01-24-00 v 1
CITY OF ATLANTIC BEACH
COMMISSION MEETING - JANUARY 24, 2000
7:15 P.M.
AGENDA
Call to order
Invocation and pledge to the flag
1. Approval of the minutes of the Regular Commission Meeting of January 10, 2000
2. Courtesy of Floor to Visitors:
3. Unfinished Business from Previous Meeting
A. Follow up report from meeting of December 14, 1999 (City Manager)
B. Discussion and possible action regarding improvements to Ocean Boulevard between
Ahern Street and First Street (Mayor)
C. Discussion and possible action relative to the future use of 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
• BELOW. THERE WILL BE NO SEPARATE DISCUSSION OF THESE ITEMS. IF DISCUSSION IS
DESIRED, THAT ITEM WILL BE REMOVED FROM THE CONSENT AGENDA AND WILL BE
CONSIDERED SEPARATELY. SUPPORTING DOCUMENTATION AND STAFF
RECOMMENDATIONS HAVE BEEN PREVIOUSLY SUBMITTED TO THE CITY COMMISSION ON
THESE ITEMS
A. Approve extension of contract with R.L. Lawrence Construction for concrete repairs
for a period of one year (City Manager)
B. Approve extension of contract with Tom's Asphalt Repairs,Inc.,for asphalt repairs for
a period of one year(City Manager)
C. Award contract for janitorial service for city buildings pursuant to the specifications of
Bid No. 9900-5 to Jani-King Cleaning Service for a period of one year, at a cost of
$19,616.76, and eliminate the custodian position from the list of authorized positions
(City Manager)
5. Committee Reports:
A. Atlantic Beach History 2000 Committee with report and request for funding(Mayor)
6. Action on Resolutions:
7. Action on Ordinances:
A. Ordinance No. 20-00-45 - Public Hearing and Final 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
Page Two AGENDA January 24, 2000
•
B. Ordinance No. 65-00-25 - Introduction and First Reading
AN ORDINANCE OF THE CITY OF ATLANTIC BEACH, FLORIDA, CLOSING
PORTIONS OF WEST FIRST STREET, AND PROVIDING AN EFFECTIVE
DATE (City Manager)
C. Ordinance No. 65-00-26 - Introduction and First Reading
AN ORDINANCE OF THE CITY OF ATLANTIC BEACH,FLORIDA, CLOSING
CERTAIN PORTIONS OF BEGONIA STREET, AND PROVIDING AN
EFFECTIVE DATE (City Manager)
8. Miscellaneous Business:
A. Discussion and possible action on City Manager report of Opportunities,Observations,
and Major Assignments presented at the Commission meeting of January 10, 2000
(City Manager)
B. Discussion and related action regarding naming the park currently known as Dutton
Island (Comm. Waters)
9. City Manager Reports:
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 21,2000.
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• 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 24,2000
PRESENT: John Meserve, Mayor
Richard Beaver, Mayor Pro Tem
Mike Borno
Theo Mitchelson
Dezmond Waters, Commissioners
AND: James Hanson, City Manager M S
Alan C. Jensen, City Attorney 0 E
Maureen King, City Clerk T C
I O Y
The meeting was called to order by Mayor Meserve at 7:15 p.m. The ONE N
COMMISSIONERS N D S 0
Invocation was offered by Commissioner Mitchelson followed by the Pledge
of Allcgiancc to the Flag.
1. Approval of the minutes of the Regular Meeting held
January 10, 2000
There being no corrections or amendments,the minutes were unanimously
goapproved as prepared.
2. Courtesy of the Floor to Visitors:
A. Pat Pillmore of 995 Camelia Street,expressed concerns regarding
ingress and egress to Section H, and increased truck traffic which
would be diverted into the residential areas east and west of Mayport
Road due to the flyover.
Ms.Pillmore hoped the Commission would consider input from the
ABET Board of Directors when planning for the future use of the
Adele Grage Community Center building.
B. J.P. Marchioli of 414 Sherry Drive commented that a layout of
proposed traffic patterns in Section H should be made available to
the citizens so they could study the information and make informed
suggestions. Mr. Marchioli also felt that public comments being
allowed only under "Courtesy of the Floor to Visitors" limited
public input.
C. Carroll Huffines of 2055 Featherwood Drive West,stated that he
was the President of the Homeowners Association for the Hidden
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Cove development located north of and adjacent to Church Road in
the City of Jacksonville. He pointed out that Church Road did not
go straight through to the park and inquired as to the proposed
entrance to Dutton Island Park. Mr. Huffines also expressed
concern for increased traffic in the area resulting from the flyover.
