the City's elected and appointed officials that the natural residential environment of the City is unique and should be protected and, wherever possible, enhanced. Many initiatives are presently ongoing and many others have been suggested. Most concern improvements to landscaping, especially in the areas of the City that have been clear cut in past years to allow for development. Expanding the improvements in the Town Center area, the 0 Mayport Rd. corridor, enhancing beach access points and numerous smaller landscaping projects are all examples. These all require varying amounts of top staff time and financial resources and will increase the City's need for maintenance in the future. How far and how fast the City proceeds in these areas is a major policy decision to be made by the Commission. Conclusions / Observations The City of Atlantic Beach can accomplish significant progress in these areas and probably others, but can not do all of them at once. There is not enough time or money. It is the appropriate responsibility of the Mayor and Commission to prioritize these items which may be one of the most important decisions made by this Commission. While Atlantic Beach has much to be proud of, significant opportunities exist for cost savings, better service to the public, and other improvements. My recommendation is for the Mayor and Commission to make these decisions after having one or more work sessions devoted to discussion of these strategic planning issues. The Mayor and Commission may have other top issues to add to this list for consideration. The best setting is possibly a retreat with a professional paid facilitator. Decisions should only be made after careful consideration and only after substantial consensus has been achieved among the elected officials. Attaining consensus will contribute to continued support needed to accomplish each and will help to refocus 41110 5 • attention away from the "brush fires" periodically. The prioritization of these issues • should be revisited every one to two years so that the decisions can be modified to accurately reflect the changing views of newly elected officials. Respectfully submitted, Ji ' anson ity Manager January 10, 2000 • III 6