D. Stephen Kuti of 1132 Linkside Drive recommended that the
Commission appoint a cost/benefit study group to analyze
engineering projects of the past three years. He felt that most of the
projects could have been completed in-house less expensively if the
city had its own engineering staff He recommended Al Rabassa and
Alan Potter, in addition to himself, as members of the study group.
Mayor Meserve indicated that Mr. Kuti was welcome to look at
public records.
E. George Maida of 884 East Coast Drive also requested that the
Commission include input from ABET in any future plans for the
Adele Grage building.
• Item 8B was taken out of sequence and acted on at this time.
B. Discussion and Related Action Regarding Naming the Park
Currently Known as Dutton Island (Comm. Waters)
Commissioner Waters stated that he would like the name of Bartolome De
Castro Y Ferrer preserved in local history and suggested that this name
somehow be incorporated into the name of the park. Commissioner Waters
distributed copies of Mr. Ferrer's biography, compiled by the Beaches
Historical Society, to the Commissioners.
Tom Dumas of 27 South 32"d Street in Jacksonville Beach provided
background information concerning Walter Dutton and requested that his
name be considered when naming the park.
BEAVER X
BORNO X X
Motion: Choose one name for the park from the two suggested MITCHEL SON X
names. WATERS X X
ME SERVE X
Discussion ensued,and it was pointed out that many maps refer to the island
as Pine Island. It was suggested that the island be named Dutton Island
• and the park be named Bartolome De Castro Y Ferrer Park.
Commissioner Mitchelson preferred a simple name for thepark,and stated
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he would like additional input before making a decision. Commissioner
Beaver felt the Parks and Recreation Advisory Board should be given an
opportunity to make suggestions, and as Commission liaison to the Board,
he would bring their ideas back to the Commission.
There being no further discussion,the motion failed by to one to four vote
with Commissioner Borno voting aye, and Commissioners Beaver,
Mitchelson, Waters and Mayor Meserve voting nay. BEAVER X X
BORNO X
Motion: Defer action on Item 8B to the next meeting in order to MITCHELSON X X
come back with additional names/information. WATERS X
MESERVE X
There being no further discussion, the motion carried unanimously.
3. Unfinished business from previous meeting
A. Follow-up Report from Meeting of December 14, 1999 (City
Manager)
. Mayor Meserve received and acknowledged the City Manager's follow-up
report, a copy of which is attached as Attachment A.
City Manager Hanson indicated that eliminating the bump in the road at the
intersection of Mayport Road and Plaza Drive would require the lowering
of an existing 10" water line and would cost approximately $50,000.00.
Public Works Director Kosoy outlined the cost factors to remove the bump
and indicated that the $50,000.00 did not include costs associated with
relocation of cable and telephone lines which may have to be picked up by
the city.
No Commission action was taken at this time.
B. Discussion and Possible action Regarding Improvements to
Ocean Boulevard Between Ahern Street and First Street
(Mayor)
City Manager Hanson indicated that ABBA Construction would no longer
honor its bid price for the project and it would have to be re-bid. He
indicated that curb and gutter for the area would cost approximately
$36,000.00.
4110 Commissioner Waters commented that the sidewalk was not pedestrian
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friendly, since it was lower than the street in that area and acted as a
conduit for water. He felt it would be better to wait until the project could
be completed to match Town Center if funds were not available to complete
the project at this time. Commissioner Borno agreed that the drainage
needed to be addressed. Commissioner Mitchelson suggested installing a
curb and landscaping, and to eliminate parking in the area. He felt this
would create a needed transition between the residential and commercial
properties and improve the drainage.
Mayor Meserve suggested that the Commission monitor the plans of the
Sea Turtle Inn for its auxiliary parking lot before making any decision on
the improvements.
C. Discussion and Possible Action Relative to the Future Use of
Adele Grage Community Center (Comm. Beaver)
Mayor Meserve requested that Commissioner Beaver meet with citizens,
current users of the building, staff,and anyone else he needed to meet with,
to gather information relative to the future use of the building and bring this
0 information back to the Commission.
Commissioner Beaver felt he could gather the required information within
the next two weeks.
Former Commissioner Steve Rosenbloom of 1417 Beach Avenue
suggested that the Commission consider funding sources for the
improvements during the information gathering phase. He also requested
that technology considerations be included with the improvements to the
building.
A meeting to receive public input was scheduled for 9:00 a.m., Saturday,
February 19, 2000.
4. Consent Agenda:
A. Approve Extension of Contract with R.L. Lawrence
Construction for Concrete Repairs for a Period of One Year
(City Manager)
B. Approve Extension of Contract with Tom's Asphalt Repairs,
Inc., for Asphalt Repairs for a Period of One Year (City
0 Manager)
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Commissioner Beaver requested that Item C be removed from the Consent BEAVER X
Agenda for discussion. BORNO X X
MITCHELSON X
Motion: Approve Consent Agenda items A and B as presented. WATERS X X
MESERVE X
There was no discussion and the motion carried unanimously.
C. Award Contract for Janitorial Service for City Buildings
Pursuant to the Specifications of Bid No. 9900-5 to Jani-King
Cleaning Service for a Period of One Year, at a Cost of
$19,616.76 and Eliminate the Custodian Position from the List
of Authorized Positions (City Manager)
Commissioner Beaver noted the cost spread between the three bids and
stated he was familiar with the work of Jani-King. He requested that staff
oversee their work to ensure a good job.
Motion: Award Contract for Janitorial Service for City BEAVER X X
Buildings pursuant to the specifications of Bid No. 9900-5 to BORNO X X
0 Jani-King Cleaning Service for a period of one year, at a cost MITCHELSON X
WATERS X
of$19,616.76 and eliminate the custodian position from the MESERVE X
list of authorized positions.
City Manager Hanson indicated that a quality control person from each
building would monitor the work and written records would be kept.
A brief discussion concerning maintenance responsibilities occurred, and
Commissioner Waters requested that the fluorescent lighting on the outside
of the building be repaired.
Commissioner Beaver stated that Jani-King often subcontracted work,and
requested that staff make sure the company performing the work was
insured.
There being no further discussion, the motion carried unanimously.
5. Committee Reports:
A. Atlantic Beach History 2000 Committee Report and Request for
Funding (Mayor)
• Joanna Fletcher, Chair of the Atlantic Beach History 2000 Committee,
provided a status report on the history book to be published. Mrs. Fletcher
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indicated that one quote had been received from Drummond Press to print
500 books for$10,405 or 1,000 books for $14,745.
Mrs.Fletcher further indicated that the$6,000 original funding from the city
was basically still intact and those funds would be used to purchase copies
of photographs from the Beaches Historical Society and to hire a graphic
designer to help with the layout of the book. Mrs. Fletcher requested
additional funding in the amount of$15,000 to cover printing costs. The
report is attached and made part of this official record as Attachment B. BEAVER X
BORNO X X
Motion: Approve an amount up to $15,000.00 to cover the cost MITCHEL SON X
of printing the books. WATERS X X
MESERVE X
Discussion ensued and it was decided that the Committee should meet with
the City Manager to work out the requirements of the bidding process for
printing, and with the Finance Director to identify a funding source.
There being no further discussion, the motion carried unanimously.
• 6. Action on Resolutions:
There was no action on Resolutions.
7. Action on Ordinances:
A. Ordinance No. 20-00-45 - Public Hearing and Final 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
BORNO X X
Motion: Approve Ordinance No. 20-00-45 on final reading. MITCHELSON X X
WATERS X
MESERVE X
Mayor Meserve opened the public hearing. No one wished to speak and the
Mayor declared the public hearing closed.
There was no discussion and the motion carried unanimously.
B. Ordinance No. 65-00-25 - Introduction and First Reading
AN ORDINANCE OF THE CITY OF ATLANTIC BEACH,
FLORIDA, CLOSING PORTIONS OF WEST FIRST
STREET, AND PROVIDING AN EFFECTIVE DATE (City
4110
Manager)
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Mayor Meserve stated he would like to amend the ordinance to include the
deletion of the 10' high berm at the intersection of Atlantic Boulevard and
Mayport Road. BEAVER x x
BORNO X X
Motion: Approve Ordinance No. 65-00-25 on first reading. MITCHELSON X
WATERS X
Commissioner Waters stated that he could not support the ordinance as MESERVE X
amended since the amendment reflected a different topic which he believed
should remain separate. Commissioner Mitchelson inquired if elimination
of the berm would have any effect on sound deadening at ground level.
Mayor Meserve indicated that the berm did nothing to help alleviate ground
level noise.
After further discussion of the effectiveness of a berm, Mayor Meserve
withdrew his request for an amendment to the ordinance.
Mayor Meserve indicated that the public hearing and final reading would be
held February 14, 2000, and that a Resolution addressing the berm issue
would be placed on the same agenda for discussion and public input. .
110 There being no further discussion and the motion carried unanimously.
C. Ordinance No. 65-00-26 - Introduction and First Reading
AN ORDINANCE OF THE CITY OF ATLANTIC BEACH,
FLORIDA, CLOSING CERTAIN PORTIONS OF BEGONIA
STREET, AND PROVIDING AN EFFECTIVE DATE (City
Manager)
BEAVER X X
Motion: Approve Ordinance No. 65-00-26 on first reading. BORNO x x
MITCHELSON X
WATERS X
Mayor Meserve indicated that the public hearing and final reading would be ME SERVE X
held February 14, 2000.
There was no discussion and the motion carried unanimously.
8. Miscellaneous Business:
A. Discussion and Possible Action on City Manager Report of
Opportunities,Observations,and Major Assignments Presented
at the Commission Meeting of January 10,2000(City Manager)
elCity Manager Hanson referenced his report which was distributed at the
previous meeting and stated he would like to schedule one or two
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workshops for input and a planning session or retreat with a facilitator to
prioritize items.
Commissioner Borno commended the City Manager for his report and
concurred with the use of a facilitator.
Commissioner Waters commented that he would like to preserve the
character of Atlantic Beach and felt that Item#14 of the report was crucial
for the future of the city. The Report dated January 10, 2000 is attached
and made part of this official record as Attachment C.
Mayor Meserve stated that he would like to schedule two evening meetings
and a Saturday morning session within the next few weeks and requested
that the City Manager and City Clerk coordinate the scheduling of the
meetings.
B. Discussion and Related Action Regarding Naming the Park
Currently Known as Dutton Island (Comm. Waters)
• Item 8B was taken out of sequence and acted on after Item 2 - Courtesy of
the Floor to Visitors.
9. City Manager Reports:
• Reported that the controlled burn on Dutton Island would be
scheduled in the near future.
• Reported that a meeting with the Jacksonville Transportation
Authority would be scheduled within the next week or so.
10. Reports and/or Requests from City Commissioners and City
Attorney
Commissioner Waters
• Stated he would invite Dwight Wilson and Mr. Herschel Shepherd
to attend the next meeting to provide information concerning the
naming of Dutton Island and improvements to the Adele Grage
building.
• • Appreciated the Mayor's letter to Representative Jim King
concerning the collection of stormwater fees.
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• Felt the city should continue working on marking the canoe trails at
Dutton Island Park.
• Requested that the 10`h Street Beach Access be landscaped.
• Commented on a recent noise complaint and inquired concerning the
city's noise ordinance.
Public Safety Director Thompson indicated that he would propose
changes to the present ordinance, and a letter for City Manager
approval had been drafted to the complainant.
Commissioner Mitchelson
• Inquired ifthe city had received a response from the JEA concerning
the construction of sewer lines within the city.
City Manager Hanson indicated that he had not received a response
• but would follow up on this matter.
Commissioner Beaver
• Commended Virgil Rosario from the Water Department for his
handling of a citizen's complaint of low water pressure.
• Felt the city should monitor how the City of Jacksonville handles its
septic tank issues.
Mayor Meserve
• Reported that the FDOT had committed to paying one-half of the
purchase price or up to $700,000 for the purchase of Johnston
Island, which left one-half of the remaining cost to be split between
the City of Jacksonville and the City of Atlantic Beach. Mayor
Meserve indicated that he would contact the Neptune Beach City
Council to see if they would like to be involved in the future plans
for the property.
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There being no further discussion or business to come before the
Commission, the Mayor declared the meeti ii,. .1 journed at 9:40 p.m.
04
1 e erve
May ' esid g Officer
ATTEST:
4(-t----
M ureen King
Certified Municipal Clerk
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ATTACHMENT A
JANUARY 24, 2000 COMMISSION MEETING
J- 2� - UU
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January 19, 2000
MEMORANDUM
TO:' The Honorable Mayor
And Members of the City Commission
FROM: Jim Hanson
City Manager
Subject: Follow -up items from Commission meetings
Elimination of Bump at Mayport Road - Plaza Drive Intersection: In a recent City
Commission meeting, the question was raised about the cost of eliminating the bump in
the road at the intersection of Mayport Road and Plaza Drive. The estimated cost to lower
the city's 10 inch water line is $50,000.00. Additionally, there is a Bell South duct bank
and possibly a Media One cable line. We do not have estimated costs for the relocation of
• these but it is possible that each may be required to absorb the cost if the City were to
proceed with this project.
This issue was considered in the early 90's during the construction of Section H roads, but
was not done at the time because of the estimated cost.
Public Works staff will present a brief presentation on this at the Commission meeting.
•
ATTACHMENT B
JANUARY 24, 2000 COMMISSION MEETING
• ATLANTIC BEACH HISTORY COMMITTEE 2000
UPDATE ON ACTIVITIES AND REQUEST FOR FURTHER FUNDING
January 24, 2000
I. MEETINGS:
The committee has met the fourth Tuesday of each month at 6PM. Further meetings will
be in the Commission Chambers at 6:30, on the fourth Tuesday. Regular committee members
include: Joanna Fletcher, chair, Steve Piscitelli, Carole Carstater, Ann Winfree, Cam Brown,
Janice Waters.
II. FOCUS:
The committee has focused on creating a history book of Atlantic Beach. The goal is to
create a readable history of the city, providing factual information, but emphasizing personal
memories and anecdotes of the residents who have lived in the city throughout the decades.
III. ORAL INTERVIEWS:
The committee has sent approximately 200 interview questionnaires along with a letter of
explanation about the committee and our endeavor. The mailing list was compiled through word-
of-mouth and suggestions returned from the interview sheets.
Approximately 35-40 responded to the questionnaire. Several of these people have been
interviewed. All have been notified that someone will call them when information is needed for a
specific research topic.
• IV. BOOK:
The committee has chosen these topics as significant in Atlantic Beach history:
NEIGHBORHOODS
THE BEACH
THE CORNER(TOWN CENTER)
EDUCATION (SCHOOLS)
GOVERNMENT
PARKS AND PUBLIC SPACES
TRANSPORTATION (AIR, RAIL AND ROAD)
AB DURING WWII
INTERESTING CRIMES AND CAPERS
ARCHITECTURE
ARTS AND ENTERTAINMENT
LANDMARKS (AB HOTEL, LE CHATEAU, HOTEL CONTINENTAL ETC.)
Also a time-line has been created of selected events, "A SNAPSHOT OF ATLANTIC
BEACH AND THE WORLD."
V. RESEARCH:
At this point the following research has been completed:
NEIGHBORHOODS: Donner Subdivision: The Rhythms of a Community:
• Work in progress: Selva Marina and Old Atlantic Beach
. -
III THE CORNER: Work in Progress
EDUCATION: Atlantic Beach Elementary School
PARKS AND PUBLIC SPACES: Work in Progress
TRANSPORTATION: Completed
AB DURING WWII: Completed
LANDMARKS: AB Hotel, Le Chateau, Hotel Continental completed
VI. PUBLISHING:
We have one quote from Drummond Press, a local company, for the following:
SIZE: 11 3/4 X 8 3/4, 112 PAGES (+HARD COVER), 104 PAGES/I COLOR,
8 PAGES/4 COLOR: 500 books: $10,405.00
1000 books: $14,745.00
VII. OTHER EXPENSES:
The initial $6000.00 funded by the city in June of 1998 is basically in tact, minus postage
and mailing and copying charges. We anticipate using these funds in the near future to purchase
copies of photographs from the BARS and to hire a graphic designer to help with the layout of
the book.
VIII. REQUEST FOR FUNDING:
The Committee respectfully requests additional funding of$15,000.00 to cover the cost of
•
printing, which can be reimbursed upon sale of the book. It is anticipated that we can sell the
book for approximately$25.00. Any profits can be returned to the committee to help fund further
projects such as a video and historical markers.
IX. QUESTIONS:
1. The committee would like to know the procedure for bidding, re: printing
2. Will the city be responsible for the storage of the books?
3. Can the city collect money for the sale of the book?
X. COMMENTS:
The Atlantic Beach History Committee 2000 is dedicated to contributing to this
community a lasting memento containing some of the highlights of the history of our city. We
insist that it be done in the quality and style which Atlantic Beach and its citizens expect and
deserve. As a volunteer committee, work and family are priorities, and delays are sometimes
unforseen. However, we will make every effort to follow the time-line attached.
•
•
410 . .t
TIMELINE FOR ABHC BOOK
NOVEMBER 23, 1999
JAN FEB MAR APR MAY JUNE JULY AUG SEPT OCT NOV DEC
Continue
with Research Research
Research complete
Edit Editing
Book complete
Design Design Design
complete
Draft ready. Bids out for Printer Printer Printer
Printer
Market-ing Market-ing
Sale Sale
ATTACHMENT C
JANUARY 24, 1999 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
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
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• 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
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• 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.
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• 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
IP to allow for development. Expanding the improvements in the Town Center area, the
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
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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.
Respectfull ubmitted,
Janson
ity Manager
January 10, 2000
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